Title: COMPLIANCE AND THE REVENUE CYCLE
1COMPLIANCE AND THE REVENUE CYCLE What Does
the Compliance Officer Need to Understand About
the Risks?
- PRESENTED BY TAUNA SHELTON MHSM,MS,CHC
- REGIONAL DIRECTOR COMPLIANCE AND PRIVACY
- THR
2REVENUE CYCLE PROCESS
- Who is involved in the Revenue Cycle?
- Scheduling Pre-Registration
- Registration Verification
- Financial Counseling
- Charge Capture
- Documentation Coding
- Bed Control
- Billing
- Payment Posting
- Account Follow-Up
- A/R Management
- Contracting
- Medical Records/ HIM
- Case Management
- Utilization Review
- IT
- Clinical Areas
3EACH DEPARTMENT PROVIDES OPPORTUNITY FOR ERROR
AND RISK
- Scheduling Pre-Registration patient screening
for demographic information, verification of
orders, insurance, insurance approval for OP
procedures will ABN be needed for Medicare
patient because diagnostic test does not meet
medical necessity? - Registration Verification verifying patient
identity, insurance card (Is patient the person
presented, or is this a fraudulent use of
identification to obtain services by using
someone elses insurance card?) (Medicaid /
Medicare), fraud perpetuated via follow up
services? or case of identity theft by patient
or even entity staff ?
4ERROR OR RISK (cont)
- Financial Counseling financial screening for
self pays or charity care supported by
organizational Charity Care Policy and state laws - Charge Capture are the correct charges for
services provided, including number of charges
actually being placed onto the patients account
(medications, procedures) including overcharging,
undercharging, lost charges or charging for
services not provided?
5ERROR AND RISK (cont)
- Documentation Coding Physician notes, Nurses
notes, ancillary staff notes supporting the
ordered services detailed enough to provide
substantiation to an auditor ? - Bed Control placement of patient in correct bed
based upon order timed by physician, patient
transfers? - Billing billing the correct patient on the
correct account, correct number of services? - CHARGEMASTER updates for each service, billing
edits loaded, charge capture issues?
6ERROR AND RISK (cont)
- Payment Posting payments posted on correct
account, payments applied to correct account ,
credit balances on account worked? - Account Follow-Up accounts worked with patient
friendly guidelines and following state
collection laws? - A/R Management as accounts age are they being
worked to resolve credit balances, bad debt and
appropriate communications with payers?
7 ERROR OR RISK (cont)
- Contracting are payments being monitored by the
CBO and the Contracting Department for proper
payments based upon the written contract payment
guidelines? are edits in place for both the
entity and the payer? - Medical Records / HIM coding by CCI guidelines,
backlog in coding, increased query of physicians
for confirmation of documentation, quality self
department checks?
8ERROR AND RISK (cont)
- Case Management are appropriate InterQual or
MR guidelines used for placement of patient into
appropriate level of service based upon medical
necessity and severity, observation or inpatient
services required? - Risk Management high profile cases being checked
for billing and compliance issues, as well as,
the current risk occurrence issue?
9ERROR OR RISK (cont)
- IT system supporting all needs of clinical
staff, billing staff, HIM staff EHR being used,
ability for tracking audit trails? - Clinical Areas continuous communication on
billing and charging changes, charge audits?
10REVENUE CYCLE DRILL DOWN
- FOCUS TODAY ON
- NEED FOR POLICIES
- CHARGEMASTER
- CENTRAL BUSINESS OFFICE and CREDIT BALANCES
- CHANGES TO COME IMPACTING REVENUE AND OPERATIONS
11SYSTEM / ENTITY POLICIES SUPPORTING THE REVENUE
CYCLE
- CHARGE CAPTURE POLICIES provide guidance for all
staff involved in the revenue cycle who document
charges, input charges, monitor charges or audit
charges - CHARGEMASTER POLICIES provide guidance for all
staff responsible for requesting new services,
new charges or changes in existing charges with
the addition of the appropriate CPT codes
12POLICIES (cont)
- BILLING POLICIES provide guidance to all staff
associated with billing on how to handle
discrepancies, credit balances, bad debt, A/R and
billing cycle requirements - COMPLIANCE POLICIES provide government based
guidance to assist all system / entity staff with
concerns of illegal activities, billing concerns,
fraud issues or simple questions
13COMPLIANCE BILLING AND OPERATIONAL LAWS
- MEDICARE REQUIREMENTS
- MEDICAID REQUIREMENTS
- FALSE CLAIMS ACT
- STARK LAW
14SIGNIFICANT LAWS GOVERNING FEDERAL HEALTHCARE
PROGRAMS
- ANTIKICKBACK STATUTE Authorizes criminal and
civil penalties against anyone who knowingly and
willfully solicits, receives, offers, or pays
remuneration, in cash or in kind, to induce or in
return for referrals for services payable under
federal healthcare programs
15SIGNIFICANT LAWS (cont)
- Civil Monetary Penalties Law Holds a person or
entity subject to penalties for submitting a
false claim or a claim that should have been
known to be false, allows a penalty of up to
10,000 for each service or item falsely or
fraudulently claimed and an assessment of up to
three times the amount claimed and potential
exclusion from the federal healthcare program or
programs
16SIGNIFICANT LAWS (cont)
- False Claims Act Holds a person or entity liable
for up to treble damages and up to 11,000 for
each false claim it submits or causes to be
submitted to a federal healthcare program, does
not require a specific intent to defraud and
includes a provision for Qui Tam or whistleblower
suits, which allow individuals to file suit on
behalf of the U.S. government
17SIGNIFICANT LAWS (cont)
- Health Insurance Portability and Accountability
Act of 1996 Addresses use and disclosure of
individuals health information (protected health
information) by hospitals and other covered
entities includes standards for individuals
privacy rights and how their health information
is used.
18SIGNIFICANT LAWS (cont)
- Physician self-referral law (Stark Law)
Prohibits hospitals from submitting to Medicare
any claim for designated health service if the
referral of the DHS is generated by a physician
who has a prohibited financial relationship with
the hospital. Hospitals and physicians who
violate the Stark law are subject to civil
monetary penalties and exclusion from federal
healthcare programs
19STARK III UPDATE
- On September 5, 2007 CMS issued final regulation
outlining the third phase of regulations
prohibiting physician self-referral. This
prohibits physicians from referring Medicare
patients for certain items, services and tests
provided by businesses in which they or their
immediate family members have a financial
interest. This regulation is the third part of
the final regulations implementing the physician
self-referral prohibition commonly referred to as
the Stark law taking effect on December 4, 2007
20STARK III (cont)
- Redefines arrangements between hospitals and
individual members of group medical practices as
direct rather than indirect compensation
eliminates the safe harbor methodology for
calculating fair market value for hourly
physician service and create additional
flexibility for rural hospitals in recruiting and
retaining physicians. This rule makes no changes
to the in-office ancillary services exemption,
but cites this area as a possible target for
future rulemaking.
21PATIENT FINANCIAL SERVICES
- BILLING LAWS
- BILLING CYCLE
- EDITS
- BAD DEBT
- CREDIT BALANCES
- CHARITY CARE
- WRITE OFFS
22Financial Risks Associated with Credit Balances
- FRAUD
- WASTED MAN-HOURS AND PROCESSING COSTS
- MIS-STATED PROFIT
- LOST BILLING OPPORTUNITIES
- MEDICARE PENALTIES
23CAUSES OF CREDIT BALANCES
- Mis-posted allowances incorrect estimates of
cash amounts due - Duplicate payments
- Charge credits subsequent to billing
- Full payments by both primary and secondary
insurers - Up-front collections incorrect estimates of
patient liability
24STATS ON HOSPITAL RESOLUTION
- Most credit balances are not the result of
overpayments - One third resolved result in a refund to patient
or payer - One half are mis-posted allowances that need to
be reversed on the PA system and dont require
refunds - Payer contracts can result in incorrect rates and
terms loaded into the hospital system these
create understatements of a hospitals
profitability and AR
25ADDITIONAL SOURCES OF ERRORS
- Errors occur when a claim is paid twice by a
payer - Problems created by manual errors, system errors
or a combination of both - Results of better point-of-service collections
better up-front collections create higher volume
for credit balances - Over-estimates of what is owed in a Managed Care
environment
26RISKS OF CREDIT BALANCES
- Real risks posed by
- Medicare penalties
- Wasted time
- Lost payment opportunities
27MEDICARE PENALTIES
- Suspension of Medicare payments caused by
non-compliance with federal regulations
concerning credit balances - Fines
- Imprisonment
- CMS requires hospitals report all Medicare credit
balance overpayment accounts quarterly using form
CMS-838, which must be signed and attested to by
an officer of the hospital, specifically by the
CFO or CEO.
28MEDICARE PENALTIES (cont.)
- Documentation must be maintained that shows that
each patient record with a credit balance was
reviewed to determine if any credit balances are
attributable to Medicare - Most hospitals do not have an effective means to
ensure compliance which means several credit
balance accounts can be present - Risky for the CFO because after signing the
Medicare Credit Balance Report, he/she is
attesting to the fact that all of the hospitals
credits have been reviewed - Credit balances are NOT a profit center!
29LOST BILLING OPPORTUNITIES
- Once accounts are analyzed and adjusted, billing
opportunities to generate additional cash
receipts are often revealed - Amounts due from payers and patients have been
hidden by the credit balances - Failure to analyze credit balances in a timely
fashion can result in permanent lost cash
30FRAUD
- High volume of refund checks issued by large
hospitals to patients, insurance companies and
vendors make it impossible for controllers to
scrutinize verify each refund - Because refund checks pass through many hands,
they can end up in the hands of the originator of
the request - Credit balances and the refund processes are ripe
for fraudulent activity making hospitals
exposed to financial losses and corporate
embarrassment - Refund checks can be misappropriated because of
weak internal controls and because the intended
receiving parties are not aware that they are due
a refund check
31NEGATIVE PRESS
- Unresolved credit balances can trigger management
letter comments to a hospitals board of
directors noting items of concern - Credit balances understate an organizations
profit and the AR
32COMMON MISCONCEPTIONS
- Setting high dollar thresholds for account
management creates a time-bomb effectleaving a
growing number of smaller balance credits - Hospital is forced to allocate staff to resolve
the smaller credit balance accounts creating work
pressure in PA - Vendor credit balance auditors are paid by
commercial insurers to recover overpayments but
only 1/3 of the accounts are commercial, largest
percentage of credit balance accounts are
government and patients
33Required Reporting of Medicare Overpayments CMS
838 Form
- Providers must submit Quarterly Reports detailing
all Medicare overpayments - CFO must sign the report attesting to the
completeness and accuracy of the data - Failure to comply may result in
- Financial penalties that include interest and
fines/treble damages - Criminal penalties
- Compliance is monitored as part of the cost
report auditing process
34COMPLIANCE SOLUTIONS
- To reduce risk and improve cash flow
- Processes established to ensure compliance with
Medicare requirements for refunding credit
balances and filing the CMS-838 - Determine total dollar amount and volume of
credit balances - Determine volume of new credit balances created
on a weekly basis to determine risk
35COMPLIANCE SOLUTIONS
- Determine thresholds allowed for credit balance
levels based on total dollar and total volume of
accounts (2 days of a hospitals revenue) - Review current processes
- Automate manual processes
- Monitor unresolved Medicare credits
- Minimize fraud potential and issuance of refund
checks by using payers processes and systems
that allow reporting overpaid accounts insist
on voucher recoveries by the payer
36COMPLIANCE AREAS OF CONCERN
- Registration fraudulent use of identifications
to obtain services / ID Theft by patients or even
entity staff - Insurance verification patient using another
patients Medicare number - Charge Capture overcharging / charging for
services not provided, lost charges - Billing Errors Duplicate billing
- Observation or IP Medicare and Medicaid
correct status - Charity Care evaluations for medical assistance
eligibility
37MEDICAID AUDITS STATE MEDICAID FRAUD CONTROL
UNITS (MFCU)
- For fiscal year 2006, from October 1, 2005 and
ending September 30 2006, the MFCU received more
than 1.1 billion in court ordered restitution,
fines, civil settlements, and penalties. They
also obtained 1,226 convictions in FY 2006. - MFCUs reported 676 instances in which civil
actions were taken with successful outcomes. - Of 3,425 OIG exclusions from participation in
Medicare and Medicaid programs, 731 exclusions
were based on referrals made to OIG by the MFCUs. - SOURCE State Medicaid Fraud Control Units Annual
Report, Fiscal Year 2006
38EXAMPLE IN TEXAS
- In Texas, a physical therapy clinic operator was
sentenced to 51 months in prison and ordered to
pay 1.32 million in restitution for conspiracy
to commit wire fraud and health care fraud. She
and her partner billed the Medicare and Medicaid
programs for services not rendered and billed for
physical therapy services as if they were
performed or supervised by a licensed physician.
The investigation revealed that the defendants
hired unlicensed foreign medical graduates to
perform the services of a licensed physician.
The investigation involved OIG, the Texas MFCU,
and the FBI. - SOURCE OIG Semi-Annual Report for First Half of
2007
39KEY COMPLIANCE AND REVENUE CYCLE METRICS
- PATIENT ACCESS QUALITY
- Physician authorization compliance
- 96-98
- Inpatient admissions error ratio
- lt1-2
- Outpatient registration error ratio
- lt1-2
- Pre-registered IP accounts 40-50
- Pre-registered OP accounts 25-30
- HFMA Benchmarks
40KEY COMPLIANCE AND REVENUE CYCLE METRICS
- CASE MANAGEMENT QUALITY
- Payer acceptance of clinical treatment plan based
on authorization 95-97 acceptance - Clinical denials overturn rate 95
- HFMA Benchmarks
41KEY COMPLIANCE AND REVENUE CYCLE METRICS
- HEALTH INFORMATION MANAGEMENT QUALITY
- DNFB (discharged not final billed) and HIM bill
holds - Awaiting coding lt0.5 day in A/R
- Awaiting dictation lt0.5 day in A/R
- Charge capture quality 98 compliance
- HFMA Benchmarks
42KEY COMPLIANCE AND REVENUE CYCLE METRICS
- PFS/PATIENT ACCOUNTING QUALITY
- Gross Days Receivable Outstanding
- lt 52 days outstanding
- A/R over 90 days 17-20
- A/R over 120 days 10-12
- A/R over 1 year lt 2
- Credit Balance A/R lt 1 A/R day
- Billing turnaround 5 days from DOS or discharge
- HFMA Benchmarks
43KEY COMPLIANCE AND REVENUE CYCLE METRICS
- ALL REVENUE CYCLE DEPARTMENTS NET REVENUE
EXPOSURE - Denial overturn ratio 95-98
- Underpayments overturn ratio 95-98
- Bad debt expense as of gross revenue lt 2.5
- Bad debt expense as of net revenue lt 2-3
- HFMA Benchmarks
44CHARGEMASTER UPDATES
- The CHARGEMASTER is a computer file that contains
all the charges that a hospital makes. It is the
link between services provided and the generation
of claims and billings. - Key elements to review in a hospital CHARGEMASTER
are invalid or inaccurate CPT/HCPCS codes,
invalid or inaccurate revenue center codes,
inadequately defined procedures and tests,
appropriateness of bundled CPT/HCPCS codes, and
validity of service.
45CHARGEMASTER UPDATES
- Must have an on-going CHARGEMASTER review since
the factors that go into the CHARGEMASTER are
constantly changing, including the annual updates
of CPT/HCPCS codes, changes in reimbursement
guidelines and advances in technology. - SOURCE HFMA Compliance Checklist for Hospitals,
Revised June 2002
46NEW CMS CHANGES IMPACTING COMPLIANCE AND REVENUE
- PRESENT ON ADMISSION (POA) start date 10/1/2007
is defined as present at the time the order for
inpatient admission occurs conditions that
develop during an outpatient encounter, including
emergency department, observation, or outpatient
surgery, are considered as present on admission.
Purpose is to distinguish between pre-existing
conditions and complications. - All claims involving inpatient admissions to
general acute care hospitals or other facilities
that are subject to a law or regulation mandating
collections of present on admission information - POA indicator is assigned to principal and
secondary diagnoses and the external cause of
industry codes - Issues related to inconsistent, missing,
conflicting or unclear documentation must still
be resolved by the provider.
47POA AFFECTS PAYMENTS
- Starting 10/1/2007, CMS reduces payments in some
cases when the patient acquires an infection (or
other condition) during a hospital stay. - Will not assign higher paying DRG to patients who
have /suffer from the 8 conditions, unless they
are documented as present on admission
48EIGHT POAs NOT ASSIGNED TO HIGHER DRGs
- Serious preventable event object left in during
surgery - Serious preventable event air embolism
- Serious preventable event blood incompatibility
- Catheter associated urinary tract infections
49EIGHT POAs (cont)
- Pressure ulcers (decubitus ulcers)
- Vascular catheter associated infection
- Surgical site infection mediastinitis after
coronary artery bypass graft (CABG) - Falls
50POA (cont)
- MULTIDISCIPLINARY EFFORT
- HIM department / Coding professionals
- Finance
- Physicians
- Quality department
- Risk Management
- Compliance
- Support from Administration
- Vendor readiness
51SEVERITY ADJUSTED DRGs
- CMS finalized the inpatient prospective payment
system (IPPS) rule which forces hospitals to
understand Medicares new approach to reporting
complications and comorbidities (CCs) and
determining what combination of primary and
secondary diagnoses gets the most favorable
reimbursement while remaining compliant
52MS-DRGs
- The final rule has 745 Medicare Severity DRGs
(MS-DRGs) that replace 538 existing DRGs. - Severity adjusted DRGs are better designed to
capture the extent of the patients illness and
complications. - There is a third category to describe the
relative intensity of a patients illness.
53MS-DRGs
- Before the final rule, there was simply the
absence or presence of CCs. CMS has added a new
category to describe the most severe secondary
diagnoses major CCs (MCCs) - The best reimbursement scenario will be unclear
to a hospital in any given case when a patient
presents with two or more diagnoses that meet the
definition of principal diagnosis
54MS-DRGs
- Hospital coders will be required to analyze
sequencing to protect the hospitals bottom line
because the principal diagnosis dictates the DRG
and when there are two or more diagnoses that
meet criteria for principal, Medicare allows
hospitals to bill whichever it chooses. - Hospitals must ensure both diagnoses were present
on admission, drove the admission and were
treated or evaluated.
55MS-DRGs
- Compliance Officers should use case mix index
(CMI) to monitor how well their hospitals are
doing with documentation of changes. - If the CMI flies above or below what it is now,
consider why. - Urban hospitals should expect CMI increases
because they generally take care of sicker, more
complex cases / that is what the severity
adjusted DRG system is designed to recognize
56MS-DRGs
- CMS states payments under the new DRG system are
expected to rise in fiscal year 2008 by about
3.5 when all provisions of the rule are taken
into account, primarily as a result of the 3.3
market basket increaseCMS - Independent of Medicare reimbursement changes,
the final IPPS rule has built-in payment
reductions to account for what CMS considers to
be the way hospitals adapt coding and
documentation to capture severity of illness and
thus get paid more under MS-DRGs and because CMS
views the hospitals to be seeing sicker patients
57MS-DRGs
- CMS has stated We do not believe there is
anything inappropriate, unethical or otherwise
wrong doing with hospitals taking full advantage
of coding opportunities to maximize Medicare
payment that is supported by documentation in the
medical record
58FUTURE FY08 IPPS FINAL RULE
- The FY08 Inpatient PPS final rule includes a full
market basket (MB) update - Increase of 3.3 effective October 1, 2007, for
Inpatient PPS hospitals providing quality data - MB 2.0 or 1.3 for those not submitting data
59Impact of the Final Rules Changes
- The change in payment per case for hospitals in
FY 2008 is estimated to average a 3.5 increase,
estimated by modeling those changes shown in
Table I Impact Analysis of Changes for FY 2008.
60IMPACT ANALYSIS OF CHANGESTable I
Geographic Location Average FY07 Pmt Per Case in Dollars Average FY08 Pmt Per Case in Dollars Percent Change
Urban hospitals 9,304 9,663 3.9
Large urban areas 9,702 10,122 4.3
Other urban areas 8,826 9,110 3.2
Rural hospitals 6,993 7,081 1.2
61Updates to Inpatient Rates
- The CMS impact analysis of the final rules
changes attempts to account for - The effects of the reclassification of diagnoses
and procedures and the proposed recalibration of
the DRG relative weights required by Section
1886(d)(4)(C) of the Social Security Act - Effects of changes in wage index values
- Effects of wage and recalibration budget
neutrality factors
62Changes to Inpatient PPS DRG Weights
- The final rule continues the 2-year transition to
weighting DRGs on the basis of cost. - For FY 2008 two thirds on cost one third on
charges
63Changes to DRGs
- The adopted Medicare severity adjusted DRGs
(MS-DRGs) - Are based on the current CMS DRGs
- Increase the number of DRGs from 538 to 745
64Changes to DRGs
- MS-DRGs split some current DRGs based on
- MCCs major complications or comorbidities
- CCs complications or comorbidities
- No CCs
65Changes to DRGs
- Factors in dividing DRGs
- Variance of charges of at least 3
- At least 5 of patients in the MS-DRG are falling
within the CC or MCC subgroup - At least 500 cases are in the CC or MCC subgroup
- There is at least a 20 difference in average
charges between subgroups - There is at least 4,000 difference in average
charges between subgroups
66Changes to DRGs
- Redistribute case mix
- Have a negative impact on rural hospitals, but
CMS expects an offset to some degree from
weighting on cost - Necessitate (CMS says) an offset of 1.2 in FY08
and 1.8 in FYs 2009 and 2010, for case mix
improvement attributable to coding and
documentation
67Changes to DRGs
- MS-DRGs affect the Postacute Care Transfer Policy
- 273 of 745 MS-DRGs will be subject to the post
acute care policy - For qualifying stays, hospitals will be paid 50
of the total inpatient PPS payment plus the
average per diem for the first day of the stay - Fifty percent of the per diem amount will be paid
for each subsequent day of the stay, up to the
full MS-DRG payment amount - Includes MS-DRGs that share a base MS-DRG
68Changes in the LTC-DRG Classifications
- The LTCH PPS updates to the LTC-DRGs
(MS-LTC-DRGs) will be included with the IPPS and
effective for discharges occurring on or after
October 1, 2008 and through September 30, 2009
69Outliers
- The fixed loss cost outlier threshold for FY08 is
22,650 (down from the current 24,485)
70New Services and Technologies Add-On Payments
(cont.)
- Add-on payments will not continue in FY08 for the
new services and technology recognized in FY07
71Recalled/No Cost/Partial Credit Devices
- The FY08 final rule expands the 2007 outpatient
PPS final rule to pay a hospital less when a
device is provided at no cost - CMS will apply the policy when the hospital
receives a credit equal to 50 or more of the
cost of the device - Hospitals will identify replacement devices CMS
will reduce the DRG payment to reflect the
hospitals lower cost
72Hospital Acquired Conditions
- Section 501(c) of the DRA requires hospitals to
begin reporting on October 1, 2007, at least two
secondary diagnoses that are present on the
admission (POA) of patients - Beginning October 1, 2008, the two selected
conditions will not be assigned to a higher
paying DRG unless they were present on admission
73Physician-Owned Facilities
- The rule includes provisions for more
transparency by physician-owned facilities and
their physician owners
74FUTURE OPPS PROPOSAL FOR 2008
- Medicares 2008 OPPS rule updates the conversion
factor by 3.3 but also forces entities to be
more efficient by reducing the ability to bill
for additional, individual services
752008 OPPS Proposed (cont)
- Other proposed provisions
- No separate payment for observation
- Ten outpatient quality of care measures
- ASC payment system revised
- Discounted device payments when manufacturer
gives entity partial credit - End to billing for consults
76CONCLUSIONS
- REDUCING COMPLIANCE RISK and REVENUE CYCLE RISK
will be more challenging and require increased
system / entity policy audits - INCREASING REVENUE will require more detailed
documentation from all who are members of the
REVENUE CYCLE and require more Access Services,
Medical Management, CBO, Charge, Billing, Denial
and process audits on a continuous basis - MANAGING COMPLIANCE RISK surrounding the REVENUE
CYCLE will require a willing MULTI-DISCIPLINARY
TEAM with system and process improvement thinking
who are not fearful of making changes
77RESEARCH SOURCES
- HFMA www.hfma.org, Revenue Cycle file
- TWCC This Week in Corporate Compliance
- STATE MEDICAID FRAUD CONTROL UNITS ANNUAL REPORT
FY 2006 - MEDICARE COMPLIANCE, VOL 16, NUMBER 32, SEPT. 10,
2007 - APC PAYMENT INSIDER, VOL. 9, NO. 8, 8/07
- THIS WEEK FROM SG2 9/3/2007
- Also School of Hard Knocks