Hannah Espera Scheduling Requirements – MAWV (Medicare Annual Wellness Visit)

Step-by-Step Scheduling Process:

1. Check Insurance Coverage

• Confirm that their insurance plan covers Medicare Annual Wellness Visits (MAWV Decision Tree article in KB).

2. Review Patient Appointment History

• Before scheduling a new MAWV, check the patient’s appointment history.

• Ensure 365 calendar days have passed since their last MAWV.

✅ Note: MAWVs must be at least 1 full calendar year (365 days) apart. Anything scheduled earlier will be denied by insurance.

3. Determine Time Since Last Visit

• If the patient has not been seen in over a year (1 year to 1.5 years), schedule two separate appointments:

Appointment Scheduling Instructions:

Step 1: Schedule an Est20 patient appointment.

• Purpose: Update the provider on new or ongoing issues, medications, and overall health.

Step 2: Schedule the MAWV appointment.

• Schedule a few weeks after the initial EST appointment.

 If Patient Requests:

• PAP

• Mammogram

• General Check-up

• Yearly check-in

• Exam

➡️ Schedule in AA (Adult Annual) slots.

Phone Script for Scheduling Two Appointments:

Use the following script when speaking with patients who haven’t been seen in over a year:

“Looks like we need to schedule two appointments since you haven’t been seen for over a year. We want the provider to be fully aware of any new oncoming issues. The first appointment is to get everything updated with your provider, and the second is for your Annual Wellness Visit. Make sure you attend the first appointment to get everything updated again.”

Additional Notes

• Be sure to document both appointments clearly in the system.

• Add notes regarding the reason for the two appointments.

Important Provider-Specific Rules:

✅ MAWVs with Hannah Espera:

• Hannah Espera will only perform MAWVs for her own patients.

• Do not schedule patients assigned to other providers into her MAWV slots.

🚫 Do Not Change Appointment Types for Hannah Espera

• Please do not modify any appointment types or slot functions within Hannah Espera’s schedule.

⏰ Hannah Espera’s In-Person AA Appointment Times

• Hannah has dedicated AA (Adult Annual) in-person slots built into her template.

• These take place at:

  • 9:40 AM

  • 10:00 AM

  • 10:40 AM

  • 2:00 PM

➡️ Use these specific times only for MAWV or AA visits, and do not alter them or assign other types of appointments to these slots.

⚠️ Afternoon Telemed Policy

• Hannah Espera will be telemed-only from 2:20 PM – 5:00 PM

• She will reassess her schedule at that time.

If you see an in-person slot after 2:20 PM:

• Do NOT schedule any in-person visits during that time.

• Please notify Desiree.

Even if the system appears to allow it, you are not permitted to schedule in-person visits after 2:20 PM under any circumstance.