Once properly configured, the following items will be expected to auto-populate in Keet through the WebPT Datafeed. Click any link below to jump to a preferred section:
Creation of a New Patient
You must first Add a patient. Once a patient is created in WebPT this will allow the patient, their injury cases, and appointments to populate in Keet. As new patients are added or updated in WebPT EMR, the patient will be generated in real-time to Keet once the EMR Patient is considered ready for billing. The following patient information fields are required to be completed in WebPT EMR:
- Patient Name
- Date of birth
- Gender (sex)
- Contact Info (valid email address)
- If the patient's email is not completed in the WebPT EMR, the Keet system will not be able to contact the patient for enrollment or trigger any set workflows.
- Read more about adding WebPT EMR Patient Contact Info.
- Required Case Information, including Related Cause and Practitioner.
If you are using Quick Add for patient creation, you will need to include all of the fields that are tagged Required for billing for the patient to be created in Keet. Read more about adding a Patient via the Quick Add Method.
Creation of an Episode of Care
The patient's profile will be created in Keet with TWO Episodes of Care. One is called a Default Episode of Care and is required for the patient to be created. This Default Episode of Care is created upon patient creation; either manually or through the data feed connection. The datafeed cannot override the Default Episode of Care so this will remain on the patient's profile.
The second Episode of Care will represent the patient's CASE from the EMR. This Case Episode of Care will always be the first case seen when a practitioner clicks on the patient profile. The Episode of Care name will match the Case Title that is seen in WebPT.
New Episodes of Care
In the instance where a patient comes in for a subsequent case, a new Case Episode of Care will be auto-created with the proper assignment of the supervising practitioner. This case name will match the Case Title found in WebPT.
The start date of the Episode of Care will be reflected in Keet through the datefeed. This should be the same date as the patient's case in the EMR.
Data to Be Entered Manually
Below are the pieces of information that you will be responsible for entering into Keet:
- Insurance in the Episode of Care
- Treatment Category/ Primary Classification in Episode of Care
- Location in the Care Plan
- Clinician in the Care Plan
- End date of discharge or completion of care plan
Creation of Practitioners via Data Feed
A practitioner's profile is currently not auto-created in Keet through the datafeed. A therapist must have an accurate EMR Identifier associated with their profile in Keet in order to have patients and Episodes of Care assigned to them. If you have a new care team member, please create their profile in Keet with their corresponding EMR Identifier before scheduling their patient in the EMR.
To learn how to add a Care Team member, click this article link.
Creation of Encounters via the WebPT EMR Datafeed
Encounters, otherwise known as visits, are logged in Keet to trigger workflows of content delivery to provide information to your patients about your clinic, upcoming appointments, or send NPS surveys. Encounters will also inform the start date of a patient's episode of care or case. This will be especially important if your clinic is tracking patient outcomes.
Keet Planned Encounter
A Planned Encounter will be created in Keet when an appointment type of Initial Encounter is created in WebPT Scheduler, with the Status of Confirmed. If you do not include the Confirmed Status when making or updating an appointment, the Encounter will not be created in Keet.
Keet Arrived Encounter
An Arrived Encounter is created in Keet when an appointment type Initial Evaluation has the Status of Checked-in.
WebPT EMR to Keet Data Field Comparisons
|WebPT field||Keet field|
|Patient First Name||First Name|
|Patient Last Name||Last Name|
|Patient DOB||Date of Birth|
|Patient Address ( street, city, state, postal code)||Address|
|Patient Sex (previously Gender)||Patient Gender|
|Mobile and Home Phone||Phone|
|Initial Examination Date (Confirmed)||Initial Eval Start Date (Encounter - Planned)|
|Initial Examination Date (Checked-in)||Initial Eval Start Date (Encounter - Arrived)|
|Therapist (Scheduler)||Supervising Provider (Encounter)|
|Case Title||Episode of Care - Title|
|Assigned Therapist (Case)||Supervising Therapist (Episode of Care)|
|Primary Treatment Clinic (Case)||Care Plan Location|