Application File Schedules

Below are lists of very general tasks which need to be accomplished and the number of days in which that task should occur. 

60 day files

Day #Action
1Receive application and organize in colored folder and label the folder (See document labeled “New Application Scanning and Organization”.)
2

Do at least the following within 1 business day:

  • Provider form: Fill in all required fields
  • Cred/Verification form: Fill in the following fields: Type, Status, Received, File Assigned To, Service Type, File Deadline.
  • Scan and attach the application and hospital specific documents.
  • Send email to hospital contact(s) to let them know that the file has been received.
5Process on-line verifications, NPDB(s), do worksheet and send out letters.
15Make follow-up attempts to collect letters.
30Make last follow-up attempt to collect letters and notify applicant/contact that 3rd attempt has been made.
60Close file by 60th calendar day: Double-check work, mark complete, email hospital, bill file and place file in cabinet.

30 day files

Day # Action
1 Receive application and organize in colored folder and label the folder (See document labeled “New Application Scanning and Organization”.)
2 Do at least the following within 1 business day:
  • Provider form: Fill in all required fields
  • Cred/Verification form: Fill in the following fields: Type, Status, Received, File Assigned To, Service Type, File Deadline.
  • Scan and attach the application and hospital specific documents.
  • Send email to hospital contact(s) to let them know that the file has been received.
5 Process on-line verifications, NPDB(s), do worksheet and send out letters.
15 Make follow-up attempts to collect letters.
20 Make last follow-up attempt to collect letters and notify applicant/contact that 3rd attempt has been made.
30 Close file by 30th calendar day: Double-check work, mark complete, email hospital, bill file and place file in cabinet.

5 day files

Day #Action
1Receive application and organize in colored folder and label the folder (See document labeled “New Application Scanning and Organization”.)
2

Do at least the following within 1 business day:

  • Provider form: Fill in all required fields
  • Cred/Verification form: Fill in the following fields: Type, Status, Received, File Assigned To, Service Type, File Deadline.
  • Scan and attach the application and hospital specific documents.
  • Send email to hospital contact(s) to let them know that the file has been received.
5Process on-line verifications, NPDB(s) and do worksheet.  Mark complete, email Hospital, bill file, place file in cabinet.
Important: Hospitals are responsible for sending letters but you will save/print them to .pdf and attach them to the email that you will send to the hospital.

Disclaimer

Copyright © 2021 Upper Peninsula Health Group