Health Insurance Billing Procedures
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Transcript of Health Insurance Billing Procedures
CHAPTER
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15Health Insurance Billing Procedures
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15-2
Learning Outcomes
15.1 Define Medicare and Medicaid.
15.2 Discuss TRICARE and CHAMPVA health-care benefits programs.
15.3 Distinguish between HMOs and PPOs.
15.4 Explain how to manage a workers’ compensation case.
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15-3
Learning Outcomes (cont.)
15.5 List the basic steps of the health insurance claim process.
15.6 Describe your role in insurance claims processing.
15.7 Apply rules related to the coordination of benefits.
15.8 Describe the health-care claim preparation process.
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15-4
Learning Outcomes (cont.)
15.9 Explain how payers set fees.
15.10 Complete a Centers for Medicare and Medicaid Service (CMS-1500) claim form.
15.11 Identify three ways to transmit electronic claims.
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15-5
Introduction
• Health care claims = reimbursement– Accuracy = maximum appropriate payment
• Medical assistant– Prepare claims– Review insurance coverage– Explain fees– Estimate charges for payers– Prepare claims
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Basic Insurance Terminology• Medical insurance – written contract between a
policy holder and a health plan
• First Party – the patient or policy holder
• Premium – the amount of money paid by the policy holder to the insurance carrier
• Lifetime maximum benefit – a total sum that the health plan will pay out over the patient’s life
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Basic Insurance Terminology (cont.)
• Second Party – the physician who provides medical services
• Benefits – payment by the insurance carrier for medical services provided
• Third-party payer – the health plan that agrees to carry the risk of paying for services
• Deductible – a fixed dollar amount paid or met once a year before third-party payers begin to cover expenses
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Basic Insurance Terminology (cont.)
• Coinsurance – a fixed percentage of coverage charges after the deductible is met
• Copayment – a small fee that is collected at the time of the visit
• Exclusions – uncovered expenses
• Formulary – a list of approved drugs
• Elective procedure – one not required to sustain life
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Basic Insurance Terminology (cont.)
• Pre-authorization – approval in advance of the need for a specific procedure
• Pre-certification – determination of whether the proposed procedure is a covered service under the patient’s insurance plan
• Liability insurance – covers injuries caused by the insured or on their property
• Disability insurance – insurance that is activated when the insured is injured or disabled
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Apply Your Knowledge
What is the difference between first party, second party, and third-party payer?
ANSWER: The first party is the patient or owner of the policy; the second party is the physician or facility that provides services, and the third-party payer is the insurance company that agrees to carry the risk of paying for approved services.
Good Job!
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Types of Health Plans
• Insurance companies– Rules about benefits and
procedures• Manuals, printed or online
• Representatives to assist
• Sources of health plans– Group policies – through
employer– Individual plans – Government plans
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Fee-for-Service Plans
• Oldest and most expensive type of plan
• Covers costs of select medical services
• Amount charged for services is determined by the physician
• Amount paid for services is controlled by the insurance carrier
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Managed Care Plans• Controls both the financing and
delivery of health care to policy holders
• Both policy holders and physicians (participating physicians) are enrolled by the Managed Care Organizations (MCOs)
• MCOs pay physicians in two ways– Contracted fees– Capitated fees – fixed amount per month to
provide contracted services to patients enrolled in the plan
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Managed Care Plans (cont.)
• Preferred Provider Organization (PPO)– A network of providers to perform services to plan
members– Physicians in the plan agree to charge discounted
fees
• Health Maintenance Organization (HMO)– Physicians who contract with HMOs are often paid a
capitated rate– Patients pay premiums and a small copayment for
each office visit
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Government Plans
• Health care – Retirees– Low-income and disadvantaged– Active or retired military
personnel and their families
• Maintain features of managed care plans
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Medicare• The largest federal program that provides
health care to citizens aged 65 and older
• Managed by the Centers for Medicare and Medicaid Services (CMS)
• Part A– Hospital insurance available to anyone
receiving social security benefits– No premium unless ineligible for social
security benefits
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Medicare (cont.)
• Part B– Covers physician services,
outpatient services, and many other services
– Available to United States citizens and permanent residents 65 and older
– Participants must pay a premium
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Medicare (cont.)
• Part C – 1997– Provides choices in
types of plans– Medicare Advantage
plans• PPO• HMO• Private Fee for Service
(PFFS)• Special Needs Plans• Medicare Medical
Savings plan (MSA)
• Part D –– Passed in 2003– Coverage began in
2006– Prescription drug plan
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Medicare Plans
• Fee-for-Service: The Original Medicare Plan– Allows the beneficiary to choose any licensed
physician certified by Medicare
– An annual deductible fee
– Medicare pays 80 percent and the patient pays 20 percent• Medigap plan – secondary insurance
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Medicare Advantage Plans
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Medicare Plans (cont.)
• Recovery Audit Contractor (RAC) Program– Designed to guard the Medicare Trust Fund– Identify improper payments
Underpayment
Overpayment
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Medicaid
• A health-benefit program designed for:– Low-income – Blind – Disabled patients– Temporary assistance to needy families– Foster children – Children born with disabilities
• Not an insurance program
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Medicaid (cont.)
• Funded by the federal and state governments
• Provides assistance such as:– Physician services – Emergency services– Laboratory and x-rays – Skilled nursing facility (SNF) care – Vaccines – Early diagnostic screening and treatment for minors
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Medicaid (cont.)
Medicaid
Accepting Assignment
Medi/Medi
Physicians agreeing to treat Medicaid patients also agree to the set amount for reimbursements
Older or disabled patients unable to pay the difference between the bill and the Medicaid payment may qualify for both Medicaid and Medicare
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Medicaid (cont.)
• Comply with state guidelines– Verify Medicaid eligibility
– Ensure that the physician signs all claims
– Authorization must be received in advance for medical services except in an emergency
– Verify deadlines for claim submissions
– Treat Medicaid patients with the same professionalism and courtesy that you extend to other patients
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Types of Health Plans
• Department of Defense
• Families of uniformed personnel and retirees
• TRICARE for Life – Medicare-eligible
military retirees 65 and older
• Dependent spouses and children of veterans with disabilities
• Surviving spouses and dependent children of veterans who died in the line of duty or from service-connected disabilities
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15-27
Blue Cross and Blue Shield
– A nationwide federation of nonprofit and for-profit service organizations that provide prepaid health-care services to subscribers
– Specific plans for BCBS can vary greatly because each local organization operates under its own state laws
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State Children’s Health Plan (SCHIP)
• Enacted in 1997 and reauthorized in 2009
• State-provided health coverage for uninsured children in families that do not qualify for Medicaid
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Covers accidents or diseases incurred in the workplace
By federal law, employers must purchase a minimum amount of workers’ compensation insurance
Coverage Includes
Basic medical treatment Weekly or monthly amount paid to patient while not employedRehabilitation costs
Types of Health Plans: Workers’ Compensation
Verify coverage prior to procedures and treatments.
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Apply Your Knowledge
A 72-year-old disabled patient is being treated at an office that accepts Medicaid. The total office visit is $165, but Medicaid will only reimburse a set fee of $125. In this situation, what is the most likely solution?
a. Bill the patient for the balance due.b. Expect the balance to be paid at the time of service.c. This patient probably has a secondary employer health
insurance plan.d. This patient may qualify for the Medi/Medi coverage.
ANSWER:
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The Claims Process: An Overview
• Obtains patient information
• Determines diagnosis and fees based on services provided
• Records patient payments
• Prepares health-care claims
• Reviews the insurer’s processing of the claim
Services Provided by the Physician’s Office
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The Claims Process: An Overview (cont.)
• Gathering and reporting patient information
• Verifying patient’s insurance coverage
• Recording procedures and services performed
• Recording applicable diagnosis and codes for
each procedure performed
• Filing insurance claims and billing patients
• Reviewing and recording payments
Tasks Supported by Using a Billing Program
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Obtaining Patient Information
• Insurance information– Current employer– Employer address and
telephone number– Insurance carrier and date of
coverage– Insurance group plan– Insurance identification number– Name of subscriber or insured
• Personal information– Name
– Home address
– Telephone number
– Date of birth
– Social security number– Emergency contact
person
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Obtaining Patient Information (cont.)
• Release signatures– Form to release insurance
information to insurance carrier
– Form for assignment of benefits
• Verify eligibility – Check effective date of
coverage
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Obtaining Patient Information (cont.)
• Coordination of benefits– Legal clauses to prevent
duplication of payment
– Primary or main insurance plan pays first
– Secondary or supplemental plan pays the deductible and co-payment
The Birthday Rule
If a husband and wife both have a family insurance plan, the insurance plan of the person born first becomes the primary payer.
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Delivering Services
• Physician’s services– Examines patient– Documents symptoms, diagnosis, and
treatment plan in medical record
• Medical coding– Translates the medical terminology into codes
for reimbursement
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Delivering Services (cont.)
• Referrals to other services– The medical assistant
• Secures authorization from the insurance company for additional services
• Arranges an appointment for referred services
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Preparing the Health-Care Claim
• Filing the insurance claim– Once prepared, the physician
reviews the claim– Usually transmitted to payer
electronically
• Time limits– Vary by company and state– Medicare and Medicaid
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Insurer’s Processing and Payment
Insurance claims are reviewed for:
Medical necessity
Allowable benefits
Payment and remittance advice
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Insurer’s Processing and Payment (cont.)
• Remittance advice (RA)– Sent with payment to patient and physician– Also known as explanation of benefits (EOB)
• Information the RA Form– Insured name and identification number– Name of beneficiary– Claim number– Date, place, and type of service– Amount billed and amount allowed– Amount of copayment and payments made– Notation of any services not covered
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Reviewing the Insurer’s RA and Payment
– Verify all information on the remittance advice (RA) line by line
– If a claim is rejected, check the diagnosis codes for accuracy
– Track all unpaid claims using either a follow-up log or computer automation
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A patient had two appointments in the same week for different ailments. On Monday, the patient complains of back pain and receives a prescription for a muscle relaxant. On Wednesday, the patient complains of hair loss. When the medical assistant files the claims, she accidentally codes the first visit diagnosis (muscle spasm) with the prescribed treatment for the second visit (hair loss) which was an anti-fungal shampoo. The insurance claim is probably rejected for which of the following reasons:
Medical necessity Payments
Apply Your Knowledge
Allowable benefits
ANSWER:
Very Good!
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Fee Schedules and Charges: Medicare Payment Systems—RBRVS
• Resource-based relative value scale (RBRVS)– Payment system used by Medicare
A nationally uniform conversion factor
The nationally uniform relative value
A geographic adjustment factor
The current annual Medicare Fee Schedule (MFS) is published by CMS in the Federal Register
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Capitation
ContractedFee Schedule
Fee Schedules and Charges (cont.)
Payment Methods
Allowed Charges
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Fee Schedules and Charges (cont.)
• Allowed charges– This represents the most the payer will pay
any provider for that work– Other equivalent terms
Maximum allowable fee Maximum charge
Allowed amount
Maximum charge
Allowed feeAllowable charge
Billing the patient for the difference between the higher usual fee and a lower allowed charge is called balance billing
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Fee Schedules and Charges (cont.)
• Contracted fee schedule– Fixed fee schedules for
participating physicians– Non-covered services
billed to patient
• Capitation– The fixed prepayment for
each plan member– Non-covered services
billed to patient
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Fee Schedules and Charges (cont.)
• Calculating patient charges– Depending on plan, patients
may be obligated to pay• Premiums and deductibles• Copayments and coinsurance• Excluded and over-limit services• Balance billing
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Communication with Patients About Charges
• A practice may require patients to– Sign an assignment
of benefits statement
or– Pay in full for services
at the time provided
• Remind patients of financial obligation
• Ask patients to agree in writing to cost of procedures not covered by plan
• Advance Beneficiary Notice of Noncoverage (ABN)
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Communication with Patients About Charges (cont.)
• Financial policy – Patient responsibility for payment for services
Copayments must be paid before patients leave the office
Managed Care Members
The patient is responsible for any amounts not covered by the insurance carrier
Assigned Claims
Unassigned Claims
Unless other prior arrangements are made, payment is expected at the time service is delivered
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Apply Your Knowledge
What do you need to consider when calculating patient charges?
ANSWER: You need to consider whether the patient has met the deductible, if the patient has to pay a copayment, if the service is excluded, or if the patient is over his/her limit for services.
Nice Job!
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Preparing and Transmitting Health-Care Claims
• HIPAA claims
– Electronic
– X12 837 Health Care Claim - official name
– Information entered is called data elements
– Data must be entered in CAPS in valid fields
– No prefixes or special characters allowed
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Preparing and Transmitting Health-Care Claims
• Data elements – five major sections
– Provider section –
• Billing and rendering provider
• Taxonomy information
– Subscriber (insured or policyholder) section
– Patient (may be the subscriber or another person) and payer section
– Claim details
– Services
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Preparing and Transmitting Health-Care Claims (cont.)
• Paper claims
– A CMS-1500 paper form is used
– May be mailed or faxed to the third-party payer
– Not widely used as a result of HIPAA requirements
– CMS-1500 requires 33 form indicators
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Preparing and Transmitting Health-Care Claims (cont.)
Transmission of Electronic Claims Three major methods of transmitting
claims electronically
Direct transmission to the payer
Using a clearinghouse
Direct data entry
Offices and payers exchange information directly by electronic data interchange (EDI)
Translates nonstandard data into standard format. Clearinghouse cannot create or modify data
Internet-based service that loads data elements directly into the health plan’s computer
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Preparing and Transmitting Health-Care Claims (cont.)
• Generate clean claims by avoiding common errors
or incomplete service facility name, address, and identification for services rendered outside the office or home
Medicare assignment indicator or benefits assignment indicator
part of the name or the identifier of the referring provider
or invalid subscriber’s birth date information about secondary
insurance plans, such as spouse’s payer
payer name and/or payer identifier
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Preparing and Transmitting Health-Care Claims (cont.)
• Claims security– The HIPAA rules
• Standards for protecting individually identifiable health information when maintained or transmitted electronically
– Common security measures• Access control, passwords, and log files • Backup copies• Security policies to handle violations
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A medical assistant has two part-time positions, one for a pediatrician and the other for a surgeon. When completing the X12 837, which of the following would be a major difference?
a. Provider information
b. Taxonomy information
c. HIPAA identifiers
Apply Your Knowledge
The taxonomy information would be very different because the physician preparation and licensing are very different.
ANSWER:
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In Summary
15.1 Medicare provides health care for citizens aged 65 and over, and certain patients under 65 may also qualify for Medicare. Medicaid is a health benefits program for low-income, blind or disabled patients, needy families, foster children, and children born with birth defects.
15.2 TRICARE is a health insurance plan for families of uniformed personnel and retirees from the uniformed services. CHAMPVA covers the expenses of families of veterans with total, permanent, service-connected disabilities, as well as the surviving spouses and children of veterans in this same category.
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In Summary (cont.)
15.3 HMOs generally seek services from a specific group of providers within their plan. PPOs establish a network of providers to perform services for their plan members.
15.4 Keep medical and financial records of workers’ compensation cases separate from other employee records; verify coverage and maintain confidentiality.
15.5 The claims process consists of obtaining patient information, determining diagnosis and fees, recording charges and codes, preparing the claim, reviewing the processing of the claim and remittance advice, and making sure the payment comes into the office.
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In Summary (cont.)
15.6 Medical assistants gather and record patient information; verify coverage, record procedures and services performed; file claims; bill patients; and review and record payments.
15.7 The rules that determine the coordination of benefits are guidelines for payments from insurance companies.
15.8 Preparing the health-care claim consists of filing the claim, setting time limits for filing the claim, reviewing the claim for medical necessity, reviewing for allowable benefits, payment, and remittance advice.
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In Summary (cont.)
15. 9 Payers set fees based on the amounts that Medicare allows, geographic factors, a uniform conversion factor, practice costs, insurance, and the physician’s work.
15.10 The CMS-1500 form contains numbered items that refer to the patient and the patient’s insurance coverage.
15.11 Three ways to transmit electronic claims are to– Transmit claims directly to the clearinghouse– Use a clearinghouse to prepare and send claims– Use direct data entry using an Internet-based service
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I am always doing that which I can not do, in order that I may learn how to do it.
~ Pablo Picasso
End of Chapter 15