Vaccinating a patient - and VaxCare's Risk Free Guarantee - both start with checking your patients into our system. The great news is that the integration between VaxCare and Meditech does the work of adding patients to the VaxCare system, which we call the VaxCare Scheduler, for you! 

This means your role is simply to check patient eligibility in VaxCare before vaccinating.

Because Meditech does not send updated demographic and insurance information until the patient checks in for their appointment, we recommend checking the VaxCare Scheduler as soon as the patient checks in and fixing any patient information that is not correct. Around here, we like to call this process "getting our patients to GREEN!"

After the patient has checked in, open the VaxCare Scheduler. All patients scheduled through Meditech will show up automatically under the date and location listed for their appointment.

Choosing a Date and Location on the Scheduler

To begin, choose the correct date and location at the top of the Scheduler.

Once you've selected the correct date and location, the list of patients for that date and location will appear on the screen. You can see that the VaxCare Scheduler automatically sorts patients into two categories: Action Required (red eligibility icons) and Scheduling Complete (green eligibility icons). 

Scheduling Complete: Green Eligibility Icons

Just like the fictional Scheduler above, most of your patients will have a green icon, will move to the Scheduling Complete section automatically, and will require no further action. For example, both Mr. and Mrs. Eligible returned a green check. If you click on their Eligibility Icon, the system shows they are Risk Free, meaning they are ready to be vaccinated! 

A green triangle generally means that the patient is Eligible, but they have limited vaccine coverage, like a Medicare B patient only having insurance coverage for flu, Pneumovax, and Prevnar. That’s why it’s always important to click on and read each Eligibility response until you are familiar with the responses the system is giving you.

If any patient in the Scheduling Complete section shows a red dollar sign, this means you can vaccinate the patient, but in order for the vaccines to be financially Risk Free for your practice, you must collect the information requested. For non-Medicare patients, the red dollar sign is an indication that your patient has a high deductible plan and vaccine coverage cannot be verified, so the pop-up will prompt you to enter a method of payment in case the patient has some financial responsibility.

Patients with Medicare D

For Medicare D patients, the red dollar sign indicates that the patient has additional vaccines available to the patient through their Part D coverage. Let's take a quick look at the Medicare D process.

If you have a patient who is 64 or older, VaxCare will present a Med D icon in the patient responsibility column.

To run a successful Med D eligibility check, you must provide a valid social security number. The patient will almost always have a copay. This copay must be collected by entering a credit or debit card, which will be charged within 48 hours from administration of the patient's vaccine(s). We cannot accept cash copays for Medicare vaccines. This means that any patient who is receiving a vaccine under Medicare D must have a method of payment entered into the Med D pop-up on the VaxCare Scheduler.

Once you enter this payment information, your Med D icon will have a green check mark, ensuring that your patient's check-in is Risk Free.  

If your patient is not eligible or if the patient has already received TDAP and Zoster, the vaccines will not show up in the list of covered vaccines, and you will see a red X appear next to the Med D icon.

Once you have confirmed Med D eligibility and entered the patient's copay information, click on the printer icon to the left of the patient's name to print their consent form. Have the patient sign the consent form before vaccine administration. 

It is a CMS (Centers for Medicare and Medicaid Services) requirement to capture patient signature for any doses administered to a Medicare D patient. Therefore, VaxCare requires a copy of the signed VaxCare Consent Form for any Med D patient receiving TDAP or Zoster through VaxCare.

Once the patient's vaccines have been administered, upload the patient's consent form using the consent upload tool on the Portal. 

VaxCare will not submit the Med D claim to Medicare until after the signed consent form has been faxed. If we do not receive the signed consent form after 25 days, VaxCare will charge back to you the cost of the Med D vaccine.

Action Required: Red Eligibility Responses

For patients in the action required section, where the icons are RED, simply click on the Eligibility Icon and follow the prompts provided in order to get the patient to green. Remember that our Risk Free Guarantee is here to help you, and a Not Eligible response just means that something is wrong with the information provided.

In this case, our patient’s member ID is expired. We’ll simply update the patient’s insurance information in Meditech upon patient check-in. 

This new information will be sent to VaxCare as soon as you save it in Meditech. The insurance eligibility will rerun in VaxCare automatically, and the eligibility icon will turn from a red X to a green check. Our patient will move to the Scheduling Complete section, and they’ll be ready to go!

Let's Review

Always check the VaxCare Scheduler before vaccinating. 

Always click on the Eligibility icon if you are unsure what a response means or how you can correct the issue the system has identified.

Always make changes to patient demographic or insurance information in Meditech. This information will be automatically sent to VaxCare.

What should you do if the patient you are checking in shows a Red X (“Not Eligible”) under the Eligibility column?

Have a question? Click on the blue Intercom bubble to message our team. Or email us at We love to help!

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