Introduction

This document provides a clear and accessible overview of how we integrate with WebPT to support a smooth transition to our EHR platform, Air. It is specifically designed for sites migrating away from WebPT and outlines exactly what data we can extract, how it’s formatted, and what clients can expect during the migration process.

Our integration supports the secure extraction of patient demographics, insurance details, case information, appointment schedules, and clinical documentation. This ensures that you retain access to essential historical and operational data during your migration.

All data is handled with the utmost care and security. It is transmitted using encrypted, industry-compliant protocols to ensure patient privacy and data integrity throughout the migration.

Data Synchronization Overview

Our data migration process includes transferring your WebPT data based on an agreed-upon historical date range, along with any future-dated appointments to ensure continuity of care. To ensure accuracy, we follow a multi-step quality assurance (QA) process:

1. Block-by-Block Validation: We begin by pulling individual data categories—like Patients, Appointments, Cases, Insurance, and Clinical Notes. We verify that the number of records matches those in WebPT (e.g., 500 patients in WebPT means 500 patients in our system).
2. Detailed Record Checks: For each patient, we extract and verify their cases (past and current), insurance details, prior authorizations, and associated documents.
3. Cross-Linking Review: After confirming individual data blocks, we ensure relationships are preserved. For example, if Patient A had two cases in WebPT, we confirm those same cases are linked to the correct patient record in our system. For an appointment linked to a Case, we also ensure that extracted fields like the Case details like insurances, referring provider and prior authorization gets linked to the appointment correctly.
4. Pre-Go-Live QA (1–2 Weeks Out): We complete internal QA checks at least 1–2 weeks before your Go-Live Date (GLD). This gives us time to identify and address any data issues before the final review.
5. Final Data Pull & Partner Review (Just Before GLD): We’ll perform a final sync shortly before go-live to review the data with your team—walking through examples, validating how key information is linked, and confirming everything looks as expected. This ensures transparency and gives your team confidence heading into go-live.

Supported Data Fields

Our integration enables secure extraction of the following data categories from WebPT as part of the data migration process:

👫 Patient Demographics

• General Information: Full name, date of birth, gender, preferred language, preferred name, patient notes

  

• Primary Contact Information: Phone number, email address, home address

  

  

• Emergency Contact: Name, relationship, and contact details

  

• Guarantor Information: Name, relationship, contact details, address

  

• Medicare Thresholds: Medicare thresholds are imported via our eligibility infrastructure.