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New Patient Orientation Packet

WHAT IS IT?
Beginning in the fourth quarter of 2000, new ESRD patients were sent a package of orientation materials. This was accomplished through a collaborative effort between the Networks, the Centers for Medicare & Medicaid Services (CMS), renal community members (i.e. AAKP and NKF), and the Forum Clearinghouse. The project is in its third year. Packet contents include:

• A Medicare beneficiary letter from the CMS administrator
• A letter from the patient's Network Executive Director
• "Medicare Coverage of Kidney Dialysis and Kidney Transplant Services" (CMS booklet)
• "Preparing for Emergencies: A Guide for People on Dialysis" (CMS booklet)
• "You Can Live" (CMS booklet)
• "The Voice, The Home, The Hope" (National Kidney Foundation (NKF) brochure)
• "AAKP Resources" (American Association of Kidney Patients (AAKP) Brochure)
• "Dialysis Facility Compare" (CMS Brochure)

WHO RECEIVES IT?
All new ESRD patients receive the packet. When a new patient arrives at a dialysis facility, a form called the CMS 2728 form is completed by facility staff for the patient and submitted to the appropriate ESRD Network office. The ESRD New Patient Orientation Packet will be mailed to the patient the month after the Network receives the CMS 2728 form. In 2003, a total of 94,485 new patient orientation packets were distributed.

When the packet contents are revised, usually on an annual basis, a copy of the packet is also sent to the social worker at each dialysis facility. This copy should be retained by the facility, as all new patients will be mailed their own packet at the address provided on the CMS 2728 form.

WHEN DO NEW PATIENTS RECEIVE THEIR PACKETS?
Packets are mailed to new patients the month after their CMS 2728 form is received in the Network office.

WHAT DO THE PACKETS LOOK LIKE?
Packets are sent to patients via bulk mail. The large manila envelope bears the words "Important Healthcare Information Enclosed" and uses "ESRD Network Coordinating Center" in its return address.

WHY HAVEN'T I RECEIVED MY PACKET?
Packets cannot be distributed to patients until a completed CMS 2728 form is received by the Network. Incorrect forms will cause delays in patients receiving their packets. Errors in patient addresses, such as incorrect apartment numbers or zip codes, are common reasons for packets not being received. New Patient Orientation Packets are re-sent to patients whose original mailing packet is returned and for whom an updated address can be identified.

IS THE PACKET AVAILABLE IN SPANISH?
Currently, only the CMS booklet "Preparing for Emergencies: A Guide for People on Dialysis" is available in Spanish. To request the Spanish version of this booklet, contact your local ESRD Network.

Links:
CMS: http://www.cms.hhs.gov/

NEW PATIENT ORIENTATION PACKETS

Project Year 6

Project Year 7 to date

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This material was prepared by IPRO, the Medicare Quality Improvement Organization for New York State, under contract with the Centers for Medicare & Medicaid Services (CMS), an agency of the U.S. Department of Health and Human Services. The contents presented do not necessarily reflect CMS policy.