BILLING MANUAL EFFECTIVE JANUARY 1, billing simplified. more coordinated, less complex. CoordinatedCareHealth.com

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1 BILLING MANUAL EFFETIVE JANUAY 1, 2015 billing simplified more coordinated, less complex. oordinatedarehealth.com

2 laims Filing Instructions Updated January 2015 WA-PBM Provider Services Department

3 LAIMS FILING INSTUTIONS Table of ontents 2 P age ontents Procedures for laim Submission... 4 LIA/LIA Waiver billing requirements... 6 Timely Filing... 7 orrected claims, econsiderations, Disputes... 8 laim Payment... 9 Procedures for ELETONI Submission Electronic laim Submission Specific Data ecord equirements Electronic laim Flow Description & Important General Information Invalid Electronic laim ecord ejections/denials Questions regarding electronically submitted claims should be directed to our EDI BA Support at Ext or via e mail at [email protected]. If you are prompted to leave a voice mail, you will receive a return call within 24 business hours The oordinated are ompanion Guides for electronic billing are available on our website at. See section on electronic claim filing for more details Electronic Billing Inquiries Exclusions Important Steps to a Successful Submission of EDI laims Procedures for ONLINE LAIM Submission EFT and EA Paper laim Form equirements laim Forms oding of laims/billing odes Documentation equired with laims: equired onsent Forms Must be Included with the laim during the Time of Admission*... 17

4 LAIMS FILING INSTUTIONS Table of ontents ode Auditing and Editing Modifiers PT ategory II odes ode Editing Assistant ejections vs. Denials Appendix Appendix I: ommon auses of Upfront ejections Appendix II: ommon auses of laims Processing Delays and Denials Appendix III: ommon EOP Denial odes and Descriptions Appendix IV: Instructions For Supplemental Information MS 1500 (8/05) Form, Shaded Field 24A G Appendix V: ommon HIPAA ompliant EDI ejection odes Appendix VI: laims form instructions ompleting a MS 1500 Form UB 04 laim Form UB 04 Hospital Outpatient laims/ambulatory Surgery Exceptions ompleting a MS UB 04 Form Appendix VII: Billing Tips and eminders Home Health OB Visits Billing immunizations P age

5 LAIMS FILING INSTUTIONS POEDUES FO LAIM SUBMISSION oordinated are is required by State and Federal regulations to capture specific data regarding services rendered to its members. The provider must adhere to all billing requirements in order to ensure timely processing of claims and to avoid unnecessary rejections and/or denials. laims will be rejected or denied if not submitted correctly. In general, oordinated are follows the MS (enters for Medicare & Medicaid Services) billing requirements for paper, EDI, and web submitted claims. For questions regarding billing requirements not addressed in this manual, contact a oordinated are Provider Services epresentative at It is important that providers ensure oordinated are has accurate billing information on file. Please confirm with our Provider elations department that the following information is current in our files: Provider name (as noted on current W 9 form) National Provider Identifier (NPI) Tax Identification Number (TIN) Taxonomy code Physical location address (as noted on current W 9 form) Billing name and address We recommend that providers notify oordinated are 30 days in advance of changes pertaining to billing information. Please submit this information on a W 9 form. hanges to a provider s TIN and/or address are NOT acceptable when conveyed via a claim form. Updates can be sent directly to our contracting box at [email protected] or faxed to attention: ontracting When required data elements are missing or are invalid, claims will be rejected or denied by oordinated are for correction and re submission. For EDI claims, rejections happen through one of our EDI clearinghouses if the appropriate information is not contained on the claim. For paper claims, rejections happen prior to the claims being received in the claims adjudication system and will be sent to the provider with a letter detailing the reason(s) for the rejection. Denials happen once the claim has been received into the claims adjudication system and will be sent to the provider via an Explanation of Payment (EOP) or Electronic emittance Advice (EA). laims for billable services provided to oordinated are members must be submitted by the provider who performed the services or by the provider s authorized billing vendor. 4 P age

6 LAIMS FILING INSTUTIONS All claims filed with oordinated are are subject to verification procedures. These include but are not limited to verification of the following: All claims will be subject to 5010 validation procedures based on MS and Washington State Healthcare Authority requirements. All required fields are completed on the current industry standard paper MS 1500 laim Form (HFA), MS 1450 (UB 04) laim Form, EDI electronic claim format, or claims submitted individually or batch on our Secure Provider Portal. Please note that no copied or handwritten claim forms will be accepted, these claims will be rejected and sent back to the provider. All Diagnosis, Procedure, Modifier, Location (Place of Service), evenue, Type of Admission, and Source of Admission odes are valid for: O The date of service. O Provider type/specialty billing. O Bill type O Age/sex of the patient All Diagnosis odes are to their highest number of digits available (4 th or 5 th digit). Principal Diagnosis billed reflects an allowed Principal Diagnosis as defined in the current volume of ID 9 M, or ID 10 M for the date of service billed. o For a MS 1500 claim form, this criteria looks at all procedure codes billed and the diagnosis to which they are pointing. If a procedure points to the diagnosis as primary and that code is not valid as a primary diagnosis code, that service line will deny. o All inpatient facilities are required to submit a Present on Admission (POA) indicator on all claims. laims will be denied (or rejected) if the POA indicator is missing. Please reference the MS billing guidelines regarding POA for more information and for excluded facility types. The Member identification number is located in Box 1A of the paper MS 1500 claim form and Loop ID 2010 BA Segment NM109 of the 837p. A Member is eligible for services under oordinated are during the time period in which services were provided. Appropriate authorizations must be obtained for the services performed. Third party coverage has been clearly identified and appropriate OB information has been included with the claim submission. 5 P age

7 LAIMS FILING INSTUTIONS LIA NUMBE/LIA WAIVE NUMBE Effective January 6, 2014, providers billing LIA services to oordinated are must include a valid and appropriate LIA number (i.e., either a LIA ertification Number or LIA ertificate of Waiver number, as applicable) with the claim, as follows: For paper claims, a valid and appropriate LIA number must be included in Box 23 of the MS-1500 form. For EDI claims, if a single claim is submitted for those laboratory services for which LIA certification or waiver is required, report the LIA certification or waiver number in: X12N 837 (HIPAA version) loop 2300, EF02. EF01 = X4. If a claim is submitted with both laboratory services for which LIA certification or waiver is required and non-lia covered laboratory test, in the 2400 loop for the appropriate line report the LIA certification or waiver number in: X12N 837. (HIPAA version) loop 2400, EF02. EF01 = X4. For additional information regarding submission of paper claims or EDI claims, please see the enclosed document. You can also refer to the HIPAA 837P Transaction ompanion Guide found on our website at: If a valid and appropriate LIA number is not included with the claim as provided above, the entire claim will not be considered a clean claim and will be rejected as incomplete. This process is consistent with the procedure followed by MS and is applicable to all products offered by oordinated are. 6 P age

8 LAIMS FILING INSTUTIONS LAIMS FILING DEADLINES 7 P age Providers will make their best effort to submit claims, within one hundred and eighty (180) calendar days from the date of service, or the primary plans EOP. When oordinated are is the secondary payer, providers will make their best effort to submit claims one hundred and eighty (180) calendar days from the date of service or 90 calendar days of the final determination of the primary payer (whichever is later). oordinated are will honor original claims and encounters within 365 calendar days from date of service and Secondary claims within 365 calendar days from primary date of payment. oordinated are shall pay for medically necessary services submitted beyond the 365 day standard claims payment time frame in this circumstance: oordinate are will waive the timeliness rule for processing a claim when HA program integrity activities result in recoupment of an improperly paid claim that HA paid but that should have been paid by oordinated are. Providers must submit any claims to the oordinated are within sixty (60) calendar days from HA s notification of improper payment. Providers can submit the first time claim to include the HA notification, but will need to call in to have to the claim manually processed to override the timely denial. Providers can receive the timely filing denial for the first time claim, and submit a dispute to include the HA notification. All requests for reconsideration or claim disputes must be received within 24 months from the original date of notification of payment or denial. Prior processing will be upheld for provider claim requests for reconsideration or disputes received outside of the timeframe, unless a qualifying circumstance is offered and appropriate documentation is provided to support the qualifying circumstance. Qualifying circumstances include: atastrophic event that substantially interferes with normal business operations of the provider or damage or destruction of the provider s business office or records by a natural disaster. Mechanical or administrative delays or errors by oordinated are or the Washington Department of Health and Human Services. The member was eligible however the provider was unaware that the member was eligible for services at the time services were rendered. onsideration is granted in this situation only if all of the following conditions are met: o The provider s records document that the member refused or was physically unable to provide their ID card or information. o The provider can substantiate that he continually pursued reimbursement from the patient until eligibility was discovered o The provider can substantiate that a claim was filed within 365 days of discovering Plan eligibility o The provider has not filed a claim for this member prior to the filing of the claim under review

9 LAIMS FILING INSTUTIONS OETED LAIMS, EONSIDEATION, AND LAIM DISPUTES orrected claims must be submitted within 24 months from the original date of the EOP. All claim requests for reconsiderations and claim disputes must be received within 24 months from the date of original notification of payment or denial. If a provider has a question or is not satisfied with the information they have received related to a claim, there are five (5) effective ways in which the provider can contact oordinated are. 1. eview the claim in question on the secure provider portal Participating providers, who have registered for access to the secure provider portal, can access claims to obtain claim status, submit claims, or submit a corrected claim. 2. ontact a oordinated are Provider Service epresentative at : Providers may inquire about claim status, payment amounts or denial reasons. A provider may also make a simple request for reconsideration by clearly explaining the reason the claim is not adjudicated correctly. 3. Submit an Adjusted or orrected laim to oordinated are: orrected claims must clearly indicate they are corrected in one of the following ways: o Submit corrected claim via the secure Provider Portal Follow the instructions on the portal for submitting a correction o Submit corrected claim electronically via learinghouse Institutional laims (UB): Field LM05 3 = 7 and EF*F8 = Original laim Number Professional laims (HFA): Field LM05 3 = 6 and EF*F8 = Original laim Number o Mail corrected claims to: oordinated are Attn: orrected laims PO Box 4030 Farmington MO Paper claims must clearly be marked as E SUBMISSION or OETED LAIM and must include the original claim number; or the original EOP must be included with the resubmission. Failure to mark the claim as a resubmission and include the original claim number (or include the EOP) may result in the claim being denied as a duplicate, a delay in the reprocessing, or denial for exceeding the timely filing limit. 8 P age

10 LAIMS FILING INSTUTIONS 4. Submit a equest for econsideration to oordinated are: A request for reconsideration is a written communication (i.e. a letter) from the provider about a disagreement with the manner in which a claim was processed, but does not require a claim to be corrected and does not require medical records. The request must include sufficient identifying information which includes, at a minimum, the patient name and patient ID number, date of service, total charges, and provider name. The documentation must also include a detailed description of the reason for the request. Mail equests for econsideration to: oordinated are Attn: econsideration PO Box 4030 Farmington, MO Submit a laim Dispute Form to oordinated are: laim disputes should be used only when a provider has received an unsatisfactory response to a request for reconsideration. The laim Dispute Form is located on the oordinated are provider website at To expedite processing of your dispute, please include the original equest for econsideration letter and the response. Mail your laim Dispute Form and all other attachments to: oordinated are Attn: laim Dispute PO Box 4030 Farmington, MO If the corrected claim, the request for reconsideration or the claim dispute results in an adjusted claim, the provider will receive a revised Explanation of Payment (EOP). If the original decision is upheld, the provider will receive a revised EOP or letter detailing the decision and steps for escalated reconsideration. oordinated are shall process, and finalize all corrected claims, requests for reconsideration and disputed claims to a paid or denied status within 30 calendar days of receipt of the corrected claim, request for reconsideration or claim dispute. laim Payment lean claims will be adjudicated (finalized as paid or denied) at the following levels: 95% of clean claims will be processed within 30 business days of receipt. 99% of clean claims will be processed within 90 business days of receipt Adjusted claims, requests for reconsideration and disputed claims will be finalized to a paid or denied status 30 calendar days of receipt. 9 P age

11 LAIMS FILING INSTUTIONS POEDUE FO ELETONI LAIM SUBMISSIONS Electronic Data Interchange (EDI) allows faster, more efficient and cost effective claim submission for providers. EDI, performed in accordance with nationally recognized standards, supports the healthcare industry s efforts to reduce administrative costs. The benefits of billing electronically include: eduction of overhead and administrative costs: o Eliminates the need for paper claim submission o educes claim re work (adjustments) eceipt of clearinghouse reports as proof of claim receipt Faster transaction time for claims submitted electronically Validation of data elements on the claim format All the same requirements for paper claim filing apply to electronic claim filing. laims not submitted correctly or not containing the required field data will be rejected and/or denied. Electronic laim Submission Providers are encouraged to participate in oordinated are s Electronic laims/encounter Filing Program through entene. oordinated are (entene) has the capability to receive an ANSI X12N 837 professional, institution or encounter transaction. In addition, oordinated are (entene) has the capability to generate an ANSI X12N 835 electronic remittance advice known as an Explanation of Payment (EOP). For more information on electronic filing, contact: oordinated are c/o entene EDI Department , extension Or by e mail at: [email protected] Providers who bill electronically are responsible for filing claims within the same filing deadlines as providers filing paper claims. Providers who bill electronically must monitor their error reports and evidence of payments to ensure all submitted claims and encounters appear on the reports. Providers are responsible for correcting any errors and resubmitting the affiliated claims and encounters Electronic Secondary laims oordinated are has the ability to receive coordination of benefit (OB or Secondary) claims electronically. The field requirements for successful electronic OB submission are below (5010 Format): 10 P age

12 OB Field Name The below should come from the primary payer's Explanation of Payment (EOP) OB Paid Amount 837I - Institutional EDI Segment and Loop If 2320/AMT01=D, MAP AMT02 or 2430/SVD02 837P - Professional EDI Segment and Loop If 2320/AMT01=D, MAP AMT02 or 2430/SVD02 OB Total Non overed Amount If 2320/AMT01=A8, map AMT02 If 2320/AMT01=A8, map AMT02 OB emaining Patient Liability OB Patient Paid Amount If 2300/AS01 = P, map AS03 Note: Segment can have 6 occurrences. Loop2320/AMT01=EAF, map AMT02 which is the sum of all of AS03 with AS01 segments d i h P If 2320/AMT01=EAF, map AMT02 If 2320/AMT01 = F5, map AMT02 OB Patient Paid Amount Estimated If 2300/AMT01=F3, map AMT02 Total laim Before Taxes Amount If 2400/AMT01 = N8, map AMT02 If 2320/AMT01 = T, map AMT02 OB laim Adjudication Date IF 2330B/DTP01 = 573, map DTP03 IF 2330B/DTP01 = 573, map DTP03 OB laim Adjustment Indicator IF 2330B/EF01 = T4, map EF02 IF 2330B/EF01 = T4, map EF02 with a Y Specific Data ecord equirements laims transmitted electronically must contain all the same data elements identified within the laim Filing section of this manual. Please contact the clearinghouse you intend to use and ask if they require additional data record requirements. The ompanion Guide is located on oordinated are s website at Electronic laim Flow Description & Important General Information In order to send claims electronically to oordinated are, all EDI claims must first be forwarded to one of oordinated are s clearinghouses. This can be completed via a direct submission to a clearinghouse or through another EDI clearinghouse. Once the clearinghouse receives the transmitted claims, they are validated against their proprietary specifications and Plan specific requirements. laims not meeting the requirements are immediately rejected and sent back to the sender via a clearinghouse error report. It is very important to review this error report daily to identify any claims that were not transmitted to oordinated are. The name of this report can vary based upon the provider s contract with their intermediate EDI clearinghouse. Accepted claims are passed to oordinated are, and the clearinghouse returns an acceptance report to the sender immediately. laims forwarded to oordinated are by a clearinghouse are validated against provider and member eligibility records. laims that do not meet provider and/or member eligibility 11 P age

13 requirements are rejected and sent back on a daily basis to the clearinghouse. The clearinghouse in turn forwards the rejection back to its trading partner (the intermediate EDI clearinghouse or provider). It is very important to review this report daily. The report shows rejected claims and these claims must be reviewed and corrected timely. laims passing eligibility requirements are then passed to the claim processing queues. Providers are responsible for verification of EDI claims receipts. Acknowledgements for accepted or rejected claims received from the clearinghouse must be reviewed and validated against transmittal records daily. Since the clearinghouse returns acceptance reports directly to the sender, submitted claims not accepted by the clearinghouse are not transmitted to oordinated are. If you would like assistance in resolving submission issues reflected on either the acceptance or claim status reports, please contact your clearinghouse or vendor customer service department. ejected electronic claims may be resubmitted electronically once the error has been corrected. Be sure to clearly mark your claim as a corrected claim per the instructions above. Invalid Electronic laim ecord ejections/denials All claim records sent to oordinated are must first pass the clearinghouse proprietary edits and Plan specific edits prior to acceptance. laim records that do not pass these edits are invalid and will be rejected without being recognized as received by oordinated are. In these cases, the claim must be corrected and re submitted within the required filing deadline of 365 calendar days from the date of service. It is important that you review the acceptance or claim status reports received from the clearinghouse in order to identify and re submit these claims accurately. Questions regarding electronically submitted claims should be directed to our EDI BA Support at Ext or via e mail at [email protected]. If you are prompted to leave a voice mail, you will receive a return call within 24 business hours. The oordinated are ompanion Guides for electronic billing are available on our website at. See section on electronic claim filing for more details. Exclusions Excluded laim ategories - Excluded from EDI Submission Options - Must be Filed Paper - Applies to Inpatient and Outpatient laim Types laim records requiring supportive documentation or attachments (i.e., forms) consent 12 P age

14 LAIMS FILING INSTUTIONS Note: OB claims can be filed electronically, but if they are not, the primary payer EOB must be submitted with the paper claim. Medical records to support billing miscellaneous codes laim for services that are reimbursed based on purchase price (e.g. custom DME, prosthetics) Provider is required to submit the invoice with the claim. laim for services requiring clinical review (e.g. complicated or unusual procedure) Provider is required to submit medical records with the claim. laim for services requiring documentation and a ertificate of Medical Necessity (e.g. Oxygen, Motorized Wheelchairs) Electronic Billing Inquiries Please direct inquiries as follows: Acti learinghouses Submitting Directly to oordinated are Emdeon SSI Gateway Availity Gateway Smart Data Solutions elay Health Office Ally ontact oordinated are Payer ID elay Health NOTE: Please reference the vendor provider manuals at: for their individual payer ID s. General EDI Questions: ontact EDI Support at Ext or (314) or via e mail at [email protected]. laims Transmission eport Questions: ontact your clearinghouse technical support area. laim Transmission Questions (Has my claim been received or rejected?): emittance Advice Questions: Provider Payee, UPIN, Tax ID, Payment Address hanges: ontact EDI Support at Ext or via e mail at [email protected]. ontact oordinated are Provider Services at or the secure Provider Portal at Notify Provider Services in writing at: oordinated are 1145 Broadway, Suite 300 Tacoma, WA P age

15 LAIMS FILING INSTUTIONS Important Steps to a Successful Submission of EDI laims 1. Select clearinghouse to utilize or oordinated are s website. 2. ontact the clearinghouse to inform them you wish to submit electronic claims to oordinated are. 3. Inquire with the clearinghouse what data records are required. 4. Verify with Provider elations at oordinated are that the provider is set up in the oordinated are system before submitting EDI claims. 5. You will receive two reports from the clearinghouse. ALWAYS review these reports daily. The first report will be a report showing the claims that were accepted by the clearinghouse and are being transmitted to oordinated are and those claims not meeting the clearinghouse requirements. The second report will be a claim status report showing claims accepted and rejected by oordinated are. ALWAYS review the acceptance and claim status reports for rejected claims. If rejections are noted correct and resubmit. 6. MOST importantly, all claims must be submitted with provider identifying numbers. See the companion guide on the oordinated are website for claim form instructions and claim forms for details. NOTE: Provider identification number validation is not performed at the clearinghouse level. The clearinghouse will reject claims for provider information only if the fields are empty. POEDUES FO ONLINE LAIM SUBMISSION For providers who have internet access and choose not to submit claims via EDI or paper, oordinated are has made it easy and convenient to submit claims directly to us on our secure provider portal at You must request access to our secure site by registering for a user name and password and you must select the laims ole Access module. To register, please go directly to If you have technical support questions, please contact Provider Services at Once you have access to the secure portal you may file first time claims individually or submit first time batch claims. You will also have the capability to find, view, and correct any previously processed claims. Please note for best results utilizing the web portal you must use IE8 or higher 14 P age

16 LAIMS FILING INSTUTIONS EFT AND EA oordinated are partners with PaySpan to provide Electronic Funds Transfer (EFT) and Electronic emittance Advice (EA) to its participating providers. EFT and EA services help providers reduce costs, speed secondary billings, and improve cash flow by enabling online access of remittance information, and straight forward reconciliation of payments. As a Provider, you can gain the following benefits from using EFT and EA: educe accounting expenses Electronic remittance advices can be imported directly into practice management or patient accounting systems, eliminating the need for manual rekeying Improve cash flow Electronic payments mean faster payments, leading to improvements in cash flow Maintain control over bank accounts You keep TOTAL control over the destination of claim payment funds and multiple practices and accounts are supported Match payments to advices quickly You can associate electronic payments with electronic remittance advices quickly and easily For more information on our EFT and EA services, please visit our website at contact Provider Services at or directly contact PaySpan at or 15 P age

17 LAIMS FILING INSTUTIONS PAPE LAIM FOM EQUIEMENTS laim Forms oordinated are only accepts the MS 1500 (02/12) and MS UB 04 paper claim forms. These must be the original red paper forms, copies a well as handwritten claims will be rejected. Other claim form types will be rejected and returned to the provider Professional providers and medical suppliers complete the MS 1500 (02/12) form and institutional providers complete the MS UB 04 claim form. oordinated are does not supply claim forms to providers. Providers should purchase these from a supplier of their choice. It is preferred that all paper claim forms be typed or printed and in the original red and white version to ensure clean acceptance and processing. If the form is hand written, the information must be clear, must be written in black or blue ink and all data must be within the predetermined lines/boxes on the form. If you have questions regarding what type of form to complete, contact oordinated are Provider Services at Submit claims to oordinated are at the following address: First Time laims, orrected laims and equests for econsiderations: oordinated are laim Processing Department P. O. Box 4030 Farmington, MO laim Dispute Forms: oordinated are Attn: laim Disputes P. O. Box 4030 Farmington, MO oordinated are encourages all providers to submit claims electronically. Our ompanion Guides for electronic billing are available on our website at Paper submissions are subject to the same edits as electronic and web submissions oding of laims/billing odes oordinated are requires claims to be submitted using codes from the current version of ID 9 M, ID 10, ASA, DG, PT4, and HPS Level II for the date the service was rendered. These requirements may be amended to comply with federal and state regulations as necessary. Below are some code related reasons a claim may reject or deny: ode billed is missing, invalid, or deleted at the time of service ode inappropriate for the age or sex of the member Diagnosis code missing the 4 th or 5 th digit as appropriate 16 P age

18 LAIMS FILING INSTUTIONS Procedure code is pointing to a diagnosis that is not appropriate to be billed as primary ode billed is inappropriate for the location or specialty billed ode billed is a part of a more comprehensive code billed on same date of service Documentation equired with laims: - The cost of acquiring corneal tissue for corneal transplants may be billed in addition to the ambulatory surgical center (AS) facility charge. An invoice from an eye bank or organ procurement organization showing the actual cost of acquiring the tissue must be attached to claims in order to receive reimbursement for the facility charge and the corneal tissue. laims submitted for corneal transplant procedure codes without the required invoice are denied. - An invoice of cost is required when billing for B An invoice of the provider s cost for manually priced ostomy supplies must accompany each MS 1500 claim for payment. - When billing for an approved repair, copies of the invoices showing the MSP, or the invoice of cost, must be submitted with the claim - A copy of the repair invoice must be attached to the claim for out of shop repairs. - An implantable intravenous infusion pump or a venous access port is a covered service. Providers are to use procedure A4300, Implantable vascular access portal/catheter (venous or arterial), for this service. This service is manually priced; therefore, providers must attach an invoice to their claim. - When billing nuclear medicine procedures involving pharmacy charges, use procedure code A4641 for supply of radiopharmaceutical diagnostic imaging agent and A9699 for supply of therapeutic radiopharmaceuticals. These procedure codes are manually priced and an invoice must be attached to the claim reflecting the cost of the isotopes Supplies and materials, provided by the nurse midwife over and above those usually included in the office visit or other services rendered (list drugs, trays, supplies or materials provided). An invoice of costs for the supplies must be submitted with the claim for manual pricing. - An electronic invoice of cost attachment is available to providers through the billing website at equired onsent Forms Must be Included with the laim during the Time of Admission*: onsent forms are located on the Washington Medicaid website at: Sterilization onsent Formhttp://www1.dshs.wa.gov/pdf/ms/forms/13_364.pdf Hysterectomy onsent Form 17 P age

19 LAIMS FILING INSTUTIONS ODE-AUDITING/EDITING oordinated are uses code auditing software to assist in improving accuracy and efficiency in claims processing, payment and reporting, as well as meeting HIPAA compliance regulations. The software will detect, correct, and document coding errors on provider claims prior to payment by analyzing PT, HPS, modifier, and place of service codes. laims billed in a manner that does not adhere to the standards of the code editing software will be denied. The code editing software contains a comprehensive set of rules addressing coding inaccuracies such as unbundling, fragmentation, up coding, duplication, invalid codes, and mutually exclusive procedures. The software offers a wide variety of edits that are based on: American Medical Association (AMA) the software utilizes the PT Manuals, PT Assistant, PT Insider s View, the AMA web site, and other sources. enters for Medicare & Medicaid Services (MS) National orrect oding Initiative (NI) which includes column 1/column 2, mutually exclusive and outpatient code editor (OE0 edits). In addition to using the AMA s PT manual, the NI coding policies are based on national and local policies and edits, coding guidelines developed by national societies, analysis of standard medical and surgical practices, and a review of current coding practices. Public domain specialty society guidance (i.e., American ollege of Surgeons, American ollege of adiology, American Academy of Orthopedic Surgeons). linical consultants who research, document, and provide edit recommendations based on the most common clinical scenario. In addition to nationally recognized coding guidelines, the software has added flexibility to its rule engine to allow business rules that are unique to the needs of individual product lines. The following provides conditions where the software will make a change on submitted codes: Unbundling of Services Identifies Services That Have Been Unbundled Example: Unbundling lab panels. If component lab codes are billed on a claim along with a more comprehensive lab panel code that more accurately represents the service performed, the software will bundle the component codes into the more comprehensive panel code. The software will also deny multiple claim lines and replace those lines with a single, more comprehensive panel code when the panel code is not already present on the claim. ode Description Status omprehensive Metabolic Panel Disallow omplete B, automated and automated & automated differential WB count Disallow Thyroid Stimulating Hormone Disallow General Health Panel Allow 18 P age

20 LAIMS FILING INSTUTIONS Explanation: 80053, and are included in the lab panel code and therefore are not separately reimbursable. Those claim lines containing the component codes are denied and only the comprehensive lab panel code is reimbursed. Bilateral Surgery Identical Procedures Performed on Bilateral Anatomical Sites During Same Operative Session: Example: ode Description Status DOS=01/01/ DOS=01/01/10 Tympanostomy Tympanostomy billed with modifier 50 (bilateral procedure) Disallow Allow Explanation: identifies the same code being billed twice, when reimbursement guidelines require the procedure to be billed once with a bilateral modifier. These should be billed on one line along with modifier 50 (bilateral procedure). Note: Modifiers T (right), or LT (left) should not be billed for bilateral procedures Duplicate Services Submission of Same Procedure More than Once on Same Date of Service That annot Be or Are Normally Not Performed More Than Once on Same Day: Example: Excluding a Duplicate PT ode Description Status adiologic exam, spine, entire, survey study, anteroposterior & lateral adiologic exam, spine, entire, survey study, anteroposterior & lateral Allow Disallow Explanation: Procedure includes radiologic examination of the lateral and anteroposterior views of the entire spine that allow views of the upper cervical vertebrae, the lower cervical vertebrae, the thoracic vertebrae, the lumbar vertebrae, the sacrum, and the coccyx. It is clinically unlikely that this procedure would be performed twice on the same date of service. Evaluation and Management Services (E/M) Submission of E/M Service Either Within a Global Surgery Period or on the Same Date of Service as another E/M Service: Global Surgery: Procedures that are assigned a 90 day global surgery period are designated as major surgical procedures; those assigned a 10 day or 0 day global surgery period are designated as minor 19 P age

21 20 P age LAIMS FILING INSTUTIONS surgical procedures. Evaluation and management services, submitted with major surgical procedures (90 day) and minor surgical procedures (10 day), are not recommended for separate reporting because they are part of the global service. Evaluation and management services, submitted with minor surgical procedures (0 day), are not recommended for separate reporting or reimbursement because these services are part of the global service unless the service is a service listed on the Missouri Fee Schedule with an asterisk. Example: Global Surgery Period ode Description Status DOS=05/20/ DOS=06/02/09 Arthroplasty, knee, condoyle and plateau; medial and lateral compartments with or without patella resurfacing (total knee arthroplasty). Office or other outpatient visit for the evaluation and management of an EST patient, which requires at least two of these three key components: an expanded problem focused history; an expanded problem focused examination; medical decision making of low complexity. ounseling & coordination of care w/other providers or agencies are provided consistent w/nature of problem(s) & patient's &/or family's needs. Problem(s) are low/moderate severity. Physicians spend 15 minutes face to face w/patient Explanation: Procedure code has a global surgery period of 90 days. Procedure code is submitted with a date of service that is within the 90 day global period. When a substantial diagnostic or therapeutic procedure is performed, the evaluation and management service is included in the global surgical period. Example: E/M with Minor Surgical Procedures Allow Disallow ode Description Status DOS=01/23/ DOS=01/23/10 Debridement of extensive eczematous or infected skin; up to 10% of body surface. Office or other outpatient visit for the evaluation and management of an EST patient, which requires at least two of these three key components: an expanded problem focused history; an expanded problem focused examination; medical decision making of low complexity. ounseling and coordination of care with other providers or agencies are provided consistent w/ nature of problem(s) and patient's and/or family's needs. Problem(s) are low/moderate severity. Physicians spend 15 minutes face to face with patient and/or family. Allow Disallow

22 LAIMS FILING INSTUTIONS Explanation: Procedure (0 day global surgery period) is identified as a minor procedure. Procedure is submitted with the same date of service. When a minor procedure is performed, the evaluation and management service is considered part of the global service. Same Date of Service One evaluation and management service is recommended for reporting on a single date of service. Example: Same Date of Service ode Description Status Office or other outpatient visit for the evaluation and management of an Allow established patient, which requires at least two of these three key components: a comprehensive history; a comprehensive examination; medical decision making of high complexity. ounseling and/or coordination of care with other providers or agencies are provided consistent w/ nature of problem(s) and patient's and/or family's needs. Usually, problem(s) are moderate/high severity. Physicians spend 40 minutes face to face with patient and/or family Office consultation for a new or established patient, which requires these three key components: an expanded problem focused history; an expanded problem focused examination; and straightforward medical decision making. ounseling/coordination of care with other providers or agencies are provided consistent with nature of problem(s) and patient's/family's needs. Presenting problem(s) are low severity. Physicians spend 30 minutes face to face with patient/family. Disallow Explanation: Procedure is used to report an evaluation and management service provided to an established patient during a visit. Procedure is used to report an office consultation for a new or established patient. Separate reporting of an evaluation and management service with an office consultation by a single provider indicates a duplicate submission of services. Interventions, provided during an evaluation and management service, typically include the components of an office consultation 21 P age

23 LAIMS FILING INSTUTIONS NOTE: MODIFIES Modifier 24 is used to report an unrelated evaluation and management service by the same physician during a post operative period. Modifier 25 is used to report a significant, separately identifiable evaluation and management service by the same physician on the same day of a procedure. Modifier 79 is used to report an unrelated procedure or service by the same physician during the post operative period. When modifiers 24 and 25 are submitted with an evaluation and management service on the same date of service or during the post operative period by the same physician, the evaluation and management service is questioned and a review of additional information is recommended. When modifier 79 is submitted with an evaluation and management service on the same date of service or during the post operative period by the same physician, separate reporting of the evaluation and management service is recommended. Modifier PO is used to report services, procedures and/or surgeries provide at off-campus provider-based outpatient departments. Modifier XE is used to report a separate encounter, a service that is distinct because it occurred during a separate encounter. Modifier XP is used to report a separate practitioner, a service that is distinct because it was performed by a different practitioner. Modifier XS is used to report a separate structure, a service that is distinct because it was performed on a separate organ/structure. Modifier XU is used to report a separate unusual non-overlapping service, the use of a service that is distinct because it does not overlap usual components of the main service. 22 P age

24 LAIMS FILING INSTUTIONS MODIFIES Modifiers odes Added to the Main Procedure ode to Indicate the Service Has Been Altered by a Specific ircumstance: Modifier 26 (professional component) Definition: Modifier 26 identifies the professional component of a test or study. If modifier 26 is not valid for the submitted procedure code, the procedure code is not recommended for separate reporting. When a claim line is submitted without the modifier 26 in a facility setting (for example, POS 21, 22, 23, 24), the rule will replace the service line with a new line with the same procedure code and the modifier 26 appended. Example: ode Description Status POS=Inpatient POS=Inpatient Acute gastrointestinal blood loss imaging Acute gastrointestinal blood loss imaging Disallow Allow Explanation: Procedure code is valid with modifier 26. Modifier 26 will be added to procedure code when submitted without modifier 26. Modifier 80, 81, 82, and AS (assistant surgeon) Definition: This edit identifies claim lines containing procedure codes billed with an assistant surgeon modifier that typically do not require an assistant surgeon. Many surgical procedures require aid in prepping and draping the patient, monitoring visualization, keeping the wound clear of blood, holding and positioning the patient, and assisting with wound closure and/or casting (if required). This assistance does not require the expertise of a surgeon. A qualified nurse, orthopedic technician, or resident physician can provide the necessary assistance. Example: ode Description Status Tonsillectomy and adenoidectomy; under age 12 Disallow Explanation: Procedure code is not recommended for Assistant Surgeon reporting because a skilled nurse or surgical technician can function as the assistant in the performance of this procedure. 23 P age

25 LAIMS FILING INSTUTIONS PT ategory II odes PT ategory II odes are supplemental tracking codes developed to assist in the collection and reporting of information regarding performance measurement, including HEDIS. Submission of PT ategory II odes allows data to be captured at the time of service and may reduce the need for retrospective medical record review. Uses of these codes are optional and are not required for correct coding. They may not be used as a substitute for ategory I codes. However, as noted above, submission of these codes can minimize the administrative burden on providers and health plans by greatly decreasing the need for medical record review. ode Editing Assistant A web based code auditing reference tool designed to mirror how oordinated are code auditing product(s) evaluate code combinations during the auditing of claims is available for participating providers via the secure provider portal. This allows oordinated are to share with our contracted providers the claim auditing rules and clinical rationale we use to pay claims. You can access the tool in the laims Module by clicking laim Auditing Tool. This tool offers many benefits: Prospectively access the appropriate coding and supporting clinical edit clarifications for services before claims are submitted Proactively determine the appropriate code/code combination representing the service for accurate billing purposes The tool will review what was entered and will determine if the code or code combinations are correct based on the age, sex, location, modifier (if applicable), or other code(s) entered. The ode Editing Assistant is intended for use as a what if or hypothetical reference tool. It is meant to apply coding logic only. The tool does not take into consideration historical claims information which may have been used to determine an edit. The tool assumes all PT codes are billed on a single claim. The tool will not take into consideration individual fee schedule reimbursement, authorization requirements or other coverage considerations. 24 P age

26 LAIMS FILING INSTUTIONS EJETIONS VS. DENIALS All paper claims sent to the claims office must first pass specific edits prior to acceptance. laim records that do not pass these edits are invalid and will be rejected or denied. EJETION: A EJETION is defined as an unclean claim that contains invalid or missing data elements required for acceptance of the claim into the claim processing system. These data elements are identified in the ompanion Guide located on the website at A list of common upfront rejections can be found listed below and a more comprehensive list with explanations can be located in Appendix 1. ejections will not enter our claims adjudication system, so there will be no Explanation of Payment (EOP) for these claims. The provider will receive a letter or a rejection report if the claim was submitted electronically. DENIAL: If all edits pass and the claim is accepted, it will then be entered into the system for processing. A DENIAL is defined as a claim that has passed edits and is entered into the system, however has been billed with invalid or inappropriate information causing the claim to deny. An EOP will be sent that includes the denial reason. A list of common delays and denials can be found listed below and a more comprehensive list with explanations can be located in Appendix 2. APPENDIX I. ommon auses for Upfront ejections II. III. ommon auses of laim Processing Delays and Denials ommon EOP Denial odes IV. Instructions for Supplemental Information MS 1500 (8/05) Form, Shaded Field 24a G V. ommon HIPAA ompliant EDI ejection odes VI. laim Form Instructions VII. Billing Tips and eminders 25 P age

27 LAIMS FILING INSTUTIONS APPENDIX I: OMMON AUSES OF UPFONT EJETIONS Unreadable Information The ink is faded, too light, or too bold (bleeding into other characters or beyond the box), the font is too small, or hand written information is not legible Member Date of Birth is missing Member Name or Identification Number is missing Provider Name, Taxpayer Identification Number (TIN), or National Practitioner Identification (NPI) Number is missing Attending Provider information missing from Loop 2310A on Institutional claims when LM05 1 (Bill Type) is 11, 12, 21, 22 or 72 or missing from box 48 on the paper UB claim form Date of Service is not prior to the received date of the claim (future date of service) Date of Service or Date Span is missing from required fields Example: "Statement From" or Service From" dates Type of Bill is invalid Diagnosis ode is missing, invalid, or incomplete Service Line Detail is missing Date of Service is prior to member s effective date Admission Type is missing (Inpatient Facility laims UB 04, field 14) Patient Status is missing (Inpatient Facility laims UB 04, field 17) Occurrence ode/date is missing or invalid evenue ode is missing or invalid PT/Procedure ode is missing or invalid Incorrect Form Type used Black and White or handwritten claim submitted LIA number ( effective ) 26 P age

28 LAIMS FILING INSTUTIONS APPENDIX II: OMMON AUSES OF LAIMS POESSING DELAYS AND DENIALS Diagnosis ode is missing the 4th or 5th digit Procedure or Modifier odes entered are invalid or missing o This includes GN, GO or GP modifier for therapy services DG code is missing or invalid Explanation of Benefits (EOB) from the primary insurer is missing or incomplete Third Party Liability (TPL) information is missing or incomplete Member ID is invalid Place of Service ode is invalid Provider TIN and NPI does not match evenue ode is invalid Dates of Service span do not match the listed days/units Tax Identification Number (TIN) is invalid ND ode missing/invalid for drug codes Future Dates of service cannot be billed Taxonomy odes are required and need to match the NPI billed 27 P age

29 LAIMS FILING INSTUTIONS APPENDIX III: OMMON EOP DENIAL ODES AND DESIPTIONS See the bottom of your paper EOP for the updated and complete description of all explanation codes associated with your claims. Electronic Explanations of Payment will use standard HIPAA denial codes. 28 P age

30 LAIMS FILING INSTUTIONS APPENDIX IV: INSTUTIONS FO SUPPLEMENTAL INFOMATION MS 1500 (02/12) Form, Shaded Field 24A G The following types of supplemental information are accepted in a shaded claim line of the MS 1500 (02/12) form field 24A G: Anesthesia duration Narrative description of unspecified/miscellaneous/unlisted codes National Drug odes (ND) for drugs Vendor Product Number Health Industry Business ommunications ouncil (HIB) Product Number Health are Uniform ode ouncil Global Trade Item Number (GTIN), formerly Universal Product ode (UP) for products The following qualifiers are to be used when reporting these services. 7 Anesthesia information N4 ZZ OZ VP National Drug odes (ND) The following qualifiers are to be used when reporting ND units: F2 International Unit G Gram ML Milliliter UN Unit Narrative description of unspecified/miscellaneous/unlisted codes Product Number Health are Uniform ode ouncil Global Trade Item Number (GTIN) Vendor Product Number Health Industry Business ommunications ouncil (HIB) Labeling Standard 29 P age To enter supplemental information, begin at 24A by entering the qualifier and then the information. Do not enter a space between the qualifier and the supplemental information. When reporting a service that does not have a qualifier, enter two blank spaces before entering the information. More than one supplemental item can be reported in a single shaded claim line IF the information is related to the un shaded claim line item it is entered on. When entering more than one supplemental item, enter the first qualifier at the start of 24A followed by the number, code, or other information. Do not enter a space between the qualifier and the supplemental information. Do not enter hyphens or spaces within the HIB, or GTIN number/code. After the entry of the first supplemental item, enter three blank spaces and then the next qualifier and number, code, or other information. Do not enter a space between the qualifier and the supplemental information. Do not enter hyphens or spaces within the HIB, or GTIN number/code.

31 LAIMS FILING INSTUTIONS Examples: Anesthesia Unlisted, Non specific, or Miscellaneous PT or HP ode Vendor Product Number HIB Product Number Health are Uniform ode ouncil GTIN National Drug odes (ND) 30 P age

32 LAIMS FILING INSTUTIONS APPENDIX V: OMMON HIPAA OMPLIANT EDI EJETION ODES These codes are the standard national rejection codes for EDI submissions. All errors indicated for the code must be corrected before the claim is resubmitted. Please see oordinated are s list of common EDI rejections to determine specific actions you may need to take to correct your claims submission. ode Description 01 Invalid Mbr DOB 2 Invalid Mbr 6 Invalid Prv 7 Invalid Mbr DOB & Prv 8 Invalid Mbr & Prv 9 Mbr not valid at DOS 10 Invalid Mbr DOB; Mbr not valid at DOS 17 Invalid Diag 18 Invalid Mbr DOB; Invalid Diag 19 Invalid Mbr; Invalid Diag 23 Invalid Prv; Invalid Diag 34 Invalid Proc 35 Invalid Mbr DOB; Invalid Proc 36 Invalid Mbr; Invalid Proc 38 Mbr not valid at DOS; Prv not valid at DOS; Invalid Diag 39 Invalid Mbr DOB; Mbr not valid at DOS; Prv not valid at DOS; Invalid Diag 40 Invalid Prv; Invalid Proc 41 Invalid Mbr DOB, Invalid Prv; Invalid Proc 42 Invalid Mbr; Invalid Prv; Invalid Proc 43 Mbr not valid at DOS; Invalid Proc 44 Invalid Mbr DOB; Mbr not valid at DOS; Invalid Proc 46 Prv not valid at DOS; Invalid Proc 48 Invalid Mbr; Prv not valid at DOS; Invalid Proc 49 Mbr not valid at DOS; Invalid Prv; Invalid Proc 51 Invalid Diag; Invalid Proc 74 Services performed prior to ontract Effective Date 75 Invalid units of service 31 P age

33 LAIMS FILING INSTUTIONS APPENDIX VI: LAIMS FOM INSTUTIONS Billing Guide for a MS 1500 and MS UB 04 equired () fields must be completed on all claims. onditional () fields must be completed if the information applies to the situation or the service provided. Note: laims with missing or invalid equired () field information will be rejected or denied ompleting a MS 1500 Form Further detailed instructions found on the NU website: oordinated are will only accept the 02/12 version of the MS 1500 (HFA) 32 P age

34 LAIMS FILING INSTUTIONS 1 Field Field Description Instruction or omments 1a 2 3 INSUANE POGAM IDENTIFIATION INSUED S I.D. NUMBE PATIENTS NAME (Last Name, First Name, Middle Initial) PATIENT S BITH DATE/SEX 4 INSUED S NAME heck only the type of health coverage applicable to the claim. This field indicated the payer to whom the claim is being field. Enter X in the box noted Other The 13-digit Medicaid ID number on the member s oordinated are ID card. Enter the patient s name as it appears on the member s oordinated are I.D. card. Do not use nicknames. Enter the patient s 8 digit date of (MM/DD/YYYY) and mark the appropriate box to indicate the patient s sex/gender. M= Male F= Female Enter the patient s name as it appears on the member s oordinated are I.D. ard equired or onditional 5 PATIENT S ADDESS (Number, Street, ity, State, Zip ode) Telephone (include area code) Enter the patient's complete address and telephone number including area code on the appropriate line. First line Enter the street address. Do not use commas, periods, or other punctuation in the address (e.g., 123 N Main Street 101 instead of 123 N. Main Street, #101). Second line In the designated block, enter the city and state. Third line Enter the zip code and phone number. When entering a 9-digit zip code (zip+4 codes), include the hyphen. Do not use a hyphen or space as a separator within the telephone number (i.e. (803) ). Note: Patient s Telephone does not exist in the electronic 837 Professional 4010A PATIENT S ELATION TO INSUED INSUED S ADDESS (Number, Street, ity, State, Zip ode) Telephone (include area code) Always mark to indicate self. Enter the patient's complete address and telephone number including area code on the appropriate line. First line Enter the street address. Do not use commas, periods, or other punctuation in the address (e.g., 123 N Main Street 101 instead of 123 N. Main Street, #101). Second line In the designated block, enter the city and state. Third line Enter the zip code and phone number. When entering a 9-digit zip code (zip+4 codes), include the hyphen. Do not use a hyphen or space as a separator within the telephone number (i.e. (803) ). Note: Patient s Telephone does not exist in the electronic 837 Professional 4010A1. 8 PATIENT S STATUS Not equired 33 P age

35 LAIMS FILING INSTUTIONS 9 Field Field Description Instruction or omments 9a OTHE INSUED'S NAME (Last Name, First Name, Middle Initial) *OTHE INSUED S POLIY O GOUP NUMBE efers to someone other than the patient. EQUIED if patient is covered by another insurance plan. Enter the complete name of the insured. EQUIED if field 9 is completed. Enter the policy of group number of the other insurance plan. equired or onditional 9b OTHE INSUED S BITH DATE/SEX EQUIED if field 9 is completed. Enter the 8-digit date of birth (MM DD YYYY) and mark the appropriate box to indicate sex/gender for the person listed in field 9. M = male F = female 9c EMPLOYE'S NAME O SHOOL NAME Enter the name of employer or school for the person listed in field 9. Note: Employer s Name or School Name does not exist in the electronic 837 Professional 4010A1. 9d INSUANE PLAN NAME O POGAM NAME EQUIED if field 9 is completed. Enter the other insured s (name of person listed in field 9) insurance plan or program name. 10a,b,c IS PATIENT'S ONDITION ELATED TO Enter a Yes or No for each category/line (a, b, and c). Do not enter a Yes and No in the same category/line. 10d ESEVED FO LOAL USE Always mark to indicate self. Not equired 11 INSUED POLIY O FEA NUMBE EQUIED when other insurance is available. Enter the policy, group, or FEA number of the other insurance 11a INSUED S DATE OF BITH / SEX Same as field 3. 11b 11c 11d EMPLOYE S NAME O SHOOL NAME INSUANE PLAN NAME O POGAM NUMBE IS THEE ANOTHE HEALTH BENEFIT PLAN PATIENT S O AUTHOIZED PESON S SIGNATUE PATIENT S O AUTHOIZED PESONS SIGNATUE EQUIED if Employment is marked Yes in field 10a. Enter name of the insurance health plan or program. Mark Yes or No. If Yes, complete field s 9a-d and 11c. Enter Signature on File, SOF, or the actual legal signature. The provider must have the member s or legal guardian s signature on file or obtain their legal signature in this box for the release of information necessary to process and/or adjudicate the claim. Obtain signature if appropriate. Not equired 34 P age

36 LAIMS FILING INSTUTIONS Field Field Description Instruction or omments a DATE OF UENT: ILLNESS (First symptom) O INJUY (Accident) O Pregnancy (LMP) IF PATIENT HAS SAME O SIMILA ILLNESS. GIVE FIST DATE DATES PATIENT UNABLE TO WOK IN UENT OUPATION NAME OF EFEING PHYSIIAN O OTHE SOUE ID NUMBE OF EFEING PHYSIIAN Enter the 6-digit (MM DD YY) -digit or 8 (MM DD onset for the: Present illness Injury LMP (last menstrual period) if pregnant Enter the name of the referring physician or professional (first name, middle initial, last name, and credentials). equired if field 17 is completed. Use ZZ qualifier for Taxonomy code equired or onditional Not equired Not equired Not equired 17b NPI NUMBE OF EFEING PHYSIIAN equired if field 17 is completed. If unable to obtain referring NPI, servicing NPI may be used HOSPITALIZATION DATES ELATED TO UENT SEVIES ESEVED FO LOAL USE NEW FOM: ADDITIONAL LAIM INFOMATION OUTSIDE LAB / HAGES DIAGNOSIS O NATUE OF ILLNESS O INJUY. (ELATE ITEMS 1,2,3, O 4 TO ITEM 24E BY LINE). NEW FOM ALLOWS UP TO 12 DIAGNOSES, AND ID INDIATO Enter the diagnosis or condition of the patient using the appropriate release/update of ID-9/ID-10 M Volume 1 for the date of service. Diagnosis codes submitted must be valid ID-9/ID-10 codes for the date of service and carried out to its highest digit 4th or 5th. 'E' codes are NOT acceptable as a primary diagnosis. Note: laims missing or with invalid diagnosis codes will be denied for payment. New form requires ID indicator: 9 ID-9-M 0 ID-10-M Not equired Not equired Not equired 35 P age

37 LAIMS FILING INSTUTIONS 24a-j General Information Box 24 contains six claim lines. Each claim line is split horizontally into shaded and un-shaded areas. Within each un-shaded area of a claim line there are 10 individual fields labeled A-J. Within each shaded area of a claim line there are four individual fields labeled 24A-24G, 24H, 24J, and 24Jb. Fields 24A through 24G are a continuous field for the entry of supplemental information. Instructions are provided for shaded and un-shaded fields. The shaded area for a claim line is to accommodate the submission of supplemental information, EPSDT qualifier, and Provider Number. Shaded boxes a-g is for line item supplemental information and provides a continuous line that accepts up to 61 characters. efer to the instructions listed below for information on how to complete. The un-shaded area of a claim line is for the entry of claim line item detail. Field Field Description Instruction or omments a-g Shaded 24d Unshaded ESUBMISSION ODE / OIGINAL EF.NO. PIO AUTHOIZATION NUMBE SUPPLEMENTAL INFOMATION POEDUES, SEVIES O SUPPLIES PT/HPS MODIFIE For re-submissions or adjustments, enter the DN (Document ontrol Number) of the original claim.. New form for resubmissions only: 7 eplacement of Prior laim 8 Void/ancel Prior laim Enter the authorization or referral number. efer to the Provider Manual for information on services requiring referral and/or prior authorization. The shaded top portion of each service claim line is used to report supplemental information for: ND Anesthesia start/stop time & duration Unspecified, miscellaneous, or unlisted PT and HP code descriptions. HIB or GTIN number/code. For detailed instructions and qualifiers refer to Appendix IV of this guide. Enter the 5-digit PT or HP code and 2-character modifier, if applicable. Only one PT or HP and up to four modifiers may be entered per claim line. odes entered must be valid for date of service. Missing or invalid codes will be denied for payment. Only the first modifier entered is used for pricing the claim. Failure to use modifiers in the correct position or combination with the Procedure ode, or invalid use of modifiers, will result in a rejected, denied, or incorrectly paid claim. equired or onditional 36 P age

38 LAIMS FILING INSTUTIONS Field Field Description Instruction or omments 24e Unshaded 24f Unshaded 24g Unshaded 24h Shaded 24h Unshaded 24i Shaded 24j Shaded DIAGNOSIS ODE HAGES DAYS O UNITS EPSDT (Family Planning) EPSDT (Family Planning) ID QUALIFIE NON-NPI POVIDE ID# Enter the numeric single digit diagnosis pointer (1, 2, 3, and 4) from field 21. List the primary diagnosis for the service provided or performed first followed by any additional or related diagnosis listed in field 21 (using the single digit diagnosis pointer, not the diagnosis code.) Do not use commas between the diagnosis pointer numbers. Diagnosis odes must be valid ID- 9/10 odes for the date of service or the claim will be rejected/denied. Enter the charge amount for the claim line item service billed. Dollar amounts to the left of the vertical line should be right justified. Up to eight characters are allowed (i.e. 199,999.99). Do not enter a dollar sign ($). If the dollar amount is a whole number (i.e ), enter 00 in the area to the right of the vertical line. Enter quantity (days, visits, units). If only one service provided, enter a numeric value of one. Leave blank or enter Y if the services were performed as a result of an EPSDT referral. Enter the appropriate qualifier for EPSDT visit. Use ZZ qualifier for Taxonomy Use 1D qualifier for ID, if an Atypical Provider. Typical Providers: Enter the Provider taxonomy code that corresponds to the qualifier entered in field 24I shaded. Use ZZ qualifier for Taxonomy ode. equired or onditional Atypical Providers: Enter the Provider ID number. 24j Unshaded NPI POVIDE ID Typical Providers ONLY: Enter the 10-character NPI ID of the provider who rendered services. If the provider is billing as a member of a group, the rendering individual provider s 10-character NPI ID may be entered. Enter the billing NPI if services are not provided by an individual (e.g., DME, Independent Lab, Home Health, H/FQH General Medical Exam, etc.). 37 P age

39 Field Field Description Instruction or omments 25 FEDEAL TAX I.D. NUMBE SSN/EIN Enter the provider or supplier 9-digit Federal Tax ID number and mark the box labeled EIN equired or onditional 26 PATIENT S AOUNT NO. Enter the provider s billing account number 27 AEPT ASSIGNMENT? Enter an X in the YES box. Submission of a claim for reimbursement of services provided to a oordinated are recipient using state funds indicates the provider accepts assignment. efer to the back of the MS 1500 (12-90) laim Form for the section pertaining to Payments. 28 TOTAL HAGES Enter the total charges for all claim line items billed claim lines 24F. Dollar amounts to the left of the vertical line should be right justified. Up to eight characters are allowed (i.e. 199,999.99). Do not enter a dollar sign ($). If the dollar amount is a whole number (i.e ), enter 00 in the area to the right of the vertical line. EQUIED when another carrier is the primary payer. Enter the payment received from the primary payer prior to invoicing oordinated are. oordinated are is always the payer of last resort. 29 AMOUNT PAID Dollar amounts to the left of the vertical line should be right justified. Up to eight characters are allowed (i.e. 199,999.99). Do not enter a dollar sign ($). If the dollar amount is a whole number (i.e ), enter 00 in the area to the right of the vertical line. EQUIED when field 29 is completed. Enter the balance due (total charges minus the amount of payment received from the primary payer). 30 BALANE DUE Dollar amounts to the left of the vertical line should be right justified. Up to eight characters are allowed (i.e. 199,999.99). Do not enter a dollar sign ($). If the dollar amount is a whole number (i.e ), enter 00 in the area to the right of the vertical line. 31 SIGNATUE OF PHYSIIAN O SUPPLIE INLUDING DEGEES O EDENTIALS If there is a signature waiver on file, you may stamp, print, or computer-generate the signature; otherwise, the practitioner or practitioner s authorized representative MUST sign the form. If signature is missing or invalid the claim will be returned unprocessed. Note: Does not exist in the electronic 837P. 38 P age

40 Field Field Description Instruction or omments EQUIED if the location where services were rendered is different from the billing address listed in field 33. equired or onditional 32 SEVIE FAILITY LOATION INFOMATION Enter the name and physical location. (P.O. Box numbers are not acceptable here.) First line Enter the business/facility/practice name. Second line Enter the street address. Do not use commas, periods, or other punctuation in the address (e.g., 123 N Main Street 101 instead of 123 N. Main Street, #101). Third line In the designated block, enter the city and state. Fourth line Enter the zip code and phone number. When entering a 9-digit zip code (zip+4 codes), include the hyphen. 32a NPI SEVIES ENDEED Typical Providers ONLY: EQUIED if the location where services were rendered is different from the billing address listed in field 33. Enter the 10-character NPI ID of the facility where services were rendered. 32b OTHE POVIDE ID EQUIED if the location where services were rendered is different from the billing address listed in field 33. Typical Providers Enter the 2-character qualifier ZZ followed by the Taxonomy ode (no spaces). Atypical Providers Enter the 2-character qualifier 1D (no spaces). 33 BILLING POVIDE INFO & PH# Enter the billing provider s complete name, address (include the zip + 4 code), and phone number. First line -Enter the business/facility/practice name. Second line -Enter the street address. Do not use commas, periods, or other punctuation in the address (e.g., 123 N Main Street 101 instead of 123 N. Main Street, #101). Third line -In the designated block, enter the city and state. Fourth line- Enter the zip code and phone number. When entering a 9-digit zip code (zip+ 4 code), include the hyphen. Do not use a hyphen or space as a separator within the telephone number (i.e. (803)551414). NOTE: The 9 digit zip code (zip + 4 code) is a requirement for paper and EDI claim submission 39 P age

41 LAIMS FILING INSTUTIONS 33a Field Field Description Instruction or omments GOUP BILLING NPI Typical Providers ONLY: EQUIED if the location where services were rendered is different from the billing address listed in field 33. Enter the 10-character NPI ID. equired or onditional Enter as designated below the Billing Group taxonomy code. Typical Providers: 33b GOUP BILLING OTHES ID Enter the Provider Taxonomy ode. Use ZZ qualifier. Atypical Providers: Enter the Provider ID number. UB 04 laim Form A UB 04 is the only acceptable claim form for submitting inpatient or outpatient Hospital claims charges for reimbursement by oordinated are. In addition, a UB 04 is required for omprehensive Outpatient ehabilitation facilities (OF), Home Health Agencies, nursing home admissions, inpatient hospice services and dialysis services. Incomplete or inaccurate information will result in the claim/encounter being rejected for corrections. UB 04 Hospital Outpatient laims/ambulatory Surgery The following information applies to outpatient and ambulatory surgery claims: Professional fees must be billed on a MS 1500 claim form Include the appropriate PT code next to each revenue code. Exceptions Please refer to your provider contract with oordinated are or to the Washington State Medicaid Provider Guides for evenue odes that do not require a PT 4 code. 40 P age

42 LAIMS FILING INSTUTIONS ompleting a MS UB 04 Form Line 1: Enter the complete provider name. 1 (UNLABELED FIELD) Line 2: Enter the complete mailing address. Line 3: Enter the ity, State, and zip+4 code (include hyphen). NOTE: the 9- digit zip (zip + 4 code) is a requirement for paper and EDI claims. Line 4: Enter the area code and phone number. 2 (UNLABELED FIELD) Enter the Pay-To Name and Address. Not equired 3a PATIENT ONTOL NO. 3b MEDIAL EOD NUMBE Enter the facility patient account/control number Enter the facility patient medical or health record number. Not equired 4 TYPE OF BILL Enter the appropriate 3-digit type of bill (TOB) code as specified by the NUB UB-04 Uniform Billing Manual minus the leading 0 (zero). A leading 0 is not needed. Digits should be reflected as follows: 1 st digit - Indicating the type of facility. 5 FED. TAX NO. 2nd digit - Indicating the type of care 3rd digit - Indicating the billing sequence. Enter the 9-digit number assigned by the federal government for tax reporting purposes. 6 STATEMENT OVES PEIOD FOM/THOUGH 7 (UNLABELED FIELD) Not Used 8 a- PATIENT NAME b Enter begin and end or admission and discharge dates for the services billed. Inpatient and outpatient observation stays must be billed using the admission date and discharge date. Outpatient therapy, chemotherapy, laboratory, pathology, radiology and dialysis may be billed using a date span. All other outpatient services must be billed using the actual date of service. (MMDDYY) Not equired 8a Enter the patient s 13-digit Medicaid identification number on the member s Not oordinated are I.D. card. equired 41 P age

43 LAIMS FILING INSTUTIONS 8 PATIENT NAME a-b 9 a-e PATIENT ADDESS 42 P age ADMISSION SOUE 8a Enter the patient s 13-digit Medicaid identification number on the member s oordinated are I.D. card. 8b Enter the patient s last name, first name, and middle initial as it appears on the oordinated are Health Plan ID card. Use a comma or space to separate the last and first names. Titles (Mr., Mrs., etc.) should not be reported in this field. Prefix: No space should be left after the prefix of a name e.g. McKendrick. H Hyphenated names: Both names should be capitalized and separated by a hyphen (no space). Suffix: A space should separate a last name and suffix. Enter the patient s complete mailing address of the patient. Line a: Street address Line b: ity Line c: State Line d: ZIP code Line e: ountry ode (NOT EQUIED) 10 BITHDATE Enter the patient s date of birth (MMDDYYYY) 11 SEX Enter the patient's sex. Only M or F is accepted. Enter the date of admission for inpatient claims and date of service for outpatient claims. 12 ADMISSION DATE Enter the time using 2-digit military time (00-23) for the time of inpatient admission or time of treatment for outpatient services :00 midnight to 12: :00 noon to 12: :00 to 01: :00 to 01: :00 to 02: :00 to 02: :00 to 03: :00 to 03: :00 to 04: :00 to 04:59 ADMISSION HOU 05-05:00 to 05: :00 to 05: :00 to 06: :00 to 06: :00 to 07: :00 to 07: :00 to 08: :00 to 08: :00 to 09: :00 to 09: :00 to 10: :00 to 10: :00 to 11: :00 to 11:59 equired for inpatient admissions (TOB 11X, 118X, 21X, 41X). Enter the 1-digit code indicating the priority of the admission using one of the following codes: 1 Emergency 14 ADMISSION TYPE 2 Urgent 3 Elective 4 Newborn 5 Trauma 15 Enter the 1-digit code indicating the source of the admission or outpatient service using one of the following codes: For Type of admission 1,2,3 or 5 1 Physician eferral 2 linic eferral 3 Health Maintenance eferral (HMO) 4 Transfer from a hospital 5 Transfer from Skilled Nursing Facility (SNF) 6 Transfer from another health care facility 7 Emergency oom 8 ourt/law enforcement Not equired (except line 9e)

44 9 Information not available For type of admission 4 (newborn): 1 Normal Delivery 2 Premature Delivery 3 Sick Baby 4 Extramural Birth 5 Information not available Enter the time using 2-digit military time (00-23) for the time of inpatient or outpatient discharge :00 midnight to 12: :00 noon to 12: :00 to 01: :00 to 01: :00 to 02: :00 to 02: :00 to 03: :00 to 03:59 16 DISHAGE HOU 04-04:00 to 04: :00 to 04: :00 to 05: :00 to 05: :00 to 06: :00 to 06: :00 to 07: :00 to 07: :00 to 08: :00 to 08: :00 to 09: :00 to 09: :00 to 10: :00 to 10: :00 to 11: :00 to 11:59 17 PATIENT STATUS EQUIED for inpatient claims. Enter the 2-digit disposition of the patient as of the through date for the billing period listed in field 6 using one of the following codes: 01 outine Discharge 02 Discharged to another short-term general hospital 03 Discharged to SNF 04 Discharged to IF 05 Discharged to another type of institution 06 Discharged to care of home health service organization 07 Left against medical advice 08 Discharged/transferred to home under care of a Home IV provider 09 Admitted as an inpatient to this hospital (only for use on Medicare outpatient hospital claims) 20 Expired or did not recover 30 Still patient (To be used only when the client has been in the facility for 30 consecutive days if payment is based on DG) 40 Expired at home (hospice use only) 41 Expired in a medical facility (hospice use only) 42 Expired place unknown (hospice use only) 43 Discharged/Transferred to a federal hospital (such as a Veteran s Administration [VA] hospital) 50 Hospice Home 51 Hospice Medical Facility 61 Discharged/ Transferred within this institution to a hospital-based Medicare approved swing bed 62 Discharged/ Transferred to an Inpatient rehabilitation facility (IF), including rehabilitation distinct part units of a hospital 63 Discharged/ Transferred to a Medicare certified long-term care hospital (LTH) 64 Discharged/ Transferred to a nursing facility certified under Medicaid but not certified under Medicare 65 Discharged/ Transferred to a Psychiatric hospital or psychiatric distinct part unit of a hospital 43 P age

45 66 Discharged/transferred to a critical access hospital (AH) ONDITION ODES EQUIED when applicable. ondition codes are used to identify conditions relating to the bill that may affect payer processing. Each field (18-24) allows entry of a 2-character code. odes should be entered in Alphanumeric sequence (numbered codes precede alphanumeric codes). For a list of codes and additional instructions refer to the NUB UB-04 Uniform Billing Manual. 29 AIDENT STATE 30 Not Used Not equired Not equired a-b OUENE ODE and OUENE DATE Occurrence ode: EQUIED when applicable. Occurrence codes are used to identify events relating to the bill that may affect payer processing. Each field (31-34a) allows entry of a 2-character code. odes should be entered in alphanumeric sequence (numbered codes precede alphanumeric codes). For a list of codes and additional instructions refer to the NUB UB-04 Uniform Billing Manual. Occurrence Date: EQUIED when applicable or when a corresponding Occurrence ode is present on the same line (31a-34a). Enter the date for the associated occurrence code in MMDDYYYY format a-b OUENE SPAN ODE and OUENE DATE Occurrence Span ode: EQUIED when applicable. Occurrence codes are used to identify events relating to the bill that may affect payer processing. Each field (31-34a) allows entry of a 2-character code. odes should be entered in alphanumeric sequence (numbered codes precede alphanumeric codes). For a list of codes and additional instructions refer to the NUB UB-04 Uniform Billing Manual. Occurrence Span Date: EQUIED when applicable or when a corresponding Occurrence Span code is present on the same line (35a-36a). Enter the date for the associated occurrence code in MMDDYYYY format. 44 P age

46 37 (UNLABELED FIELD) EQUIED for re-submissions or adjustments. Enter the DN (Document ontrol Number) of the original claim. A resubmitted claim MUST be marked using large bold print within the body of the claim form with ESUBMISSION to avoid denials for duplicate submission. 38 ESPONSIBLE PATY NAME AND ADDESS Not equired a-d VALUE ODES ODES and AMOUNTS ode: EQUIED when applicable. Value codes are used to identify events relating to the bill that may affect payer processing. Each field (39-41) allows entry of a 2-character code. odes should be entered in alphanumeric sequence (numbered codes precede alphanumeric codes). Up to 12 codes can be entered. All a fields must be completed before using b fields, all b fields before using c fields, and all c fields before using d fields. For a list of codes and additional instructions refer to the NUB UB- 04 Uniform Billing Manual. Amount: EQUIED when applicable or when a Value ode is entered. Enter the dollar amount for the associated value code. Dollar amounts to the left of the vertical line should be right justified. Up to 8 characters are allowed (i.e. 199,999.99). Do not enter a dollar sign ($) or a decimal. A decimal is implied. If the dollar amount is a whole number (i.e ), enter 00 in the area to the right of the vertical line. Value ode 54 (EQUIED) Enter this code in the code field with the newborn birth weight in grams in the amount field (No decimals). ight justify the weight in grams to the left of the dollars/cents delimiter. General Information Fields SEVIE LINE DETAIL The following UB-04 fields 42-47: Have a total of 22 service lines for claim detail information. Fields 42, 43, 45, 47, 48 include separate instructions for the completion of lines 1-22 and line Line 1-22 EV D Enter the appropriate revenue codes itemizing accommodations, services, and items furnished to the patient. efer to the NUB UB-04 Uniform Billing Manual for a complete listing of revenue codes and instructions. Enter accommodation revenue codes first followed by ancillary revenue codes. Enter codes in ascending numerical value. 45 P age

47 42 Line 23 ev D Enter 0001 for total charges. 43 Line 1-22 DESIPTION Enter a brief description that corresponds to the revenue code entered in the service line of field Line 23 PAGE OF Enter the number of pages. Indicate the page sequence in the PAGE field and the total number of pages in the OF field. If only one claim form is submitted enter a 1 in both fields (i.e. PAGE 1 OF 1 ). 44 HPS/ATES EQUIED for outpatient claims when an appropriate PT/HPS code exists for the service line revenue code billed. The field allows up to 9 characters. Only one PT/HP and up to two modifiers are accepted. When entering a PT/HPS with a modifier(s) do not use a spaces, commas, dashes or the like between the PT/HP and modifier(s) efer to the NUB UB-04 Uniform Billing Manual for a complete listing of revenue codes and instructions. Please refer to your current provider contract with HSHP or to the Department of Health and Hospitals Medicaid Provider Procedures Manual 45 Line 1-22 SEVIE DATE EQUIED on all outpatient claims. Enter the date of service for each service line billed. (MMDDYY) Multiple dates of service may not be combined for outpatient claims 45 Line 23 EATION DATE Enter the date the bill was created or prepared for submission on all pages submitted. (MMDDYY) 46 SEVIE UNITS Enter the number of units, days, or visits for the service. A value of at least 1 must be entered. For inpatient room charges, enter the number of days for each accommodation listed. 47 Line 1-22 TOTAL HAGES Enter the total charge for each service line. 47 Line 23 TOTALS Enter the total charges for all service lines. 48 Line 1-22 NON-OVEED HAGES Enter the non-covered charges included in field 47 for the revenue code listed in field 42 of the service line. Do not list negative amounts. 48 Line 23 TOTALS Enter the total non-covered charges for all service lines. 49 (UNLABELED FIELD) Not Used Not equired 46 P age

48 50 A- PAYE Enter the name for each Payer from which reimbursement is being sought in the order of the Payer liability. Line A refers to the primary payer; B, secondary; and, tertiary. 51 A- HEALTH PLAN IDENTIFIATION NUMBE Not equired EQUIED for each line (A, B, ) completed in field 50. elease of Information ertification Indicator. Enter Y (yes) or N (no). 52 A- EL. INFO Providers are expected to have necessary release information on file. It is expected that all released invoices contain "Y. 53 ASG. BEN. Enter Y" (yes) or "N" (no) to indicate a signed form is on file authorizing payment by the payer directly to the provider for services. 54 PIO PAYMENTS Enter the amount received from the primary payer on the appropriate line when Medicaid/oordinated are Health Plan is listed as secondary or tertiary. 55 EST. AMOUNT DUE Not equired 47 P age

49 56 NATIONAL POVIDE IDENTIFIE or POVIDE ID 57 OTHE POVIDE ID equired: Enter provider s 10- character NPI ID. a. Enter the numeric provider Medicaid identification number assigned by the Medicaid program. b. Enter the TPI number (non - NPI number) of the billing provider 58 INSUED'S NAME For each line (A, B, ) completed in field 50, enter the name of the person who carries the insurance for the patient. In most cases this will be the patient s name. Enter the name as last name, first name, middle initial. 59 PATIENT ELATIONSHIP Not equired 60 INSUED S UNIQUE ID EQUIED: Enter the patient's Insurance/Medicaid ID exactly as it appears on the patient's ID card. Enter the Insurance /Medicaid ID in the order of liability listed in field GOUP NAME Not equired 62 INSUANE GOUP NO. Not equired 63 TEATMENT AUTHOIZATION ODES Enter the Prior Authorization or referral when services require precertification. 64 DOUMENT ONTOL NUMBE Enter the 12- character Document ontrol Number (DN) of the paid HEALTH claim when submitting a replacement or void on the corresponding A, B, line reflecting oordinated are from field 50. Applies to claim submitted with a Type of Bill (field 4) Frequency of 7 (eplacement of Prior laim) or Type of Bill 48 P age

50 Frequency of 8 (Void/ancel of Prior laim). * Please refer to reconsider/correct 65 EMPLOYE NAME Not equired 66 DX VESION QUALIFIE Not equired 67 Enter the principal/primary diagnosis or condition using the appropriate release/update of ID-9/10-M Volume 1& 3 for the date of service. PINIPAL Diagnosis code submitted must be a valid ID-9/10 code DIAGNOSIS for the date of service and carried out to its highest level ODE of specificity 4 th or 5 digit. "E" and most V codes are NOT acceptable as a primary diagnosis. Note: laims with missing or invalid diagnosis codes will be denied 67 A-Q OTHE DIAGNOSIS ODE (UNLABELE D) ADMITTING DIAGNOSIS ODE Enter additional diagnosis or conditions that coexist at the time of admission or that develop subsequent to the admission and have an effect on the treatment or care received using the appropriate release/update of ID- 9/10-M Volume 1& 3 for the date of service. Diagnosis codes submitted must be a valid ID-9/10 codes for the date of service and carried out to its highest level of specificity 4 th or 5 digit. "E" and most V codes are NOT acceptable as a primary diagnosis. Note: laims with incomplete or invalid diagnosis codes will be denied. Not Used Enter the diagnosis or condition provided at the time of admission as stated by the physician using the appropriate release/update of ID-9/10-M Volume 1& 3 for the date of service. Diagnosis codes submitted must be a valid ID-9/10 codes for the date of service and carried out to its highest level of specificity 4 th or 5 digit. "E" codes and most V are NOT acceptable as a primary diagnosis. Note: laims with missing or invalid diagnosis codes will be denied. 70 PATIENT Enter the ID-9/10-M code that reflects the patient s Not equired 49 P age

51 a,b,c EASON ODE reason for visit at the time of outpatient registration. 70a requires entry, 70b-70c are conditional. Diagnosis codes submitted must be valid ID-9/10 codes for the date of service and carried out to its highest digit 4 th or 5. "E" codes and most V are NOT acceptable as a primary diagnosis. Note: laims with missing or invalid diagnosis codes will be denied a,b,c 73 PPS / DG ODE EXTENAL AUSE ODE (Unlabeled) Not equired Not equired Not equired PINIPAL POEDU 74 E ODE / DATE EQUIED on inpatient claims when a procedure is performed during the date span of the bill. ODE: Enter the ID-9/10 procedure code(s) that identify significant a procedure(s) performed other than the principal/primary procedure. Up to 5 ID-9/10 procedure codes may be entered. Do not enter the decimal between the 2nd or 3rd digits of code. It is implied. DATE: Enter the date the principal procedure was performed (MMDDYY). 74 a-e 75 OTHE POEDU E ODE DATE (Unlabeled) EQUIED on inpatient claims when a procedure is performed during the date span of the bill. ODE: Enter the ID-9/10 procedure code(s) that identify significant a procedure(s) performed other than the principal/primary procedure. Up to 5 ID-9/10 procedure codes may be entered. Do not enter the decimal between the 2nd or 3rd digits of code. It is implied. DATE: Enter the date the principal procedure was performed (MMDDYY). Not equired Enter the NPI and Name of the physician in charge of the patient care: NPI: Enter the attending physician 10-character NPI ID. Taxonomy ode: Enter valid taxonomy code ATTENDIN QUAL: Enter one of the following qualifier and ID number 76 G 0B State License # PHYSIIAN 1G Provider UPIN G2 Provider ommercial # ZZ Taxonomy ode LAST: Enter the attending physician s last name FIST: Enter the attending physician s first name. EQUIED when a surgical procedure is performed: NPI: Enter the operating physician 10-character NPI ID. OPEATIN Taxonomy ode: Enter valid taxonomy code 77 G PHYSIIAN QUAL:Enter one of the following qualifier and ID number 0B State License # 50 P age

52 78 & 79 OTHE PHYSIIAN 1G Provider UPIN G2 Provider ommercial # ZZ Taxonomy ode LAST: Enter the operating physician s last name FIST: Enter the operating physician s first name. Enter the Provider Type qualifier, NPI, and Name of the physician in charge of the patient care: (Blank Field): Enter one of the following Provider Type Qualifiers: DN eferring Provider ZZ Other Operating MD 82 endering Provider NPI: Enter the other physician 10-character NPI ID. QUAL: Enter one of the following qualifier and ID number 0B State License # 1G Provider UPIN G2 Provider ommercial # LAST: Enter the other physician s last name. FIST: Enter the other physician s first name. 80 EMAKS 81 A: Taxonomy of billing provider. Use ZZ qualifier 51 P age

53 APPENDIX VII: BILLING TIPS AND EMINDES Ambulance o Must be billed on a MS 1500 o Land ambulance transportation should be billed in 42 o For ITA transports enter SI=I in Field 19 o Multiple units valid only on mileage and waiting time code. All other codes enter a 1 Ambulatory Surgery enter (AS) o Ambulatory surgery centers must submit charges using the MS 1500 claim form o Must be billed in place of service 24 Anesthesia bill total number of minutes in Block 24G of the MS 1500 laim Form o Failure to bill total number of minutes may result in incorrect reimbursement or claim denial o Anesthesiologist must bill modifiers listed below for all ASA codes: AA Anesthesia service performed personally by anesthesiologist ; or QX NA/AA service with medical direction by a physician QK Medical direction of two, three or four concurrent anesthesia procedures involving qualified individuals. NA s must bill with one of the modifiers listed below for all ASA codes: QX NA service with medical direction by a physician should be used when under the supervision of a physician QY NA and anesthesiologist are involved in a single procedure and the physician is performing the medical direction QZ NA service without medical direction by a physician DME/Supplies/Prosthetics and Orthotics o Purchase only services must be billed with modifier NU o Please refer to the state DME manuals for appropriate billing of modifiers o When billing for a weekly or monthly rental, a date span can be billed but should be entered as 1 unit. Also future dates cannot be billed Mom/Newborn Billing o oordinated are recommends holding the claims until the newborn receives their own individual ID. o When billing a newborn claim under the mother s Medicaid ID# continue to follow state requirements around field 19(HFA)/box 80 (UB) o In addition, please place an A prior to the Medicaid ID # number on the claim.if twins place an A for Twin A and B for Twin B. 52 P age

54 EPSDT/HY o Populate 24h with appropriate indicator Y if the service is an EPSDT/HY screening o Bill modifier TJ for EPSDT screenings for foster care members Home Health o Must be billed on a UB 04 o Bill type must be 3XX o Must be billed in location 12 o Acceptable modifiers GN, GO, GP ommunity Mental Health Agencies (MH) o For ommunity Mental Health Agencies contracted as facilities, billing should be submitted For oordinated are/enpatico, placing the rendering provider s NPI in box 24J of the 1500 claim form (or its electronic equivalent) may cause claims denials or delays. Place the billing provider s NPI in this field for accurate claims processing. o Professional services billed with PT codes should be billed with the following modifiers when the rendering practitioner holds one of the identified licensures: Psychologist bill with modifier AH or HP Social Worker bill with modifier AJ Master s Level clinician (e.g. LP, LMFT) bill with modifier HO o HPs codes that already have modifiers identified on the state fee schedule should be billed with the modifiers indicated on the state fee schedule. OB Visits o Providers should bill using the complete OB global care if he/she is providing all of the maternity care including, prenatal, delivery and postpartum care. One of the following codes should be used: 53 P age Global OB care (PT codes 59400, 59510, 59610, or 59618) includes all the following: outine antepartum care in any trimester; Delivery; and Postpartum care. o Use HPS code 0500F along with the appropriate billing code on the first prenatal visit. The Agency is tracking the date a client begins receiving obstetrical care (date the OB record is initiated). Please note this date by entering HPS code 0500F with ID 9 M diagnosis codes V22.0 V22.2 on the claim. oding for Antepartum are Only If it is necessary to unbundle the OB package and bill separately for antepartum care, bill as follows: If the client had a total of one to three antepartum visits, bill the appropriate level of E&M service with modifier TH for each visit, with the date of service the visit occurred and the appropriate diagnosis.

55 Modifier TH: Obstetrical treatment/service, prenatal or postpartum If the client had a total of four to six antepartum visits, bill using PT code with a "1" in the unit box. Bill the Agency using the date of the last antepartum visit in the to and from fields. If the client had a total of seven or more visits, bill using PT code with a "1" in the units box. Bill the Agency using the date of the last antepartum visit in the to and from fields. If the client has one to three visits only for maternity related services by the provider, use PT codes with modifier TH. For more information regarding appropriate billing procedures for Obstetrical Services, you can refer to Maternity elated Services in the physician billing manual, pages G12 G23 Notification of Pregnancy o Use HPS code 0500F along with the appropriate billing code on the first prenatal visit. oordinated are is tracking the date a client begins receiving obstetrical care (date the OB record is initiated). Please note this date by entering HPS code 0500F with ID 9 M diagnosis codes V22.0 V22.2 on the claim. Modifiers o Appropriate Use of 25, 26, T, 50, GN, GO, GP 25 Modifier should be used when a significant and separately identifiable E&M service is performed by the same physician on the same day of another procedure e.g and Well hild and sick visit performed on the same day by the same physician *NOTE: 25 modifier is not appended to non E&M procedure codes, e.g. lab o 26 Modifier should never be appended to an office visit PT code Use 26 modifier to indicate that the professional component of a test or study is performed using the (radiology) or (pathology) series of PT codes Inappropriate use may results in a claim denial/rejection o T Modifier used to indicate the technical component of a test or study is performed o 50 Modifier indicates a procedure performed on a bilateral anatomical site Procedure must be billed on a single claim line with the 50 modifier and quantity of one (1). T and LT modifiers or quantities greater than one should not be billed when using modifier 50 o GN, GO, GP Modifiers therapy modifiers required for speech, occupational and physical therapy. ALL provider types must bill the appropriate modifier to ensure correct payment and avoid claim denial. Multi page claims o The page leading up to the last page of a multi page claim should contain the word continued or cont. Totaling each page will result in separate claims that may incorrectly reimburse. When reporting line item services on multiple page claims, only the diagnosis code(s) reported on the first page may be used and must be repeated on subsequent pages. If more than 12 diagnoses are required to report the line services, the claim must be split and the services related to the additional diagnoses must be billed as a separate claim. POA Indicator 54 P age

56 Present on Admission (POA) Indicator is required on all inpatient facility claims. Failure to include the PAO may result in a claim denial/rejection Billing for Immunizations Immunizations covered under the EPSDT program are listed in the EPSDT Fee Schedule on the states web site ( For vaccines that are available at no cost from the Department of Health (DOH) through the Universal Vaccine Distribution program and the Federal Vaccines for hildren program for children 18 years of age and under, oordinated are pays only for the administration of the vaccine and not for the vaccines themselves. These vaccines are identified in the omments column of the Fee Schedule as free from DOH. If an immunization is the only service provided, bill only for the administration of the vaccine and the vaccine itself (if appropriate). Do not bill an E/M code unless a significant and separately identifiable condition exists and is reflected by the diagnosis. In this case, bill the E/M code with modifier 25. If the E/M code is billed without modifier 25 on the same date of service as a vaccine administration, the agency will deny the E/M code. Exception: The E/M code cannot be billed with a vaccine or the vaccine administration code. You must bill for the administration of the vaccine and for the cost of the vaccine itself as explained in this section. lients 18 years of Age and Younger Free from DOH o These vaccines are available at no cost from DOH. Therefore, oordinated are will only reimburse the administration of the vaccine. o Bill for the administration by reporting the procedure code for the vaccine with modifier SL (e.g SL). oordinated are will reimburse the HA allowed amount for the administration of vaccines that are free from DOH and are billed with modifier SL (e.g., SL). o DO NOT bill PT codes for the administration. 55 P age lients 19 Years of age and older All Vaccines o Bill for the cost of the vaccine itself by reporting the procedure code for the vaccine given. DO NOT use modifier SL with any of the vaccines for client s 19 years of age and over. o oordinated are pays for the vaccine using the state s maximum allowable fee schedule. o o o View the HA fee schedule to verify if the vaccine is covered. Bill for the administration using PT codes (one vaccine) and (each additional vaccine). Payment is limited to one unit of and one unit of (maximum of two vaccines). Providers must bill and on the same claim as the procedure code for the vaccine.

57 we re here to help oordinatedarehealth.com oordinatedarehealth.com