VitalCare of Tacoma — Referral Intake Record
1 · Referral & Dispense
2 · Drug
3 · Cost side
4 · Reimbursement side
5 · Profit & Loss
| Line | Drug | Nursing | Supplies | Total |
|---|
6 · Decision & save
By action & margin mix
Master Log — every referral
No referrals saved yet on this computer. Fill the intake form and click Save.
Per-drug triage — which drugs to move out
Totals every saved referral by drug. Move out anything losing money; review anything under the 10% target.
Nothing to triage yet.
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.
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
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
Find a patient
Type a name and everything about them appears here - referral status, PA, copay, refills. No need to hunt through tabs when someone rings.
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.
Ready to schedule
PA approved and waiting on a booking. The scheduler works from this list.
Nothing waiting to be booked.
Ready to schedule
PA approved and waiting on a booking. The scheduler works from this list.
Nothing waiting to be booked.
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
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.
Denials - where the money went
By payer
By reason code
Every line received
Nothing loaded yet.
Where the cash stands
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.