To use WebABA successfully, we recommend utilizing the three main pieces: Calendar, Billing, and Notes. Continue reading to see how these three pieces connect. It was designed this way to keep you accountable for workflows and business processes. It will also help you succeed through an audit.
The WebABA workflow starts on the Calendar! Here you create Client Appointments. Appointments do more than block time on your calendar as unavailable, Appointments are your proof of Service.
An Appointment contains information that will be pulled into your Note and into your Invoice when you create them. Such as, Client Name, Service Date, CPT Code, and the time/length of Appointment.
NOTE: A Service Type (CPT Code) MUST be entered on the Appointment in order to bill.
WebABA Progress Notes are clinical documentation of the Sessions you have had with your Client. Progress Notes are the final side of the WebABA triangle. They exist in WebABA within the Client's Case and can be accessed by WebABA Administrators and the Staff Member Assigned to the Case (aka Clinician).
NOTE: Dynamic Forms cannot replace Progress Notes in the Agenda. You can create a Dynamic Form to be your Progress Note, but WebABA will not recognize it as a Progress Note on the Agenda. Dynamic Forms are there to capture additional information that you need that is unique to your Practice.
When you create your Progress Note from the Appointment on the Agenda (linked to the Appointment), the information listed above will pull into the Progress Note.
NOTE: If you add a Progress Note in any other way you will need to manually change the Date of Service and choose the appropriate Appointment from the drop down.
While technically, you only need to have an Initial Assessment that includes the diagnostic codes for the Client to bill a Claim (you do not have to have the Progress Note or Dynamic Form completed), it is best practice to have all documentation completed and signed at the time of billing.
To bill for a Date of Service you will create an Invoice from the Appointment (or linked to the Appointment). The Appointment will pull in the information listed above and determine how you will bill.
IMPORTANT: An Invoice is not a Claim. If you want to bill to Insurance, you must submit the Invoice/Claim to insurance. Click this link to learn how.
You can always look at your Agenda or your Calendar to see if your Appointment has a Note and Invoice linked.
The Paper icon indicates there is a Note. The Billed label indicates an Invoice has been created.
- Create an Appointment
- Create a Progress Note
- Create an Invoice
- Find all Appointments without an Invoice use Batch Invoicing. You can set your date range and it will pull all appointments that do not have an invoice associated.
- Find all Appointments missing a Progress Note by using the Missing Progress Notes Report.