Page 41 - 2020 Risk Reduction Series Effective Systems_Part 1_Flipbook

SVMIC Risk Reduction Series: Effective Systems

treatment is required. An authorization form may likewise

be sent with this letter, along with the representation that
medical records will be sent to the new physician upon

written request.

• If a letter serving as either notification or confirmation
of termination is returned “undeliverable”, verify that the
address on the letter corresponds with the address given

by the patient. If so, resend the letter to the same address

using first-class regular mail. If the letter is returned
“undeliverable” and you are provided with a new address
by the post office, resend the letter to the new address.

Note all action taken in the medical record.

• A verbal notice of termination may be sufficient in special
circumstances, such as when the patient frequently moves

or has no permanent address, but ALWAYS document this
discussion in the medical record.

• For specific situations, consult an SVMIC claims attorney
for assistance.

Appointments & Scheduling

Written procedures should be in place to
help scheduling staff make appointment

decisions in cases of scheduling difficulties.
The office should determine procedures

and time frames for scheduling and
conducting different types of appointments (new patients,

urgent, same-day, follow-up, physical exams, ancillary testing,
etc.) and implement procedures to meet the defined goals.

For instance, new patients usually take longer at the first visit;

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