a78d60a127
A lead replied with proof their Medicare revalidation was already approved (CMS
data-lag: the public Revalidation Due Date List still showed them overdue weeks
after approval). Two of these arrived same-day, so:
- Carbonio auto-reply (deployed on co.carrierone.com): created mailbox
hc-replies@ on the info@ distribution list with a Sieve that auto-acknowledges
'my revalidation is already complete' replies (tag + mark read + file into a
'Reval Completed (auto-acked)' folder + on-brand reply explaining the CMS lag).
CRITICAL: info@ is the shared reply-to for ALL campaigns (healthcare, trucking,
telecom), so every rule is anchored to Medicare/revalidation context -- a
trucking 'MCS-150 done, this is bogus' or telecom 'RMD done' reply does NOT
trigger it (tested + passing). A buyer guard ('please file / how much') also
suppresses the auto-reply so a human handles the sale.
Carbonio 25.x Sieve quirks documented (vacation/imap4flags/body :text all
unsupported; use reply/flag/tag/body :contains).
- Permanent suppression: new data/hc_suppress.txt do-not-contact list the warmup
honors at import AND --prune removes from the live lists. Seeded with the two
completed providers (Pangea Lab, Yakima Valley FWC); both also blocklisted in
listmonk_hc and removed from lists 3 + 4.
114 lines
5.1 KiB
Markdown
114 lines
5.1 KiB
Markdown
# Carbonio auto-reply: "my Medicare revalidation is already complete" replies
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Recurring pattern (Pangea Lab/Sue Kincer; Yakima Valley Farm Workers/Sheila
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Robertson, both same day). Root cause is the CMS data-lag window: the public CMS
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Medicare Revalidation Due Date List still shows a provider as due for several
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weeks after they have actually been approved, so a recently completed
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revalidation can still look overdue in the published data we target from. Our
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outreach matched the official list; the list was just behind reality.
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## How it's deployed (Carbonio / co.carrierone.com)
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`info@performancewest.net` is a Carbonio **distribution list**, and EVERY PW
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campaign (healthcare, trucking, telecom) uses `info@` as its reply-to. So the
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auto-reply must (a) live on a mailbox that receives `info@` mail and (b) be
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anchored to Medicare/revalidation context so it never fires on a trucking
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(MCS-150/UCR) or telecom (FCC/RMD) reply.
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Setup that is LIVE:
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- Created mailbox `hc-replies@performancewest.net` and added it as a second
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member of the `info@` distribution list (justin@ stays on it too).
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- Installed the Sieve below on hc-replies@ via
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`zmprov ma hc-replies@performancewest.net zimbraMailSieveScript "<script>"`
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then `zmprov fc account hc-replies@performancewest.net`.
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- Created folder "Reval Completed (auto-acked)" on hc-replies@.
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Carbonio Sieve gotchas learned the hard way (this version = 25.3.1 Zextras):
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- `vacation` is NOT supported as an incoming-filter action -> use `reply`.
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- `imap4flags` / `addflag` are NOT supported -> use `flag "read"`.
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- `body :text :contains` fails ("Subnode null") -> use `body :contains`.
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- Tagging uses the `tag` action, not addflag.
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## The working Sieve (as deployed)
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require ["fileinto", "reply", "tag", "flag", "body"];
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# 1) Genuine healthcare service request -> do nothing, a human handles the sale.
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if allof (
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anyof (
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body :contains "revalidation",
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body :contains "medicare",
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body :contains "pecos",
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body :contains "npi"
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),
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anyof (
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body :contains "please file",
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body :contains "sign me up",
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body :contains "get started",
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body :contains "how much",
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body :contains "interested"
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)
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) {
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stop;
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}
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# 2) Healthcare reval "already complete / objection" -> auto-acknowledge, tag,
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# mark read, file into the auto-acked folder. The Medicare/reval ANCHOR (first
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# anyof) is mandatory so trucking/telecom replies on the shared info@ list
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# (MCS-150, UCR, FCC, RMD, etc.) never trigger this.
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if allof (
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anyof (
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body :contains "revalidation",
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header :contains "subject" "revalidation",
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body :contains "medicare",
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body :contains "pecos"
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),
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anyof (
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body :contains "was completed",
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body :contains "already revalidated",
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body :contains "was approved",
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body :contains "already completed",
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body :contains "already done",
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body :contains "this is bogus",
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body :contains "is bogus",
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body :contains "completed on"
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)
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) {
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tag "reval-already-complete";
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flag "read";
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reply "Hi,
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Thank you for letting us know, and congratulations on completing your revalidation. We have noted it and removed your practice from any further revalidation reminders.
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For context: our notice was based on the CMS public Medicare Revalidation Due Date List, which CMS refreshes periodically. There is often a lag of several weeks between when a providers revalidation is approved and when CMS updates that public list, so a recently completed revalidation can still show as due in the published data. That appears to be exactly what happened here.
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No action is needed on your part. If we can ever help with NPI/NPPES updates, enrollment, reactivation, or OIG/SAM exclusion screening, we are glad to assist.
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Thank you again for the heads-up, and apologies for any confusion.
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Best regards,
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Performance West Compliance
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(888) 411-0383 - info@performancewest.net
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Performance West is an independent compliance firm, not affiliated with CMS or Medicare.";
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fileinto "Reval Completed (auto-acked)";
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stop;
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}
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## Tested
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- Healthcare "Medicare revalidation was completed / this is bogus" -> auto-reply
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sent, tagged, marked read, filed into Reval Completed (auto-acked). PASS.
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- Trucking "MCS-150 already completed, this is bogus" -> NO reply, stays in
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Inbox for a human. PASS.
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- Telecom "RMD filing completed, this is bogus" -> NO reply, stays in Inbox.
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PASS.
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- Healthcare "please file it for me, how much" -> NO auto-reply (buyer guard),
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stays in Inbox. PASS.
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## Suppression (so the warmup never re-mails a completed provider)
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Append the provider's email to data/hc_suppress.txt, then run:
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python3 scripts/build_healthcare_campaigns_cron.py --prune-only
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The cron skips suppressed emails at import, and --prune removes them from the
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warmup lists. Done for:
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- Pangea Laboratory LLC, NPI 1851915888 (reval approved 05/01/2026) -- skincer@medicalpracticepartner.com
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- Yakima Valley Farm Workers Clinic, NPI 1710422407 (approved 04/29/2026) -- sheilar@yvfwc.org
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Both also blocklisted in listmonk_hc and removed from lists 3 + 4.
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