Enroll a patient
How to enroll a patient in RPM: demographics, insurance, consent, eligibility, and the 99453 setup billing trigger.
Enrolling a patient takes about 10 minutes when done in person at a visit. Most clinics fold it into the rooming workflow: an MA captures demographics and insurance while the patient is being checked in, the provider confirms the diagnosis and signs the order, and the device is handed to the patient before they leave.
Before you start
Make sure these prerequisites are in place:
- The patient's insurance is on file and active (Vantrexia prefers a verified primary policy).
- A supervising provider with an MD credential is in your Settings -> Team. The patient must be assigned to a real, billable doctor.
- The patient has a chronic condition documented in their chart that supports RPM (HTN, CHF, T2DM, COPD, etc.).
- Your tenant has a signed BAA. Enrollment is blocked otherwise.
1. Open the enrollment form
From the staff portal, go to Patients -> Add patient. The form is split into Basic Information, Provider Assignment, Contact Information, and (collapsible) Address Information.
2. Capture demographics
Enter First name and Last name as they appear on the patient's insurance card. These fields are required.
Enter Date of birth. Vantrexia will reject future dates and dates before 1900.
Pick a Gender: Male, Female, Other, or Unknown. This is the administrative gender used on claims; clinical sex (birth sex) is captured separately if needed for risk scoring.
The MRN field is optional. Leave it blank and Vantrexia will auto-generate a stable MRN for you. If your practice already uses its own MRN scheme (e.g., from your EHR), enter it here so records line up.
3. Assign a provider
Under Provider Assignment, pick the supervising MD from the dropdown. Only providers with active MD credentials in your tenant appear here. That's because RPM CPT codes require a billable physician of record.
If the dropdown is empty, no MD has been added to your team yet. Add one under Settings -> Team -> Providers before continuing.
4. Add contact information
Enter the patient's Phone number (used for triage outreach and optional SMS reading reminders) and Email address (used for appointment-style reminders, never for PHI). Both are optional but strongly recommended. Your nurse will be calling this number.
Expand Show Address Information to add the home address, which appears on the patient's claim and on shipping labels for replacement devices.
5. Add insurance
After saving the demographics step, you'll land on the patient detail page. Open the Insurance tab and click Add insurance.
Pick a Coverage type: Primary, Secondary, or Tertiary.
Search the Payer field by name (e.g., "Aetna", "Medicare Part B"). Vantrexia maintains a payer list with the right claim-routing metadata pre-populated.
Enter the Member ID, Group number (if applicable), Effective date, and End date (leave blank if open-ended).
Click Save. Vantrexia will run an eligibility check in the background and flag any issues on the patient's profile.
6. Add the diagnosis
Open the Diagnoses tab on the patient profile and click Add
diagnosis. Enter the ICD-10 code that justifies monitoring: for
example, I10 for essential hypertension, E11.9 for type 2 diabetes
without complications, I50.9 for unspecified heart failure.
Vantrexia validates this against its CPT-to-diagnosis mapping. If you later try to bill 99454 / 99457 against a diagnosis that isn't a recognized RPM indication, the Billing screen will surface the mismatch before the claim goes out.
7. Capture RPM consent
Open the Consent tab and click Record consent.
Choose how consent was obtained: Verbal (acceptable for Medicare since 2020) or Written.
Pick the staff member who obtained it, usually you.
Confirm the patient acknowledged: (a) what RPM is, (b) the 20% Medicare coinsurance that may apply, (c) that they can opt out at any time.
Click Save. Vantrexia timestamps the consent and starts the 99453 setup-time timer.
CPT 99453 ("initial setup and patient education on equipment") is billed once per RPM episode. Vantrexia automatically marks it ready-to-bill once consent is recorded and the patient has taken their first valid reading on the assigned device.
8. Pair a device
Final step: hand the patient a device and pair it.
From the patient profile, open the Devices tab and click Assign device.
Pick an unassigned device from your inventory. Confirm.
Ask the patient to take a reading right now. It should appear in the Readings tab within about a minute.
The patient is now enrolled. Their tile will appear on the Triage dashboard the next time a reading lands outside their thresholds. And their setup time will roll into your next billing batch as 99453.