Custom Codes

Often, clinics will use Custom CPT Codes instead of the standard codes in order to charge a lower rate for Self Pay patients. If your clinic would like to use Custom CPT codes for self-pay patients and supplies, they will first need to be added to your WebPT Billing Procedure Code database.

WebPT Billing

When your clinic was created, you supplied a copy of your CPT Fee Schedule, including any Custom CPT Codes. To see a list of active custom codes, navigate to Charges > Procedure Codes.

If you would like to add a new code:

  • RevServe and RevEquip Clinics: Email and provide the code and associated charge amount.
  • Software Only Clinics: If the code was not added during your initial account setup, it will appear on your Incomplete Constants report. Once the code is added to the patient's documentation, follow these instructions.

Adding Custom Untimed CPT Codes in SOAP 1.0

  1. Under the Untimed Codes heading, scroll down to the Custom CPT Description field and check the box to the left to show that you want to include this code in your finalized note. 
  2. Add the description in the first field and the CPT code to the second field. Optional: input minutes spent to help calculate total treatment minutes. 

Adding Custom Timed CPT Codes

  1. Under the Direct Timed Codes heading, scroll down to the first Custom CPT Description field.
  2. Type the number of units in the first field, the description in the second field, and the CPT code in the third field. Input total treatment minutes, especially for insurances that follow the 8-minute rule.

Adding Custom CPT Codes in SOAP 2.0

  1. In the Charge Summary section, select the CPT Code+ link.
  2. Select the drop-down menu, then scroll down and click Use Custom Code.
  3. Enter the CPT code, then use the radio buttons to select Untimed or Direct Timed code. Add the description and click Apply. 
  4. Enter the Modifier(s), Minutes, and Units.
  5. Direct Minutes refers to the total time spent on Direct Timed Code activities. Total Minutes refers to the total time spent on treating the patient. (Direct Minutes PLUS minutes spent on Untimed Codes). This is a combination of both Untimed and Direct Timed Codes, which is helpful for insurances that follow the 8-minute rule. Click here for more information on the 8-minute rule.

Billing Supplies

Although payers will not typically reimburse for Custom CPT Codes, any custom supply codes added to a Daily Note will bill out to the patient’s insurance. Afterward, the remaining balance will be due by the patient.

To ensure that payments are applied correctly, all supplies should be recorded in the documentation, and payments should be posted to the patient’s chart in the WebPT EMR using the Supply charge type. The Supply charge type should be set to integrate under the Clinic Settings.

If supplies are purchased outside of a normal visit or are not documented on a Daily Note, they need to be manually added into WebPT Billing to appear on the patient’s statement. The corresponding payment should still be entered into the EMR to satisfy the outstanding charge amount. For more information, please see: Add Charges.

Note: For DME supplies, documentation will need to be added to your practice's DME Clinic in the WebPT EMR.
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