WebPT integration setup guide

This guide connects WebPT to Second Door. Once you're connected, Second Door reads your providers, locations, appointments, and bookable availability out of WebPT, and creates new patients, cases, and appointments back in it. None of it changes how your team documents, schedules, or bills, and WebPT stays your source of truth.

The work splits between your team and ours:

• You: create three WebPT users, set up provider calendars and markers, name your appointment types, and confirm two settings in Second Door.
• Us: send you the login credentials, verify them, and switch your integrations on.

1. Create your RPA users in WebPT

Second Door signs into WebPT to read your schedule and create patients, so it needs its own WebPT logins. We'll send you credentials for three of them, called RPA users.

Create each user

1. Create a new WebPT user for each of the three credential sets we sent you.
2. Enter the username, email address, and password exactly as provided.
3. Set the user type to Clerical.
4. Grant all five permissions listed below.
5. Give the user access to every one of your clinic locations, including any you're not launching with yet.
6. Enable multi-clinic mode scheduling, following WebPT's guide.

Grant these permissions to every user

• View Patients: loading your patients into Second Door.
• Edit Patients: creating patient records.
• Calendar Admin: finding your providers and seeing which ones treat at which locations.
• Clinic Admin: syncing your locations.
• Insurance Admin: syncing your payers.

WebPT documents what each permission grants in their support article on permissions.

A location these users can't see is skipped. Its providers, appointments, and availability never sync, and nothing warns you. This is why every user needs access to every location, including ones you aren't integrating Second Door with.

Never let a person sign into these accounts. WebPT allows only one active sign-in per user, so a staff member signing in while Second Door is using that login kicks one of them out. Treat these logins like machines, not accounts to share.

Let us verify them

1. Tell your Second Door contact once all three users exist.
2. Wait while we verify them. We sign in as each user and accept WebPT's first-time HIPAA and terms prompts, so nobody on your team needs to.
3. Fix anything we flag. A failure is almost always a credential that doesn't match or a permission that didn't get applied.
4. Tell us once you've corrected it and we'll verify again.

Your integrations can't be switched on until your users verify, so clear this before you move on.

2. Give every bookable provider a calendar

Second Door builds your provider list from WebPT calendars. Every non-clerical user who owns a calendar becomes a provider in Second Door.

1. List your treating providers: PTs, PTAs, OTs, anyone who should be bookable.
2. Confirm each one has a WebPT calendar at every location they treat at.
3. Create a calendar anywhere one is missing.

A few things to keep in mind:

• A calendar at one clinic means bookable at one clinic. A provider who treats at three locations but has a calendar at one will only ever be offered at that one.
• Book visits on the treating provider's calendar. A visit placed on a clerical or front-desk calendar can't be tied to a provider, so it won't appear in Second Door.
• Room and equipment calendars need a clerical owner. A room calendar owned by a non-clerical account shows up in Second Door as a bookable provider.

3. Create Calendar Start and Calendar End markers

This is the step that makes providers bookable. WebPT calendars don't carry built-in working hours, so Second Door reads each provider's day from two non-patient appointments you place on their calendar.

• Calendar Start: the bookable day opens when this appointment ends.
• Calendar End: the bookable day closes when this appointment begins.

A Calendar Start from 7:45 to 8:00 AM and a Calendar End from 5:00 to 5:15 PM produce a bookable day of 8:00 AM to 5:00 PM. Both types already exist in every WebPT account under exactly those names.

Place the markers on each provider's calendar

1. Open a provider's calendar at a location where they should be bookable.
2. Create a Calendar Start appointment at the beginning of their workday.
3. Create a Calendar End appointment at the end of their workday.
4. Set both to recur weekly on each day the provider works there.
5. Repeat at every other location where that provider should be bookable.

Both markers are required, every business day, at every location. A day missing either marker produces zero availability for that provider there, and so does a Calendar End placed before its Calendar Start. A provider who is mysteriously unbookable on Wednesdays almost always has a missing or backwards marker.

Change where a provider is bookable

A provider is bookable at a location only while they have an upcoming Calendar Start there. That gives you the lever in both directions:

• To make a provider bookable at a location: add Calendar Start and Calendar End markers to their calendar there.
• To stop a provider being bookable there: cancel their upcoming markers at that location and end the recurrence.

Marker times are read in each location's local time zone.

Choose automated or manual availability

Markers are one of two ways to define availability. Pick one, because they don't work in combination.

• Automated availability (recommended). Second Door calculates each provider's bookable time from their markers, minus any blocked time. Your WebPT calendar stays the one place your team manages schedules.
• Manual availability. You set day-by-day availability windows for each provider in Second Door, under provider settings. Finer control, more setup work, and availability to maintain in two places.

4. Name your appointment types

All of your WebPT appointment types sync to Second Door automatically. Second Door sorts each visit into a category based on keywords in the type name, and that drives your reporting on evaluations versus follow-ups.

1. Open your appointment type list in WebPT.
2. Rename any type that should be an evaluation but has no keyword in its name. "New Patient 60" becomes "New Patient Eval 60."
3. Confirm you have types for the non-patient time you'll block later: lunch, admin time, meetings, PTO.

5. Confirm your settings in Second Door

These two settings live in Second Door and you can change them yourself. Both affect the availability your patients see, so check them before you go live rather than after.

Confirm each location's address and time zone

Second Door reads each clinic's time zone from its address, and marker times are interpreted in that local time zone. A wrong address on a multi-state organization shifts a whole clinic's availability.

1. Go to Settings > Organization and open your list of locations.
2. Open each location and check its street address.
3. Correct any address that's wrong or incomplete, then save.

Set your blocked time types

Blocked time types are the appointment types that carve time out of a provider's day. You set these once for your whole organization.

1. Go to Settings > Scheduling Settings > Blocked Time Types.
2. Find the list of appointment types imported from WebPT.
3. Select every type that represents time a provider isn't available: lunch, admin, meetings, PTO.
4. Leave patient visit types unselected.
5. Save your selections.

Watch for multi-purpose appointment types. If you use a generic type like "Other" for both real blocked time and harmless calendar notes, selecting it blocks booking against the notes too, and leaving it unselected stops the genuine blocks from protecting the provider. Move one of the two uses onto its own appointment type in WebPT.

Block a provider's time

Once your blocked time types are set, blocking time happens in WebPT, not in Second Door.

1. Open the provider's WebPT calendar.
2. Create a non-patient appointment using one of your blocked time types, like a Lunch block from 12:00 to 1:00.
3. Cancel or delete that appointment when you want the time back.

If blocked time still shows as bookable, confirm the type is selected in your blocked time types and that the appointment was booked with that type. Availability recalculates within about an hour.

6. Agree on front-desk scheduling standards

Second Door mirrors WebPT, so what you see depends on how consistently your front desk uses WebPT's statuses. Settle these three habits with your team before you go live.

• Check patients in. A past visit that was never checked in isn't recorded as a completed visit.
• Use WebPT's no-show status. Second Door never guesses at no-shows. It only reflects them when WebPT flags them.
• Cancel rather than delete. A cancellation status preserves the record and the reason and frees the time back up. Deleting loses the history.

7. Validate your availability

Run these checks once everything above is configured. Each one tells you whether a specific piece of the setup landed.

1. Open the Second Door scheduler (the calendar icon at the top right), then select a location and an evaluation service. You should see open time slots.
2. Compare those slots against the same provider's WebPT calendar for the same day. The window should match the space between their markers, minus any blocked time.
3. Check a provider you blocked time for. Their lunch or admin block should not appear as bookable.
4. Spot-check a few providers across different locations and days of the week. Missing days point to missing markers on those days.
5. Confirm every clinic location appears. A location with no availability usually means your RPA users can't see it, so return to step 1 and check their location access.
6. Confirm only real treating providers appear in your provider list. Anyone unexpected is a non-clerical account that owns a calendar, often a room or resource.

8. Go live

Two things have to be true before you're live, and both happen on our side.

1. Ask your Second Door contact to confirm all three RPA users are verified.
2. Ask them to confirm your integrations are switched on.

From there, Second Door is working from live WebPT data and your bookable availability is real.

9. After go-live

Changes you make in WebPT don't appear in Second Door instantly.

• Appointments and availability: refresh roughly every hour.
• Providers, locations, and appointment types: refresh roughly once a day.

So a marker you add this morning becomes availability within a couple of hours, while a brand-new provider takes about a day to appear.