Transforming Talent at OnyxCare Health

EmpowerOnyx: Transforming Talent at OnyxCare Health

Virtual Company Training

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Introduction

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Covers the latest updates in vaccines and related products, ensuring staff are informed about recent developments to provide the best care and information to patients

Vaccines and other products

Covers the essential procedures and best practices for efficiently and accurately gathering insurance information from patients to facilitate seamless billing and reimbursement processes

Insurance

Vaccine clinic overview training provides essential information about the operations, protocols, and best practices for running a successful vaccination clinic

Vaccine Clinic Overview

Covers how to record worked hours, navigate payroll systems, and submit reports to ensure seamless and compliant payroll processing

Payroll

Acknowledge the reviewed information

Acknowledgement

Welcome to our Virtual Vaccine Clinic Training

Introduction

Index

Welcome to our Virtual Vaccine Clinic Business Training! In this engaging session, we'll explore the latest in vaccinations and products, provide an overview of our vaccine clinic operations, discuss event setup essentials, uncover the do's and don'ts of clinic events, delve into insurance and coverage matters, and wrap up with a discussion on payroll. Get ready to become a vital part of our mission to promote health and wellness in our community!

Introduction

Unit 1:Vaccines and other products

2023-2024 Monovalent Covid-19 Vaccine

Unit 1

Pfizer: $185 (ages 12+), $125 (ages 5-11)Moderna: $185 (ages 12+), $125 (ages 5-11)Please make sure to fill out the correct consent form for EACH patient. Fill out the Covid (Adult) for patients 18 and UpFill out the Covid (Pediatric) for patients under 18

2023-2024 Monovalent Covid-19 Vaccine

Unit 1

AGES 12 & UP

Example: This form would be used for a patient that is 18 or older and receiving a Monovalent Covidvaccine

2023-2024 Monovalent Covid-19 Vaccine

Unit 1

AGES 12 & UP

Example: This form would be used for a patient that is under 18 and receiving a Monovalent Covidvaccine

Influenza Vaccine

Unit 1

Price: $60 (standard dose)Please make sure to fill out the correct consent form for EACH patient. Fill out the Flu (Adult) for patients 18 and UpFill out the Flu (Pediatric) for patients under 18

Example: This form would be used for a patient that is under 18 and receiving a Fluvaccine

Unit 1

Vitamin B-12 Injectable

Price: $30 Must be paid out of pocket by card via clover machine (NO CASH PAYMENTS); insurance not accepted for this productMake sure patient fills out the Vitamin B-12 Injection consent form before administration

Payments

All payments must be made by card via the clover device or through the website.

How to use the clover device:

1. Select the "Sale" icon
2. Enter amount owed
3. Press Charge
4. Insert/Swipe/Tap Card

How to navigate the website:

1. Go to https://onyxcareclinics.com
2. Click "Vaccines" near the top right
3. Select which vaccine or vitamin injectable the patient is receiving
4. Manually enter the card number to purchase

Unit 2:Insurance

AetnaAmbetterBlue Cross Blue Shield AnthemBlue Cross Blue Shield FederalBlue Cross Blue Shield State and School Employees Blue Cross Blue Shield of MSBlue Cross Blue Shield TNCignaHumanaMississipi MedicaidMolina Healthcare MSUMRUnitedHealthcareWellcare

Accepted Insurances:

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• Ensure that the patient has placed the correct name of the Insurance Company exactly as it is presented on the card

Insurance Form

1

In this example, the patient will write Ambetter in box one

Insurance Form

2

In this example, the patient will write UXXXXXXXXX in box two

• Ensure that the patient has placed the correct subscriber/member ID exactly as it is presented on the card

*It is important to note that the ID # may be different depending on if the patient is the subscriber and/or member*

• Ensure that the patient has placed the correct group number exactly as it is presented on the card

Insurance Form

3

In this example, the patient will NOT write anything in box three because there is no group number provided on the insurance card

• Ensure that the patient has placed their correct date of birth

Insurance Form

4

In this example, the patient will write their date of birth in box four

• Ensure that the patient has checked whether they are SELF, SPOUSE, or DEPENDENT of policy holder

Insurance Form

5

In this example, if Jane is the patient, she will check SELF in box five. If John is the patient (and is the husband), he will check SPOUSE in box five. If John is Jane's son he will check DEPENDENT in box five.

• Ensure that the patient has checked their correct gender

Insurance Form

6

In this example, if Jane is the patient, she will check FEMALE in box six

• Ensure that the patient has printed their FULL legal name

Insurance Form

7

In this example, if Jane is the patient, she will print Jane (middle name) Doe in box seven

• If a patient has no insurance, they will check YES in box eight, stating that they are uninsured and understand that they have a repsonsibility to pay out of pocket.

Insurance Form

8

• Please confirm that the patient has both signed and dated the form. This signifies that the patient has thoroughly reviewed the document and has willingly granted their consent for OnyxCare Health to proceed with insurance billing, authorization and release, and adherence to our privacy policy.

Insurance Form

9

Unit 3:Vaccine Clinic Overview

An email will be sent out with event details (Date, Time, Location, etc.)Please note that event times should be specified and/or translated into Central Time (CT).

1. Check Email

If your schedule allows, please ACCEPT the event by clicking YES. Do NOT click maybe. Staff for events must be authorized by coordinator and CEO.If you know you cannot attend the event and/or don't want to attend, please DECLINE the event so that we are aware of work vacancy. If plans change, you must cancel 48hrs prior to the event

2. Accept/Decline

3. Work

Please contact Kam prior to an event to set up a time to pick up and drop off event supplies.Arrive to event and work up to the maximum billable hours. Billable hours must match billable hours of the event description (e.g. Maximum billable hours: 4). If event is extended beyond the end time please contact Kam for approval of additional invoice time. Keep record of your hours.

Vaccination Events

Wear your OnyxCare Scrubs to all events!

1. Arrange the OnyxCare Health Tent if required
2. Ensure that 1-2 tables are positioned beneath the tent, draped with our branded tablecloths
3. Provide 3-4 chairs, reserving at least one for patients receiving their vaccinations
4. Make sure to set up the retractable banner
5. Place a designated trash can in close proximity to the tent

Setting Up at Event

Duties & Responsibilities

3

1

Duties & Responsibilities

2

Event Operations

Ensure that we verify patients' insurance coverage and have them complete their insurance form before proceeding. Additionally, provide the patient with consent forms specific to the services they are receiving. It is crucial to confirm that the patient has filled out both sets of forms in their entirety

Guide the patient to the chair for vaccination preparation. Hand over the necessary forms to the vaccinator, who should diligently review them to ensure they are completed accurately and in full. Afterward, the vaccinator will assess the patient and administer the vaccination.

Remove the label from the vial and affix it onto the consent form within the designated "medical staff use" area. Proceed to sign your name in the "Vaccinator" box. Once completed, securely staple all the forms pertaining to the patient together and store them in the designated folder for completed forms immediately. Keep a watchful eye on the patient, and inform them when they are ready to depart.

Non-clinical duties apply to ALL staff.

BEFORE

administering any

vaccinations.

Filling Out A Consent Form

1

Patient must fill out ALL of their personal information, including their:

1. LAST NAME
2. FIRST NAME
3. MIDDLE INITIAL
4. DOB
5. AGE
6. SEX
7. RACE
8. ETHNICITY
9. ADDRESS
10. PHONE NUMBER
11. EMAIL

Again, ALL information must be filled out.

Filling Out A Consent Form

2

Staff must ASSESS the patient and guide them through the following questions.

Again, ALL questions must be answered.

Filling Out A Consent Form

3

Patient/Guardian must SIGN & DATE in the highlighted area:

Again, ALL information must be filled out.

Filling Out A Consent Form

4

Staff must fill out the following:

1. Vaccine/Dosage (on Label)
2. Vaccination Date
3. Route/ Site
4. Manufacturer (on Label)
5. Lot Number (on Label)
6. Signature

Again, ALL information must be filled out.

ACCURATELY COMPLETED EXAMPLE:

Filling Out A Consent Form

5

Once reviewed and ALL information is filled out, THEN and ONLY THEN will a patient be able to receive their vaccination.

Again, ALL information must be filled out.

Check-In and Registration:Greet attendees, collect and record necessary personal information and consent forms.

Education and Information: Provide attendees with information about the vaccine. Answer questions and address concerns regarding the vaccination process.

Duties & Responsibilities

Documentation and Record-Keeping: Accurately record vaccine administration details for each recipient. Place the vial label on the form. Staple all member's forms together. Maintain organized and secure records of vaccine inventory and usage.

Vaccine Administration: BEFORE YOU GIVE A VACCINE, ensure that the consent form(s) and insurance form is filled out correctly and in its entirety.

Queue Management for Large Crowds (50+): Organize and manage the flow of attendees to maintain a safe and orderly queue.

Expectations:

If you need to take a brief break for any reason, such as using the restroom or making a quick phone call, ensure that there is always at least one person available to oversee the station.

Duties & Responsibilities

Monitoring and Observation: Monitor individuals for any immediate adverse reactions after vaccination for 15 minutes. Monitor for 30 minutes for patients with a history of severe allergic reactions to any vaccine. Be prepared to respond to allergic reactions or other emergencies.

Clean-Up and Closing: Assist in the clean-up and breakdown of the vaccination site at the end of the event. Delegate one member to drop off supplies at the office.

Temperature Range: Please ensure that the vaccines are stored at the appropriate temperature range, which should be consistently maintained between 36-40 degrees Fahrenheit (2-4 degrees Celsius) at all times. Keep lid of cooler closed at ALL times.

Temperature and controls

Cooler Placement: Place the portable cooler in a cool, shaded area, away from direct sunlight or other heat sources. Avoid placing it on hot surfaces.

Emergency Contact: In the event that the portable cooler's temperature goes out of the recommended range (above 40°F or below 36°F), or if you suspect any issues with the cooler, please contact Kam immediately. Kam is the designated point of contact for cooler-related emergencies and can be reached at 601-668-8121.

Unit 4:Payroll/Invoices

Travel Reimbursement:

• Travel reimbursement must match mileage from address in contract. Mileage beyond 50 miles radius is reimbursable at 2023 IRS rate
• Travel reimbursement will be held if discrepancies are found

Payroll/Invoices

Travel Reimbursement Example:Richard Roe worked an event on October 2, 2023 in Jackson, MS. He will report the number of billable hours worked (4hrs) and because this event DID NOT exceed 50 miles he will not report mileage.Richard Roe worked an event on October 6, 2023 in Hattiesburg, MS. He will report the number of billable hours worked (4hrs) and because this event DID exceed 50 miles he will report mileage starting from the office to the event and back to the office (182 miles).

Payroll/Invoices

Remember: Travel reimbursement will be held if discrepancies are found until documentation is provided

Compensation and Check Issuance:

• Billable Hours and Travel reimbursement are due on the 1st day of the month
• Please place billable hours and travel reimbursement on the invoice sheet and email it to
• Check(s) will be issued and mailed to staff’s current mailing address on file with OnyxCare Health, LLC.
• Please allow up to (5) business days for processing from accounting

Payroll/Invoices

a.lacey@onyxcarehealth.com

An invoice sheet filled out with your billable hours and mileage should be sent via email to Alaric at a.lacey@onyxcarehealth.comInvoices should be exclusively directed to this email address in order to process payment.

Invoice Sheet

NO

YES

Disciplinary Actions & Penalties

• If a staff member is found not following the rules and procedures of this training or contract, then the staff member will no longer be invited to participate in company assignments and/or possible termination may occur based on the offense

• Wasted and/or damaged vaccine(s) and supplies will incur a fee based on the cost of the product or item.

• Scrubs/Uniforms: You will be responsbile to replace your OnyxCare Health scrubs if misplaced or damaged.

It will costs about $92 to replace your scrub set (does not include tax, shipping, and embrodiery).It will cost about $118 to replace your jacket (does not include tax, shipping, and embrodiery).

NO

YES

I acknowledge and confirm receipt of the information/training provided

Acknowledgement

Visit our website at www.onyxcareclinics.com

Resources

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