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TRANSCRIPT
VGM Fulfillment Training Guide
Are you a CPAP equipment provider who’s ready to simplify your company’s CPAP supply re-orders?
You’ve come to the right place.
The VGM Fulfillment Center processes and ships CPAP supply orders directly to your patient. Patient orders are received electronically and shipped the same day.
How can VGM Fulfillment help your company?
VGM Fulfillment can ...
• Save your company money by reducing the need for additional warehouse space.
• Save your employees’ time by eliminating the need to pick, pack and ship.
• Reduce the cost of carrying inventory in-house.
• Reduce freight cost by shipping supplies from multiplevendors in one box.
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About us - the basics
Facility:
Warehouse location: 4026 Alexandra Dr. Waterloo, IA 50702
Shipping:
• Same day shipping for orders processed by 2 p.m.Central Time Monday-Friday
• Orders are shipped via USPS Priority and FedEx HD
• Tracking numbers are sent to you on a nightly basisvia e-mail or EDI
• Marketing material can be inserted into packagesat the customer’s request
• All packing lists and labels will indicate VGM Member’s return address
All customer information is HIPAA-compliant.
Vendors:
• VGM Fulfillment stocks products from Phillips Respironics,ResMed, Fisher & Paykel Healthcare, Sunset Healthcare Solutions and Roscoe Medical.
How do I submit my orders?
VGM Fulfillment is able to receive your patient reorders through several different methods including EDI, a secure online order form file transfer sites, third party patient contact services, and exported files. We will work with you to find the best method for your company.
Online Order Form - VGM Fulfillment has created an onlineform at www.vgmfulfillment.com to use for any call-in/walk-inorders that a provider may receive.
Integration - VGM Fulfillment will work with your patient contact service. Order information is exchanged electronically.
Live Call Center - If you use a live call center, they can transmit order information to us via an FTP file transfer site.
Exported File - Using your billing system, you can export a dailyfile of your orders and save the file to a secure file transfer sitefor us to retrieve.
EDI- Electronic Data Interchange Process- a computer to computer exchange of structured information.
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Process
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VGM Fulfillment conveniently summarizes monthly shipping
and handling charges
VGM ships order directly to patient
Provider receives nightly invoice from VGM Fulfillment with tracking
information and daily recap
VGM Member is billed customaryprice by the vendor forthe products shipped
Order is submitted to VGM Fulfillmentvia medSage, EDI or other means
Frequently asked questions
• Are there setup fees or any other fees? No, there are no fees other than shipping and handling per package.
• What is my cost per shipment? Your cost is $12 for standard shipments and $4 for smaller shipments, i.e. filters or nasal pillows. We offer volume discounts, please contact us for details.
• Who are your primary carriers? We utilize U.S. Postal Service Priority, U.S. Postal Service First Class and Fed-Ex Home Delivery for our shipments.
• How long does it take to get started with the program? Once we have received your supply usage information, we can start immediately. EDI setups take longer to map, test, etc., but we can share order information by other means during that time.
• Do you work with medSage? Yes, medSage is a contracted VGM Vendor Partner and VGM Fulfillment integrates with medSage.
• What current billing systems do you work with? We can work with most billing systems. As long as your system can export electronic information, we can usually configure our system to communicate with yours.
• How do I receive invoicing from you and the manufacturers? We provide nightly consolidated invoices electronically as well as a monthly summary and statement.
• Do you contact/call the patients or do we handle that? VGM Fulfillment is a shipping service and we are set up to receive orders from medSage, Invacare HCS and many other services and methods.
• What is your cut off time to receive orders? All orders received by 2 p.m. Central Time will be shipped the same day.
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• What appears on the label and packing slip on the package? Your return address, company information and logo, if you choose, will appear on the package and packing slip.
• How does my pricing work with the manufacturers? You will keep your customary pricing with the manufacturers.
• How long does it take for my patient to receive supplies once they are shipped? Orders are delivered to your patient in 3-5 business days. • How many orders can we send you per day? There is no minimum or maximum order limit per day.
• How do I send orders to you? We are very flexible and will work to accommodate your preference. Orders can be placed on our secure online order form and we also receive orders through many electronic means, including, but not limited to, EDI and FTP transfers.
• How do you handle returns? Since our packages have your return address and your company information on the packing slip, they will be routed to your location. You can return the product to the manufacturer according to their return policy.
• How do you handle back orders? We have a high fill rate and we rarely experience back order issues. If there is an issue, we will contact you and determine whether to wait for the product and ship the complete order.
• How will I receive tracking information? Tracking information will be sent to you daily via e-mail, FTP, or immediately through EDI.
• Can you include other literature in addition to the packing slip? Yes. We can insert collateral material for no additional charge. This can include company newsletters, fliers, coupons, postcards, etc. You can ship the materials to us, or we can print them for you.
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How do I get started?
• Make contact with vendor reps to confirm pricing.
• Review past 90 days usage with VGM purchaser.
• Complete VGM Fulfillment information form. This includes contact information, return addresses, etc.
• Complete VGM Fulfillment agreement.
• Confirm and test any EDI transfers.
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Document samples - packing slip
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Invoice
Monthly statement
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