1. In this walkthrough, we'll navigate a scenario where a patient initiates contact, expressing readiness for the admissions process. You'll learn how to seamlessly transition a lead into a patient account and subsequently create the foundational intake opportunity for that account.
2. Click on "Leads" to access your primary triage center. This module is where new leads are generated, whether through your VOIP integration, webform submissions, or via manual creation directly within the system.
3. From your list of leads, select the specific Lead record you intend to convert. For this example, we'll use "Testing Test" as our designated mock admission.
4. After selecting a lead record, you'll be directed to the Leads Detailed View. To efficiently update all pertinent data within this record, navigate to the right side of the page and click the large pencil icon. This action will transition you to the Edit View, enabling comprehensive modification of all captureable fields relevant to your organization's data requirements.
5. For instance, you'll begin by updating the phone number.
6. Similarly, you'll update the Primary Email, along with any other crucial contact details.
7. **Crucial:** Always select a "Lead Status." This essential field enables effective categorization of your leads, significantly enhancing reporting capabilities, facilitating targeted list view creation, and streamlining overall lead management.
8. Lead Source: This field tracks the origin of leads from digital marketing efforts. If your VOIP system is integrated, some systems, such as Google Ads, your website, or Google Organic, can automatically update this field.
9. Referral Source: Here, you can designate brick-and-mortar locations, such as hospitals, institutions, or courthouses, that serve as sources for patient referrals.
10. In this illustration, we clicked the magnifying glass, revealing all referral sources stored in the system. We then selected the referral source that directed this lead to us, which in this instance is "Test Facility."
11. Related Contacts: These fields are dedicated to the patient's emergency contacts. You can add as many as necessary by clicking the "Add Contacts" button located on the right side of the table.
12. Once you've clicked "Add Contacts," proceed to accurately enter all required information for the related contact(s) in the provided fields.
13. Insurance Policies: Patient insurance information can be updated through two methods, and this is one of them. By clicking "Add Insurance Policies," you can input the patient's comprehensive insurance details. This table integrates with our Iverify software, enabling instant Verification of Benefits (VOB). It is imperative to add insurance information here to leverage Dazos's built-in benefit checking functionalities.
14. Ensure all required fields within the insurance table are thoroughly completed, paying particular attention to the payer code field. Here, you'll find an extensive selection of payers. For commercial policies (e.g., Aetna, Blue Cross Blue Shield, United Health Care), utilize our Global payer codes. These codes facilitate selection regardless of the policy's originating state; for instance, S001 - Blue Cross Blue Shield encompasses every Blue Cross Blue Shield policy, including Blue Shield of California.
15. In this specific case, we selected Oregon Medicaid.
16. Once all necessary fields have been accurately populated, you may proceed to save the lead record.
17. After meticulously gathering all requisite information from the patient during the call, you can now save the lead and advance to the lead conversion process.
18. You will be redirected to the Leads detail view. Subsequently, click the "Convert Lead Button." This action will prompt a dialogue box displaying all the collected information for review.
19. By default, the create account option is pre-enabled. Upon saving, a new "Account" will be automatically generated. This "Account" will serve as the central repository for all patient demographic details entered at the lead level prior to conversion, including date of birth, insurance information, lead source, and referral source.
20. The Create Intake Opportunity checkbox is also enabled by default. This dedicated Module Record stores all admission-related data for a patient's specific care episode with your center prior to formal admission. You can expect to find critical information such as pre-assessments, VOBs, and other essential admission data necessary for comprehensive reporting.
Key Concept: Distinguishing "Account" and "Intake Opportunity"
An "Account" contains all static patient demographic information, including date of birth, insurance details, and address. Each account can be linked to multiple intake opportunities for a single patient. We can store multiple intake opportunity records for one account. For example, if John Doe received treatment at our center on three separate occasions, there would be three distinct intake opportunities associated with his singular account.
Intake Opportunity 1: John Doe - [First Admission]
Intake Opportunity 2: John Doe - [Second Admission]
Intake Opportunity 3: John Doe - [Third Admission]
21. If all insurance information has been thoroughly collected at the lead level, you have the option to check this box. Doing so will enable the creation of an "Instant VOB," providing immediate access to the patient's in-network (INN) and out-of-network (OON) benefits, along with other relevant details regarding their insurance coverage. This information will become available upon saving the table in the subsequent step.
22. Click "Save" to finalize the conversion. This action will effectively transform your lead into a patient "Account," establish the Account's initial "Intake Opportunity," and, if selected, generate an "Instant VOB."
23. Ensure all mandatory fields across all corresponding sections within the conversion process are meticulously filled out.
24. Click "Save." You have successfully converted your Lead!
