Office Workflow Step 1: New Patient Check List

When scheduling a patient for their first visit to your practice, you should advise them of what they need to bring to help ensure a smooth registration process and to assist your physician in making that first visit as thorough as possible.  

Follow this check list as a guide:

• Picture identification and current insurance card(s)

Hint:  Once provided with this information, you need to verify insurance coverage and benefits.  This is the optimum time to collect copayments from the patient.

• Contact information for emergency contact and/or healthcare surrogate

Hint:  Make sure the patient indicates the name(s) of any authorized persons on your HIPAA notification form.

• Contact information for all current healthcare providers

Hint:  Please have the patient add to the HIPAA form, the names of any physicians they would like your physician to communicate with or share their medical records.

• Copies of any applicable medical records and recent diagnostic testing results

Hint:  If you are handed records that are the patient’s only copy, make your own copy and return the “originals” to the patient.  They may need them for another provider.  X-rays or radiology “films” stored on computer discs, should be logged in the patient’s record if they are left behind after the visit.

• Complete list of current medications, both prescription and over the counter.

Hint:  Adding the pharmacy name and phone/fax number into the patient chart facilitates issuing any required prescriptions.

Observe National Women's Health Week

National Women’s Health Week is May 12-18 and is a weeklong health observance coordinated by the HHS Office on Women's Health.

Per 2009 statistics from Center for Disease Control and Prevention Office of Women’s Health the top three causes of death in the United States for women are: heart disease, cancer and stroke.

Take this week to encourage all the women in your life to make their health a priority.

• Have them schedule preventative medical services and screenings such as:

Annual physical including basic lab tests

Cancer screenings (mammogram, pap test, pelvic exam, clinical breast exam, and colorectal cancer screening)

CMS now covers many preventive services and screenings under its Medicare Part b benefits for eligible beneficiaries.  For further information see the following: 

MLN Preventive Services Educational Products for Health Professionals

CMS Prevention website

CMS Immunizations website

• Discuss the importance of making healthy lifestyle choices:

Participate in regular physical activity for a minimum of 2 and ½ hours per week.

Consume a healthy daily diet of fruits, vegetables and whole grains, with limits on 

foods with high calories, sugar, salt and fat.

Eliminate tobacco use and avoid tobacco smoke exposure.

Limit alcohol consumption to one drink per day.

How Do You Define Wellness?

The Miriam Webster Dictionary defines wellness as:

“The quality or state of being in good health especially as an actively sought goal.”

Take advantage of May as Family Wellness month, to make not just your wellness, but that of your entire family your actively sought goal.

If we think about this word “goal”, we must conclude that achieving true wellness requires proper effort, maybe even real work and a strong strategy.

Each of these items below is a key team player in winning the wellness game for your family.

1  Participate in regular physical activity that should include something from each of these three categories:  aerobic conditioning, muscle strengthening, and balance and flexibility training.

In the Active Living portion of the National Prevention Strategy

the Surgeon General recommends:

For adults  at least 150 minutes of moderate-intensity activity each week works out to be less than 25 minutes per day.

Educational materials to help you add activity into your daily life can be found on the CDC website.

For children and teenagers   at least one hour of activity each day can easily replace time spent on the computer or in front of the television.

Let’s Move is the initiative backed by President and Mrs. Obama to encourage our youth to be more active. 

2  Adopt healthy eating habits by following the guidelines from the USDA.

Here is a sample of the guidelines for an average adult:

2000 calories per day composed of 6 ounces of whole grains, 2and ½ cups of vegetables, 2 cups fruit, 3 cups low fat dairy, and 5 and ½ ounces of lean protein.

Go to the USDA Choose My Plate website for tips to help you create your family’s healthy eating plan.

3  Get adequate sleep as indicated in the chart below from the National Sleep Foundation.  Incorporating some of these tips can help you fall asleep easier and rest better.  

Maintain a consistent bed and wake time.  

Following a relaxing pre-bedtime ritual

Make sure where you sleep is dark, quiet, cozy and at a comfortable temperature

 Avoid working or watching television in bed

Exercise regularly

Eat at least 2-3 hours before bed and avoid alcohol and nicotine near bedtime

NEWBORNS
(0–2 months)	12–18 hours
INFANTS
(3–11 months)	14–15 hours
TODDLERS
(1–3 years)	12–14 hours
PRESCHOOLERS
(3–5 years)	11–13 hours
SCHOOL-AGE CHILDREN
(5–10 years)	10–11 hours
TEENS
(10–17)	8.5–9.25 hours
ADULTS
	7–9 hours

4  Obtain regular medical check-ups to ensure a well-rounded and thorough approach to your good health.

   Make an annual visit to your medical doctor for physical and routine labs.  Also follow any recommendations for additional screening examinations or diagnostic testing. 

The ADA advises at least one visit to the dentist per year, preferably two.

 Even people who do not require vision correction should have an examination by an eye care professional.  See the American Optometric Association website for age specific recommendations.

Tips for Allergy Sufferers

See the following tips on allergy exposure and prevention.  For more detailed information on Allergy and Asthma see the website for the Asthma and Allergy Foundation on America (AAFA).

Some facts about allergy exposure:

          Allergens can be inhaled                 ingested 

                                  injected    

         absorbed through the skin

Jackson, MS ranked #1 in the AAFA report on the 100 most challenging places to live with allergies 

Prevention tips: 

       dust to control mites               vacuum often 

                            reduce pet dander          shut out pollen                avoid mold spores

Allergy Immunotherapy Billing

Whoever wrote “April showers bring May flowers” held the key to the peak Allergy and Asthma season.  May has been designated an awareness month for Allergy and Asthma by the Asthma and Allergy Foundation on America (AAFA).  Asthma and allergy are commonly “linked” together as allergies can be one of the major contributing factors for those patients diagnosed with asthma.

Asthma and allergy have been estimated to affect one in five Americans.  As a health care professional, there are significantly high odds you encounter these conditions in a high proportion of your patient population.  If you are a primary care type provider, you may be able to adequately treat those mild sufferers.  For those with more severe symptoms, a referral to an Allergy and Asthma Specialist will be warranted.

A common treatment for allergies is Allergen Immunotherapy or “allergy shots”.  This type of treatment is prescribed by the Allergy specialist who also may administer the treatment personally.  In today’s healthcare environment though, many managed care organizations prefer the patient receive the treatment via their assigned primary care provider.  The table below provides CPT codes that are used in the billing of allergen immunotherapy.

CPT CODE	DESCRIPTION
95115	One Injection only, no serum-PROFESSIONAL SERVICES FOR ALLERGEN IMMUNOTHERAPY NOT INCLUDING PROVISION OF ALLERGENIC EXTRACTS; SINGLE INJECTION
95117	Two or more injections,  no serum-PROFESSIONAL SERVICES FOR ALLERGEN IMMUNOTHERAPY NOT INCLUDING PROVISION OF ALLERGENIC EXTRACTS; 2 OR MORE INJECTIONS
95144	Serum only, single dose vial, bill number of vials-PROFESSIONAL SERVICES FOR THE SUPERVISION OF PREPARATION AND PROVISION OF ANTIGENS FOR ALLERGEN IMMUNOTHERAPY, SINGLE DOSE VIAL(S) (SPECIFY NUMBER OF VIALS)
95145	Single insect venom only, multi-dose vial, bill number of does-PROFESSIONAL SERVICES FOR THE SUPERVISION OF PREPARATION AND PROVISION OF ANTIGENS FOR ALLERGEN IMMUNOTHERAPY (SPECIFY NUMBER OF DOSES); SINGLE STINGING INSECT VENOM
95146	Two insect venoms only, multi-dose vial, bill number of does-PROFESSIONAL SERVICES FOR THE SUPERVISION OF PREPARATION AND PROVISION OF ANTIGENS FOR ALLERGEN IMMUNOTHERAPY (SPECIFY NUMBER OF DOSES); 2 SINGLE STINGING INSECT VENOMS
95147	Three insect venoms only, multi-dose vial, bill number of does-PROFESSIONAL SERVICES FOR THE SUPERVISION OF PREPARATION AND PROVISION OF ANTIGENS FOR ALLERGEN IMMUNOTHERAPY (SPECIFY NUMBER OF DOSES); 3 SINGLE STINGING INSECT VENOMS
95148	Four insect venoms only, multi-dose vial, bill number of does-PROFESSIONAL SERVICES FOR THE SUPERVISION OF PREPARATION AND PROVISION OF ANTIGENS FOR ALLERGEN IMMUNOTHERAPY (SPECIFY NUMBER OF DOSES); 4 SINGLE STINGING INSECT VENOMS
95149	Five insect venoms only, multi-dose vial, bill number of does-PROFESSIONAL SERVICES FOR THE SUPERVISION OF PREPARATION AND PROVISION OF ANTIGENS FOR ALLERGEN IMMUNOTHERAPY (SPECIFY NUMBER OF DOSES); 5 SINGLE STINGING INSECT VENOMS
95165	Serum only, multi-dose vial, bill number of doses-PROFESSIONAL SERVICES FOR THE SUPERVISION OF PREPARATION AND PROVISION OF ANTIGENS FOR ALLERGEN IMMUNOTHERAPY; SINGLE OR MULTIPLE ANTIGENS (SPECIFY NUMBER OF DOSES)

May 6th. is Melanoma Monday

The American Academy of Dermatology (AAD) designates the first Monday in May as Melanoma Monday®.  The AAD spearheads the effort to raise awareness of melanoma and other types of skin cancer. 

 Skin Cancer Statistics

·         Skin cancer is the most common cancer in the United States.

·         Current estimates are that one in five Americans will be diagnosed with skin cancer in their lifetime.

·         Melanoma, the deadliest form of skin cancer, is the most common cancer for 25- to 29-year-olds.

Don’t be one of those statistics.  Use the tools below:

Check your skin   Early detection through self-exams can sometimes be the difference between life and death.

Follow this link to an online self-examination guide:

http://www.aad.org/spot-skin-cancer/understanding-skin-cancer/how-do-i-check-my-skin

Free Cancer Screening   Dermatologists across the country volunteer their time to provide free skin cancer screenings. 

                    Follow this link to locate one in your area: http://www.aad.org/scs/search/default.aspx

Prevent Skin Cancer   The most preventable risk factor for developing skin cancer is sun exposure.

   Follow this link to get recommendations for lowering your exposure: 

http://www.aad.org/spot-skin-cancer/understanding-skin-cancer/how-do-i-prevent-skin-cancer

When scheduling a patient for their first visit to your practice, you should advise them of what they need to bring to help ensure a smooth registration process and to assist your physician in making that first visit as thorough as possible.

Follow this check list as a guide:

• Picture identification and current insurance card(s)

Hint:  Once provided with this information, you need to verify insurance coverage and benefits.  This is the optimum time to collect copayments from the patient.

• Contact information for emergency contact and/or healthcare surrogate

Hint:  Make sure the patient indicates the name(s) of any authorized persons on your HIPAA notification form.

• Contact information for all current healthcare providers

Hint:  Please have the patient add to the HIPAA form, the names of any physicians they would like your physician to communicate with or share their medical records.

• Copies of any applicable medical records and recent diagnostic testing results

Hint:  If you are handed records that are the patient’s only copy, make your own copy and return the “originals” to the patient.  They may need them for another provider.  X-rays or radiology “films” stored on computer discs, should be logged in the patient’s record if they are left behind after the visit.

• Complete list of current medications, both prescription and over the counter.

Hint:  Adding the pharmacy name and phone/fax number into the patient chart facilitates issuing any required prescriptions.