Overview

We recommend that you balance your visits daily to keep track of any discrepancies between the WebPT EMR and Therabill. This article outlines key steps for balancing visits and detailed workflows for SOAP 1.0 and SOAP 2.0 users.

Balancing Visits - SOAP 1.0

Before you Balance

1. In the WebPT EMR, review the Claims Feed Report and verify that all Financial Transmissions were successful. To do this, change the Reconciliation Mode to Transmission and review the Not Sent or Not Re-Billed statuses. Discover more about these statuses here.
2. In Therabill, resolve any entries under the HL7 Transmission Errors found on the dashboard under Things To Do.
   

Balancing Visits

1. In the WebPT EMR, go to the Billing Report.
   
2. Run the report for the desired Date of Service and locate the number of total Visits.
3. Review the report for any NC001 charges and subtract this number from the total visits. This number should be equal to the visit count in Therabill.
4. In Therabill, go to Reports > Snapshot Report > Key Indicators.
5. Select the Facility from the drop-down, and run the report by Service Date Range using the same Date of Service as the EMR Billing Report.
6. The Scheduled Visits should match the total Visits in the EMR (minus any NC001 charges).
7. If the number is higher in Therabill, run the Session Balance Breakdown report with the same criteria for any No Shows, Cancellations, or Supply Charges.
8. If there are no manually added charges listed in Therabill, you can Group Sessions by Client and compare it to the Billing Report in the EMR. Sort by Patient to find any discrepancies.

Balancing Visits - SOAP 2.0

Before you Balance

1. In the WebPT EMR, go to the Analytics Documented Visits report and review all notes that were finalized as Do Not Bill or with 0 units
2. In Therabill, resolve any entries under the HL7 Transmission Errors found on the dashboard under Things To Do.

Balancing Visits

1. In the WebPT EMR, select Analytics.
2. From the Reports menu, choose Documented Visits.
   
3. Enter the desired Date Range to run the report.
   
4. Click on the Patient Name column and select Aggregate > Count to see a total patient count.
5. In Therabill, go to Reports > Snapshot Report > Key Indicators.
6. Select the Facility from the drop-down, and run the report by Service Date Range using the same Date of Service as the EMR Billing Report.
7. The Scheduled Visits should match the total Visits in the EMR (minus any NC001 charges).
8. If the number is higher in Therabill, run the Session Balance Breakdown report with the same criteria for any No Shows, Cancellations, or Supply Charges.
9. If no manually added charges are listed in Therabill, you can Group Sessions by Client and compare it to the Billing Report in the EMR. Sort by Patient to find any discrepancies.