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Managing Orders

This guide provides detailed instructions for managing orders in MedflowIO.

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Written by Regina Arbolante
Updated over 3 months ago

Objective

To help users efficiently manage orders, track order progress, process shipments, maintain documentation, and ensure medical billing compliance.

Key Steps

Step 1: Accessing the Orders Page

  1. Log in to the MedflowIO portal.

  2. On the left-hand menu, expand the DME section.

  3. Select Orders.

  4. The Orders List page will open, displaying all current and past orders.

Step 2: Navigating the Orders List

The Orders List contains key information for each order, including:

  • Order # – Unique identifier for the order.

  • Date Ordered and Appointment Date.

  • Status – Current stage (e.g., Purchase Shipment, Completed, Awaiting Shipment).

  • Patient and Provider details.

  • Primary / Secondary Payer and Payment details.

  • Active Insurances.

Filtering Orders

  • Use the search bar to look up specific orders by patient or provider.

  • Apply filters for date, status, provider, or practice.

  • Use the Reset button to clear filters.

Step 3: Managing Individual Orders

Clicking on an order number opens the Order Details View, which contains four main tabs:

Details

  • View order information including:

    • Order Number and Date.

    • Appointment Date.

    • Order Status (with option to update).

    • Patient information (name, address, city, state, ZIP).

    • Ordered Products (with unit counts).

  • Actions available:

    • View Appointment and Show Appointment Notes.

    • Add Authorization (if none exists).

    • Update Order Status.

    • Add Payments (by clicking the Payments button).

    • View Order History.

Note: Please visit the Authorizations Guideline to process Authorization.

Shipment

  • Manage shipping details for the order.

  • Information shown:

    • Tracking Number.

    • Shipment Date and Expected Delivery Date.

    • Shipment Address.

    • Packing Slip information.

  • Actions available:

    • Print Label.

    • Edit, delete, or update shipment details.

Documentation

  • Store and generate order-related documents.

  • Options include:

    • Generate Surgery Notes.

    • Order Form (download or edit).

    • Proof of Delivery (POD) Documentation.

    • Packing Slip.

    • Generate Claim Lines.

    • Create CMS-1500 Form.

This tab ensures all required paperwork is organized and accessible.

Medical Billing

  • Used for billing and claims management.

  • Shows Claim Status and Claim Status Requests.

  • Actions available:

    • Check Claim Status to view payer response and claim progress.

Order Status

Status

Description

Not Ready to Ship

The order is created but not yet prepared for shipment.

Purchase Shipment

Indicates the order is being processed for shipment.

Awaiting Shipment

The order is packaged and waiting to be shipped.

Shipped

The order has been shipped and is in transit.

Delivered

The shipment has reached the patient or receiving party.

Billed

The order has been billed to the payer.

Paid

Payment for the billed order has been received.

Underpaid

Partial payment was received, but not the full billed amount.

Denied

The claim or billing for this order was denied by the payer.

Needs Resubmission

The claim or order requires correction and resubmission.

Resubmitted

The order or claim has been corrected and resubmitted.

Created by Mistake

The order was entered incorrectly and should not be processed.

Appealed

A denial has been appealed with the payer for reconsideration.

Invoiced

An invoice has been generated for this order.

Completed

The order cycle is finished with no pending actions.

Cancelled

The order was cancelled and will not proceed further.

Returned

The shipment was returned by the recipient.

Denied Final

The payer has issued a final denial, and no further actions can be taken.

Uncollectible

The balance or claim is not recoverable, often written off as a loss.

Important Notes

  • Always verify that order information (status, products, and patient details) is accurate before proceeding to shipment or billing.

  • Ensure all documentation is uploaded or generated to support compliance and claim processing.

  • Use the Order History feature to track previous changes for auditing purposes.

Tips for Efficiency

  • Use filters on the Orders List page to quickly find pending or incomplete orders.

  • Regularly update order statuses to keep workflow transparent across teams.

  • Generate and store documentation in real time to avoid missing records during billing or audits.

  • Always confirm shipping addresses before printing labels to prevent delays.

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