VitalCare of Tacoma — Referral Intake Record
Referral & Dispense
Drug & Cost
Enter the lowest cost and royalty rate once. It is stored in the catalog and autofills on every future referral.
Clinical & documents
Weight drives the IVIG dose, which drives vials and nursing hours. Missing paperwork is the main reason Start of Care slips — tick off what you have.
Benefits & Prior Authorization
Re-verify benefits on every referral and every refill. If a PA is required, submit it after you accept the referral, then track its status here.
Cost side
Reimbursement side
Decision & save
Tiered P&L
| Drug | Nursing | Supplies | |
|---|---|---|---|
| Reimb. | $0.00 | $0.00 | $0.00 |
| Royalty | $0.00 | $0.00 | $0.00 |
| Cost | $0.00 | $0.00 | $0.00 |
| Net | $0.00 | $0.00 | $0.00 |
By action & margin mix
Referral queue
Expand a referral to move it through the pipeline: Accept → PA approved → Schedule → Dispense. Blockers are shown, never enforced — you can always move a referral on.
No referrals saved yet on this computer. Fill the intake form and click Save.
Master Log — every referral
Per-drug triage — which drugs to move out
Every dispensed fill totalled by drug. A loss-making drug is one to hand to Head Office; below target is one to renegotiate, not to drop. The cash column is what you actually had to find for it after using stock.
Nothing to triage yet.
By payer — who pays properly
The same drug pays differently depending on who is paying. A drug that loses money on one plan can be perfectly good on another.
Monthly & yearly profit and loss
Year totals
Where the drug spend goes — by drug
By therapy class
Refill calendar — what is coming
Built from the directions and days supply you enter on each dispense. Shows what next month looks like before it happens.
No refills scheduled yet. Enter "Days supply" or directions on a dispense and the next refill date fills in automatically.
What we moved out — and what it saved
Refills sent to Head Office or declined. These are not our cost and not our loss — this is what the decision was worth.
Projected month by month
Where you stand
Do these first — ranked by dollars
Based only on what you have actually logged. The more dispenses recorded, the sharper this gets.
Best margin by payer
Best margin by referral source
Therapy class scorecard
What is coming
Every patient on a repeating schedule, projected forward. Frequency comes from the calendar where we have it, otherwise from the directions on their first fill.
Cash needed week by week
Rate book
What corporate quoted, against what each payer actually paid. Built from the benefits verifications your team enters and the remittances you load. Worst gap first.
Every payer and code
Nothing recorded yet. Enter quoted rates on intake and load a remittance.
With Head Office — could we take these back?
Referrals we moved out because the numbers did not work. If a contract improves or a cheaper equivalent appears, these are the ones worth pulling back. Nothing here counts in your buying or your P&L.
The list
Nothing is with Head Office.
Bring in a list of referrals
Paste rows from a spreadsheet — whatever you already keep. A header row plus one row per referral. Patient and drug are the only columns that must be there; anything else it recognises it will use.
Bring in the schedule
Export the practice calendar from Google (Settings → Import & export → Export) and drop the .ics file here. Each appointment becomes a pre-filled intake - you set new or refill and check the numbers.
Triage these before you order
Nothing flagged.
Appointments by month
Someone’s on the phone — where is their referral?
Search by patient, drug, payer or AE. Each result gives you the stage, what is holding it up, and a line you can read straight out to the patient or the referring office.
Waiting on prior authorization
Everything accepted but not yet approved. The longer one sits here, the more likely the referral is lost.
Open PAs
Nothing waiting on PA.
Re-authorization — auths running out
An approved auth is only good until it expires. These are the ones to renew before the next refill falls outside them.
Ready to schedule
PA approved and waiting on a booking. The scheduler works from this list.
Nothing waiting to be booked.
Benefits not verified
Accepted without checking coverage. Every one of these is a claim you may not get paid for.
All verified.
Appeals in flight
Denied by the payer and sent back to the prescriber. Nothing moves until they answer.
No appeals outstanding.
With Head Office - not confirmed yet
Sent to Head Office but they have not told us they are filling it. Chase them, then mark it filled so the patient record stays right.
Nothing waiting on Head Office.
Sent elsewhere or declined
So anyone can answer when the referring office calls.
Nothing transferred or declined.
Copay assistance to action
Commercial patients who should be enrolled in a manufacturer programme.
Nothing waiting.
Recently resolved
What the schedule says to buy
Only the shortfall your own shelves cannot cover, netted against what is already on order — so you do not double-buy. Order the vial size the dose actually needs, not the pack that is easy to reorder.
Terms by wholesaler: Curascript prepaid — temporary, until the debt is cleared (contract terms are Net 90) · Cardinal 17 days · AbbVie 25 · Takeda 30 · Biogen 90. While the prepay holds, every Curascript order is cash today — so route what you can elsewhere and lean on your own shelves.
Purchase orders
Receiving a PO adds the vials to Inventory, so the next refill fills from stock instead of triggering another buy.
Stock on hand
One line per NDC. One unit = one container - a vial, a bottle, whatever that item comes as. Stock comes off automatically when a fill is saved as DISPENSED.
Receive stock / adjust a count
Everything in stock
Nothing in stock yet.
Recent movements
What the payers actually paid
Load a remittance
Paste the text of an ERA / EOB below, or drop the file in. Works with the OptumRx, Aetna, Caremark, Regence and Molina formats you receive.
What each line really earned
Every paid line, less its royalty and less what the drug or the visit cost us. A line can be paid in full and still lose money.
By J-code / HCPCS
What each code collects against what it costs, and how much of what you bill it actually pays.
Dispensed but not yet paid
Fills that went out with no matching remittance line. These are the ones to chase.
Denials - where the money went
By payer
By reason code
Every line received
Nothing loaded yet.
How the plan works
The tier is that AE’s qualifying new starts in the month, and the plan resets every month even though it pays quarterly. Commission is payable only on a new start’s first dispense, and only where the profit on that fill is bigger than the tier rate — paying $500 out of $394 of profit is not a profit. Starts with no calls logged in Trella are withheld.
By AE, by month
No new starts have been dispensed yet.
Quarterly payout
Fixed costs
Everything the month owes regardless of how many fills go out. These feed the cash-flow projection and the debt simulator.
Add and edit these on the Cash Flow tab, where the dates and frequencies live.
Loans and finance
The wholesaler balance is tracked in the Debt Simulator. Everything else that carries a payment belongs here — its monthly payment is a real obligation before any money reaches the wholesaler.
Deposits received
Recorded on the Cash Flow tab.
What is being paid down
The wholesaler balance is the target. Its own monthly payment is never deducted from the money available to pay it — that payment is the paydown.
What the month throws off
How long it takes
If things do not go to plan
200 runs with volume ±25%, margin ±3 points and the stock share ±10 points. The spread is what you would actually plan against.
Aging — how old the money is
Counted from the day the claim was submitted, or from the dispense date if it has not been billed yet.
Every dispensed fill
Nothing has been dispensed yet.
Where the cash stands
Month by month — what the fills produced
Dispensed fills only. “Drug bought” is the cash that actually had to be found after using stock we already owned.
Starting position
Inventory - the trapped cash
Money going out
Money coming in
13 weeks ahead
Red = you drop below your cushion that week.
What we must collect
Who can use VitalIntake
Add someone and they get an email with a temporary password. They choose their own on first sign-in.
Current users
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Update the price sheet (new quarter)
When Vital Care sends the new pricing workbook, load it here. The app reads every purchasing tab (main pricing, Cardinal, Takeda, Abbvie, Biogen) and keeps the lowest price for each drug — the same way the spreadsheet does. Royalty rates are carried over from the current list; anything new is flagged so you can set its rate.
Drugs missing a royalty rate
New drugs default to 19.25% (the worst case) until you set the real rate from the Vital Care royalty PDF. Type the correct rate and click Save rates.
No drugs are missing a rate right now.
Current price sheet
Settings (saved on this computer)
Shared sync (optional)
Leave these blank to work fully offline on this device. When the AWS shared log is ready, paste the two values here and every entry syncs automatically — including anything saved while offline.
Pricing sheet loaded: Q3 2026 · 204 drugs. To load a new quarter’s prices yourself, use the Price Sheet tab.