New VA (Veterans Administration) Patient Calls When a new VA patient calls, or a VA rep calls on behalf of a patient, please go ahead and schedule the first appointment. Complete the form below during the call and submit promptly. VA patients cannot be seen without an authorized referral. The authorized referral cannot be issued unless the appointment date and time has been set.Location(Required) Frederick Boonsboro Today's Date(Required) Month Day Year Patient Name(Required) First Last Patient DOB(Required) Month Day Year Patient Address(Required) Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Patient Phone(Required)Patient Email(Required) Appointment Date(Required) Appointment Time(Required) Hours : Minutes AM PM AM/PM Practitioner(Required) First Service(s) Scheduled (select all that apply)(Required) Telehealth Initial Intake 30 mins In-Office Initial Intake 30 mins Acupuncture 60 mins Massage 60 mins VA Care Center Facility Location(Required)(this is where the patient receives their Primary Care, please select one location): Martinsburg, WV Perry Point, MD Baltimore, MD Other *Please complete the following if applicable:Name of VA Representative First Last VA Representative Contact NumberVA Representative Email Address VA Care Facility Phone NumberVA Care Center Fax Number Informational: Steps for Scheduling VA Patients VA Representative (Rep) or VA Patient calls into HHA to schedule appointments HHA FD Team adds the patient to our Practice Management Software and schedules their appointment(s), being sure to indicate Military/Veteran Discount in the account notes/alerts. If scheduling with a Rep, the patient will later call back to modify appointment details if needed. Note: The VA will need to print this appointment date on the authorized referral. The authorized referral cannot be issued unless the appointment date and time has been set. If the appointment date is later changed (by the patient or a cancellation, etc.) the authorized referral will need to be updated to include the new appointment date. If the appointment date is changed, Email Insurance Team to alert of new appointment date! HHA FD Team will complete this internal form and click SUBMIT to deliver form to the Insurance Team. FD Team will be CC’d on form submission for reference and to ensure form was submitted correctly. (Be sure to select location so this information is delivered to the correct teams). HHA FD Team will send welcome email to the patient directly (to confirm appointment date/time, and link intake forms), whether the appointment was scheduled by the patient or by a representative. Insurance Team receives this form and initiates the process to obtain authorized referral from the patient’s primary VA Care Center. HHA receives the authorized referral from the VA by FAX or EMAIL. Once Received, HHA FD Team will forward the authorized referral to the Insurance Team using subject line: “VA REFERRAL – FIRST NAME LAST NAME” Insurance Team saves the authorized referral to the patient’s file and inputs the authorized referral’s limitations into the software. Patient can NOW be seen for their appointment! NOTE: Appointment cannot occur without the approved authorized referral! If the authorized referral is not received, the patient appointment must be rescheduled. (Alternatively, the patient can choose to be SELF PAY for that visit but we will not be able to submit that date for reimbursement – if the authorized referral is not received prior to the appointment date, the VA will not cover the claim. There are no exceptions to retroactivate an authorized referral). All coding and services (CPT and Dx) should match what is approved on the referral. Completed claim is sent to the VA. VA processes the claim and sends payment to HHA. HHA Insurance Team receives and processes claim payment. HHA FD Team monitors appointments and ensures appointments commence only when a valid referral is on file (Next Day Prep). Patient’s subsequent appointments must fall within the limitations set in the referral for claims to be completed, sent to the VA, and covered (number of visits, effective dates, etc.) Once the current authorized referral is exhausted or expired, a new authorized referral is required. NOTE: HHA FD Team is responsible to notify the Insurance Team via email when additional visits are needed after visit limit is met or after authorized referral expiration. INS Team will then initiate the process to obtain additional authorized referrals (repeat steps 6-14 as needed).
