May 19, 2014 Proposed Adoption of Workers Compensation Rules The Workers Compensation Division proposes to adopt new rules to establish standards for electronic medical billing, OAR 436-008. Please review the attached documents for more information about the proposed rules and possible fiscal impacts. The department welcomes public comment and has scheduled a public hearing. When is the hearing? Where is the hearing? How can I make a comment? June 23, 2014, 9 a.m. How can I get copies of the proposed rules? Labor & Industries Building 350 Winter Street NE, Room F Salem, Oregon 97301 Come to the hearing and speak, send written comments, or do both. Send written comments to: Email fred.h.bruyns@state.or.us Fred Bruyns, rules coordinator Workers Compensation Division 350 Winter Street NE (for courier or in-person delivery) PO Box 14480, Salem, OR 97309-0405 Phone 503-947-7717; Fax 503-947-7514 The closing date for written comments is June 27, 2014. On the Workers Compensation Division s website www.wcd.oregon.gov/policy/rules/rules.html#proprules Or call 503-947-7717 to get free paper copies Questions? Contact Fred Bruyns, 503-947-7717.
Secretary of State NOTICE OF PROPOSED RULEMAKING HEARING A Statement of Need and Fiscal Impact accompanies this form. Department of Consumer and Business Services, Workers Compensation Division 436 Agency and Division Administrative Rules Chapter Number Fred Bruyns 350 Winter St. NE; PO Box 14480, Salem OR 97309 503-947-7717 Rules Coordinator Address Telephone RULE CAPTION Adoption of rules governing electronic medical billing standards Not more than 15 words that reasonably identifies the subject matter of the agency s intended action. June 23, 2014 9 a.m. Room F Labor & Industries Bldg, 350 Winter St. NE, Salem, Oregon Fred Bruyns Hearing Date Time Location Hearings Officer Auxiliary aids for persons with disabilities are available upon advance request. RULEMAKING ACTION Secure approval of new rule numbers (Adopted or Renumbered rules) with the Administrative Rules Unit prior to filing. ADOPT: OAR 436-008, 436-008-0001, 436-008-0004, 436-008-0005, 436-008-0010, 436-008-0015, 436-008-0020, 436-008- 0025, 436-008-0030, 436-008-0040 Stat. Auth.: ORS 656.252, 656.254, 656.726(4) Other Auth.: Stats. Implemented: ORS 656.252, 656.254, 656.726(4), 656.745 RULE SUMMARY The agency proposes to adopt OAR 436-008, Electronic Medical Billing, to establish uniform standards for electronic medical billing in the workers compensation system, including: Adopting national-level electronic medical billing standards for use in Oregon; Defining terms used to explain electronic medical billing standards; Providing an option for an insurer to become exempt from the requirement to accept electronic medical bills; Allowing for use of alternative billing formats if those formats include all of the data elements required under the standard; Describing how to track and submit related documentation (attachments); Prescribing standards for electronic medical bill acknowledgements, remittance advice, and explanations of benefits; and Explaining the potential for application of civil penalties. Teleconference dial-in number for hearing: 1-626-677-3000 Access code: 786664 The agency requests public comment on whether other options should be considered for achieving the rule s substantive goals while reducing the negative economic impact of the rule on business. June 27, 2014 Last Day for Public Comment (Last day to submit written comments to the Rules Coordinator) /s/ John L. Shilts John L. Shilts May 15, 2014 Signature Printed name Date Note: Hearing Notices must be submitted by the 15th day of the month to be published in the next month s Oregon Bulletin. Distribution: WCD-S, U, AT, CE, EG, NM, CI, MR, DC, DO, GR, MD, OT, PY, M1; Agency email lists
Secretary of State STATEMENT OF NEED AND FISCAL IMPACT A Notice of Proposed Rulemaking Hearing or a Notice of Proposed Rulemaking accompanies this form. Department of Consumer and Business Services, Workers Compensation Division 436 Agency and Division Administrative Rules Chapter Number Adoption of rules governing electronic medical billing standards Rule Caption (Not more than 15 words that reasonably identifies the subject matter of the agency s intended action.) In the Matter of: Adoption of OAR 436-008, Electronic Medical Billing Statutory Authority: ORS 656.252, 656.254, 656.726(4) Other Authority: Stats. Implemented: 656.252, 656.254, 656.726(4), 656.745 Need for the Rule(s): Adoption of these rules is needed to establish uniform standards for electronic medical billing in the workers compensation system, standards that are consistent with those used in general health care. These standards should reduce health care providers and insurers administrative costs over time, and also avert development of multiple, incompatible standards that could discourage the wider use of electronic billing. Documents Relied Upon, and where they are available: Advisory committee meeting records and written advice. These records are available for public inspection in the office of the Workers Compensation Division of the Department of Consumer and Business Services, 350 Winter Street NE, Salem, Oregon 97301-3879, upon request and between the hours of 8 a.m. and 5 p.m., Monday through Friday. Please call 503-947-7717 to request copies. Fiscal and Economic Impact: References to insurers (below) mean workers compensation insurers and self-insured employers. Adoption of electronic medical billing standards will, for most participating health care providers, insurers, and self-insured employers, create some short-term costs and longer-term, net savings. Electronic billing should expedite payment and reduce the administrative burdens associated with paper billing. Please see additional information below, under Statement of Cost of Compliance. Statement of Cost of Compliance: 1. Impact on state agencies, units of local government and the public (ORS 183.335(2)(b)(E)): a. State agencies: The agency projects proposed rule changes would have no significant impact on state agencies, with the exception of the State Accident Insurance Fund (SAIF) Corporation. The fiscal effect on SAIF Corporation is included with the impacts on workers compensation insurers see The public below. b. Units of local government: The agency projects proposed rule changes would have an effect on units of local government, specifically cities, counties, and school districts (or groups of public entities) that are self-insured employers and that are required to accept and process electronic medical bills (and that do not request an exemption due to an unreasonable financial hardship). The fiscal effect on these employers is included with the impacts on workers compensation insurers see The public below. c. The public health care providers: The agency projects that adoption of the electronic medical billing standards would have a significant, one-time fiscal impact on health care providers that create data programs to support the standards. For providers that are already using compatible standards for general health care, Medicare, etc., the initial investment to use the workers compensation standards should be much smaller. For providers that hire vendors to facilitate electronic billing, the initial investment may be smaller. These proposed rules do not require that health care providers submit bills electronically, and the agency projects that participation will be based on a provider s perceived economic interest. The public insurers: The agency projects that adoption of electronic medical billing standards would have a significant, one-time fiscal impact on insurers that must create data programs to support the standards. For insurers that are already receiving bills using compatible standards for general health care or that are receiving electronic workers compensation medical bills in other states, the initial investment to use the workers compensation standards should be much smaller. For insurers that hire vendors to facilitate electronic billing, the initial investment may be smaller. These proposed rules provide that an insurer may request a waiver of electronic billing requirements if the insurer finds that participation presents an unreasonable financial hardship.
2. Cost of compliance effect on small business (ORS 183.336): a. Estimate the number of small businesses and types of business and industries with small businesses subject to the rule: The agency estimates that Oregon has at least 12,000 health care providers and 100 independently owned pharmacies. Many of these businesses would be small businesses as defined by ORS 183.310(10). b. Projected reporting, recordkeeping and other administrative activities required for compliance, including costs of professional services: Reporting: Health care providers that elect to submit electronic bills must use the adopted standards, or, if the provider and the insurer have agreed upon an alternative, the alternative must include all of the data elements included in the standards. Recordkeeping: Health care providers that elect to submit electronic medical bills will create medical billing records and receive electronic acknowledgements. Records related to electronic billing should be retained by providers for as long as and as securely as paper billing records, and the records must be reproducible for auditing and for resolution of disputes regarding payment. Administrative activities: Health care providers that elect to submit electronic medical bills will assume responsibility for accurate billing under the standards, and for processing of acknowledgements from insurers. Costs of professional services: Health care providers may hire vendors to facilitate electronic medical billing, but use of a vendor is not required. c. Equipment, supplies, labor and increased administration required for compliance: Equipment: Adoption of the proposed rules should not require purchase of equipment. Supplies: Health care providers that elect to submit electronic medical bills must purchase standards adopted by reference in the proposed rules: the ASC X12N and the ASC X12 standards for EDI from the American National Standards Institute or the Retail Pharmacy Standards from the National Council for Prescription Drug Programs. Labor and increased administration: Health care providers may assume some increased workload during programming and testing of electronic billing standards. The impact on labor and administration costs should be inversely proportional to the provider s experience using equivalent standards for general healthcare and pharmacy billing. How were small businesses involved in the development of this rule? The agency invited small business representatives to participate on the advisory committee and to submit written input. Administrative Rule Advisory Committee consulted?: Yes, on 10/17/11, 2/13/12, 5/24/12, 8/27/12, 11/26/12, 1/30/13, 5/20/13, 1/23/14 If not, why?: /s/ John L. Shilts John L. Shilts May 15, 2014 Signature Printed name Date Administrative Rules Unit, Archives Division, Secretary of State, 800 Summer Street NE, Salem, Oregon 97310.
6 Electronic Medical Billing Oregon Administrative Rules Chapter 436, Division 008 Proposed TABLE OF CONTENTS Rule Page 436-008-0001 Authority, Applicability, Purpose, and Administration of these Rules... 2 436-008-0004 Adoption of Standards... 3 436-008-0005 Definitions... 6 436-008-0010 Electronic Medical Bills... 9 436-008-0015 Electronic Medical Bill Attachments or Documentation... 11 436-008-0020 Electronic Medical Bill Acknowledgements... 12 436-008-0025 Electronic Medical Bill Payments... 13 436-008-0030 Electronic Medical Bill Remittance Notification; Explanation of Benefits... 14 436-008-0040 Assessment of Civil Penalties... 16 Note: OAR chapter 436, division 008, is an all-new division. All text is underlined. 436-008-0001 Page 1 436-008-0001
436-008-0001 Authority, Applicability, Purpose, and Administration of these Rules (1) These rules are promulgated under the director's authority contained in ORS 656.726(4) and specific authority under ORS 656.252. (2) These rules apply to all electronic medical billing transactions generated on or after the effective date of these rules. (3) The purpose of these rules is to establish uniform guidelines for the exchange of electronic medical billing transactions within the workers' compensation system. (4) The director may waive procedural rules as justice requires, unless otherwise obligated by statute. (5) Orders issued by the division in carrying out the director's authority to enforce ORS chapter 656 are considered orders of the director. Stat. Auth.: ORS 656.252, 656.254, 656.726(4) Stats. Implemented: ORS 656.252, 656.254, 656.726(4) Hist: Adopted xx/xx/xx as Admin. Order xx-xxx, eff. xx/xx/xx 436-008-0001 Page 2 436-008-0004
436-008-0004 Adoption of Standards (1) The director adopts, by reference, the following electronic medical bill processing standards: (a) Professional Billing: (A) The Accredited Standards Committee X12 (ASC X12) Standards for Electronic Data Interchange (EDI) Type 3 Technical Reports (TR3); (B) Health Care Claim: Professional (837), May 2006, ASC X12, 005010X222; and (C) Type 3 Errata to Health Care Claim: Professional (837), June 2010, ASC X12, 005010X222A1. (b) Institutional/Hospital Billing: (A) The ASC X12 Standards for EDI TR3; (B) Health Care Claim: Institutional (837), May 2006, ASC X12, 005010X223; (C) Type 1 Errata to Health Care Claim: Institutional (837); (D) ASC X12 Standards for EDI TR3, October 2007, ASC X12, 005010X223A1; and (E) Type 3 Errata to Health Care Claim: Institutional (837), June 2010, ASC X12, 005010X223A2. (c) Dental Billing: (A) The ASC X12 Standards for EDI TR3; (B) Health Care Claim: Dental (837), May 2006, ASC X12, 005010X224; (C) Type 1 Errata to Health Care Claim: Dental (837); (D) ASC X12 Standards for EDI Technical Report Type 3, October 2007, ASC X12, 005010X224A1; and (E) Type 3 Errata to Health Care Claim: Dental (837), June 2010, ASC X12, 005010X224A2. (d) Retail Pharmacy Billing: (A) The Telecommunication Standard Implementation Guide, Version D, Release 0 (Version D.0), August 2007, National Council for Prescription Drug Programs (NCPDP); and (B) The Batch Standard Batch Implementation Guide, Version 1, Release 2 (Version 1.2), January 2006, NCPDP. 436-008-0004 Page 3 436-008-0004
(e) Remittance: (A) The ASC X12 Standards for EDI TR3, Health Care Claim Payment/Advice (835), April 2006, ASC X12, 005010X221; and (B) Type 3 Errata to Health Care Claim Payment/Advice (835), June 2010, ASC X12, 005010X221A1. (2) The director adopts, by reference, the following electronic standards for medical bill acknowledgments: (a) The ASC X12 Standards for EDI TA1 Interchange Acknowledgment contained in the standards adopted under section (1) of this rule; (b) The ASC X12 Standards for EDI TR3, Implementation Acknowledgment for Health Care Insurance (999), June 2010, ASC X12, 005010X231A1; (c) The ASC X12 Standards for EDI TR3, Health Care Claim Acknowledgment (277CA), January 2007, ASC X12, 005010X214; and (d) Electronic responses to NCPDP transactions, and the response contained in the standards adopted under subsection (1)(d). (3) The director adopts, by reference, the ASC X12N 275 - Additional Information to Support a Health Claim or Encounter, Version 005010, February 2008, 005010X210, for attachments to medical bills. (4) The director adopts, by reference, the ASC X12N/2013-nn, Code Value Usage in Health Care Claim Payments and Subsequent Claims Technical Report Type 2. 436-008-0004 Page 4 436-008-0004
(5) ASC X12N and the ASC X12 standards for EDI may be purchased from the ASC X12, 7600 Leesburg Pike, Suite 430, Falls Church, VA 22043; telephone 703-970-4480; and fax 703-970- 4488. They are also available for purchase through the internet at http://www.x12.org. (6) Retail pharmacy standards may be purchased from the NCPDP, 9240 East Raintree Drive, Scottsdale, AZ 85260, telephone 480-477-1000; fax 480-767-1042. They are also available, for purchase, through the Internet at http://www.ncpdp.org. (7) The director adopts the Oregon Workers Compensation Division Electronic Billing and Payment Companion Guide Release 1.0, Jan. 1, 2015. A copy of the guide is available at the following website: http://www.cbs.state.or.us/wcd/operations/edi/ediindex.html. (8) Copies of the standards referenced in this rule are available for review during regular business hours at the Workers Compensation Division, 350 Winter Street NE, Salem OR 97301, 503-947-7742. Stat. Auth.: ORS 656.252, 656.254, 656.726(4) Stats. Implemented: ORS 656.252, 656.254 Hist: Adopted xx/xx/xx as Admin. Order xx-xxx, eff. xx/xx/xx 436-008-0004 Page 5 436-008-0004
436-008-0005 Definitions For the purpose of these rules and the Oregon Electronic Billing and Payment Companion Guide: (1) Clearinghouse means an entity that is an authorized agent of the insurer or health care provider, including billing services, re-pricing companies, community health management information systems or community health information systems, and value-added networks and switches that does either of the following functions: (a) Processes or facilitates the processing of health information received from another entity in a nonstandard format or containing nonstandard data content into standard data elements or a standard transaction. (b) Receives a standard transaction from another entity and processes or facilitates the processing of health information into nonstandard format or nonstandard data content for the receiving entity. (2) Companion guide means the Oregon Workers Compensation Division Electronic Billing and Payment Companion Guide adopted by the division in these rules that provides standards for workers compensation electronic billing transactions. (3) Complete electronic bill submission means an electronic medical billing transaction that is populated with current and valid values defined in the applicable standard set forth in OAR 436-008-0004 that: (a) Includes the correct billing format, with the correct billing code sets; (b) Is transmitted in compliance with all necessary format requirements; and (c) Contains, in legible text, all supporting documentation that is expressly required by law or can reasonably be expected by the payer or its agent under the jurisdiction s law. (4) Days means calendar days. For calendar days, the first day is not included. The last day is included unless it is a Saturday, Sunday, or legal holiday. In that case, the period runs until the 436-008-0005 Page 6 436-008-0005
end of the next day that is not a Saturday, Sunday, or legal holiday. Legal holidays are those listed in ORS 187.010 and 187.020. (5) Director means the director of the Department of Consumer and Business Services. (6) Division means the Workers Compensation Division of the Department of Consumer and Business Services. (7) Electronic refers to a communication between computerized data exchange systems that complies with the standards set forth in these rules. (8) Explanation of benefits (EOB) means an electronic remittance advice (ERA) or notification, sent or made available electronically by the insurer or an authorized agent of the insurer, to the health care provider, health care facility, or third-party biller or assignee regarding payment or denial of a bill, reduction of a bill, or refund. (9) Insurer means: (a) The State Accident Insurance Fund Corporation; (b) An insurer authorized under ORS chapter 731 to transact workers compensation insurance in Oregon; (c) An insurer-authorized agent or payer; (d) An assigned claims agent selected by the director under ORS 656.054; or (e) An employer or employer group that has been certified under ORS 656.430 meeting the qualifications of a self-insured employer under ORS 656.407. 436-008-0005 Page 7 436-008-0005
(10) Medical Bill means a statement of charges for medical services. (11) Payer means the insurer or an entity authorized to make payments on behalf of the insurer. (12) Supporting documentation means those documents necessary for the insurer to process a bill, including but not limited to medical reports and records, evaluation reports, narrative reports, assessment reports, progress report/notes, chart notes, hospital records, and diagnostic test results. (13) Trading partner means any entity that exchanges information electronically with another entity. Stat. Auth.: ORS 656 252, 656.726(4) Stats. Implemented: ORS 656.726(4) Hist: Adopted xx/xx/xx as Admin. Order xx-xxx, eff. xx/xx/xx 436-008-0005 Page 8 436-008-0005
436-008-0010 Electronic Medical Bills (1) Beginning Jan. 1, 2015, insurers must accept and process all electronically transmitted medical bills in accordance with these rules, the standards adopted under OAR 436-008-0004, and the companion guide. (2) An insurer is exempt from the requirement to accept medical bills electronically from health care providers on or after Jan. 1, 2015, if a written notice is sent to the division on or before close of business on Dec. 31, 2014, detailing that the cost of electronic medical bill implementation will create an unreasonable financial hardship. (3) Health care providers that elect to submit electronic medical bills to insurers must do so in accordance with these rules, the standards adopted under OAR 436-008-0004, and companion guide. (4) All electronic medical billing transactions must be populated with current and valid values defined in the applicable standard set forth in OAR 436-008-0004. (5) The health care provider, health care facility, third-party biller or assignee and the insurer may mutually agree to use nonstandard formats, but those formats must include all data elements required under the applicable standard, as set forth in OAR 436-008-0004. (6) Health care providers and insurers may contract with other entities for electronic medical bill 436-008-0010 Page 9 436-008-0010
processing. (7) Insurers and health care providers are responsible for the acts or omissions of their agents executed in the performance of electronic medical billing services. (8) The data elements transmitted as part of a Trading Partner Agreement must at a minimum contain all the same required data elements found within the ASC X12 Type 3 Technical Reports and the jurisdiction-specific companion guide. Stat. Auth.: ORS 656.252, 656.254, 656.726(4) Stats. Implemented: ORS 656.252, 656.254 Hist: Adopted xx/xx/xx as Admin. Order xx-xxx, eff. xx/xx/xx 436-008-0010 Page 10 436-008-0010
436-008-0015 Electronic Medical Bill Attachments or Documentation (1) A unique attachment indicator number must be assigned to all documentation. The attachment indicator number populated on the document must include the report type code, the report transmission code, the attachment control qualifier, and the attachment control number. (2) Documentation in support of electronic medical bills may be submitted by fax, secure email, regular mail, electronic transmission using the prescribed format, or by a mutually agreed upon format. (3) Documentation in support of electronic medical bills must be submitted within five days of submission of the bill and include the following elements: (a) Patient name (ill or injured worker); (b) Date of birth (if available); (c) Employer name; (d) Insurer name; (e) Date of service; (f) Claim number (if no claim number then use UNKNOWN ); and (g) Unique attachment indicator number. Stat. Auth.: ORS 656.252, 656.254, 656.726(4) Stats. Implemented: ORS 656.252, 656.254 Hist: Adopted xx/xx/xx as Admin. Order xx-xxx, eff. xx/xx/xx 436-008-0015 Page 11 436-008-0015
436-008-0020 Electronic Medical Bill Acknowledgements (1) If the electronic submission does not conform to the standards adopted under OAR 436-008- 0004(1), then the insurer must send an acknowledgment adopted under OAR 436-008-0004(2)(a) or OAR 436-008-0004(2)(b) to the health care provider. This acknowledgement must be sent within one day of receipt of the electronic bill unless the electronic submission lacks sufficient identifiers to create an acknowledgment. (2) If the electronic submission does conform to a standard adopted under OAR 436-008- 0004(1), then the insurer must send an acknowledgment adopted under OAR 436-008-0004(2)(c) to the health care provider within two days. (3) Any acknowledgment of a medical bill, as provided in (1) or (2) of this rule is not an admission of liability by the insurer. Stat. Auth.: ORS 656.252, 656.254, 656.726(4) Stats. Implemented: ORS 656.252, 656.254 Hist: Adopted xx/xx/xx as Admin. Order xx-xxx, eff. xx/xx/xx 436-008-0020 Page 12 436-008-0020
436-008-0025 Electronic Medical Bill Payments (1) Insurers that accept and process a complete electronic bill for services, under OAR 436-008- 0010(1) (a) or (b), must pay for treatment related to the injury or disease, provided or authorized by the treating health care provider, on accepted claims within 14 days of any action causing the service to be payable, or within 45 days of receipt of the electronic bill, whichever is later. (2) If an insurer requires additional information before a payment decision can be made, a request for this information must be made to the medical provider within 20 days of receipt of the bill. (3) The insurer must provide an explanation (EOB) of services being paid or denied. Stat. Auth.: ORS 656.252, 656.254, 656.726(4) Stats. Implemented: ORS 656.252, 656.254 Hist: Adopted xx/xx/xx as Admin. Order xx-xxx, eff. xx/xx/xx 436-008-0025 Page 13 436-008-0025
436-008-0030 Electronic Remittance Advice; Explanation of Benefits (1) An electronic remittance advice (ERA) or notification is an explanation of benefits (EOB) that the insurer submits electronically regarding payment or denial of a bill, reduction of a bill, or refund. An insurer must submit an EOB no later than five days after generating a payment. (2) The EOB must include: (a) The amount of payment for each service billed. When the payment covers multiple patients, the explanation must clearly separate and identify payments for each patient; (b) The specific reason for non-payment, reduced payment, or discounted payment for each service billed; and (c) An Oregon or toll-free phone number for the insurer or its representative, and a statement that the insurer or its representative must respond to a health care provider s payment question within 48 hours, excluding weekends and legal holidays. (3) The insurer must make available, to health care providers, the applicable information specified under OAR 436-009-0030(3)(c)(A) through (F), including: If you disagree with this decision about this payment, please contact {the insurer or its representative} first. If you are not satisfied with the response you receive, you may request administrative review by the director of the Department of Consumer and Business Services. Your request for review must be made within 90 calendar days of the send/receive date of this explanation. To request a review, provide information that shows what you believe is incorrect about the payment, and send this information and required supporting documentation to the Workers Compensation Division, Medical Resolution Team, P.O. Box 14480, Salem, OR 97309-0405. You may fax the request to the director at 503-947-7629. You must also send a copy of the request to the insurer. You should keep a copy of this information for your records. 436-008-0030 Page 14 436-008-0030
(4) Any information required under sections (1) through (3) of this rule that cannot be submitted on the electronic EOB must be made available on the insurer s website or by any other means reasonably convenient for the EOB recipient. Stat. Auth.: ORS 656.252, 656.254, 656.726(4) Stats. Implemented: ORS 656.252, 656.254 Hist: Adopted xx/xx/xx as Admin. Order xx-xxx, eff. xx/xx/xx 436-008-0030 Page 15 436-008-0030
436-008-0040 Assessment of Civil Penalties Under ORS 656.745, the director may assess a civil penalty against an insurer that fails to comply with ORS chapter 656, the director s rules, or orders of the director. Stat. Authority: ORS 656.726(4) Stat. Implemented: ORS 656.254, 656.745 Hist: Adopted xx/xx/xx as Admin. Order xx-xxx, eff. xx/xx/xx 436-008-0040 Page 16 436-008-0040