O-14-126 Assign the Evaluation Visit

👤 Responsible Person

Intake Coordinator

🎯 Purpose

This workflow task generates upon completion of Review/Approve Referral After Payor Verification and should be completed when ready to assign the Start of Care and Evaluations ordered at the time of the referral.

🔄 Process

Assign the SOC/Add-On Evals:

1. The workflow task will show which disciplines were ordered/scheduled at the time of the referral and the date of the initial SOC to assist with prioritizing scheduling

   

   1. Scheduling acuity selected during the referral will be visible in the task, such as MD-ordered SOC date and same day SOC/Eval to ensure compliance with scheduling

      

      User must schedule all available visits

      

   2. Service Code: Will default to skills scheduled in referral

      NOTE: If SOC assigned to incorrect skill (e.g., Assigned to PT and now needs to be OT) contact Parent Branch for HCHB Support to reset workflow to adjust referral

   3. Licensed Professional: Select magnifying glass to search and select worker
   4. Visit Date: Select calendar or type date

   5. Scheduling Acuity: Select if applicable, otherwise okay to leave blank

      

   6. Payor/Authorization: Adjust if needed. If authorization is not available, must reach out to Authorization Specialist to add/adjust authorization for payor source

2. Select OK

   

Assign a Non-OASIS/Pediatric SOC:

Clients requiring a __00X SOC  require an additional step as the workflow will default to OASIS Service Codes

1. In the Assign the Evaluation Visit task, first uncheck the box that states “Show Only OASIS Service Codes”

   

2. Select one of the __00X  codes as appropriate as available above.
3. Complete remaining steps to assign the worker, date and payor source
4. Select OK to complete the task

Reassign Missed/Declined/Rescheduled/Reassigned SOC/Add-On Evals:

If a clinician is assigned a SOC or Add-On Eval at Intake and sends it back to the office, it will FIRST generate workflow to the Staffing Manager or Clinical Supervisor to complete and then generate a task back to Intake Coordinator to reassign the visit. Refer to the following processes as needed:

Staffing Manager: O-14-110 Process Missed Visit, O-14-112 Reschedule Visit

Clinical Supervisor: O-14-107 Reassign Declined Visit, O-14-109 Process Reassigned Visit

1. Once the above tasks are completed, workflow will generate back to Intake Coordinator. Intake Coordinator can differentiate these tasks from initial scheduling tasks as they often already have SOC dates in the SOC column and the task does not specify a date:

   

2. When the task is opened, the upper left corner of the task also specifies that the task is to “Reassign” the visit instead:

   

3. Intake should collaborate with Clinical Supervisor or designee to determine if visit needs to be reassigned or rescheduled as the visit may have already been plotted on a subsequent order or the 485.

   1. If the visit has already been rescheduled out on a new order, contact the Parent Branch for HCHB Support.

      
      

📅 Effective: 04/2025  |  🛠️ Revised: 07/18/2025  |  ✅ Approved by: JS