How To Prepare for an Introduction - Healthcare Organizations

During the introductory meeting, the Administrator and Physician should discuss and confirm the following components of the Collaborating Physician arrangement.

1. Clinical Information

Make sure the physician’s specialty and certifications align with the practice's clinical needs, assess any special requirements or limitations for the APPs involved, and clarify patient types and services provided to evaluate the physician’s comfort and suitability for supervision.

• Confirm the Physician’s specialty and/or board certifications aligns w/ the needs of the practice.
• Does this collaboration include any new graduate practitioners that will need additional support?
• Does this practice require specific training or certifications that the APPs have obtained?
• Are there any limitations or restrictions to the APPs scope of practice that the Physician should be aware of?
• Ask additional questions about the type of patients seen and services provided to assess physician's comfort with supervision.

• Patient Population:
  • Type
  • Volume
• Services Provided:
  • Telehealth
  • In office
  • Home Health
  • Procedures
• Prescriptions
  • Prescribing or no prescribing for this collaboration?
    • Controlled substances: Types of prescriptions and prescription volume (Average number of prescriptions per day, per practitioner)
    • Non-controlled substances
• If the Physician is required to sign off on prescriptions or referrals, what is the expected frequency of sign off (e.g. daily, three times per week, once per week?

2. Basic Expectations, Documentation, and Communication Preferences

Clarify collaboration expectations, designate key contacts, establish preferred communication methods and frequency (including urgent protocols), confirm meeting cadence, and align on chart review requirements and access procedures across involved states.

General

• Are there any specific needs or expectations for this collaboration?
• Who is the Enterprise contact if the Physician has questions about chart review access or completion?

Communication

Determine the method and frequency of communication preferred by all parties.

• Preferred method for regular communication: 
  • Phone call
  • Text message
  • Zivian chat in the Platform
  • Secure app
  • Confirm logins and phone numbers
• What is the expected frequency of communication/availability?
• Is there a different method for urgent versus standard communication?
• How often is a meeting required? How often is a meeting preferred?
• What is the chosen meeting forum?

3. Emergency Planning and Contingencies

Establish standard operating procedures for managing emergencies in both virtual and in-person settings, ensuring all parties understand their roles and response protocols.

• What is the SOP for handling emergencies or unexpected situations during virtual care?

• What is the SOP for in person emergencies or situations that require immediate attention?