Outside VOB

The Outside VOB feature is useful for facilities that utilize a third-party VOB company to handle all phone verification requests with the insurance company. This feature will allow you to send an encrypted email directly from the Kipu CRM containing the prospect’s insurance policy information to outside recipients.

Creating Facility Contacts

1. Navigate to CRM > Organization > Facilities.
   
2. Select your desired Facility Record to open the access panel.
3. Then click on the Facility Name to open the facility information.
4. Next, select Contacts in the quick access panel.
   
5. Click on the Add Contact button.
   
6. Fill in the required contact information Name, Contact Role, Email, and Effective Date. Select Yes for the Show in VOB Recipient List. To add a phone number, click on the AddPhone subtab.
7. Important: Once you have successfully added the new billing contact, it should be visible in the VOB contact list for Outside VOB.

Requesting Outside VOB

To request an Outside VOB, the client must have an active insurance policy connected. 

1. Navigate to CRM > Admissions Management > Pipeline.
   
2. From the Access Panel, select the client's name.
3. From the Client's Record, select Insurance List from the quick access panel.
   
4. Select the Action Menu, and choose Outside VOB.
   
5. Once the Outside VOB option has been selected, the following distribution modal will appear.
6. Complete the following steps in this modal.
7. Facility Contact: There must be a contact associated to the Insurance prior to runing Outside VOB.
8. Add Facility Contact(s): Creates an eligible contact to receive the Insurance information once requested.
9. Send Email: Click on the Send Email button to send.

If there are no facility contacts, enter a contact's name and email address in the corresponding fields, select Add Recipient, then Send Email.

Outside VOB Emails

Once the Outside VOB request has been sent to your desired facility contact, the recipient will receive two emails from [e-mail].

1. The first email will contain the password to unlock the encrypted note file.

2. 

   The second email will contain the encrypted note file with the prospect's insurance policy information required to verify the benefits with the insurance company.

   

   Once the Outside VOB request has been completed by the 3rd party VOB company, they will send back a completed PDF document containing the details of the VOB. Once that document has been received by the team, you can upload the document onto the patient’s record to make it available for transfer to the EMR.

   To add this document to the patient's record, navigate to the Patient Record, then click on the ellipses in the top corner and select Manage Uploads.
   

   There are two ways to upload the file. You can either drag and drop the desired it into the manage uploads box or click on the drag-and-drop box text to add the available files from your computer.