To submit a visit, click Submit Visit from the Home page, the Visit page, or a Client Profile.
Guidelines for submitting visits
Remember to:
Submit visits as soon as you can. Visits must be submitted within the cycle they occur or the cycle immediately following that cycle.
Find all guidelines for submitting visits in the Loula Handbook.
Step 1: Select a client
The first step is to select a client by entering their name. Select the client you want to submit a visit for from the dropdown that appears.
You will only be able to proceed with submitting a visit if the client’s insurance is active.
Step 2: Visit Type
Next, select what type of visit it is that you want to submit. There may be follow-up questions depending on the visit type that you select.
You may select:
Initial, 90-min
Prenatal
Postpartum
Perinatal
Prenatal
Postpartum
Labor & Delivery
Vaginal delivery
Vaginal delivery after previous C-section (VBAC)
C-section
Abortion Support
Miscarriage Support
Postpartum, Extended
Perinatal, Postpartum and Postpartum, Extended are two different visit types with two different payment rates.
Perinatal, Postpartum are paid at a flat rate and counts towards your Perinatal visit count.
Postpartum, Extended are paid per 15-minute increment, up to 3 hours, and they have a separate Postpartum, Extended visit count.
Step 3: Visit Date & Time
Next, you will be prompted to input the:
Visit Date
Visit Start Time
Visit Duration
Initial, 90-min visits must be 90-minutes or longer.
For Postpartum, Extended visits, visit duration affects how much you are paid.
For Labor & Delivery visits (excluding miscarriage or abortion support):
Make sure the visit date matches the date of delivery(i.e. the baby's date of birth).
You will also be prompted to input the date the visit started
Step 4: Visit Location
Next, you will be prompted to select the visit mode:
In-person
Audio-only
Audio & video
In-person visits
If you select In-person, select the visit location:
Client’s home
My office
Medical facility or birth center
Other
If you select Medical facility or birth center, find the medical facility in which this visit occurred via the Facility NPI Look-up field. A modal will appear when you click the field that helps you find the facility NPI.
If you select Other, input where this visit takes place in the text field that appears upon selection.
Note:
For Labor & Delivery, Vaginal delivery or VBAC, you will only be shown Client’s home or Medical facility or birth center
For Labor & Delivery, C-section, you will only be shown Medical facility or birth center
For Labor & Delivery visits Vaginal delivery or VBAC takes places in Client’s home,
Find the provider that was present for this at-home birth from the Provider NPI Look-up.
Audio or Audio & video visits (Telehealth visits)
If you select a telehealth visit, indicate whether or not the client was in their home at the time of this visit.
For Labor & Delivery visits Vaginal delivery or VBAC that are telehealth and the client is in their home.
Find the provider that was present for this at-home birth from the Provider NPI Look-up.
Step 5: Services Provided
For this step, select the services you provided for the client during this visit. You may select as many of the options as applicable.
For some Prenatal and Postpartum visit types, you will be asked to select of topics you covered during the visit.
You must select at least 1 for each question, but you may select as many as applicable. Your response to these questions will not affect how much you get paid.
Step 6: Visit Note
Note: This is feature was released on May 15.
The last step before you review the visit is writing a quick qualitative visit note for the visit.
These notes will not be automatically shared with health plans, but may be shared with health plans if they request additional visit documentation.
The Loula team will periodically audit these notes as part of our effort to stay in compliance with health plan regulations. If your visit note reflects that you provided non-covered services, we may have to hold your payment for the visit.
You will have to attest that you did not provide any of the following non-covered services:
Belly binding (traditional/ceremonial)
Birthing ceremonies (i.e., sealing, closing the bones, etc.)
Group classes Massage (maternal or infant)
Still and Video Photography
Placenta encapsulation
Shopping
Vaginal steams
Yoga
2. You will write a short visit note.
Visit notes don't have to be extensive, but should cover:
A short summary of how the client is doing
A short summary of the services you provided the client
For example, for a prenatal visit, you might write:
Client is at risk for gestational diabetes, but otherwise pregnancy going well. Discussed birth plan, meal planning, partner support (partner is Henry). To follow-up with handouts.
Keep in mind:
Visit notes should be between 50-2000 characters.
They are visible on the Client Profile, the Visit Details page, and on the Visits page.
For shared clients, Visit notes will be visible to the other doulas the client is shared with.
Step 7: Review & Submit
The final step before you submit a visit is to review your submission.
If you notice a field that you want to edit, click the Edit button next to the section in which the field appears. This will take you back to the step in which that field appears.
After making the change, click through the remaining steps. Be sure to resolve any errors or fill in any new fields that may come up as a result of the edit.
To submit the visit, attest that you have reviewed the visit details by clicking the checkbox next to the statement. Then, click Submit Visit.
Double-check all visits before submitting them!
Once they have been submitted, they cannot be edited directly on the portal.
Visit details
Once a visit is submitted, a Visit Details page will be created for the visit.
Every visit is added to your Visits table in the Visits page. It will also be added to the Visits table in the respective Client Profile.