Therabill can integrate with third-party software solutions, including WebPT. This article will show you how to link your Therabill account with your WebPT account. NOTE: If you would like to integrate facility locations from WebPT to specific facility addresses in Therabill (multiple integrations), then after following these instructions for linking your Therabill account to your WebPT account, you will also want to follow the directions for linking a facility in WebPT to a service facility address in Therabill. For instructions, please see: Integrating WebPT facilities with a facility address in Therabill.
Integrate your Therabill account with your WebPT account.
The first thing you must do is create an integration key in Therabill. To create your integration key, log into your Therabill account, put your mouse over Admin in the top navigation bar and then click on Defaults and Settings in the drop-down menu. You will now be at the Defaults and Settings page. On the left-hand side of the page, in the table of contents, click Integrations.
The integrations page lists some easy setup integration partners. Find WebPT in this list (see image below) and click the Set Up link (image below, circled in red) associated with WebPT.
Clicking the Set Up link will open up the WebPT integration form (see image to the right). IMPORTANT: While this form shows an integration key, the integration key is not set until you click the Start Integration button at the bottom of the form. If you close the form without clicking the start integration button, the integration key will change. To start the integration, write down the integration key and click the Start Integration button. Now, contact WebPT and tell them that you would like to link your WebPT account to your Therabill account. They will ask for this integration key.
Once WebPT has set up the integration on their side, then the information will begin to flow from WebPT to Therabill.
What happens with the Therabill and WebPT integration?
The flow of information with the Therabill and WebPT integration is from WebPT to Therabill. With this particular integration, information does not go from Therabill to WebPT.
Whenever you add or update a patient in WebPT, the patient will be created/updated in Therabill. This information includes most patient demographic information as well as insurance information. IMPORTANT: The patient demographic and insurance information that WebPT sends over will overwrite any information that came over previously or that you might have changed within Therabill. For the specific information that comes over from WebPT about your patient, it is best to only make updates within WebPT and allow the update to come over and automatically update the patient information in Therabill. You can make changes to this information within Therabill as long as you keep in mind that if you do not change the same information in WebPT, then it will be overwritten the next time the patient information comes over from WebPT.
There is information that Therabill collects about your patients that does not come over from WebPT. It is safe to add this information in Therabill. Since this information does not come over from WebPT, Therabill will not overwrite it when the patient updates come over from WebPT.
Whenever you finalize a note within WebPT, the financial information (date of service, service codes, units etc) will come over and create a session/charge in Therabill. This is the charge that you can bill out. IMPORTANT: WebPT does not send over the charge amount. It is best to create a CPT Fee Schedule in Therabill and have Therabill calculate the charge amount as it comes over from WebPT using your CPT Fee Schedule.
Can I integrate a facility in WebPT to a service facility address in Therabill?
Yes, you can. You will need to first link your Therabill account to WebPT by creating an integration key using the instructions laid out in this article. After you have created the integration key for your account, you can then go create separate integration keys for your specific facility addresses. For detailed instructions, please see: Integrating a WebPT facility with a Therabill service facility address.
What if something goes wrong?
If Therabill receives a file from WebPT that it cannot post to your account, you will receive a message in your To-Do list. Click on the view link within that message to view the errors. Therabill will display the reason why it could not import the file. From this page, you can also view the HL7 (the contents of the file that was sent over) as well as a "somewhat" easier to read proprietary format of the HL7 file. Once you have fixed whatever needs to be fixed, from the error page, you can click reprocess file.