ubwatch process central control, llc. ubwatch process submits claim into ubwatch billing reviews...
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UBWATCH PROCESS
CENTRAL CONTROL, LLC
UBWatch Process
Key Roles
Corporate Coding Specialist/Gatekeeper
Accounts Receivables/Billing
Corporate MDS Director
Corporate Coding Specialist/Gatekeeper
Approves all therapy diagnosis codesCreation of Diagnosis sheets
Primary sheets Therapy sheets
Coding Audits MCR A, MCR B, Medicaid, Private Pay, Outpatient, etc. Nurse Practitioner visits
Triple Check Medicare Cards, H&P, Benefit Day, Treatment Grids, Weekly
Therapy notes, 700/701Runs exceptionsCorrects coding issues for reloadingManages outstanding claims in UBWatch
Accounts Receivable
Reviews entries made into census line from PCC that feed UB04 Basic demographics; payer setup; qualifying stay entry; required
occurrence codes and span dates; leave days documented correctly; ancillary charges are present on claim
Reviews signed admission documents Assignment of benefits; Medicare Secondary Payer Questionnaire;
Covered/Non Covered Benefits for Skilled care; ABNResponsible for post review of any denied claims
Identify any denied claims and alert Triple Check team for further review
Works closely with MDS to assure COT RUGs transfer to claim correctly
Corporate MDS Director
Audit sample MDS’ monthly for coding accuracy and RUG support. Use MDS calendar to assist with capturing OBRA assessments that are due
Audit sample of certifications for skilled residents to assure completion and timely signature of MD
Audit skilled residents daily for setting ARDs of assessments in the system; to assure it is in timeframe which CMS allows to avoid default rates.
Review case mix weekly and at snapshot end Work closely with coder; monitoring diagnosis for skilled
residents upon admit, to assure the diagnosis relates to qualifying hospital stay.
Review preliminary Case mix for each facility and for any delinquent assessments noted on report, assist with correction as needed prior to final Case mix report
Triple Check
Performed monthly at a corporate level Corporate Coding Specialist Corporate MDS Director Accounts Receivable Corporate Quality Coordinator Chief Financial Officer
Performed on a select number of Medicare A residents
Triple Check
Admission Information Verify Medicare number Verify primary PCC diagnosis sheet Verify ICD-9 codes correspond to diagnosis Verify most current admission date Hospital qualifying stay dates (hospital
discharge/transfer summary related to 3 day qualifying stay requirements)
Verify that resident has benefit days available per the CWF
Triple Check
Physician’s Orders Physician order to admit to skilled service Initial orders for evaluation & treatment for therapy
or other skilled service Complete clarification order Physician orders signed/updated every 30 days Order to discharge off Medicare/skilled service
Triple Check
Physician Certifications/Re-certifications Initial certification within 72 hours of admit (Complete
information/sign/date/timely Re-certification on or before Day 14 Re-certification on or before Day 30 Additional recertification complete
Triple Check
Skilled Nursing Documentation Verify charting done at least once per 24 hours Related to skilled service being provided Related to skilled ICD-9 Charting supports therapy services Documentation supports late loss ADL’s in MDS
Section G
Triple Check
ADL’s ADL’s are accurate MDS accurately coded ADL’s are accurately coded Documentation support ADL’s ADL’s are support by medical record
Triple Check
Therapy Documentation Daily treatment and therapy notes are current Number of minutes, units, HCPCS, modifiers are
accurate for billing Therapy evaluation complete with MD sign/date Plan of care update or 701 complete with MD
signature Admission ICD-9 code matches 700 form
Triple Check
MDS ARD within window for MDS cycle Reason for assessment is correct Other RUG related MDS items are supported by
medical record, including accuracy of therapy minutes/days
MDS locked, transmitted, and accepted
Triple Check
ABN Proper notifications at the time of admission Proper notice of continued stay or discontinuation
of service Copy of signed notices readily available Most current version of form being used Form not altered as per CMS regulations
Triple Check
Payer Source Assignment of benefits form is signed Medicare secondary payer questionnaire completed
Triple Check
UB-04 Verify admission date Verify discharge/transfer date Verify discharge status code Confirm admission dx Confirm primary dx
Top 10 UBWatch Exceptions
1. Therapies on UB inconsistent with corresponding MDS
Correction: Review DOS; check therapy software to assure therapy was received compared to what is coded on MDS
Top 10 UBWatch Exceptions
2. Other diagnoses in the claim do not seem to be supported by the MDSs found
Correction: Review DOS, check physician orders, care plan, chart and if diagnosis is active, request MDS to review and code active diagnosis on MDS; if diagnosis is not active, will remove from diagnosis sheet
Top 10 UBWatch Exceptions
3. Admitting diagnosis in the claim do not seem to be supported by the corresponding MDSs found
Correction: Review admit diagnosis and if it relates to care. Suggest MDS review and if pertinent to care with documentation support, suggest adding to MDS.
Top 10 UBWatch Exceptions
4. Claim type and dates inconsistent with corresponding MDSs
Correction: Review DOS to assure MDS covers time frame
Top 10 UBWatch Exceptions
5. Admission date is greater than 30 days from qualifying hospital stay
Correction: Verify that we have code 78, on the occurrence span code, with correct dates on claim. Also, verify that we have condition code 57 on claim.
Top 10 UBWatch Exceptions
6. No corresponding MDSs for claim
Correction: Review DOS and assure MDS covers time frame in question. Sometimes this is noted when a discharge occurs right after an assessment was done. Validate that an assessment was done to cover DOS prior to discharge
Top 10 UBWatch Exceptions
7. Incorrect principal diagnosis coding for therapy claim
Correction: Add/Remove therapy codes from principal diagnosis OR add penny charges to the claim
Top 10 UBWatch Exceptions
8. Claim type and date inconsistent with other claims
Correction: Reload previous claims. Some claims are stopping in suspense and were never cleared; therefore, looking for original claim
Top 10 UBWatch Exceptions
9. Therapy services not justified by diagnosis on Part B claim
Correction: Check LCD for diagnosis codes that justify CPTs billed
Local Coverage Determination (LCD)
Medicare contractors can create guidelines for certain services to determine if they are reasonable and necessary, and covered as a Medicare benefit.
Top 10 UBWatch Exceptions
10.No qualifying hospital stay before admission
Correction: Add the qualifying stay which was omitted on Census line
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