Additional Modifiers

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. There are three steps to the process:  

  1. Set up and add new modifiers in Company Settings.
  2. Turn on and select modifiers for each applicable Insurance.
  3. Add these modifiers to CPT Codes when completing the billing portion of the SOAP note.

Let’s get started.

Company Setting

To use additional modifiers, you must first complete the following set up 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.

  1. Navigate to your company settings.                          
  2. First, you’ll need to turn on Additional Modifiers. This feature automatically defaults to Off. 
  3. Next, open the Additional Modifiers input tool by clicking the drop-down arrow.
  4. Add the modifier. As part of our validation settings, you cannot input a modifier that is less or more than two characters.
  5. Input 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.
  6. Once you’ve added the modifier and appropriate description, be sure to select the Active checkbox next to the modifier. If you don’t, the modifier will not be available for use on the insurance or SOAP note level.             
  7. Use the Add another modifier link to include additional modifiers. 
  8. Be sure to save your settings.

For more information on company settings, click here.

Insurance Setting

To apply additional modifiers to documentation, you’ll first need to enable the specific modifiers you want to use for each insurance.

  1. 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.                
  2. Use the drop-down to select from the available modifiers. Hover over the modifier to review the description. Remember, modifiers will only appear if they’ve been checked as Active in the company settings.
  3. Select only the modifiers you want to use for that payer.
  4. Save.

For more information on insurance settings, click here.

Using Additional Modifiers in Documentation

Finally, the last step is to apply to the modifier to a specific CPT code during documentation.  

SOAP 1.0 

  1. When entering billing information into the SOAP note, therapists will have the option to select a modifier from the drop-down.                                                 
  2. 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.                                                                                   
  3. Note: you cannot add more than four modifiers to a single CPT code.
  4. Complete billing and finalize documentation.

SOAP 2.0

  1. When including CPT Codes in the Charge Summary, select the custom Modifier from the drop-down.
  2. 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.
  3. Note: You cannot add more than four modifiers to a single CPT code.
  4. Complete your Charge Summary and sign the note.

Billing Integrations

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.

Therabill

If Therabill is your billing integration partner, 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.

RevFlow

If RevFlow is your billing integration partner, all modifiers are removed from charges automatically when they flow over. If you want to use additional modifiers, please contact RevFlow Support.