SOAP 2.0 | Therapist Assistant: Note Finalization Process
  • 26 Mar 2024
  • 3 Minutes to read
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SOAP 2.0 | Therapist Assistant: Note Finalization Process

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Article Summary

Overview

Members Transitioning from SOAP 1.0

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.

Required Permissions

All three permissions (Clinic Settings, Insurance Settings, and User Permissions) must be enabled for the assistant to finalize a note.

Members with Billing Integrations

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.
 

  1. As a Clinic or Company Admin, click the company drop-down menu on the EMR Dashboard and select Clinic Settings.
    EMR_Clinic drop down_Clinic Settings

  2. Select On for the Therapist Assistant Note Finalization. This permission defaults to ON for all clinics.
    EMR_Clinic Settings_Therapist Assistant setting

  3. Click Save Settings.

Discover more about Clinic 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.

  1. Click Display Insurance from the Insurance Manager menu.
    EMR_Insurance Manager Menu_Display Insurance_redbox

  2. Use the Insurance Search filter to search by Insurance (name), Status or Type to narrow the selections and click Search.
    EMR_Insurance Manager_Insurance Search button

  3. When you find the Insurance Payer, click Edit to open the Insurance Payer record.
    EMR_Insurance Manager_Priority Health_Edit link

  4. Check the box for Allow therapist assistance to finalize notes.
    EMR_Insurance Manager_Settings_Allow Therapist to Finalize

  5. Click Save Insurance to save the changes to the insurance payer.

Discover more about Insurance Settings.



User Permission Settings

User Permission Setting

  1. Click User Manager from the Company Drop-down menu.
    EMR_Company dropdown_User Manager

  2. Enter the user information in the User Search to find the therapist assistant you want to allow to sign notes.
    EMR_User Manager_User Search Filter

  3. Once you've found the user, click Edit.
    EMR_User Manager_Edit User Link column

  4. Select Finish SOAP Notes from the Permissions drop-down.
    EMR_User Manager_User Profile_Permission_Finish SOAP Note

  5. When the dialog box appears, select Yes, I understand to confirm a signature is selected and** Save User.**
    EMR_User Manager_User Profile_Confirm Finalization Permission

Discover more about User Permissions.



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.
 

  1. Complete the documentation and click Sign.
    EMR_2.0_Documentation_Sign Button

  2. Select the Supervising Therapist from the Select Supervising Therapist drop-down and click Apply.
    EMR_2.0_Documentation_Forward_Select Supervising Therapist

    Therapist Supervisor Options

    The therapist assigned to the case will populate the Supervisor drop-down by default, this can be changed using the drop-down.

  3. Both the assistant and supervising therapist's names will appear on the finalized note.
    EMR_2.0_Documentation_Signed Note_Supervising Therapist Included

  4. The patient’s chart will show the assistant’s name in the Therapist column.
    EMR_2.0_Patient Profile_Records_Signed IE_Documenting Therapist

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.

Discover more about adding providers in Therabill.




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