Accessing Order List

To see Orders list, go to DME tab, open Orders Page.

Filtering Orders

The orders list will show you all orders. Use the Status to filter the list. For creating shipments, use the status Purchase Shipment. This will show the list of orders ready for shipment process.
You can also use the search bar to find a specific order you wish to process.

Sorting Orders

The Orders List contains key information for each order. You can sort the list by column. Just click on the following and select if you want to sort it in Ascending or Descending order.

Order # – Unique identifier for the order.
Date Ordered and Appointment Date.
Status – Current stage (e.g., Purchase Shipment, Completed, Awaiting Shipment).
Patient
Provider
Practice
Primary / Secondary Payer and Payment details.
Active Insurances.

Order Overview

Once you selected an order you wish to process, open it and it will take you to the order overview.
The order overview shows the following pages:
- Details
- Shipment
- Documentation
- Medical Billing
- Audit Logs
- View
  - Patient Profile
  - Appointment
- Create Shipment

In Details Page, you'll see the Order Details. Before creating shipment for the order, review all the details.
- Status
- Home Health End Date (If available)
- Order Information
  - Ordered Products
- Comments (Notes about the order)
- Procedure Details
  - Procedure Name
  - Procedure Description
  - Procedure Details
    ICD Code
    Length
    Depth
    Width
- Patient Information
  - Name
  - Address
- Payment Details
- Shipment Details

Purchase Shipment Process

In the Comments section, you'll see the appointment notes. Click on the See All button to show all notes. Make sure that the notes DO NOT state “DENIED”. Please see the Important Notes below to see the cases that might affect the shipment creation.
Once you confirm that the order is ready for shipment creation, go to Shipment Page or Shipment Details Section. You'll find a Create Shipment button. This button will open the Create Shipment form.
In the Create Shipment Form, you'll see the following details:
- Delivery Address (PO BOX not allowed)
- From Location - Always select MedFlow IO - OH
- Parcel Type - A selection of Parcel with sizes. You'll select the size depending on the Ordered Products. Please refer to the Parcel Selection Guide.
- Saturday Delivery - Only applicable for selected providers and practices.
- Ordered Products
  - Always contains 2 or more products.
  - Shows Product Name, Size, Code, and Quantity.
Once the Form is filled, click on the Generate Shipment Rates button to load the shipment rates. A selection will show. Always select Next Day Saver. If not available, select Next Day Air.
Once done, click on the Purchase Shipment button to complete the shipment creation.
Once the shipment is created, the status will automatically be updated to Awaiting Shipment status. The Shipment page will also show the shipment details.

Important Notes

Do not process if any of these are true:

Order date is the same as appointment date
Comments has a “DENIED” note.
Delivery address is a PO Box or is missing/invalid.
Insurance missing/unverified or prior-auth is pending.

For Patients with Home Health Date

Shipment must be processed after the discharge date and BEFORE the home health date started.
Considered Priority due to the limited time to create shipments.

Address & UPS Ground Saver Issues

If only UPS Ground Saver shows, it usually means an address issue.

Verify the address matches patient demographics.
If still invalid, Google the address to confirm.
Common issue: incorrect zip code (e.g., entered 84032, correct is 84049).

Podiatry Orders

For Podiatry orders, the products shown in the system may vary depending on the patient’s treatment plan. If the order includes Conforming Stretch Gauze (A6443), it must go in a Medflow Custom Box (12x10x5)

Exceptions:
If the quantity of products exceeds 28 units or includes oversized dressings, refer to the Box Selection Rules for appropriate parcel size.

Parcel Selection Guide

Pick the box based on the largest item in the order.
12×12×10 box – if any item is more than 28 units.
Medflow Custom box – fits 28 units of 4x4s or 4x6s.
10×6×4 box – for small items (1x1, 2x3, 2x2) with any secondary item if it fits.
Collagen Powder, Sterile Gauze Sponge, and Tape → fit in a small box.

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	Orders that are queued and ready for shipment label printing.
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.

Create a Shipment Order