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SOAP 2.0 FAQ

To help ease your transition to SOAP 2.0, here is a list of frequently asked questions pertaining to the following topics:

Simply click the question links to expand and collapse the answers.

Templates & Profiles

Templates create the foundation for the different note types in SOAP 2.0, providing customized documentation solutions for your providers. Company Admins can customize WebPT Templates (the default configuration for all notes in SOAP 2.0) to create a Company Template for each note type (Daily Note, Discharge, Initial Evaluation, Progress Note) and each provider category (OT, PT, SLP, ATC/Wellness). 

To learn more about Templates, click here.

Profiles are designed to add additional fields and populate certain subsections of your note. While Templates provide the framework for specific note types and disciplines, Profiles can be applied to any note type, by any therapist. Company Admins can create Profiles for common focuses of care to save time while documenting. 

To learn more about Profiles, click here.

You can use Company Templates to customize the fields that appear on your note. You can remove any fields you don’t need, excluding general billing compliance fields like Date of Visit and Diagnosis.

Once a WebPT Template has been copied and customized, the finished version will appear in the Company Templates section. We recommend creating a Template for each note type and each discipline represented at your clinic. Remember, you can only have one Company Template for each note type and discipline. For example, you can create one Daily Note for PTs, one Daily Note for OTs, one Daily Note for SLPs, etc.

We will automatically add Medicare-required fields, such as Plan of Care dates, to the note even if you did not add them to your Template.

When building a Profile, you can choose whether the subsection appears on Evaluative note types (Initial Evaluations, Progress Notes, Discharge Summaries) or All note types (Evaluative + Daily Notes). The selection defaults to All, meaning the subsection will appear on all notes created across your organization. 

Yes, Templates can be modified later. From the EMR Dashboard, navigate to the company drop-down and select SOAP Templates. Click the Edit [pencil] icon to make your edits. After you have modified the template, select Publish Template to save your edits. The update will show on new notes going forward. Any modifications made to a Template will not be reflected on notes that are in progress. If you are in the middle of a note, you must delete the note and create a new note to see the updated Template. 

Templates allow you to fully customize the fields that appear on your note. Don’t need questions related to pediatric care? Remove them entirely. We recommend including only the most basic fields on your Templates. Then, use Profiles to build treatment-specific content, allowing you to quickly add in the fields you need to treat the patient’s specific ailment and nothing more. We recommend always adding a profile to every note. This ensures you have the treatment-specific fields you need.

Yes, you can create as many profiles as you need and also apply multiple Profiles to your SOAP 2.0 note. To learn more about adding Profiles, click here.

SOAP Platform

SOAP 2.0 is currently available! As an existing Member using our first-generation documentation, you’ll be transitioned to SOAP 2.0 in the future. But don’t worry—we’ll provide plenty of lead time for any changes, and you’ll experience an easy transition once we’re ready to onboard your clinic to our new solution. If you’d like more specific information or would like to upgrade to our next-generation documentation, please contact your Success Manager directly. If you are unaware of who that is for your clinic, please email success@webpt.com. 

While it’s not required to upgrade at this time, all WebPT Members will be transitioned to SOAP 2.0 in the near future. When the time comes to make the switch, we’ll provide an ample amount of time to ensure it’s a seamless transition for you. This upgrade aims to save therapists time—in fact, Members have been able to complete initial evals in half the time—so we hope you’ll take advantage of this upgrade.

SOAP 1.0 will remain active for the foreseeable future. While it’s not required to upgrade at this time, all WebPT Members will be transitioned to SOAP 2.0 in the future. When the time comes to make the switch, we’ll provide an ample amount of time and resources to ensure it’s a seamless transition for you.

Within SOAP 2.0, you will be able to preview all notes that were finalized in SOAP 1.0. 

If you need to add an addendum to a note finalized in SOAP 1.0, you will need to do so from the SOAP 1.0 patient chart. If you are in SOAP 2.0, click the Documentation drop-down and select SOAP 1.0 to access those records. 

When will I be able to use SOAP 2.0 + MIPS?

MIPS functionality is available in SOAP 2.0, as well as 1.0. While you can choose to document MIPS in 1.0 or 2.0, all the data will be saved in the same spot within WebPT so you won’t have any problem submitting to Healthmonix when the time comes.

For a weekly release note recap, you can check out the What’s New with SOAP 2.0 knowledge base article. Looking for more in-depth articles? Check out these articles.

Yes! Simply click the “View Documentation” button located on the patient records page to view the finalized notes for that patient.

We recommend using SOAP 2.0 for new patient documentation. There is no need to transition patients you are currently treating in 1.0 to 2.0, so feel free to complete your existing patient documentation in 1.0.

No, the upgrade to 2.0 is completely free of charge. We believe any time that can be saved during documentation means more availability for patients to get treated, so we built 2.0 to provide an innovative business solution for all of our Members.

Is SOAP 2.0 connected to my billing integration (Therabill, RevFlow, Kareo, AMD, etc.)?

Yes. The  Transmission Reconciliation mode of the Claims Feed Report will show 1.0 and 2.0 data. 

Advanced Profiles has replaced Smart Text in SOAP 2.0 Documentation. This feature currently allows you to prefill the Problems, Goals, and Planned Treatment subsections. While building Profiles, you can prefill the fields that say, "Add profile text here..." and the text will be saved onto the note.

If you do not wish to continue using SOAP 2.0 documentation for a patient, you'll need to create a new case for the patient in order to start 1.0 documentation. Remember to add the previous visits documented in 2.0 to the case and create your placeholder Initial Evaluation. You cannot transfer note data from 2.0 to 1.0; however, you can still view the 2.0 documentation in the existing case.

Documentation

No. Unlike in 1.0, evaluative note types don’t need to generate a daily note for billing purposes. Evaluative notes contain your charge information, so there is no need to create a daily note. This is an enhancement over SOAP 1.0. Once an evaluation is finalized, it will appear in the Records section and you can confirm the billing transaction in the Claims Feed Report.

For government payers, you must complete a Progress Note. For commercial payers, you can complete a Daily Note. If you would like to ensure key information continues to carry forward throughout treatment, we recommend completing a Progress Note and adding in all the relevant details.

If the Daily Note has not been finalized, use the Menu [...] option to delete the note. 

If the Daily Note has been finalized, you can add an Addendum and select the Do Not Bill checkbox in the Charge Summary. This will remove it from the Visit Count. If you have associated billing, you must finalize and rebill so that your billing system understands you are no longer billing the visit. 

 If you are documenting a Daily Note and realize it should be a Progress Note, click the Daily Note down arrow to Convert to Progress Note.

When customizing Templates for your company, use the most common/preferred note name for the name. 
 When documenting a Progress Note, you can also rename the individual note as needed. 

Yes. At the top of the note, select the Place of Service drop-down menu, and choose the correct location identifier. 

You can document specific information in the Objective section of the note. We recommend using the Additional Comments subsection or the Objective Findings subsection. We’ve heard this request from many Members and are currently building this functionality into SOAP 2.0.

Yes. If you added problems and goals to a Profile, you can remove the pre-populated items during documentation by selecting the Menu [...] option. You can also edit the goal phrases by clicking into the problem/goal field and editing the text. 

Yes, in SOAP 2.0 this is referred to as an Administrative Discharge. From the Records section, click the Menu [...] option and select Discharge. 

You will be asked if the note is a result of direct patient interaction during a clinical encounter. To complete an Administrative Discharge, select No. Complete the Administrative Discharge to discharge the case. This will be a non-billable note. 

If you are documenting a Progress Note and decide it is time to discharge the patient, click the Progress Note drop-down and select Convert to Discharge Summary. 

From the Records section, select the Date of Service for the Discharge Summary. Click the Menu option and select Addend. 

Click the Signed Discharge Summary drop-down and select Convert to Progress Note. 

After signing the note and providing a reason for the addendum, you can continue patient documentation with a Daily Note. 
If you completed an Administrative Discharge, select the Date of Service for the Administrative Discharge. Click the Menu option and select Addend. 

Click the Signed Discharge Summary drop-down and select Convert to Case Note. 

After signing the note and providing a reason for the addendum, you can continue patient documentation with a Daily Note or Progress Note.

When you are done with a specific section, you will see a preview of what the note will look like. Use the SOAP navigation bar on the right-hand side to review completed documentation. Click the section to make edits and corrections before finalizing the note. 

Yes, CPT codes added to the Charge Summary section will carry forward onto subsequent notes with a few key exceptions. Evaluation codes and Minutes will not carry forward.

When adding ICD-10 codes during documentation, click Medical Diagnosis+ and enter at least three characters to search. Important: the diagnosis code search is extremely particular and only shows complete codes. When typing in the words, ensure you’re entering in the information in the same sequence as it appears in the code book. 

From the Charge Summary section, click the CPT Code+ link and select the drop-down menu. Search for a code from our list of commonly used CPT codes, or Use Custom Code. Repeat for additional CPT codes. Therapy modifiers (GP, GN, or GO) can be manually added, or will be automatically applied if the patient’s insurance has Apply Therapy Modifiers selected in their insurance settings. To learn more about CPT codes, click here. 

Yes! From the Records section, select the checkboxes for the notes you want to print, then click the Print button. You can also select the Menu [...] option to fax the selected notes. 

The Start Time & End Time finalizes in the clinic's time zone, with the clinic's time zone stamp applied next to the start and end time on a finalized note. For those providers that are documenting according to the time zone they are in (if it's different from their clinic's time zone), they will notice the start and end time finalizing with a different time than they originally input on the note in progress. We added the time zone stamp to make it more apparent what time zone the note is being finalized in.

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