Initial Consultation: This step involves understanding the specific needs and requirements of the business. WebPT's team works closely with the practice to gather detailed information about their workflows and objectives.
Data Migration: Transferring existing data into the WebPT system is a critical step. WebPT provides support to ensure that data migration is accurate and secure.
System Configuration: Customizing the software to fit the specific workflows and preferences of the business. This includes setting up user roles, permissions, and any necessary integrations with other systems.
Training: Comprehensive training is provided to staff to ensure they are comfortable using the system. This training can be conducted through various methods, including online tutorials, webinars, and in-person sessions.
Go-Live Support: Offering support during the initial phase of using the software to address any issues that arise. This ensures that any teething problems are quickly resolved, and the practice can start benefiting from the software immediately.
The duration of the implementation process can vary depending on the size and complexity of the practice. However, it typically takes a few weeks to a couple of months to complete the entire process, ensuring that all aspects are thoroughly addressed and the practice is fully prepared to use the software effectively.
Documentation Customization: WebPT allows usersto create andsend specialty-specific documentation, including initialexaminations, progress notes, daily notes, customizableflowsheets, anddischarge summaries. This ensuresthat the documentationprocess alignswith the specificrequirementsof differenttherapy practices.
Billing Integration: WebPT offersflexibility inbilling. Userscan either useWebPT's billingsoftware or integrateit with third-party billingprograms. Forenterprise customerswith unique billingneeds, WebPT attemptsto create customintegrationsto meet specificrequirements.
Scheduling andFront OfficeCustomization: Thesoftware allowscustomizationof schedules, the abilityto write noteswithout signatures, and the creationof individualcases withina chart. Thisflexibility helpspractices managetheir operationsmore efficiently.
Custom EvaluationProfiles: WebPT enables thecreation of customevaluation profiles, including built-in, auto-scored outcomemeasurement tools. This featureensures thattherapists cantailor theirevaluations tomeet the specificneeds of theirpatients.
Setup Fees: There is an initial setup fee required for WebPT, which is necessary to get the software up and running for a practice.
Monthly Subscription Fees: The standard plan starts at $99 per month per user. For larger practices or those requiring more features, custom pricing is available through the Enterprise plan.
Additional Modules and Services: Practices can add various modules relevant to their business for an additional fee. These may include advanced reporting, patient engagement tools, and revenue cycle management services.
Onboarding Program: WebPT provides a detailed onboarding program that includes courses on setting up the EMR, administrative tasks, and provider documentation. The program consists of approximately 10 hours of coursework, covering everything from initial setup to advanced usage.
Online Training Courses: WebPT offers on-demand online training courses, recorded webinars, and user guides. These resources are designed to help users learn at their own pace and revisit materials as needed.
Dedicated Support Team: For enterprise customers, WebPT includes a dedicated support team that works closely with the practice to answer questions and ensure the implementation is successful. This team is available during normal business hours and provides round-the-clock access to various tools and resources.
Customer Service: WebPT is known for its top-notch customer service, with users reporting quick responses to inquiries and effective problem resolution. This support is crucial for practices that rely on the software for their daily operations.
Encryption: WebPT encrypts allstored clouddata using AES-256 or higher, and data intransit is encryptedusing TLS 1.2. AmazonWeb Services(AWS), whichhosts WebPT, alsoencrypts datawith AES-512 orbetter.
Access Controls: Physical accessto data centersis tightly controlledwith securitycards, sign-ins, identificationchecks, and multiplebadge check accesspoints. Additionally, WebPT's officelocations arerestricted toemployees whohave undergonecomprehensivebackground checks.
Certifications: WebPT is thefirst rehab therapyEMR to achieveBSI ISO 27001:2013 certification. AWS, used byWebPT, holdsseveral certifications, including HIPAA, ISO 27001, andPCI DSS Level1.
Disaster Recovery: WebPT maintainscomplete datasyncs with geographicallydiverse locationsand sends snapshotsof all data toits disasterrecovery siteevery two hours. This ensuresa 99.95% uptimefor its members.
Security Program: WebPT's securityprogram is overseen by certifiedprofessionals(CICISO, CRISC, CISSP, etc.) andincludes continuousvulnerabilityscanning, a webapplication firewall(WAF), and abig data securityinformation andevent management(SIEM) platform.
Regular Updates: WebPT continuously updates its software to incorporate new features, improve existing functionalities, and address any security vulnerabilities. The exact frequency of these updates is not specified, but the platform's cloud-based nature allows for seamless and timely updates without requiring user intervention.
Automatic Rollouts: Because WebPT is a cloud-based solution, updates are deployed automatically. This means that users do not need to manually download or install updates, ensuring that all users have access to the latest features and security enhancements as soon as they are released.
Compliance and Regulatory Updates: WebPT is proactive in implementing changes required by regulatory bodies. For example, when Medicare requirements change, WebPT implements these changes well in advance of the start date, along with the necessary training to ensure that clinics are comfortable with the changes and remain compliant.
User Notifications: Users are typically notified about upcoming updates and any potential downtime associated with these updates. This helps ensure that users are prepared and can plan accordingly to minimize any disruption to their workflow
Data Ownership: WebPT agrees that Member Data is the exclusive property of the Member. All right, title, and interest in the data remain with the Member, and WebPT treats this data as Confidential Information.
Data Aggregation: WebPT may use Member Data in an aggregate manner to compile statistical, performance, and benchmarking information. This aggregated data is anonymized and used to improve services and for other lawful purposes.
User Licenses: WebPT allows practices to add or remove user licenses as needed. This can be done through the User Manager feature in the software. Users with the appropriate permissions can request license adjustments, and these changes will be reflected in the practice's invoice.
Request Process: To add licenses, users can select the "Request License Adjustment" option, specify the number of licenses needed, and submit the request. To remove licenses, users must make the user inactive, refresh the browser, and then request the license adjustment to release the license.
Confirmation: Changes to licenses are confirmed via email within 24 business hours, ensuring that the practice's billing is updated accordingly.
Renewal Terms: Contracts are typically renewed automatically unless specified otherwise. The renewal terms are outlined in the initial agreement, and any changes to the terms or fees are communicated in advance.
Cancellation Policy: Members can cancel their subscription by providing written notice to WebPT. The specific notice period required for cancellation is detailed in the service agreement. Failure to provide the required notice may result in continued billing until the notice period is fulfilled.
Service Suspension: WebPT reserves the right to temporarily suspend access to the service if there are security threats, fraudulent activities, or non-payment issues. The service will be resumed once the issue is resolved, and WebPT is not liable for any losses incurred during the suspension.
Payment Terms: Fees are typically charged in advance on a monthly basis. Late payments incur interest, and members are responsible for providing accurate billing information. WebPT may increase fees with advance notice.
HIPAA Compliance: WebPT is compliant with the Health Insurance Portability and Accountability Act (HIPAA), ensuring that all patient data is protected and handled according to federal regulations.
ISO 27001:2013 Certification: WebPT is the first rehab therapy EMR to achieve BSI ISO 27001:2013 certification, which is a globally recognized standard for information security management.
MIPS Compliance: WebPT supports the Merit-Based Incentive Payment System (MIPS) for physical therapists, occupational therapists, and speech-language pathologists, making it easier to report and comply with Medicare requirements.
