Workflow Services by ImageMover

We have some news to share.

Workflow Services Product Update and Newsletter Vol. 2

by Rebecca Liggon, RPh, Pharm.D on Dec 18, 2024

Tyler showing a customer the patient self-registration process with Workflow Services.

ImageMover is committed to meeting the needs of our customers. We listen carefully to feedback you share and make updates as quickly as we are able. This newsletter will help you stay informed of new features in our platform and keep you updated on industry news. 

In this issue you will learn more about the following:

• Medical Billing
  • Completing the claims process
  • Vaccine counseling 
• System Updates 
  • Merging duplicate patients
• Learning Opportunities
• Holiday Office Hours

THIS MONTH’S

WORKFLOW UPDATES

**Medical Billing Action Needed All Pharmacies**

This Fall we have seen many pharmacies getting paid for services they have historically not been paid for. This is exciting and it’s the way of the future. It’s been our pleasure, here at Workflow Services, to help pharmacies recognize this new source of revenue. 

Workflow Services is here to see your claims through from beginning to end. In order for this to happen, we need a few things from all of our customers. 

• A Type 2 NPI number dedicated to claims you submit through Workflow Services. When you apply for this NPI please include the following taxonomy codes: 
  • 261QP2300X (Clinic/Center Primary Care)
  • 3336C0002X (Pharmacy - Clinic Pharmacy)
• Updated Medicaid enrollment or payer contracts with this new NPI. In some states, this may require completing an additional Medicaid enrollment. 

These steps are essential in making sure the  information regarding your claims is sent to the right place. Additionally, without these two steps, information from other claims you submit may be returned to Workflow Services rather than to the intended recipient (e.g. pharmacy or DME claims)..

We are here to answer your questions and help with this process. Please reach out to us at support@imagemovermd.com.

Vaccine Counseling - What You Need to Know to Get Paid

As pharmacists continue to provide critical vaccine counseling services, it's essential to understand the specific requirements for billing medical insurance for these consultations. 

For insurance purposes, time-based billing codes are used for vaccine counseling. This means that the insurance company expects a sufficient amount of time to be spent on the counseling session. If the required topics are covered but the counseling session is too brief, the insurance company may deny payment. Based on our experience, a minimum of 7 minutes of counseling is necessary to meet the billing criteria.

The counseling provided needs to be done face-to-face. During this counseling session, the pharmacist should cover one or more of the following topics to ensure the consultation meets the requirements for billing:

• Risks and Benefits of Vaccines: Explain the importance of the vaccine and its role in preventing disease.
• Patient or Parent/Guardian Concerns: Address any worries or questions the patient or parent/guardian may have about receiving the vaccine.
• Potential Side Effects: Discuss common side effects and how to manage them. Be sure to mention rare, more serious reactions, and when to seek medical attention.
• Eligibility for Other Vaccines: Explore if the patient may be eligible for other vaccines based on their age, health history, or vaccination schedule.

Important Note: The counseling time does not include the time spent on vaccine preparation, reviewing the immunization registry, or assisting the patient in registering for the vaccine. These activities are important but do not count toward the counseling time required for billing.

To ensure proper reimbursement and to ensure claim accuracy, pharmacists should keep in mind that it’s the time spent directly counseling the patient that matters most. Submitting claims through Workflow Services ensures that you always document the counseling session thoroughly and confirm that the required topics are covered within the necessary time frame. By adhering to these guidelines, pharmacists can ensure they’re paid appropriately for the valuable counseling services they provide.

Merging Patients in Workflow Services

A new feature is now available that allows you to merge duplicate patients in the Workflow Services app. Please click this link to learn how to merge duplicate patients. 

Learning With Workflow Services

At Workflow Services, we offer a variety of learning opportunities designed to help our customers maximize the value of our platform and stay informed on the latest developments in pharmacy practice. Our goal is to empower our customers with the knowledge and tools they need to improve workflow efficiency, enhance patient care, maximize revenue and stay ahead of industry trends. These opportunities include the following:

Virtual Platform Trainings: Follow along with Katie as she walks through the platform. These trainings are held weekly for customers who are just getting started (or who need a refresher) using Workflow Services. 

Drop-in Office Hours: Drop in to ask your Customer Success team for quick answers to your questions. You can stay and listen to questions other customers have or leave when you get your questions answered. 

Webinars: Monthly educational webinars with varying content. Please share any topic requests with your Customer Success Manager. 

These opportunities are offered throughout each month. Please find the schedule and register for upcoming events here. (Bookmark this page for future reference.)

White Paper: Learn more about the work being done at Workflow Services and the impact it can have on your pharmacy in this recently published white paper. (Special case study on clinical services in Colorado included in this paper.)

Holiday Hours

Workflow Services will have reduced hours and staffing from December 24, 2024 through January 1, 2025. If you have questions or needs during this time, please reach out by emailing us at support@imagemovermd.com. 

Thank you for staying up-to-date with the latest Workflow Services enhancements. We're excited to keep enhancing our offering to meet your needs and streamline your workflow. As always, don’t hesitate to reach out via the email below with questions or drop by our office hours for personalized assistance.

Workflow Services by ImageMover
support@imagemovermd.com