Common attachments are Certificates of Medical Necessity (CMNs), discharge summaries and operative reports. They are sent to the Durable Medical Equipment Medicare Administrative Contractor (DME MAC) and/or A/B MAC with the original claim or in response to a request from a DME MAC or A/B MAC.
Full Answer
What documents do I need to submit for a DME?
All documents need to be clear, concise and reflect the patient’s condition. Progress notes must be dated and signed by the examiner. The DME provider is responsible for providing “proof” that equipment was medically necessary.
What are the Medicare documentation billing guidelines for DME providers?
For CMS to ensure their programs operate effectively, DME providers must meet the Medicare DME documentation requirements to secure payments. Below are the Medicare documentation billing guidelines to aid the billing process. All suppliers should have documentation on file that proves medical necessity.
What are the documentation requirements for the DME Mac?
The documentation requirements are compiled from Statutes, Code of Federal Regulations, Centers for Medicare and Medicaid Services (CMS) National Coverage Determinations (NCDs), CMS rulings and sub-regulatory guidance (CMS manuals), and DME MAC publications.
How do you determine if a patient needs DME supplies?
The patient’s medical history must support the additional documents which build the case for the DME provider showing the need for the DME supplies. For example, the patient record must show the reasons for the type of DME item, the amount needed, and how often it needs to be used or replaced.
What are the documentation guidelines for DME?
Documentation, including pertinent portions of the beneficiary's medical records (e.g., history, physical examination, diagnostic tests, summary of findings, diagnoses, treatment plans), supporting the medical necessity of the prescribed PMD must be furnished to the supplier within 45 days of the examination.
What is CMN documentation?
A certificate of medical necessity (CMN) is documentation from a doctor which Medicare requires before it will cover certain durable medical equipment (DME). The CMN states the patient's diagnosis, prognosis, reason for the equipment, and estimated duration of need.
How do I bill for DME?
Billing for Durable medical equipment servicesVerify the Necessity of the Durable Medical Equipment. ... Credentialing. ... Make sure you have checked the patient's benefits and eligibility for the particular DME or Durable Medical Equipment. ... Make sure you understand the difference between billing out of network and in network.
What is the format required by CMS for electronic claim submission?
What are the 837P and Form CMS-1500? The 837P (Professional) is the standard format used by health care professionals and suppliers to transmit health care claims electronically. The Form CMS-1500 is the standard paper claim form to bill Medicare Fee-For-Service (FFS) Contractors when a paper claim is allowed.
What are the providers requirements of documenting medical necessity for services or supplies?
Well, as we explain in this post, to be considered medically necessary, a service must:“Be safe and effective;Have a duration and frequency that are appropriate based on standard practices for the diagnosis or treatment;Meet the medical needs of the patient; and.Require a therapist's skill.”
What should a letter of medical necessity contain?
What information should be included?Patient Name.A specific diagnosis/treatment needed. The recommended treatment must be described by your licensed healthcare provider. ... Duration of the treatment. A provider may recommend a specific duration of treatment. ... Must be signed by a licensed practitioner.An acceptable LMN form.
What is a Medicare DME claim?
covers. medically necessary. Health care services or supplies needed to diagnose or treat an illness, injury, condition, disease, or its symptoms and that meet accepted standards of medicine. DME if your doctor prescribes it for use in your home.
What is DME process in medical billing?
DME billing is the process of submitting and receiving payment for a claim from the insurance company. Implementing, maintaining, and educating staff on proper billing is vital to a DME provider's success.
Where are Dmepos claims submitted to?
supply patients with durable medical equipment (DME) (e.g., canes, crutches); DMEPOS claims are submitted to DME Medicare administrative contractors (MACs) who are awarded contracts by CMS; each DME MAC covers a specific geographic region of the country and is responsible for processing DMEPOS claims for its specific ...
What information is required on CMS 1500 form?
This is a required field and must be filled in completely. Enter the patient's mailing address and telephone number. On the first line enter the street address; the second line, the city and state; the third line, the ZIP code and Page 2 Instructions on how to fill out the CMS 1500 Form telephone number.
What is the difference between the CMS 1500 form and UB 04 form?
When a physician has a private practice but performs services at an institutional facility such as a hospital or outpatient facility, the CMS-1500 form would be used to bill for their services. The UB-04 (CMS-1450) form is the claim form for institutional facilities such as hospitals or outpatient facilities.
What is a CMS 1500 form used for?
The CMS-1500 form is the standard claim form used by a non-institutional provider or supplier to bill Medicare carriers and durable medical equipment regional carriers (DMERCs) when a provider qualifies for a waiver from the Administrative Simplification Compliance Act (ASCA) requirement for electronic submission of ...
General Information
CPT codes, descriptions and other data only are copyright 2021 American Medical Association. All Rights Reserved. Applicable FARS/HHSARS apply.
Article Guidance
Many errors reported in Medicare audits are due to claims submitted with incomplete or missing requisite documentation.
Bill Type Codes
Contractors may specify Bill Types to help providers identify those Bill Types typically used to report this service. Absence of a Bill Type does not guarantee that the article does not apply to that Bill Type.
Revenue Codes
Contractors may specify Revenue Codes to help providers identify those Revenue Codes typically used to report this service. In most instances Revenue Codes are purely advisory. Unless specified in the article, services reported under other Revenue Codes are equally subject to this coverage determination.
When will CMS reprocess claims?
Claims for these accessories submitted prior to July 1, 2020, with dates of service from January 1, 2020 through June 30, 2020, will need to be reprocessed to ensure that CMS pays the unadjusted fee schedule amounts, as required by section 106 of the Further Consolidated Appropriations Act, 2020.
What is a DMEPOS file?
The DMEPOS public use file contains fee schedules for certain items that were adjusted based on information from the DMEPOS Competitive Bidding Program in accordance with Section 1834 (a) (1) (F) of the Act.
What is Medicare Accessibility Act?
CMS is implementing the Patient Access and Medicare Protection Act to ensure that beneficiaries have access to wheelchair accessories and seat and back cushions when furnished with Group 3 complex rehabilitative power wheelchairs. To ensure beneficiary access to these accessories particularly for these vulnerable populations, advance payment may be available for suppliers. Prior to July 1, suppliers will be paid the adjusted fee schedule rates. The average reduction during this period for these items is approximately 10%. During this time, CMS has announced that suppliers are able to submit a single advance payment request for multiple claims if the conditions described in CMS regulations at 42 CFR Section 421.214 are met. Additional information is below.
What is gap filling in Medicare?
For newly covered items of DMEPOS paid on a fee schedule basis where a Medicare fee does not exist , the Centers for Medicare & Medicaid Services (CMS) uses a process to establish fees called gap-filling. This allows Medicare to establish a price that aligns with the statutory requirements for the DMEPOS fee schedule.
What is TTFT in Medicare?
TTFT is a system consisting of an electromagnetic field generator and transducer arrays and will be covered under the Medicare Part B benefit for durable medical equipment (DME) for items and services furnished on or after September 1, 2019.
When will Medicare change the KU modifier?
As aforementioned, these system changes will be implemented on July 1, 2020.
Does Medicare cover CGMs?
Based on input from patients and other stakeholders, The Centers for Medicare & Medicaid Services (CMS) is announcing important changes in its written policies regarding how Medicare covers continuous glucose monitors (CGMs). These changes are consistent with the Agency’s approach of putting patients first and incentivizing innovation and use of e-technology.
What percentage of Medicare payment does a supplier pay for assignment?
If your supplier accepts Assignment you pay 20% of the Medicare-approved amount, and the Part B Deductible applies. Medicare pays for different kinds of DME in different ways. Depending on the type of equipment:
What is Medicare assignment?
assignment. An agreement by your doctor, provider, or supplier to be paid directly by Medicare, to accept the payment amount Medicare approves for the service, and not to bill you for any more than the Medicare deductible and coinsurance. you pay 20% of the. Medicare-Approved Amount.
What is Medicare approved amount?
Medicare-Approved Amount. In Original Medicare, this is the amount a doctor or supplier that accepts assignment can be paid. It may be less than the actual amount a doctor or supplier charges. Medicare pays part of this amount and you’re responsible for the difference. , and the Part B.
What happens if you live in an area that's been declared a disaster or emergency?
If you live in an area that's been declared a disaster or emergency, the usual rules for your medical care may change for a short time. Learn more about how to replace lost or damaged equipment in a disaster or emergency .
Does Medicare cover DME equipment?
You may be able to choose whether to rent or buy the equipment. Medicare will only cover your DME if your doctors and DME suppliers are enrolled in Medicare. Doctors and suppliers have to meet strict standards to enroll and stay enrolled in Medicare.
How to file a medical claim?
Follow the instructions for the type of claim you're filing (listed above under "How do I file a claim?"). Generally, you’ll need to submit these items: 1 The completed claim form (Patient Request for Medical Payment form (CMS-1490S) [PDF, 52KB]) 2 The itemized bill from your doctor, supplier, or other health care provider 3 A letter explaining in detail your reason for submitting the claim, like your provider or supplier isn’t able to file the claim, your provider or supplier refuses to file the claim, and/or your provider or supplier isn’t enrolled in Medicare 4 Any supporting documents related to your claim
What to call if you don't file a Medicare claim?
If they don't file a claim, call us at 1-800-MEDICARE (1-800-633-4227) . TTY: 1-877-486-2048. Ask for the exact time limit for filing a Medicare claim for the service or supply you got. If it's close to the end of the time limit and your doctor or supplier still hasn't filed the claim, you should file the claim.
How long does it take for Medicare to pay?
Medicare claims must be filed no later than 12 months (or 1 full calendar year) after the date when the services were provided. If a claim isn't filed within this time limit, Medicare can't pay its share. For example, if you see your doctor on March 22, 2019, your doctor must file the Medicare claim for that visit no later than March 22, 2020.
When do you have to file Medicare claim for 2020?
For example, if you see your doctor on March 22, 2019, your doctor must file the Medicare claim for that visit no later than March 22, 2020. Check the "Medicare Summary Notice" (MSN) you get in the mail every 3 months, or log into your secure Medicare account to make sure claims are being filed in a timely way.
Does Medicare Advantage cover hospice?
Medicare Advantage Plans provide all of your Part A and Part B benefits, excluding hospice. Medicare Advantage Plans include: Most Medicare Advantage Plans offer prescription drug coverage. , these plans don’t have to file claims because Medicare pays these private insurance companies a set amount each month.
Do you have to file a claim with Medicare Advantage?
Medicare services aren’t paid for by Original Medicare. Most Medicare Advantage Plans offer prescription drug coverage. , these plans don’t have to file claims because Medicare pays these private insurance companies a set amount each month.
How old is a supplier for Medicare?
If the Medicare qualifying supplier documentation is older than seven (7) years, proof of continued medical necessity of the item or necessity of the repair can be used as the supporting Medicare qualifying documentation.
What happens if a supplier does not adequately support the medical necessity for the item?
If the information in the patient's medical record does not adequately support the medical necessity for the item, the supplier is liable for the dollar amount involved unless a properly executed Advance Beneficiary Notice of Noncoverage (ABN) of possible denial has been obtained.
What is R&N in DME?
Any information required for use of specific modifiers or attestation statements as defined in certain DME policies. There are numerous CMS manual requirements , reasonable and necessary (R&N) requirements, benefit category, and other statutory and regulatory requirements that must be met for payment to be justified.
Does Medicare automatically assume payment for rental items?
For rental items (i.e., beneficiary does not own item at time of transition to Medicare), Medicare does not automatically assume payment for the item. Rental coverage by Medicare is treated as a new, initial claim (not as a replacement).
Does Medicare require refurbished equipment?
In addition to meeting Medicare's coverage requirements, Medicare requires that the Medicare-billed equipment be new, refurbished or inspected for functionality and ability to meet reasonable useful lifetime (RUL) requirements at the start of an initial rental.
Can Medicare pay for DMEPOS?
If, at the time of transition to Medicare, a beneficiary owns a DMEPOS item that can be purchased under the Medicare program, Medicare can pay for reasonable and necessary supplies and repairs to that item. Suppliers should review the "Beneficiary's Entering Medicare" Section of policies for directions specific to that policy if applicable. At the time of that entire item replacement, Medicare treats the claim as a new, initial claim (not as a replacement). Therefore, all coverage and documentation requirements must be met to justify reimbursement for the item. Refer to the applicable Local Coverage Determination (LCD) and related Policy Article (PA) for specific information about coverage, coding and documentation. For durable medical equipment, only certain items can be paid for on a purchase basis under the Medicare program. Medicare payment can only be made for necessary supplies and repairs of beneficiary -owned equipment that Medicare can purchase, which includes items classified under the Medicare program as inexpensive or routinely purchased items, complex rehabilitative power wheelchairs, or customized items uniquely constructed or substantially modified for a specific beneficiary. This applies in all situations, including situations where the equipment is purchased prior to Medicare eligibility.
What is the CPM code for DME?
The CPM devices (HCPCS code E0935) are classified as items requiring frequent and substantial servicing and are covered as DME as follows (see the Medicare National Coverage Determinations Manual.):
How long do DME MACs pay rental fees?
For these items of DME, A/B MACs (HHH) and DME MACs pay the fee schedule amounts on a monthly rental basis not to exceed a period of continuous use of 15 months. In the tenth month of rental, the beneficiary is given a purchase option (see §30.5.2). If the purchase option is exercised, A/B MACs (HHH) and DME MACs continue to pay rental fees not to exceed a period of continuous use of 13 months and ownership of the equipment passes to the beneficiary. If the purchase option is not exercised, A/B MACs (HHH) and DME MACs continue to pay rental fees until the 15 month cap is reached and ownership of the equipment remains with the supplier (see §30.5.4). In the case of electric wheelchairs only, the beneficiary must be given a purchase option at the time the equipment is first provided (see §30.5.3).
How to determine liability to a provider other than an HHA?
To determine patient liability to a provider other than an HHA (including nominal charge providers other than a HHA), A/B MACs (A) subtract any unmet deductible from the actual charge and multiply the remainder by 20 percent. The result, plus the unmet deductible is the patient's liability. Coinsurance is applied as applicable.
How to determine Part B payment?
To determine the Part B payment to a provider other than nominal charge provider, A/B MACs (A) and (HHH) subtract any unmet Part B deductible from the lower of the actual charge or the fee schedule amount for the item or service and multiply the remainder by
How is PEN coverage determined?
The PEN coverage is determined by information provided by the treating physician and the PEN supplier. A completed certification of medical necessity (CMN) must accompany and support initial claims for PEN to establish whether coverage criteria are met and to ensure that the PEN therapy provided is consistent with the attending or ordering physician's prescription. DME MACs ensure that the CMN contains pertinent information from the treating physician. Uniform specific medical data facilitate the review and promote consistency in coverage determinations and timelier claims processing.
What is an enteral care kit?
Enteral care kits contain all the necessary supplies for the enteral patient using the syringe, gravity, or pump method of nutrient administration. Parenteral nutrition care kits and their components are considered all-inclusive items necessary to administer therapy during a monthly period.
What is PIM in Medicare?
Chapter 5, section 5.2.1 of the Medicare Program Integrity Manual (PIM) states that, in order for Medicare to make payment for an item of Durable Medical Equipment Prosthetic, and Orthotic Supplies (DMEPOS), the DMEPOS supplier must obtain a prescription from the