Every request must be linked to a requester. For patient requests, that’s easy — the patient IS the requester. But for all other kinds of requests, the requester is someone OTHER than the patient — an attorney, insurance company, government auditor, and so on.
IF
the Automated Data Extraction (ADE) process didn’t identify the requester;
OR
ADE identified the wrong requester;
THEN
use the Find Requester function to look up possible matches.
1. Search for the requester’s address and name on the Request Letter.
2. Required: Fill out the required requester search field(s). We STRONGLY recommend searching by Zip and Address, not by Name.
a. The Ciox Requester ID field is available for Standard, BOC, and Pull List requests. It requires a complete Requester ID value. You cannot look for partial matches. For example, entering 141 would fail, but 1414637 would succeed.
b. DDS Ship to State and DDS PO Box# only appear when the Request Type = DDS.
3. Click Find Requester.
4. The Select Requester pop-up appears.
5. Did we find a match?
a. YES — Review the choices and select the appropriate requester. The Data Entry screen reappears, with the requester identification fields filled out automatically.
b. No — Click the Submit to Requester Support button. See below for more information.
1. After you click the Submit to Requester Support button, the request closes.
2. Its Request Status is now New Requester Setup, and it can only be processed by members of the New Requester team.
3. The New Requester team assigns an existing requester or creates a new one.
4. After the New Requester team saves the request, it returns to Logging or Fulfillment.
5. The Data Entry screen shows an Approved flag.
6. You CANNOT change the requester assigned by the New Requester team. This assignment is “locked.” If you believe this assignment to be incorrect, you can:
a. Change the Request Type, which clears the assigned requester;
b. Flag the request as an Exception;
c. Send Correspondence to the requester asking for more information, which closes the request;
d. Cancel the request.
7. You’re also prompted to verify the Ship To address.
IF
you have selected Standard as the Request Type;
But
the Requester Type = Continuity of Care or Disability (DDS);
THEN
you’ll be notified to either switch the Request Type or choose a different requester.
