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Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit rejections and establish workflows to increase efficiency in your RCM department Ashley Smith Senior Application Specialist

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Page 1: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Workflow and Optimization of Remit Processing

Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit rejections and establish workflows to increase efficiency in your RCM

department

Ashley Smith

Senior Application Specialist

Page 2: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Topics

• General• Understanding your Electronic Remittance Advice

(ERA/835) File• Create Visit Owners to help workflow• Setup the Clearinghouse• Setting up your Transaction Column Sets (TCS)• Researching your reason codes• Setup the insurance carrier ERA settings• Processing an ERA file• Review• Questions????

Page 3: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

General

Use this as your “Go-To” document for ERA setup If you have remit posting issues – refer back to this

document and review the steps against your setup

Page 4: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

o Increases accuracy of data entry vs manual payment entry

o Time and cost savings for the practice o Automatically populates required information for

secondary filing o Quicker response from insurance companies

Benefits of Electronic Remittance

Page 5: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Understanding your ERA (835) File

Page 6: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Understanding your ERA (835) File

Page 7: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

NON-PARSED FILE

ISA*00* *00* *ZZ*12502 *ZZ*2826751 *150803*1328*^*00501*115132877*1*P*:~GS*HP*12502*2826751*20150803*1328*115132877*X*005010X221A1~ST*835*00155~BPR*I*98.65*C*CHK*CCP*01*124334455*DA*720000034*123046273951**01*011301200*DA*32649000*20150805~TRN*1*1054183825~REF*EV*2826751~DTM*405*20150731~N1*PR*NOVITAS SOLUTIONS, INC.~N3*PAYER ADDRESS~N4*CITY*ST*402740819~PER*BL*SERVICE AND SUPPORT~N1*PE*COMPANY PAYEE NAME*XX*NPI~N3*PAYEEADDRESS~N4*CITY*ST*012340000~REF*TJ*TAXID~LX*1~CLP*001617*2*135*98.65*25.17*MB*PAYERCLAIMCONTROL#/ICN*11*1~NM1*QC*1*TEST*PATIENT*P***MI*123456789A~NM1*82*1*RENDERINGLAST*RENDERINGFIRST*M***XX*RENDERINGNPI~NM1*TT*2*CROSSOVERCARRIERNAME*****PI*PYRID~MOA***MA01*MA18~DTM*050*20150717~DTM*232*20150615~AMT*AU*113.25~SVC*HC:99214*135*98.65***1~DTM*472*20150615~CAS*CO*45*9.17**253*2.01~CAS*PR*2*25.17~REF*6R*4901~AMT*B6*113.25~SE*27*00155~GE*1*115132877~IEA*1*115132877~

Understanding your ERA (835) File

Page 8: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

ISA*00* *00* *ZZ*12502 *ZZ*2826751 *150803*1328*^*00501*115132877*1*P*:

GS*HP*12502 *2826751*20150803*1328*115132877*X*005010X221A1

ST*835*00155

BPR*I*98.65*C*CHK*CCP*01*124334455*DA*720000034*123046273951**01*011301200*DA*32649000*20150805

TRN*1*1054183825

REF*EV*2826751

DTM*405*20150731

N1*PR*NOVITAS SOLUTIONS, INC.

N3*PAYER ADDRESS

N4*CITY*ST*402740819

PER*BL*SERVICE AND SUPPORT

N1*PE*COMPANY PAYEE NAME*XX*NPI

N3*PAYEE ADDRESS

N4*CITY*ST*012340000

REF*TJ*TAXID

LX*1

CLP*001617*2*135*98.65*25.17*MB*PAYERCLAIMCONTROL#/ICN*11*1

NM1*QC*1*TEST*PATIENT*P***MI*123456789A

NM1*82*1*RENDERINGLAST*RENDERINGFIRST*M***XX*RENDERINGNPI

NM1*TT*2*CROSSOVERCARRIERNAME*****PI*PYR ID

MOA***MA01*MA18

DTM*050*20150717

DTM*232*20150615

AMT*AU*113.25

SVC*HC:99214*135*98.65**1

DTM*472*20150615

CAS*CO*45*9.17**253*2.01

CAS*PR*2*25.17

REF*6R*4901

AMT*B6*113.25

SE*27*00155

GE*1*115132877

IEA*1*115132877

Understanding your ERA (835) File

Page 9: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

• BPR Segment mapped back to CPS:

BPR02 = Total Check Paid Amount

BPR04 = Payment Method (CHK, check; ACH,

automated clearinghouse used for EFT)

BPR16 = Settlement date (Check Date)

Understanding your ERA (835) File

Page 10: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

FINANCIAL INFORMATION

BPR*I*98.65*C*CHK*CCP*01*124334455*DA*720000034*123046273951**01*011301200*DA*32649000*20150805

Understanding your ERA (835) File

Page 11: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

• TRN Segment mapped back to CPS:

TRN02 = Check or EFT Number

Understanding your ERA (835) File

Page 12: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

FINANCIAL INFORMATION

TRN*1*1054183825

Understanding your ERA (835) File

Page 13: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

N1 Segment mapped back to CPS: N102 = Payer Literal

Understanding your ERA (835) File

Page 14: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

LOOP 1000A PAYER

N1*PR*NOVITAS SOLUTIONS, INC.

Understanding your ERA (835) File

Page 15: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

CLP Segment mapped back to CPS: CLP01 = Ticket Number CLP02 = Claim Status Code

Understanding your ERA (835) File

Page 16: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

LOOP 2100 CLAIM PAYMENT INFORMATION

CLP*000133*2*135*98.65*25.17*MB*PAYERCLAIMCONTROL#/ICN*11*1

CLP02 = 1 Processed as PrimaryCLP02 = 2 Processed as SecondaryCLP02 = 3 Processed as TertiaryCLP02 = 4 Denied

Understanding your ERA (835) File

Page 17: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

CLP Segment mapped back to CPS: CLP03 = Total Fee Billed

Understanding your ERA (835) File

Page 18: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

LOOP 2100 CLAIM PAYMENT INFORMATION

CLP*000133*2*135*98.65*25.17*MB*ICN/PAYERCLAIMCONTROL#*11*1

Understanding your ERA (835) File

Page 19: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

CLP Segment mapped back to CPS: CLP04 = Total Claim Amount Paid

Understanding your ERA (835) File

Page 20: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

LOOP 2100 CLAIM PAYMENT INFORMATION

CLP*000133*2*135*98.65*25.17*MB*ICN/PAYERCLAIMCONTROL#*11*1

Understanding your ERA (835) File

Page 21: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

CLP Segment mapped back to CPS: CLP05 = Remaining Patient Liability Amount

Understanding your ERA (835) File

Page 22: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

LOOP 2100 CLAIM PAYMENT INFORMATION

CLP*000133*2*135*98.65*25.17*MB*ICN/PAYERCLAIMCONTROL#*11*1

Understanding your ERA (835) File

Page 23: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

CLP Segment mapped back to CPS: CLP07 = Interchange Control Number (ICN)

Understanding your ERA (835) File

Page 24: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

LOOP 2100 CLAIM PAYMENT INFORMATION

CLP*000133*2*135*98.65*25.17*MB*ICN/PAYERCLAIMCONTROL#*11*1

Understanding your ERA (835) File

Page 25: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Service Line Payment Segment mapped back to CPS:

SVC01 = Procedure code being adjudicated

SVC02 = Fee Amount

SVC03 = Service Line Paid Amount

Understanding your ERA (835) File

Page 26: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

LOOP 2110 SERVICE LINE PAYMENT INFORMATION

SVC*HC:99214*135*98.65**1

Understanding your ERA (835) File

Page 27: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Service Line Adjustment Segment mapped back to CPS:

CAS01 = Group Code

CAS02 = Reason Code (Further mapped 1 Deductible

and 2,3 Co-Insurance)

CAS03 = Service Line Paid Amount

CAS04 etc… Repeat of 01,02,03

Understanding your ERA (835) File

Page 28: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

SERVICE LINE ADJUSTMENT(S)

CAS*CO*45*9.17**253*2.01

CAS*PR*2*25.17

Understanding your ERA (835) File

Page 29: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Line Item Control Number REF*6R Segment mapped back to CPS:

Used to match procedure code for ERA posting

that was sent to the payer in the 837 (Claim) file.

The Line Item Control Number is not always

returned by the payer. It is NEVER returned on

paper claims. Sometimes payers send their own

numbers

Understanding your ERA (835) File

Page 30: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

LINE ITEM CONTROL #

REF*6R*4901

Understanding your ERA (835) File

Page 31: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Actual Allowed AMT*B6 Segment mapped back to CPS:

Understanding your ERA (835) File

The AMT*B6 is used to post to the Actual Allowed

column

When the Adjustment column has Contractual

property checked in the Transaction Column

Set (TCS) then posting the Actual Allowed will trigger

the adjustment to be taken automatically

Page 32: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

ACTUAL ALLOWED AMOUNT

AMT*B6*125.83

Understanding your ERA (835) File

Page 33: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Create Visit Owners to help workflow

Page 34: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Create Visit Owners to help workflow

Some Examples of Visit Owners that could benefit your workflow:• Remittance Review• Remittance Review Timely

Filing• Remittance Review Diagnosis• Remittance Review Eligibility• Remittance Review Non

Covered

DO NOT MOVE ANY VISIT OWNERS OTHER THAN UNASSIGNED TO THE TOP; THE TOP VISIT OWNER IS DEFAULTED TO ALL VISITS

Page 35: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Create Visit Owners to help workflow

Here are some additional examples of Visit Owners set up by reason code that could benefit your workflow

Page 36: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Create Visit Owners to help workflow

You can assign an Visit Owner at the insurance carrier level:• If a claim has multiple reason codes, which have

different owners assigned to them then the first owner encountered is the one assigned.

• Only ONE visit owner can be assigned per visit• Visit owners field in Task Manager can help

with task queues

Page 37: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Clearinghouse Setup

Page 38: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Clearinghouse Setup

• Administration• Clearinghouse• File Processor Settings

Page 39: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Clearinghouse Setup

If you use Vis Processor you have additional settings:• Check Automatically Process

Remittance• Exclude 835 Remittance

This will process all response files automatically from the clearinghouse except your 835 files

Page 40: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Transaction Column Set (TCS) Setup

Page 41: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Transaction Column Set (TCS) SetupTypical ERA

Page 42: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Transaction Column Set (TCS) Setup

Column order changes in Payment Distribution CAN cause display issues. If you need to change the order, GE suggest to make the changes in Administration.

This will change for ALL USERS!!!

Page 43: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Transaction Column Set (TCS) Setup

Payment

The payment column must have a payment type populated. You can select Allow Payment Type Override to change the payment on a needed basis at the visit level.

Page 44: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Transaction Column Set (TCS) Setup

Payment

If the payment column does NOT have a payment type then ALL the payment amounts will go to unapplied. Everything else including adjustments will post.

Page 45: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Transaction Column Set (TCS) Setup

Actual Allowed

VERY IMPORTANT to create a column with type of Actual Allowed• AMT*B6 amounts post to this column

FEE = Actual Allowed + Contractual Adjustment

Page 46: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Transaction Column Set (TCS) Setup

Contractual Adjustment

• If ‘Contractual’ on the Adjustment column is checked off, then Centricity links the Actual Allowed column to the Contractual Adjustment

• Check off to ‘Allow Adjustment Type Override’ in order to see the Adjustment type in the TCS

• If you have multiple Adjustment columns – ONLY ONE needs the Contractual box selected

Contractual Adjustment = Fee – Actual Allowed

Page 47: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Transaction Column Set (TCS) Setup

If you do NOT have ‘Contractual’ checked off then:The Actual Allowed will postThe Contractual Adj will not post

Page 48: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Transaction Column Set (TCS) Setup

Deductible

Plug-ins are hard coded to post a reason code of 1 (e.g. PR1) to the first deductible type column it finds

• The name field is a free text field therefore cannot be used for posting• When posting ERA ALWAYS set the action to None. If you set the action to Transfer, that

amount will be moved to the patients responsibility even if there is another insurance to bill.

Page 49: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Transaction Column Set (TCS) Setup

Co-Insurance

Plug-ins are hard coded to post a reason code of 2 (co-insurance) and 3 (co-pay) to the first Co-Insurance type column it finds

• The name field is a free text field therefore cannot be used for posting• When posting ERA ALWAYS set the action to None. If you set the action to Transfer, that

amount will be moved to the patients responsibility even if there is another insurance to bill.

Page 50: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Transaction Column Set (TCS) Setup

Residual

Once a CLP segment is processed, any remaining balances goes to the residual columnThe residual column looks for another payer to bill.- Yes, then leave the balance in insurance then

move it to the next payer- No, then move the balance to the patient• Enter a general note to explain the patient

transfer. It should be inclusive of deductible, co-pay, and co-insurance. - This is not required.

• Check off option to Show notes on statement if you want your note to be shown.

Page 51: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Transaction Column Set (TCS) Setup

Residual

If Residual is set to NOT Transfer- The payment will post- The balance remains in insurance

responsibility- The visit remains in the status it

was in prior to the ERA being processed

Example of a possible exception:Some Medicaid Carriers do not bill their patients no matter what – you would create a separate TCS just for Medicaid Remittance and set your residual to none. This will prevent any balances being accidentally transferred to the patient.

Page 52: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Transaction Column Set (TCS) Setup

Line Information

Captures EOB group and reason codes required for billing electronic secondary claims. All elements post automatically from ERA.

Page 53: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Transaction Column Set (TCS) Setup

Line InformationMin required electronic fields:- *Adjudication date*- Group- Reason- Amount

*Minimum when procedure paid in full*

Page 54: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Researching your Reason Codes

Page 55: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Researching your Reason Codes

- Decide if the reason code and action require a Visit Owner

Reject to Review is most common used for corrections or decisions

Setup can differ between practices, insurance carriers, and preferences

• Adjust this code off• Reject to Review then make a decision• Transfer this to the patient• None

- Setup quality is dependent on preparation- Use EOB’s to list current payer responses- Make a list of reason codes to setup- Decide on actions for the reason code:

Page 56: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Researching your Reason Codes

Make a list of reason codes to setup

Page 57: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Insurance Carrier Setup

Page 58: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

• Insurance Carrier Payer Literals tell Centricity which plans are in an ERA

• Review multiple ERA files with the same payer literal. ERA files can be created by LOB: PPO, HMO, Medicare, Medicaid etc… You may file two carriers to two different addresses but get paid on the same ERA

• Insurance carriers in the ERA WITHOUT a literal WILL NOT post

• Look at ACTIVE and INACTIVE carriers when researching payer literals

**Insurance Carrier Payer Literals are Very Important **

Insurance Carrier Setup

Page 59: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Look at ERA files with the same payer literal

• N1*PR*NOVITAS SOLUTIONS, INC.

Determine which insurance carriers could be in the file

ISA*00* *00* *ZZ*12502 *ZZ*2826751 *150803*1328*

N1*PR*NOVITAS SOLUTIONS, INC.

CLP*001617 Medicare Part B

CLP*001756 Medicare Part B

CLP*001875 Medicare Secondary

The ERA file contains Medicare Part B and Medicare Secondary claims.

Both carriers will need to be set up with the same payer literal and TCS

Insurance Carrier Setup

Page 60: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Insurance Carrier Setup

All like insurance carriers – Transaction Column Set

Every insurance carrier in your ERA needs a TCS that is setup for ERA

Page 61: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Insurance Carrier Setup

All like insurance carriers – Payer Literal

Each insurance carrier in an ERA file must be setup on the insurance carrier EDI tab Payer Literal section

Literal means that it must be exactly as it appears in the ERA file, punctuation included

N1*PR*NOVITAS SOLUTIONS, INC.

Page 62: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Insurance Carrier Setup

All like insurance carriers – Response ProcessorEDI Tab- Response Processors- New/Modify- Claims Processor

Clearinghouse Settings button

Page 63: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Insurance Carrier Setup

Processing Options

We recommend you select Process Claim Level Codes

All like insurance carriers – Response Processor

Page 64: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Insurance Carrier Setup

Post $0 Amounts For

We suggest you select Allowed & Payment to post $0.

$0 Payment is required for secondary filing. A blank payment representing $0 will cause a file level rejection.

Copay & Deductible are mapped from the plug-in but $0 has no impact on them.

All like insurance carriers – Response Processor

Page 65: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Insurance Carrier Setup

If Actual Allowed Differs from Allowed

Used to manage differences in allowed amounts between the payer and your CPS fee schedule setup• Recommend to Log in

Remittance Report File• You can select Reject Visit• You can assign a Visit Owner

– e.g. Remittance AllowableIf you do not have your procedure fee schedules set up with accurate allowed amounts ~ We strongly suggest not selecting this option. It would report every ticket in the remit_ report.

All like insurance carriers – Response Processor

Page 66: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Insurance Carrier Setup

Post Actual Allowed for Primary Insurance Carrier Only

Select Post Actual Allowed for Primary Ins Carrier only• Actual Allowed triggers the

Contractual Adjustment. Usually we only adjust on a primary payment.

All like insurance carriers – Response Processor

Page 67: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Insurance Carrier Setup

Ignore B6 Amount and Calculate Actual Allowed Amount

Payers do not always include all expected adjustments in the actual allowed. Here is an example where we must ignore the payer’s Actual Allowed• Medicare sometimes returns two CO

45s on one procedure, but the actual allowed only includes one

• Ignoring the B6 and calculate on all 45’s will take the correct adjustment

Please note that if you select this option it will ignore ALL actual allowed (B6)

All like insurance carriers – Response Processor

Page 68: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Insurance Carrier Setup

Override Standard Payer Name

If you use this field – you will have to populate the exact name on each carrier that has the same payer literal.

All like insurance carriers – Response Processor

Page 69: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Insurance Carrier Setup

Override Standard Payer Name

In this case, all payments linked to the payer literal NOVITAS SOLUTIONS, INC. would have Medicare B-CMS1500 as the payer

Use the override property to enter Medicare

All like insurance carriers – Response Processor

Page 70: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Insurance Carrier Setup

Procedure Code Bundling/Unbundling

CPS can post SOME bundling situations

Check Ignore SVC06 Bundling and Post Payment

All like insurance carriers – Response Processor

Page 71: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Insurance Carrier Setup

All like insurance carriers will need to have which plugin you are using to process your 835 files.

You will need to drop down to the appropriate plugin in the Processing 835’s Using box.

All like insurance carriers – Response Processor

Page 72: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Insurance Carrier Setup

Most Commonly Used 835 Processor by Filing Method

• Professional (HCFA) - VisClaims File Processing PI

• Institutional (UB) - VisInstitutional File Processing

• Institutional (UB) Medicare FQHC - VisMedicare FQHC File Processing

All like insurance carriers – Response Processor

Page 73: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Insurance Carrier SetupNon Payment Reason Code - General

All Row• Reason codes you want to just

post with no action other than moving to the next step (includes fully paid claims)

Exception Rows• Procedure level non payment code

you want to trigger an action

Rules• Limit of 10 codes per line with a

like action; no duplicate codes• Comma separated with NO spaces• Assign an action• Assign a Visit Owner when

necessary

Page 74: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Insurance Carrier SetupNon Payment Reason Code – Ignore

• Everything will post; payment, adjustment, line info, etc…

• The balance remaining after posting will NOT get put into the residual column

• Reject Visit property will not affect the residual column

• Sometimes used to process partial payments to the next step for the procedures that adjudicated successfully

If you use this option – make sure to look at your visits in any status. If the claim happens to be a crossover – your visit could potentially be in a Sent Secondary status. STRONGYLY SUGGEST USING NONE ACTION TYPE INSTEAD OF IGNORE.

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Insurance Carrier SetupNon Payment Reason Code – Ignore

Example: Your claim has 3 procedures; 1 denied for CO 96 and the other two paid. If you setup the reason code 96 with Ignore and Reject Visit:• Claim will move to a Filed Rejected status; flagged to be

worked• Procedure with 96 stays in insurance responsibility• The other 2 procedures go to residual column and move

to the next payer or patient

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Insurance Carrier SetupNon Payment Reason Code – None

• Everything will post; payment, adjustment, line info, etc…

• The balance remaining after posting WILL get put into the residual column

• Setting Reject Visit with an action of none will stop all balances in the residual column from transferring

• Used to stop the claim and allowing an update

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Insurance Carrier Setup

Non Payment Reason Code – None

Example: Your claim has 3 procedures; 1 denied for CO 97 and the other two paid. If you setup the reason code 97 with None and Reject Visit:• Claim will move to a Filed Rejected status; flagged to be

worked• Procedure with 97 moved to residual column• Since one of the procedures in the residual column has

an action of Filed Rejected, the action of transfer is stopped for the whole claim and the column is grayed out

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Insurance Carrier SetupNon Payment Reason Code – Adjust

• Action of adjust will always take an adjustment

• Needs an Action Type to be associated with the adjustment

• Do not use if a judgement call is needed. Instead setup the code with an action of None and Reject Visit so it can be reviewed.

• CPS will auto create an adjustment column if there isn’t one in the TCS. No adjustment type will display but the DB will capture it

e.g. Sequestration for Medicare

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Insurance Carrier SetupNon Payment Reason Code – Transfer

A code like CO 100, payment made to patient, can be setup to transfer the balance to the patient.

Caution: This action will always transfer the balance to the patient, even if they have another insurance.

If transfer is not an ALWAYS rule, do not use this action.

Do either:• Reject Visit with action of None so it

can be reviewed• Do not set up the code and let the

residual column decide to transfer or not. This will not be set to review.

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Insurance Carrier Setup

Reject Visit• When the action is None, this

setting will stop the Residual column from completing the action of transfer

• Visit will be in Filed Rejected status

• Recommend to assign a visit owner to the visit

• Different codes can be setup with different visit owners

• Two different denial codes setup with different visit owners will have the first owner encountered applied to the visit

Non Payment Code Properties – Reject Visit

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Insurance Carrier Setup

Split Visit• On a partial payment, use this if

you want the paid portion of the claim to move to the next step while the denied portion to be Filed Rejected for review

• If a decision needs to be made to split, do not use this setting as this will always split

• The denied procedures will split to a new ticket number ending with a letter; e.g. 123456A

• Paid procedures will remain on the original ticket number

Non Payment Code Properties – Split Visit

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Insurance Carrier SetupNon Payment Code Properties – Claim Level

Claim Level Processing

CPS posts payments based on procedure level information.

However some functionality exists at the claim level.

You can:• Stop all payment posting from

occurring• Log in the Remit_ Report• Assign a visit owner

The Reject Visit property is automatically selected

Page 83: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Processing an ERA File

Page 84: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Processing an ERA File

• Open EDI Response Management

• Select Clearinghouse• Recommend to enter Date

Received• Use Search Field to Find

- Check Number

- Check Amount

Caution: If using check amount to search for files, do not include ending zeroes: e.g. enter 2300 not 2300.00 or 546.1 not 546.10

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Processing an ERA File

Viewing an ERA File

Locate your remit file in EDI Response Management

Right Click and View the remittance Advice Report to verify information in the 835 file

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Processing an ERA FileViewing an ERA File

• When you right click and view - the file will open the generic XML file viewer

• Select Record Type N1 then select the Next button

N102 Value column contains the Payer Literal

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Processing an ERA FileViewing an ERA File

• Select Record Type BPR then select the Next button

- BPR02 Value Column contains the Check Amount

- BPR16 Value Column contains the Check Date

For some clients, if there is a next button after selecting BPR, that means there is more than one check in the ERA file.

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Processing an ERA File

Place a check next to the file you want to process

Select the Process button

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Processing an ERA File

Remittance Processing

Batch Options• Automatically create a new batch for

each check• Use Default Batch• Use Specific Batch **Best Practice**

– Select a batch name• Ask for a batch name for each file can be checked if processing more than one file

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Processing an ERA File

Viewing the Remit_ Report- Date and file processed- Check number and Insurance used to

post the ERA- Detailed Log of posting

Once you review the Remit_Report – it will need to be Archived

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Processing an ERA File

Typical Issues:• Bundling• Cannot find a match• Payer Literal is missing• Check Number already posted• Ticket does not exist

Viewing the Remit_ Report

Unapplied Key word• Could not post or • Could not complete

posting

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Processing an ERA File

Transaction Management

Transaction Management will show the transactions for the file and amounts that were posted

Use the Remit_ report to help identify the Un-applied funds

Double click on the transaction line to open Payment Entry

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Processing an ERA FilePayment Entry• Verify Transactions in the bottom window pane• Double click on line items to edit a transaction• Compare this to your EOB and reconcile:

– Payment– Adjustment– Transfer to insurance or patient

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Processing an ERA FilePayment Entry

Claims that should deny but transferred have a reason code that is not setup.

Report these instances to your Billing Manager so that they can update the Non Payment Reason Codes setup

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Processing an ERA FileSUGGESTION… Once you have gotten a feel for your setup and you think everything is posting as it should and you think its safe to just spot check your transactions

– Sort your Transfer column; if you find there were large amounts transferred to the patient - look to see if a reason code was not setup, therefore it transferred that balance to the patient.

– Review the reason code and decide if there is an action you would like to take place and set it up

– Report these instances to someone in your Practice (Billing Manager) that can update the Non Payment Reason Code setup on the Insurance Carrier

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Processing an ERA File

Review posted information

From Payment Entry you can drill into the Transaction Distribution to make any updates required.

You can also see the line information and COB information for secondary filing or researching a denial.

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Processing an ERA File

Review posted information

You can also see the Line Information and COB information for secondary filing or researching a denial.

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Processing an ERA File

What do you do if you realize you have posted to a wrong DOE or wrong batch? How do you move those transactions?

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Processing an ERA File

Transaction Management – Move Transactions

• Select Checkbox next to Batch • Click Move

Page 100: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Processing an ERA File

Transaction Management – Move Transactions

- Create a New Batch with the correct DOE

- Or locate the batch you have created already and say OK

Page 101: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Processing an ERA File

Transaction Management – Move Transactions

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Processing an ERA File

Review Remittance Reject Visits

Review the visits that had denials you setup to flag for review:• Status of: Filed

Rejected• Owner of: Remittance

Review or whatever Owner you have set up for your reason codes; you CAN select more than one

• All Dates

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Processing an ERA File

Review Remittance Reject Visits

Drill into the visits you need to review to find out the reason for the denial:

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Processing an ERA FileReview Remittance Reject Visits

Go to the Claims tab to see the messages posted by the ERA transaction:• Date and File Name

give processing information

• Description contains the Remark Codes and reasons for any action taken on the visit

In this case:• MA01, MA18

(crossover codes)

Page 105: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Let’s Review

Page 106: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Let’s Review

Every carrier that could be in the remit MUST have the Payer Literal; it must be listed exactly how it is in the ERA – including punctuation

Assign a Transaction Column Set (TCS) that is for remittance processing to ALL CARRIERS

ALL CARRIERS must have the Response Processor Plugin selected if it has the same payer literal; this does include Inactive Carriers

If you are using a Payer Override Name – ALL “Like” carriers must have the SAME override name populated

If a procedure post in the residual and transfer to the patient; this means this reason code needs to be set up. Notify your Billing Manager or whomever is responsible for the administration setup in your practice

ERA processing is not 100% however if your setup is correct it should be pretty close; you still have to spot check and verify the posting

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Let’s ReviewElectronic Open EDI Response Management (1 click) Search and locate my check using check # or amount (populate at most 3

fields - select okay) so we will say (4 clicks including OK) Check box for file you want to process (1 click) Select process button (1 click) Click yes I do want to process (1 click) Select batch option (depending on option selected this could be 1 click -

however we will go with the most clicks including OK 5 clicks) Go into Transaction management (1 click) Pull up the batch (6 clicks to really narrow down your criteria) Open the transaction (2 clicks) Review the payment entry (1 click) If non-payment reasons not set up - move monies back to the insurance

carrier – (1 click) OK (1 click) Payment is posted

GRAND TOTAL - 25 CLICKS TO PROCESS AND VERIFY AN ERA PAYMENT

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Let’s ReviewManual Open Payment entry (1 click) Select batch you are posting to (4 clicks) Enter check amount (5 clicks) Check # (check# has 10 numbers so 10 clicks) Check date (8 clicks) Enter the ticket number (6 clicks) New (1 click) If an alert note popup (1 click) Actual allowed on each code - 3 codes - 6 clicks each so (18 clicks total) Payment on each - 3 codes - 6 clicks each so 18 then 1 code was $0 so 1

click – (total of 19 clicks) Populate copay on 3 codes - 6 clicks each – (18 clicks) Populate deductible on 1 code – (6 clicks) Populate line level information on each code for electronic 2ndary filing and

also needed for denial review - 28 clicks for 2 code, 38 clicks for 1 code, 15 clicks on 1 code -the $0 pay (total of 109 clicks)

Manual Continued on next slide

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Let’s ReviewManual – Continued COB info ( 17 clicks) ICN # (15 clicks) File next carrier (1 click) OK (1 click) Payment is posted

GRAND TOTAL - 240 CLICKS TO POST THE SAME PAYMENT MANUALLY

WOW!!! 25 to 240 clicks!!!

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BONUS** Active ReportWe have an active report called Copy Response Processor Settings that will copy over your response processor settings from one carrier to another carrier(s).

1. Set up your “Source Carrier” response processor settings in Administration>>Insurance Carriers

2. Open up Reports and run the Copy Response Processor Settings Active Report

3. Select that Source Carrier

4. Select the Destination Carrier(s) you wish to copy settings to

Page 111: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

BONUS** Active Report

What is a “Source Carrier”?

This will be your original carrier you set up. You will use this carrier to copy to other “LIKE” carriers. For instance, you would set up a Medicare carrier – you would then use this carrier as your “Source Carrier” to copy to other Medicare carriers. Remember when copying – if you have the override name populated – this will populate to all carriers you select as your Destination Carrier(s).

I suggest setting up one Medicare, one Medicaid, and one commercial “Source Carriers” and then copying those settings to other Medicare, Medicaid, and commercial carriers.

Page 112: Workflow and Optimization of Remit Processing Make the system work for you! Learn the nuances of remit processing and utilizing tools to help manage remit

Questions

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