MEDICAL ASSISTANCE BULLETIN
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1 MEDICAL ASSISTANCE BULLETIN ISSUE DATE October 20, 2008 EFFECTIVE DATE November 3, 2008 NUMBER SUBJECT BY Implementation of ClaimCheck Michael Nardone, Deputy Secretary Office of Medical Assistance Programs PURPOSE: The purpose of this bulletin is to inform providers that the Department of Public Welfare (Department) will implement ClaimCheck, a claims editing and auditing software program, effective November 3, SCOPE: This bulletin applies to providers enrolled in the Medical Assistance (MA) Program who submit professional and outpatient claims as indicated in Attachment A, for services rendered to MA recipients in the Fee-for-Service (FFS) delivery system, including ACCESS Plus. This bulletin does not apply to providers who render services to MA recipients in either the HealthChoices or voluntary managed care delivery system. BACKGROUND: ClaimCheck is an editing and auditing software program developed by the McKesson Corporation in 1989 that is currently used by Medicaid Programs in 16 states and by commercial insurers nationwide. ClaimCheck evaluates claims to ensure that the appropriate procedure code for the service provided has been used; thereby providing for accurate payment and decreased administrative costs for the MA Program. DISCUSSION: ClaimCheck has been integrated into, and will operate in conjunction with, the existing PROMISe claims processing system to detect billing errors and inconsistencies. ClaimCheck is based on nationally recognized clinical guidelines and industry standards COMMENTS AND QUESTIONS REGARDING THIS BULLETIN SHOULD BE DIRECTED TO: The appropriate toll-free number for your provider type. Visit the Office of Medical Assistance Programs Web site at
2 - 2 - from the American Medical Association (AMA), Centers for Medicare and Medicaid Services (CMS) and specialty society coding guidelines for Current Procedural Terminology (CPT), Healthcare Common Procedure Coding System (HCPCS) and the International Classification of Diseases, 9th Revision, Clinical Modification (ICD-9-CM) coding systems. ClaimCheck has been customized for Pennsylvania to assure that it is consistent with current MA payment policy and the MA fee schedule. Please refer to Attachment A for a list of the categories of claims included and excluded from the ClaimCheck editing and auditing process. As part of the ClaimCheck implementation, several new edits have been introduced which may result in claim denials. They include the following: Rebundling Edits These edits are returned when a provider submits a claim with two or more procedure codes when a single, comprehensive procedure code exists that more accurately represents the service performed. A recipient presents to the hospital with both bones in the lower leg broken and surgery is performed. The provider submits a claim for MA payment with procedure codes and Open treatment of fibula only Open treatment of tibia only. Procedure code (Open treatment of both tibia and fibula) is the comprehensive code that covers the procedure. In this scenario, ClaimCheck will result in the denial of the claim for procedure codes and The provider may resubmit the claim using the comprehensive procedure code. Incidental Edits The edits are returned when a commonly performed procedure is performed in conjunction with other procedures as a component of the overall service provided. An incidental procedure is one that is performed at the same time as a more complex primary procedure. A recipient presents to the operating room for surgery to repair a torn meniscus in the knee. The provider submits a claim for MA payment with procedure codes and Arthroscopy, knee, surgical; with meniscus repair (medial or lateral) Arthroscopy, knee, diagnostic, with or without synovial biopsy (separate procedure).
3 - 3 - The diagnostic arthroscopy (29870) is incidental to the repair (29882) since the approach via the arthroscopy is incidental to the surgery. In this scenario, ClaimCheck will result in the denial of the claim for procedure code Mutually Exclusive Edits These edits are returned when a provider submits a claim with two procedures that differ in technique or approach but lead to the same clinical outcome and represent an overlapping of services. A recipient presents to the short procedure unit for scheduled laparoscopic gall bladder removal. During the procedure, the physician experiences difficulty removing the gall bladder laparoscopically and must do an open procedure to remove the gall bladder. The provider submits a claim for MA payment with procedure codes and Laparoscopy, surgical; cholecystectomy with cholangiography Cholecystectomy; with cholangiography. Procedure code is mutually exclusive to because the recipient has only one gall bladder. The procedure performed is the removal of the gall bladder, whether the surgery is open or laparoscopic. In this scenario, ClaimCheck will result in the denial of the claim for procedure code ClaimCheck also reinforces existing PROMISe editing using the following supplementary edits: Duplicate Procedure Edits These edits avoid payment of claims for the same procedure on the same date of service. A provider submits separate claims for procedure code for a single date of service for the same patient Excision of hydrocele: bilateral Procedure code can be performed only once on a single date of service because it is a bilateral procedure. In this scenario, ClaimCheck will result in the denial of the duplicate claim. Assistant Surgeon Edits These edits identify when a surgical procedure does not require the surgical expertise of an assistant surgeon. A provider submits a claim for procedure code with modifier 80 (assistant surgeon).
4 Cystourethroscopy, with fulguration (including cryosurgery or laser surgery) and/or resection of; large bladder tumor(s). MA payment policy at 55 Pa.Code (a)(3) states that an assistant surgeon may bill only for the surgical procedures designated in the MA Program fee schedule with the assistant surgeon indicator. The MA Program fee schedule does not include modifier 80 for this procedure code. In this scenario, ClaimCheck will result in the denial of the claim for procedure code with modifier 80. Pre-operative and Post-operative Edits These edits avoid payment of pre-operative and post-operative visits that are included as part of a surgical procedure. Pre-operative edit will only set for visits related to inpatient surgical procedures when the visit occurs on the day of or the day prior to the surgical service as set forth in MA payment policy at 55 Pa.Code (a)(4)(i). Post-operative edits will set for visits pertaining to both inpatient and outpatient surgical procedures as set forth in 55 Pa.Code (a)(4)(ii) and (b)(1)(i). A provider submits a claim for procedure codes performed on April 3 rd and performed 30 days later Radical resection of tumor (e.g., malignant neoplasm), soft tissue of back or flank Office or other outpatient visit for the evaluation and management of an established patient, which requires at least 2 of these 3 key components: an expanded problem focused history; an expanded problem focused examination; medical decision making of low complexity. Counseling and coordination of care with other providers or agencies are provided consistent with the nature of the problem(s) and the patient's and/or family's needs. Usually, the presenting problem(s) are of low to moderate severity. Physicians typically spend 15 minutes face-to-face with the patient and/or family. The post-operative period for procedure code is 90 days. Therefore procedure code is not eligible for separate reimbursement because the post-operative visit occurred within 90 days of the associated surgical procedure. In this scenario, ClaimCheck will result in denial of the claim for procedure code Evaluation and Management (E&M) Edits These edits avoid payment of an E&M visit when a therapeutic procedure is performed on the same date of service.
5 - 5 - A provider submits a claim for procedure codes and for the same date of service Simple repair of superficial wounds of face, ears, eyelids, nose, lips and/or mucous membranes; 2.5 cm or less Office or other outpatient visit for the evaluation and management of a new patient, which requires these 3 key components: a detailed history; a detailed examination; medical decision making of low complexity. Counseling and/or coordination of care with other providers or agencies are provided consistent with the nature of the problem(s) and the patient's and/or family's needs. Usually, the presenting problem(s) are of moderate severity. Physicians typically spend 30 minutes face-to-face with the patient and/or family. MA payment policy at 55 Pa.Code (b)(3) provides that on any given day, a practitioner may bill for only one of a list of services per recipient. Procedure code should not have been billed in addition to procedure code on the same date of service. In this scenario, ClaimCheck will result in the denial of the claim for procedure code Age Edits These edits enforce age limits for certain procedures. A provider submits a claim for procedure code for a 16 year-old patient Tonsillectomy, primary or secondary; under age Tonsillectomy, primary or secondary: age 12 or over. Procedure code should not be used for a 16 year old patient. In this scenario, ClaimCheck will result in the denial of the claim. The provider may resubmit the claim using the appropriate procedure code. Gender Edits These edits enforce gender limits for certain procedures. A provider submits a claim for procedure code for a female patient Cystourethroscopy, with internal urethrotomy; male Cystourethroscopy, with internal urethrotomy; female. Procedure code should not be billed for a female patient. In this scenario, ClaimCheck will result in the denial of the claim. The provider may resubmit the claim using the appropriate procedure code. Cosmetic Procedures These edits identify procedure codes that are often used for cosmetic procedures.
6 - 6 - A provider submits a claim for procedure code Suction assisted lipectomy; head and neck. In this scenario, ClaimCheck will flag procedure code as potentially constituting a cosmetic procedure. The claim will be suspended and subjected to medical review. Note: For each of the edits identified above, PROMISe will return an Error Status Code (ESC) message. The ESC and description will be displayed to the provider on a Remittance Advice (RA). A list of all PROMISe ESCs and their descriptions, as well as those related to ClaimCheck, is available on the Department s website at: PROCEDURE: Effective November 3, 2008, the Department will implement ClaimCheck for professional and outpatient claims as identified in Attachment A, for services provided in the FFS delivery system, including ACCESS Plus. All affected claims received on or after November 3, 2008, will be subject to ClaimCheck editing and auditing, including claims submitted for dates of service prior to November 3, Providers are urged to consult the MA Program Fee Schedule, as well as appropriate coding manuals and clinical guidelines, to ensure that claims are submitted with the correct procedure codes and modifiers for the service provided and to reduce unnecessary claim denials. Please note: Current MA payment procedures will remain the same. There will be no impact to current billing guidelines and claims processing time frames will not be affected as a result of the implementation of ClaimCheck. Attachment: Attachment A, ClaimCheck Claims Criteria
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