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Many denials come from a result of missing and incorrect patient information that can lead to denial write-offs and costly errors hurting your financial success. It is important to avoid and prevent possible rejections and denials with an efficient patient intake process that can prevent and minimize possible denials before they occur. Here are some solutions that can elevate and button up the way that you intake patient information while making your process easier and more profitable.  

Before a Patient’s Appointment  

Look to access all the right patient information that matters when it comes to your intake process. Here is some key information that is needed to capture in order to start a smooth intake process that will help combat potential denials along the way.  

  • Full name  
  • Date of birth  
  • Gender  
  • Home address  
  • Phone number  
  • Email address  
  • Insurance information that includes subscriber ID and policyholder?s information  

To better streamline and remove manual intake processes, look to discover a digital intake management solution known as a Patient Portal that Practice Pro can offer which allows patients to manage and enter their personal and health records that easily transfer over to your EMR software. 

Communicate with your patient  

  • Ask them to provide a medical history with past and current records  
  • Have them provide what is needed during their first visit (Example: health insurance card and license / ID card.) 

Provide a welcome packet that includes:

  • Patient intake forms  
  • List of medications  
  • Questionnaires  
  • Cancellation policy  
  • Payment process and overview  
  • Company address and contact information with possible directions  
  • Company policy information  
  • Record release consent forms  

Make sure to verify insurance benefits:  

  • Find out if the patient needs prior authorization when it comes to the insurance approval process  
  • Identify whether the patient needs to provide a referral 
  • Make sure the patient is aware of copay, deductibles and coinsurance details before an appointment  
  • Verify that the policy dates are current and standing 
  • Uncover any possible annual visit limits or caps with PT/OT/SLP services 

Day of appointment 

Look to access these essential copies of the documents needed from your patient.  

  • Copy of insurance card 
  • Emergency contact information  
  • Primary care physician and company information 
  • Employer contact information  
  • Collect welcome packet provided with signed forms completed  
  • Co-pay collection  
  • Verify insurance information  
  • Look to schedule next appointments or follow ups needed  
  • Ask how patient would like to be reminded when it comes to appointments  

Learn more on how Practice Pro can make sure that you’re collecting the right information and setting expectations that matter most when it comes to your intake process. Stop frustrating denials in their tracks and get paid faster without payment disruptionVisit our website and schedule a demo to discover our EMR software solutions that include patient scheduling, referral management, patient portal, EMR documentation, billing, and analytics.