Coordinating with Care Teams and Providers

Core Messages

• Insurance and care teams must talk. Clear communication prevents gaps and duplicate charges.
• Document everything. Keep a one-page care plan and a file of invoices and service notes.
• Be proactive about prior authorization. Some services require insurer pre-approval.

Care Plan Template

• Name and primary contact
• Primary medical conditions and medications
• Daily needs and preferred routines
• Services authorized by insurer
• Emergency contacts and escalation steps

Provider Communication Scripts

• To home-health agency: “We have an active LTC policy that covers X hours per week. Please send itemized care plans with dates and caregiver names so we can submit them to the insurer.”
• To assisted living administrator: “Can you provide a monthly invoice that separates room, care, and therapy charges? The insurer requires itemized billing for claims.”

Billing and Authorization Tips

• Request itemized invoices that separate care from room and board.
• Ask providers to note the service date, caregiver name, and tasks performed on each invoice.
• Keep a claims folder with copies of all communications, invoices, and insurer responses.