Your first week
A day-by-day checklist that takes a brand-new clinic from invite to first signed RPM claim.
This is the pragmatic, do-this-in-this-order plan we recommend to every new Vantrexia practice. It assumes your tenant is provisioned, your BAA is signed, and your practice profile is configured. If not, finish account setup first.
Day 1: Invite your team
Don't try to do this alone. You'll want at least one MA or front-desk person and one nurse or care manager involved before you enroll a patient.
From Settings -> Team -> Invite member, send invitations to the people who will run RPM day to day.
Assign roles thoughtfully: Provider for any clinician who will review escalations or sign claims, Nurse / Care Manager for triage staff, MA / Front desk for enrollment.
Once teammates accept their invites, ask them to log in and confirm they can see the Patients, Triage, and Devices tabs in the sidebar.
Day 2: Set practice-wide thresholds
Before patients start streaming readings, decide what counts as "out of range" for your population. Open Settings -> Vital thresholds.
Vantrexia ships with two built-in profiles (Standard and Senior (75+)) and reasonable defaults for each. Most clinics keep the defaults on day one and tune individual patients later. The defaults are:
| Vital | Standard | Senior (75+) |
|---|---|---|
| Systolic BP | 90–150 mmHg | 90–150 mmHg |
| Diastolic BP | 60–90 mmHg | 60–90 mmHg |
| Pulse | 50–120 bpm | 50–100 bpm |
| Glucose | 70–180 mg/dL | 60–140 mg/dL |
| SpO2 | ≥ 90% | ≥ 92% |
| Weight change | 2 kg / 7 days | 3 lbs / 24 hrs |
These are practice-wide defaults. Per-patient overrides always win. You'll set those during enrollment for any patient whose baseline doesn't match.
Day 3: Enroll a pilot patient
Pick one cooperative, tech-comfortable patient with a clear chronic diagnosis (HTN, CHF, T2DM). Walk them through enrollment in person so your team learns the workflow.
Open Patients -> Add patient. Fill in Demographics (first / last name, date of birth, gender) and assign a supervising Provider (MD): this is the doctor whose NPI will appear on claims.
Add Insurance. Primary at minimum, secondary if applicable. Vantrexia uses this for eligibility and billing routing.
Capture RPM consent: verbal is acceptable for Medicare; the portal records who obtained it, when, and how. This also starts the 99453 setup-time timer.
Add the ICD-10 diagnosis that justifies monitoring (e.g., I10 for essential hypertension). Vantrexia will warn you if the diagnosis isn't valid for the CPT codes you'll bill.
See Patients -> Enrollment for the full workflow.
Day 4: Pair a device
A cellular device works out of the box: no Bluetooth, no Wi-Fi setup, no patient app required.
Open Devices -> Inventory and find an unassigned device. Click Assign.
Choose your pilot patient from the dropdown and confirm. The device's serial number is now bound to them.
Hand the device to the patient and ask them to take a reading on the spot. Within about 60 seconds, the reading should appear under Patients -> [Patient] -> Readings.
That confirmed reading is your proof that 99453 (initial setup and education) was performed.
Day 5: Tune thresholds for the pilot
Go to the patient's profile -> Thresholds tab. Compare the practice defaults against the patient's clinical baseline (their last few in-clinic readings, recent labs, current medication regimen) and override where appropriate.
Don't over-tune on day one. Looser thresholds in week one mean fewer spurious alerts while you and the patient learn each other's signal. Tighten them after two weeks of clean data.
Days 6–7: Triage your first reading and prepare to bill
By the end of week one, your pilot patient should have multiple readings on file, and possibly a first alert.
Open the Triage dashboard. Click an alert to see context (recent readings, thresholds, last contact).
Call the patient if appropriate. When you're done, click Resolve and choose a resolution reason (counseled, medication change, escalated to provider, etc.). Vantrexia logs the minutes spent. This is what counts toward 99457 (first 20 minutes) and 99458 (each additional 20).
At month-end, open Billing -> Claims. Patients who hit 16 device days will show a 99454 line; patients with 20+ documented minutes will show a 99457 line. Have a provider sign the batch, then export.
What "done" looks like
By the end of week one, a healthy first-week clinic has:
- 3+ team members onboarded and logging in
- Practice-wide thresholds reviewed
- 1 pilot patient enrolled with consent and diagnosis on file
- 1 device paired and streaming readings
- 1 alert triaged and resolved with documented time
- A first signed claim ready to export at month-end
You're now ready to roll the program out to the rest of your eligible panel. The rest of the provider docs walk through every ongoing workflow: enrollment, monitoring, devices, billing, and help.