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Summary of after hours request process for VA Birmingham:
1) Fill out the Form 10-5345 with callback info and patient info
2) Fax the form to 205-933-3847 (updated number as of 7/1/21)
3) Call the Administrator on Duty at 205-933-4462 to make them aware of the fax request.
Hello all,
Please see attached for VA Form 10-5345. It is their official Release of Information form, which we will need to use for after hour requests through the hospital administrator. I have had interactive fields added to the form, so you should be able to enter everything before printing it for your patient. Please note that this form requires a patient signature. Again, this is strictly for after hour requests going through the Administrator On Duty. The form is located in the shared drive under TOC. Please let me know if you have any issues regarding this.
Thanks
Erik
-----Original Message-----
From: Erik Roberts [mailto:erik.roberts@hhsys.org]
Sent: Friday, October 02, 2020 6:04 PM
To: tocpharmsupport@hhsys.org
Subject: RE: After-Hours VA
Hello again all,
The administrator we spoke with this evening was kind enough to provide us a direct number to circumvent the phone tree/operator. The direct number is
205-933-4462. I will request that we have this added to our phone lists as well for future reference.
Please continue to update me with any optimizations to this process.
Thanks
Erik
-----Original Message-----
From: Erik Roberts [mailto:erik.roberts@hhsys.org]
Sent: Tuesday, September 22, 2020 12:08 PM
To: Pharmacy TOC
Subject: FW: After-Hours VA
Hi all,
Please see below for a compilation of the process on obtaining VA fill history after hours. I will make an effort to mention this in huddles. As you use these processes, please keep me informed with any feedback and let me know if any issues arise (excessively long wait times, difficulties reaching AOD, etc.). Huge thanks to Alesha, Eric, and Julie for discovering this information and putting it together.
Thanks
Erik
-----Original Message-----
From: Julie Jacob [mailto:julie.jacob@hhsys.org]
Sent: Tuesday, September 15, 2020 10:34 PM
To: Erik Roberts
Subject: After-Hours VA
Just a round-up of the info that Eric and Alesha discovered a few months ago, with some notes after making use of the resource:
1) Call 205-939-4580. There will be a lengthy recording to sit through. It will ask for pt's SSN. Do nothing, and it will ring through to the operator.
2) Ask for the AOD office (Administrator on Duty). Explain what you need (most are familiar with us by now). They will usually verify the fax # and might remind you that you need the release form with the last four.
3) Fax the usual VA request. Make sure to adjust the phone/fax numbers and sign. Fax to 205-933-3847 (updated number as of 7/1/21).
4) Wait.
- You may get hung up at step one. If call volume is high, after the long recording, another recording will come on and ask you to call back later. Just try again later as you are able.
- If you have additional questions after following this procedure, the inpatient pharmacy can be reached at 205-939-6107. They can answer questions, but only after the other paperwork has gone through.