MAC J5 and J8 EDI ACT (February 13, 2014) Participant Line: (800) Passcode:

Purpose of Power Point Current issues Operating Rules HIPAA Security and Windows XP ICD-10 Preparedness & Nat’l Test Days Monitor Your Business Go Green Upcoming EDI ACT 2014 Contacting EDI – New Toll Free Number

Current Med A Issues – PCPrint - DLL error for Windows 8 users (version 4.2.5) Has been reported to Shared System Maintainer. As a work around, users may run the program in “compatibility mode.” 999 and 277CA not received.

Current Med B Issues Canadian and military zip codes. Sporadic delays in sending responses (999, 277CAs or 835s) MREP issues for Windows 7 or 8 users

MSP Claims MSP claims are not an ASCA (Administrative Simplification Compliance Act) exception and must be sent electronically. Avoid front end rejections, delays and Unprocessable rejections: When determining the beneficiary’s insurance coverage, it is important to determine the correct insurance type code. Always give the MSP insurance type code. Other Insured's Adjustment Quantity; 2430/CAS must not be equal to zero. Primary paid amount should not exceed the billed amount. Primary paid amounts at the claim level should agree with the amounts submitted at the line level. Instructions:

Operating Rules Affordable Care Act (ACA) defines operating rules as “the necessary business rules and guidelines for the electronic exchange of information that are not defined by a standard or its implementation specifications” Operating rules address gaps in standards, help refine the infrastructure that supports electronic data exchange and recognize interdependencies among transactions Goal: Create as much uniformity in the implementation of electronic standard as possible Goal: Create as much uniformity in the implementation of electronic standard as possible

Operating Rule Named for Eligibility and Claim Status (effective 1/1/2013) Phase 1 CORE 152 Eligibility and Benefit Real Time Companion Guide Phase 1 CORE 153 Eligibility and Benefit Connectivity Rule Phase 1 CORE 154 Eligibility and Benefit 270/271 Data Content Rule Phase 1 CORE 155 Eligibility and Benefit Batch Response Time Rule Phase 1 CORE 156 Eligibility and Benefit Real Time Response Time Rule Phase 1 CORE 157 Eligibility and Benefit System Availability Rule Phase 2 CORE 250 Claim Status Rule Phase 2 CORE 258 Eligibility and Benefit Normalizing Patient Last Name Rule Phase 2 CORE 259 Eligibility and Benefit 270/271 AAA Error Code Reporting Rule Phase 2 CORE 260 Eligibility and Benefit Data Content (270/271) Rule Phase 2 CORE 270 Connectivity Rule

EFT and ERA Operating Rule Impacts 835 Infrastructure CARC/RARC combinations EFT ERA Reassociation Electronic Enrollments for EFT and ERA

EFT and ERA Operating Rules Named (effective 1/1/2014) Phase 3 CORE 360 Health Care Claim Payment/Advice (835) Infrastructure Rule Phase 3 CORE 350 Uniform Use of Claim Adjustment Reason Codes and Remittance Advice Remark Codes (835) Rule Phase 3 CORE 360 CORE-required Code Combinations for CORE-defined Business Scenarios Phase 3 CORE 370 EFT & ERA Reassociation (CCD+/835) Rule Phase 3 CORE 380 EFT Enrollment Data Rule Phase 3 CORE 382 ERA Enrollment Data Rule

CARC/RARC Operating Rules 4 Business Scenarios Defined (Rule 360) Specific combinations of CARC and RARC are allowed for each business scenario. Scenario #1: Additional Information Required - Missing/Invalid/Incomplete Documentation Scenario #2: Additional Information Required – Missing/Invalid/Incomplete Data from Submitted Claim Scenario #3: Billed Service Not Covered by Health Plan Scenario #4: Benefit for Billed Service Not Separately Payable

EFT ERA Reassociation (Rule 370) Reassociation is the process of matching an Electronic Remittance Advice (ERA) in the ASC X format to the associated Electronic Funds Transfer (EFT). EFT must match 835 transaction Reconcile actual cash received to check amounts in the 835 PRIOR to posting to patient accounting system. Bank need to ensure the “7 record” is sent to provider (typically sent upon request only). Example EFT: 705TRN*1* * ~ Example 835: TRN*1* * ~

Ensure Proper Completion of ERA Form (Rule 382) : DEG1 the address must match what is on file with Provider Enrollment. DEG2 Medicare PTAN must be listed in other identifier. DEG2 Valid WPS submitter id/trading partner ID DEG3 Provider contact information must be someone from the provider’s office (not a biller, billing service or clearinghouse). DEG7 NPI is required DEG8 is required if using a clearinghouse. DEG10 Mark the submission information - ex: New Enrollment Change Enrollment Cancel Enrollment.

HIPAA Security Rule and Windows XP HIPAA Security Rule - Protected Health Information (e-PHI) establish a national set of security standards for protecting certain health information that is held or transferred in electronic form. Microsoft announced that on April 8, 2014, support and updates for Windows XP will no longer be available. If you have an XP operating system, the lack of Microsoft security updates could impact your HIPAA security compliance. Per Security Rule, a covered entity must implement hardware, software, and/or procedural mechanisms to record and examine access and other activity in information systems that contain or use e-PHI. References:

ICD-10 Impact ICD-10 is the biggest change in standard healthcare coding systems in decades. ICD-10 will impact every system, process and transaction that contains or uses a diagnosis code.

Are you prepared for ICD-10? Start now Ask your vendor and/or clearinghouse about their plans and timeframes implementing ICD-10 ICD-9 to ICD-10 analysis – identify: New, deleted and modified content Impact to business needs Training -Staff training Communicate and coordinate Test: internally and externally Know your vendor’s schedule Know your trading partner’s schedule Communicate within entire organization to insure all impacts identified early. Identify contingencies It is your responsibility to be compliant. If you fail to prepare, it will be your business and cash flow that will be affected!

ICD-10 Timeframes NPRM Published August 22, 2008 with comments by October 21, 2008 Final rule Published January 16, 2009 Compliance date OCTOBER 1, 2014  837I - ICD-10 on institutional claims with a discharge date, of October 1, 2014 or later  837P - ICD-10 codes on professional claims with a date of service October 1, 2014 or later

Why ICD-10? Improve accuracy and efficiency of coding Reduce training effort Improve communication with physicians Completeness - All substantially different procedures have a unique code Expandability - The structure of the system allows incorporation of new procedures as unique codes Standardize terminology - Includes definitions of the terminology used. While the meaning of specific words can vary in common usage, ICD-10- PCS defines a single meaning for each term used in the system.

ICD-10 ICD-10-CM will be used in all healthcare settings. ICD-10-PCS will be used for facility reporting of hospital inpatient services.

Implementation Phases Phase 1 – Impact Assessment Phase 2 – Preparing for Implementation Phase 3 – Go-Live Preparation Phase 4 – Post-implementation

Structure -ICD-9 vs ICD-10CM ICD characters First character is numeric or alpha (E or V) Characters 2-5 are numeric Always at least 3 characters Use of decimal after 3 characters Alpha characters are not case-sensitive IDC-10CM 3-7 characters Character 1 is alpha Character 2 is numeric Characters 3-7 are alpha or numeric All letters except U Always at least 3 characters Use of decimal after 3 characters Alpha characters are not case- sensitive

ICD-10-CM Structure: 3 to 6 position code with leading alpha (+extension)

ICD-10 FAQs

Are you ready for ICD-10? ICD-10 codes are 3-7 characters long. Have you contacted your vendor to ensure that your billing software will accommodate ICD-10 codes? When will you be ready to send a ICD-10 test to your payer or clearinghouse? Have your staff been trained on ICD-10? Do you know when your payer will be ready to test ICD-10? Do you know when your payer will be ready to receive production ICD-10 claims? What phase of implementation are you in?

New 1500 (02/12) Paper billing – NOT A CONTINGENCY! ASCA Rules still apply. Does your billing software need updating in order to accommodate the new form (02/12)? Do your printer settings need to be modified? Item - 14 multiple date field, requires date qualifier. Item – 21 ICD-9 or ICD-10 indicator, up to 12 diagnosis. Item 23E must use the appropriate alpha (A-L) diagnosis code pointers in item 24E.

CMS Announces Testing Days CR8465 Allow trading partners access to MACs for testing with real-time help desk support. Front End (999/277CA) testing only. Submit ICD-10 codes on claims. Register in advance via site or . March 3-7, 2014

Register Now For ICD-10 Front End Testing Days…

Contingency Plans Approved vendor, billing services, clearinghouse and Network Service Vendor (NSV) lists: PC-Ace Pro32 Clearinghouse options? What are your contractual arrangements with vendor and/or clearinghouse? Paper claim submission is not a contingency option Other?

PC-Ace Pro32 Providers may download PC-Ace Pro-32 software at the link below to submit 5010 file formats: This free 5010 errata software with instruction regarding set up posted on web site. New PC-Ace users must test. Existing PC-Ace users are not required to test. Import 277CA or 835 into readable reports. A common piece of providers’ contingency plans! Current version 2.50

Monitor Your Business!!! Use the tools available to you to monitor your business Identify contingencies Read your 999 responses Read your 277CA responses Review your remittances Monitor your cash flow Identify and correct in a timely manner any issues identified. Use these tools to monitor your business so when you call, you’ll already have an idea what the issue may be.

Help Us Help You… When you call, have information available which will help us identify your file and research your issue: Submitter ID NPI ISA Control Number that was sent to WPS Medicare (this is especially important for clearinghouse customers. ISA13 is NOT Protected Health Information) Claims Count Date of Submission Dollar Amount of submission Other ways to contact EDI…

WPS Connectivity Options Dial Up Bulletin Board System (BBS). Network Service Vendor (NSV) into Medicare EDI Gateway (MEG).

Go Green!!! Even if you don’t post electronically you can take advantage of 835. Over 78% of all remittances are sent electronically in format. PcPrint and MREP are free and easy to use. You can download MREP and PcPrint from:

Medicare Remit Easy Print (MREP) and PcPrint Software  MREP for Part B; PC Print for Part A  Will enable physicians and suppliers to view and locally print a Medicare Part B / DMERC HIPAA compliant 835 file in a format that mirrors the Medicare Standard Paper Remittance Advice (SPR).  Eliminates physical filing and storage space needs.  Print remit same day as 835 is available.  Print and forward claims for other payers.  Quick and easy access to claim information.  No waiting for mail.  Several useful reports.  Save time and money.  It’s FREE!

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Future EDI ACTs 2014 These teleconferences are to address your EDI questions. No reservations are required. Who should attend? Providers, billing staff, vendors and clearinghouses with Medicare EDI questions calls (all times 1-2:30 pm cst): Date April 10, 2014 (800) June 12, 2014(800) August 14, 2014(800) October 9, 2014(800) December 11, 2014(800)

Questions and Answers We want to hear from you… If you have additional questions, you can also send an to: Also visit our EDI site for additional information:

EDI Addresses & Numbers MAC J5, J8 Part A & B (Iowa, Kansas, Missouri, Nebraska and J5 National) (Indiana, Michigan) WPS Medicare EDI 1717 West Broadway Madison, WI Fax: (608) New Single Point of Contact Numbers!!! J5 Single Point Of Contact (SPOC):(866) opt 1 J8 Single Point Of Contact (SPOC): (866) opt 1

Important Dates March 3-7, 2014 ICD-10 Nat’l Test Week April 10, 2014EDI ACT

Resources CMS 5010 and D.0 Webpage Educational Resources: Technical Review Type 3 guides: X12: Washington Publishing WPS Medicare EDI: NACHA: CAQH CORE: