WebPT + RevFlow: Best Practices

There are a lot of things to remember when you’re beginning to use WebPT + RevFlow. In this article, you’ll find some tips that will help you get the most out of the integration.

Required Patient Information

As you add patients in the WebPT EMR, remember:

  • Referring Physician address fields longer than 32 characters are truncated
  • Only the Primary patient address and phone number are transmitted
  • If an Authorization is required, you must indicate this on the patient’s case.
  • If the KX modifier is needed, you’ll need to select the KX radio button from the Apply Modifier section of the patient’s case. If this is not done, it will need to be manually added using the Charge Audit screen in RevFlow.
  • Emergency Contact information does not import from WebPT. Use the Emergency Contact tab in RevFlow to add that information.
  • For more information, please see: Required Patient Information.
  • Ensure that all therapists assigned to patient cases are current, active providers at your organization.  Be sure to use the User Manager Search before adding a new provider.

Disable Quick Add Patient

The Quick Add Patient functionality creates incomplete patient records, resulting in many avoidable errors and rejections in RevFlow. Don't delay your claims, ensure Quick Add is disabled in your Clinic Settings.

For more information, please see: Required Patient Information.

Adding and Editing Providers

Users should never have more than one set of credentials for the WebPT EMR or RevFlow, as each user can be granted access to multiple clinics and companies. If you need to edit a user’s login, name, password, or permissions, click here to learn how.

It’s crucial that providers are not duplicated in the WebPT EMR. Duplicate providers create issues with your billing database and can lead to delays in submitting claims. Before creating a new provider in the WebPT EMR, confirm that the provider is not already in the system (under another location, a previous name, or login). 


Account Notes are a convenient way to communicate information about a patient. For more information, please see: Account Notes and Sticky Notes.

Patient Payments/Copays

All patient payments, including copays, supplies, and miscellaneous fees, should be entered into the WebPT EMR and allowed to flow into RevFlow. This is true for both insurance and Self Pay cases. While the payments will be entered into the EMR directly, some charges may need to be manually added to RevFlow.

For more information, please see: Post Interest, Medical Record Fees, and Supply Payments

Self Pay Cases & Custom Supply Codes

If you will be billing a patient directly, add the Self Pay insurance to the case in the WebPT EMR. Non-CPT codes can also be used to bill for supplies purchased during a visit. You will be able to document and use Custom CPT codes to charge amounts that differ from the comparative CPT codes.

For more information, please see: Custom Codes.

NORCM: Prevent Charges from Flowing into RevFlow

Prevent certain Dates of Service or charges from flowing into RevFlow. Click here to learn how.

Medical Records & Fees

To bill your patients for various non-CPT charges, such as a fee for a missed appointment, manually add the charges to a Self Pay case in RevFlow. The payments for these charges will need to be entered into the WebPT EMR and allowed to flow into RevFlow.

For more information, please see: Direct Charge Entry

DME (Durable Medical Equipment)

In order to successfully bill DME, or Durable Medical Equipment, for reimbursement, a specific Medicare DME payer must be set up correctly in RevFlow. If this payer was not created during onboarding, please email edi.help@webpt.com. Please include the Medicare DME PTAN and NPI used for billing in the request. 

To see the workflow for documenting DME, please see: DME Cases.

Changing Insurance Mid-Treatment

When a patient changes insurance mid-treatment, it is important that a new case is created so that information flows into RevFlow correctly.

For more information, please see: Changing Insurance Mid-Treatment.

Company, Clinic or Staff Updates, EDI, & Support 

There are designated email addresses for you to contact when updates or corrections need to be made on patient accounts or to your RevFlow database. The following is a list of updates and questions and where they should be sent. If you are unsure of where to send a specific inquiry, contact your Customer Service Rep and they will route it appropriately.

For more information, please see: Updates, EDI, & Support.


For common problems and solutions, please see: Troubleshooting.

RevFlow Support

For questions regarding RevFlow, system errors, training, or enhancements requests, please send an email to RevFlowSupport@webpt.com.

WebPT EMR Support

For questions regarding the WebPT EMR, please email support@webpt.com.

Did this answer your question? Thanks for the feedback There was a problem submitting your feedback. Please try again later.