Integrated Payments

Let's review how patient payments posted in WebPT flow into RevFlow. We’ll also review which reports can be used to manage payments. To learn about working patient payments that have been added, updated, or deleted for dates of service within a closed month, click here.


Clinic Settings

  1. In the WebPT EMR, select your clinic name in the top-right corner of the application.
  2. From the drop-down menu, click Clinic Settings.                                       
  3. Locate the Billing Application Settings section and select the On radio button for Send Patient Payment Information to Billing Application.
  4. Place a checkmark next to each payment type that you want to integrate with RevFlow. The available payment types are Copay, Deductible, Wellness, Supplies, Other, Coinsurance, and Payment on Account. Note: Payments collected with Payment on Account charge type automatically apply to the patient's outstanding balance, ignoring the standard payment allocation rules.

Note: You’ll need to complete these steps for each integrated clinic.

Taking Payments in WebPT

When a payment is marked as Paid in WebPT and the transaction is Saved, the payment information is sent to Revflow. Remember: only the Charge Types selected in the Clinic Settings will flow over. Click here to learn about collecting patient payments. Note: If you collect a patient payment with a 0.00 for Amount Due, this payment appears on the Billing Exceptions report.

Important: Payments marked as Internal Payment will not flow into RevFlow. If using the Internal Payment option, ensure you exclude that dollar amount when balancing patient payments.

What information is and isn't transferred?

All payment information flows into WebPT Billing except for who entered the payment. The User or Collected by field will display  Integration Import, Not mapped to a user in Billing reports.

Patient Payments in RevFlow

Note: Regardless of the Charge Type designated in the WebPT EMR, all payments will show as a Copay in RevFlow.

Once the payment has been received by RevFlow, it will appear in the Account Summary tab on the patient’s Account Information page as a Patient payment. This will show the sum of all patient payments regardless of case, not an itemized list.

For an itemized list of payments, select Patient Payment Log from the left navigation pane. The log displays a detailed view of each payment line, including the payment type and deposit date. You also have the option to group or filter payments.

Claims Feed Report

View patient payments in the Claims Feed Report (Reports > Claims Feed Report) by selecting Transmission from the Reconciliation Mode drop-down.

Failed Payments

Any payment transaction that failed to export will appear on the Claims Feed Report. For example, if you enter a payment with a Type that was not selected under your Clinic Settings, an entry will appear with a Status of Not Sent.

Added/Updated/Deleted Payments: Closed Month

When payments are updated or deleted in the WebPT EMR, those changes automatically flow into RevFlow, unless they are tied to a closed month.

WebPT Integration Rejection Summary  

Payments tied to a date of service within a closed month that are added, updated, or deleted appear on the WebPT Integration Rejection Summary.

To add or correct these payments in RevFlow and remove them from the Integration Rejection Summary Report, you'll need to submit a ticket. 

Be sure to provide the patient Account #, the original dollar amount, the check number (if any), the batch number (if any), the date of the transaction, and the updated dollar amount.

Payment Integration Workflow

Below are the processes of collecting a payment and how to reconcile those payments on a daily basis.

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