Page 22 - R2P Front Desk Manual v1

WebPT New Patient Intake & Scheduling an Evaluation

When a person calls to schedule an evaluation, you should first determine if they will be a new
patient or if they are a returning/previous patient. The easiest way to do this is by asking: “Have
you been a patient with us before, or would this be your first time?”
● If they are a returning patient, ask for their Name and Date of Birth so that you can
search for and open their previous chart. Tell them you need to verify a few pieces of
information, and then you will be able to get them scheduled.
○ To find their chart: Perform an Advanced Search in WebPT (Patient Status:
All)
○ Confirm all information is still accurate - particularly their mailing address, phone
number, email address, and insurance information
○ If the patient has a previous case open for the same injury but it has been more
than 90 days since they were treated, then a new eval must be performed.
● If they are a new patient, ask what insurance they have to make sure we participate
before going through the full intake process.
○ If we do not accept their insurance, inform them immediately and offer to verify
their out of network benefits and/or provide the Self-Pay rates.
■ Self-Pay rates:
● Initial Evaluation: $145
● Follow Up Visit: $95
● Post-surgical Follow Up Visit: $70
● Medicaid: $35 per appointment (including eval)
○ If we accept their insurance, ask them to have their card available because you
will need their plan information before we are able to schedule an appointment.
■ If they do not have their insurance card available, then you should still
create their new patient chart and put a placeholder in the Insurance
section for when they call back with their information.

To create a new patient chart:
1. Under the Patient Manager sidebar in WebPT, select Add Patient.

2. Under Patient Info, you will need to complete the following fields:

Last Update: 7/9/19