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Table of Contents

• Needed Items
• Needed Forms
• Intake Procedures
• Key to success!
• Important Reminder!
• Resource Links

 

 

 

 

 

 

 

 

Needed Items

1. Clipboards

2. End-tab folders with fasteners for patient charts

3. Alphabetic stickers (for charts)

4. Sign-in Sheet

5. Paper clips

 

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Needed Forms

1. List of services and fees (sample inside and outside of brochure)

2. Financial Policies Sheet (sample policies sheet)

3. Notice of Privacy Practices (HIPAA)

4. Fee Slip

5. *Assignment of Benefits Form

*(Optional) If you choose to bill insurances directly, you must learn the different insurance types and the payment rules of each type.  It is also recommended you learn how to appeal denials. You will most certainly require a billing program to manage this task.

 

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Intake Procedures

The main goal of your intake process is to make sure the patient understands your services and the costs.  Many patients will be reluctant to receive your services if they do not understand their financial obligations.  Some who have insurance plans may think everything is covered by their insurance.  This is a misconception. Most all plans require the member to have some financial responsibility when seeking medical services.  Patients with an HMO may have a "copay", whereas a PPO may have a "deductible" or "co-insurance".  To learn more about insurances go to section 6a.

It's good to have a receptionist or front office clerk fulfill the duties of new patient intake. I do not recommend you (the therapist) perform this task. It will reduce the perceived value of your services.

1.  A new patient chart should be prepared ahead of time. The following forms should be included:

• Their First Contact & Payment Verification form
• Flow sheet
• Daily Note sheet
• Pre-exam form
• Initial Evaluation form

2. The patient should be greeted and asked to sign-in.

3. Provide the patient with a clipboard which holds the forms

a. List of services and fees
b. Financial Policies
c. Notice of Privacy Policies (HIPAA)

4. Collect forms b and c signed by the patient and place them in their chart. Complete the rest of the First Contact & Payment Verification Form that was not completed at the initial contact (ie. emergency contact, etc.).  

5. Make a copy of their drivers license or ID. (if accepting assignment, make a copy of their insurance card as well)

6. Paper clip a Fee Slip on top of the chart.

7. Place chart in the appropriate therapists bin.

It is optional to have a designated staff member (new patient coordinator) go through the entire orientation process with your new patients or just have the receptionist perform this task.

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Key to Success

Make your service fee schedule available to all new patients and stick to your financial policies. You will lose some patients who may not agree with your fees or policies.

 

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Important Reminder

 

Make a good first impression. Pay your receptionist or front office person well. She/he is the face of your company.

 

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Resource Links

HIPAA resources at the Centers of Medicare and Medicaid website: http://www.cms.hhs.gov/hipaa/hipaa1/

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