INPS

INPS New Patient Process:

Create intake appointment (ASK WHAT INSURANCE THEY HAVE-MAKE SURE WE ARE IN NETWORK OR REFER TO SELF PAY)

1. Create a new patient profile in JANE

2. Gather patient information

3. Ask or refer to referral to answer every question

4. Send Welcome email:

Let them know they will recieve a welcome email that will prompt them to create a passwod

This will be their online account where their chart will live, all their appointments, any information we need to communicate, and we will upload their final report once finished. (after their feedback appointment after all testing it takes about 3 weeks to have the final report ready to send to referring provider/and upload in chart).

5. Go to forms-click on Phone Intake-continue as staff-continue to ask the questions and vet the potential patient.

6. If no lawyer is involved then you schedule the "initial Intake" appointment and start the process of them receiving the 4 forms to fill out in their account.

-Patient History

-Release of Health Information

-Integrated Neuropsychological Consent Form (this will prompt them for their insurance information)

-Cancellation Policy (This will ask for a card on File)

-Dr. Appts (intake/Feedback) are $50 fee if cancelled within 24 hours of appt.

      -Testing appts are $350 if cancelled within 24 hours of appt.

WE CANNOT GIVE MEDICATION INSTRUCTION OR ADVICE. Please refer them to follow their doctor's recommendations. 

Appointment questions refer them to the provider administering the service/appt.

We do not do Individual Therapy-we specialize in Neuropsychological Testing.

We do offer NeuroFeedback therapy they can discuss with the dr.

• phone in-take: reception gathers important information regarding insurance verification, Insurance cards, Release and all other forms:

1. WHO IS YOUR INSURANCE WITH? verify they are in-network or establish self-pay

2. In Jane add "New Client"

3. Fill out "phone in-take form" under forms

4. Ask all questions from new patients and complete all information in the form. Be sure to ask about receiving email newsletters. (if a legal representative is involved(finish intake BUT-INFORM the doctors and proceed via their direction)

5. Inform the New patient that we will be sending them emails from reception@integratebrainhealth.net to create an account and set a password in the Jane.app. 

6. Guide them through the email to follow the tabs "Intake Forms"  ask them to fill out the forms:

   1. Authorization For Release Of Health Information-inform to add the referring doctor and/or anyone they would like to receive results or communicate with us or help them out with phone calls, appointments etc.

   2. Integrated Neuropsychological Services Consent Form

   3. Patient History

   4. Cancellation Policy

7. Let them know the consent from will prompt them to Gather Insurance

8. Explain appointments: 

   2. 1. initial consultation with the doctor 

      2. Testing is usually two different days of 3 hour testing appointments each

      3. Then last appointment is two weeks after final testing appt. That is a one-hour feedback with the dr to go over results.

      4. Then it takes 3 weeks to have the final report ready for the referring dr and uploaded in their chart.

9. Paperwork must be completed (one week before their appointment)

10. Add New Patient in "Business Dashboard" in Google Drive and fill out the appropriate info.

• verification of insurance must take place before the patient can be seen by the Doctors.

11. IF IT IS A REFERRAL: 

• Then save fax referrals as a PDF under the patient's name, then add into their Jane files. 

• Once scheduled or contacted choose the appropriate color in google sheet for reference

FRONT DESK WILL BE RESPONSIBLE FOR:

~Create New Folder in Public under the appropriate Dr.-"NEW PATIENT-Last name, First name. Then copy the "Sample Jane" Folder contents into new patient folder.

-Applying the dx code into notes and "Star" for billers to use.

1. OPEN THE DOCTORS APPOINTMENTS FOR THE DAY/WEEK/MONTH

2. AUDIT-make sure the Insurance verification has been received

3. PAPERWORK-must be filled out and signed (open each patient file to check Patient history is filled out in its entirety & consents are signed)

4. FRONT DESK:

5. NEW PATIENTS FOLDERS-go to Public Drive- SELECT correct Dr.-New Patients-check to see if insurance verification is there.

6. If there is NO folder - CREATE ONE-Last, First, patient ID.

   1. 1. go to Sample Jane Folder in Public Drive

      2. Public-patient files-intake sample folder-sample jane folder-

      3. Copy ALL contents in sample jane folder and move them to the NEW PATIENT FOLDER.

INPS FAX REFERRAL CHECKLIST

Click about-fax referral checklist  - FOLLOW ALL THE INSTRUCTIONS FOR MANAGING FAX REFERRALS*

1. Look at the current week's appointments

   1. call to inform patient of insurance coverage/balance that will be due at the appointment/remind day & time of the appointment

2. Look ahead at next week's appointments and make sure insurance verification has been completed.

3. Look ahead at next week's appointments and make sure the paperwork is filled out, call and remind the patient to fill out and sign to be able to be seen by the doctor.

4. Look through testing appointments go through to make sure that scoring is paired with every testing appt. and that they have ALL necessary appts are included in their portfolio

   1. Initial Intake-NEW

   2. Testing 1

   3. Testing 2

   4. Feedback  - with the same Dr. that did their New Intake

Receiving Fax/Email Referrals

Introduce

1. Open Fax

2. If you open a fax, YOU are in charge of TAGGING APPROPRIATELY sorting, contacting the Patient, filing it, and recording it appropriately

3. If it is a RECORDS/DIAGNOSTIC REQUEST then Tag for Erik put in Eriks Folder "Records Request"

4. If it is a fax referral from a provider for new patient then...FILE in Jane in pt files

5. CONTACT-Reach out to the Patient referral within the day of receiving the referral.

6. Save as PDF...rename patients (last,first-referral).

7. Then organize the patient into Google:

• if the Patient IS contacted-Google Drive "Business Manager" sheet. Then move the Fax referral to their new Jane account if created!!!

• if Patient is NOT contacted-Google Drive "Referral Manager" in Black-Unable to Contact, w/notes

• If the Patient DECLINES referral-Google Drive "Referral Manager" in In Red -Decline Intake

• If Patient is out of network and would like to self pay refer to Front Desk-Blue-refer to Precise

• If Patient is Contacted but unable to schedule-Orange

8. If the patient is contacted successfully, create a profile in Jane and follow "NEW" patient training guidelines, runs checks and balances weekly to track incoming faxes to documented and filed referrals to make sure all referrals are contacted and tracked.

9. When patient is put on the "Unable to Contact" list we call 3x's a week for two weeks. After 6 attempted contacts we call Referring physician clinic to inform and receive guidance on how to proceed.

OVERVIEW:

Go into Patient Appointments - Audit to see who needs Insurance verification

1. Review that they have insurance information in their Jane account under Billing

2. Insurance Policies

3. review the policy, click the 3 options

4. add initial visit date

5. Save and check eligibility.

6. Add details from Policy as necessary

CREATING THE INSURANCE:

Open Patient Jane Profile-Intake Forms-Phone Intake-fill in the card with the information from phone intake-USE THE EXACT SPELLING OF PRIMARY INSURED

Go to Menu on Template-Save As-Admin 2023 Folder

Drag and drop saved Insurance Card into Patient's Jane file

OPEN A NEW EMAIL

GO TO BUSINESS DASHBOARD

Scheduling-patient name-Insurance verification sent-put "Y"