WebPT setup guide
What you need, the seven setup steps, what 2care reads and writes in WebPT during a call, and how whole plans of care get booked in one conversation.
4 min read
How it connects
2care connects through WebPT, authorised by your clinic and limited to scheduling.
- Availability is read live for each therapist at the moment of the call, across your locations.
- Bookings are written into WebPT during the call, so utilisation and attendance stay accurate without anyone rekeying a visit.
- Your configuration is followed as it stands: therapist availability and visit types, plus the authorised visit count where your clinic tracks it in WebPT.
Nothing is installed on your computers. Nobody on your team changes how they work in WebPT.
Terms used here
- Plan of care. The course of visits a therapist prescribes, at a set frequency over a set period.
- Authorised visit count. The number of visits a payer has approved for a patient's plan of care.
- Re-authorisation. A request to the payer for more visits before the approved count runs out.
Before you start
| Item | Who provides it |
|---|---|
| Approval from your clinic owner or WebPT account administrator | Your clinic |
| Your therapists, and the locations each one works at | Your clinic manager |
| Your visit types, including evaluations and follow-ups | Your clinic manager |
| How you want plans of care spaced when booked as a block | Your clinic manager |
| A signed BAA with 2care | Signed before any patient data moves |
Setup
- Sign the BAA. No patient data is read until it is in place. See HIPAA and the BAA.
- Authorise the connection. Your onboarding specialist walks your WebPT administrator through it.
- Confirm therapists and locations. We match each therapist to the locations they work at.
- Map your visit types. An evaluation and a follow-up are kept apart, each with its own length. See visit types and provider templates.
- Agree your plan of care rules. We set how a block of visits is spaced and when a patient near their authorised count is flagged.
- Run a test round trip. We book a test appointment, open it in WebPT, then cancel it, with your team watching.
- Switch the line over. Your number forwards to 2care at the hours you choose. See forwarding your number.
Most clinics are live in about 5 business days.
On a booking call
| Step in the call | What the caller hears | What happens in WebPT |
|---|---|---|
| Identity | A request for their date of birth | A returning patient is recognised from their existing record |
| Availability | Open times with the therapist they asked for | Therapist availability read live for that visit type and location |
| Choice | The times they chose, read back, for one visit or the whole plan | Each slot is checked again at the moment of booking |
| Booking | Confirmation of each appointment | The appointments are written in, with the referral reason recorded |
| Confirmation | A text with the dates, times and location | The call outcome is kept against the patient |
Each appointment is only confirmed to the caller once WebPT has accepted it. If a time was taken in the meantime, that visit is not written and the agent offers the next open time instead.
What 2care reads
- Therapist availability at the moment of the call
- Visit types, so an evaluation and a follow-up are booked correctly
- Patient records, so a returning patient is recognised
- Authorised visit counts, where your clinic tracks them in WebPT
- Locations across your practice
What 2care writes
- Appointments, including a whole plan of care booked as a block where the patient agrees
- Patient contact details, confirmed aloud first
- The referral reason, recorded with the booking
- Cancellations, offered as a move to a new time rather than simply released
- The call outcome, kept against the patient
Every write is traceable and can be undone. Each one records the call that caused it.
What 2care never touches
- Clinical notes and documentation, which are never read or written
- Results, which are never retrieved or read out: those calls go to your team
- Medication requests, which are taken down and passed on, never granted or changed
- Anything outside the access your clinic authorised
Plans of care
- The whole plan in one call. The full course of visits goes into the diary as a block at the prescribed frequency, at times the patient chooses.
- Authorisation limits flagged early. Patients nearing their authorised count are flagged and contacted while there is still room to submit a re-authorisation. Your billing team handles the submission.
- Cancellations refilled. When a patient cancels, the agent offers to move the visit, and the freed hour goes to someone on the waitlist.
- Drop-off recovered. Patients who stop attending partway through a plan are called back and told how many visits remain. See recall and outreach campaigns.
Questions
Will it create duplicate patient records?
No. Callers are matched against what WebPT already holds before anything new is created.
Is every call kept?
Yes. Each call is transcribed against the patient, so a cancelled or rescheduled visit has the reason attached. See call recordings and transcripts.
Related
- WebPT integration overview
- Eligibility checks before visits
- How the agent chooses a slot
- HIPAA and the BAA
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