For Referrals: FAQ
Aren't all panels the same?
I've been offered premium service by several panels for a higher fee schedule.
What does this mean?
What makes your reports different?
What if the records have not arrived in your office prior to the evaluation?
What is your policy regarding fees?
Are separate examinations necessary if there is more than one claim?
How long does it take you to mail a report?
Can I get a verbal report from the examiner(s)?
If the report isn't signed or otherwise ready, may a draft be obtained?
Who can obtain a copy of the report?
How are studies handled?
How do I request a test be completed in conjunction with an examination?
How do I request an addendum?
What if I find a discrepancy or something that requires clarification in a report?
What if an examinee has a complaint?
Do all the physicians see the examinee at one time?
Q: Aren’t all panels the same?
A: No. Standards vary widely. Since 1992, The State of Washington Department of Labor & Industries has allowed anyone who wished to open a panel to do so, without enforcing standards. Therefore, there are huge differences in experience, quality and integrity. Please review the "about us" section of this web site for more details about what separates us from the "panel mills" and "IME brokers."
The growth of national "IME" brokers and vendors has had the unfortunate result of not only reducing the overall quality of reports but the fostering of insidious and improper relationships between these brokers and vendors and referral sources. This places the integrity, fairness, and quality of the final report into jeopardy and ultimately is compromising the entire process.
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Q: I've been offered premium service by several panels for a higher fee schedule. What does this mean?
A: Honestly? Not a thing. A large number of firms, both national and local, believe that they should be allowed to charge whatever "the market will bear" for evaluations. So far, they have been permitted to do this. However, please remember, it is not only your right, it is the law, that only the State of Washington Department of Labor & Industries fee schedule be charged for all examinations of injured workers in Washington, whether self-insured, TPA, or State Fund.
You should also know that these higher fees paid to those panels are not passed along to the physicians. We pay the highest fees to physicians of all panel providers in the state while still obeying the law; if you think "you’re getting what you pay for" by paying more, think again; your additional fees are certainly not being passed on to the physician. What you should ask is just what ARE you paying for?
"Priority scheduling" or "premium service" is a marketing gimmick, at best. It is not necessary to offer "free faxing," "fast report turnaround," or "priority scheduling." These are services you should expect for the regular fee schedule (you will always get them from us!).
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Q: What makes your reports different?
A: Our reports are solely the work product of our physicians.
This is a medical, not a clerical operation. Our physicians review the record, interview the examinee and conduct a physical examination based in their specialty, dictate the entirety report, and review it after transcription. Claims managers address their questions or concerns to the examining physicians or to our Medical Director, Richard E. Marks, M.D.
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Q: What if the records have not arrived in your office prior to the evaluation?
A: Examinee records are reviewed in their entirety by the examining physicians in our offices, not by a clerk or other individual who completes a "summary" for the physicians to skim in lieu of a thorough, direct record review. Therefore, it is imperative that all records arrive for processing at least ten (10) working days prior to the examination.
The quality of the evaluation process rests on complete, accurate records. We will not ask our physicians to see the examinee without records. We sort, remove duplicates, and research missing records, all for no extra fee; but this takes time; the more time you give us with the file, the more complete the record review and thorough the final report. We can accept records by fax, email, or U.S. Mail. Please be sure to send all records (no matter in which office the examination will take place) to:
Central Seattle Panel of Consultants, Inc.
1001 Broadway Suite 200
Seattle, Washington 98122-4381
or: Records@PanelofConsultants.com
or: 206-343-9364 (facsimile)
If the records have not arrived by the processing deadline, we will contact you to move the appointment ahead.
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Q: What is your policy regarding fees?
A: We strictly adhere to the Washington State Department of Labor & Industries fee schedule for all State of Washington, Department of Labor and Industries covered evaluations. (This includes, by law, self-insurers and Third Party Administrators.)
The fee schedule is available online at:
http://www.lni.wa.gov/ClaimsIns/Files/ProviderPay/FeeSchedules/2006FS/Broadband/MarfsAll.pdf
The Independent Medical Evaluation Schedule begins on page 93. If you have any questions regarding how the schedule works, or have trouble understanding any of the details, you are welcome to contact us, or Carol Britton, RN, BSN, MBA, in the IME Quality Assurance Provider Review and Education Unit of the State of Washington Department of Labor and Industries at 360-902-6818.
Our fee schedules for other products and services, including Peer Review, Utilization Review, Blue Ribbon Panels, Longshore Evaluations, Medical-legal, and out-of-state injury evaluations can be obtained by contacting Reginald Pinckney at 800-207-2635 or by email at Reginald@PanelofConsultants.com.
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Q: Are separate examinations necessary if there is more than one claim?
A: Possibly. If the injuries are to different parts of the body and require a completely separate history and evaluation (especially if they are complex), or if one claim is for closing/rating and another for reopening, then, yes, they should be conducted as separate examinations. Separate reports and billing will be generated, even if the examinations are completed on the same day.
If the injuries were similar, or to related parts of the body, it is possible they could be addressed in the same report. Call and discuss the situation with our Medical Director.
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Q: How long does it take you to mail a report?
A: The vast majority of our reports are in the mail seven days after the examination. In some cases, as when studies are ordered (see below) or a large number of specialists are involved, there may be a delay in the report being mailed. If your report is NOT mailed on the seventh day after the examination, we will call to keep you informed as to the status of the report and a projected mailing date. However, we will never compromise quality for speed. If you have questions about the status of a report, email our assistance desk at assist@PanelofConsultants.com.
We strongly encourage you to choose our green option; accepting the final report by secure email. Contact our mailing desk mailing@PanelofConsultants.com to request the final report by email.
Of course, same day turn-around (where you may obtain the report by fax, messenger, or email the day of the examination) is available under certain conditions, with prior arrangement. Please call our scheduling desk at 206-622-7728 for details.
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Q: Can I get a verbal report from the examiner(s)?
A: Of course. The best way to ensure the examining physicians handle your request promptly is to include your request in the list of questions the physicians are to address. Please be sure to include your name and phone number and we will call to schedule an approximate time for them to contact you. If you prefer that the physician(s) leave a voice message, please make sure you outline which issues you wish to have addressed.
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Q: If the report isn’t signed or otherwise ready, may a draft be obtained?
A: Some of our physicians permit this. Contact us with your request at assist@PanelOfConsultants.com. However, please understand the draft is not final and is subject to change depending on many factors, including pending studies, additional requested records, typographical errors and other elements that will be subject to the physician’s final review and possible change prior to signature.
The draft of a report is not the starting point for a discussion; merely a courtesy showing where the report is during the finalizing process.
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Q: Who can obtain a copy of the report?
A: The referral source and those persons or entities authorized by the claims manager in writing may obtain a copy of the report. HIPAA compliance will not allow release of any records without written authorization.
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Q: How are studies handled?
A: If the results of studies cannot be obtained for inclusion with the report prior to mailing and the conclusions are not dependent upon the results of the studies, then they are addressed by addendum when they arrive for the physicians’ review.
If, however, your questions cannot be fully answered without the results of the studies, the report will be held, unless you request otherwise, until the results of the studies are available. You will be kept informed regarding the status of any report we are holding for studies. Please let us know your preference for updates by contacting assist@PanelOfConsultants.com.
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Q: How do I request a test be completed in conjunction with an examination?
A: Please indicate this request in your assignment letter. If, for any reason, we are unable to fulfill your request, we will contact you immediately.
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Q: How do I request an addendum?
A: Please submit your questions, in writing, by U.S. Mail, fax or email us at records@PanelOfConsultants.com. Be sure to request a "read receipt" if you send by email to comply with HIPAA guidelines.
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Q: What if I find a discrepancy or something that requires clarification in a report?
A: We strive to ensure that every report is error-free. However, mistakes can occur. Should you discover a problem, of any kind in one of our reports, please fax or mail us a written request for clarification or correction. We cannot make changes to the original report, as this is a violation of both State and Federal law. We can, however, submit an addendum of correction or clarification at the request of the referral source.
However, we cannot submit an addendum without a specific, written request from the referral source. Please submit your detailed request for clarification or correction. We will respond at the earliest possible opportunity. Addendum requests for clarification or correction are never billable.
Only the referral, no one else, may request an addendum for any reason. Any requests from any other party will be forwarded to the referral source and not addressed.
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Q: What if an examinee has a complaint?
A: If an examinee has a complaint regarding the evaluation or the findings, please forward a copy of their letter to us. We will ask the physicians who performed the evaluation to respond. Should the complaint focus on any other aspect of their experience with us, please send a copy of the complaint to our Medical Director, Richard Marks, M.D., for response.
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Q: Do all the physicians see the examinee at one time?
A: All physicians available in the main office review the records, are present during the taking of the history, and observe the physical examinations. While the psychiatrist observes the physical examination and history, only the psychiatrist and examinee are involved in the psychiatric interview.
Physicians whose examinations require specialized equipment (ophthalmology, otolaryngology, urology, etc.) conduct examinations in their private offices.
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