August 2005 Medicare Bulletin - North Carolina Insert

Posted August 4, 2005

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Important Notice Regarding the Part B Provider Contact Center
Policy Updates
Psychiatry and Psychology Services (DL6442) - LCD
Troubleshooting Claim Submission Errors – North Carolina
North Carolina Health Professionals Shortage Areas (HPSAs)
North Carolina Mental Health Professional Shortage Areas (HPSAs)

Important Notice Regarding the Part B Provider Contact Center

In response to an increase in calls to our Customer Service department, we recently made some changes to our Customer Service lines. On June 15, 2005, we divided our toll-free phone number into two lines – one for our self-service IVR and one for our call center.

The previous toll-free line, 866.238.9651, is now dedicated exclusively to the Interactive Voice Response Unit (IVR). Accessing this toll-free number will offer providers a host of self-service options, including eligibility verification, claim status, check status, and entitlement dates.

Remember, CMS requires providers to utilize the IVR for these simple inquiries. The new IVR-only line will benefit providers because you will now be able to reach the IVR with significantly fewer busy signals. In addition, the IVR is available extended hours – Monday through Friday from 7:00 a.m. to 7:00 p.m. EST and Saturdays until midday.

Providers who need to speak with a Customer Service Agent about complex inquiries that cannot be handled via the IVR will be required to disconnect from the IVR and call the new toll-free number, 866.655.7996. Customer Service is open Monday through Friday from 8:00 a.m. to 4:30 p.m. Providers who call a Customer Service Agent with inquiries that can be handled by use of the IVR will be asked to hang up and call the toll-free IVR line, since agents cannot route or transfer callers to this line. Also note that the beneficiary toll-free line is not to be used for provider inquiries. Providers calling the beneficiary toll-free line will be instructed to call the IVR directly.

In Summary – Effective June 15, 2005:

IVR Toll-Free: 866.238.9651

Customer Service Agent: 866.655.7996

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Troubleshooting Claim Submission Errors – North Carolina

“Getting it right the first time” is a cost-and time-saving efficiency for your office and the Medicare Program. We have compiled a listing of recent top ten claim submission errors. Please review the following recommendations for eliminating these errors to ensure that you receive appropriate reimbursement at the time of initial claim submission. The following claim submission errors will have a Group/Reason Code CO-16 with the exception of item number 9 (CLIA) which has Group/Reason Code CO-96. The Group/Reason Code will be accompanied by either a Remarks Code or MOA Code identifying the missing/invalid information needed to process the claim.

For complete CMS-1500 claim form instructions, refer to the CMS Manual System, Pub 100-4, Medicare Claims Processing (includes appeals, contractor interface with CWF, and MSN), Chapter 26, Section 10,
(http://www.cms.hhs.gov/manuals/104_claims/clm104c26.pdf).

Web-based training for completion of the CMS-1500 claim form is available on the Internet at:
http://cms.meridianksi.com/kc/main/kc_frame.asp?kc_ident=kc0001&loc=1

1. Incorrect Entitlement Number or Name shown on the claim (MOA Code MA27)

Providers are encouraged to keep a copy of each patient’s Medicare card and other insurance cards on file. The Medicare card shows the beneficiary’s Medicare coverage (Hospital, Medical) and the effective dates. Be sure to report the patient’s name and Medicare Health Insurance Claim Number (HICN) exactly as they appear on the Medicare card. Do not place hyphens or blanks in the HICN field.

Claims Filed with a Beneficiary Last Name & Suffix

CIGNA Government Services, in conjunction with CMS and other Medicare Carriers, has identified a problem with how MCS handles a beneficiary last name submitted with a suffix (e.g., Jr., Sr., II, III, etc.). The last name validation process was changed and has resulted in the potential that claims could be rejected with a rejection code of MA27.

CMS and the MCS System Maintainer are working to develop a permanent solution. In the short term, CIGNA Government Services has implemented a process to assist in processing claims that are submitted correctly. To ensure claim submissions do not bypass this process, CIGNA Government Services is requesting providers ensure the Beneficiary Name is filed exactly as shown on the red, white and blue Medicare card. This would mean appropriately including (or excluding) a suffix.

Additionally, if claims are filed electronically, providers should ensure the EMC file loop 2010BB, NM107 (the suffix field) is populated and that the suffix is not added to the beneficiary’s last name. If the suffix is not included in the appropriate locations, claims will be rejected.

2. Patient cannot be identified as our insured (MOA Code 31)

Please make sure the patient is eligible for the date of service(s) reported to Medicare. In most cases, the patient is eligible; however, not for the specific date identified on the claim. The Medicare card will identify the effective date of coverage.

3. Incomplete/Invalid Diagnosis Code (Remarks Code M76)

Enter the patient’s diagnosis/condition in Item 21 of the CMS-1500 claim form (or the equivalent electronic field). With the exception of claims submitted by ambulance suppliers (specialty type 59), all physician and non-physician specialties (i.e., PA, NP, CNS, CRNA) use an ICD-9-CM code number and code to the highest level of specificity. Enter up to four codes in priority order (primary, secondary condition).

The full ICD-9-CM (International Classification of Diseases, Ninth Revision, Clinical Modification) system consists of three volumes. For Medicare purposes, providers should only use the first two volumes.

Numeric codes (001.0 to 999.9) are broken down into 17 classifications of diseases and injuries.
V codes (V01.0 to V82.9) describe circumstances of a patient visit for reasons other than disease or injury.

The Health Insurance Portability and Accountability Act (HIPAA) requires that medical code sets must be date of service compliant. Since ICD-9-CM is a medical code set, effective for dates of service on and after October 1, 2004, CMS will no longer provide a 90-day grace period for providers to use in billing discontinued ICD-9-CM diagnosis codes on Medicare claims.

The updated ICD-9-CM codes are published in the Federal Register in April/May of each year as part of the Proposed Changes to the Hospital Inpatient Prospective Payment Systems in Table 6 and effective each October 1.

Claims containing a discontinued ICD-9-CM diagnosis code will be returned as unprocessable. Physicians, practitioners, and suppliers must use the current and valid diagnosis code that is in effect beginning October 1, 2004. After the ICD-9-CM codes are published in the Federal Register, CMS places the new, revised, and discontinued codes on the following Web site: http://www.cms.hhs.gov/medlearn/icd9code.asp.

For additional ICD-9 Coding resources and Web Based Training (WBT), you may access the following on the Internet at: http://www.cms.hhs.gov/medlearn/icd9code.asp.

4. Missing/Incomplete/Invalid Performing Provider Identification Number (PIN) and/or Group PIN – (Remarks Code M68)

Enter the provider of service/supplier’s billing name, address, ZIP code, and telephone number. This is a required field.

For a provider who is not a member of a group practice (e.g., private practice), enter the PIN at the bottom of item 33 for paper claims. The PIN should be entered on the left side, next to the PIN# field.

If a group practice is billing, then the group PIN is to be placed in item 33 for paper claims. Enter the group PIN at the bottom of item 33 on the right side, next to the GRP# field. In addition, enter the PIN for the performing provider of service/supplier who is a member of that group practice in item 24K.

Unique Physician Identification Numbers (UPINs) are not appropriate identifiers for item 24K or 33.

5. Did Not Indicate Whether Medicare is Primary or Secondary Payer (Remarks Code MA83)

Item 11 of the CMS-1500 claim form (or the equivalent electronic field) must be completed. By completing this item, the physician/supplier acknowledges having made a good faith effort to determine whether Medicare is the primary or secondary payer.

If there is insurance primary to Medicare, enter the insured’s policy or group number and proceed to Items 11a – 11c of the CMS-1500 claim form (or the equivalent electronic field).

If Medicare is primary, enter the word “NONE” in Item 11 of the CMS-1500 claim form. Please note the requirements are different for electronic claims. Electronic claims do not require the word “NONE.” The Primary Payer information is indicated in the SBR segment of Loop 2000B with a “P” code in SBR01. This information can be found on page 110 of the 837 Professional Implementation Guide. The name of the payer will go in the Payer Name segment in Loop 2010BB as referenced on page 130. Specifications may be downloaded free of charge on the Internet at: http://www.wpc-edi.com/hipaa/HIPAA_40.asp.

For additional information on Medicare Secondary Payer, refer to the CMS Manual System, Pub 100-4, Medicare Claims Processing (includes appeals, contractor interface with CWF, and MSN), Chapter 1, Section 100,
(http://www.cms.hhs.gov/manuals/104_claims/clm104c01.pdf).

6. Incomplete/Invalid Group Practice Information (MOA Code MA112)

Enter the provider of service/supplier’s billing name, address, ZIP code, and telephone number in Item 33 of the CMS-1500 claim form (or equivalent electronic field). This is a required field.

For a provider who is not a member of a group practice (e.g., private practice), enter the PIN at the bottom of item 33 (or the electronic equivalent). The PIN should be entered on the left side, next to the PIN# field.

If a group practice is billing, then the group PIN is to be placed in item 33 (or the electronic equivalent). Enter the group PIN at the bottom of item 33 on the right side, next to the GRP# field. In addition, enter the PIN for the performing provider of service/supplier who is a member of that group practice in item 24K. When several different providers of service or suppliers within a group are billing on the same Form CMS-1500, or electronic equivalent, show the individual PIN of each performing provider in the corresponding line item. In the case of a service provided incident to the service of a physician or non-physician practitioner, when the person who ordered the service is not supervising, enter the PIN of the supervisor in item 24K.

7. Incomplete/Invalid Procedure Code (Remarks Code M51)

Enter the procedures, services, or supplies using the CMS Healthcare Common Procedure Coding System (HCPCS) code in Item 24d of the CMS-1500 claim form (or equivalent electronic field) without a narrative description. When applicable, show HCPCS code modifiers with the HCPCS code.

In the event that a physician performs a procedure that does not have a designated CPT code, the physician should then bill the procedure using an “unlisted procedure code” or a NOC code, and include a narrative description in Item19 of the CMS-1500 claim form (or the equivalent electronic field) if a coherent description can be given within the confines of that box. Otherwise, an attachment must be submitted with the claim. In addition, if a surgical procedure is submitted, the operative report should clearly indicate what the unlisted code is for by describing in detail the procedure being performed. If the unlisted code being used is for a non-surgical procedure and no other instructions have been published pertaining to that procedure then the provider should submit supporting documentation with an explanation of what the unlisted code is for.

Procedure code changes are effective January 1 of each year. Codes are deleted, added, or modified. It is important to update your billing system to reflect these changes.

Effective January 1, 2005, Medicare providers no longer have a 90-day grace period to use discontinued HCPCS codes for services rendered in the first 90 days of the year. The Health Insurance Portability and Accountability Act (HIPAA) requires that medical codes sets must be date of service compliant. Use of such codes to bill services provided after the date on which the codes are discontinued will cause your claims to be returned as unprocessable and not paid. In essence, HCPCS codes must be valid at the time the service is rendered.

HCPCS codes (Level I CPT-4 and Level II alpha-numeric) are updated on an annual basis. The elimination of the grace period applies to the annual HCPCS update and to any mid-year coding changes. Providers can purchase the American Medical Association’s CPT-4 coding book that is published each October that contains new, revised, and discontinued CPT-4 codes for the upcoming year. In addition, CMS posts on its Web site the annual alpha-numeric HCPCS file for the upcoming year at the end of each October.

To determine the status of codes under Medicare rules, access the 2005 Medicare Physician Fee Schedule Database (MPFSDB) on the Internet at: http://www.cms.gov/providers/pufdownload/rvudown.asp.

Providers are encouraged to access the CMS Web site to see the new, revised, and discontinued alpha-numeric codes for the upcoming year. The CMS Web site to view the annual HCPCS update is http://www.cms.hhs.gov/providers/pufdownload/anhcpcdl.asp.

8. Missing/Incomplete/Invalid HCPCS Modifier (Remarks code M78)

Modifiers are two-character codes that are appended to procedure codes to further describe the procedure or service in Item 24d of the CMS-1500 claim form (or the equivalent electronic field). Modifiers may be alpha-alpha (JJ), or numeric-numeric (33). Some modifiers describe additional work or circumstances that could impact reimbursement. Other modifiers simply provide additional information and do not impact reimbursement. CPT (Level 1) modifiers are published in the CPT manual. HCPCS Level II (CMS-assigned) is published in the HCPCS book.

Only two modifiers can be reported per service line in the claim submission. If the service or procedure requires more than two modifiers then modifier “99” should be appended to the procedure code and all modifiers indicated in Item 19 of the CMS-1500 claim form (or the equivalent electronic field) as follows: 1=(mod), where the number 1 represents the line item and “mod” represents all modifiers applicable to the referenced line item.

Note: With the implementation of the CMS Multi-Carrier System (MCS), electronic claims may include up to four modifiers per service line, if necessary.

9. Incorrect/Invalid Place of Service Code (Remarks Code M77)

Two-digit place of service (POS) codes are required in Item 24b of the CMS-1500 claim form (or the equivalent electronic field) for each line of your claim submission. We encourage providers to verify that they are reporting the POS code that applies to the setting in which the service was provided and that the submitted procedure code is compatible with that POS.

For example, Office or Other Outpatient Consultation (procedure codes 99241-99245) should be billed with POS codes 11(Office), 22 (Outpatient Hospital), 23 (Emergency Room), etc., while an Inpatient Consultation (99251-99255) should be billed with POS 21 (Inpatient Hospital), 31 (Skilled Nursing Facility), etc. Evaluation and Management and Psychiatric Therapeutic codes are also edited for compatibility with the POS code submitted.

Additional Resources:
For a complete listing of place of service codes and definitions, refer to the CMS Manual System, Pub 100-4, Medicare Claims Processing (includes appeals, contractor interface with CWF, and MSN), Chapter 26, Section 10, http://www.cms.hhs.gov/manuals/104_claims/clm104c26.pdf).

10. Missing/Incomplete/Invalid CLIA Certification Number (MOA Code MA120)

Enter the 10-digit CLIA certification number for laboratory services billed by an entity performing CLIA covered procedures in Item 23 of the CMS-1500 claim form (or the equivalent electronic field).

For additional information, refer to the CMS Manual System, Pub 100-4, Medicare Claims Processing (includes appeals, contractor interface with CWF, and MSN), Chapter 16, Section 70, (http://www.cms.hhs.gov/manuals/104_claims/clm104c16.pdf).

You may also view or download our specialty manual entitled “Laboratory/Pathology” on the Internet at:
http://www.cignagovernmentservices.com/partb/specman/clickwrap.html

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Policy Updates

The following policy was retired with an effective date of 03/29/2005:

Radiation Oncology (LCD 2001-002-001)

The following policy was retired with an effective date of 01/01/2005:

Low Osmolar Contrast Material (LCD 92-02)

The following policy was retired with an effective date of 06/01/2005:

Independent Diagnostic Testing Facility (IDTF) (LCD 99-011-04)

The following policy was updated effective 05/23/2005:

Botulinum Toxin (LCD 96-009-04)

Certain ICD-9 and CPT codes added to either the list of covered conditions, or in various lists for each CPT code, as they were inadvertently omitted in an earlier version. ICD-9 code 728.89 deleted, as it was inadvertently added to an earlier version – it should not have been a covered condition. No actual new coverages added, and no valid coverages removed.

The following policy was updated effective 06/07/2005:

Nerve Conduction Studies (LCD 97-015)
Added ICD-9 code 225.1 to those that may support medical necessity.