OAT Front Desk Playbook PDF

Contents {#contents.TOCHeading} ======== [What is OAT? 3](#what-is-oat) [OAT Devices 3](#oat-devices) [ADVENT OAT Locations 4](#advent-oat-locations) [OAT Appointment types 4](#oat-appointment-types) [Insurance and OAT 5](#insurance-and-oat) [OAT Payments 5](#oat-payments) [What is included i...

Contents {#contents.TOCHeading} ======== [What is OAT? 3](#what-is-oat) [OAT Devices 3](#oat-devices) [ADVENT OAT Locations 4](#advent-oat-locations) [OAT Appointment types 4](#oat-appointment-types) [Insurance and OAT 5](#insurance-and-oat) [OAT Payments 5](#oat-payments) [What is included in the payment of the device? 6](#what-is-included-in-the-payment-of-the-device) [Global Period for OAT 6](#global-period-for-oat) [OAT Warranty 6](#oat-warranty) [Schedule scrubbing for OAT appointments 6](#schedule-scrubbing-for-oat-appointments) [Consents and Forms required for OAT 6](#consents-and-forms-required-for-oat) [OAT Device Repair or Replacement 7](#oat-device-repair-or-replacement) [What other resources are available for OAT? 7](#what-other-resources-are-available-for-oat) What is OAT? ============ Oral Appliance Therapy is an effective treatment option for snoring and obstructive sleep apnea (OSA). An oral appliance is a custom-made device that fits over your teeth like an orthodontic retainer while you sleep and supports your jaw in a forward position to keep your airway open. **\ Anyone who suffers from snoring or Sleep Apnea may benefit from OAT.** OAT Devices =========== ADVENT Patients receive a device from ProSomnus, an industry leader in Sleep Technology. There are 2 devices that may be ordered. EVO PH: This is a hinged device that is adjusted (titrated) with a small key. This device may be covered by a patient's insurance. This device is often referred to as a Herbst style device. [ProSomnus EVO PH Brochure](chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https:/prosomnus.com/wp-content/uploads/2023/03/PRO3-393-C-EVO-PH-Sales-Flyer.pdf) EVO: This is a series of interchangeable upper and lower arches. This device is not currently covered by insurance and patients who order this device will be self-pay. [ProSomnus Evo Brochure](chrome-extension://efaidnbmnnnibpcajpcglclefindmkaj/https:/prosomnus.com/wp-content/uploads/2023/03/PRO3-279-C-EVO-Sales-Flyer.pdf)  ADVENT OAT Locations ==================== Patients can be fitted for and receive an OAT device at the following locations: - WI: WT and AP - MN: WB - IN: SB and KI - IL: VH, NV and CL OAT Appointment types ===================== see [OAT Scheduling](https://adventent.sharepoint.com/sites/ADVENTUniversity2/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FADVENTUniversity2%2FShared%20Documents%2FJob%20Aids%2FScheduling%2FAppt%20Scheduling%2FMM%20OAT%20Scheduling%2Epdf&viewid=faf1fd0c%2Dff90%2D409e%2D9b78%2D4808f658a35a&parent=%2Fsites%2FADVENTUniversity2%2FShared%20Documents%2FJob%20Aids%2FScheduling%2FAppt%20Scheduling) for details **OAT exam and scan: OAT Locations Only** **A patient will have a consultation with an OAT provider to discuss OAT as a solution to their snoring and sleep apnea. The OAT provider will perform a physical exam and will explain the device and usage to the patient. The patient will then have a dental scan of their teeth to be custom fitted with the device. The patient will be in the clinic for approximately 1 hour for this visit.** **When scheduling this appointment type, ensure that CPAP intolerance affidavit, Sleep questionnaire and Sengage survey are attached to OAT order. Enter date of Exam and Scan appointment to order.** **OAT Fitting*-* OAT Locations only** **The patient will receive their device at this appointment. The OAT provider will have the patient try out the device and may make adjustments as needed. The patient will be given instructions about how to titrate (adjust) the device** - **When Scheduling this appointment type, create an OAT Device Paid/Need to order quick task to alert the OAT Tech that device should be ordered. Be sure to indicate which device the patient is ordering** A screenshot of a computer Description automatically generated - **When Checking out patients for this appointment, ensure that Proof of Delivery form is uploaded to patient chart** - **Close OAT Order at time of checkout** **OAT 4 week Check Up*:* OAT Locations only** **This is the first follow up appointment after receiving the device. A provider will make sure the device is working properly, and we may schedule a sleep efficacy test at this time** **OAT Titration*:* All locations** **OAT devices are easily titrated by the patient at home, but at this optional appointment, providers may make fit adjustments to the device and will guide the titration to balance jaw comfort with reduction in snoring and sleep apnea.** **OAT Follow up*:* OAT Locations only** **a general follow up with an OAT provider for patients that require follow up care or who are experiencing teeth or gum discomfort.** **OAT Rescan: Oat Locations only** **This appointment is for patients who require a new scan and device remake** Insurance and OAT ================= Many commercial insurance companies will cover all or some of the cost of an OAT Herbst device. Prior to the Exam and Scan appointment, our Authorization team will work to obtain pre-authorization of the device, and the Financial Coordinator will note expected patient costs in the appointment notes of the Exam and Scan appointment. Authorizations take 3 weeks, do not schedule Exam and Scan appointments for Insurance patients sooner than 3 weeks. Self pay patients may be seen at earliest availability. OAT Payments ============ For patients who are using insurance benefits to order a Herbst device, the Financial Coordinator will pull expected Out of Pocket cost for the device prior to the Exam and Scan appointment. Patients will be required to make a deposit of at least 50% of the EOOP cost prior to ordering. The remaining 50% can be paid in full at pick up of the device or can be applied toward ADVENT care payment plan. For patients who are self-pay: The full price of the device (\$5333) is discounted to \$3200 for Self-Pay patients. A deposit of minimum \$1600 is required at device order. The remaining balance can be paid in full at device pick up or can be applied to ADVENT care payment plan. PSR will create a billing alert for RCM to contact patient to set up payment plan. All patients may utilize CommerceCare or Care Credit to pay for OAT devices. See [OAT Cost and Consent Conversations](https://adventent.sharepoint.com/sites/ADVENTUniversity2/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FADVENTUniversity2%2FShared%20Documents%2FJob%20Aids%2FOAT%2FForms%20and%20Scripting%2FOAT%20cost%20and%20consent%20conversation%2Epdf&viewid=faf1fd0c%2Dff90%2D409e%2D9b78%2D4808f658a35a&parent=%2Fsites%2FADVENTUniversity2%2FShared%20Documents%2FJob%20Aids%2FOAT%2FForms%20and%20Scripting) for details What is included in the payment of the device? ============================================== - The OAT exam and scan appointment - The OAT Device - 2 MOGS (Morning Occlusal Devices) - Follow up appointments for 90 days starting at date of OAT Fitting appointment Global Period for OAT ===================== A global billing period means that all related expenses incurred during the global period are covered under the initial billing. The Global period is 90 days and begins at the OAT fitting appointment. OAT Warranty ============ The ProSomnus Devices carry a 3 year warranty from the manufacture date and cover defects in workmanship and materials. [ProSomnus Warranty Document](https://adventent.sharepoint.com/sites/ADVENTUniversity2/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FADVENTUniversity2%2FShared%20Documents%2FJob%20Aids%2FOAT%2FPatient%20Resources%2FProsomnus%20Warranty%2Epdf&viewid=faf1fd0c%2Dff90%2D409e%2D9b78%2D4808f658a35a&parent=%2Fsites%2FADVENTUniversity2%2FShared%20Documents%2FJob%20Aids%2FOAT%2FPatient%20Resources) Schedule scrubbing for OAT appointments ======================================= OAT Exam and Scan Appointment: - OAT Order is in chart - Authorization has been obtained and EOOP costs are in appointment notes (OAT Tech will discuss patient EOOP costs at appointment) - CPAP intolerance affidavit, Sleep Study Questionnaire, Financial Agreement and Sengage survey are attached to order OAT Fitting Appointment: - Device has been delivered to clinic and Prosomnus invoice has been removed from box - Proof of delivery form should be printed and placed with device OAT Titration and Follow up appointments: - Reason for visit notes are updated and appointment is scheduled correctly For full details of scrubbing for OAT (and all other) appointments, access the following documents: [Schedule Scrubbing Process](https://adventent.sharepoint.com/sites/ADVENTUniversity2/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FADVENTUniversity2%2FShared%20Documents%2FJob%20Aids%2FScrubbing%20Schedules%2FSchedule%20Scrubbing%20Process%2Epdf&viewid=faf1fd0c%2Dff90%2D409e%2D9b78%2D4808f658a35a&parent=%2Fsites%2FADVENTUniversity2%2FShared%20Documents%2FJob%20Aids%2FScrubbing%20Schedules) [Schedule Scrubbing Checklist](https://adventent.sharepoint.com/sites/ADVENTUniversity2/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FADVENTUniversity2%2FShared%20Documents%2FJob%20Aids%2FScrubbing%20Schedules%2FMM%20Schedule%20Scrubbing%20Checklist%2Epdf&viewid=faf1fd0c%2Dff90%2D409e%2D9b78%2D4808f658a35a&parent=%2Fsites%2FADVENTUniversity2%2FShared%20Documents%2FJob%20Aids%2FScrubbing%20Schedules) Consents and Forms required for OAT =================================== - CPAP Intolerance Affidavit -- signed at time of scheduling of exam and scan appt and required to be in chart prior to authorization. Available in MM consents - Sleep Questionnaire --signed at time of scheduling of exam and scan appt required to be in chart prior to authorization. Available on patient kiosk. - OAT Consents (includes General Release, Financial Responsibility and OAT consent) -- signed at exam and scan appt and required to be in chart prior to order. Available in MM consents - OAT Proof of delivery- signed and uploaded at device delivery. Available in MM consents. OAT Device Repair or Replacement ================================ If a patient indicates that an OAT device is broken or needs replacement, create an OAT Device Repair/Replacement Request Quick task and assign to the OAT Pool at the clinic where the device was ordered.  If a provider indicates that a new scan will be required to order a replacement device, be sure to use the appointment type OAT rescan What other resources are available for OAT? =========================================== ADVENT University maintains a variety of resources related to OAT for Providers, OAT Techs and Front Desk teams. You can access all of the OAT Resources [here](https://adventent.sharepoint.com/sites/ADVENTUniversity2/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FADVENTUniversity2%2FShared%20Documents%2FJob%20Aids%2FOAT&viewid=faf1fd0c%2Dff90%2D409e%2D9b78%2D4808f658a35a). [Patient resources](https://adventent.sharepoint.com/sites/ADVENTUniversity2/Shared%20Documents/Forms/AllItems.aspx?newTargetListUrl=%2Fsites%2FADVENTUniversity2%2FShared%20Documents&viewpath=%2Fsites%2FADVENTUniversity2%2FShared%20Documents%2FForms%2FAllItems%2Easpx&id=%2Fsites%2FADVENTUniversity2%2FShared%20Documents%2FJob%20Aids%2FOAT%2FPatient%20Resources&viewid=faf1fd0c%2Dff90%2D409e%2D9b78%2D4808f658a35a) available include tips on adjusting the device, exercises for jaw soreness, tips for sleep hygiene and directions on how to use Snorelab app. Scripting resources for cost and consent conversations can be found [here](https://adventent.sharepoint.com/sites/ADVENTUniversity2/Shared%20Documents/Forms/AllItems.aspx?id=%2Fsites%2FADVENTUniversity2%2FShared%20Documents%2FJob%20Aids%2FOAT%2FForms%20and%20Scripting%2FOAT%20cost%20and%20consent%20conversation%2Epdf&viewid=faf1fd0c%2Dff90%2D409e%2D9b78%2D4808f658a35a&parent=%2Fsites%2FADVENTUniversity2%2FShared%20Documents%2FJob%20Aids%2FOAT%2FForms%20and%20Scripting).