RESOURCE AND PATIENT MANAGEMENT SYSTEM Third Party Billing System (ABM) User Manual Version 2.6 January 2010 Office of Information Technology (OIT) Division of Information Resource Management Albuquerque, New Mexico Third Party Billing System (ABM) Version 2.6 Preface The Third Party Billing System (ABM) is designed to automate the creation of a claim with existing RPMS visit data. ABM has a flexible design that accommodates billing to a specific payer’s requirements or a unique contractual agreement. Third Party Billing enables the selection of a primary billing entity, the billing of any secondary insurers, and back-billing for services. User Manual Table of Contents January 2010 ii Third Party Billing System (ABM) Version 2.6 Table of Contents 1.0  Introduction...............................................................................................1  1.1  New in Version 2.6.........................................................................2  1.2  Third Party Billing Data Flow..........................................................3  2.0  System Navigation ...................................................................................4  2.1  Security and User Identification.....................................................4  2.2  Starting an RPMS Session............................................................4  2.3  Login/Logout Procedures...............................................................4  2.4  Standards and Conventions ..........................................................5  2.4.1  Keyboard Entry............................................................................5  2.4.2  Use Capital Letters Only..............................................................6  2.4.3  Key Usage...................................................................................6  2.4.4  Text Editing..................................................................................7  2.4.5  Text Replacement Conventions...................................................8  2.4.6  RPMS Online Help ......................................................................8  2.4.7  Previous and Default Responses................................................8  2.4.8  Date and Time Conventions........................................................9  2.5  RPMS Online Help.......................................................................10  3.0  Main Menu...............................................................................................11  3.1  Main Menu Entrance Checks.......................................................12  3.1.1  Review Site Parameters Notice.................................................12  3.1.2  Claim Generator Status.............................................................12  3.1.3  UFMS Messages.......................................................................12  3.2  Exit Messages.............................................................................13  4.0  Add/Edit Claim Menu (EDTP).................................................................15  4.1  Prior to Entering the Claim Editor................................................15  4.2  Claim Editor Pages......................................................................16  4.3  Claim Editor ACTION Commands...............................................17  4.3.1  Claim Editor Page Navigation....................................................18  4.3.2  Jump Command........................................................................19  4.3.3  Add and Delete Commands.......................................................19  4.3.4  Edit Command...........................................................................20  4.3.5  Mode Command........................................................................20  4.3.6  Pending Command....................................................................21  4.3.7  Sequence, Approve and Pick Commands.................................21  4.3.8  View Command.........................................................................21  4.3.9  Viewing Errors and Warnings....................................................22  4.4  PAGE 0 - CLAIM SUMMARY......................................................23  4.4.1  Claim Data Checks....................................................................24  4.4.2  IHS Pharmacy-Automated Dispensing Interface System Alerts25  User Manual Table of Contents January 2010 iii Third Party Billing System (ABM) Version 2.6 4.4.3  Claim Approval..........................................................................27  4.4.4  Coordination of Benefit Page.....................................................29  4.5  PAGE 1 - CLAIM IDENTIFIERS..................................................40  4.5.1  Displaying the CLAIM IDENTIFIERS (PAGE 1).........................40  4.5.2  Viewing PAGE 1 Information.....................................................41  4.6  PAGE 2 - INSURERS..................................................................41  4.6.1  Picking the Insurer.....................................................................43  4.6.2  Viewing Active Insurer, Policy, and Policyholder Information....44  4.6.3  Adding, Deleting PAGE 2 Information .......................................44  4.7  PAGE 3 - QUESTIONS...............................................................45  4.8  PAGE 4 - PROVIDER DATA.......................................................48  4.8.1  Adding a Provider......................................................................48  4.8.2  Viewing Provider Information.....................................................49  4.8.3  Display if NPI Only Field Selected.............................................50  4.8.4  Display if NPI & Legacy Number Field Selected........................50  4.8.5  PAGE 4 – PROVIDER DATA Displays if Legacy Only Field is Selected ..................................................................................................51  4.9  PAGE 5A - DIAGNOSIS..............................................................52  4.9.1  Adding a Diagnosis....................................................................52  4.9.2  Deleting a Diagnosis..................................................................53  4.9.3  Viewing Additional Diagnosis Information..................................53  4.9.4  Re-Sequencing a Diagnosis......................................................54  4.10  PAGE 5B - ICD PROCEDURES..................................................55  4.10.1  PAGE 6 - DENTAL SERVICES.................................................56  4.10.2  Adding a Dental Service............................................................56  4.11  PAGE 7 - INPATIENT DATA.......................................................57  4.11.1  Editing Admission Type.............................................................58  4.11.2  Newborn Days and Flat Rate Billing..........................................59  4.12  PAGE 8A - MEDICAL SERVICES...............................................59  4.12.1  Adding a Medical Service..........................................................61  4.13  PAGE 8B - SURGICAL PROCEDURES......................................63  4.13.1  Adding Surgical Procedures......................................................64  4.13.2  Contract Attending or Operating Provider Charges...................66  4.13.3  Viewing the Surgical Information...............................................67  4.14  PAGE 8C – REVENUE CODE.....................................................68  4.14.1  Resolving Covered Days, Days of Stay Inconsistencies ...........69  4.14.2  Adding Revenue Codes.............................................................69  4.15  PAGE 8D - MEDICATIONS.........................................................69  4.15.1  Adding a Medication..................................................................70  4.15.2  Adding an IV Medication............................................................71  4.15.3  Viewing Medications..................................................................73  4.16  PAGE 8E - LABORATORY SERVICES.......................................73  4.16.1  Viewing the Laboratory Page.....................................................75  4.17  PAGE 8F - RADIOLOGY SERVICES..........................................76  4.18  PAGE 8G - ANESTHESIA SERVICES........................................77  User Manual Table of Contents January 2010 iv Third Party Billing System (ABM) Version 2.6 4.18.1  Adding Anesthesia Services......................................................78  4.19  PAGE 8H – MISC. SERVICES....................................................80  4.20  PAGE 8I - INPATIENT DENTAL SERVICES...............................80  4.21  PAGE 8J - CHARGE MASTER....................................................81  4.21.1  Adding a Charge........................................................................81  4.22  PAGE 9 - UB-92 CODES.............................................................82  4.23  Claim Generator, One Patient (CG1P)........................................83  4.24  Edit Claim Data (EDCL)...............................................................84  4.25  Claim Editor Loop (LOOP)...........................................................86  4.26  Add New Claim (NEW) Manually.................................................89  4.27  Rebuild Items from PCC (RBCL).................................................92  4.28  Check Eligibility for a Visit (CKCL)...............................................95  5.0  Claim/Bill Management Menu (MGTP)..................................................97  5.1  Cancel Claim (CLMG)..................................................................97  5.2  Cancel an Approved Bill (BIMG)..................................................99  5.3  Inquire about an Approved Bill (IQMG)......................................100  5.4  Merge Claims (MRMG)..............................................................102  5.5  Initiate Back Billing Check (BKMG)............................................103  5.6  Add a New Bill That Was Manually Submitted (ADMG).............105  5.7  Flat Rate Adjustment (FRMG)...................................................106  5.8  Open/Close Claim (OCMG).......................................................107  5.9  Recreate Claim from PCC Data (RCCP)...................................110  5.10  Split Claim (SCMG)...................................................................111  6.0  Reports Menu (RPTP)...........................................................................114  6.1  Report Restricting Features.......................................................114  6.2  Device Selection........................................................................118  6.3  Brief (Single-line) Claim Listing (BRRP) ....................................119  6.4  Summarized (Multi-line) Claim Listing (SURP)..........................121  6.5  Detailed Display of Selective Claims (DERP)............................121  6.6  Employee Productivity Listing (PRRP).......................................126  6.7  Bills Listing (BLRP)....................................................................127  6.8  Statistical Billed Payment Report (STRP)..................................130  6.9  Billing Activity for a Specific Patient (PTRP)..............................131  6.10  Listing of Billed Primary Diagnosis (DXRP)...............................132  6.11  Listing of Billed Procedures (PXRP)..........................................133  6.12  Charge Master Listing (CHRP)..................................................135  6.13  PCC Visit Tracking/Audit (PARP)..............................................136  6.14  View PCC Visit (VPRP) .............................................................138  6.15  Cancelled Claims Report (CCRP)..............................................139  6.16  Closed Claims Report (CLRP)...................................................140  6.17  Pending Claims Status Report (PCRP) .....................................141  7.0  Print Bills Menu (PRTP) .......................................................................144  7.1  Selection of Bills for Printing......................................................144  User Manual Table of Contents January 2010 v Third Party Billing System (ABM) Version 2.6 7.1.1  Mode Definition........................................................................144  7.1.2  Exclusion Parameters..............................................................145  7.2  Bills Awaiting Export Report (AWPR) ........................................145  7.3  Print Approved Bills (EXPR)......................................................147  7.4  Print Worksheet (Itemized CPT Data) (WSPR) .........................149  7.5  Print Mailing Address Labels (MLPR)........................................149  7.5.1  Printing Labels for Selected Insurers.......................................150  7.5.2  Printing Labels for Batches......................................................150  7.6  Reprint Bill (REPR)....................................................................151  7.6.1  Reprinting One or More Selected Bills.....................................152  7.6.2  Reprinting All Bills for an Export Batch....................................153  7.6.3  Reprinting Unpaid Bills............................................................154  7.7  Manual Entry of Resubmission Number ....................................155  7.8  Patient Statement......................................................................157  7.8.1  Setting-up the Header .............................................................158  7.8.2  Printing a Statement................................................................159  7.8.3  Printing Selective Statements..................................................159  7.8.4  Printing All Statements within an Approved Date Range.........161  7.8.5  Approving Official....................................................................161  7.9  Transmittal Listing (TRPR) ........................................................161  7.9.1  Transmittal Listing for Internal Use..........................................163  7.9.2  Transmittal List for Cover Letter..............................................164  7.10  Test Forms Alignment (TSPR)...................................................165  7.11  Recreate Batch of ICD-9 Bills (EMPR)......................................166  8.0  Table Maintenance Menu (TMTP)........................................................170  8.1  Fee Schedule Menu (FETM) .....................................................171  8.1.1  Fee Schedule Maintenance (EDFE)........................................171  8.1.2  Print Fee Schedule Listing (LSFE) ..........................................174  8.1.3  CPT - Corresponding ICD-Fee Listing (RPFE)........................175  8.1.4  Update ASC Fee Schedule (ASFE).........................................176  8.1.5  Transfer Drug Prices from Drug File (DTFE)...........................178  8.1.6  Import Foreign Fee Schedule (FIFE).......................................180  8.1.7  Increase/Decrease Fee Schedule (IDFE)................................182  8.2  CPT File Menu (CPTM).............................................................184  8.2.1  Replacement Text for CPT File Lookups (RPCP)....................185  8.2.2  Print CPT Procedure File (LSCP)............................................185  8.2.3  Inquire to CPT File (IQCP) ......................................................186  8.2.4  LAB CPT Codes to Pass to TPB (LACP).................................187  8.2.5  Modifiers Add/Edit (MDCP)......................................................189  8.3  Provider Menu...........................................................................189  8.3.1  Inquire to Provider File (PRTM)...............................................190  8.3.2  Provider Number Edit..............................................................191  8.3.3  Adding the NPI Number in RPMS............................................192  8.4  Location File Menu (LOTM).......................................................194  8.4.1  Location File Maintenance (EDLO)..........................................195  User Manual Table of Contents January 2010 vi Third Party Billing System (ABM) Version 2.6 8.4.2  Display Location File Entry (IQLO)..........................................197  8.5  Insurer File Menu (INTM)...........................................................198  8.5.1  Add/Edit Insurer (EDIN)...........................................................200  8.5.2  Replacement Text for Insurer Lookups (RPIN)........................219  8.5.3  Insurer Listing (LSIN)...............................................................220  8.5.4  Display Insurer Info (IQIN).......................................................221  8.5.5  Merge Duplicate Insurers (MRIN)............................................222  8.6  Coverage Type File Menu (COTM)............................................223  8.6.1  Add/Edit a Coverage Type (EDCO).........................................224  8.6.2  Print Coverage Type Listing (LSCO).......................................231  8.7  Site Parameter Maintenance (SITM).........................................232  8.8  Error Codes Menu (ERTM)........................................................246  8.8.1  Edit Error Codes (EDER).........................................................247  8.8.2  Error Codes Listing (LSER).....................................................249  8.9  Group Insurance Plans Menu (GRTM)......................................250  8.9.1  Add/Edit Group Insurance Plans (EDGR)................................251  8.9.2  Group Insurance Plans Listing (LSGR) ...................................253  8.9.3  Mass Group Plan Assignment for Specified Employer (ASGR)254  8.9.4  Merge Duplicate Group Plans (MRGR)...................................255  8.10  Revenue Codes Menu (RVTM)..................................................257  8.10.1  Revenue Codes Maintenance (EDRV)....................................258  8.10.2  Print Revenue Code Listing (LSRV)........................................259  8.11  UB-92 Codes Menu (UCTM) .....................................................260  8.11.1  UB-92 Code Maintenance (EDUB)..........................................260  8.11.2  UB-92 Codes Listing (LSUB)...................................................262  8.12  Employer File Menu (EMTM).....................................................263  8.12.1  Add/Edit an Employer (EDEM)................................................264  8.12.2  Employer Listing (LSEM).........................................................266  8.12.3  List all Employees by Employer (RPEM).................................267  8.12.4  Merge Duplicate Employers (MREM)......................................268  8.13  Drug File Menu (DRTM) ............................................................270  8.13.1  Drug Listing (LSDR) ................................................................270  8.13.2  Display a Drug File Entry (IQDR).............................................271  8.14  Visit Type Maintenance (VITM) .................................................273  8.15  Charge Master Add/Edit (CMTM)..............................................275  8.16  Dental Remap Table Maintenance (DMTM)..............................276  8.17  Form Locator Override (FLTM)..................................................277  8.18  Initialize New Facility (SSTM)....................................................279  8.19  Manager Reports (TMRP) .........................................................280  8.19.1  Table Maintenance Site Parameters Report (AUTM)..............281  8.19.2  Visit/Claim/Bill Tally Report (VCBT).........................................283  9.0  Eligibility Menu (ELTP).........................................................................290  9.1  Private Insurance Maintenance Menu (POEL) ..........................291  9.1.1  Listing of Policies and Members by Insurer (LSPO)................291  9.2  Eligibility Reports Menu (RPEL).................................................292  User Manual Table of Contents January 2010 vii Third Party Billing System (ABM) Version 2.6 9.2.1  Listing of Medicare Part a Enrollees (MARP)..........................293  9.2.2  Listing of Medicare Part B Enrollees (MBRP)..........................293  9.2.3  Listing of Medicare Part D Enrollees (MBRP)..........................293  9.2.4  Listing of Medicaid Enrollees (MDRP).....................................297  9.2.5  Private Insurance Eligibility Listing (PIRP)...............................297  9.2.6  VA Eligibility Listing (VARP)....................................................297  9.2.7  Listing of Commissioned Officers and Dependents (CORP)...298  9.2.8  Visits by Commissioned Officers and Dependents (VCRP).....298  10.0  Payment Posting (PPTP)......................................................................300  10.1.1  Adding a Payment...................................................................301  10.1.2  Deleting a Payment.................................................................303  10.1.3  Editing a Payment ...................................................................304  11.0  Electronic Media Claims (EMTP).........................................................306  11.1  Batch Summary (BSEM)............................................................307  11.2  Create EMC File (CREM)..........................................................308  11.3  Recreate an EMC File (RCEM)..................................................311  11.4  Summary of Bills Ready for Submission (SUEM)......................312  12.0  Set Site (SSTP)......................................................................................314  13.0  Cashiering Options (UCSH).................................................................315  13.1  Cashiering Sign In/Sign Out (CIO).............................................315  13.1.1  Closing an Open Session........................................................318  13.1.2  Re-Opening a Closed Session................................................320  13.2  View Cashiering Session (UVCH)..............................................321  13.3  Supervisory Functions (SUP) ....................................................324  13.3.1  Re-Open a Closed Session (OPN)..........................................325  13.3.2  Reconcile All Sessions (REC) .................................................326  13.3.3  View UFMS Export File (VEF).................................................332  13.3.4  View UFMS Host File (VHF)....................................................339  13.3.5  UFMS Setup (SET)..................................................................341  13.4  UFMS Reports (RPTS)..............................................................344  13.4.1  Psuedo TIN Listing (PTIN).......................................................344  13.4.2  Insurer TIN Listing (ITIN).........................................................345  13.4.3  View/Print CAN Crosswalk (CANV).........................................347  13.4.4  Grand Total All Files by Transmission Date (GTOT)...............352  13.4.5  Cashiering Session Productivity Report (CSPR).....................353  14.0  Glossary................................................................................................356  15.0  Appendix A: Third Party Billing EMC Preparation.............................363  15.1  RPMS File (Batch) Creation ......................................................365  15.2  Save File on UNIX to Diskette...................................................367  15.3  Transmit Files to Medicare if FI Is Trailblazers Healthcare LLC 368  15.4  To Download Medicare’s Response to the Transmission..........369  User Manual Table of Contents January 2010 viii Third Party Billing System (ABM) Version 2.6 Appendix B: Third Party Billing Location Setup...........................................372  Set up the Billable Location in Accounts Receivable..............................372  Set up the Site Parameter Function in Third Party Billing.......................372  Appendix F: Cancelled Claim Reasons.........................................................373  Closed Claim Reasons...........................................................................375  Contact Information........................................................................................377  User Manual Table of Contents January 2010 ix Third Party Billing System (ABM) Version 2.6 1.0 Introduction The Third Party Billing System (ABM) is designed to automate the creation of a claim using existing RPMS data. In ABM, the user can:  Edit files and claims.  Print a UB-92, UB-04, CMS-1500, NCPDP or ADA Dental form.  Create an electronic 837 HIPAA Version 4010 X12 file.  Print bills for Medicare, Medicaid, private insurance, and non-beneficiary (self-pay) patients.  Export claims in the HIPAA-compliant 837 format. ABM also supports the RPMS Accounts Receivable (BAR) application. Using ABM, the user can:  Create claims manually or automatically.  Generate multiple forms for the same claim and Year 2000-compliant electronic media claims.  Override a manual cancellation, and the Claim Generator will create a new claim with the same claim number. Because patients can be seen as an outpatient and an inpatient on the same day, the ABM package combines these visits into one inpatient claim. This eliminates billing two separate visits on one day for which only one is paid (the first one that reaches the insurer.) All billable items are placed on ONE claim per inpatient stay. ABM has a flexible design that accommodates billing to a specific payer’s requirements or a unique contractual agreement. The user may select a primary billing entity, re-bill any secondary insurers, and back-bill for physician inpatient services. ABM provides the use of coverage types to prevent non-reimbursable billing. Error checking prevents submission of erroneous bills, and the user can define the conditions for the error checking. The user may also associate all prescribed medications with a dispense fee that is automatically added to the drug cost. Finally, ABM allows generation of a separate bill for each page of the Claim Editor, making it possible to generate professional component bills that must be on a separate form but are sent to the same payer. Depending on the settings, ABM will automatically split the professional component claim for Medicare. User Manual Introduction January 2010 1