Key Steps
Accessing Appointments Details
Go to the DME tab, and open the Appointments page.
Open the appointment you need to update.
Appointment Details
Status
In here, you can see and update the appointment status. When updating it, a pop up will show where status options will be available.
Status Options
Denied - Use when the insurance did not approve the appointment or procedure. Usually due to coverage issues or high patient cost.
Cancelled - Use when the appointment is no longer needed, entered by mistake, or is a duplicate.
Verified - Use when insurance is approved and active, and the patient’s coverage meets your group’s requirements.
Needs Review - Use when the appointment is waiting for insurance verification by Medflow IO. No action needed from your side.
Verify Address - Use when the patient’s address is a PO Box or invalid. A physical address is required for shipping supplies.
Pending Auth - Use when the appointment requires insurance authorization and Medflow IO has already submitted the request.
Missing Information - Use when key details are missing (e.g., insurance info, DOB, ID, or codes). Check notes and send updates to [email protected]
Review Patient Cost - Use when the appointment is on hold for patient cost review before proceeding. The group will discuss costs with the patient first.
Appointment Date
You can update the Appointment Date by clicking on the calendar Icon.
A calendar will be available for you to set the correct date for the appointment.
Patient Information
Patient Name, Date of Birth, Address, and Primary Insurance will be shown in this section. Updating the Patient Details will require you to update the Patient Profile. Clicking on the View Patient Profile button will take you to the Portal Patient Profile.
Appointment Documents
In this section, you can access the Wound Assessment, Prior Authorization Documentation files. You can add them here too if needed. Just click on the arrow to open the form.
Comments
In this section, you can leave remarks, notes, or comments.
Coverage Rulesets
In here, you can see the provider, and Insurance Information.
Clinical Information
In here, you'll see the appointment products.
Product Name and Size
Product Code
Quantity
Procedure Details
In here, you'll find the details of the procedure, the procedure name, description, incision guide (measurements), and ICD Code.
You can also make changes by opening clicking on the Change Appointment Details button. You can save the changes by clicking on the Update Procedure button at the bottom of the form once you're done with the edits.
It will open the Appointment Form which shows the Practice Name (Dropdown list you can select from), Procedure Name, Description, Procedure Type (Surgery/Wound or CPAP), Wound Details (Per wound).
For multiple wounds, you can add Wound Details per wound by clicking on the + Add Wound Products button. You can also Duplicate the wound details if multiple wounds have the same details.
Wound details includes:
ICD Code
Side (Left, Right, Both, Unspecified)
Drainage (Min-Moderate, Moderate, Moderate-Heavy)
Wound Location (e.g. Knee, Hip, Shoulder)
Wound Measurements (Length, Width, and Depth in CM)
Wound Products (Must have 2)
In selecting Wound Products, Primary and Secondary Dressing are required.
Product type (Primary Dressing, Secondary Dressing, Ancillary)
Product (Dressing, Size, Code)
For Primary Dressing, it's Collagen dressing in different Sizes
For Secondary Dressing, it should always be bigger than the primary dressing size. It varies in sizes and types such as Border Sterile Dressing, Composite Island, Conforming Stretch Gauze Bandage, Sterile Surgical Gauze Sponge, Vitale Post Op.
For Ancillary, these are the additional products to be added if needed. It's Saline 10 ml Solution, and Waterproof Tape.
Provider Details
Here you can see the Name and NPI of the Provider. You can View Provider's Profile by clicking on the View Provider Button. You can also change the Provider by clicking on the Change Provider button.
Practice
You can view the Practice Details in this section. This section will show you the Legal Name of the practice, NPI, and Address.
Location
You can manage the location in this section. It will show the Practice location, Name, Legal Name, DBA (if any), and NPI. For Practices with multiple locations, you can also select the preferred location here.
Important Notes
Tips for Efficiency