Fwd: Responses: handling accreditations
Isabella Martin
Description
Collection
Title:
Fwd: Responses: handling accreditations
Creator:
Isabella Martin
Date:
3/4/2013
Text:
>
> As requested here are the helpful responses:
>
>
> Here we give a welcome packet to patients that contains the warranty information, supplier standards (Which ABC does want posted on your wall) as well as the patient bill of rights, a copy of the Proof of Delivery and some basic policies for patients are in the welcome packet.
>
> Be cautioned that depending on the site inspector you may be allowed to pull your own charts or they may just walk over to the drawers and start pulling them themselves. I have been through 3 inspections and all 3 have randomly pulled charts.
>
> Other thing you should know is that they will call a % of your patients to survey their experience. Here the surveyor made me put the patients on hold and she took over the call and questioned them.
>
>
>
> I can't speak for ABC but BOC requirements are as follows:
>
> 1) It depends on where you are and how quickly the various applications are handled. Four to ten months are what I've been hearing. It helps to be able to take other insurance assignments and to have a healthy pile of cash sitting around.
>
> 2) You should have at least a few actual patients for the surveyor to interview regarding the care they have received from you. The rest of the files could be just sample files to show you understand what is required by the CMS.
>
> 3) You should have the supplier standards, patient bill of rights, HIPAA info and complaint resolution info posted where it can be seen (framed on the wall is common but not required) and also presented to the patient with an explanation of what it is.
>
> I'm on my way out of the business after 30, 25 in my own practice. A lot has to do with the 'state of the union' these days. Don't know if you're brave or crazy, but good luck.
>
> I started my business 4 years ago. it will take 6-8 months with no money coming in. you can see pts. now to delivery to get charts and back bill when u get your #, yes supply with nothing coming back for quite a while. and frame and give to pts. is best.. its a lot of fun and then they hold your payment for no reason at all. good luck.
>
> YES, it can take 8 months AND longer.
>
> My advise is to follow EVEYRTHING to the letter!!!! You need to register on PECOS also as well as Pay.gov. As far as the charts, they will ask for 10 randomly picked charts at Site Inspection.
>
> For the documents, I have them framed, on the wall at eye level for viewing and clear lucite holders filled with them for patients needs. I also have a sign off at registrations stating they recieved it.(as well as Notice of HIPAA Privacy
>
> Practices) In the event that you forget to include something with the 855S application, it will be returned to you with 30 days to correct and resubmit.
>
>
>
> If you follow the application instructons FULLY, you should be fine. Read everything!! Medicaid is much worse! What state are you in, by the way? I might be able to give you some pointers if you are in one of my states.
>
> 1) don't know
>
> 2) some should be through delivery to see how you patient signs for delivery and how you document followup visits/patient education
>
> 3) we just post them in waiting room
>
> I am only sending you information on what we have done for years here for Supplier Standards, Patient Bill of Rights, and HIPAA.
>
> We preassemble patient files so all the paperword we will be using is ready. That includes the Patients Bill of Rights, Supplier Standards, and HIPAA.
>
> Attachment 1 is the new updated Supplier Standards, also found on the NGS website: <URL Redacted>
>
> The second page of the standards is NGS's instructions on how to simplify them to the patient with the paragraph that they have supplied.
>
> To save paper, I used that paragraph and attached it to the Patients Bill of Rights which is attachment 2. In the past we had copied the Standards and Rights to both sides of one sheet of paper. We now keep a file at the counter with the full version of the Standards should anyone ask for them.
>
> Attachment 3 was our HIPAA (Notice of Privacy Practices) quad fold brochure which we are rewriting to a single sided full sheet. It had it's own sign off sheet which was detachable to put in the file. But, now using the sign off sheet for all three forms, the quad fold isn't necessary.
>
> Attachment 4 is our version of a sign off sheet.
>
> We hand the HIPAA, Standards, and Rights to the patient and then have them sign off on receiving them and that sheet goes in their file. There are times when the patient leaves everything here because they don't want to read it or take it home. But, at least they signed off that they received it and it's documented in their file.
>
> We are also a retain establishment. We do not post anything on the walls or have things sitting at the counter to confuse customers who are not here for pedorthic care. And, it's too easy for someone to say they never saw it. Making personal contact by handing them the form and signing off on it is the best. We also have our own Patient Instructions with product care for a few of the different items we supply which is also handed straight to them and explained at that time.
>
> Don't forget about the Patient Satisfaction Survey and Medicare Beneficiary Complaint Log, also.
>
> I hope some of this is helpful.
>
> I hope you have plenty of money set aside because this is a long and daunting process. Medicare cert takes 8 to 12 months with no income. Medicaid is dependent on the state. You may need the cart before the horse so to speak, meaning accreditation before you can be considered for the other. Find an expert who knows how to navigate the process and one who knows how to acquire commercial insurance contracts. Keep an eye on this list serve for all the enlightening and disturbing information out there. And, subscribe to the CMS email updates for DME. Good luck!
>
> 1) From those I have talked to about this more recently, 3-4 months is more typical, but you should be prepared for the worst. It has sounded as though traditional DME (wheelchairs, oxygen, etc.) suppliers are facing the highest level of scrutiny, and thus the longest lead times, because that is where a high level of fraud happens.
>
> 2) That is correct, but it is not just about charting. They want to know that all of the necessary items are present (prescription, LMNs, chart notes, AODs, ABNs, etc.), in some kind of sensible order, and done consistently across all charts.
>
> 3) The regulations have multiple implications. Among other things the patient has to sign that they have been provided with the opportunity to read the supplier standards and warranty, and have their questions answered, and this can be done multiple ways. You can have a laminated copy, and have them sign elsewhere. Our practice is to have them sign the sheet that they read, so there is no confusion regarding which version of what they actually read, and that is filed (or scanned into electronic form, in our case - this can also be done completely electronically if you are going paperless). We are also required to give them a copy if they request it, so we keep a stack of them to hand out (rarely requested), or they can be kept in electronic form and printed out as needed to hand out. We have a copy of the supplier standards on the wall as well. It is not necessary to do this both ways, but we want to avoid any confusion about this.
>
> Sent from my iPad
> As requested here are the helpful responses:
>
>
> Here we give a welcome packet to patients that contains the warranty information, supplier standards (Which ABC does want posted on your wall) as well as the patient bill of rights, a copy of the Proof of Delivery and some basic policies for patients are in the welcome packet.
>
> Be cautioned that depending on the site inspector you may be allowed to pull your own charts or they may just walk over to the drawers and start pulling them themselves. I have been through 3 inspections and all 3 have randomly pulled charts.
>
> Other thing you should know is that they will call a % of your patients to survey their experience. Here the surveyor made me put the patients on hold and she took over the call and questioned them.
>
>
>
> I can't speak for ABC but BOC requirements are as follows:
>
> 1) It depends on where you are and how quickly the various applications are handled. Four to ten months are what I've been hearing. It helps to be able to take other insurance assignments and to have a healthy pile of cash sitting around.
>
> 2) You should have at least a few actual patients for the surveyor to interview regarding the care they have received from you. The rest of the files could be just sample files to show you understand what is required by the CMS.
>
> 3) You should have the supplier standards, patient bill of rights, HIPAA info and complaint resolution info posted where it can be seen (framed on the wall is common but not required) and also presented to the patient with an explanation of what it is.
>
> I'm on my way out of the business after 30, 25 in my own practice. A lot has to do with the 'state of the union' these days. Don't know if you're brave or crazy, but good luck.
>
> I started my business 4 years ago. it will take 6-8 months with no money coming in. you can see pts. now to delivery to get charts and back bill when u get your #, yes supply with nothing coming back for quite a while. and frame and give to pts. is best.. its a lot of fun and then they hold your payment for no reason at all. good luck.
>
> YES, it can take 8 months AND longer.
>
> My advise is to follow EVEYRTHING to the letter!!!! You need to register on PECOS also as well as Pay.gov. As far as the charts, they will ask for 10 randomly picked charts at Site Inspection.
>
> For the documents, I have them framed, on the wall at eye level for viewing and clear lucite holders filled with them for patients needs. I also have a sign off at registrations stating they recieved it.(as well as Notice of HIPAA Privacy
>
> Practices) In the event that you forget to include something with the 855S application, it will be returned to you with 30 days to correct and resubmit.
>
>
>
> If you follow the application instructons FULLY, you should be fine. Read everything!! Medicaid is much worse! What state are you in, by the way? I might be able to give you some pointers if you are in one of my states.
>
> 1) don't know
>
> 2) some should be through delivery to see how you patient signs for delivery and how you document followup visits/patient education
>
> 3) we just post them in waiting room
>
> I am only sending you information on what we have done for years here for Supplier Standards, Patient Bill of Rights, and HIPAA.
>
> We preassemble patient files so all the paperword we will be using is ready. That includes the Patients Bill of Rights, Supplier Standards, and HIPAA.
>
> Attachment 1 is the new updated Supplier Standards, also found on the NGS website: <URL Redacted>
>
> The second page of the standards is NGS's instructions on how to simplify them to the patient with the paragraph that they have supplied.
>
> To save paper, I used that paragraph and attached it to the Patients Bill of Rights which is attachment 2. In the past we had copied the Standards and Rights to both sides of one sheet of paper. We now keep a file at the counter with the full version of the Standards should anyone ask for them.
>
> Attachment 3 was our HIPAA (Notice of Privacy Practices) quad fold brochure which we are rewriting to a single sided full sheet. It had it's own sign off sheet which was detachable to put in the file. But, now using the sign off sheet for all three forms, the quad fold isn't necessary.
>
> Attachment 4 is our version of a sign off sheet.
>
> We hand the HIPAA, Standards, and Rights to the patient and then have them sign off on receiving them and that sheet goes in their file. There are times when the patient leaves everything here because they don't want to read it or take it home. But, at least they signed off that they received it and it's documented in their file.
>
> We are also a retain establishment. We do not post anything on the walls or have things sitting at the counter to confuse customers who are not here for pedorthic care. And, it's too easy for someone to say they never saw it. Making personal contact by handing them the form and signing off on it is the best. We also have our own Patient Instructions with product care for a few of the different items we supply which is also handed straight to them and explained at that time.
>
> Don't forget about the Patient Satisfaction Survey and Medicare Beneficiary Complaint Log, also.
>
> I hope some of this is helpful.
>
> I hope you have plenty of money set aside because this is a long and daunting process. Medicare cert takes 8 to 12 months with no income. Medicaid is dependent on the state. You may need the cart before the horse so to speak, meaning accreditation before you can be considered for the other. Find an expert who knows how to navigate the process and one who knows how to acquire commercial insurance contracts. Keep an eye on this list serve for all the enlightening and disturbing information out there. And, subscribe to the CMS email updates for DME. Good luck!
>
> 1) From those I have talked to about this more recently, 3-4 months is more typical, but you should be prepared for the worst. It has sounded as though traditional DME (wheelchairs, oxygen, etc.) suppliers are facing the highest level of scrutiny, and thus the longest lead times, because that is where a high level of fraud happens.
>
> 2) That is correct, but it is not just about charting. They want to know that all of the necessary items are present (prescription, LMNs, chart notes, AODs, ABNs, etc.), in some kind of sensible order, and done consistently across all charts.
>
> 3) The regulations have multiple implications. Among other things the patient has to sign that they have been provided with the opportunity to read the supplier standards and warranty, and have their questions answered, and this can be done multiple ways. You can have a laminated copy, and have them sign elsewhere. Our practice is to have them sign the sheet that they read, so there is no confusion regarding which version of what they actually read, and that is filed (or scanned into electronic form, in our case - this can also be done completely electronically if you are going paperless). We are also required to give them a copy if they request it, so we keep a stack of them to hand out (rarely requested), or they can be kept in electronic form and printed out as needed to hand out. We have a copy of the supplier standards on the wall as well. It is not necessary to do this both ways, but we want to avoid any confusion about this.
>
> Sent from my iPad
Citation
Isabella Martin, “Fwd: Responses: handling accreditations,” Digital Resource Foundation for Orthotics and Prosthetics, accessed November 6, 2024, https://library.drfop.org/items/show/234817.
