- 26 Mar 2024
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SOAP 2.0 | Therapist Assistant: Note Finalization Process
- Updated on 26 Mar 2024
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Overview
If you are currently using this functionality in SOAP 1.0, it is already enabled for SOAP 2.0.
Therapist Assistant User Types are not automaticlly allowed to Finalize Notes in SOAP 2.0. If the clinic and credentialling of the Therapist Assistant allow for this action please be sure the following settings are in place at the Clinic, Insurance and User level.
All three permissions (Clinic Settings, Insurance Settings, and User Permissions) must be enabled for the assistant to finalize a note.
Please reference the Billing Integrations section below to see how this may impact your billing partner subscription.
Click the arrow or colorblock below to discover more.
Clinic Settings
Clinic Setting
Clinics that allow Finalizing notes by Therapist Assistant User Types need to have the Therapist Assistant Note Finalization Setting turned on in your Clinic Settings.
As a Clinic or Company Admin, click the company drop-down menu on the EMR Dashboard and select Clinic Settings.
Select On for the Therapist Assistant Note Finalization. This permission defaults to ON for all clinics.
Click Save Settings.
Insurance Setting
Insurance (Payer) Setting
The Therapy Assistant User needs the Allow therapist assistants to finalize notes permission for every insurance payer for whom they create documentation.
Click Display Insurance from the Insurance Manager menu.
Use the Insurance Search filter to search by Insurance (name), Status or Type to narrow the selections and click Search.
When you find the Insurance Payer, click Edit to open the Insurance Payer record.
Check the box for Allow therapist assistance to finalize notes.
Click Save Insurance to save the changes to the insurance payer.
User Permission Settings
User Permission Setting
Click User Manager from the Company Drop-down menu.
Enter the user information in the User Search to find the therapist assistant you want to allow to sign notes.
Once you've found the user, click Edit.
Select Finish SOAP Notes from the Permissions drop-down.
When the dialog box appears, select Yes, I understand to confirm a signature is selected and** Save User.**
Therapist Assistant Note Finalization
Therapist Assistant Note Finalization
Once the permissions are enabled, the Sign option becomes available for the therapist assistant in SOAP 2.0.
Complete the documentation and click Sign.
Select the Supervising Therapist from the Select Supervising Therapist drop-down and click Apply.
Therapist Supervisor OptionsThe therapist assigned to the case will populate the Supervisor drop-down by default, this can be changed using the drop-down.
Both the assistant and supervising therapist's names will appear on the finalized note.
The patient’s chart will show the assistant’s name in the Therapist column.
What does this mean for the claim in WebPT Billing and Therabill?
The claim will be billed under the provider selected in the Supervised By drop-down menu, just like the Forward function. This means that the supervising provider’s NPI will appear on the claim, without the provider needing to co-sign the note. This is specifically designed for jurisdictions in the United States that do not require providers to co-sign notes for therapist assistants, and will not apply to everyone.
Billing Integrations
Billing Integrations
If you have a billing integration, allowing your assistants to finalize notes may impact your subscription. Please contact your billing software to determine whether you will need to add additional licenses for assistants who finalize documentation.
WebPT Billing
If your therapist assistant was not entered into WebPT Billing during your database setup, contact claims@webpt.com to add your assistant into WebPT Billing once the note has been finalized in the EMR. The claim will be billed under the provider selected in the Supervised By drop-down, just like the Forward function. This means that the supervising provider’s NPI will appear on the claim in WebPT Billing, without the provider needing to co-sign the note. This is specifically designed for jurisdictions in the United States that do not require providers to co-sign notes for therapist assistants, and will not apply to everyone.
Therabill
Anyone who finalizes notes in WebPT must be a Provider in Therabill (this includes assistants). Because Therabill charges per provider, you will need to purchase an additional provider license for each assistant who finalizes notes in WebPT. If you choose to allow an assistant to finalize notes in WebPT but do not add them as a provider in Therabill, any notes the assistant finalizes will create an HL7 error.