Welcome to the

Acadian Family

Table of Contents
1)
2)
3)
4)
5)
6)
7)
8)
9)

Welcome
Table of Contents
About Acadian Diagnostic Laboratory
Contact List
Ordering a Test
Collections/Trans
Patient Support
Reporting and Results
Billing

Table of Contents

Who to Contact if
How to Order a Test
Urine
Blood

A.
B.

How to Collect and Ship Specimens

Urine

A.
I.
II.
III.

Blood

B.
I.
II.
III.

Cup
Container
Resupply

Patients Results
A.
B.

Specimen Cup
Cup and Vacutainer
Resupply

Web Portal
Fax

Supplemental Information
A.
B.
C.

Educational Material
Risk Assessment and Planning
FAQ

Who to Contact if
!

Tommy Cardwell- Technical/ Instrumentation

" Tommy@acadianlab.com (225)448-5886

Ext: 1172
!

Denise Burns- Reporting/ QA/ Interpretation

" Denise@acadianlab.com (225)448-5886

Ext: 1164
!

Melissa LeBlanc- Shipping/Receiving/

Supplies/ New Account Setup
" Melissa@acadianlab.com (225) 448-5886

Ext: 1171
!

Burt Barrere- Comtron/ Barcoding/ IT

" Burt@acadianlab.com (225) 448-5886

Ext: 1168
!

Chris Denicola- Chromatography/ Research

" Chris@acadianlab.com (225) 448-5886

Ext: 1182
!

Cady Textor- Billing and Receivables

" Cady@acadianlab.com (225) 448-5886

Ext: 1170
!

Lindsey Byrd- Medical Records

" LindseyB@acadianlab.com (225) 448-5886

Ext: 1173

How to Order a Test

The next few pages will walk
you through how to submit a
test online via the Web portal
and how to properly complete
the paper Acadian Requisition.

Web Portal Login

Type the following address into
Microsoft Internet Explorer
Click
Here to
Login

Username
Password

Web Portal Test Order

Click Here

To Go Here

Enter Patient
information
here if already
entered into
the system.

Click here to enter NEW PATIENT information.

Adding a New Patient

Enter in all the pa,ents informa,on:
Last name (Test)
First name (WebPortal)
Select sex (Select unknown if not listed)
D.O.B. (1/1/70, 01/01/1970 etc.)
Age field (automa,cally populates aEer DOB entered)
If provided, chart # and room (not required)
Phone# (5555555555)
Address (123 Test Drive), C/O (Suite 100)
SS# (123456789)
Zipcode (70508), City (LafayeTe), State (LA)

Click Save/Continue at the boTom of the page.

Adding a New Patient

Enter in the insured/guarantor informa,on:

Click Same as Pa(ent buTon if the Insured informa,on is the

same as the pa,ent informa,on. This populates the pa,ent info
elds.
Click Lookup Insurance Code buTon to search for Insurance
provider, enter insurance provider name in search eld, and click
OK.
Select the correct insurance provider from the list by clicking the
checkbox beside the name. This populates the Primary Plan and
Plan name elds.
Type in the Policy# and Group# provided.
The Rela(on eld is Self by default. You can use the dropdown
box to select Child, Spouse, or Other if needed.

Click Save/Continue at the boTom of the page.

Adding a New Patient

Enter in the specimen informa,on:

The Ordering Phys., Account/Unit, and Bill Type elds should

already be populated.
If more than one Ordering Physician is associated with the clinic,
choose appropriate name from drop down menu.
The Order Date, Order Time, Collect. Date, Collect. Time elds are
automa,cally populated with the current date and ,me. Change
these as needed, especially Collec(on Date (11/18/2013) & Time
(15:00).
In the Source drop down menu, select the appropriate type.
You may type in a comment in the Comment eld, if needed.

Click Save/Continue at the boTom of the page.

Adding a New Patient

Enter in the Test information by checking which tests you
would like to be order from the picklists at the bottom of the
page. You can also search for individual tests by name,
test code, as well in the top of the screen. The selected
tests will appear in the Ordered Tests box in the right side
on the screen.
To delete an Ordered Test, click on the correct row in
the Ordered Tests box and click Delete Test.
If you would like to see a list of the components in an
ordered test, click on the test name (CONFIRMATION
RESULTS)

Click Save/Continue at the boTom of the page.

Adding a New Patient

Enter in the Diagnosis Codes:
Type the Diagnosis Codes into the fields.
You can click the Search by description button to
lookup Diagnosis codes.
Enter at least 3 characters of the Diagnosis into the field
and click search. Select the checkbox beside the
correct Diagnosis. This populates the Diagnosis codes
into the field.

Click FINISH at the boTom of the page.

Adding a New Patient

The Prescribed Medications window will pop up. Select
the patients prescribed medications.
If the medications are unknown or none were
prescribed, select the appropriate checkboxes.

Click SAVE at the boTom of the page.

Adding a New Patient

If POCT was selected on the TEST INFO SCREEN, the
POCT window will pop up.
The default selection is NEGATIVE
Select appropriate POSITIVE or INCONCLUSIVE or
NOT TESTED results

Click SAVE at the boTom of the page.

NEED SCREENSHOT OF BARCODES

Printing an Order Form

A popup window will require the initials of the collector.
Once completed, a separate window will be created for the
bar code labels and order form.

Using a Paper Requisition

N001

Opiate and Opioid

N002

CODIENE (Tylenol #3, Tylenol #4)

MORPHINE (Avinza, MS Contin, MSIR, Kadian)
HYDROCODONE (Lortab, Lorcet, Norco, Vicoden, Vicoprofen)
HYDROMORPHONE (Dilaudad, Exalgo)
OXYMORPHONE Opana ER, Opana IR, Numorphan)
OXYCODONE (Oxy IR, Oxycontin, Percocet, Percodan, Roxicet, Roxicodone, Tylox)
FENTANYL (Fentora, Duragesic, Sublimaze)
MEPERIDINE (Demerol)
TAPENTADOL (Nucerta)
TRAMADOL (Ultram, Ryzolt)
PROPROXYPHENE (Darvon, Darvocet)
6-ACETYLMORPHINE (Heroin)

N003

Benzodiazepine

ALPRAZOLAM (Xanax)
CLONAZEPAM (Frisium, Urbanol, Onfi)
DIAZEPAM (Valium)
NORDIAZEPAM (Calmday)
OXAZEPAM (Serax)
LORAZEPAM (Ativan)
TEMAZEPAM (Restoril)
FLUNITRAZEPAM (Rohypnol)

N004

Suboxone and Naltrexone

BUPRENORPHINE (Butrans)
BUPRENORPHINE w/ NALOXONE (Suboxone, Subutex)
NALOXONE (Narcan)
NALTREXONE (Vivitrol, Rezia)

Illicit

N005
COCAINE
PHENCYCLIDINE (PCP)

N007

Stimulant

AMPHETAMINE (Adderal)
METHAMPHETAMINE (Desoxyn)
PHENTERMINE (Suprenza, Adipex P)
METHYLPHENIDATE (Ritalin, Concerta)
MDA
MDEA
MDMA

Marijuana

Tetrahydrocannabinol (THC)

N006 Muscle Relaxer/

Tranquilizer/Sleep Aid
CARISPRODOL (Soma)
ZOLPIDEM (Ambien)
ZOPICLONE (Lunesta)
MEPROBAMATE (Equanil, Millton)

N008

Antidepressant

TRAZODONE (Trazorel, Thombran)

Order Panel
Default is Standing Order

StandingOrder
Panel 1
Illicit
Suboxone
Marijuana
Antidepressant
Stimulant
Opiate Opioid
Benzodiazepine
Muscle Relaxer

Panel 2
Illicit
Suboxone
Marijuana
Antidepressant
Stimulant
Opiate Opioid

Panel 3
Illicit
Suboxone
Marijuana

Panel 4
Confirm Prescription

Custom Panel
_____________
_____________
_____________
_____________
_____________
_____________

Specimen Collection
1.

Collect Urine in sample

collec,on cup

Open VACUTAINER package, remove

Transfer Straw and Vacuum Tube

2.
"
"

3.

Do not remove cap from tube, tube is

under vacuum
Use NEW package (straw and tube) for
each pa,ent

Place Straw in
collec,on cup below
the urine surface

Specimen Collection
4.

Insert Tube into top of

Straw, piercing the
septum

5.

6.

Allow 5-10 seconds for urine to

transfer into Tube

Once Tube is lled,

dispose of Straw in
appropriate recep,cal

DO NOT REUSE STRAW

Specimen Collection
7.
8.

Ax Barcode to Tube
Handwrite 2 (TWO)
unique iden,ers on
Tube, preferably
Pa,ent Name and
Date of Birth

9.

Place collec,on tube in a

biohazard bag along
with a completed
requisi,on for shipment
to Acadian Diagnos,c
Laboratories

Shipping
! One

properly labeled
specimen, along with the
accompanying requisition,
should be placed into a clear
bio hazard bag.
! Multiple bags, each
containing one specimen with
requisition, should be placed
into an Acadian Diagnostic
box, closed, and placed into
the UPS lab pack for
shipping with appropriate
shipping label affixed on the
outside of the lab pack.

Results in Web Portal

Log on to Web Portal

Click the Result Inquiry

button in the middle of
the screen on the home
page. Or click Lookup
Results in the menu on
the left side underneath
Results.

Click Here

To Go Here

Enter in the Last Name (Test)

Enter in the First Name
(WebPortal)
Leave the Unit/Physician drop
down box set to ALL.
Enter in the Starting Date, Ending Date, etc. or leave blank for all
results.
In the Select Log Format Sort Order you can choose to sort the
results by Facility or Physician.
You can also check the Check here for more search options box to
search by Patient ID or Accession#.
Click Start Search

Results in Web Portal

A list of results will show up with the information for each patient. You
may click on the patients name to view the report.
Click on the patient and the Confirmation Report will be displayed.
Click on Back to List to see other patient reports.

To Download Batch of Reports:

Click Download Batch of Reports in the Menu on the left side of

the screen underneath Results.
Select the report status you want, and click Start Search.
You can print all selected reports from here.

We always do our best to ensure that every patient feels valued and
understood, and as you know we never practice aggressive collections. We
work with the patients based on their individual needs even to the point of
indigent accounts.
Within our patient statements that are sent from MedCross out of our
MOMS system, we also include an indigent form as well as a billing policy
form explaining that the EOB is not a bill, it is a statement of services and that
it is not the practice of Acadian Labs to send patients to collections.
When a patient has insurance:
a. If the insurance EOB (Explanation of Benefits) states that the
patient is responsible for a portion of the charges:
i.
The patient is billed for the amount stated up to a
maximum of $150.00.
b. If the insurance denies responsibility for the claim:
i. If a phone number is provided for the patient then we
will call in an effort to collect the necessary information.
ii. The required information is requested on the
spreadsheet of missing information.
iii. Patient is sent a statement for the outstanding balance
with instructions to call the billing office in an attempt to
collect the necessary information.
When a patient does not have any insurance:
a. A statement is sent to the patient for all charges reduced to
the Medicare rate.
A maximum of three statements will be sent to any one patient, at which point
the balance may be written off as bad debt.

Patient Hardship Billing Policies & Procedure

Acadian Diagnostic Laboratories (ADL) has billed your insurance company for all laboratory
charges related to testing, performed at the request of your health care provider. You may
have received an Explanation of Benefits (EOB) from your insurance company. It is
important that you understand that this is NOT A BILL; it is simply a statement of services
provided by the laboratory and does not require any action on your part.
Please note that an EOB reflects submitted charges and not the reduced rates negotiated
between Acadian Diagnostic Laboratories and your insurance company.
Since you have a co-pay or deductible that has not been satisfied, you have been sent the
enclosed patient statement with a balance due; this statement may include adjustments
based on benefits provided by your insurance company.
ADL will make every attempt possible to work with you on a reasonable payment plan. It is
not the normal practice of ADL to send any patient to collections and we will take all
financial hardships into consideration. As a result, ADL has implemented a policy that allows
for waiver of patient balances if certain criteria are met.
If you are interested to see if you qualify for a reduction under the policy, please
contact:

Acadian Diagnostic Laboratories

Billing Company
Phone: (210) 615-9990

Should you have any questions regarding the results of your Urine Drug Test, please direct
these to your physician. ADL is not able to discuss test results with patients. They are kept
confidential as a part of your medical records.

Final033114

Fraud&and&Abuse&Preven.on&Program&

!
Acadian&Diagnos.c&Laboratories&Hardship&Policy&&&Agreement&
!

Our!hardship!discount!is!no!dierent!than!all!PPO!discounts!from!commercial!insurers!in!compliance!with!all!applicable!
federal!and!state!laws!with!respect!to!hardship!assistance!without!any!rou8ne!waiver!of!sharing,!adver8sing,!or!
solicita8on,!for!underinsures!or!uninsured!pa8ents.!!Once!hardship!is!determined,!collec8on!is!no!longer!undertaken!
with!regard!to!the!pa8ent!for!the!forgiven!amount!without!waiving!any!pa8ent!nancial!and!legal!obliga8on!or!
responsibility!to!the!providers!actual!total!charges!AND!pa8ents!right!and!eligibility,!assigned!to!the!provider,!to!claim!
for!the!reimbursement,!under!the!health!plan!coverage,!based!on!the!provider!on!the!providers!actual!total!and!
reasonable!charges!in!accordance!with!Providers!Company!Hardship!Policy,!as!the!Hardship!determina8on!itself!is!a!
good!eort!to!collect,!and!hospitals!or!doctors!are!NOT!required!under!any!federal!or!state!laws,!Medicare,!ERISA,!&!
PPACA,!to!take!lowMincome,!medically!indigent,!uninsured!or!underinsured!pa8ents!to!court,!garnish!their!wages!or!
seize!their!homes,!or!send!claims!out!to!collec8on!agency!when!those!pa8ents!dont!or!can!pay!their!hospital!or!
doctor!bills.!
!
In!considera8on!of!my!par8cular!medical!needs!and!care!expenses!to!be!incurred!solely!based!on!such!medical!needs,!
and!my!nancial!ability!to!pay!for!such!recommended!medical!services!without!or!even!with!applicable!insurance!
coverage,!and!with!understanding!and!agreement!that!I!am!personally!nancially!and!legally!obligated!o!and!
responsible!for!any!and!all!professional!actual!total!charges!regardless!of!any!applicable!insurance!coverage,!I"hereby"
declare"that"I"have"nancial"diculty"to"pay"for"part"or"all"expenses"because"of"the"following:&
!
Low!or!a!xed!income!
Without!any!or!applicable!insurance!for!treatment!at!this!clinic!
With!applicable!insurance!but!s8ll!medically!indigent!(see!below)!
!
More!importantly,!I!declare!that!without!following!indigent!assistant,!seeking!for!and!con8nuing!with!medically!
appropriate!and!important!health!care!would!be!impossible!for!me!or!would!make!me!indigent!if!I!were!forced!to!pay!
full!charges!for!my!medically!necessary!care!expenses.!!I!also!declare!that!I!personally!requested!for!such!indigent!
assistance!only!aTer!I!was!fully!informed!of!my!important!medical!treatment!op8ons!and!necessity!solely!based!on!my!
par8cular!medical!needs!and!availability!of!this!provider!Hardship!Policy:!
!
Nothing)in)the)Centers)for)Medicare)&)Medicaid)Services)(CMS))regula;ons,)Provider)Reimbursement)
Manual,)or)Program)Instruc;ons)prohibit)a)healthcare)provider)from)waiving)collec;on)of)charges)to)any)
pa;ents,)Medicare)or)nonEMedicare,)including)lowEincome,)uninsured)or)medically)indigent)individuals,)if)it)is)
done)as)part)of)the)healthcare)provider)hardship)policy.)
!
By)hardship"policy)we)mean)a)policy)developed)and)u;lized)by)a)healthcare)provider)to)determine)pa;ents)
nancial)ability)to)pay)for)services.))By)medically"indigent,)we)mean)pa;ents)whose)health)insurance)
coverage,)if)any,)does)not)provide)full)coverage)for)all)of)their)medical)expenses)and)that)their)medical)
expenses,)in)rela;onship)to)their)income,)would)make)them)indigent)if)they)were)forced)to)pay)full)charges)for)
their)medical)expenses." !!
!
I!specically!request!under!this!provider!hardship!policy!for!the!following!discount!assistance!for!the!specic!8me!
periods!from!________________________!to!__________________________:!
!
Waiving!collec8on!of!deduc8ble!
Waiving!collec8on!of!coMpays/encounter!fees!
Waiving!collec8on!of!coMinsurance!
Waiving!collec8on!of!par8al!________________________!
!
Pa8ents!Printed!Name !
!
!
!
!!!!!!!!!!!!!!!!!Pa8ents!Account!#!
!
!!!!!!!!Pa8ents!Signature !
!
!
!!!!!!!!!!!!!!!!!!
!!!!!!!
!!Date!