Overview

As we ring in 2024,  we've compiled a set of Frequently Asked Questions to guide your clinic into the new year. We invite you to make the most of these comprehensive FAQs for a smooth transition to the new year. And if you have more questions, please contact our Therabill Support Team. Here's to a fantastic and well-informed 2024! 

 

Providers/Users

Review your current providers located in your Provider List. If needing to add or remove a license, please contact memberservices@webpt.com to make this request. Before deleting providers from Therabill, please ensure you review the Deleting Providers section in this article.

Main Admins should review each user located under Admin > User Accounts. You can create as many users as necessary and are not charged for any additional users. 

Discover more on user permissions and accounts: User Accounts

 

Who needs a provider license in Therabill? 

Only therapists (and PTAs using the Supervised By Feature) who sign and finalize notes in the WebPT EMR should have a Therabill provider license.  

 

Insurance

How do I add a new insurance for a current patient? 

You can add a new insurance within the Patient Info section of the WebPT EMR. When adding a new insurance for a patient, it is recommended to create a new case with a new Initial Evaluation. Don’t forget to click Save Patient to ensure the transmission is sent in to Therabill. 

 

Note: When adding an insurance, it must be assigned to a case as either Primary or Secondary or the Insurance Card will not transmit to Therabill.

 

Discover more: WebPT EMR | Add or Edit Patient Insurance

 

Will insurance policy dates and visit counts auto-reset for patients whose insurance did not change?

No. You will need to manually update Insurance Policy dates. Verify the reset date is set to the appropriate year. If you would like to generate a patient list report of expiring policy dates, discover more here: WebPT Analytics | Find Missing or Expiring Patient Insurance Policy Dates 

 

Can I leave the policy dates blank?

Policy dates in the WebPT EMR do not integrate into Therabill as the effective dates on the insurance card. If adjustments are made in the EMR, please remember to make the updates in Therabill too. Updating the effective dates, or archiving the termed policy insurance card in Therabill helps to ensure the right insurance is invoiced.  

We highly recommend re-verifying your patients' insurances at the start of the year. Many plans run on a calendar year and benefits reset as of January 1st. You can keep a record of the verification in the WebPT EMR Case Note or as a Simple Note and Post-It Note in Therabill.

 

What about the previous amount spent for Medicare? If I entered an amount for 2023, do I have to remove it for 2024?

Yes, you need to remove the Therapy Cap amount for 2023 in the WebPT EMR.

 

Do I need to add in the deductible for Medicare?

Adding the deductible for all insurances, including Medicare is optional. This field does not integrate into Therabill and is informational only. For visibility, add a Post It Note to keep a record of the deductible amount in the client chart in Therabill.

• The deductible amount for Medicare Part B for 2024 is $240.00.

 

Will WebPT’s Medicare cap tracker be reset on January 1, 2024?  

Yes. WebPT’s Medicare cap tracker will reset on January 1, 2024, for all Members. 

 

If a patient has met the deductible for 2023, and we have checked the Deductible Met checkbox in the WebPT EMR, will it automatically uncheck itself after January 1, 2024?

No. You need to manually uncheck the Deductible Met checkbox. Navigate to the Patient’s Information section in the WebPT EMR, and edit the Insurance to uncheck the box.

 

 

Will the KX Modifier reset?

Yes. The modifier will reset on January 1, 2024. You can manually turn on the KX modifier if you need to by going to Patient Info, then editing the case. 

 

Important: If you need to addend a note from 2023 to include the KX modifier, please ensure new documentation is not added while the 2023 note is being addended. 

1. Navigate to the Patient’s Info section in the EMR and select the Edit icon to edit the case.
2. Under Apply Modifier, select KX to apply. Be sure to click Save at the bottom right corner of the patient’s chart.
   
3. Navigate to the Patient’s Chart to add an addendum for the specific note. When finalizing, remember to select the option to Finalize and Rebill. Selecting Finalize and Rebill will send an alert to your biller in Therabill to manually make the changes.
   
4. Once you have completed the addendum, go back into the patient’s case to turn off the KX modifier. 
5. In Therabill, you will receive a corresponding alert on your Dashboard, informing you that a session needs to be updated. An addendum completed in WebPT will not auto-update the session. The session will need to be updated manually. Discover more about updating the session here.

 

Discover more about adding the KX modifier: WebPT EMR | KX and GA Modifiers

 

What are the Medicare Thresholds for 2024?

The annual dollar amount for the Medicare threshold resets on January 1, 2024. Although the hard therapy cap has been repealed, there is still a soft therapy cap—meaning all therapists must apply the KX modifier once the threshold amount has been reached to receive payment for medically necessary services. 

• The 2024 therapy threshold is $2,330 for physical therapy and speech-language pathology services combined and $2,330 for occupational therapy services alone. 
• The targeted medical review (MR) threshold will remain at $3,000.

If you provide outpatient therapy services higher than the threshold amounts, a Medicare contractor may review your medical records to check for medical necessity. In the WebPT EMR, the calculated estimate of patient progress toward these thresholds resets with the new calendar year. So, the KX modifier will no longer be applied to claims for patients who exceeded the threshold in 2023.

 

Authorizations

Ensure authorizations are kept up to date. Remember, the insurance name on the authorization must match the name on the insurance card for it to be included on the claim. If there is a new authorization for this year, make sure your end dates of any previous do not overlap the most recent. 

 

Corrected Claims

If you need to send a corrected claim, please make sure the daily note has been addended in the EMR. The changes will need to be entered manually on the session in Therabill. 

 

Discover more about sending corrected claims: Therabill | Filing a Corrected Claim

 

Client Statements

To ensure patients are kept up to date and that you are paid timely, run your Statement Balance report and apply unassigned client balances to those patients with outstanding finalized charges. After assigning, rerun the Balance Aging by Client (with the finalized charges box checked) to see what clients need statements (hint, you can minimize this report so you can continually access it while you are running patient statements in the Billing > Bill Client > Client Balance Statement screen). 

 

1. Navigate to your client statement area and choose Batch.
2. Select a balance for Show clients with and check the box to Exclude Credit Balances.
   The clients with blue checkboxes will print statements once you click Run Batch.
3. Feel free to check your Balance Aging Report to the Batch List to ensure all are included or remove those you aren’t ready to invoice. 

If you want to shorten your invoices, go into your Settings and choose the box for Balance Due under the Do not show sessions with $0.00 amount in…. section. Selecting this will only print service lines showing a balance.

 

 

Business Changes

If you are making or have made changes to insurance contracts or credentialing, changed owners, or need to bill with different NPI or TIN information, please consider the information below. 

• Are your changes payer specific? If so, read here. 
• If NPI, TIN, or ownership changes, please reach out to your Success Manager to recommend the best path forward.
• If you need to change the information populating in box 32 or 33, please reach out to your Success Manager as this may indicate a need for a new EMR and/or Therabill account.

 

WorldPay

WebPT has partnered with Worldpay from FIS—an industry leader for payment processing—to offer this service. You must be credentialed with Worldpay from FIS before using this solution.

The solution is fully integrated with the scheduler, and patient chart, and allows Patient payments to flow directly into integrated billing solutions such as Therabill, saving you time on reconciling payments.

 

Discover more:  Worldpay - Account Setup and Device Overview

 

Alerts

Your dashboard will guide you to tasks needing attention. Be sure to work your EDI Rejections, Addendum Added alerts, and Payment Updates to keep your accounts updated and accurate.

 

 

Reports

Run the following reports to get a year-end summary of billing activity.

• Provider Code Summary: Compare the productivity of your therapists for the last year.
• Monthly AR Summary: See your charges, insurance & patient payments, and adjustments for the year, by month.
• Payment Method: Break down your insurance payments by payer.
• Insurance Mix: See who your biggest payers are.
• Key Indicators: Compare your performance year-over-year.

 

MIPS

The Merit-Based Incentive Payment System (MIPS) is one of two tracks in the Quality Payment Program (QPP) currently administered by the Centers for Medicare and Medicaid Services (CMS).

 

Discover more about the resources you need to participate in MIPS:  WebPT MIPS | MIPS FAQ

 

CPT Codes

The addition of new CPT codes is currently under evaluation. 

 

Other

I don’t see my question answered. Can I get more help?

 Of course! For more assistance, please contact the WebPT + Therabill Support Team at support@therabill.com or call 866-221-1870 and select option 2.