Test Procedures and Test Results

How do I fill out an SBN/Labcorp requisition form?
How do I fill out an SBN/Quest requisition form?
How do I fill out a Hair Test requisition form?
My patient has dyed and/or permed hair, can I still collect a hair specimen?
Do I collect the patient’s hair specimen or do I send the kit home with the patient for them or their stylist to collect?
How do I order blood tests along with the Merkle Panel in the Labcorp requisition form?
How do I order blood tests along with the Merkle Panel on the Quest requisition forms?
How do I order blood tests outside of the Merkle Panel, do I need a requisition form?
I have not yet received my patient’s test results, where are they?
How do I access my patient’s results once I received an email notification that they are in?

Data Entry

What’s the difference between New Test Electronic and New Test Manual?
How do I create a new patient?
The Reporting & Analysis site logged me out, how do I get back into the data I was entering?
How can I find data I’ve already entered?
The site seems to be deleting my data as I enter it, what is wrong?
I cannot find a medication when entering data.
How do I enter the blood type?
How do I edit the patient name, address, etc?
I clicked finish because I am ready to submit my data but it does not show everything I entered.
How do I edit report data after it has been submitted?
How will I know my report is ready?
Where can I find my report when it’s been posted?

Communication

What is your fax number?
How do I register for a seminar?
How do I contact SBN with questions and/or comments?

Patient Billing

What if my patient asks me to file an insurance claim for them?
What do I need to provide to my patient for them to submit a claim to their insurance?
What if my patient asks asks if the lab can bill their insurance company?

My Account

How do I change my username password, payment and contact information?

Placing Orders

How do I place an order for vitamins, test supplies or media?

Test Procedures and Test Results


How do I fill out an SBN Labcorp requisition form? Back to Top

We highly suggest you fill out the patient’s requisition form for them. Begin filling out the requisition form by writing the patient’s last name, first name, gender, and date of birth in the top red box. The boxes below such as Physician’s ID and Patient’s SS # are not necessary. Next, fill in the patient’s address and phone number located in the blue box to the right. No more information is needed. The insurance section can be left blank as the SBN lab account is not set up for Patient or Insurance Billing but Account Bill only, as is checked in the upper left corner of the form. The lab can only bill SBN’s account for the testing. The lab cannot bill your patient’s insurance. You can bill the patient’s insurance for the bloodwork…your patient can bill their own insurance for the bloodwork but Labcorp cannot bill your patient’s bloodwork when you use the SBN account. You will notice below the patient’s information, the Merkle panel, test number 320661 has already been checked for you. You can find a tutorial video on the SBN Library discussing the Labcorp requisition form.


How do I fill out an SBN Quest requisition form? Back to Top

We highly suggest you fill out the patient’s requisition form for them. Begin filling out the requisition form by writing the patient’s last name, first name, gender, address, phone number, and date of birth on the top right of the form. The fields below such as Ordering Phys or Lic/NPI/UPIN are not necessary and no more information is needed. The lab can only bill SBN’s account for the testing. The lab cannot bill your patient’s insurance. You can bill the patient’s insurance for the bloodwork…your patient can bill their own insurance for the bloodwork but Quest cannot bill your patient’s bloodwork when you use the SBN account. You will notice below the patient’s information, the Merkle panel, test number 331518 has already been marked. You can find a tutorial video on the SBN Library discussing the Quest requisition form.


How do I fill out a Hair Test requisition form? Back to Top

We highly suggest you fill out the patient’s requisition form for them. Fill out Section 3 and Section 4 [mainly the Name, DOB, Sex]. It is not necessary for your patient to sign the requisition form. You can find a guide on Doctors Data Hair Kits on the SBN Library.


My patient has dyed and/or permed hair, can I still collect a hair specimen? Back to Top

Confirm whether or not the patient has permed or colored their hair in the last 8 weeks. In order to correctly process the hair results, the patient’s hair needs to be perm and/or dye free for at least 8 weeks. If you are unable to collect a head hair specimen because of the aforementioned, they may take the kit home and collect a pubic hair sample. Please note that if your patient is submitting a pubic hair sample, have them cut more than is needed for collection. (We usually discourage the patient from collecting a pubic specimen as they generally do not collect enough hair in order to process their results). NOTE, when submitting the hair specimen it must be from one source only, you cannot mix head and pubic hair for a specimen submission. You will need to collect .25 grams of hair. To visualize this, imagine a heaping table spoon of hair.


Do I collect the patient’s hair specimen or do I send the kit home with the patient for them or their stylist to collect? Back to Top

We suggest you collect the hair specimen in your office if the patient is agreeable and their hair has been free of dye and perm for at least 8 weeks. See the Nutrition Office Manual (Member Menu > SBN Library > 03 – Nutrition Office Support > Office Manuals > Nutrition Office Procedural Manual 2018) as well as the Hair Test for collection instructions.


How do I order blood tests along with the Merkle Panel in the Labcorp requisition forms? Back to Top

If you would like to order labwork in addition to the Merkle panel simply check those tests from the pick list on the form or write the test name and code number in the box labeled Other Tests located on the right of the form. Test names and their codes are available on the member website under Member Menu > 02 – Everything About Testing > Labcorp > Labcorp Test Codes & Prices or NY, NJ and RI Information > Labcorp Test Codes & Prices – New York Residents Only or Labcorp Test Codes & Prices – New Jersey and Rhode Island Residents Only. You can find a tutorial video on the SBN Library discussing Labcorp requisition forms and how to add additional tests on the SBN library.


How do I order blood tests along with the Merkle Panel on the Quest requisition forms?Back to Top

If you would like to order labwork in addition to the Merkle panel, write the test name and test code on the line at the bottom left of the sheet. Test names and test codes can be found on the member website under Member Menu > 02 – Everything About Testing > Quest > Quest Test Codes and Prices, Quest Test Codes and Prices- Connecticut, or Quest Test Codes and Prices -Massachusetts. Quest is not available for New York Residents. You can find a tutorial video on the SBN Library discussing Quest requisition forms and how to add additional tests on the SBN library.


How do I order blood tests outside of the Merkle Panel, do I need a requisition form? Back to Top

To order testing outside of the Merkle Panel, you will be using Smart Ticket EREQ’s to place this order. Test names and their codes are available on the member website under Member Menu > SBN Library > 02 – Everything About Testing > Labcorp or Quest > Labcorp Test Codes and Prices Labcorp or Quest Test Codes and Prices. (Be sure to select the correct state.) You can find a video tutorial on the SBN website titled “EREQ Orders – Ordering Other Blood Work.” This can be found under 01 – Getting Started or 05 – SBN Online Training > Nutrition Office Training.


I have not yet received my patient’s test results, where are they? Back to Top

Check with your patient to make sure they had their blood drawn and/or the hair specimen and test was mailed and the exact date the test was done.

Make sure you have created the patient profile in your PMA account so the data can be imported.

If you fail to create the patient file before the results return, you will have to contact SBN via Smart Ticket and submit a ticket under “My Looking for test result” category. We recommend creating the patient file within 24 hours of the patient going to the lab.


How do I access my patient’s results once I received an email notification? Back to Top

Upon logging into your PMA account, click the Postings tab at the left side of the screen. From this page you can find your patient’s results, From here you can search for your patient and print or save the files. You will also find the five most recent postings under Recent Postings located on the home page.

Data Entry


What’s the difference between New Test Electronic and New Test Manual Back to Top

New Test electronic means that you want the SBN system to automatically include the newest test results for that field when the results are posted to your PMA account. This does not necessarily mean that the report will run for you automatically.

New Test Manual means that you will be entering that type of test by hand. This would be used if a patient brought results to you and you wish to run a report using those results.


How do I create a new patient? Back to Top

Click My Reports and Labs under the Member Menu. After you login, click ‘New Patient’ and enter the patient’s general information. Click Save.


The Reporting & Analysis site logged me out, how do I get back into the data I was entering? Back to Top

If you walk away from your data entry for any given amount of time, LOG OUT! In accordance with HIPPA compliance patient-sensitive information cannot be left unattended online. The site will auto-log-out your account after 15 minutes of inactivity. When entering results, your data will automatically save after a couple minutes. However, it is always safe to save your data as well. To access your data after being logged out, click on the patient’s Pending Data Entry located on the home page. This will take you back into the patient’s data entry and you can continue with entering information.


How can I find data I’ve already entered? Back to Top

To see a patient’s list of saved data entry, click on the patient’s Pending Data Entry located on the home page. This will bring up the data entry you entered for the patient.


The site seems to be deleting my data as I enter it, what is wrong? Back to Top

Be sure not to enter any special characters (ie: # ‘ – +) while entering the patient’s data, even if it is within the patient’s information (ie: O’Brien or Apartment #7). The site does not read special characters and will not process the data correctly if they are included within the patient’s information. Correct the patient’s information (ie: OBrien or Apartment 7) and Log Out to save the changes. Log back in and access the data to resume successful entry.


I cannot find a medication when entering data. Back to Top

Consider alternate names for the particular medication. To find alternate names for the medication, visit http://www.webmd.com/drugs/index-drugs.aspx, enter the name of your medication in the Drug Name box and click ‘GO’. A list of names will generate associated with your medication. Try these names, if they are not found, submit a Support Ticket. You can click the Smart Ticket option under the Member Menu here on this website. Once there Submit a “Clinical Ticket.” You can list the name of the patient, the name of medication and the names associated with it. When a request is submitted can will program it into the PMA site. Continue on with your data entry and submit the data for your patient’s report as usual. We will add the medication to your report before we post it. If we have to do this programming, the report may take a little longer than usual.


How do I enter the blood type? Back to Top

To manually enter the ABO grouping and Rh Factor (blood type) after the patient’s lab results come in, login to the PMA website, click on patients located on the left-hand side, select the patient, and click Edit Patient located to the left. After you enter the patient’s blood type, select Save.


How do I edit the patient name, address, etc? Back to Top

Login to the PMA site. Click on patients located on the left-hand side, select the patient, and click Edit Patient located to the left. This will take you to the screen where you can edit the patient’s general information ie: address, phone number, etc.


I clicked finish because I am ready to submit my data but it does not show everything I entered. Back to Top

Please review the PMA Guide located under SBN Library > 05 – SBN Online Training > PMA Training > PMA Guide. This guide will show you everything you need to know when using the Premier Metabolic Analysis Reporting website.


How do I edit report data after it has been submitted? Back to Top

Be sure you are logged into the PMA website. On the left of the screen you will see a button labeled reports, click this button. This will bring up a list of all reports that have been ran on your account. Find the report you wish to revise and click it to load that report. On the left of the screen you will see a Revise Report button. A box will pop up asking if you are sure, click Yes. This will set the report back to pending so that changes can be made. Note: results that have been ran in prior reports cannot be changed.


How will I know my report is ready? Back to Top

After finishing a report, the report will be processed within minutes. After a few minutes, refresh your page to see if the report is still processing or if it is finished. Once finished, the report will show up under Recent Reports with a blue star next to it.


Where can I find my report when its been posted? Back to Top

Login to the PMA website. If the report is recent, it will show up under Recent Reports. Before opening, a blue star will appear showing the report has not yet been reviewed. To find older reports, click on the Reports tab located on the left-hand side of the home page.

Communication


What is your fax number? Back to Top
937-439-0088


How do I register for a seminar? Back to Top
To quickly and easily register for one of our seminars, visit www.ScienceBasedNutrition.com and click seminars at the top. Follow the instructions to register. You can also register by visiting the SBN Store and choosing a seminar option or by calling the SBN office at 937-433-3140 and press 1 at the prompts.


How do I contact SBN with questions and/or comments? Back to Top
The fastest way to get help is to submit a Support Ticket by clicking on the Smart Ticket option under the Member Menu. Choose the approporiate ticket and SBN will receive your request and will reply in Smart Ticket as soon as we can. After submitting your support ticket you will receive an email to confirm your request has been processed. We recommend checking your Smart Ticket atleast once daily to check for replies or to monitor any ongoing conversations between you, your staff, and SBN.

Patient Billing


What if my patient asks me to file an insurance claim for them? Back to Top

Make sure the patient has verified their benefits through their insurance.

If you file to insurance in your office, explain to your patient that you, or your billing company, will file the claim for them and make a copy of their insurance card for claim submission purposes.

If you do not file to insurance in your office, inform your patient that you will provide them with the information and codes they need in order to submit their own claim at the end of their appointment. When your patient checks out, make a copy of their Super Bill/Check List making sure that all ICD and CPT codes are listed on the form and provide this copy to your patient. Inform them that they can obtain a claim submissions form directly from their insurance company.

In either case, inform your patient that they must still pay in advance for all services and tests rendered and if there is a reimbursement, it will come directly to them from their insurance.

  • Remind your patient that their Quote of Benefits from their insurance is not a guarantee of payment.
  • The insurance company will cover a claim according to its medical necessity.
  • If your patient’s insurance company does not deem the investigative lab tests performed as medical necessity the claim will most likely not be approved and reimbursement will not be received.
  • In addition, it is your patient’s responsibility to confirm whether their Practitioner, as well as the Practitioner who is ordering the tests is considered in-network or out-of-network.

What do I need to provide to my patient for them to submit a claim to their insurance? Back to Top

  • An Insurance Billing Form Letter, this template is found on the SBN Library > 03 – Nutrition Office Training > Insurance > Insurance Billing Form
  • A super bill containing (see the Super Bill/Check List template on the SBN Library > 03 – Nutrition Office Training > Insurance > Super Bill
  • Services Charges CPT Codes ICD-9 Codes, Doctor’s name, address and Federal ID number

What if my patient asks if the lab can bill their insurance company? Back to Top
Note: the SBN lab accounts CANNOT be used to billed to insurance.
If you want a laboratory to bill your patient’s insurance for their lab tests, you will need to set up your own laboratory account for this purpose or use the lab account you already have established.

  • Inform your patient that their Quote of Benefits from their insurance is not a guarantee of payment.
  • The insurance company will cover a claim according to its medical necessity.
  • If your patient’s insurance company does not deem the investigative lab tests performed as medical necessity the claim will most likely not be approved and reimbursement will not be received.
  • In addition, it is your patient’s responsibility to confirm whether their Practitioner, as well as the Practitioner who is ordering the tests is considered in-network or out-of-network.
  • Remind your patient that if their insurance company does not deem the investigative lab tests performed as medical necessity, the patient will be responsible for the remaining balance from the lab. This could be a very significant bill, up to several thousand dollars or more depending on the lab. Inform your patient that once the lab bills the insurance company on their behalf, this procedure cannot be reversed.

My Account


How do I change my username password, payment and contact information? Back to Top
This has to be changed through the SBN Headquarters, please either submit a Support Request or contact the SBN office and press 6 at the prompts for tech support.

Placing Orders


How do I place an order for vitamins, test supplies or media? Back to Top
You can visit the SBN Store by clicking the Member Menu > SBN Store. Once the SBN Store webpage is loaded be sure to click Log In at the top.

  • Use the categories on the left-hand side of the screen to locate the items you wish to order.
  • When you are finished, click on the View Cart option and review the items you have placed in your shopping cart. Click on Proceed to Checkout if you are satisfied with your order.
  • UPS Ground is checked as the default shipping method. This can be changed if you desire expedited shipping. There are additional fees for expedited shipping. Please call 937-433-3140 and press 5 at the prompts if you wish to change your shipping type to expedited shipping.
  • Review the terms and conditions. Check the box adjacent to this option and click submit order. You will receive a confirmation email listing the items you have ordered.
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