ADULT FAMILY CARE

1. Phone Interview to Start Admission Process
To start the admission process a member of the intake team will call you to complete an application for you and your caregiver. The intake team member will be your main point of contact throughout the intake process and will be able to answer all your questions. The team member will ask for a picture of your photo IDs, proof of your address and will also help you sign a Release of Information for your primary care provider; you or your caregiver will need access to email.

2. Request Medical Documentation
Next, the intake team member will reach out to your primary care provider to gather baseline medical information (medication list, diagnosis list, and notes from recent office visits). Make sure if you have not had a physical in the last 12 months you call and schedule one with your PCP. While notes from specialists can be helpful, we need to get a copy of your last physical from your primary care provider. Intake will also send a letter to your caregiver’s primary care provider; the PCP needs to sign the letter telling us that your caregiver is healthy and able to perform the care needed.

3. In-Person Registered Nurse and Case Manager Assessment
Once intake receives the notes from your primary care provider, the team member will schedule a home visit with a registered nurse and case manager. The registered nurse will complete an assessment (the assessment is a conversation) during which they will confirm that you qualify for the program and determine which level you qualify for. Level one means you are more independent and require less physical assistance. Level two means you are less independent and require more physical assistance. Level 2 is the higher stipend amount for the caregiver. The case manager will ask you to show them around the house. The case manager needs to confirm that the home is safe, clean, and an appropriate setting for you to receive care. We ask that you make sure you have working safety equipment in the home for this visit (a first aid kid, fire extinguisher, CO2/smoke alarms). If you are a SCO member, this visit will require a pre-authorization from your SCO case manager, make sure you tell them you want to join Vitra AFC.

4. Submit Order to Client’s Primary Care Provider for Signature
Once the registered nurse completes the paperwork, the RN will send an order for this service to your Primary Care Provider to sign.

5. Submit to Insurance for Authorization
Then, the intake team member will submit the paperwork and Primary Care Provider order to the insurance company for approval.

6. Admission Visit with Registered Nurse and Case Manager to Create Custom Care Plan
Once intake receives authorization from the insurance company, you can start the program right away. The intake team member will schedule an admission visit with the registered nurse and case manager. Vitra will sign a contract with the caregiver and an agreement with you. This is when the stipend goes into effect.