Veteran Referral Process
Thank you for your interest in helping our veteran population through the CCN Community Care Network benefits.
VA Referral Documentation
Once an appointment is offered and accepted by the veteran, the VA representatives will send documentation to confirm the appointment. The most import information is highlighted below.
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. 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: 909-894-7906
Greater LA VAMC
Med Documentation and RFS Fax: 310-481-1166
San Francisco VAMC
Med Documentation and RFS Fax: 415-750-6691
Long Beach VAMC
Med Documentation and RFS Fax: 562-1827
Northern CA VAMC
Med Documentation and RFS Fax: 916-923-4997
As a reminder, the documentation required for the VA is attached to this Help Desk article.