travel voucher updates: requests & documentation - ak...
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Travel Voucher Updates: Requests & Documentation
May 2019
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AK Medicaid Travel Vouchers and the processes around them are being updated! • You now have multiple ways to request voucher forms • It is now quicker and easier to request voucher forms than ever • You will be notified when your request is received and when your forms are
shipped • Voucher form requests submitted with complete information will be fulfilled within 2
business days • Voucher forms will be sent using certified mail for delivery confirmation • The voucher forms have been updated in several ways
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New Voucher Adoption Timeline
• New voucher forms go into use July 1, 2019 • Between July 1 and September 30 of 2019, both the new and old voucher forms
may be used for travel claims • After September 30, 2019, old travel vouchers will no longer be accepted for
payment of travel services
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Overview
• Voucher Request Process Changes • Issued Voucher Documentation Requirements • Travel Voucher Completion • Further Information
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Voucher Request Process Changes
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Voucher Request Process Changes
• New order forms have been created and posted for provider use in the process • Documentation and control processes are being implemented at Conduent to aid in this
process • Beginning on July 1, 2019, providers will need to record use of issued travel vouchers to
allow AK Medicaid to better control and account for travel voucher forms • Documentation of previously issued voucher use will need to be included with requests for
additional vouchers to justify new requests
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Request Form
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Request Submission Information • Information required on all requests includes:
– Provider name and Medicaid ID# – Requester name and contact information – Address to which vouchers should be delivered – Number of vouchers requested
• Reorder requests will also need to include documentation on the use of previously issued vouchers, to include: – Voucher or invoice number – Date issued – Who issued the voucher – Medicaid member ID/Name – Applicable prior authorization number – Service type (hotel/taxi) – Accounting of lost, destroyed or damaged vouchers
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Request Submission Options
• Email request with all required information to [email protected]
• Call Provider Inquiry to request forms at 907.644.6800 (option 1,1) or toll-free at 800.770.5650 (option 1,1,1)
– Follow the prompts to order vouchers
– If you are calling outside of business hours, leave a voicemail and you will receive a response within 1 business day
• Fax your request to 907.644.8126
• Mail to: Conduent | P.O. Box 240808 | Anchorage, AK 99524-0808
mailto:[email protected]
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Voucher Request Processing
• You will receive a confirmation communication when your request is received
• If there are any discrepancies with your request you will be notified
• When your vouchers are being shipped, you will be notified of the ship date and the tracking number for your shipment
• Vouchers will be sent using certified mail – you will need to sign for them to receive your shipment
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Voucher Request Processing
• Conduent recommends that providers request voucher forms 4 weeks in advance of anticipated need to allow time for requests to be processed and vouchers to be mailed
• It is also recommended that providers order a 2 month supply • Conduent will review all travel voucher requests and will:
– Review/document the travel voucher requests for completeness and accuracy – Communicate request discrepancies to the requesting organization and log the
communication with relevant details within 24 hours or next business day – Archive submitted travel voucher log files for review and surveillance – Reconcile the requests with prior shipped travel voucher volumes – Prepare, log and send shipment within 24 hours of approved travel voucher requests or
next business day
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Safeguarding Vouchers
• As previously, please continue to keep issued travel vouchers secure – treat them as you would a checkbook or a prescription pad
• Do not issue blank or extra vouchers to members • Keep vouchers in a secure location • Please report any missing vouchers to Conduent or the State of Alaska immediately • When issuing vouchers to patients, please remember to give original vouchers. – copied,
scanned, faxed, or emailed vouchers will not be accepted and are not valid for payment
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Issued Voucher Documentation Requirements
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Voucher Use Documentation Requirements • Providers should use the Transportation/Accommodation Voucher Request Log spreadsheet to record
information about the vouchers they are issued • This information will need to be submitted with requests for additional vouchers • Required information includes a minimum of:
– Voucher or invoice number – Date Issued – Who issued the voucher – Medicaid member ID/Name – Applicable prior authorization number – Service type (hotel/Taxi) – Additional column for lost, destroyed or damaged vouchers
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Voucher Log
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Voucher Completion
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Voucher Completion
• Voucher forms have changed! ‒ Vouchers are no longer carbonized form packs – each voucher is a one page document ‒ Each voucher has its own serial number ‒ Vouchers are printed on tamper resistant paper
• Methods and requirements for filling in travel vouchers for your patients have not changed • Vouchers should still only be issued to members after service authorization for travel has
been obtained • When issuing vouchers to patients, please remember to give original vouchers. – copied,
scanned, faxed, or emailed vouchers will not be accepted and are not valid for payment • The next several slides are a review of proper documentation needed on the travel
vouchers you are issuing to your patients
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Travel Voucher Completion • Check for Eligibility. Check the box, initial on the line, and enter date verified • Patient's Name (field 1): Enter the patient's first name, middle initial and last name • Patient's Date of Birth (field 2): Enter the patient's date of birth in MM/DD/YYYY format • Was Condition Related To (field 3): Check appropriate boxes for patient’s condition • Recipient Identification Number (field 4): Enter patient’s 10-digit Alaska Medical Assistance
identification number • Patient’s Sex (field 5): Select appropriate box indicating patient’s gender
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Travel Voucher Completion • Address (field 6): Enter patient’s address and telephone number • EPSDT Referral (field 7): If travel arrangements are being made because of an EPSDT (Early and
Periodic Screening, Diagnosis, and Treatment) screening, select Yes • Prior Auth Number (field 8): Enter the approved service authorization number • Authorized By (field 10): Enter the name of the person at the authorizing agency that authorized the
services. If you submitted the request through Health Enterprise, enter the User ID next to “A-Approved” status
• Acknowledgment (field 9): The individual submitting the travel service authorization must sign and date in this field, whether called in or submitted via Health Enterprise
* The Service Authorization number and Authorizing individual must be annotated for transportation/accommodation providers to get reimbursed!
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Travel Voucher Completion • Transportation (field 11): Enter the village or city where the
patient will begin travel in the Origin field; enter the city the patient is travelling to in the Destination field
• Round Trip (field 12): If round trip, enter the departure date and return date; if one-way, use field 13 instead
• One Way (field 13): If one-way trip, enter departure date; if round trip use field 12 instead
• Procedure Code (column 17) and Description (column 18): These fields are preprinted; if the code you need is not on the form, enter the code on one of the blank lines in this column with the corresponding description in column 18
• Units (column 19): Enter the unit(s) authorized for the specific service • Remember that a separate form must be created for each unit,
even if the same company provides the service • The only exception is lodging and meals if the units will be
rendered by the same provider continuously
Provider Notice: Do not complete the Charges column, (column 20). This is reserved for the transportation/ accommodation provider after services have been rendered.
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Travel Voucher Completion • If an escort is authorized, fill in the Escort portion of the AK-04;
otherwise, very clearly “X” out the entire escort portion rendering that section void.
• Transportation (field 14): Enter the escort’s first and last name accurately
• Round Trip (field 15): May be different from patient depending on individual needs and circumstances. If round trip, enter the departure date and return date; if one-way, use field 13 instead
• One Way (field 16): If one-way trip, enter departure date; if round trip use field 12 instead
• Procedure Code, Modifier, and Description (column 21-23): All allowable codes are preprinted
• Units (column 24): Enter the unit(s) authorized for the specific service
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Travel Voucher Completion
• As a reminder, do not fill out charges for the units you are requesting • The fields at the bottom of the form, shown below, are for the transportation and
accommodation provider to complete – medical providers, do not enter your information in this area of the form
05 13 2019 05 13 2019 $23.17 $23.17
Awesome Taxi Company 123 4th Ave, Anchorage, AK 907-123-4567
8675309
AK Heart Institute 5/13/19 3:15 Airport 5/13/19 3:40
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Member Information
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Additional Information
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Additional Resources • Alaska Medicaid Health Enterprise website at http://medicaidalaska.com
– Information necessary for successful billing
– Provider Manuals, including Arranging Member Travel
– Provider updates - http://manuals.medicaidalaska.com/docs/updates.htm
• You may also call:
‒ Eligibility only – 907.644.6800, Option 1,2 or 800.770.5650 (toll-free), Option 1,1,2
‒ Billing questions and all other inquiries – 907.644.6800, Option 1,1 or 800.770.5650 (toll-free), Option 1,1,1
http://medicaidalaska.com/https://na01.safelinks.protection.outlook.com/?url=http://manuals.medicaidalaska.com/docs/updates.htm&data=02|01|[email protected]|783c1f25210d4b5c82ab08d6782dea2b|1aed4588b8ce43a8a775989538fd30d8|0|0|636828536885887446&sdata=qyLnyeIqxPRvmT6mGNe56S8JhHqECRQvC%2B2IUyH/LBg%3D&reserved=0
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Travel Voucher Updates: �Requests & DocumentationSlide Number 2New Voucher Adoption TimelineOverview�Voucher Request Process ChangesVoucher Request Process ChangesRequest Form Request Submission InformationRequest Submission OptionsVoucher Request ProcessingVoucher Request ProcessingSafeguarding Vouchers�Issued Voucher Documentation RequirementsVoucher Use Documentation RequirementsVoucher Log�Voucher CompletionVoucher CompletionSlide Number 18Travel Voucher CompletionTravel Voucher CompletionTravel Voucher CompletionTravel Voucher CompletionTravel Voucher Completion Member Information�Additional InformationAdditional ResourcesSlide Number 27