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What To Consider In A Managed Care Contract

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SUBJECTS (Click on the arrows to guide you through the study.) What Is A Contract Preliminary Questions Standard Contract Provisions Nonstandard Contract Provision Provider Duties Under Contract Payment Obligations Under Contract Index (Click on the blue “?” at any time to take you to the index.)

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Page 1: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

What To ConsiderIn A

Managed Care Contract

Page 2: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

What To Consider In A Managed Care Contract

This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County Medical Society.

• State Volunteer Mutual Insurance Company

Medical Practice Services DepartmentPO Box 1065Brentwood, TN 37024-1065

615-370-1999800-342-2239

http://www.svmic.com

• Jefferson County Medical Society

101 West Chestnut StreetLouisville, Kentucky 40202-1881

502-589-2001

http://www.jcmsdocs.org

• We wish to acknowledge the use of Aspen Publishers, Inc.’s Medical Group Practice Legal and Administrative Guide in the preparation of this study guide. The material is used by permission of the publisher.

Page 3: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

SUBJECTS (Click on the arrows to guide you through the study.)

What Is A ContractPreliminary QuestionsStandard Contract ProvisionsNonstandard Contract ProvisionProvider Duties Under ContractPayment Obligations Under ContractIndex (Click on the blue “?” at any time to take you to the index.)

Page 4: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

What is the Contract?

• Who are the parties?• Why is the documentation necessary?• Is there always a contract?

Page 5: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Who are the parties to the contract?

• You – is the contract with the individual physician or with the practice, group or entity?

• Them– You need to know exactly who the contract represents

so that you can confirm financial solvency, ownership, and likelihood of success in the marketplace.

– Can the described entity expand the domain to whom you must supply services ?– for example, “X Corporation as well as its subsidiary and affiliated corporations and health benefit plans with whom it has agreed to furnish administrative services.” Thus running the risk of expanding your obligations to unidentified parties far beyond your expectations.

Page 6: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Why is the documentation necessary?

• The contract will designate certain obligations for each party. Having this delineated in clear language benefits all parties in knowing their rights and responsibilities.

• The contract will state the remedies for disputes.

• The contract will state how the obligations and responsibilities can be terminated.

Page 7: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Is there always a contract?

Like everything else in life, there are always exceptions, but there will almost always be

contract in place for the managed care relationship between the provider and the MCO.

Page 8: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Preliminary Questions

• Is the Managed Care Organization (MCO) financially stable?

• Is the MCO properly licensed?• What is the complaint history against

the MCO?

Page 9: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Is the MCO Financially Stable?

• Ask for and review the MCO’s financial statement to check for any evidence of financial instability.

• A financially unstable MCO may delay in processing claims, deny authorization for services or referrals to specialists, and retrospectively deny coverage for previously authorized or emergency services.

• Because you may be required to provide care to an MCO’s enrollees until the expiration of the contract term (and for a period thereafter under continuation-of-care provisions), you must have as much information as possible about the financial condition of the MCO before entering the contract.

Page 10: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Is the MCO Properly Licensed?

Check with the appropriate state regulatory agencies to verify that the MCO is properly licensed and

determine whether a history of complaints against the MCO exists.

Page 11: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

What is the Complaint History Against the MCO?

• Talk with other physicians and group managers to determine whether:– The MCO’s performance is consistent with expectations when

they entered the contract– Payments are made on a timely basis– The MCO has a history of unjustified claims denials– Any major administrative or procedural problems that may

exist with the MCO• Check with the state Department of Insurance about

complaints against the MCO.• Check with the Better Business Bureau about complaints

against the MCO.

Page 12: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Standard Contract Provisions

• Recitals• Representations and Warranties• Declarations• Relationship of the Parties

Page 13: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Recitals• General statements describing who the parties of

the contract are and what the contract is attempting to accomplish.

• Usually very general in nature.• Becomes important when disputes arise over

either parties intentions.• Often important in disputes surrounding whether

the MCO is contracting with the individual physician or the practice as a whole. For instance – the MCO may refuse to negotiate certain disputes with the group administrator if the contract is with an individual physician.

Page 14: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Representations and Warranties

• These are assurances by each party they are in fact who they represent themselves to be.

• Representations and Warranties often include:– Corporate Status– Licenses– Compliance with Law– Access to Financial Statement– Prior Authorization

Page 15: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Corporate Status

• Each party should identify its corporate status in the contract. Nonprofits should indicate such.

• Notification of change in corporate status to other party.

Page 16: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Licenses

• Indication of licensing authority (State Insurance Commission, Licensing Board, Federal Government)

• Proof of license• Notification of change of license

Page 17: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Compliance With Law

Agreement to comply with all applicable federal, state, and local

laws and regulations

Page 18: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Access To Financial Statements

Providers should have access to payer’s financial statements to

determine financial viability.

Page 19: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Prior Authorization

• All prior authorization required by federal, state, or local laws has been obtained

• If the board of directors of the organization requires agreements to be authorized, that authorization should be obtained

Page 20: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Declarations

In the declaration clauses of the managed care contract, the MCO and the provider resolve all the “what if” questions related to the agreement between the parties.

–Force Majeure–Choice of Law and Severability–Assignment–Amendments–Notices

Page 21: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Force Majeure• When events beyond the provider’s

control prevents them from any longer providing services, a force majeure clause relieves them of responsibility.

• The clause will usually distinguish between events that are beyond the provider’s control and that simply disadvantage the provider (in which case the provider would still be obligated to perform under the terms of the contract).

Page 22: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Choice of Law and Severability

• Identifies which state’s laws will be applied in interpreting the contract

• The contract should be in the state in which the physician practices medicine because:– The MCO may choose a state with laws more

favorable to them– Legal expenses are much greater if the

provider must bring or defend a legal action in a distant state

• Severability clauses allows a contract to continue if a court invalidates a portion of the contract

Page 23: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Assignment• Assignment is the delegation or transfer of rights

and/or obligations under a contract to another person not originally party to the contract.

• Most managed care contracts prohibit providers from assigning their rights under the contract.

• Most managed care contracts are silent with regard to the MCO’s right to assign their obligations under the contract. This opens the door for an MCO transfer or delegate its rights and responsibilities to another party.

• It is usually in the providers best interest to restrict the both parties ability to assign rights or delegate duties under the contract without the other party’s prior consent.

Page 24: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Amendments• Any changes to the managed care contract should be in writing and

only after agreement by both parties.• Most managed care contracts have provisions for the MCO to make

unilateral changes. They justify this by asserting that it would be administratively impossible to obtain signatures from all members of their provider panels for policy and procedure changes or changes in state and federal laws.

• Providers should try to negotiate for at least advance notice of changes and for the right to comment on proposed changes.

• Some contracts have provisions that the MCO will notify the provider of possible changes that will go into effect unless the provider objects. These can be very dangerous if the practice does not respond appropriately. For instance the MCO could propose changes to the fee schedule that would go into effect unless the provider group objects.

• Without protection from unilateral changes, the provider’s only recourse will be to terminate the contract which for many reasons might not be in the best interest of the practice.

Page 25: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Notices• Notice requirement generally layout how

notices are to provided to parties and to whom.

• Essential elements include:– All notices be in writing– Addresses of the MCO and the provider– The effective date of receipt of notice specified– Accepted methods of delivery

• You should insure that the elements are administratively feasible.

Page 26: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Relationship of the Parties• There is a legal theory, respondeat superior, that

requires that the MCO would be liable for the negligent acts of its employees. To assure that does not come into play, most managed care contracts contain provision stating that both the MCO and the provider have an independent contracting arrangement.

• Most contracts also include a clause stating that nothing in the contract shall be construed to require physicians to recommend any procedure or course of treatment that physicians deem professionally inappropriate. This is to protect the MCO from charges of engaging in the practice of medicine and from liability arising from the negligence of any of the physicians.

Page 27: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Nonstandard Contract Provisions

• Key Definitions• Assignment of Enrollees to Providers• Listing in Directory of Providers• Plans for Which Services Will Be Provided• Physician Accessibility• Restrictions on Physician Referrals• Primary Care Physicians as “Gatekeepers”• Requirements or Limits on Employment of Personnel• Exclusivity Provisions• Term Provisions• Suspension Provisions• Procedures for Imposing Corrective Action on Physicians• Termination Provisions• Insurance Provisions• Indemnification Provisions• Dispute Resolution and Arbitration Provisions

Page 28: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Key Definitions

• Covered Services• Member/Enrollee/Insured• Covered Enrollee• Medically Necessary• Emergency

Page 29: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Covered Services

• The contract should indicate either in the body of the contract or in an appendix the services the provider is to provide

• The contract (particularly in a capitation situation) should state which services are excluded from coverage

Page 30: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Member/Enrollee/Insured

These terms sometimes are used sometimes used interchangeably within a contract to refer to person to which the provider is obligated to render care, but

in other contracts one or all of these could apply to entirely separate groups.

Therefore, the contract should clearly state to whom each of these terms apply.

Page 31: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Covered Enrollee

• The contract should should clearly and narrowly define the enrollee population

• It should indicate the demographic characteristics of the population

• Limit the contract to those covered under the contract and not include enrollees in affiliated plans

Page 32: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Medically Necessary• The term should have clearly defined

standards that will be applied when determining whether services provided fit within the definition.

• This term often determines whether or not the provider will be paid for services rendered.

• Ideally the MCO should not have the sole authority to determine medically necessity.

Page 33: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Emergency• Managed care companies often will not pay for

services provided in an emergency room that they do not consider an emergency. There should be a clear definition within the contract stating how these situations will be handled.

• In some instances contract obligations may be modified or expanded by statutes. For instance, there are several provision in Kentucky law that require payment for emergency services rendered.

Page 34: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Assignment of Enrollees to Providers

• Can be done in two ways:– Enrollee selects individual physicians on

their provider panel (usual method)– MCO assigns enrollee to a physician

based on geographic region, physician availability and cost to the MCO

• With either method, the provider should negotiate for the MCO to use its best efforts to see that they are selected

Page 35: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Listing In Directory Of Providers

• It is important that the provider be listed in the print and electronic provider directories as quickly as possible because this is the method by which the patients will choose their physician.

• The provider should have preapproval of the descriptions used in the provider directory to insure accuracy and completeness.

Page 36: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Plans For Which Services Will Be Provided

• MCO usually offer several different types of managed care products (HMO, PPO, POS) so it is important that the provider be sure which plan the contract is for.

• The provider should insure that one plan does not automatically obligate them to participate in other plans unless that is the provider’s wish.

Page 37: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Physician Accessibility• The contract may require physician

availability based on:– Office-hour availability– Telephone availability– Emergency services availability– Appointment availability

• The contract may require that physician obtain approval for changes in office locations

Page 38: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Restrictions On Physician Referrals

• MCO contracts frequently restrict the selection of physicians or other providers to whom a physician may refer patients.

• There are usually exceptions for patient emergencies.

• Physicians should insure that they are comfortable working with other providers within the MCO network before executing a contract.

Page 39: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Primary Care Physicians As “Gatekeepers”

• A Gatekeeper typically is obligated to:– Preauthorize or deny specialty care– Authorize or deny elective care– Use only participating specialists and ancillary services– Monitor, manage, and coordinate all the care assigned to

patients including other physicians and ancillary care• This can be a particularly onerous task under a capitation

arrangement

Specialists should insure that they can work with the plan’s gatekeepers before entering into a contract

Page 40: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Requirements or Limits On Employment of Personnel

• These contract provisions usually revolve around the use of Nurse Practitioners and Physician Assistants

• Depending on the circumstances the contract may require that provider use NP or PA’s wherever possible OR not allow their use. It is important to understand the impact of these mandates on the practice before signing a contract.

• In a few circumstances the contract may limit the number of other personnel within the practice.

Page 41: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Exclusivity Provision• Some contracts establish a physician or group

practice as the exclusive provider for a given geographic region. These arrangements can give rise to antitrust concerns where a practice has substantial market power and uses it to the disadvantage of payer and/or competitors.

• Some contracts state that the MCO will be the exclusive payer in exchange for a certain patient base. This is a classic situation of “putting all your eggs in one basket” where the physician risks having the MCO not being able to supply an adequate patient base or experiencing financial problems.

Page 42: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Term Provisions• The “term of the contract” is the time for which it

is to be in effect.• Many contracts have provisions for automatic

renewals if neither party exercises the right to terminate.

• Contracts should have rights to terminate without cause within a reasonably short notice period.

• Many contracts allow for unilateral adjustment of fees by the MCO, therefore, it is important for the provider to be able to easily opt out of the contract if the new fees are unacceptable.

Page 43: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Suspension Provisions

These provisions allow the MCO to take temporary punitive measures

against the provider for not fulfilling some of the obligations under the contract without fully terminating

the contract.

Page 44: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Procedures For Imposing Corrective Action On Physicians

• As part of the their quality assurance, utilization review or other performance standards under the contract MCO’s may have the right to take corrective actions against the physician such as restriction of clinical privileges, changes in compensation amounts or termination of contract

• The contract should have description of grounds for corrective action such as quality problems, patient dissatisfaction, inappropriate utilization or costly practice style

• The contract should provide for due process protections for the physician

• The contract should state who has the responsibility for taking the action

Page 45: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Termination Provisions

• Without Cause – usually with 60 to 90-day notices for both parties

• With Cause – grounds include:– Material breach of contract with failure to cure– Insolvency– Dissolution, merger, or sale of assets– Suspension or revocation of license– Loss of malpractice insurance or hospital

privileges– Exclusion from Medicare or Medicaid

Page 46: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Insurance Provisions• Managed care contracts usually impose

certain insurance requirements on providers.

• Physicians and their groups are usually both required by the contract to be responsible for professional and general liability insurance coverage.

• Providers should insist that that the MCO carry both these coverages as well.

Page 47: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Indemnification Provisions• Indemnification clauses protect one party from actions of another.• In many managed care contracts the standard indemnification clauses

attempt to shift the burden of claims arising from the MCO’s conduct onto the provider.

• As a general rule, professional malpractice insurance does not cover contractually assumed liabilities where the provider would not be directly liable under some other theory of liability.

• It is unfair to expect the physician to assume the legal responsibility for the negligent acts or omissions of the MCO.

• Physicians should never provide indemnity for affiliated physicians unless they are actual members of the same group.

• The physician should seek to have the MCO indemnification obligations extend to utilization review activities performed by third parties.

• Physicians should demand mutual indemnifications that makes each party fully responsible for its own actions and inactions under the contract.

• Physicians should always have the indemnification provision reviewed by their own attorney and their liability carrier.

Page 48: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Dispute Resolution and Arbitration Provisions

• All managed care plans have processes for appeals and dispute resolution, but the details are usually in the provider manual rather than the managed care contract. The contract should reference these procedures.

• Some of the items that should be outlined in the process are:– How a mediator will be chosen– What rules will govern the process– Specific time frames within which the procedures will take place

• Many contracts contain arbitration provisions. If structured properly these are good provisions for both parties

• Some of the items that should be consider in the arbitration clause are:– That it is binding on both parties– Physicians should not agree to arbitration of malpractice claims

without first checking with his/her insurance carrier– The contract should specifically include the right of both parties to

conduct discovery in connection with any arbitration proceeding

Page 49: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Providers Duties Under Contract

• Services To Be Provided• Policies and Procedures• Holding Enrollees Harmless or Balance-Billing

Prohibitions• Collection of Co-Payments and Deductibles• Nondiscrimination Requirements• Gag Clauses• Maintenance & Retention of Records and

Confidentiality• Facility Inspections• Continuation of Service After Termination Of Contract

Page 50: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Services To Be Provided• Physicians should insure that there are clear definitions for

covered services, covered enrollee, and medically necessary to insure that responsibilities are clearly understood. These definitions will affect reimbursements under the plan.

• The contact may cover other responsibilities including:– Responsibilities to refer or accept referrals of enrollees– The days and hours that the physician agrees to be available to

provide services– On-call arrangements

• Standard of Care:– The physician should not be held to a standard higher than

those of the community in which he/she practices– Terms such as highest quality can cause physician difficulty

in liability situations

Page 51: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Policies and Procedures• Quality Assurance and Utilization Review Policies

and Procedures• Credentialing Standards Applied to Participating

Physicians• Compliance With Other MCO Policies and

Procedures• Procedures For Verification of Eligibility• Claims Submission Procedures• Claims Procedures Involving Coordination of

Benefits• Enrollee Grievance Procedures

Page 52: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Quality Assurance and Utilization Review Policies and Procedures

• Quality Assurance (QA) programs are put in place so that MCOs can insure that the care their enrollees are receiving is of an acceptable quality.

• Utilization Review (UR) programs are designed to control costs through assurance that services the MCOs enrollees are provided are medically necessary and appropriate. UR may be prospective, concurrent, or retrospective, but typically requires prior authorization for all or certain services.

• Depending on the terms of the contract, QA programs may be conducted by either the MCO or the medical practice.

• Often the requirements for QA activities are detailed in documents outside the managed care contract, but they should be reviewed in conjunction with executing a contract and attaching them to the contract.

• Physicians should insure that the provisions for the administration of UR activities are consistent from the managed care contract and UR policies.

• QA and UR requirements can be costly and burdensome to providers and should be considered carefully.

Page 53: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Credentialing Standards Applied to Participating Physicians

• The contract will impose credentialing standards on physicians

• Credentials to be verified include:– Current and continuing qualifications to practice

medicine– State licensure– Specialty board certification– Federal Drug Enforcement Administration registration– Staff privileges at local hospitals– Sufficient malpractice insurance

• The National Practitioner Data Bank will most likely be queried

Page 54: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Compliance With Other MCO Policies and Procedures

• The contract along with its appendices, attachments and addendums reference other policies and procedures with which the physician is expected to comply.

• It is important that there be provisions for a period of time in which a physician can “cure” any non-compliance that he/she is notified of by the MCO.

Page 55: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Procedures For Verification of Eligibility

• MCOs will not pay for services of enrollees whose coverage is not in effect, therefore, the provider is usually required to verify eligibility.

• Verification can vary – membership cards, listings, telephone or computer checks.

• It is imperative that the process not be burdensome and that it is available anytime the physician sees patients.

• There should be provisions for how to handle emergency situations.

Page 56: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Claims Submission Procedures

• All managed care contracts will contain provisions for the process of submitting claims.

• Generally the contract will specify the time frame in which a claim must be submitted – usually between 30 to 90 days.

• The contract will have penalties for late submission of claims. These penalties can range from limited financial payment reductions to denial of the claim. Physicians should insure that there are provisions for handling late submissions without penalty for which there are valid reasons.

Page 57: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Claims Procedures Involving Coordination of Benefits

• Most contracts will require in situations where the MCO is the secondary payer, that the physician first bill and collect from the primary payer before submitting their claim.

• Delays in collecting from the primary payer could cause delays in submitting this secondary claim. Physicians should insure that there are provisions that allow for the submission of secondary claims past the “normal” filing deadlines.

Page 58: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Enrollee Grievance Procedures• MCOs will have some process for handling enrollees

grievances. The physician should insure that they understand these policies and how they will be administered.

• Too often the MCO unilaterally makes decisions about the grievance and then can require providers to take actions such as waiving fees or determining that it will not pay for services.

• The physician should seek to be able to participate in the grievance process where appropriate, realizing this can be burdensome and time consuming.

• The physician should be able to receive deferred payments if the grievance is not found in favor of the enrollee.

Page 59: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Holding Enrollees Harmless or Balance-Billing Prohibitions

• Hold harmless clauses prohibit the physician from billing enrollees for covered services. In some contracts and in some states this provision is in force even if the MCO becomes insolvent.

• Balance-Billing clauses prohibit physicians from billing for the balance of the amount not paid by the MCO except for deductibles and co-payments.

Page 60: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Collection of Co-Payments and Deductibles

• Many managed care contracts require that the provider collect deductibles and co-payments

• There must be an easy means to determine the amount of co-pay due – usually on the enrollees membership card

• There must be an efficient way to determine if the patient is required to pay a deductible and how much of the deductible is remaining to be paid – usually by calling the MCO

Page 61: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Nondiscrimination Requirements

• Many contracts state that the provider must provide services in the same manner to its MCO enrollees as it does to non-managed care patients

• Many contracts forbid the provider from discriminating against providers based on race, color, gender, age, health status, disability, religion or national origin

• The physician should seek the ability to deny services to an enrollee on the same grounds as services would be denied to any other patient

Page 62: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Gag Clauses

• Typically allow for termination of contract by MCO if the provider takes any action or makes any communications that undermine or could undermine the confidence of enrollees in the quality of care provided by the MCO

• Gag clauses may prevent physicians disclosing to patients treatment options that the plan does not offer or from discussing referrals outside the plan

• Physicians should endeavor to have these clauses removed from the contract

Page 63: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Maintenance & Retention of Records and Confidentiality

• Contracts usually require providers to maintain both medical and business records for specified times.

• Usually the contract will allow the MCO to inspect, review, make or obtain copies of medical, financial, and administrative records. Additionally, physicians may be required to submit periodic reports with specific practice data.

• The contract should require strict confidentiality of patient and practice information by both MCO and physician.

Page 64: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Facility Inspection

• Most contracts give the MCO the right to inspect or audit the practice’s facility and certain records

• The physician should have a clear list of what is eligible to be inspected and only after appropriate advance notice

Page 65: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Continuation of Service After Termination of Contract

• The contract will likely require the physician to continue to furnish services until they are completed or the MCO has made appropriate provisions for another provider to assume responsibility

• The physician’s medical/legal responsibilities to not abandon the patient supersedes the contract

• The contract should specify how the physician is to be compensated for rendering this extended care after the contract is terminated

Page 66: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Payment Obligations Under The Contract

• General Payment Considerations• Fee-For-Service• Capitation and Risk Sharing

Considerations

Page 67: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

General Payment Considerations

• Time and Manner of Payment – the contract should provide for payments to be made to providers by the MCO within a specified period of time. There should be penalty to the MCO for late payments. Providers should attempt to remove clauses in the contract that allow MCOs to offset prior overpayments against current payments.

• Most-Favored-Nation Provisions – this clause requires providers to adjust their fees whenever they contract to perform the same services with a competing MCO at a lower reimbursement level. Providers should attempt to remove these clauses from the contract.

Page 68: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Fee For Service• The MCO will pay pay the physician based on a fee

schedule for service rendered• The fee schedule is usually based on:

– A percentage discount from the physician’s usual fees or from a “usual and customary” table selected by the MCO;

– A set schedule provided by the MCO, or;– A percentage of the Medicare fee schedule (this could

be above 100% of the schedule or a discount from the schedule)

• The contract may exclude payments for certain services• The contract may require approval before payment of

certain services

Page 69: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Capitation and Risk Sharing Considerations

• Minimum Enrollment Guarantee• Maximum Enrollment Limit• Proration of Capitation Fees for

Certain Enrollees• Division of Responsibilities• Risk-Pool Arrangements• Carve-Out Provisions and Stop-Loss

Insurance

Page 70: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Minimum Enrollment Guarantee

• In assuming the risk for providing care for a patient population providers need to insure that there is sufficient number of enrollees to spread the cost in an actuarially sound manner

• The capitation contract should not begin and should end when there is not a sufficient number of enrollees

• In some instance the contract will call for fee-for-service payments in times when the enrollee numbers are below a threshold

Page 71: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Maximum Enrollment Limit

• Physicians do not want to contract to provide more services than they are able

• Physicians do not want to limit their ability to contract with other managed care plans

• The contract can limit the number of enrollees the physician will accept

Page 72: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Proration Of Capitation Fees For Certain Enrollees

• If the plan allows for enrollees to enter during a capitation period there should be provisions for adjusting the payment to the physician

• If enrollees are retroactively enrolled the payments should be accordingly adjusted

• The physician should not be liable for services already rendered by other providers

Page 73: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Division of Responsibilities

• The contract should have a matrix attached detailing the responsibilities of all the parties for the delivery and administration of care to the enrollees

• This matrix will help insure there is a clear understanding and will cover all areas including diagnostics, home health, laboratory services, UR, QA, prescriptions, durable medical equipment, etc.

Page 74: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Risk-Pool Arrangements

• Risk-Pools are made up of a percentage of the capitation payment that is withheld to incentivize the efficient administration of services. If certain cost saving goals are met the fund will be distributed.

• These pools obviously reduce payments to physicians unless the goals are met and even then much care must given in setting and monitoring these programs.

Page 75: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Carve-Out Provisions and Stop-Loss Insurance

• Carve-Out provisions allow for additional capitation payments or fee-for-service payments to treat certain specified conditions

• Stop-Loss Insurance pays when the expenses to provide care to a patient exceed a certain level. The physician practice must purchase this insurance either from the MCO or an insurance company

Page 76: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

Index AmendmentsArbitration provisionsAssignmentAssignment of enrollees to providersBalance-billingCapitationCapitation - proration Carve-out provisionsChoice of lawClaims submission proceduresComplaint historyCompliance with lawConfidentialityContinuation of service after contractContract provisions - nonstandard

Contract provisions - standardCoordination of benefitsCo-paymentsCorporate statusCorrective actionCovered servicesCredentialingDeclarationsDeductiblesDefinitionsDirectory of providersDispute resolutionEligibilityEmergencyEmployees

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Index (Click on the red “I” box to take you to the topic)

EnrolleeEnrollee - CoveredEnrollment - maximum limitEnrollment - minimum guaranteeExclusivity provisionsFacility inspectionFee for serviceFinancial stabilityFinancial statementsForce majeureGag clausesGatekeepersGrievance proceduresHold harmless clausesIndemnification provisions

Insurance provisionsInsuredLiability insurance LicensesLicensingMalpractice insuranceMedically necessaryMemberNondiscrimination requirementsNoticesParties to the contractPayment - general considerationsPayment obligationsPhysician accessibilityPhysicians duties

Page 78: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

IndexPlansPolicies - MCOPolicies - providerPrior authorizationProcedures - MCOProcedures - providerProfessional liability insuranceProration of capitation feesProviders dutiesQuality AssuranceRecitalsRecord maintenanceRecord retentionReferrals - restrictionsRelationship of the parties

RepresentationsResponsibilitiesRisk SharingRisk-poolServices to be providedSeverabilityStop-loss insuranceSuspension provisionsTerm provisionsTermination provisionsUtilization ReviewWarranties

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Page 79: What To Consider In A Managed Care Contract. This material was jointly developed by State Volunteer Mutual Insurance Company and the Jefferson County

What To ConsiderIn A

Managed Care Contract