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AR Billing Manual - V1212-1
AR Billing Manual - V1212-1
Medical billing refers to the process by which a health insurance claim is prepared
and submitted to a third party payor for reimbursement. The health insurance
claim is generated in a prescribed format.
1. Clinics
2. Hospitals
3. Private Practices
4. Physical therapists
5. All specialties
6. Insurance Companies
7. HMO's/PPO's/Mco's
8. Law Firms
9. Billing offices who want to outsource
10. Physician networks
11. Government agencies
3) ABOUT INSURANCE
Medicare
Medicare is the largest government health insurance programs in the US, covering nearly
40 million Americans.
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MEDICAID
WORKERS’ COMPENSATION
TRICARE offers three healthcare options or plans. Tricare Prime, Tricare Extra and
Tricare standard, each with its own coverage rules and benefits policies.
Private insurance plans are sponsored by private organizations. They may offer
traditional indemnity plans or managed care plans.
Commercial plans are insurance plans that offer traditional indemnity insurance. The
claim submission rules are simpler, and they pay substantially higher than managed care
and government plans, but the premium costs of these plans will be higher.
Most Private plans falls under the category of managed care plans.
Self-pay Patients:
• Patients without Insurance Coverage are ‘Self-Pay’ Patients and the charge value
of the treatment are forwarded directly to the patients to the address registered in
the system in the form of a bill containing details of treatments and the value of
treatment due from the patient.
• Facility: It is the place where services are furnished. i.e., in a hospital, clinic,
laboratory etc.
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• Rendering Doctor: Name of rendering doctor or the provider who performed the
services on the patient on the Date Of Service for which a charge is being created. •
Referring Doctor: The doctor who referred the patient to the rendering doctor.
Referring doctor information is very important if services require referral
information, such as in managed care, consults, lab services etc.
For diagnostic services such as Radiology (X-Rays), referring doctor is
called the ordering doctor, who orders tests.
• Place of service: It describes the nature of services provided. Such as inpatient
hospital, outpatient hospital, home, skilled nursing facility, doctor office,
psychiatric clinic, etc.
Each POS has a payer specified two-digit POS code, which must be
reported in the claims. A list of POS codes is available. Certain services
can be performed only in specified places.
• Injury Date: The date on which the first symptoms began for the current illness,
Injury. This information is used in determining benefits or exclusions for pre-
existing conditions.
• Referral Number: This is issued by the referring doctor or the PCP ( Primary
Care Physician), referring the patient to a specialist or another doctor
Managed care plans require such referrals, without which payment may be
denied for the services done by the specialist
• Prior Authorization Number: Insurance issues prior authorization number,
authorizing the services to be provided
If services require prior authorization, the charge sheet will indicate the
prior authorization #, Services may not be paid without this number in the
claim. Important data element for claim processing
• Type of Service (TOS): It refers to type of services, such as anesthesia,
consultation, diagnostic tests, radiology, surgery, psychiatric treatment, etc.
• Primary care Physician: The PCP is the primary care physician who looks after
the primary health care needs have managed care plan number.
The PCP issues referrals to other specialists. The Specialist will not be paid by
Insurance without the referral #. The PCP’s office is a repository of patient
information and PCP contact information can help processing.
• Prior authorization: Insurance issues prior authorization number, authorizing
the services to be provided
If services require prior authorization, the charge sheet will indicate the
prior authorization #.
Services may not be paid without this number in the claim.
Important data element for claim processing.
• Date (s) of Service: The date(s) on which the doctor has rendered treatment to the
Patient.
• Procedure Code: This is a five Digit alpha numeric CPT (Central Procedural
Terminology) Code that indicates the treatment rendered to the Patient. This
might also include services and supplies. E.g., 71010, G0001
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Modifiers are added by the coder and such addition is part of the coding
procedure
Eg. 22-Unusual procedure, RT – Right side of organ/body, 26-
Professional Component, 50 – Bilateral Procedure
• Diagnosis Code: It is a numeric or an alphanumeric representation of patient’s
illness or condition or disease for which the treatment was rendered or diagnosed
as result of the treatment.
• Capitation: Physicians are prepaid a certain amount per patient assigned to the
practice per time period. The amount is paid for a group of services regardless of
how many services are provided to these patients.
• The green color represents Internal Status and Blue color represents Final
Status
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III) Cld ------ @ ---------- -- TT ---------, DOS --------------- clm dnd on -----
----------for want of auth. But I questioned the rep as to how did they pay the earlier clm
with auth# -------------.She said that the auth is valid from ------------- to --------------- and
It would cover this DOS and she/he would send this clm for reprocessing and it would
take ------- days/week. Need to call back.
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Claim Dnd due to Coverage Termination Pt not Active Billed Pt / Re-Filed
Cld ------- @ -----------TT -------------,DOS ----------------- clm dnd on ---
--------- as the policy terminated on------------.(Need to call the pt. and get the current
coverage details.)
This type of service is not covered benefits Not Covered by Pt Plan Billed Pt
Cld ------- @ -----------TT -------------,DOS ----------------- clm dnd on ------
------ as the pt’s policy does not cover benefits for ----------------------- services . Need to
call the pt. and check current coverage info.
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processed for payment but the chk did not go out as this payment was made an offset for
Pt.----------------- DOS -------------- $--------- chk#------------Chk dt------------- Reason
(paid in excess, Incorrect processing etc). Pls send us a copy of the EOB.
Claim dnd for need of primary EOB Need EOB Day Clarification
Cld ------- @ -----------TT -------------,DOS -----------------is pending as they
need the primary EOB to process the claim. Need to refile the clm along with EOB to the
Ins addr as in our system. Incase different addr please mention -----------------------------/
Need to fax the claim to attn:------------ # ----------------. Incase no fax, please mention
they donot accept claims by fax.
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Need additional Information from the pt. Additional Info Day Clarification
Cld ------- @ -----------TT -------------,DOS -----------------is pended on -----
--------------as they need additional information from the pt.-----------------------------------
---------(details eg:preexisting etc).They sent letter to pt. on -------------- reg this. Need to
f/u with the pt. and insist him/her to send information to ins.
Appeal Limit
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Patient not assign the PCP panel Bill to Pt with clear comments
Check eligibility and get the Hospice
12 Hospice
period
Resubmit the claim with GV as a
If the DOS is within Hospice then
corrected Claim
Resubmit the claim with GW as a
If the DOS is not in Hospice then
corrected Claim
Qualifying
13 Check with CPT - MOD combination Add Coding Clarification
Procedure
Check the age range of the CPT and
14 CPT Conflict Age
compare with DOB
If the CPT is valid for the Age Explain and ask reprocess the claim
otherwise Add Coding Clarification
Invalid CPT or Check weather the CPT is invalid or
15 Add Coding Clarification
MOD MOD is invalid
DX is
Chek the DX description against
16 inconsistent with Add Coding Clarification
patient gender then
Pt Gender
New Patient
Can't be billed new patient code for
17 qualifications Add Coding Clarification
Established Pt
were not met
Not Deemed
Check with DX / need resubmit with
18 Medical Add Coding Clarification
medical records
Necessity
CLAIM IS IN PROCESS:
1. When did you receive the claim?
2. What is your normal processing time?
3. Can I get the claim #?
4. when can I call you back?
APPLIED TO DEDUCTABLE:
1. What the amount that was applied to deductible?
2. Let me know whether this claim was processed in or out of network?
3. What is the individual deductible for the calendar year?
4. Could you please tell me, how much the patient has met till the date?
5. Could you please tell me the claim#?
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NO AUTHORIZATION:
1. May I know if you have an authorization for the hospital bill? ( Check if hospital bill is paid )
2. If yes : Can I have the authorization # (if they give you the auth#) can you please reprocess
the claim with this Authorization #?
3. If no: May I know if the PCP (or) the hospital is responsible for obtaining the authorization #?
4. May I have the PCP (or) the hospital name and contact #?
5. Could you please tell me the claim#?
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CLAIM IS PAID
1. Can you tell me the processed date?
2. Could you please tell me the allowed amount and the paid amount?
3. Can you please tell me the chq# and date?
4. Was the chq cashed?
5. Is it a bulk chq or a single chq? sin
6. If bulk chq: what is the total amount of the chq?
7. If necessary ask: Is there any patient’s responsibility?
8. Can you please tell me to whom the chq was issued?
9. Can I have the add to where the chq was sent?
10. Could you please tell me the claim #? 914002900101
11. Can you send the EOB through fax ( provide fax # )
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Inclusive
Bundled
Dx Inconsistent
3 Invalid Modifier Coding Assistance
Invalid Dx
Invalid CPT
(Related to Dx & CPT Issues) Ext...
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