Coding avoids duplicate claimsAvoid Duplicate Claims with Appropriate Medical Coding

Avoid Duplicate Claims with Appropriate Medical Coding Duplicate claims are something healthcare practices must avoid at all costs when it comes to medical coding for Medicare

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When it comes to medical coding, frequent errors could bring about significant consequences.

And we aren’t talking about unpaid claims alone.

Duplicate claims are something healthcare practices must avoid at all costs when it comes to Medicare. Too many of these and other errors could result in the MAC (Medicare Administrative Contractor) enforcing program integrity actions against them. But while many practices and hospitals are aware of this, they are faced with the perplexing situation of having to report claims for various medically necessary instances of the same treatment or service.

How could one possibly avoid duplicate claims here?

They can be avoided, through the use of the right modifier and adding the supporting documentation in the patient’s record.

Modifier 59 While submitting claims for legitimately required multiple instances of some procedure, service, or item, the appropriate modifier must be appended in subsequent line items to indicate the repeat service, item or procedure. 

Modifier 59 Distinct Procedural Service is accepted by the CMS (Center for Medicare & Medicaid Services) for identifying various anatomic sites, encounters and services.

XE, XP, XS, XU Modifiers From January 1, 2015 the CMS has set up four new modifiers for defining modifier 59 subsets more clearly so that distinct services that encompass another service could be more clearly defined, in the following terms: 

XE - Separate Encounter, service considered distinct because of its occurrence in a separate encounter

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XP - Separate Practitioner, service considered distinct for having been carried out by a separate practitioner

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XS - Separate Structure, service considered distinct for having been carried out on a separate organ or structure

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XU – Unusual Non-Overlapping Service, service considered distinct for not overlapping the usual aspects of the main procedure

As mentioned above, these modifiers should not be used on the same modifier 59 claim line, but in subsequent line items. The CPT states that modifier 59 must be used only when other descriptive modifiers cannot clearly state the reason for the existence of distinct procedural circumstances.

Modifier 76 and Modifier 91 The other modifiers that can appropriately explain duplicate claims are: 

Modifier 76 – Repeat procedure or service carried out by the same physician following the original procedure or service

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Modifier 91- Repeat conducting of laboratory clinical diagnostic tests. This modifier must be added only in the event of additional test results medically required on the same day

Supporting Medical Record Documentation As mentioned before, modifiers must be accompanied by sufficient documentation - proving the services, procedures or items being billed - added to the medical record of the patient.

Here are some important points to remember regarding the medical record documentation: 

Documentation needs to fully support using the modifier for separate services

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Medical records could be needed for validating modifier use

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Amendments or additions to documentation would not be entertained following the denial of a claim

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Even if one of these modifiers is added to a claim line during first submission, it does not ensure reimbursement.

CPT Codes Requiring Medical Records with X Modifiers Here are some CPT codes requiring medical records when they are submitted with the X modifiers: Medicine

92960

Digestive System

44005, 45378, 45381, 49000, 49320 20600, 20604, 20605, 20606, 20610, 20650, 20670, 20680, 22214, 22224, 22425, 22505, 22520, 22521, 2252, 2253, 22524, 22551, 22552, 22554, 22585, 22600, 22610, 22612,

Musculoskeletal System

22614, 22630, 22633, 22634, 22800, 22802, 22803, 22804, 22830, 22842, 22845, 22846, 22848, 22850, 22851, 22852, 22855, 23700, 24300, 25259, 26340, 27570, 27860, 28110, 28230, 28232, 28310, 28725, 29805, 29806, 29807, 29821, 29822, 29823, 29824, 29870, 29884

Cardiovascular System

36215, 36216, 36217, 36218, 38220

Urinary System and Reproductive System

52000, 52310, 57100, 57268, 58555, 58660

Nervous System and ENT System

63005, 63012, 63030, 63035, 63042, 63045, 63046, 63047, 63048, 63055, 63058, 63057, 63075, 63076, 63081, 63082, 69210, 69990 11055, 11056, 11057, 19120, 19125, 19260, 19290, 19291,

Integumentary System

19295, 19301, 19303, 19307, 19316, 19318, 19325, 19328, 19330, 19340, 19357, 19361, 19370, 19371, 19380

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How to Deal with CARC OA18 Denials Now if you come across that situation where your claim gets denied with CARC OA18 code, it is important that you don’t rush to appeal. Make sure you have appended the appropriate modifiers to the applicable claim lines. Only then should the claim be resubmitted. Don’t resubmit whole claims when only partial payment is made. You should only resubmit the denied lines.

Sometimes your claim may get denied on the pretext of duplicity even if you have included the appropriate modifier. This may be because of medically unlikely edits (MUEs). These refer to maximum service units usually reported for a medical procedure, service or item on a single service date for a beneficiary.

How Outsourced Medical Coding Can Help With professional medical billing and coding services, the risk of errors such as duplicate claims and other mistakes is significantly reduced. As you’ve seen, coding is a minefield which is why hospitals and physicians struggle with it. With professionals dedicated to this task, there is much lesser chance for claims to get denied. AAPC-certified coders can handle medical coding involving the major coding systems including ICD, CPT, MRA, HCC, HCPCS and CDT.

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