Flex Newsletter | May 2025

In This Month's Flex

We're bringing you tools to enhance your practice and streamline essential workflows. Explore our latest product updates, designed to save you time and improve your billing accuracy and speed.

Introducing Suzanne Cogan, WebPT's Chief Customer Officer

Hear from Suzanne on how WebPT is doubling down on improving your experience. Learn about her key priorities to make your daily workload easier. Plus, an exciting pricing update you don't want to miss! Click here to watch now.

Member Success Tip of the Month: Virtual Visits

WebPT Virtual Visits empower you to provide HIPAA-compliant telehealth appointments through seamless video and audio connections. Integrated directly within the WebPT EMR and Scheduler.

Watch Success Manager Amy's video to learn how to optimize this tool for one-on-one or group therapy and manage your monthly subscriptions.

What's New in Products and Features

Check Out May's Release Notes

Easily track and resolve claim delays in WebPT Billing with updates to the Delayed Claims page and five new delay reasons for greater accuracy. Enjoy smarter automation for editing charges and setting claim statuses. Plus, speed things up with the new “Reset and Rerun” button in Batch Claims.

Therabill: Faster Workflows & Improved Statements

We've been hard at work making your Therabill experience smoother and more reliable. Recent enhancements include

Improved visibility with better text wrapping.
A faster, more efficient client search.
Cleaner client statement PDFs, now free of duplicate custom messages.

We're committed to delivering a more reliable and user-friendly Therabill, with more improvements on the way!

WebPT Billing: Resolving Claim Delays Faster & Easier

A new Hold Name column shows who placed a charge on hold, and five new Claim Delay Reasons, both automated and manual, bring more accuracy to member workflows. Plus, $0 primary charges with delay statuses will now auto-clear and transfer seamlessly to the patient.

WebPT Analytics: Faster Exports Are Here

Say goodbye to guesswork. We've enhanced reporting exporting for greater speed and efficiency. A new please wait pop-up now ensures you know exactly when your data is ready.

Problem Solved! Solutions to Top Support Questions

In SOAP 2.0: Why am I getting the error message "This Date of Visit is Not Within the Plan of Care"?

If the note falls within the plan of care (POC) dates, this error typically occurs if there’s a change in insurance (or insurance type) mid-treatment, or if the Initial Exam was started under a non-Medicare insurance type.

To Resolve the Error:

Create a No-Charge Progress Note Recertification: Use the same date as the Initial Evaluation, add the POC dates, and recreate the affected note(s) to continue documenting.
No-Charge Existing Notes and Recreate Documents in a New Case: Start a new case with the correct Medicare insurance type.

Note: If option 1 does not work, please try option 2. To help prevent this issue in the future, ensure the correct Medicare insurance type is associated with the case before starting documentation. For changes in insurance-mid treatment, please follow our Discover Article for the next steps.

Why are the options to Cancel, No Show, and Delete My Appointment Greyed Out?

This typically happens when the appointment was cancelled or no-showed previously but then the status was manually changed back to check-in.

To fix this issue please create a Support Hub ticket and we'll be happy to update the appointment accordingly.