Sharing a Care Plan between Patients

Sharing a Care Plan between Patients


System Setup:


1st Step:

Create 2 new CPT codes in VL. One that states something like "Care plan sharing" "Family Care plan" "Shared Care plan" Whatever description works best for you, followed by No Charge. Then the 2nd one will be the same but, state Charge.


If you are needing a full walk through, please see our How to Add a CPT code article:


 2nd Step:

For Both CPT codes created, Go to Admin, Price List, Select Add CPT, find the CPT code you just created, highlight, Select Ok, Add the information necessary for each cpt code. Make sure you are making the correct one a 0.00 and Make the other for amount you charge for the patients visit.


If you are needing a full walk through, please see our How to Add a CPT code to your Existing Price List:


 3rd. Step

Go to Admin, Reason Of Visit (ROV) and create a special Reason of Visit like "Family Care Plan" (A visit added as Over the counter will not link to a care plan, When using the OTC area, you have to add a Quick appointment and will need a reason of visit to select)


If you are needing a full walk through on creating a New Reason of Visit, Please see or training video:


 4th Step


If Creating a Care plan Template:


When creating a Shared Care Plan to VL, You need to Make sure you are adding the New CPT code created for the Shared Visits w/ Charge to "Count as a Visit" . This way the Care Plan is accurate when  counting down visits from the plan and Money paid towards the care plan is being applied to the visits used by other patients.

If you are needing a Full Walk through instructions on how to Create a Shared Care plan template, please select this link:


*Please note: If you were needing to use the walk through  to create your Care Plan, You will also want to check out the next articles, depending on your needs.


Applying a Care Plan Template and only making required changes (Care Plan Start Date, When Money is Due, Etc.):


Applying a Care Plan with Flexibility to Change anything needed:

Adding a Shared Care plan to the main patient:


1). You will go to the Main Patients account (Parent, Spouse, etc)

2). Care Plan Tab and select ADD

3). Create the Care Plan adding the number of Visits the whole group is allowed to use

4). Tell the system how much the care plan costs for ALL visits being used

5). Make sure to Add the new CPT code created “Family Care Plan w/charge” to count AS A VISIT


If you are needing a full walk-through on creating a care plan without making a template first, this article is still helpful. You will just Go to the Patient's file, Care Plan Tab, Select ADD and follow on the article from steps 4, on.


After you have applied the Care Plan to the Main Patient, you are finished with the setup.



How it Works:


When the Main Patient would like to come in for a visit, you will schedule them as normal. Applying the necessary charges for the care plan and Complete their Visit




When an added family member would like to use a visit, You will schedule them for their appointment as normal, using the new Reason of Visit you created for Shared Care Plans. When they are seen for their appointment, you will add in all their necessary ICD codes, Soap Notes and apply the New CPT code for the Shared Care Plan w/ No Charge


Step 2:

* If the Main Patient WAS seen in the office, the same day as the additional patient using a visit, just apply the CPT code created “Family Care Plan w/charge to their other charges for the day. This will ensure that 2 visits are removed from the care plan. One for Main Patient and One for the Additional patient.

* If the Main Patient WAS NOT Seen, Once the additional patient has completed their visit, you go to OTC area of VL, Select Main patient carrying the care plan, select 2nd option "Quick Appointments" select time the additional member came in, Reason of visit is Family Care Plan, save, (wait a moment as the window takes a second to populate) add the Shared care plan CPT without charge, check out. Then its finished.  

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