WebPT’s intuitive EMR can help you cover all your clinical and logistical bases. But, to get the most bang for your buck, you and your staff should be using the application to its full potential. On that note, even the experts among us could benefit from a brief reminder course in Front Office 101 to get their practices running a little smoother. With that, here are five hacks to make your life a little easier when using the WebPT Front Office Package.

Retention, Please: Why Patient Dropout is Killing Rehab Therapy Practices— and How to Stop It - Regular BannerRetention, Please: Why Patient Dropout is Killing Rehab Therapy Practices— and How to Stop It - Small Banner

1. Schedule recurring patient visits.

The Issue

Rome wasn’t built in a day, and it’ll almost certainly take several days, weeks, or months for you to restore each patient’s level of function. So, instead of manually inputting each patient visit one-by-one, it makes sense to schedule out these appointment reminders all at once.


The Solution

To save yourself time, use the Copy feature (shown above) to schedule multiple appointment reminders for a specific patient. This option allows you to “paste” the patient’s profile into future appointment slots. Just be sure to avoid double-booking patients.

According to John Strobot, an enterprise training specialist at WebPT, this feature is also great for scheduling recurring interoffice tasks and to-dos—like department meetings, employee time-off requests, and lunches. That way, you’ll waste less time scheduling—which means you’ll have more time to get down to business.

2. Adopt a patient-case naming convention.

The Issue

Scheduling can prove difficult—and just plain confusing—if:

  • one or more of your patients share the same name;
  • a patient receives treatment in multiple disciplines; or
  • your rehab practice has multiple clinic locations.


The Solution

To ensure each patient sees the correct therapist, shows up to the right clinic, and receives the correct treatment, Bradley LaFave, WebPT’s training manager, suggests developing a system to limit any confusion. For example, if multiple patients have the name “Brian Spencer,” you may want to capture specific demographic and treatment information—found in documentation—that denotes the patient’s date of birth, therapy discipline, injury, and original date of service. Use this simple hack to not only limit confusion, but also maintain a better running log of individual patient care.

3. Create clinic-specific calendars.

The Issue

If your rehab therapy practice has multiple clinics, it’s imperative to have a specific calendar for each location to avoid:

  • documenting in the wrong patient charts;
  • reporting inaccurate or invalid patient data; and
  • creating confusion when trying to schedule patients.


The Solution

Strobot urges providers to create clinic-specific calendars—rather than using a master calendar that serves the entire company—to avoid generating confusion or errors. Plus, as shown above, your front-office staff can easily send out patient appointment reminders that are specific to each clinic.

4. Manage daily patient documentation progress.

The Issue

When you’re busy treating patients all day, it can be tough to keep track of your documentation tasks for each one. Looking for an easy way to identify which notes you still need to complete and/or finalize? WebPT has you covered.


The Solution

Stacey Kulm, Member Care manager at WebPT, encourages therapists to use the color-coded guide within the application’s Agenda feature to quickly get a pulse on the documentation progress for each patient. Here’s what each color means:

  • Red: You haven’t started the note.
  • Yellow: You’ve started the note but haven’t finalized it.
  • Green: You’ve finalized the note.

In a perfect world, you would have green dots next to all your patients’ names.

5. Set up a mobile shortcut.

The Issue

When you’re leaving the clinic after a jam-packed day, the last thing on your mind is checking the next day’s schedule of appointments. I mean, you love your job—but you have a date with your DVR to watch The Voice and the season finale of Westworld. Tomorrow can wait.

The Solution

We carry our smartphones everywhere—and when you have the power of a cloud-based scheduling software, you can quickly pull up your calendar anywhere, anytime. With that in mind, we encourage you to bookmark the WebPT dashboard on your smartphone’s browser. This way, you can easily check appointment times and details. Pssh, and they say we spend too much time on our gadgets.

Pro tip for iOS users: Want a super quick way to access the WebPT application while on-the-go? Simply create a shortcut on your smartphone’s home screen. To do this, open the application in your browser, click the square with an up arrow icon at the bottom of your screen, and choose “Add to Home Screen.” A shortcut with the WebPT logo—it will look like all your other apps—will then be added to your home screen. Voilà!

Therapy providers should be focused on providing exemplary care—not overcoming logistical barriers. And while putting WebPT’s Front Office Package to work for your practice is certainly a step forward in the right direction, adopting these hacks will save you and your staff even more valuable time and energy—and ensure all clinical operations run smoothly.

  • What Happens if Your Physical Therapy Software Goes Out of Business? Image

    articleJul 15, 2016 | 7 min. read

    What Happens if Your Physical Therapy Software Goes Out of Business?

    You’ve most likely heard the news: PTOS is going out of business. That means that in a few short months, PTOS customers will be left without a physical therapy practice management and billing software solution, so they’ve got to find new systems—stat . After all, no one wants to lose all of their valuable patient and business data—nor do they want to wait until the last minute to find a replacement. Shopping for a PTOS alternative, partnering with …

  • How to Better Manage Your Staff Within WebPT Image

    articleJan 11, 2016 | 4 min. read

    How to Better Manage Your Staff Within WebPT

    Businesses are like ecosystems—and that analogy certainly applies to rehab therapy practices. There are many factors that influence how a business operates. Everything has to be in balance; otherwise, every part of your practice feels the impact—from your patients to your front office staff. So, how do you keep your ecosystem healthy? Part of it comes from having the right staff —and a solid management system—in place. But, you also need the right tools to propel your …

  • Best-of-Breed Solutions vs. Jack-of-All-Trades Software Image

    articleJan 7, 2015 | 5 min. read

    Best-of-Breed Solutions vs. Jack-of-All-Trades Software

    After nearly ten years in sales and marketing, I’ve heard—and probably used—every figure of speech imaginable. Whether we’re advising to not count your chickens before they hatch or imploring that you not cry over spilled milk, we use these phrases to succinctly make our points. Perhaps that’s why we’re seeing a debate unfold in our industry pitting “best-of-breed” solutions against “jack-of-all-trades” software. And with our very own Heidi Jannenga deeming 2015 as “ the year of the …

  • Five Tips for Training Your Therapists on Electronic Documentation Image

    articleJan 8, 2015 | 5 min. read

    Five Tips for Training Your Therapists on Electronic Documentation

    If you’ve found the right EMR for your clinic, chances are you’ve “been there, done that” (although you probably didn’t get the t-shirt ). You’ve cycled through research, demos, phone calls, and more research—all to ensure you make the best possible choice. But the decision-making process is only the beginning; the second challenge is getting your staff on board. Implementing a new EMR system might seem overwhelming, but it doesn’t have to be. Keep these five tips …

  • ICD-10 Crash Course: Last-Minute Training for PTs, OTs, and SLPs Image

    webinarSep 2, 2015

    ICD-10 Crash Course: Last-Minute Training for PTs, OTs, and SLPs

    It’s officially here: the last month before all HIPAA-eligible professionals must switch to the ICD-10 code set. As the regret of procrastination washes over many of those professionals, they’re scrambling to ready themselves and their practices for the big switch. If you, like so many other rehab therapists, find yourself asking, “ICD-what?” then you’re in dire need of straightforward training—stat! Otherwise, you could leave your practice vulnerable to claim denials after October 1. Join us at 9:00 …

  • The Physical Therapist's Guide to Contract Negotiation Image

    downloadSep 15, 2016

    The Physical Therapist's Guide to Contract Negotiation

    As a PT, you put your heart and soul into your work. So, it’s only fair that you get paid what you deserve. Unfortunately, payers don’t often see it that way, which means that in order to get what you want out of your private payer contracts, you’ve got to negotiate. And to do so successfully, you need to know how to play ball. Enter your email address below, and we’ll send your free guide.

  • So Long to Silos: Why Health Systems Must Embrace Interoperability Now Image

    articleSep 9, 2016 | 5 min. read

    So Long to Silos: Why Health Systems Must Embrace Interoperability Now

    Rome wasn’t built in a day—and interoperability across all health data systems won’t be achieved overnight. In fact, we’ve been paving the road to complete connectivity for several years now , and there’s still no definitive end in sight. But now, more than ever, the companies providing those systems have some serious incentive to hasten the pace of their construction efforts: I’m talking about the nationwide push toward value-based, patient-centered care delivery . After all, to succeed …

  • EMR Buyer’s Guide for Large-Scale Outpatient Rehab Facilities Image

    downloadMay 11, 2017

    EMR Buyer’s Guide for Large-Scale Outpatient Rehab Facilities

    Purchasing a new software system for your rehab organization can be quite the challenge. There are so many potential solutions on the market—but not all of them will meet your needs. To help streamline the selection process, we collected lists of EMR requirements from top private practices and hospital-based outpatient rehab facilities and turned them into a checklist of absolute must-haves. Download your free copy of the EMR Buyer’s Guide for large-scale outpatient facilities today.

  • The State of Rehab Therapy in 2019 Image

    webinarJun 3, 2019

    The State of Rehab Therapy in 2019

    Most clinics keep the details of their finances close to the vest—and their productivity stats under lock and key. As a result, it can be hard to figure out how your clinic stacks up to the rest—or even get a feel for what’s going on at the industry level. So, if you’re hungry for insider knowledge about the PT, OT, and SLP spaces, then get ready to eat your chart out! We have a banquet of data-rich …

Achieve greatness in practice with the ultimate EMR for PTs, OTs, and SLPs.