Page 95 - R2P Front Desk Manual v1

Mid-Case Change in Patient Insurance/Payment in WebPT

With the RevFlow billing system, the clinic cannot change a patient’s insurance in the middle of
an open case. If a patient is being switched from insurance to self pay, please follow this
process (per Stacy at WebPT):

1. Change the ending effective date on the insurance policy information to the last covered
visit being billed to the insurance company.
2. Under the Additional Info field in the open case, please note “___ visits used for
(calendar/policy) year under (insurance carrier). Patient is now treating as self pay after
last covered visit via insurance (last DOS).”
3. *CREATE A NEW CASE* for Self Pay only.
a. Note: A new case will also need to be created if a patient switches from self pay
to an insurance carrier or from one insurance carrier to another.
4. Add Insurance and add Self Pay option.
5. Attach Self Pay to the NEW open case.
a. DO NOT change the insurance attached to the previous case from insurance
carrier to Self Pay.
6. When starting a new case, the PT should be able to transfer the most recent evaluative
note from the patient’s previous case to the new case, instead of writing a new initial
evaluation or creating a placeholder eval. This transfer must be completed before the PT
can document any other daily notes.
a. If the PT has to create a placeholder initial eval with the NORCM code (for Self
Pay cases), then they should follow the step-by-step WebPT instructions below.
An outcomes measure will still need to be completed in order to finalize the eval
note.
https://community.webpt.com/education/knowledge-base/patient-visits-prior-webpt/
https://community.webpt.com/education/knowledge-base/how-add-ie-existing-medicare-
patient/
https://community.webpt.com/education/knowledge-base/how-document-existing-patient/

7. If there are any additional questions, please contact WebPT Member Care to have them
walk through the process to make sure it is completed correctly!

Last Update: 7/9/19