Patient Outcomes Intake (SOAP 2.0)

The WebPT Patient Outcomes Intake feature provides three methods to stage a patient’s outcomes questionnaire before the appointment, allowing the therapist to select the finished outcome measurement questionnaire while completing an evaluative note on the patient. Alternatively, Outcomes can be completed during an evaluative note in the Objective section. Review the method you want to use by clicking the link.

• Kiosk Mode: The patient uses a clinic device such as a tablet or laptop to fill out the questionnaire at the clinic, before the appointment. 
• Fill Out Now: Clinic staff transcribes the patient's answers in the questionnaire on the patient's behalf.
• Send to Patient: The patient receives an email with instructions for completing the questionnaire before the appointment. 

OMT Options and Questionnaire Types

The following OMT questionnaires are available:

• Dizziness Handicap Inventory
• Foot and Ankle Ability Measure - Sports Subscale
• Hip Disability and Osteoarthritis Outcome Score
• Knee Injury Osteoarthritis Outcome Score
• Lower Extremity Functional Scale
• Lymphedema Life Impact Scale (v2)
• Modified Falls Efficacy Scale
• Modified Oswestry Low Back Pain
• Neck Disability Index Questionnaire
• Pelvic Floor Distress Inventory Short Form 20
• Upper Extremity QuickDASH

Questionnaire Types

• Initial Examination: Contains the outcome questionnaire and a pain scale. It will be staged for the patient’s Initial Examination and should be completed before the patient’s initial visit.
• Follow-Up: Contains the outcome questionnaire, a pain scale, and patient satisfaction questions. It will be staged for a patient’s Progress Note or Re-Examination. It can be used for any evaluative visit occurring after the patient’s initial visit but before the patient is discharged.
• Discharge: Contains the outcome questionnaire, a pain scale, and patient satisfaction questions. It will be staged for Discharge, and it should be completed just before the patient’s last visit.

Patient Satisfaction Questions

If you want to ask the patient to complete satisfaction questions and you do not see them in the questionnaire, check your clinic settings. Patient satisfaction questions can be set to require completion.

Kiosk Method

Kiosk Mode allows patients to fill out their questionnaires in the clinic waiting room using a mobile device such as a tablet or laptop on the WebPT Intake Portal website ( https://intake.webpt.com).

To protect patient data, ensure you are not logged into WebPT on the device you provide to the patient. We recommend bookmarking the above URL so you—or another staff member—can easily enter the unique code and hand the device to the patient.

1. From the 2.0 Records page, select the Menu icon and click Add Outcome.
2. Select Kiosk and click Next.
3. Select the appropriate Outcomes Questionnaire and Type, then click Generate Code.
4. The Kiosk Code will be generated. Click Ok.
5. On the device that will be given to the patient, open the website: https://intake.webpt.com. We recommend bookmarking the URL so the unique code can easily be entered and handed to the patient to fill out. Ensure you are NOT logged into WebPT on the device given to the patient to protect all patient data. 
6. From the WebPT Intake Portal page, enter the PIN and click Continue.
7. The questionnaire will open in a new window. Once completed,  the patient clicks Submit and will see a “Thank you!” message to indicate successful submission.
8. After the questionnaire is completed by the patient, it will appear on the Patient Records page in the Notes section. You may need to refresh the browser.
9. Once you begin documentation, a pop-up will notify you of the completed outcome. Click Pair Test.
10. You will automatically be directed to the staged outcome in the Standardized Tests section. Click the staged outcome to add it to the note.
11. The outcome has now been added to the note. Continue documenting the note as usual.

Fill Out Now Method

Use the Fill Out Now method to input questionnaires that patients complete on paper before their appointments. Be sure to print out the correct OMT form from the Tools section, taking care to match the form to the note type. 

Once the patient completes the paper form, manually enter the information into the patient’s chart. Upload a copy of the patient’s responses to eDoc and destroy the original paper form.

1. From the EMR dashboard, navigate to the Tools section and select OMT Forms. Print the appropriate OMT and instruct the patient to fill out the paper form. 
2. From the 2.0 Records page, select the Menu icon and click Add Outcome.
3. Select Fill out now and click Next.
4. Select the appropriate Outcomes Questionnaire and Type, then click Go to Survey.
5. The selected questionnaire will open in a new window. Transcribe the patient’s information from the paper form into the questionnaire.
6. Click Submit and you will see a "Thank you!" message to indicate successful submission.
7. Ensure that you upload the patient’s original document as an eDoc and destroy the original paper to protect patient data.
8. Once the questionnaire is submitted, it will appear on the Patient Records page in the Notes section. You may need to refresh the browser.
9. Once you begin documentation, a pop-up will notify you of the completed outcome. Click Pair Test.
10. You will automatically be directed to the staged outcome in the Standardized Tests section. Select the staged outcome to add it to the note.
11. The outcome has now been added to the note. Continue documenting the note as usual.

Send to Patient Method

The Send to Patient method generates an email link that allows a patient to digitally complete the questionnaire any time before their appointment. From the patient’s chart, select the email, questionnaire, and type to generate a unique link that will open the selected questionnaire.

1. From the patient chart, select Patient Info. From the Address box, select the Contact Info tab.
2. Select Add Contact.                                                                             
3. Verify email address or add an Email Contact Type. Scroll down and click Save Patient before returning to the Chart.         
4. From the 2.0 Records page, select the Menu icon and click Add Outcome.
5. Select Send to Patient and click Next.
6. Select the email address, Outcomes questionnaire, and Type, then click Send. A pop-up stating the email was successfully sent will be displayed.
7. The patient will receive an email with the subject "Patient Intake Invitation from (Clinic Name)". The patient clicks Click here to complete your Patient Registration.   
8. The questionnaire will open in a new window. Once completed, the patient clicks Submit and will see a "Thank you!" message to indicate successful submission.
   1. Note: The unique PIN within the patient email will expire 48 hours after sending. If the patient attempts to complete their intake after this timeframe, they'll receive the following error message.
   2. To resolve, you'll need to resend the intake invite to the patient following the steps above.
9. Once the questionnaire is completed by the patient, it will appear on the Patient Records page in the Notes section. You may need to refresh the browser.
10. Once you begin documentation, a pop-up will notify you of the completed outcome. Click Pair Test.
11. You will automatically be directed to the staged outcome in the Standardized Tests section. Select the staged outcome to add it to the note.
12. The outcome has now been added to the note. Continue documenting the note as usual.