September 2013 Client Newsletter
September 1, 2013
CLIENT NEWSLETTER
Over 20 years ago CPB created the monthly "Client Bulletin" to ensure our clients were aware of important information affecting their payments and industry trends. This month we updated our website and added a new feature to allow it to be emailed to clients and others. This September edition will also be the last paper edition unless you request continuing to receive the paper copy. The emailed copy will be conveniently sent to you each month.
Beginning with this edition, the Client Bulletin will be now be renamed to the "Client Newsletter."
REFUNDS
Just a reminder that the OIG requirement is to refund over-payments to insurance companies and patients within 60 days of them being identified as an overpayment. We have this in writing if anyone desires to see it.
MAKING COPIES OF PATIENT RECORDS
Under Administrative code 13:35-6.5, NJ allows a provider to charge a $10.00 Administrative fee for copying Patient medical records plus $1.00 per page up to a maximum of $100.00. You are not required to charge, but are permitted to do so.
MEDICARE REFUNDS
Medicare now has 5 years, instead of 3, to audit claims and request a refund "thanks" to the American Taxpayer Relief of 2012 which was signed in January.
USING FACE-TO-FACE PATIENT TIME TO SELECT AN E&M CODE
When using time as the controlling factor to select an E&M code, the follow must be documented:
- The total time spent with the patient. Auditors prefer to see the start and end times.
- Specifying the amount of time spent on counseling/coordination of care with the patient and/or family. Example, "Saw pt. for 25 minutes F-2-F, 20 minutes was spent counseling on XYZ."
- A description or summary of the counseling/coordination of care provided. Example, "Done to address coping strategies for the pt's Dx. of COPD & Tx. Options."
If more than 50% of the face-to-face (F-2-F) with the patient and/or family is spent on counseling/coordination of care, you can select a higher CPB E&M code than would be supported by the H&P and level of decision making alone.
HIPAA PRIVACY & EMAILS
Per HIPAA, Protected Health Information (PHI) may not be sent via email unless it is encrypted. CPB installed Share Point as our secure, HIPAA compliant way to move PHI from CPB to our clients and vice versa. Faxing is considered HIPAA compliant, since it does not go thru the internet, but does need to have privacy on each end. Faxing to CPB is safe since we meet that definition and we assume faxing to you does also unless we are notified otherwise.
Please feel free to call with any questions.