Page 16 - R2P Front Desk Manual v1

General Scheduling Information

WebPT Scheduling Color Code:

*Medicare appointments automatically display in a bright green color.
Medicare patients CANNOT be doubled.
*Tricare appointments automatically display in a dark green color.
Tricare patients CANNOT be doubled. PTAs cannot treat Tricare patients.
*Self-pay appointments automatically display in the bright blue color shown above.

Scheduling Patient Appointments
● Appointments are scheduled on the hour and half-hour (12:00, 12:30, 1:00, etc.).
● Initial evaluations are scheduled for one hour appointments. Make sure to change the
appointment time to one hour (defaults to 30 min. appt.) and to change the appointment
type to initial evaluation (defaults to follow-up).
● Current patient follow-ups are scheduled in 30-minute blocks but tend to last
approximately 45-50 minutes, depending on the patient’s treatment plan.
● Doubling appointments: A “double” refers to two patients who are on a PT’s schedule
at the same time. Doubles can occur when a PT has a DPT student, as every DPT
student will take on a caseload of patients to treat during their clinical rotation. All
doubles must be confirmed with the PT and their student prior to scheduling.

General Scheduling Reminders
● Enter all information in WebPT very accurately and without periods, commas, or dashes
(particularly in Member IDs and addresses).
● It is very important to collect the patient’s email address on the first call so we are
accurate in our REACH platform communications.

Last Update: 7/11/19