In response to the changing modifier landscape, additional modifiers may be required for some payers. Additional Modifiers can be created and added to SOAP notes in the WebPT EMR. Any modifiers added will automatically carry forward to the next note (as long as your notes are finalized in order). There are three steps to the process:
- Set up and add new modifiers in Company Settings.
- Turn on and select modifiers for each applicable Insurance.
- Add these modifiers to CPT Codes when completing the billing portion of the SOAP note.
Let’s get started.
To use additional modifiers, you must first complete the following setup process. It's crucial to enter the correct modifier and an accurate description, as well as to educate your therapists on the proper use of these modifiers. Note: Only Company Admins can complete this task.
- Navigate to your company settings.
- In the Additional Modifiers, section select On. This feature automatically defaults to Off.
- Open the Additional Modifiers input tool by clicking the drop-down arrow.
- Add the modifier. As part of our validation settings, you cannot input a modifier that is less or more than two characters.
- Type an accurate and thorough description for when this modifier should be used. This description will appear in the soap note, helping the therapists accurately apply the correct code.
- Once you’ve added the modifier and appropriate description, be sure the Active checkbox next to the modifier is checked. If you don’t, the modifier will not be available for use on the insurance or SOAP note level.
- To add additional modifiers, click the Add another modifier link.
- Save your settings.
For more information on company settings, click here.
To apply additional modifiers to documentation, you’ll first need to enable the specific modifiers you want to use for each insurance.
- Edit the insurance record and check the box next to Select the Additional Modifiers that will be available for selection on SOAP notes for this payor.
- Use the drop-down to select from the available modifiers, hovering over the modifier to review the description. Remember, modifiers will only appear if they’ve been checked as Active in the company settings.
- Select only the modifiers you want to use for that payer.
For more information on insurance settings, click here.
Using Additional Modifiers in Documentation
Finally, the last step is to apply the modifier to a specific CPT code during documentation. Remember, any modifiers added will automatically carry forward to the next note.
- When entering billing information into the SOAP note, therapists will have the option to select a modifier from the drop-down.
- Check the box next to the modifier you want to use. Remember, only modifiers that were added and marked active in the company settings AND added to the patient’s insurance will be available for use. Note: you cannot add more than four modifiers to a single CPT code.
- Complete billing and finalize documentation.
- When including CPT Codes in the Charge Summary, select the custom Modifier from the drop-down.
- Check the box next to the modifier you want to use. Remember, only modifiers that were added and marked active in the company settings AND added to the patient’s insurance will be available for use. Note: You cannot add more than four modifiers to a single CPT code.
- Complete your Charge Summary and sign the note.
If you have a billing integration with WebPT’s EMR, you’ll need to ensure your billing partner is set up to accept these modifiers. If not, you may have issues with claim submittals. Please reach out to your integration partner directly with any questions.
All modifiers added in the SOAP note will automatically flow into Therabill upon finalization. If you are currently using Therabill’s Auto CPT Modifier function, any modifiers already present will be skipped, so you don’t need to worry about duplicates.
All modifiers added in the SOAP note will automatically flow into RevFlow/WebPT Billing with the exception of GP, GO, and GN. These modifiers are added back onto the claim before billing occurs.