Veteran Referral Process
Thank you for your interest in helping our veteran population through the CCN Community Care Network benefits.
Initial Appointment Request
Once a veteran referral is received, one of our Referral Coordinators will send you an email through our secure platform with the veteran details and appointment preferences. You can enter the appointment offer directly through the link or via email to referrals@helptherapy.com. We must respond to referrals within 24 hrs so your prompt reply is appreciated. Please book 2-3 weeks out to allow us time to reach the veterans and request the paperwork from the VA.
VA Referral Documentation
Once an appointment is offered and accepted by the veteran, the representatives will send documentation to confirm the appointment. TriWest and the VA have different letter formats for the authorizations. The most import information is highlighted below.
TriWest Auth Letter:
VA Auth Letter:
VA Consult
This document can be several pages long. This includes some of the veteran’s medical records and VA notes. This document will not provide any appointment details.
Medical Documentation
All Medical Documentation needs to be faxed directly to the veterans VA Medical Center or VAMC. The Authorization letter or VA consult will tell you what VA location the referral came from. Some referrals are sent directly from the VA and some from TriWest who is their third-party administrator. The most important information are the valid dates. Any services outside the valid dates will not be covered by the VA.
After Your Veteran's First Appointment
1. Send in confirmation of initial visit. You can do this via intakeQ as outlined below and we will fax in for you.
Please fax an initial evaluation or a No-Show notice to the VA within 48 hrs. of the initial appointment date. The VA does not have specific forms so it can be in any format as long as the veteran's Name, DOB, Auth# and date are included. I have attached some sample forms for you to use if needed.
You can also fill out the appointment confirmation form through IntakeQ linked here and we will fax into the VA for you. This can be done for multiple veterans at one time.
*If the veteran is a 'No-Show,' follow the process below. For No-shows, please contact the veteran and see if they would like to reschedule. If the veteran does not respond after 2 attempts, please fax the Attendance Verification Letter as soon as possible.
2. After the initial appointment, Progress notes can be faxed every 30 days.
If you do not have access to a fax machine or you would like us to take care of this submission for you, you can upload any progress note documentation that needs to be sent in through IntakeQ here and we will send it in for you.
3. Submit your Request for Services in a timely manner
If additional services are needed, please fill out the attached RFS Form (Request For Service) and fax to the VA 4 weeks prior to the Auth expiring. If the authorization has expired the veteran will need to request a new authorization from their primary doctor at the VA. (This has been the most effective way for most of our veterans). *Please note - if a RFS is sent in too early, it may be denied, so 4 weeks is the sweet spot.
As with your progress notes, you can upload your request for services here and we will fax into the VA for you.
Here are some of the most common VA Medical Centers in CA:
San Diego VAMC
Med Documentation and RFS Fax: 858-646-8115
Loma Linda VAMC
Med Documentation and RFS Fax: 909-422-3017
Greater LA VAMC
Med Documentation and RFS Fax: 310-481-1166
San Francisco VAMC
Med Documentation and RFS Fax: 415-750-6691
As a reminder, the documentation required for the VA/Triwest is attached to this Help Desk article.