SNF Partnership Onboarding Packet Template for Mobile Wound Care

Overview

This operational document provides SNF partners with standardized processes for launching reliable wound care partnerships. The packet encompasses service scope, referral workflows, clinical protocols, compliance requirements, and performance metrics to ensure coordinated care delivery.

Partnership Summary Sheet

Essential contact information and service parameters are documented upfront:

• SNF facility details and key personnel (Administrator, Director of Nursing, Wound Nurse Lead)
• Medipyxis partnership and clinical operations contacts
• Services offered (evaluations, debridement, NPWT, compression, education, quality reporting)
• Operating model selection (scheduled rounds, referral-based, or hybrid)
• Coverage expectations and urgent care SLAs

Roles & Responsibilities (RACI Framework)

Medipyxis delivers:

• Qualified clinicians to assess and treat wounds within scope
• Bill-ready documentation with visit notes
• Clear clinical communication and dressing orders
• Professional liability coverage and compliance maintenance

SNF provides:

• Timely resident identification and referrals
• Complete clinical background, medication lists, and wound history
• Resident availability and onsite support
• Infection control compliance and condition monitoring

Shared accountability includes care plan alignment, escalation protocols, and closed-loop communication on treatment changes.

Contracting & Compliance

Required agreements and validations:

• Service Agreement/MSA
• Business Associate Agreement (BAA)
• Insurance proof and tax documentation
• Facility-specific vendor onboarding
• HIPAA privacy confirmation and consent processes
• Incident reporting protocols

Referral & Intake Workflow

Minimum Information to Schedule

• Resident demographics (name, DOB, location)
• Primary payer/insurance
• Referral reason and wound location
• SNF contact person

Preferred Minimum to Treat

Recent wound documentation, medication list, allergies, current dressing regimen, infection history, and vascular assessment data when available.

SLA Targets

• Routine referrals: Outreach/scheduling within 1 business day
• Urgent: Outreach within 4 business hours
• STAT concerns: Immediate clinical escalation

Scheduling & Visit-Day Operations

Rounds model: Scheduled day/time with resident list provided by agreed deadline.

Referral-based model: Confirmation of appointment windows with advance SNF notification.

Day-of checklist ensures resident readiness, supply availability, isolation protocols, and point-of-care staff coordination for safe, efficient visits.

Orders, Documentation & Dressing Plans

Three order model options defined:

1. SNF provider writes orders (Medipyxis recommends)
2. Medipyxis provider writes orders (if credentialed)
3. Hybrid approach with defined boundaries

Documentation delivery within 24 hours for routine, same day for urgent findings.

Standard dressing plans must include wound location/type, cleansing method, primary/secondary dressings, change frequency, offloading instructions, infection monitoring, and escalation triggers.

Clinical Escalation Pathways

Red flags requiring same-day contact:

• Fever with wound concern
• Rapidly increasing erythema or swelling
• Spreading necrosis
• Purulent drainage with systemic symptoms
• Suspected osteomyelitis
• Limb threat signs (rest pain, cool/pale limb, absent pulses)

Supplies & Advanced Products Governance

Models clarified for:

• Standard wound dressing provision (SNF vs. Medipyxis)
• NPWT/DME supplier relationships and authorization workflows
• Advanced product (CTP/skin substitute) utilization governed by payer policy + clinical criteria
• Ordering, traceability, and approval workflows

Billing & Financial Boundaries

Clear delineation of who bills what:

• Medipyxis bills professional services
• SNF bills facility services
• Supplies and advanced products assigned by model
• SNF receives insurance verification, authorization support, and denial feedback

Training & Enablement

Topics include referral processes, resident preparation, dressing interpretation, escalation recognition, documentation exchange, and equipment-specific workflows (NPWT, advanced products).

Training format options: 30-minute kickoff, 60-minute deep dive, recorded modules, or monthly touchpoints.

Go-Live Checklist (Three Phases)

Pre-launch requirements: Signed agreements, facility access, tested communication channels, confirmed contacts, scheduled rounds, posted escalation trees, supply/billing clarity, staff training completion.

Go-live week: Timely resident list delivery, first rounds completion, note delivery within SLA, issues tracking, daily check-ins.

Post-launch (2-4 weeks): KPI review, workflow adjustments, referral quality tuning, SLA performance validation.

KPIs & Governance Cadence

Operational Metrics

• Referral completeness rate
• Time from referral to first visit
• On-time rounds initiation
• Visit note delivery compliance
• Escalation response time

Clinical Aggregate Measures

• Wound improvement trends
• Infection escalations/hospital transfers
• NPWT outcomes

Revenue Integrity

• Denial rates
• Bill-ready completion
• Authorization cycle time

Cadence: Weekly check-ins weeks 1-2, biweekly months 1-3, quarterly business reviews thereafter.

30/60/90 Expansion Plan

Days 1-30: Stabilize workflow, achieve referral completeness targets, establish predictable rounds, reduce cancellations.

Days 31-60: Optimize resident list accuracy, improve dressing compliance, add advanced therapy workflows, establish issues resolution cadence.

Days 61-90: Scale to additional units, implement QI reporting, refresh staff training, expand scope where appropriate.

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