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 practice forward. And that’s exactly where WebPT fits in. Here’s how you can use our tools to better manage the staff in your practice:

The State of Rehab Therapy Report Wood - Regular BannerThe State of Rehab Therapy Report Wood - Small Banner

Productivity Report

Employee productivity is essential to success for any business. And while it might seem like your staff members are equally productive across the board, that might not be the case. In WebPT, you can use the Productivity Report to see how evenly distributed your staff’s patient load is. This report:

  • Shows you the number of patients each therapist has seen.
  • Displays how many notes have been finalized for those patients.
  • Enables filtering by specific timeline and insurance type.

If, after running this report, you find that one therapist is over-worked—or others aren’t finishing their notes—then you can use that data to have meaningful conversations with your staff and adjust their schedules accordingly.

Missed Notes Report

When you use WebPT’s Scheduler, you get access to the Missed Notes Report. This report gives you a glimpse into forgotten documentation—and, consequently, lost revenue. Everyone gets busy, and it’s imperative you frequently check this report to find out which appointments don’t have corresponding completed notes. When a note is left incomplete, you won’t have a claim for that date of service—which means you won’t get paid. To combat this, simply run this report and check on the status of notes from any range of time. You also can sort the report by provider, document status, or appointment date. And as is true with the other reports in WebPT, you can generate a PDF or export this data to Excel for further manipulation.

At a Glance

One way to easily check on your staff’s progress is to use the “At a Glance” section of WebPT. There, you’ll find:

  • Fax Alerts
  • Expired Authorizations
  • Expired Prescriptions

These alerts show you how well your front-office staff is keeping patient information updated. Plus, because the alerts automatically appear on your dashboard, you don’t have to worry about running any reports to locate timely information.

Custom Appointment Types

If you’ve been keeping up with the WebPT Blog—or checking your dashboard within WebPT—you saw that we recently released custom appointment types that include custom color-coding options. Using these appointment types, you could—for instance—block off time on your therapists’ schedules for education. So, after conveniently purchasing discounted CEU courses in the WebPT Marketplace, you can book time on your therapists’ schedules so they can knock out their educational endeavors. You also can use this feature to booked staff meetings and one-on-ones.

Other Time-Saving Tips

We’ve developed some other features to help you and your staff spend more time with patients and less time on documentation and administrative tasks. Here are some of our biggest time-savers:

  • Custom Initial Exam Profiles make it easy for administrators to create a standard set of tests and measures and then share that set with their staff. This way, you can set up profiles for some of the more commonly-seen conditions in your clinic, saving everyone time.
  • Automatic appointment reminders take some of the patient contact burden off of your front office staff. Once you set up your messages and select your default settings, our system automatically takes care of reminder calls, emails, and texts for patient appointments.
  • The Favorites feature of our ICD-10 coding tool allows you to save the codes you use over and over. Simply mark the star icon next to the code to start saving your favorite codes—and time. 

For more details on how each of these functions works, check out the WebPT Knowledge Base.


So, there you have it. Every part of your clinic is connected, and there are tools you can use to make them work together more harmoniously. But, if the ecosystem “kumbaya” mentality isn’t your bag, don’t worry. No matter which way you look at it, all of us here at WebPT aim to help you be better in business—period.

  • 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 …

  • 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 …

  • FOP Hacks: How to Maximize Your Use of the WebPT Scheduler Image

    articleDec 8, 2016 | 5 min. read

    FOP Hacks: How to Maximize Your Use of the WebPT Scheduler

    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 …

  • Inside Job: Combating Employee Theft in Your Practice Image

    articleMay 12, 2015 | 8 min. read

    Inside Job: Combating Employee Theft in Your Practice

    I spent my youth working in retail and at restaurants—two industries rife with high turnover rates and employee theft. Still, I was always shocked when I heard that an employee had been fired for pocketing cash from the registers or stealing merchandise from the shelves. Believe it or not, theft isn’t relegated to these two industries. Private medical practices also must combat theft—and it occurs way more often than you think. According to this Physicians Practice article …

  • Knock Out Patient Dropout: 8 Ways to Increase Retention and Revenue Image

    webinarFeb 12, 2018

    Knock Out Patient Dropout: 8 Ways to Increase Retention and Revenue

    In one corner, we have a highly skilled rehab therapy provider known for delivering amazing clinical outcomes through noninvasive, movement-based treatment. And in the other corner, we have a discouraged, disengaged patient whose quality of life has taken a major hit due to musculoskeletal pain and dysfunction. If you’re a rehab therapy provider, you’ve probably seen this battle play out more times than you can count—and we’re betting that more often than not, your therapy care right …

  • articleMar 14, 2013 | 4 min. read

    Get Your Life Back: Billing Best Practices for Rehab Therapists, Part 3

    Billing is one of the most important aspects of running a rehab therapy clinic, aside from patient care. But it can also be one of the most challenging, especially if you’re working with a billing process that doesn’t suit your clinic. The right billing method should streamline your workflow, increase your profitability, and free up some much needed bandwidth. Just think, what could you do with some extra time. With that in mind, we’re going to devote the next …

  • Scale for Success Image

    articleMar 20, 2014 | 4 min. read

    Scale for Success

    Managing growth within a multi-location organization through standardization, communication, and inclusion In today’s ultra-competitive healthcare environment, it is crucial to the success of your organization to take advantage of every possible opportunity to grow despite competitive threats from much larger players. One of the main reasons organizations attempt to grow is to take advantage of the many benefits (otherwise known as “economies of scale”) that result from such growth. As clinic owners, when we think of growth, …

  • Beat the Burnout: Time Management Tips for Private Practice PTs Image

    webinarJun 2, 2015

    Beat the Burnout: Time Management Tips for Private Practice PTs

    Between treating patients, completing CEUs, running a business, and managing staff, it’s hard to have a life outside of work; heck, it’s probably difficult to keep your head on straight some days. Such are the trials and tribulations of a private practice PT. And with so many tasks and people competing for your attention, you might find yourself dealing with a bad case of burnout. So, how do you wear so many hats—and juggle so many responsibilities—while …

  • articleMar 18, 2013 | 3 min. read

    Get Your Life Back: Billing Best Practices for Rehab Therapists, Part 4

    Billing is one of the most important aspects of running a rehab therapy clinic, aside from patient care. But it can also be one of the most challenging, especially if you’re working with a billing process that doesn’t suit your clinic. The right billing method should streamline your workflow, increase your profitability, and free up some much needed bandwidth. Just think, what could you do with some extra time? With that in mind, we’re going to devote the next …

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