A: This is an excellent question, as the clinical requirements for ophthalmic hierarchical condition category (HCC) codes must be performed by an eye care provider. Therefore, to improve their Star ratings with the Healthcare Effectiveness Data and Information Set, or HEDIS, measures, primary care providers (PCPs) and other medical professionals need eye care providers. Additionally, eye care providers should consider the personal and professional fulfillment from helping diabetic patients. I suggest you follow these six steps to work with PCPs to manage diabetic patients:

1 FIND PCPS IN YOUR AREA

I recommend casting a wide net to find PCPs in your area, so you can increase the likelihood of helping the most patients. To accomplish this, with the help of staff, locate all your local PCPs via an online search, using the keywords “primary care physician” and your zip code.

Place the list of PCPs on a spreadsheet to keep track of your correspondence/work with them. You can even create a Google map for your team to help them with outreach, directions, hours of operation, etc. (Once you’ve done this, consider expanding your list to physicians in urgent care and dialysis centers.)

2 DEVELOP AN INTRODUCTION LETTER

You want to let your local PCPs know you are nearby and available to offer specific services to their diabetic patients that will enhance their care and those doctors’ Star ratings.

For example, “I employ fundus photography, SD-OCT, OCT-A and scanning laser ophthalmoscopy, among other diagnostic devices, that can aid you in the management of your diabetic patients.”

In mentioning the diagnostic devices you employ, I suggest you also explain, how, specifically, these devices can help, as PCPs may not be familiar with them. (For a full list of diagnostic devices for diabetes and descriptions of their value, visit bit.ly/3jsy0ly .)

Additionally, I recommend you detail when the PCP’s patients should expect to receive an open appointment, the practice’s hours of operation, the insurances accepted and how and when the findings of the exam will be communicated.

For the latter, I suggest providing an example of the report the practice will be sending to the medical professional’s practice after the visit with their diabetic patient.

Finally, I recommend you include a separate sheet, almost like a brochure, that briefly introduces the practice and has photos of the practice, the doctors and diagnostic devices for diabetes, as well as positive quotes from patients about the practice to further cement the fact that the PCP’s patients will be in good hands with you and your practice.

3 INVITE PCPS FOR A VISIT

Another way to show your local PCPs that you can help them with their diabetic patients and, therefore, establish a referral relationship with them, is to invite them to visit your practice. I suggest inviting them for a tour of your practice during which you show them your technology: “This is our spectral domain optical coherence tomographer, or SD-OCT. It obtains scans of the eye, enabling me to spot diabetic macular edema at its earliest stage. Would you like to see how it works?”

Further, you could offer to do a lunch and learn for the practice, during which you educate its staff about the importance of a complete eye health evaluation and the ocular complications that can occur from diabetes.

4 APPOINT SOMEONE TO HANDLE PCP OUTREACH

Handling the administrative back and forth involved in forging relationships with PCPs, as it relates to diabetes, is best handled by the practice’s referral specialist/scheduling coordinator, as you will be entrenched in exams and follow-up visits. I suggest charging this point person with sending the introduction letters, watching over/updating the spreadsheet and confirming the receipt of exam findings and such.

I recommend having your point person visit the PCP’s office. (Call ahead to confirm both the doctor and referral specialist/scheduling coordinator will be available.) Your coordinator should leave their own business cards with the PCP’s referral specialist/scheduling coordinator for their easy access. Your coordinator should also bring a basket of treats and something separate and equally memorable for the referral specialist/scheduling coordinator. Making a good first impression can keep your practice top of mind when diabetes patients present.

5 ACQUIRE REFERRAL PADS

Referral pads emblazoned with your practice’s name and contact information can work as effective marketing tools, while also educating PCPs on your findings. As a result, I suggest ordering such pads and when following up with the patient’s PCP, have your PCP point person give one to the patient and place one on top of all pertinent test results for the PCP.

6 MAINTAIN THE CONNECTION

To keep the relationship with the PCPs going, schedule your PCP point person to visit their counterparts once a quarter, always bringing that basket of treats, something separate for the referral specialist/scheduling coordinator, referral pads and a “thank you for the referrals” letter, emphasizing what a blessing it is for these patients to have these checkups, as recommended by the American Diabetes Association. (If your practice adds new equipment, new staff or has any insurance changes, the PCP outreach point person should contact the PCPs immediately to keep the channels of communication open and, thus, reinforce why your practice is a valued partner in the diabetic patient’s care.)

It may take time to develop these relationships, but the commitment is worth the investment. OM

In following the above action steps, it is recommended CDC guidelines be followed for safety during the COVID-19 pandemic. Visit cdc.gov/coronavirus/2019-ncov/hcp/guidance-hcf.html .

DR. LANDSAW practices at Landsaw Eyecare, your Vision Source. He atttended the Southern College of Optometry, receiving the Outstanding Clinician Award. Disclosures include MacuLogix, Bausch + Lomb, Alcon, MacuHealth.