Preparing for the Blizzard

Preparing for the Blizzard: A Biologic Coordinator’s Survival Guide 

By Brianna Pepin

If you’ve been in biologic coordination for more than a few months, you know exactly what I mean when I say “the Blizzard is coming.” I’m not talking about snowstorms — though in some regions that might be literal, too. In the biologic world, January brings the yearly rush: Medicare prior authorizations need renewal, commercial plans update coverage, and suddenly every patient seems to require immediate attention. 

Without preparation, the Blizzard can feel overwhelming. With a plan, though, it becomes manageable — and maybe even a little satisfying when everything falls into place. Here’s how I recommend gearing up. 

1. Identify Patients Who Will Be Impacted 

Preparation starts before the storm hits. Pull a comprehensive list of your biologic patients and identify: 

• PA expiration dates: Who needs reauthorization first? 

• High-risk patients: Those with complex therapy regimens or multiple medications. 

• Documentation requirements: Labs, TB tests, or recent office visits needed for renewals. 

Starting early gives you breathing room. The more prepared you are, the fewer emergencies you’ll face once January 1st arrives. 

2. Communicate Early and Often 

Blizzard season impacts the whole office. Sharing your plan with the team keeps everyone aligned: 

• Front desk: Remind them to scan new insurance cards, verify demographics, and note plan changes. A missing card can stall an entire PA. 

  
  

• Clinical staff: Encourage them to capture patient-reported outcomes, like itch severity or impact on daily activities, during visits. These details give providers the data they need for documentation. 

  
  

• Providers: Give them a heads-up about which patients need urgent attention and what objective measures (BSA%, PASI, IGA, treatment response) should be included in notes. The goal is to minimize back-and-forth and prevent delays. 

  
  

Regular check-ins with your team during December can make the January surge feel much less chaotic. 

3. Gather Documentation Ahead of Time 

One of the Blizzard’s trickiest parts is chasing missing documentation. Avoid last-minute scrambling by preparing in advance: 

• Pull prior year PA approvals and office notes. 

• Confirm that labs, TB screens, and other required tests are current. 

• Collect patient-reported outcomes and any symptom logs. 

When you have everything ready, submissions can happen as soon as renewals open — and denials due to missing info become far less likely. 

4. Set Up a Tracking System 

A Blizzard-ready coordinator always has a system to track: 

• PA expiration dates 

• Formulary and plan changes 

• Enrollment forms and Bridge/PAP updates 

• Provider notes or labs still needed 

Whether it’s a spreadsheet, EHR report, or task list, tracking ensures nothing slips through the cracks during the busiest weeks of the year. 

5. Communicate With Patients 

Patients often don’t realize their coverage has changed until therapy is interrupted. Proactive communication keeps them informed and reassured: 

• Let patients know you’re checking coverage and renewing their PAs. 

• Ask for updated insurance cards or pharmacy information if needed. 

• Explain that therapy continuity is your top priority — and that delays aren’t their fault. 

Keeping patients in the loop reduces stress for everyone and reinforces your role as the coordinator. 

6. Streamline Submissions and Follow-Ups 

During Blizzard season, efficiency is key. Batch PA submissions where possible, prioritize urgent cases, and keep provider sign-offs ready. Use templated letters, standard smartphrases, and checklists to reduce errors and speed approvals. 

7. Protect Yourself, Too 

It’s easy to get overwhelmed. Schedule dedicated time to handle PA submissions, block off distractions, and take short breaks. Staying organized isn’t just about efficiency — it’s about maintaining your focus and sanity during the storm.  

Conclusion 

The Blizzard is inevitable, but it doesn’t have to feel catastrophic. With early preparation, clear communication, and a solid tracking system, you can start the year with approvals in hand, patients on therapy, and stress levels manageable. 

Blizzard season is the ultimate test of a biologic coordinator’s organization, teamwork, and foresight. Get your sleds ready, your checklist in hand, and maybe a cup of cocoa — you’ve got this. 

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