WebPT Integration Rejection Summary

In the WebPT EMR, when a patient is saved or documentation is finalized, the data is sent to RevFlow. If an integrated data field is incorrect or missing, this field will be rejected by RevFlow and will not import. All rejected information will appear in WebPT Integration Rejection Summary Report in RevFlow. You must make all updates in the WebPT EMR.

Note: Inactivating or discharging the patient will not remove them from this report.

Run Report

  1. In RevFlow, navigate to Reports > Audit Reports> WebPT Integration Rejection Summary
  2. If your company has more than one location, select the appropriate Place of Service
  3. Enter a From Date and Thru Date.
  4. Select Run Report.

Report Layout

There are four possible Rejection Types that display on this first page of the report. 

  1. Patient
  2. Case
  3. Charge
  4. Payment

The rejection types should be worked in the order listed above, from #1-3. #4(Payment) can be worked separately, as this rejection type is triggered by changes to patient payments in WebPT and do not tie into the patient, case, and charge workflow. Click here for more information on integrated payments.

Why should I work rejection categories in order? 

Often, if an account rejects at the patient-level, the subsequent case and charge levels will also reject. Fixing the rejection at the patient-level will usually resolve the case and charge errors. 

Work Rejections

  1. In the different-colored field, double-click on Patient to display the rejection reason. 
  2. Double-click on the different-colored field under Rejection Reason to display the accounts affected.                 

  3. In the WebPT EMR, make the necessary changes to the corresponding patients and save. Provide ample time for the updated information to flow into RevFlow.
  4. Rerun the report to verify that the rejection has been corrected.
  5. Follow steps 1-4 for all remaining Patient rejections reasons and then proceed with Case rejections, followed by Charge rejections.

Common Rejection Types and Resolutions

If your clinic uses the Quick Add feature to create patient profiles (NOT RECOMMENDED) you can also encounter additional errors (as denoted by an asterisk).

Type Reason Resolution
Patient Invalid ZIP Code Enter a valid 5- or 9-digit ZIP Code for the Patient or Responsible Party/Guarantor in the WebPT EMR.
Patient Required field “State” is empty Add the State for the Patient or Responsible Party/Guarantor in the WebPT EMR.
Patient* Required field “ZIP” is empty Add a valid 5- or 9-digit ZIP Code for the Patient or Responsible Party/Guarantor in the WebPT EMR.
Patient Invalid billing phone number Update the patient’s chart in the WebPT EMR with a valid phone number.
Case Dx Code XXXXXX cannot find lookup value If valid, notify updates@webpt.com for troubleshooting. If invalid, update the EMR case with a valid dx code.
Case* Invalid primary subscriber record, missing required field: Policy Num Verify that all insurance information is entered for the patient on their chart in the WebPT EMR.
Case* Invalid secondary subscriber record, missing required field: Insurance Verify that all insurance Responsible Party/Guarantor information is entered for the patient on their chart in the WebPT EMR.
Case* Required field Patient_ID cannot find lookup value The patient’s profile is incomplete in the WebPT EMR. Complete all required fields.
Case Missing Required Subscriber Records Primary/Secondary insurance is missing subscriber information. Confirm that each payer has Policy Dates and check fields for extraneous spaces.
Charge* Required field Case_ID cannot find lookup value Complete all required fields on the patient’s case in the WebPT EMR.
Charge Required field DX1 has empty value. This insurance requires ICD10 DX Codes. Verify that the insurance’s ICD-10 Date Effective box is checked and dated correctly in the EMR. Also, ensure that ICD-10 codes have been entered on the case in the EMR, not ICD-9 codes.
Charge Required field MD_Code cannot find lookup value Complete the Referring Physician’s profile in the EMR. Check for extra spaces.
Charge Required field Proc_Code cannot find lookup value Contact the Updates team at updates@webpt.com to verify that the procedure code is active and correct.
Charge Adding charge, future DOS Charges cannot be imported for a future date. Addend the note with the correct date. If the procedure was selected in error, complete an addendum to change/remove the code from the note.
Payment Amount is required A payment was added to the WebPT EMR with a zero dollar amount. Please correct the payment on the patient's chart.
Payment Payment added/edited/deleted when month is closed Follow the steps described here.

All missing or incomplete information needs to be updated in WebPT. After the information is corrected and the account information is re-saved, check the Claims Feed Report. The transmission status should read Transmission Successful. This means the updated information exported into RevFlow. In RevFlow check the WebPT Integration Rejection Summary to verify that the account is removed from the report.

Reprocess Rejections

When an integration message fails due to information not corresponding to information in RevFlow, the item can be reprocessed instead of completing an addendum.

  1. From the summary page, double-click on a Rejection Type.
  2. Next, double-click on a Rejection Reason.
  3. Check all items you want to reprocess. 
  4. Click Reprocess.

Remove Rejections

While this feature works for all rejection reasons, it is most commonly used for Payment rejections. If there is a Payment rejection that you do not need to reprocess, you have the ability to remove it from this report. This is useful if the failed transmission was manually entered into RevFlow.

  1. From the summary page, double-click on a Rejection Type.
  2. Next, double-click on a Rejection Reason.
  3. Check all items you want to remove. 

  4. Click Remove.

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