Chart Notes Script
Hi, this is (Agent Name). I am calling regarding patient (PT NAME). We received a signed prescription for orthotic braces from (PCP NAME). When reviewing the paperwork, I noticed that we were missing the some paperwork for our files. We had sent a fax over requesting the missing paperwork. I wanted to make sure that you guys received it. Can you please fax that back to us. Our Fax number is (Fax #). Perfect Thank you.
Rebuttals
If they ask what visit or specific day you would need the chart notes from.
- "So I see here that we received the prescription back signed around (look at the date the prescription was signed) and they were for (specify what area of the body the patient is receiving the brace for), so the notes from around that time frame or anything regarding pain in those areas."
If they have no chartnotes from that time frame, no notes regarding the patient experiencing pain in that area.
- Let them know that the progress notes from their last visit would be fine as well.
If Dr.'s team asks what this is for:
- We are a Medical Supply company. (PT NAME) reached out to discuss our orthotic braces to see if they could help with some of their discomfort.
If Dr.'s team asks if the patient wanted this.
- We have our intake specialists double check and sometimes even tripple check to make sure the patient actually needs the orthoics. On some occasions our patients don't like how the braces fit, or are confused by the whole ordeal, then we just apologize and schedule a pick up for them to be able to return it.
Misc Responses
- "Oh alright, so sorry for the confusion. If anything, I will contact the patient and if I have anymore questions, I will give another call. Thank you!"
Information you will need to provide.
- Patient Name
- Patient DOB
- The date of service. (** Most of the time this is the date the PCP signed the prescriptiong. But sometimes it could also be a range.)
Important Notes
- Confirm Fax Number
- Confirm Secondary Line
- Is the doctor in today? Should I be expecting the fax back today?
- When could we be expecting the fax back?
Additional Questions
If the doctor no longer works their
- When did they leave? Where are they currently working? (**Now remember if the doctor was still there when they saw the Patient. The facility should still have chart notes and patient records to send over to us.)