1. www.altarum.org A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 Patient Category Codes (PATCATs) Presentation to: The 2008 Navy and Marine Corps PAD/PEBLO Conference Mr. Russ Coleman 22 May 2008

2. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 2 Objectives Know the purpose of Patient Categories (PATCATs) Understand why PATCATs are important Know how PATCAT codes are structured/assigned Be able to identify common – and not-so-common – PATCATs Understand that PATCAT training will soon be available on-line Understand how to use PATCAT Finder Tool Know where to get help with PATCATs

3. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 3 Revenue Cycle Management Is a Team Sport! PAD CLINICAL PAD UBO PAD CLINICAL UBO CLINICAL PAD CLINICAL RM UBO

4. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 4 Significant Amounts of $$ Involved FY2007 Third Party Collections Program Billings for Navy MTFs: $65.9 million –Collections in FY2007: $20.4 million (31% of billed) –Front-End Claims Denials in FY2007: $6.3 million (10% of billed) Patient Not Covered Supplemental Insurance Medicare – Not Billable HMO – No Authorization MTF Did Not Comply With Requirements) –Estimated maximum collections possible: $48.9 million (73% of billed)

5. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 5 Significant Amounts of $$ Involved Correct assignment of PATCATs and identification of OHI coverage increase possible collections by decreasing Front-End Claims Denials All funds collected by the MTF are for use at the MTF

6. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 6 Purpose of PATCATs PATCAT Codes are closely linked to entitlements under the Uniformed Services Health Benefits Program (USHBP) They allow identification and grouping of patients by “types” of interest –Sponsor Service –Beneficiary Category –Special Interest Patient Groups PATCATs are directly linked to UBO Billing –Rate to charge and method of billing

7. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 7 The Making of PATCATs PATCAT Secretarial Designees Secretarial Designees Inter- Agency Agreement s Contracts Inter- Agency Agreement s Contracts Title 10, U.S. Code CHCS Registration Entitlement? Priority for Care? Agreement? Who Pays? What Rate?

8. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 8 Who Cares About PATCATs? Personnel Community (DEERS) Patient Administration Resource Management UBO/Medical Services Account Management at all levels Data Analysts

9. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 9 What Is Affected By PATCATs? Many CHCS functions, and downstream systems rely on PATCATs –Patient classification by Beneficiary Category –Admission & Disposition Reports –Patient Record Extracts (SADR/CAPER, SIDR, HL7) –Workload reports (MEPRS, WWR) Bad PATCATs = Poor Data Quality = Rework, Lost Money, Bad Decisions

10. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 10 Impact of “Bad” PATCATs For UBO staff, bad PATCATs can cause many problems and much rework: –Not billing when you should –Billing when you should not –Billing at the wrong rate –Billing to the wrong source –Billing using the wrong forms

11. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 11 PATCAT Assignment – Data and Process DEERS Information Service Component Status Special Program MTF Research Findings ID Card Birth Info Orders Contract Info Etc, etc, etc. MTF Research Findings ID Card Birth Info Orders Contract Info Etc, etc, etc. PATCAT (For Current Episode of Care) CHCS Registration Function

12. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 12 Some Patients Change PATCAT Active Duty Retired –Change in billing for the Sponsor Inactive Reserve Active Duty –Change in billing for family members Active Duty TAMP –Change in billing for Sponsor TAMP TRICARE Reserve Select –Change in billing for Sponsor

13. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 13 Why Patients Change PATCATs High OPS Tempo and creation of new benefits lead to lags in updating DEERS and CHCS –Activation/Deactivation of Reserve/Guard personnel –Entry into Transition Assistance Management Program (TAMP) –Entry into TRICARE Reserve Select –Moves from Active Duty to Retiree status

14. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 14 Why Patients Change PATCATs Some types of care require a specific PATCAT –Occupational Health services –Workers Compensation related care –Line of Duty = “No” for Reserve/Guard

15. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 15 Dissecting PATCATs Basic code covers a “Category” of interest A11 = USA ACTIVE DUTY K53 = OTHER FED AGENCY/DEPT EMPLOYEE M11 = USMC ACTIVE DUTY N11 = USN ACTIVE DUTY Sub-categories segment the group A11 A = USA ACTIVE DUTY OFFICER A11 B = USA ACTIVE DUTY ENLISTED K53 A = TREASURY DEPARTMENT K53 B = HEALTH AND HUMAN SERVICES

16. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 16 PATCAT Codes – First Position A = Army B = National Oceanic and Atmospheric Administration C = Coast Guard F = Air Force K = “Katch-all” (many “Other” and “Special” categories) M = Marines N = Navy P = Public Health Service R = Reciprocal Agreements (U.S. with other nations)

17. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 17 PATCAT Codes – Second Position 1x = Extended Active Duty Sponsors 2x = ROTC; Inactive Duty Guard/Reserves, TAMP/TRS, Former Members, Applicants 3x = Retirees 4x = Family Members, Former Spouses and Family Members 5x – 9x = Used to segment “K” Codes

18. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 18 Multiple Patient Relationships MHS Beneficiaries (Retirees, Family Members of AD or Retirees) who are also: –Civil Service Employees –Contractors –DOD Dependent School System Employees Generally, use the PATCAT based on the MHS Beneficiary’s broadest entitlement to care

19. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 19 Right PATCAT for Dates of Care You may need to double-check the PATCAT data in CHCS against other data you have gathered Be sure to use a DEERS eligibility inquiry that covers the Dates of Service – DEERS may have been updated Be mindful that Reserve Component personnel can go from Inactive … to Active … to TAMP… and now, to TRS… all in the space of a few months

20. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 20 PATCAT Code Descriptions Used in Various CHCS Reports PATCAT Code and Sub-Category PATCAT Table – What’s In It? 1

21. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 21 PATCAT Table – What’s In It? 2 Form of Payment Beneficiary Category Descriptions Used in Various CHCS Reports

22. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 22 PATCAT Table – What’s In It? 3 Inpatient Rate Info: Individual or Agency and Type of Rate Outpatient Rate Info: Individual or Agency and Type of Rate

23. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 23 PATCAT Table – What’s In It? 4 Categorizes patients as Sponsor or Family Member Special Interest Reporting Categories OCONUS Group Meal Sales Can you skip a DEERS check?

24. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 24 PATCAT Table – What’s In It? 5 These are the permissible values for a change of Patient Category Code during an inpatient stay.

25. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 25 Common PATCATs *11 = Active Duty *31 = Retiree (Length of Service) *41 = Family Member of AD *43 = Family Member of Retiree *29 A = Newborn of Sponsor’s Daughter NOTE: The “*” above is for Sponsor Service (A,B,C,F,M,N,P) K92 A = Civilian Emergency K99 = Patient Not Elsewhere Classified

26. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 26 Unusual PATCATs Who are Supernumeraries (53 U)? –SECDEF Designees…and they include: President and Vice President of the US Members of the Cabinet Article III Federal Judges US Court of Military Appeals Judges Secretary, Deputy Secretary, Assistant, and Undersecretaries of Defense DoD General Counsel Director of Operational Test & Evaluation for OSD Secretaries, Undersecretaries, Assistant Secretaries, and General Counsels of the Military Departments

27. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 27 Unusual PATCATs When can we charge members of Congress and the other Supernumeraries? –Outpatient care provided in National Capital Area (NCA) MTFs Charges waived –Outpatient care provided in MTFs outside the NCA Members of Congress = Full Reimbursement Rate (FRR ) All others = Interagency Rate –Inpatient Care in MTFs anywhere Members of Congress = Full Reimbursement Rate (FRR) All other Supernumeraries = Interagency Rate

28. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 28 Unusual Billing Rates Flexible Rates (FLX/FLXO) are MTF-specific rate calculations used for specialized PATCATs Example: K76 C – GTMO –Care for local national civilians at the NH Guantanamo Bay requested by Navy/SG in Letter of 14 Jan 02 Inpatient Day Charge = $15.00 Outpatient Visit Charge = $45.00

29. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 29 FY2007 PATCAT Table Updates FY2007 PATCAT Table was released 4 Dec 2006; “MHS_CITPO_1083, CCB-267, PTTFN 1.868.” Operational release followed coordination/approval of proposed changes by the UBO Advisory Work Group and the Unified Biostatistical Utility, and successful testing by the CHCS software management team. PATCAT CodeChanges Incorporated A27, F27, M27, or N27 (Former Member – Maternity Care) Change billable rate from "NC" to "FMR" K53Z (NAF CONUS)Change Pay Mode to "DD77/DD7A" Change billing to "Agency" rather than "Individual" K61-1 (VA Beneficiary) and K61- 2 (DOD/VA Sharing Agreement) Reinstate the Pay Mode = "DD7/DD7A" K91, Sub 2 (Civilian - Disaster – FEMA) Change billable rates to "FLEX/FLXO" rather than "IAR/IOR"

30. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 30 UBO PATCAT Course On-Line Moving to a new location

31. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 31 UBO PATCAT Course On-Line Moving to a new location

32. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 32 UBO PATCAT Course On-Line - Registration Moving to a new location

33. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 33 UBO PATCAT Course On-Line – Content

34. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 34 UBO PATCAT Course On-Line – PATCAT Finder Tool

35. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 35 U.S. Military Coast Guard NOAA USPHS Uniformed Services Foreign Military Non-U.S Civilians Secretarial Designees U.S. Civilians & Others Others Use this "logic flow" tool to help identify a specific Patient Category Code (PATCAT) for a patient PATCAT Finder Tool

36. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 36 Where To Get Help On PATCATs MTF Colleagues – UBO staff are your friends –Understand impacts of PATCAT assignment on billing –Identify, investigate and resolve possible PATCAT errors Points of Contact –UBO Web Site: http://www.tricare.mil/ocfo/mcfs/ubo/index.cfm http://www.tricare.mil/ocfo/mcfs/ubo/index.cfm –UBU Web Site: http://www.tricare.mil/ocfo/bea/ubu/index.cfm http://www.tricare.mil/ocfo/bea/ubu/index.cfm

37. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 37 Summary - PATCATs Purpose: PATCATs group patients to support tracking, reporting, billing Importance: Used by many functions and systems; linked to billing for services Structure: Service/Civilian, Category, Sub-Category Help: Colleagues in UBO, Service POCs, UBO Web site, UBU Web site Training: UBO Web Site Assigning PATCATs: PATCAT Finder Tool

38. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 38 Summary: What Kind of Errors Do We See? Coast Guard and Public Health Service patients with Navy PATCATs –Incorrect reporting of patient care –Missed opportunities for Interagency billing Sponsor has one PATCAT type (i.e., Retiree) while family members have a different one (i.e., Active Duty) –Incorrect reporting of patient care –Incorrect access priority given to Retiree family members who still have Active Duty family member PATCATs

39. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 39 Summary: What Kind of Errors Do We See? Mismatch of PATCAT and Beneficiary Category in Encounter data found in MHS Corporate Systems

40. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 40 Summary: How Can PAD Help? Ensure correct PATCAT assignment Perform a DEERS eligibility check for the individual patient Perform a DEERS Other Health Insurance (OHI) check for the patient following the eligibility check If Sponsor Status has change update the assigned PATCAT –And update the assigned PATCATs for family members

41. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 41 Summary: How Can PAD Help? Hand out DD Form 2569 at least annually and collect completed/updated forms At check-in, ask if the patient has OHI Enter OHI information directly from the insurance card…attach copy of card to DD 2569 Ask about whether the encounter is related to an accident –And be sure to answer the MAC question (yes/no) in AHLTA/CHCS

42. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 42 Q&A Questions?

43. A L T A R U M I N S T I T U T E P R E S E N T A T I O N 2 0 0 8 43 Speaker Contact Information Russ Coleman UBO Support Team Contractor Altarum Institute Phone: (210) 832-3020 Russ.Coleman@altarum.org