From: Jerry Orloff
Sent: Friday, February 28, 2014 1:36 PM

Whenever a staff member is seeking to purchase any goods at the Optical – frames, lenses, contacts, sunglasses, devices, etc. – payment must either be made in full or a signed payment arrangement must be made in order for the Optician to order and deliver the goods to the staff member.
 
If the staff member is not planning to make payment in full at the time of the order, no goods are to be ordered or delivered to the staff member until the following has occurred:
 
1.  The staff member must see HR and complete paperwork, whereby the purchaser authorizes that payment be deducted via payroll.
2.  Once this paperwork is completed, HR will scan the form back to you (the Optician) via email.
3.  As soon as you have received this paperwork, you may order and dispense the products requested.
4.  There should be no exceptions.
 
If an Optician desires to make a purchase for themselves, the same rules apply.  In the case of an Optician’s purchase, another Optician must enter the charges and provide all applicable paperwork to HR.

Applies to:  All Employees
 
Employees must sign a document stating that they authorize payroll deduction of any unpaid charges if they do not pay for the services in full at the time services are rendered.  This should be signed BEFORE they receive services or products so that HR can deduct any remaining balances from their final pay if they should leave our employment.  In addition, optical products should be paid in full before the employee receives the item.
 
Scheduling of appointments for employees or their families must be scheduled or approved by HR prior to the appointment being made.

From: Front Office Lead
Sent: Monday, February 24, 2014 12:50 PM

Patients frequently receive new insurance cards at the beginning of each year.  Because of this, we should be scanning ALL insurance cards the first time we see patients each calendar year, at the time of check in. 
 
At this time we should be asking patients if they have received a new insurance card or cards recently (in some cases, patients may have multiple insurance cards, and it may not be clear to them which cards are the most current ones).   Whenever you are presented with multiple cards and it is not completely clear as to which is/are the most current, please call the Billing Department at 186 for further assistance in verifying the correct insurance.
 
We should be checking insurance at subsequent visits to ensure that no changes have been made, including new plans, loss of coverage or other circumstances that could impact payment, copays or deductible .
 
Scheduling/telephone staff – be certain that you are asking about insurance and any potential changes.

FROM:  Front Office Lead
SENT:   2/19/2014
 
Do not expire any alerts in the system that have been created by Medical Records. Doing so will create a problem for Medical Records.  If you have any further questions please do not hesitate to ask the Medical Records Lead.