Earlier this week, Heidi Jannenga, PT, DPT, ATC—WebPT’s Co-Founder and Chief Clinical Officer—and John Wallace, WebPT’s Chief Business Development Officer of Revenue Cycle Management, paired up to answer rehab therapists’ most burning billing questions during a live Q&A-style webinar.
Are you happy with your billing system? Would you recommend it to a friend? Those might be tough questions to answer truthfully, especially if you’re the one who chose your practice’s billing software or service.
A smooth, transparent revenue cycle management (RCM) process begets happy, healthy patients. Use these RCM tips and tricks to instill loyalty in your patients.
Last week, WebPT’s trio of billing experts—Dr. Heidi Jannenga, PT, DPT, ATC/L, WebPT President and Co-founder; John Wallace, PT, MS, WebPT Chief Business Development Officer of Revenue Cycle Management; and Dianne Jewell, PT, DPT, PhD, WebPT Director of Clinical Practice, Outcomes, and Education—hosted a live open forum on physical therapy billing.
Adopting a top-notch EMR with a fully integrated billing software can make a huge difference in the success of your practice
You probably didn’t start your career as a PT, OT, or SLP because of your passion for medical billing. In fact, few—if any—therapists enjoy the nitty-gritty, technical details of compiling, submitting, and following up on claims. However, it is nice to get paid. And if you want to reap the financial rewards of your efforts—and thus continue to treat patients with the electricity on—you’ve got to submit clean claims that are backed up by strong, defensible documentation. There are no two ways around it. But there is a better way to do it—and that’s with WebPT. Our integrated billing solutions make rehab therapy billing simpler, faster, and smarter—so you can get back to your true passion: improving people’s lives.
WebPT’s Billing software enables users to send HIPAA-compliant electronic claims to thousands of insurance companies as well as government payers. Plus, we route all your claims for you, making your billing more efficient. And because this is a WebPT product, you know you’re getting a top-notch, all-in-one EMR and billing solution as well as access to the industry’s best customer service, educational resources, and innovative technology. You’ll also be able to take advantage of other key features and benefits, including:
- Claim tracking
- EOB and payment posting
- Custom reports
- Clearinghouse integration
- Patient portal, invoicing, and billing
- Insurance eligibility verification
Furthermore, because our billing software is seamlessly integrated with the WebPT EMR, patient information automatically transfers from notes to billing sheets—which means there’s no need for double data-entry and no risk of errors as a result of transferring information. As if that weren’t simple enough, when you use the WebPT Billing software, you also get one simple monthly invoice and a single point of contact.
Looking for a more hands-off solution? The WebPT Billing Service is a full-service option that connects each Member with a team of dedicated billing experts—with regional specialization—who ensure claims are submitted to payers promptly and correctly. When you’re a WebPT Billing Service Member, you have a true billing partner in your corner. If you run into an issue—like a claim denial—your team will help you investigate, appeal, and correct it.
In addition to being great billers, WebPT Billing Service specialists are great teachers. Once a quarter, they’ll sit down with you to discuss your billing report card and suggest ways to improve your clinic’s billing processes. You’ll also have real-time access to more than 150 daily, weekly, and monthly reports, so you’ll know exactly what’s happening with your claims at every stage. Talk about total transparency.
WebPT also partners with several third-party billing companies, thus allowing Members to transfer all of the information in the WebPT Claims Feed Report directly and automatically to the preferred provider of their choice. You can then go into their software, check your claims for accuracy, and submit them to your payers. While this option is not as streamlined as the WebPT Billing software, it is much better than having to enter your information into two distinct systems, which leaves plenty of room for error. In no particular order, here are the most popular billing programs you can use in conjunction with WebPT:
Kareo Billing Service prides itself on staying up to date on the latest billing requirements and insurance rules. They also take the time to explain bills to your patients, freeing up your front-office staff to handle other tasks.
When you combine WebPT with AdvancedMD, you get two industry leaders providing a balanced solution for your billing needs. AdvancedMD offers comprehensive cloud-based billing, which helps clinics boost efficiency, improve revenue cycles, and streamline operations.
Last but not least is CollaborateMD, a web-based billing system that offers clinics with three or more locations the ability to electronically send—and receive—scrubbed claims, which ensures a higher rate of first-pass claim acceptance.
Read this post to find out if you should use a billing software or an RCM service.
Over the years, WebPT has a hosted a slew of billing webinars and published dozens of billing-related blog posts. And in that time, we’ve received our fair share of tricky questions. Now, in an effort to satisfy your curiosity, we’ve compiled all of our most common brain-busters into one epic FAQ. Don’t see your question? Ask it in the comments below. (And be sure to check out this separate PT billing FAQ we recently put together.)
Questions related to:
• Modifier 59
• Other Modifiers
• Advance Beneficiary Notice (ABN) of Noncoverage
• Contracts and Fee Schedules
• 8-Minute Rule
• Functional Limitation Reporting
• Cash-Pay Patients
How does WebPT help me bill better?
WebPT prompts users to apply modifier 59.
When WebPT detects that you have billed two codes that form a CCI edit pair, the system will alert you and ask whether you performed these services separately and distinctly of one another—and, therefore, should receive payment for both. If you attest that this is the case, WebPT will automatically apply modifier 59 to the appropriate code.
For WebPT Members
To activate this feature, please follow the steps below. Note that you’ll need to complete these steps for each insurance plan. We recommend applying this to commercial and government plans only (i.e. no workman’s compensation, legal/lien, and auto liability policies).
- Select “Display Insurance,” located on the left side of the WebPT Dashboard.
- Click “Edit” on the individual insurance for which you want to activate the feature.
- Once the insurance editing screen opens, check “Apply CCI edits”; then, select “Save.”
For Non-WebPT Members
If you’re not yet a WebPT Member, you can see this functionality and an array of other awesome features in a free, live online demonstration. Request one here.
WebPT tracks the therapy cap.
WebPT offers the Medicare Cap Report, which enables you to view Medicare beneficiaries’ progress toward the therapy cap and see whether therapists have affixed the KX modifier for those patients who have, in fact, exceeded the cap. In addition to tracking the therapy cap, WebPT alerts providers when a patient is:
- approaching the cap
- exceeding the cap (time to attach the KX modifier!)
- approaching the manual medical review threshold ($3,700)
- exceeding the manual medical review threshold
To learn more about the Medicare Cap Report and WebPT’s other compliance reporting and tracking capabilities, check out this blog post.
WebPT calculates the 8-minute rule.
As this blog post explains, “WebPT automatically double-checks your work for you and alerts you if something doesn’t add up correctly. All you have to do is record the time you spend on each modality as you go through your normal documentation process, along with the number of units you wish to bill. If those two totals don’t jibe, WebPT will not only let you know something’s off, but we’ll also tell you whether you overbilled or underbilled. That way, you can quickly identify and fix the problem—and thus, ensure accurate payment. Plus, you’ll have a detailed record of the services you provided on each date of service—something many local MAC auditors request to substantiate billing claims and processes.”
WebPT handles PQRS reporting.
WebPT is a certified PQRS registry. This means we collect PQRS claims data and submit it to Medicare on your behalf. We also have all the PQRS reporting requirements in our system, so depending on the Medicare beneficiary and visit, we’ll prompt you to complete the appropriate measure. Learn more about PQRS with WebPT.
What diagnosis code flows over from WebPT into my billing?
When you use WebPT, your treatment diagnosis is the one that is billed—not the medical diagnosis.
We’re all for helping physical therapists create and retain loyal customers. After all, improving patient retention is one of the absolute best ways to grow your business. All the hard work you put into branding and marketing your practice won’t go very far unless you’re able to attract your target audience, help them successfully complete their plans of care, and send them out into the world as raving fans.
WebPT has acquired Therabill, a web-based billing software for physical, occupational, and speech therapists as well as mental health professionals.