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ADDRESS
Sanford Laboratories
PO Box 5056
Sioux Falls, SD 57117-5056
PHONE
605-328-5464
800-522-2561
FAX
605-328-5434
E-MAIL
E-mail Sanford Laboratories
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| Services and Policies |
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CLIENT SUPPORT
Strong technical backgrounds and reference laboratory experience prepare our Client Support representatives to be your local resource. Our experienced and professional Client Support representatives are available to inform clients of critical laboratory values, and to answer client inquiries regarding specimen requirements, catalog information, current referral test information, and logistics.
BILLING SUPPORT
Sanford Laboratories' Billing personnel are experienced and knowledgeable in the fundamentals and essentials of billing for laboratory services. They are trained and prepared to answer your questions related to client and patient statements, fees, insurance claims, and billing compliance.
INFORMATION TECHNOLOGY SUPPORT
Our team of knowledgeable Information Technology personnel is prepared to support clients with Sanford Laboratories' computer questions and education. The team's broad range of knowledge about software, communication, interfacing, data retrieval, and reporting is available to you.
TECHNICAL CONSULTATION SERVICES
Sanford Laboratories' staff of experienced Consulting Medical Technologists are available for technical consultative visits. Services provided during consultation include:
Review of Laboratory Quality Assurance and Quality Control
Review of Laboratory Procedures
Review and Performance of Preventative Maintenance
Presentation of In-service Education
Presentations provided upon request include:
Instrument Selection and Cost Accounting
Principles of Management for Laboratory Supervisors and Directors
Regulatory topics, such as OSHA, CLIA, Stark, and HIPAA
This service is available on an hourly fee-for-service basis. A separate agreement for this service will be issued.
LOGISTICS/COURIER SERVICES
Courier services are available for transporting specimens. We offer temperature-controlled conditions (including monitored MicroXpress™ incubators) when transporting specimens. In areas where Sanford Laboratories couriers are unavailable, special contract courier service may be established. For more information about our courier services, please call our Logistics Department:
- Sioux Falls: 800-522-2561, ext. 65466 or 605-328-5466
- Rapid City: 800-557-4893 or 605-716-0361.
Our courier service area presently includes South Dakota, Iowa, Minnesota, and Nebraska. Pre-addressed and postage- paid mailing containers are available for those areas that are most expediently served by the postal service.
SUPPLIES
Transport bags, containers, tubes, and other supplies that may be necessary for transport of specimens sent to Sanford Laboratories are provided at no charge to our clients. Use a new Supplies requisition with a unique number each time an order is placed. DO NOT photocopy Supplies requisitions. Pre-paid mailing containers are provided at no charge to mail-in accounts. Test requisitions, Supplies requisitions, Advanced Beneficiary Notices (ABNs), Sanford Laboratories' "GUIDEBOOK of Covered Signs, Symptoms, Diagnoses, & ICD-9-CM Codes," and supplies are available from our Supplies Department:
- Sioux Falls: 800-522-2561, ext. 85466 or 605-328-5466
- Rapid City: 800-557-4893 or 605-716-0361.
Supplies may be ordered during regular business hours: Monday through Friday, 7:30 a.m. to 5 p.m. Supplies ordered after 11 a.m. will be delivered the next business day.
QUALITY ASSURANCE
Sanford Laboratories is providing services under the accreditation of CLIA, CAP, COLA, AABB, and JCAHO. Programs are in place for Quality Assurance (QA) and Performance Improvement (PI)--both intra-laboratory and intra-hospital. These programs are designed to actively monitor the entire process of laboratory services beyond just the laboratory; from sales and communications to result reporting and billing.
REQUISITIONS
Test and supply requisitions are provided to clients and can be ordered from our Supplies Department. Various requisitions are available to accompany specific test categories. These requisitions include General, Hospital, Medicare/Medicaid, Long Term Care, Infectious Disease, Maternal-AFP, Allergy, and Supplies.
The requested information on each requisition must be provided as completely as possible. This will help to ensure accuracy in processing specimens, interpreting results, and billing. Requisitions that are accurate and complete will decrease the number of phone calls to clients to obtain missing information. Sanford Laboratories offers an additional feature with stickers in the lower right corner of each requisition for labeling specimens and ABNs. Along with the routine information needed, please pay specific attention to the following areas.
Fasting/Nonfasting: Place an "X" in the appropriate box.
Physician: Physician names and physician number, where applicable, can be pre-printed on the requisition. If pre-printed, circle the appropriate ordering physician. If not pre-printed, the physician's last name and first name are required.
Call: If results are to be called when testing is complete, indicate by placing an "X" in the Call Box. Marking the Call Box does not expedite testing. With Sanford Laboratories' state-of-the-art Information System, various result reporting options are available.
Date of Birth: Date of birth is required!
Time of Collection: Time of collection is required! Always provide the time that specimen was collected in the appropriate box.
Bill To: Indicate how laboratory testing is to be billed. One of these boxes must always be marked.
Dr-Hosp-Clinic-Client:If testing is to be billed to the physician, hospital, clinic, or client, put an "X" in this box.
Patient-Insurance-Medicare-Medicaid-Other: If testing is to be billed to the patient, insurance, Medicare, or Medicaid, put an "X" in this box. When an "X" is in this box, complete ALL information in the shaded area. The patient's address must be included the first time that the information is sent to Sanford Laboratories and any time there is a change of information.
Medicare Approved Part A Skilled Nursing Facility (SNF) Programs: Check one of the two boxes: Yes or No, to indicate whether the test services are provided for a patient/Long Term Care resident who is enrolled in Medicare approved Part A Skilled Nursing Facility (SNF) Program.
Check Yes if the patient is enrolled in a Medicare approved Part A Skilled Nursing Facility (SNF) Program on the day the laboratory services are provided. If "yes" is checked, the services will be billed back to the Skilled Nursing Facility's (SNF's) account number on the Sanford Laboratories requisition. If services are requested by a physician office, it is the responsibility of the physician office to mark this section appropriately and provide the name and address of the LTC facility where the patient resides in the shaded area of the requisition.
Check No if the patient is not enrolled in a Medicare approved Part A Skilled Nursing Facility (SNF) program on the day the laboratory services are provided. If "no" is checked, provide the appropriate information for third-party payor, i.e., Medicare, Medicaid, insurance, etc., in the shaded area of the Sanford Laboratories requisition. The services will be billed to the payor listed.
If the services are requested by a LTC facility and neither of the boxes are checked, Sanford Laboratories will bill the services to the LTC facility.
If the services are requested by a physician's office for a patient enrolled in a Medicare approved Part A Skilled Nursing Facility (SNF) program on the date the services are provided, Sanford Laboratories will bill the services to the physician office if the name and address of the Long Term Care facility is not provided on the requisition.
Medicare: Please use Sanford Laboratories' Medicare requisition (canary colored) if Sanford Laboratories is to bill Medicare. Write the patient's Medicare number in the "Medicare No." area. The patient's complete Medicare number, full address, and date of birth must be provided.
Medicaid: Write the patient's Medicaid number in the "Medicaid No." area if testing is to be billed to Medicaid. The patient's complete Medicaid number, full address, date of birth, and any other insurance the patient has must be provided. Medicaid will pay after all other insurances have paid.
Insurance: Indicate insurance company and complete mailing address, policy holder name and date of birth, and employer information, group number, ID number (Social Security Number), and relationship to patient.
Diagnosis or Symptom(s): It is necessary to provide Sanford Laboratories with signs, symptoms, patient complaints, and/or diagnoses when requesting Sanford Laboratories to bill a third party. Four (4) numbered lines "Dx1-Dx4" are provided on the Sanford Laboratories requisition to indicate up to four different signs, symptoms and/or diagnoses. Indicate the applicable diagnosis/symptom number next to each test ordered. Medicare now requires that all tests ordered be linked to ONE, and only ONE, diagnosis reference number.
ICD-9: Please indicate ICD-9 Code(s), if known.
Responsible Party: Indicate name if other than the patient.
Patient/Responsible Party Phone #: Provide the phone number to assist Sanford Laboratories in positive patient identification for patients with a previous record in our computer system.
Tests: Indicate tests ordered with an "X" in the box preceding the test name. For tests not listed, clearly print test code and test name in the "Additional Tests or Comments" space. Requisitions can be customized with your choice of tests preprinted in the space above the general test list. To order one of the tests in the customized area, circle the test(s) of your choice. Please be careful to only circle the ordered test(s).
RECORDING OF TIME
Sanford Laboratories enters the specimen collection time into Sanford Laboratories' Laboratory Information System (LIS) in the "time zone in which the collection took place" (e.g., CT [Central Time] or MT [Mountain Time]). All other time references generated by Sanford Laboratories' LIS are in Central Time (e.g., specimen receipt, time result reported, etc.). The CT or MT are indicated to the right of the time reported.
ADVANCED BENEFICIARY NOTICE (ABN)
ABNs must be completed and submitted to Sanford Laboratories whenever a laboratory test with a Medicare National Coverage Decision (NCD) or Local Coverage Decision (LCD) is ordered on a Medicare patient and you have reason to believe that Medicare may deny the claim. A complete listing of applicable NCDs and LCDs are found in Sanford Laboratories' "GUIDEBOOK of Covered Signs, Symptoms, Diagnoses, & ICD-9-CM Codes," available from the Supplies Department. Place a patient identification label from the requisition in the designated area on the ABN.
SPECIMEN LABELING POLICY
Because specimen labeling is critical for proper identification of patient specimens, please label all specimens with the following information:
- Patient's first and last name. If using your facility's pre-printed label, please make sure the label is securely attached to the specimen.
- Patient identification number found in the lower right corner of the Sanford Laboratories requisition. Place this label lengthwise directly above the patient's name on the specimen tube/container.
- Collection date and time: The specimen labeling information must be identical to the patient information provided on the accompanying test requisition.
Label all slides in pencil with the patient's full name on the slide's frosted end. Do not use markers or labels as they may wash off during the staining process.
In all cases label the actual specimen, not the mailing or transport container.
Refer to Specimen Labeling Policy for "Blood Bank Specimen Labeling Policy."
SPECIMEN HANDLING FOR COURIER SERVICE
Packaging must protect the samples during the entire shipping process to prevent any accidental exposure.
- Tightly seal all primary containers (serum tubes, etc.).
- All primary containers must then be placed in a durable waterproof secondary container (ziplock specimen bag). Include the test requisition in the sleeve of the bag. Identify the storage condition on the specimen bag and tightly seal all secondary containers (e.g., ziplock specimen bags).
In the case where more than one type of specimen (i.e., room temperature, frozen, refrigerated, 37°C) is required for the tests ordered on a single requisition:
Place only one type of specimen into a specimen bag. For example, if a frozen specimen, a room temperature specimen, and a refrigerated specimen are required for the tests ordered on a single requisition, place:
- the "frozen specimen" into one specimen bag,
- the "room temperature specimen" into a second specimen bag, and
- the "refrigerated specimen" into a third specimen bag.
Identify "the number of the specimen bags" accompanying the requisition. For example, if there are three bags accompanying a single requisition, write:- "Bag 1 of 3" on the first bag,
- "Bag 2 of 3" on the second bag, and
- "Bag 3 of 3" on the third bag.
Also indicate on the requisition, under "Additional Tests or Comments," the total number of specimen bags accompanying the requisition.
DO NOT PHOTOCOPY THE REQUISITION.
Place the requisition into the sleeve of the first bag (Bag 1 of _ ).
Place specimens in appropriate storage until they are picked up by a courier.
Example of Properly Labeled Specimen Bag:
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MAILING REQUIREMENTS FOR U.S. POSTAL SERVICE
Federal regulations require that biological agents be properly prepared and packaged prior to shipping. Packaging must protect the samples during the entire shipping process to prevent any accidental exposure. The packaging must be able to withstand breakage, pressure changes, leakage, and other conditions of ordinary handling while in transport.
- All diagnostic specimen or biological product must be tightly sealed in a primary container.
- The primary containers must then be placed in a durable waterproof secondary container (ziplock specimen bag). Include the test requisition in the sleeve of the bag.
- Up to, but not exceeding, 5 primary containers can be included in the secondary container as long as the total volume of the 5 the primary containers does not exceed 50 mL.
- Sufficient absorbent material and cushioning material to withstand shock and pressure changes must surround the primary receptable(s), or otherwise be configured to take up the entire liquid contents in case of leakage.
- The secondary container must be securely sealed and must be marked with the international biohazard symbol.
- Place the primary and secondary containers into a third outer shipping container (plastic mailing cylinder, styrofoam container with a cardboard sleever, or other material of equivalent strength.)
- Add a desicant pouch and shock absorbent materials to cushion the secondary container.
- Securely close the outer shipping container.
Marking/Documentation
- The biohazard symbol should not appear on the outer shipping container.
- A shipping paper and content markings on the outer shipping container are not required.
- Each mail piece must bear a complete delivery and return address.
- Affix a postage-paid mailing label or commercial courier label.
- The carrier shall promptly, upon discovery of leakage or other damage to packages, isolate the package and notify the sender and the Biohazards Control Office Centers for Disease Control, 1600 Clifton Road NE, Atlanta, GA 30333.
CONFIDENTIAL SPECIMENS
On occasion, requests are received for testing to be performed on patients whose identification is to remain anonymous. To receive a test report in a separate envolope marked CONFIDENTIAL, write CONFIDENTIAL on the requisition. This report will only print at Sanford Laboratories. Billing for a confidential report will be to the ordering facility/client, not to the patient. The facility name and number will be replaced by "CONFIDENTIAL REPORT" and "CONFID," respectively. This report is sent directly to the ordering physician. If the report is to be sent to someone other than the ordering physician, provide the name of the individual who is to receive the report: "ATTN:" and a complete mailing address LEGIBLY written on the requisition.
CALLING CRITICAL VALUES
The Medical Director and Sanford Laboratories Technical Supervisors have determined critical values based on medical significance for selected tests. Sanford Laboratories has protocols in place to promptly identify a critical value and to expedite contacting the physician regarding the critical value. When Sanford is unable to reach a client during Sanford Laboratories testing hours, a phone call will be placed during the next regular business hours of the client. The report will be printed in the usual fashion. A summary of common critical values is available on this Web site. Click on the "Testing" side bar, and then choose "Critical Values."
DOCUMENTATION "ADDITIONAL COPY SENT"
All requests for an additional copy of reports received at Sanford Laboratories will automatically generate a report for the designated recipient simultaneously with the original report (this service is not available with all electronic ordering systems). There is a limit of one "additonal copy" per requisition. Please indicate request for additional copy in the appropriate space provided at the lower left corner of the requisition. The COMPLETE client/physician mailing information OR registed Fax number must be provided. Documentation appears on the original report. Requests for an additional copy to be faxed will be honored ONLY after the requested fax number has been registered with Sanford Laboratories. The COMPLETE fax number must be provided, including the area code. This is necessary to ensure complete security and confidentiality of faxed reports. To register a fax number, complete the "Sanford Laboratories Facsimile Registration Form" (form available below) and fax or mail as instructed on the form; or contact Sanford Laboratories' Client Support.
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REPEAT DETERMINATIONS
Whenever a test result does not correlate with the patient's clinical picture, repeat testing will be performed upon request of the attending physician at no additional charge. Most patient samples are stored for approximately one week after test completion, except for urine specimens which are held for 48 hours. If you would like a repeat analysis on the original sample, please call Client Support.
REFLEX TESTING
In certain situations, initial test results may indicate that additional testing is medically necessary to provide the ordering practitioner with complete information that will allow for the best treatment of patients without delay. In these situations, positive or abnormal test results will automatically initiate follow-up reflex testing. It is not the practice of Sanfored Laboratories to perform unnecessary reflex testing. All reflex testing performed is according to current medical and laboratory standards of practice.
For example, you will find reflex testing performed in the following situations:
- pathogenic growth on some cutlure will initiate identification and sensitivity of the organism found;
- for "Urinalysis Macroscopic with Reflex to Microscopic Exam," positive results on urine dipstick for any of the following will initiate a urine microscopic examination: albumin, nitrites, leukocyte esterase, blood, or hazy to cloudy appearance.
- for "Urinalysis Complete with Reflex to Culture," positive results/findings will initiate a urine culture: positive nitrites and/or leukocyte esterase on urine dipstick, and/or "greater than 5 WBCs/hpf" on microscopic exam.
- a positive HIV screen will initiate a Western Blot.
- a reactive Hepatitis B Surface Antigen will reflex to Hepatitis B Surface Antigen by Neutralization for confirmation.
When applicable and possible, the test requisition will inidicate when reflex testing will be performed. Refer to the various test listings in this Catalog for information on which tests include reflex testing. Billing will be performed in a manner that will not create inappropriate billing practices.
PRIVACY POLICY
Sanford Laboratories' entire staff including technologists, billing representatives, client support, and couriers handle protected health information as directed by our "Notice of Privacy Practices."
Sanford Laboratories' "Notice of Privacy Practies" is available on this Web site by accessing it at the bottom of the page.
REFERRAL TESTING
Testing that Sanford Laboratories does not perform in-house will be referred to reputable, licensed laboratories. The name of the referral testing laboratory will appear on the final report. The time that is required for Sanford Laboratories to receive referral results and report them will vary. Please call Client Support if questions arise about referral testing and specimen requirements. Fees and specimen requirements are subject to change and will be communicated to the client as soon as possible.
BILLING
Hospital - Sanford Laboratories issues an itemized monthly statement for "inpatient and outpatient" services. For Medicare "inpatients" and "outpatients," Sanford Laboratories must bill the HOSPITAL. For all Medicaid patients, Sanford Laboratories must bill MEDICAID. For "nonpatient" services, Sanford Laboratories will either bill the hospital monthly, or bill the patient or the third-party payor directly. Please complete the appropriate "Bill To" box on the requisition.
Clinic/Physician - Sanford Laboratories is required to bill all tests performed on Medicare and Medicaid patients directly to the appropriate program. Please provide all needed information on the requisition. All other patient types may be billed to the client or the third-party payor at the client's request.
Medicare - Please use the Sanford Laboratories Medicare requisition if Sanford Laboratories is to bill Medicare for the ordered test(s). For Medicare patients, please provide the patient's address, date of birth, sex, Medicare number, physician's first/last name, and signs, symptoms, patient complaints, and/or diagnosis; or ICD-9 Codes. Make sure that each test ordered is liked to ONE, and only ONE, diagnosis reference number.
Diagnosis Code Linkage: Sanford Laboratories' Medicare carrier now requires that each test ordered be linked to ONE, and only ONE, diagnosis. If the client does not link tests to one specific diagnosis reference number, Sanford Laboratories will call the client immediately for the necessary information. If the client fails to repond within 24 hours, Sanford Laboratories will rebill the applicable charges to the client as a "penalty fee."
Medicare Approved Part A Skilled Nursing Facility (SNF) Programs:
Check one of the two boxes: Yes or No, to indicate whether the test services are provided for a patient/Long Term Care resident who is enrolled in Medicare approved Part A Skilled Nursing Facility (SNF) Program.- Check Yes if the patient is enrolled in a Medicare approved Part A Skilled Nursing Facility (SNF) Program on the day the laboratory services are provided. If "yes" is checked, the services will be billed back to the Skilled Nursing Facility's (SNF's) account number on the Sanford Laboratories requisition. If services are requested by a physician office, it is the responsibility of the physician office to appropriately mark this sectionand provide the name and address of the LTC facility where the patient resides in the shaded area of the requisition.
- Check No if the patient is not enrolled in a Medicare approved Part A Skilled Nursing Facility (SNF) program on the day the laboratory services are provided. If "no" is checked, provide the appropriate information for third-party payor, i.e., Medicare, Medicaid, insurance, etc., in the shaded area of the Sanford Laboratories requisition. The services will be billed to the payor listed.
If the services are requested by a LTC facility and neither of the boxes are checked, Sanford Laboratories will bill the services to the LTC facility.
If the services are requested by a physician's office for a patient enrolled in a Medicare approved Part A Skilled Nursing Facility (SNF) program on the date the services are provided, Sanford Laboratories will bill the services to the physician office if the name and address of the Long Term Care facility is not provided on the requisition.
Medicaid - For Medicaid patients, please provide the patient's addresss, date of birth, medical assistance number, physician's first/last name, signs, symptoms, diagnoses, or ICD-9 Codes. For Iowa, also provide the Medipass number if appropriate. If there is additional insurance, please include this information.
Insurance: - For all other insurances, please provide the patient's address, date of birth, policy holder name and date of birth, and employer information, relationship to the patient, insurance company name and address, policy and group number, physician's first/last name, and any applicable signs, symptoms, diagnoses, or ICD-9 Codes. Third-part payors require diagnosis information. When all of the required information is provided on the requisition, Sanford Laboratories will submit this infromation on the claim form and file the claim for the patient.
BILLING ADJUSTMENTS
On occasion, clients may request that a charge to their account be re-billed to a patient or his/her third party payer (i.e., billing adjustment). When a client is billed, receives their monthly statement, and would like to adjust the charge to the patient or other responsible parth; a "Billing Adjustment Form" must be filled out with all required billing information. The form should be faxed to 605-328-5453, or alternatively, mailed to the Sanford Laboratories Billing Department with statement payment minus adjustment. It is important to receive this form within 30 days from receipt of client billing statement. Sanford Laboratories reserves the right to bill and hold client liable for charges if the adjustment form is not received in a reasonable time.
REQUEST FOR BILLING INFORMATION
Third-party payors have stringent information requirements in order to process and pay submitted claims. If the original requisition does not contain ALL necessary information for Sanford Laboratories to submit a claim, a "Request for Billing Information" (RBI) from will be sent to the client. The client needs to provide the information requested and return the completed form to Sanford Laboratories as soon as possible. If inadequate information is provided, Sanford Laboratories reserves the right to bill the charges to the client's account.
REQUESTS FOR SPECIAL HANDLING OF BILLING INFORMATION
Patients may request special handling or restrictions of the use of their billing information. Examples are:
- The patient requests that Sanford Laboratories does not file certain test services to their insurance carrier.
- Or a patient requests that Sanford Laboratories bills them directly for certain services and sends their billing statement to a specified address.
To request special handling of billing information on behalf of your patient, you must call the Sanford Laboratories Billing Office directly at 1-800-522-2561, ext. 85485; or 328-5485 to get approval and direction for the billing arrangements. Only a direct phone call to the Billing Department for such requests will be considered.
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