How to Refer a Patient for Infusion Therapy in Oregon: A Guide for Clinic Staff
If your patient needs infusion therapy and you're not sure how the referral process works, you're not alone. Many clinic staff describe the referral process as opaque — and that uncertainty can delay care for patients who need it. This guide walks you through exactly what to expect when you refer to Vital Care of Portland.
What We Need to Get Started
The intake process begins the moment we receive a referral. Here's what our team needs from your office to move quickly:
• Patient demographics and contact information
• Diagnosis and ICD-10 code
• Ordered therapy, dose, and frequency
• Insurance information (primary and secondary)
• Recent labs if required for the therapy (we will let you know if this applies)
• Prescriber name, NPI, and contact information
You can send all of this via fax to 971-484-4950, or call us directly at 971-484-4940. We also have referral forms available at vitalcare.com/locations/portlandor/referral/ if a structured form is helpful for your workflow.
What Happens After We Receive the Referral
Within one business day of receiving a complete referral, our team will:
• Contact the patient to introduce ourselves and schedule an initial consultation
• Begin insurance verification and prior authorization
• Reach back out to your office with an insurance status update and any outstanding clinical requirements
We communicate proactively. If there's a question about the prior authorization, a missing lab value, or a payer-specific documentation requirement, we will contact your office directly rather than let the referral stall.
How We Handle Prior Authorizations
Prior authorization for infusion therapy is one of the most time-consuming parts of the process for clinic staff. We manage it entirely on your behalf.
Our team is experienced with the prior authorization requirements for the major payers serving Oregon patients, including UnitedHealthCare, Aetna, Cigna, Humana, and major pharmacy benefit managers including Express Scripts, OptumRx, CVS Caremark, Prime, and PDMI. We know what documentation each payer requires and how to submit it correctly the first time.
If a prior authorization is denied, we handle the appeals process. We will let you know what happened and what we need from your office, if anything, to support the appeal.
Home Infusion vs. Infusion Suite: Helping Your Patient Choose
We offer two care settings and can help your patient decide which is the right fit based on their therapy, mobility, and personal preference.
• Home infusion: A trained infusion nurse travels to your patient's home, brings all supplies, and stays for the full duration of the infusion. This works well for patients with mobility limitations, transportation challenges, or those who simply prefer the comfort of home.
• Infusion suite: Our private infusion suites in Happy Valley are designed for comfort, with reclining chairs, entertainment, and Wi-Fi. This is a strong option for patients who want the reassurance of a clinical setting without the cost or wait times of a hospital.
Both settings are supported by our pharmacist-led team. Your patient will have a pharmacist on call throughout their infusion regardless of setting.
What Your Patient Experiences
We know that a referral reflects on your practice. When you send a patient to us, here is what they can expect:
• A personal call from our team within one business day
• Clear communication about their insurance coverage and any out-of-pocket costs before the first infusion
• A care team that knows their name, their therapy, and their preferences
• Regular updates back to your office so you stay informed on their treatment progress
Ready to Send Your First Referral?
Our team is available Monday through Friday, 8 AM to 4 PM.
• Fax: 971-484-4950
• Phone: 971-484-4940
• Email: intake@vitalcareofportland.com
If you'd like to talk through a specific patient case before referring, we're happy to consult with you. Just call and ask for our intake team.
