What is the Blizzard? Why BC's need to prepare ahead! By Briana Pepin

Preparing for the Blizzard: Tips for Biologic Coordinators

By Briana Pepin, Biologic Coordinator

In the world of biologic coordinators, “The Blizzard” isn’t about snow but refers to the yearly storm of insurance renewals, deductible resets, and out-of-pocket maximums that hits every January 1st. It’s also the season when patients may face new insurance changes due to open enrollment updates. With the upcoming 2025 Medicare changes, preparing for this blizzard is more critical than ever.

Just as you’d stock up and plan ahead for inclement weather in your personal life, it’s essential to apply the same proactive approach in your professional role. Below are practical tips to help you prepare now and set yourself up for success during Blizzard 2025.

Tips to Prepare Now

1. Check Your Office Medications

• Buy-and-Bill Inventory: Review your inventory to ensure all medications are within their expiration dates. This avoids any last-minute issues with patient treatments.

• Samples for Coverage Gaps: If your office allows medication samples, contact your representative to stock up before January 1. This ensures you have a fallback option for patients experiencing delays due to insurance changes or prior authorizations.

2. Check Insurance Details

Coordination is key! Make it a habit to discuss insurance updates with every patient. Encourage your office’s clerical and clinical staff to do the same during patient interactions. Important questions to ask include:

• Have you received a new insurance card in the mail or via an insurance app?

• Have you recently changed jobs or employers?

• Have you received any notices or emails from your employer or insurance provider about changes for the upcoming year?

3. Reverify and Re-enroll Patients

• Patient Assistance Programs (PAP): Complete any re-verification paperwork for patients currently enrolled in manufacturer assistance programs. Inform them about any updates to the eligibility guidelines for the new year.

• Co-pay Card Re-enrollment: Advise commercially insured patients that they will need to re-enroll in co-pay programs for coverage to continue seamlessly into the new year.

Tips to Prepare for Blizzard 2025

1. Stay on Top of Prior Authorizations (PAs) and Patient Assistance Programs (PAPs)

• Track Expiration Dates: Ensure patients are scheduled well before PA expiration dates to allow time for documentation submission and approval for continued medication.

• Update Clinical Documentation: Keep up to date on changing PA requirements and ensure providers are aware of any adjustments needed for supporting documentation.

2. Stay Informed and Connected

Keeping up with industry changes is essential for navigating Blizzard season efficiently. Here’s how you can stay in the loop:

• Regular Meetings with Your FRM (Field Reimbursement Manager): Build a routine for staying updated on program changes and best practices.

• BC Collaborative Message Boards: These boards are an invaluable resource for sharing tips and insights with fellow coordinators.

• LinkedIn: Follow industry leaders and organizations for timely updates.

• Conferences and Webinars: Attend educational events throughout the year to learn about evolving policies and new tools.

Making the Blizzard Season Manageable

No Blizzard season will ever be entirely smooth, but with the right preparation, it can be far less stressful. By staying proactive, collaborating with your team, and keeping informed, you’ll help your patients navigate insurance changes and maintain their care plans seamlessly.

As the saying goes, “Failing to prepare is preparing to fail.” Start implementing these strategies now and set yourself up for success not just for January 1 but throughout the entire year.

Together, we can weather the storm and emerge stronger on the other side!