Case Management
How do I do the Final Packet after a patient is released?
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Summary
After a patient is released, log them on the Final Packet Log, assemble the packet by billing code, verify every item on the Final Packet Information Sheet, complete the Cover Sheet, fax it, and email the confirmed packet to the clinic's collector. Final Packets must go out within 48 hours of release unless there is no lien or Letter of Protection (LOP).
- 1Complete the release steps first: release confirmation call, Patient Satisfaction Questionnaire, and the Pink Slip (see 'How do I pink a patient?').
- 2Add the patient to the Final Packet Log (Excel): Patient Name, Account #, Initial Lien Date, Pinked Date, Physician Report Date, Final Packet Sent Date, and FP to Whom/Comments.
- 3If no Final Packet will be sent (no coverage, NSF, Med-Pay only), put NA in the Final Packet boxes and note the reason in the comments column instead of a sent date.
- 4Route by billing code: Code 5 (Med-Pay/PIP) — do not send a Final Packet; Code 6 (Attorney) — send to the attorney only; Code 7 (No Attorney) — send to the at-fault/UM carrier only.
- 5Assemble the packet: Medical Lien Act (AR), Tolling Agreement (AR), W9, Physician Report, Confidential Patient Information (CPI), Travel Card (all pages with notations), Medical Disability Statement (not work/school excuses), exercise instructions, and outside medical records.
- 6Work the Final Packet Information Sheet as a checklist — do not check a box until the item is actually in the packet. Mark NA for items the patient does not have.
- 7Check 'Lien received' only if a lien is in the chart; a Final Packet cannot be sent without a lien unless an LOP exists. Include one copy of each lien received to date.
- 8Check 'Lien fax confirmation' only if the fax confirmation and certified mail label are stapled to the lien copy. If the lien date is more than 48 hours old with no confirmation, contact liens.
- 9Copy only the Travel Card consultation and x-ray report — originals cannot be faxed.
- 10Note the Final Packet on the Final Packet Log and in Medisoft comments (e.g. '6/19/24 SM FP to State Farm'), then check both documentation boxes.
- 11Complete the Final Packet Cover Sheet: date, number of pages, recipient, carrier/attorney name and fax number, claim number, and sender/patient/account information pulled from Medisoft.
- 12Fax the packet, then confirm the fax confirmation reads COMPLETE (not error) and the page count matches the packet; if it does not, recount and resend with the correction.
- 13Once page counts match, initial the bottom line of the Cover Sheet, place the fax confirmation on top of the Final Packet, and email the entire packet to the clinic's collector.
Important
All Final Packets must be sent within 48 hours of patient release unless there is no lien or LOP. If the patient is attorney represented, the packet goes to the attorney only — never to the carrier.
Citation
CA Manual, Final Packet Log; Final Packet Information Sheet; Final Packet Cover Sheet, p. Final Packet · Revised 2/9/26Answers source the CA Manual first; the Medisoft guide is used only where the CA Manual does not cover the task.