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Slide 1: National Uniform Claim Committee NUCC TM National Uniform Claim Committee 1500 Health Insurance Claim Form Reference Instruction Manual For Form Version 08/05 July 2008 Version 4.0 07/08
Slide 2: Disclaimer and Notices © 2008 American Medical Association This document is published in cooperation with the National Uniform Claim Committee (NUCC) by the American Medical Association (AMA). Permission is granted to any individual to copy and distribute this material as long as the copyright statement is included, the contents are not changed, and the copies are not sold or licensed. Applicable FARS/DFARS restrictions apply. The 1500 Health Insurance Claim Form is in the public domain. The NUCC has developed this general instructions document for completing the 1500 Health Insurance Claim Form. This document is intended to be a guide for completing the 1500 Claim Form and not definitive instructions for this purpose. Any user of this document should refer to the most current federal, state, or other payer instructions for specific requirements applicable to using the 1500 Claim Form. The NUCC Reference Instruction Manual must remain intact. Any payer-specific or other organization-specific instructions for completion of the 1500 Claim Form need to be maintained in a separate document. The information provided here is for reference use only and does not constitute the rendering of legal, financial, or other professional advice or recommendations by the AMA or the NUCC. You should consult with an appropriate professional if you need legal or other advice. The listing of an organization or the provision of a link to a web site does not imply any endorsement by the AMA or the NUCC or by any of its members for the products, services, and/or Internet sites listed. This document is provided “as is” without representation or warranty of any kind either express or implied. The AMA and the NUCC and its members shall not be responsible for any use or non use of this document. Version 4.0 07/08 2
Slide 3: TABLE OF CONTENTS Page Background Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4 Sample 1500 Claim Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5 Overall Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6 Field Specific Instructions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 Carrier Block . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7 Items 1-13: Patient and Insured Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .9 Items 14-33: Provider or Supplier Information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .24 Appendix A: Abbreviations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55 Appendix B: Guidelines for Modifying the 1500 (08/05) Claim Form . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .57 Appendix C: Maintenance of the 1500 Reference Instruction Manual . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58 Version 4.0 07/08 3
Slide 4: 1500 CLAIM FORM INSTRUCTIONS: BACKGROUND INFORMATION The 1500 Health Insurance Claim Form answers the needs of many health payers. It is the basic paper claim form prescribed by many health plans for claims submitted by physicians and suppliers, and in some cases, for ambulance services. In the 1960s there were a number of different claim forms and coding systems required by third-party payers to communicate information regarding procedures and services to agencies concerned with insurance claims. However, there was no standardized form for physicians and other health care providers to report health care services. Therefore, the American Medical Association (AMA) embraced an assignment in the 1980s to work with the Centers for Medicare & Medicaid Services (CMS; formerly known as HCFA), and many other payer organizations through a group called the Uniform Claim Form Task Force to standardize and promote the use of a universal health claim form. As a result of this joint effort, the 1500 Claim Form is accepted nationwide by most insurance entities as the standard claim form/attending physician statement for submission of medical claims. With the transition to an increase in electronic claims submission and the Health Insurance Portability and Accountability Act (HIPAA) regulations, the Uniform Claim Form Task Force was replaced by the National Uniform Claim Committee (NUCC) in the mid 1990s. The NUCC’s goal was to develop the NUCC Data Set (NUCC-DS), a standardized data set for use in an electronic environment, but applicable to and consistent with evolving paper claim form standards. The NUCC continues to be responsible for the maintenance of the 1500 Claim Form. After considerable research to determine if the claim form needed updating in the late 1990s, the NUCC determined that the cost to implement any changes to the form at that time would exceed any projected gains. Although many providers now submit electronic claims, many of their software/hardware systems depend on the existing 1500 Claim Form in its current image. Minor changes have been made to the form in order to accommodate the National Provider Identifier (NPI) as well as other identifiers. The following 1500 Claim Form instructions were approved by the NUCC in November, 2005. The NUCC will continue to research the type of data that are typically reported in the “reserved for local use” fields as well as the required data elements in the other fields that may apply to public and private payers. Therefore, the instructions will continue to evolve. The ultimate goal of the NUCC is to develop standardized national instructions. The end result may require additional changes to the 1500 Claim Form in the future. The instructions in this manual are not specific to any applicable public or private payer. Version 4.0 07/08 4
Slide 6: OVERALL INSTRUCTIONS Each Item Number includes the title, instructions, description, field specifications, and example. The examples provided in the instructions are demonstrating how to enter the data in the field. They are not providing instruction on how to bill for certain services. Punctuation The use of punctuation is noted in the instructions section of each Item Number. Multiple Page Claims When reporting line item services on multiple page claims, only the diagnosis code(s) reported on the first page may be used and must be repeated on subsequent pages. If more than four diagnoses are required to report the line services, the claim must be split and the services related to the additional diagnoses must be billed as a separate claim. Please note: Form images throughout this manual may not be to scale. Version 4.0 07/08 6
Slide 7: FIELD SPECIFIC INSTRUCTIONS CARRIER BLOCK The carrier block is located in the upper right margin of the form. A bar code that existed on some forms in the upper left margin has been eliminated. In order to distinguish this version from previous versions, the 1500 symbol and the date approved by the NUCC has been added to the top margin. Instructions: Enter in the white, open carrier area the name and address of the payer to whom this claim is being sent. Enter the name and address information in the following format: 1st Line – Name 2nd Line – First line of address 3rd Line – Second line of address 4th Line – City, State (2 characters) and ZIP Code Line 4 5 6 7 Descriptor Payer Name Payer Address 1 Payer Address 2 Payer City State and ZIP Type A/N A/N A/N A/N Bytes 41 41 41 41 Columns 38-78 38-78 38-78 38-78 For an address with three lines, enter it in the following format: 1st Line – Name 2nd Line – Line of address 3rd Line – Leave blank 4th Line – City, State (2 characters) and ZIP Code Line 4 5 6 7 Descriptor Payer Name Payer Address Leave blank Payer City State and ZIP Type A/N A/N A/N Bytes Columns 41 38-78 41 38-78 41 38-78 Do not use commas, periods, or other punctuation in the address (e.g., 123 N Main Street 101 instead of 123 N. Main Street, #101). When entering a 9 digit ZIP code, include the hyphen. When printing page numbers on multiple page claims (general done by clearinghouses when converting the 837P 4010A1 to the 1500 Claim Form), print the page numbers in the Carrier Block on Line 8 beginning at column 32. Page numbers are to be printed as: Page XX of YY Version 4.0 07/08 7
Slide 8: Description: The payer is the carrier, health plan, third-party administrator, or other payer who will handle the claim. This information directs the claim to the appropriate payer. Example: Four line address: ABC Insurance Company Suite 600 567 Insurance Lane Big City, IL 60605 Page 01 of 02 Three line address: ABC Insurance Company 567 Insurance Lane Big City, IL 60605 Page 01 of 02 Version 4.0 07/08 8
Slide 9: ITEMS 1–13: PATIENT AND INSURED INFORMATION Item Number 1 Title: Medicare, Medicaid, TRICARE CHAMPUS, CHAMPVA, Group Health Plan, FECA, Black Lung, Other Instructions: Indicate the type of health insurance coverage applicable to this claim by placing an X in the appropriate box. Only one box can be marked. Description: Medicare, Medicaid, TRICARE CHAMPUS, CHAMPVA, Group Health Plan, FECA, Black Lung, or Other means the insurance type to whom the claim is being submitted. Other indicates health insurance including HMOs, commercial insurance, automobile accident, liability, or workers’ compensation. This information directs the claim to the correct program and may establish primary liability. Field Specifications: This field allows for entry of 1 character in any box within the field. Example: x Item Number 1a Title: Insured’s ID Number Instructions: Enter insured’s ID number as shown on insured’s ID card for the payer to whom the claim is being submitted. For Workers Compensation: Enter the Employee ID Description: The insured’s ID number is the identification number of the person who holds the policy or the dependent patient if they have been issued a unique identifier by the payer. This information identifies the patient to the payer. Field Specification: This field allows for entry of 29 characters. Example: x0123456789 Version 4.0 07/08 9
Slide 10: Item Number 2 Title: Patient’s Name Instructions: Enter the patient’s full last name, first name, and middle initial. If the patient uses a last name suffix (e.g., Jr, Sr) enter it after the last name, and before the first name. Titles (e.g., Sister, Capt, Dr) and professional suffixes (e.g., PhD, MD, Esq) should not be included with the name. Use commas to separate the last name, first name, and middle initial. A hyphen can be used for hyphenated names. Do not use periods within the name. Description: The patient’s name is the name of the person who received the treatment or supplies. Field Specification: This field allows for the entry of 28 characters. Example: Doe Jr, John, J Item Number 3 Title: Patient’s Birth Date, Sex Instructions: Enter the patient’s 8-digit birth date (MM | DD | CCYY). Enter an X in the correct box to indicate sex of the patient. Only one box can be marked. If gender is unknown, leave blank. Description: The patient’s birth date and sex (gender) is information that will identify the patient and it distinguishes persons with similar names. Field Specification: This field allows for the entry of the following: 2 characters under MM, 2 characters under DD, 4 characters under YY, and 1 character in either box. Example: 01 01 1987 x Version 4.0 07/08 10
Slide 11: Item Number 4 Title: Insured’s Name Instructions: Enter the insured’s full last name, first name, and middle initial. If the insured uses a last name suffix (e.g., Jr, Sr) enter it after the last name, and before the first name. Titles (e.g., Sister, Capt, Dr) and professional suffixes (e.g., PhD, MD, Esq) should not be included with the name. Use commas to separate the last name, first name, and middle initial. A hyphen can be used for hyphenated names. Do not use periods within the name. For Workers Compensation: Enter the name of the Employer. Description: The insured’s name identifies the person who holds the policy, which would be the employee for employer-provided health insurance. Field Specification: This field allows for the entry of 29 characters. Example: Doe, John, J Version 4.0 07/08 11
Slide 12: Item Number 5 Title: Patient’s Address (multiple fields) Instructions: Enter the patient’s mailing address and telephone number. The first line is for the street address; the second line, the city and state; the third line, the ZIP code and phone number. Patient’s Telephone does not exist in the electronic 837 Professional 4010A1. Do not use commas, periods, or other punctuation in the address (e.g., 123 N Main Street 101 instead of 123 N. Main Street, #101). When entering a 9 digit ZIP code, include the hyphen. Do not use a hyphen or space as a separator within the telephone number. If a foreign address, contact payer for specific reporting instructions. Description: The patient’s address refers to the patient’s permanent residence. A temporary address or school address should not be used. Field Specification: This field allows for the entry of the following: 28 characters for street address, 24 characters for city, 3 characters for state, 12 characters for ZIP code, 3 characters for area code, and 10 characters for phone number. Example: 123 Main Street Anytown 60610 312 5551212 IL Version 4.0 07/08 12
Slide 13: Item Number 6 Title: Patient Relationship to Insured Instructions: Enter an X in the correct box to indicate the patient’s relationship to insured when Item Number 4 is completed. Only one box can be marked. Description: The patient relationship to insured refers to how the patient is related to the insured. Self would indicate that the insured is the patient. Spouse would indicate that the patient is the husband or wife or qualified partner as defined by the insured’s plan. Child would indicate that the patient is the minor dependent as defined by the insured’s plan. Other would indicate that the patient is other than the self, spouse, or child, which may include employee, ward, or dependent as defined by the insured’s plan. Field Specification: This field allows for entry of 1 character in any box within the field. Example: x Version 4.0 07/08 13
Slide 14: Item Number 7 Title: Insured’s Address (multiple fields) Instructions: Enter the insured’s address and telephone number. If Item Number 4 is completed then this field should be completed. The first line is for the street address; the second line, the city and state; the third line, the ZIP code and phone number. Insured’s Telephone does not exist in the electronic 837 Professional 4010A1. Do not use commas, periods, or other punctuation in the address (e.g., 123 N Main Street 101 instead of 123 N. Main Street, #101). When entering a 9 digit ZIP code, include the hyphen. Do not use a hyphen or space as a separator within the telephone number. For Workers Compensation: Enter the address of the Employer. Description: The insured’s address refers to the insured’s permanent residence, which may be different from the patient’s address in Item Number 5. Field Specification: This field allows for the entry of the following: 29 characters for street address, 23 characters for city, 4 characters for state, 12 characters for ZIP code, 3 characters for area code, and 10 characters for phone number. Example: 123 Main Street Anytown 60610 IL 312 5551212 Version 4.0 07/08 14
Slide 15: Item Number 8 Title: Patient Status Instructions: Patient Status does not exist in the electronic 837 Professional 4010A1. Enter an X in the box for the patient’s marital status, and for the patient’s employment or student status. Only one box on each line can be marked. Description: The patient status indicates the patient’s marital and employment status. Employed would indicate that the patient has a job. Full-time student would indicate that the patient is registered as a full-time student as defined by the post-secondary school or university. Part-time student would indicate that the patient is registered as a part-time student as defined by the post-secondary school or university. This information is important for determination of liability and coordination of benefits (COB). Field Specification: This field allows for entry of 1 character in any box within the field. Example: x x Version 4.0 07/08 15
Slide 16: Item Number 9 Title: Other Insured’s Name Instructions: If Item Number 11d is marked, complete fields 9 and 9a-d, otherwise leave blank. When additional group health coverage exists, enter other insured’s full last name, first name, and middle initial of the enrollee in another health plan if it is different from that shown in Item Number 2. If the insured uses a last name suffix (e.g., Jr, Sr) enter it after the last name, and before the first name. Titles (e.g., Sister, Capt, Dr) and professional suffixes (e.g., PhD, MD, Esq) should not be included with the name. Use commas to separate the last name, first name, and middle initial. A hyphen can be used for hyphenated names. Do not use periods within the name. Description: The other insured’s name indicates that there is a holder of another policy that may cover the patient. Field Specification: This field allows for the entry of 28 characters. Example: Doe, Mary, A Item Number 9a Title: Other Insured’s Policy or Group Number Instructions: Enter the policy or group number of the other insured. Do not use a hyphen or space as a separator within the policy or group number. Description: The other insured’s policy or group number identifies the policy or group number for coverage of the insured as indicated in Item Number 9. Field Specification: This field allows for the entry of 28 characters. Example: x9876543210 Version 4.0 07/08 16
Slide 17: Item Number 9b Title: Other Insured’s Date of Birth, Sex Instructions: Enter the 8-digit date of birth (MM | DD | CCYY) of the other insured and an X to indicate the sex of the other insured. Only one box can be marked. If gender is unknown, leave blank. Description: The other insured’s date of birth and sex (gender) identifies the birth date and gender of the insured as indicated in Item Number 9. Field Specification: This field allows for the entry of the following: 2 characters under MM, 2 characters under DD, 4 characters under YY, and 1 character in either box. Example: 01 01 1960 x Item Number 9c Title: Employer’s Name or School Name Instructions: Employer’s Name and School Name do not exist in the electronic 837 Professional 4010A1. Enter the name of the other insured’s employer or school. Description: The employer’s name or school name identifies the name of the employer or school attended by the other insured as indicated in Item Number 9. Field Specification: This field allows for the entry of 28 characters. Example: Community Hospital Version 4.0 07/08 17
Slide 18: Item Number 9d Title: Insurance Plan Name or Program Name Instructions: Enter the other insured’s insurance plan or program name. Description: The insurance plan name or program name identifies the name of the plan or program of the other insured as indicated in Item Number 9. Field Specification: This field allows for the entry of 28 characters. Example: XYZ Insurance Company Version 4.0 07/08 18
Slide 19: Item Numbers 10a–10c Title: Is Patient’s Condition Related To: Instructions: When appropriate, enter an X in the correct box to indicate whether one or more of the services described in Item Number 24 are for a condition or injury that occurred on the job or as a result of an automobile or other accident. Only one box on each line can be marked. The state postal code must be shown if "YES" is marked in 10b for "Auto Accident." Any item marked "YES" indicates there may be other applicable insurance coverage that would be primary, such as automobile liability insurance. Primary insurance information must then be shown in Item Number 11. Description: This information indicates whether the patient’s illness or injury is related to employment, auto accident, or other accident. Employment (current or previous) would indicate that the condition is related to the patient’s job or workplace. Auto accident would indicate that the condition is the result of an automobile accident. Other accident would indicate that the condition is the result of any other type of accident. Field Specification: This field allows for the entry of the following: 1 character in either box per each line and 2 characters in the Place/State field Example: x x x Version 4.0 07/08 19
Slide 20: Item Number 10d Title: Reserved for Local Use Instructions: Please refer to the most current instructions from the applicable public or private payer regarding the use of this field. When required by payers to provide a sub-set of Condition Codes approved by the NUCC, enter the Condition Code in this field. Use the qualifier BG to indicate that the code being reported is a Condition Code. Enter the Condition Code in the following order: qualifier, Condition Code, e.g., BGAD or BGW2. The Condition Codes approved for use on the 1500 Claim Form are available at www.nucc.org under Code Sets. For Workers Compensation: Condition Codes are required when submitting a bill that is a duplicate or an appeal. (Original Reference Number must be entered in Box 22 for these conditions). Note: Do not use Condition Codes when submitting a revised or corrected bill. Field Specification: This field allows for the entry of 19 characters. Example: None Item Number 11 Title: Insured’s Policy, Group, or FECA Number Instructions: Enter the insured’s policy or group number as it appears on the insured’s health care identification card. If Item Number 4 is completed, then this field should be completed. Do not use a hyphen or space as a separator within the policy or group number. For Workers Compensation: Required if known. Enter Workers’ Compensation Claim Number assigned by the payer. Description: The insured’s policy, group, or FECA number refers to the alphanumeric identifier for the health, auto, or other insurance plan coverage. The FECA number is the 9-digit alphanumeric identifier assigned to a patient claiming work-related condition(s) under the Federal Employees Compensation Act 5 USC 8101. Field Specification: This field allows for the entry of 29 characters. Example: A1234 Version 4.0 07/08 20
Slide 21: Item Number 11a Title: Insured’s Date of Birth, Sex Instructions: Enter the 8-digit date of birth (MM | DD | CCYY) of the insured and an X to indicate the sex of the insured. Only one box can be marked. If gender is unknown, leave blank. Description: The insured’s date of birth and sex (gender) refers to the birth date and gender of the insured as indicated in Item Number 1a. Field Specification: This field allows for the entry of the following: 2 characters under MM, 2 characters under DD, 4 characters under YY, and 1 character in either box. Example: 01 01 1958 x Item Number 11b Title: Insured’s Employer’s Name or School Name Instructions: Employer’s Name and School Name do not exist in the electronic 837 Professional 4010A1. Enter the name of the insured’s employer or school. Description: The insured’s employer’s name or school name refers to the name of the employer or school attended by the insured as indicated in Item Number 1a. Field Specification: This field allows for the entry of 29 characters. Example: Local Company Version 4.0 07/08 21
Slide 22: Item Number 11c Title: Insurance Plan Name or Program Name Instructions: Enter the insurance plan or program name of the insured. Some payers require an identification number of the primary insurer rather than the name in this field. Description: The insurance plan name or program name refers to the name of the plan or program of the insured as indicated in Item Number 1a. Field Specification: This field allows for the entry of 29 characters. Example: ABC Insurance Company Item Number 11d Title: Is there another Health Benefit Plan? Instructions: When appropriate, enter an X in the correct box. If marked "YES", complete 9 and 9a–d. Only one box can be marked. Description: "Is there another health benefit plan" indicates that the patient has insurance coverage other than the plan indicated in Item Number 1. Field Specification: This field allows for the entry of 1 character in either box. Example: x Version 4.0 07/08 22
Slide 23: Item Number 12 Title: Patient’s or Authorized Person’s Signature Instructions: Enter "Signature on File," "SOF," or legal signature. When legal signature, enter date signed in 6 digit format (MMDDYY) or 8-digit format (MMDDCCYY). If there is no signature on file, leave blank or enter "No Signature on File." Description: The patient’s or authorized person’s signature indicates there is an authorization on file for the release of any medical or other information necessary to process and/or adjudicate the claim. Field Specification: Use the space available to enter signature/information and date. Example: SOF Item Number 13 Title: Insured’s or Authorized Person’s Signature Instructions: Enter "Signature on File," "SOF," or legal signature. If there is no signature on file, leave blank or enter "No Signature on File." Description: The insured’s or authorized person’s signature indicates that there is a signature on file authorizing payment of medical benefits. Field Specification: Use the space available to enter signature/information. Example: SOF Version 4.0 07/08 23
Slide 24: ITEMS 14–33: PROVIDER OR SUPPLIER INFORMATION Item Number 14 Title: Date of Current Illness, Injury, Pregnancy Instructions: Enter the 6-digit (MM | DD | YY) or 8-digit (MM | DD | CCYY) date of the first date of the present illness, injury, or pregnancy. For pregnancy, use the date of the last menstrual period (LMP) as the first date. Description: The date of current illness, injury, pregnancy refers to the first date of onset of illness, the actual date of injury, or the LMP for pregnancy. Field Specification: This field allows for the entry of the following: 2 characters under MM, 2 characters under DD, and 4 characters under YY. Example: 09 30 2005 Item Number 15 Title: If Patient Has Had Same or Similar Illness Instructions: Enter the first date the patient had the same or a similar illness. Enter the date in the 6-digit format (MM | DD | YY) or 8-digit format (MM | DD | CCYY). Previous pregnancies are not a similar illness. Leave blank if unknown. Description: A patient having had same or similar illness would indicate that the patient had a previously related condition. Field Specification: This field allows for the entry of the following: 2 characters under MM, 2 characters under DD, and 4 characters under YY. Example: 09 25 2005 Version 4.0 07/08 24
Slide 25: Item Number 16 Title: Dates Patient Unable to Work in Current Occupation Instructions: If the patient is employed and is unable to work in current occupation, a 6-digit (MM | DD | YY) or 8-digit (MM | DD | CCYY) date must be shown for the "from–to" dates that the patient is unable to work. An entry in this field may indicate employment-related insurance coverage. Description: Dates patient unable to work in current occupation would refer to the time span the patient is or was unable to work. Field Specification: This field allows for the entry of the following in each of the date fields: 2 characters under MM, 2 characters under DD, and 4 characters under YY. Example: 09 25 2005 10 28 2005 Item Number 17 Title: Name of Referring Provider or Other Source Instructions: Enter the name (First Name, Middle Initial, Last Name) and credentials of the professional who referred, ordered, or supervised the service(s) or supply(ies) on the claim. If multiple providers are involved, enter one provider using the following priority order: 1. Referring Provider 2. Ordering Provider 3. Supervising Provider Do not use periods or commas within the name. A hyphen can be used for hyphenated names. Description: The name is the referring provider, ordering provider, or supervising provider who referred, ordered, or supervised the service(s) or supply(s) on the claim. Field Specification: This field allows for the entry of 26 characters. Example: Jane A Smith MD Version 4.0 07/08 25
Slide 26: Item Number 17a and 17b (split field) Title 17a: Other ID# Instructions 17a: The Other ID number of the referring, ordering, or supervising provider is reported in 17a in the shaded area. The qualifier indicating what the number represents is reported in the qualifier field to the immediate right of 17a. The NUCC defines the following qualifiers, since they are the same as those used in the electronic 837 Professional 4010A1: 0B 1B 1C 1D 1G 1H EI G2 LU N5 SY X5 ZZ State License Number Blue Shield Provider Number Medicare Provider Number Medicaid Provider Number Provider UPIN Number CHAMPUS Identification Number Employer’s Identification Number Provider Commercial Number Location Number Provider Plan Network Identification Number Social Security Number (The social security number may not be used for Medicare.) State Industrial Accident Provider Number Provider Taxonomy The above list contains both provider identifiers, as well as the provider taxonomy code. The provider identifiers are assigned to the provider either by a specific payer or by a third party in order to uniquely identify the provider. The taxonomy code is designated by the provider in order to identify his/her provider type, classification, and/or area of specialization. Both, provider identifiers and provider taxonomy may be used in this field. Description: The non-NPI ID number of the referring, ordering, or supervising provider refers to the unique identifier of the professional or to the provider designated taxonomy code. Field Specification: This field allows for the entry of 2 characters in the qualifier field and 17 characters in the Other ID# field. Title 17b: NPI # Instructions 17b: Enter the NPI number of the referring, ordering, or supervising provider in Item Number 17b. Description: The NPI number refers to the HIPAA National Provider Identifier number. Field Specification: This field allows for the entry of a 10 digit NPI number. Example: 1B ABC1234567890 0123456789 Version 4.0 07/08 26
Slide 27: Item Number 18 Title: Hospitalization Dates Related to Current Services Instructions: Enter the inpatient 6-digit (MM | DD | YY) or 8-digit (MM | DD | CCYY) hospital admission date followed by the discharge date (if discharge has occurred). If not discharged, leave discharge date blank. This date is when a medical service is furnished as a result of, or subsequent to, a related hospitalization. Description: The hospitalization dates related to current services would refer to an inpatient stay and indicates the admission and discharge dates associated with the service(s) on the claim. Field Specification: This field allows for the entry of the following in each of the date fields: 2 characters under MM, 2 characters under DD, and 4 characters under YY. Example: 09 25 2005 Item Number 19 09 28 2005 Title: Reserved for local use Instructions: Please refer to the most current instructions from the applicable public or private payer regarding the use of this field. Some payers ask for certain identifiers in this field. If identifiers are reported in this field, enter the appropriate qualifiers describing the identifier. Do not enter a space, hyphen, or other separator between the qualifier code and the number. The NUCC defines the following qualifiers, since they are the same as those used in the electronic 837 Professional 4010A1: 0B 1B 1C 1D 1G 1H EI G2 LU N5 SY X5 ZZ State License Number Blue Shield Provider Number Medicare Provider Number Medicaid Provider Number Provider UPIN Number CHAMPUS Identification Number Employer’s Identification Number Provider Commercial Number Location Number Provider Plan Network Identification Number Social Security Number (The social security number may not be used for Medicare.) State Industrial Accident Provider Number Provider Taxonomy The above list contains both provider identifiers, as well as the provider taxonomy code. The provider identifiers are assigned to the provider either by a specific payer or by a third party in order to uniquely identify the provider. The taxonomy code is designated by the provider in order to identify his/her provider type, classification, and/or area of specialization. Both, provider identifiers and provider taxonomy may be used in this field. Version 4.0 07/08 27
Slide 28: When reporting a second item of data, enter three blank spaces and then the next qualifier and number/code/information. For Workers’ Compensation: Required based on Jurisdictional Workers’ Compensation Guidelines. When reporting Supplemental Claim Information, use the qualifier PWK for data, followed by the appropriate Report Type Code, the appropriate Transmission Type Code, then the Attachment Control Number. Do not enter spaces between qualifiers and data. The NUCC defines the following qualifiers, since they are the same as those used in the electronic 837 Professional 4010A1: REPORT TYPE CODE 77 Support Data for Verification (REFERRAL - Use this code to indicate a completed referral form.) AS Admission Summary B2 Prescription B3 Physician Order B4 Referral Form CT Certification DA Dental Models DG Diagnostic Report DS Discharge Summary EB Explanation of Benefits (Coordination of Benefits or Medicare Secondary Payor) MT Models NN Nursing Notes OB Operative Note OZ Support Data for Claim PN Physical Therapy Notes PO Prosthetics or Orthotic Certification PZ Physical Therapy Certification RB Radiology Films RR Radiology Reports RT Report of Tests and Analysis Report TRANSMISSION TYPE CODE AA Available on Request at Provider Site BM By Mail EL Electronically Only (Use to indicate that attachment is being transmitted electronically) EM E-Mail FX By Fax Example: PWK77FX12363545465 Field Specification: This field allows for the entry of 83 characters. Example: None Version 4.0 07/08 28
Slide 29: Item Number 20 Title: Outside Lab? $Charges Instructions: Complete this field when billing for purchased services. Enter an X in "YES" if the reported service(s) was performed by an entity other than the billing provider. If "YES", enter the purchased price under charges. A "YES" mark indicates that an entity other than the entity billing for the service performed the purchased services. A "NO" mark indicates that no purchased services are included on the claim. When "YES" is annotated, Item Number 32 must be completed. When billing for multiple purchased services, each service should be submitted on a separate claim form. Only one box can be marked. When entering the charge amount, enter the amount in the field to the left of the vertical line. Enter the number right justified to the left of the vertical line. Do not use commas or a decimal point when reporting amounts. Negative dollar amounts are not allowed. Dollar signs should not be entered. Use 00 for the cents if the amount is a whole number. Leave the right-hand field blank. Description: Outside lab? $Charges indicates that services have been rendered by an independent provider as indicated in Item Number 32 and the related costs. Field Specification: This field allows for the entry of the following: 1 character in either box in the Outside Lab area and 8 characters to the left of the vertical line in the $Charges area. Example: x x 112500 112575 Version 4.0 07/08 29
Slide 30: Item Number 21 Title: Diagnosis or Nature of Illness or Injury (relate items 1, 2, 3, or 4 to 24E by line) Instructions: Enter the patient’s diagnosis/condition. List no more than four ICD-9-CM diagnosis codes. Relate lines 1, 2, 3, 4 to the lines of service in 24E by line number. Use the highest level of specificity. Do not provide narrative description in this field. When entering the number, include a space (accommodated by the period) between the two sets of numbers. If entering a code with more than 3 beginning digits (e.g., E codes), enter the fourth digit above the period. Description: The diagnosis or nature of illness or injury refers to the sign, symptom, complaint, or condition of the patient relating to the service(s) on the claim. Field Specification: This field allows for the entry of 3 characters prior to the period, 1 character above the period, and 4 characters after the period in each of the four line areas. Example: 998 59 780 6 V18 0 E878 8 Version 4.0 07/08 30
Slide 31: Item Number 22 Title: Medicaid Resubmission and/or Original Reference Number Instructions: List the original reference number for resubmitted claims. Please refer to the most current instructions from the applicable public or private payer regarding the use of this field (e.g., code). When resubmitting a claim, enter the appropriate bill frequency code left justified in the left-hand side of the field. 7 – Replacement of prior claim 8 – Void/cancel of prior claim This Item Number is not intended for use for original claim submissions. Description: Medicaid resubmission means the code and original reference number assigned by the destination payer or receiver to indicate a previously submitted claim or encounter. Field Specification: This field allows for the entry of 11 characters in the Code area and 18 characters in the Original Ref. No. area. Example: 123 Item Number 23 ABC1234567890 Title: Prior Authorization Number Instructions: Enter any of the following: prior authorization number or referral number, as assigned by the payer for the current service, or the Clinical Laboratory Improvement Amendments (CLIA) number or the mammography pre-certification number. Do not enter hyphens or spaces within the number. For Workers Compensation: Required when a prior authorization, referral, concurrent review, or voluntary certification was received. Description: The prior authorization number refers to the payer assigned number authorizing the service(s). Field Specification: This field allows for the entry of 29 characters. Example: 1234567890A Version 4.0 07/08 31
Slide 32: Section 24 Instructions: Supplemental information can only be entered with a corresponding, completed service line. The six service lines in section 24 have been divided horizontally to accommodate submission of both the NPI and another/proprietary identifier during the NPI transition and to accommodate the submission of supplemental information to support the billed service. The top area of the six service lines is shaded and is the location for reporting supplemental information. It is not intended to allow the billing of 12 lines of service. The supplemental information is to be placed in the shaded section of 24A through 24G as defined in each Item Number. Providers must verify requirements for this supplemental information with the payer. See page 43 for further instructions and examples of how to enter supplemental information. Field Specifications: The shaded area of lines 1 through 6 allow for the entry of 61 characters from the beginning of 24A to the end of 24G. Version 4.0 07/08 32
Slide 33: Item Number 24A Title: Date(s) of Service [lines 1–6] Instructions: Enter date(s) of service, from and to. If one date of service only, enter that date under "From." Leave "To" blank or re-enter "From" date. If grouping services, the place of service, procedure code, charges, and individual provider for each line must be identical for that service line. Grouping is allowed only for services on consecutive days. The number of days must correspond to the number of units in 24G. When required by payers to provide additional anesthesia services information (e.g., begin and end times), narrative description of an unspecified code, NDC, VP – HIBCC codes, OZ – GTIN codes, contract rate, or tooth numbers and areas of the oral cavity enter the applicable qualifier and number/code/information starting with the first space in the shaded line of this field. Do not enter a space, hyphen, or other separator between the qualifier and the number/code/ information. The information may extend to 24G. Further instructions on entering supplemental information with qualifiers, including examples, are on page 43. Description: Date(s) of service indicate the actual month, day, and year the service(s) was provided. Grouping services refers to a charge for a series of identical services without listing each date of service. Field Specification: This field allows for the entry of the following in each of the unshaded date fields: 2 characters under MM, 2 characters under DD, and 2 characters under YY. Example: 09 30 05 09 30 05 Version 4.0 07/08 33
Slide 34: Item Number 24B Title: Place of Service [lines 1–6] Instructions: In 24B, enter the appropriate two-digit code from the Place of Service Code list for each item used or service performed. The Place of Service Codes are available at: www.cms.hhs.gov/MedHCPCSGenInfo/Downloads/Place_of_Service.pdf. Description: The Place of Service Code identifies the location where the service was rendered. Field Specification: This field allows for the entry of 2 characters in the unshaded area. Example: 11 Version 4.0 07/08 34
Slide 35: Item Number 24C Title: EMG [lines 1–6] This Item Number was originally titled "Type of Service" and "Type of Service" is no longer used so it has been eliminated. Instructions: Check with trading partner to determine if this element (emergency indicator) is necessary. If required, enter Y for "YES" or leave blank if "NO" in the bottom, unshaded area of the field. The definition of emergency would be either defined by federal or state regulations or programs, payer contracts, or as defined in the electronic 837 Professional 4010A1 implementation guide. Field Specification: This field allows for the entry of 2 characters in the unshaded area. Example: Y Version 4.0 07/08 35
Slide 36: Item Number 24D Title: Procedures, Services, or Supplies [lines 1–6] Instructions: Enter the CPT or HCPCS code(s) and modifier(s) (if applicable) from the appropriate code set in effect on the date of service. This field accommodates the entry of up to four two-digit modifiers. The specific procedure code(s) must be shown without a narrative description. Description: The procedures, services or supplies refer to a listing of identifying codes for reporting medical services and procedures. Field Specification: This field allows for the entry of the following: 6 characters in the unshaded area of the CPT/HCPCS field and four sets of 2 characters in the Modifier area. Example: 99241 25 Version 4.0 07/08 36
Slide 37: Item Number 24E Title: Diagnosis Pointer [lines 1–6] Instructions: In 24E, enter the diagnosis code reference number (pointer) as shown in Item Number 21 to relate the date of service and the procedures performed to the primary diagnosis. When multiple diagnoses are related to one service, the reference number for the primary diagnosis should be listed first, other applicable diagnosis reference numbers should follow. The reference number(s) should be a 1, or a 2, or a 3, or a 4; or multiple numbers as explained. (ICD-9-CM diagnosis codes must be entered in Item Number 21 only. Do not enter them in 24E.) Enter numbers left justified in the field. Do not use commas between the numbers. Description: The diagnosis pointer refers to the line number from Item Number 21 that relates to the reason the service(s) was performed. Field Specification: This field allows for the entry of 4 characters in the unshaded area. Example: 1234 324 Version 4.0 07/08 37
Slide 38: Item Number 24F Title: $ Charges [lines 1–6] Instructions: Enter the charge for each listed service. Enter number right justified in the dollar area of the field. Do not use commas when reporting dollar amounts. Negative dollar amounts are not allowed. Dollar signs should not be entered. Enter 00 in the cents area if the amount is a whole number. Description: $ charges refers to the total billed amount for each service line. Field Specification: This field allows for the entry of 6 characters to the left of the vertical line and 2 characters to the right of the vertical line in the unshaded area. Example: 50 00 Version 4.0 07/08 38
Slide 39: Item Number 24G Title: Days or Units [lines 1–6] Instructions: Enter the number of days or units. This field is most commonly used for multiple visits, units of supplies, anesthesia units or minutes, or oxygen volume. If only one service is performed, the numeral 1 must be entered. Enter numbers right justified in the field. No leading zeros are required. If reporting a fraction of a unit, use the decimal point. Description: Days or units refers to the number of days corresponding to the dates entered in 24A or units as defined in CPT or HCPCS coding manual(s). Field Specification: This field allows for the entry of 3 characters in the unshaded area. Examples: 1 1.5 Version 4.0 07/08 39
Slide 40: Item Number 24H Title: EPSDT/Family Plan [lines 1–6] Instructions: For Early & Periodic Screening, Diagnosis, and Treatment related services, enter the response in the shaded portion of the field as follows: If there is no requirement (e.g., state requirement) to report a reason code for EPDST, enter Y for “YES” or N for “NO” only. If there is a requirement to report a reason code for EPDST, enter the appropriate reason code as noted below. (A Y or N response is not entered with the code.) The two character code is right justified in the shaded area of the field. The following codes for EPSDT are used in the electronic 837 Professional 4010A1: AV S2 ST Available – Not Used (Patient refused referral.) Under Treatment (Patient is currently under treatment for referred diagnostic or corrective health problem.) New Service Requested (Referral to another provider for diagnostic or corrective treatment/ scheduled for another appointment with screening provider for diagnostic or corrective treatment for at least one health problem identified during an initial or periodic screening service, not including dental referrals.) Not Used (Used when no EPSDT patient referral was given.) NU If the service is Family Planning, enter Y (“YES”) or N (“NO”) in the bottom, unshaded area of the field. Description: The EPSDT/Family Plan identifies certain services that may be covered under some state plans. Field Specification: This field allows for the entry of 1 character in the unshaded area and 2 characters in the shaded area. Examples: Y Y Version 4.0 07/08 N 40
Slide 41: Item Number 24I Title: ID Qualifier [lines 1–6] This field was originally labeled "EMG". However, "EMG" is now located in 24C. Instructions: Enter in the shaded area of 24I the qualifier identifying if the number is a non-NPI. The Other ID# of the rendering provider is reported in 24J in the shaded area. The NUCC defines the following qualifiers, since they are the same as those used in the electronic 837 Professional 4010A1: 0B State License Number 1B Blue Shield Provider Number 1C Medicare Provider Number 1D Medicaid Provider Number 1G Provider UPIN Number 1H CHAMPUS Identification Number EI Employer’s Identification Number G2 Provider Commercial Number LU Location Number N5 Provider Plan Network Identification Number SY Social Security Number (The social security number may not be used for Medicare.) X5 State Industrial Accident Provider Number ZZ Provider Taxonomy The above list contains both provider identifiers, as well as the provider taxonomy code. The provider identifiers are assigned to the provider either by a specific payer or by a third party in order to uniquely identify the provider. The taxonomy code is designated by the provider in order to identify his/her provider type, classification, and/or area of specialization. Both, provider identifiers and provider taxonomy may be used in this field. The Rendering Provider is the person or company (laboratory or other facility) who rendered or supervised the care. In the case where a substitute provider (locum tenens) was used, enter that provider’s information here. Report the Identification Number in Items 24I and 24J only when different from data recorded in items 33a and 33b. Description: If the provider does not have an NPI number, enter the appropriate qualifier and identifying number in the shaded area. There will always be providers who do not have an NPI and will need to report non-NPI identifiers on their claim forms. The qualifiers will indicate the non-NPI number being reported. Field Specification: This field allows for the entry of a 2 character qualifier in the shaded area. Example: 1B Version 4.0 07/08 41
Slide 42: Item Number 24J Title: Rendering Provider ID # [lines 1–6] Instructions: The individual rendering the service is reported in 24J. The original fields for 24J and 24K have been combined and re-numbered as 24J. Enter the non-NPI ID number in the shaded area of the field. Enter the NPI number in the unshaded area of the field. The Rendering Provider is the person or company (laboratory or other facility) who rendered or supervised the care. In the case where a substitute provider (locum tenens) was used, enter that provider’s information here. Report the Identification Number in Items 24I and 24J only when different from data recorded in items 33a and 33b. Enter numbers left justified in the field. Description: The non-NPI ID number of the rendering provider refers to the unique identifier of the professional or to the provider designated taxonomy code. Field Specification: This field allows for the entry of 11 characters in the shaded area and entry of a 10 digit NPI number of the unshaded area. Example: Z5678901234 9876543210 Version 4.0 07/08 42
Slide 43: Instructions and Examples of Supplemental Information in Item Number 24 The following are types of supplemental information that can be entered in the shaded lines of Item Number 24: • Anesthesia duration in hours and/or minutes with start and end times • Narrative description of unspecified codes • National Drug Codes (NDC) for drugs • Vendor Product Number – Health Industry Business Communications Council (HIBCC) • Product Number Health Care Uniform Code Council – Global Trade Item Number (GTIN), formerly Universal Product Code (UPC) for products • Contract rate • Tooth numbers and areas of the oral cavity The following qualifiers are to be used when reporting these services. 7 ZZ N4 VP Anesthesia information Narrative description of unspecified code National Drug Codes (NDC) Vendor Product Number Health Industry Business Communications Council (HIBCC) Labeling Standard OZ Product Number Health Care Uniform Code Council – Global Trade Item Number (GTIN) CTR Contract rate JP Universal/National Tooth Designation System JO ANSI/ADA/ISO Specification No. 3950-1984 Dentistry Designation System for Tooth and Areas of the Oral Cavity If required to report other supplemental information not listed above, follow payer instructions for the use of a qualifier for the information being reported. When reporting a service that does not have a qualifier, enter two blank spaces before entering the information To enter supplemental information, begin at 24A by entering the qualifier and then the information. Do not enter a space between the qualifier and the number/code/information. Do not enter hyphens or spaces within the number/code. More than one supplemental item can be reported in the shaded lines of Item Number 24. Enter the first qualifier and number/code/information at 24A. After the first item, enter three blank spaces and then the next qualifier and number/code/information. When reporting dollar amounts in the shaded area, always enter dollar amount, a decimal point, and cents. Use 00 for the cents if the amount is a whole number. Do not use commas. Do not enter dollar signs. Examples: 1000.00 123.45 Version 4.0 07/08 43
Slide 44: Additional Information for Reporting NDC When entering supplemental information for NDC, add in the following order: qualifier, NDC code, one space, unit/basis of measurement qualifier, quantity. The number of digits for the quantity is limited to eight digits before the decimal and three digits after the decimal. If entering a whole number, do not use a decimal. Do not use commas. Examples: 1234.56 2 99999999.999 When a dollar amount is being reported, enter the following after the quantity: one space, dollar amount. Do not enter a dollar sign. The following qualifiers are to be used when reporting NDC unit/basis of measurement: F2 GR International Unit Gram ML UN Milliliter Unit Additional Information for Reporting Tooth Numbers and Areas of the Oral Cavity When reporting tooth numbers, add in the following order: qualifier, tooth number, e.g., JP16. When reporting an area of the oral cavity, enter in the following order: qualifier, area of oral cavity code, e.g., JO10. When reporting multiple tooth numbers for one procedure, add in the following order: qualifier, tooth number, blank space, tooth number, blank space, tooth number, etc., e.g., JP1 16 17 32. When reporting multiple tooth numbers for one procedure, the number of units reported in 24G is the number of teeth involved in the procedure. When reporting multiple areas of the oral cavity for one procedure, add in the following order: qualifier, oral cavity code, blank space, oral cavity code, etc., e.g., JO10 20. When reporting multiple areas of the oral cavity for one procedure, the number of units reported in 24G is the number of areas of the oral cavity involved in the procedure. The following are the codes for tooth numbers, reported with the JP qualifier: 1 – 32 Permanent dentition 51 – 82 Permanent supernumerary dentition A–T Primary dentition AS – TS Primary supernumerary dentition The following are the codes for areas of the oral cavity, reported with the JO qualifier: 00 Entire oral cavity 01 Maxillary arch 02 Mandibular arch 10 Upper right quadrant 20 Upper left quadrant 30 Lower left quadrant 40 Lower right quadrant Version 4.0 07/08 44
Slide 45: For further information on these codes, refer to the Current Dental Terminology (CDT) Manual available from the American Dental Association. Please note: The following examples are of how to enter different types of supplemental information in 24. These examples demonstrate how the data are to be entered into the fields and are not meant to provide direction on how to code for certain services. Anesthesia Services, when payment based on 15 minute units: 7Begin 1245 End 1415 Time 90 minutes 10 01 05 10 01 05 22 00770 P2 134 875 00 6 N 1B 12345678901 N 0123456789 Anesthesia Services, when payment based on minutes as units: 7Begin 1245 End 1415 10 01 05 10 01 05 22 00770 P2 134 875 00 90 N 1B 12345678901 N 0123456789 Unspecified Code: ZZKaye Walker 10 01 05 10 01 05 12 E1399 12 165 00 1 N N 1B 12345678901 0123456789 NDC Code: N45914801665 UN1 10 01 05 10 01 05 11 J0400 1 250 00 N 1B 12345678901 40 N 0123456789 N44950267230 UN1 50.00 10 01 05 10 01 05 11 J7603 1 50 00 N 1B 12345678901 2.5 N 0123456789 Vendor Product Number Health Industry Business Communications Council (HIBCC): VPA122BIC5D6E7G 10 01 05 10 01 05 11 A6410 13 15 00 1 1 N 1B 12345678901 N 0123456789 Version 4.0 07/08 45
Slide 46: Product Number Health Care Uniform Code Council – Global Trade Item Number (GTIN): OZ00301134678906 10 01 05 10 01 05 12 A6410 13 500 00 2 2 N 1B 12345678901 N 0123456789 Tooth Number JP1 10 01 05 10 01 05 11 D7240 1 500 00 N 1B 12345678901 1N 0123456789 Multiple Tooth Numbers JP1 16 17 32 10 01 05 10 01 05 11 D7240 1 500 00 N 1B 12345678901 4N 0123456789 Area of Oral Cavity JO10 10 01 05 10 01 05 11 41820 1 500 00 N 1B 12345678901 1N 0123456789 Multiple Areas of Oral Cavity JO10 20 10 01 05 10 01 05 11 D7310 1 500 00 N 1B 12345678901 2N 0123456789 Version 4.0 07/08 46
Slide 47: Item Number 25 Title: Federal Tax ID Number Instructions: Enter the Federal Tax ID Number (employer identification number or Social Security number) of the Billing Provider identified in Item Number 33. This is the tax ID number intended to be used for 1099 reporting purposes. Enter an X in the appropriate box to indicate which number is being reported. Only one box can be marked. Do not enter hyphens with numbers. Enter numbers left justified in the field. Description: The federal tax ID number refers to the unique identifier assigned by a federal or state agency. Field Specification: This field allows for the entry of 15 characters for the Federal Tax ID Number and 1 character in either box. Example: x Item Number 26 Title: Patient’s Account No. Instructions: Enter the patient’s account number assigned by the provider of service’s or supplier’s accounting system. Do not enter hyphens with numbers. Enter numbers left justified in the field. Description: The patient’s account number refers to the identifier assigned by the provider. Field Specification: This field allows for the entry of 14 characters. Example: 12341234 Version 4.0 07/08 47
Slide 48: Item Number 27 Title: Accept Assignment? Instructions: Enter an X in the correct box. Only one box can be marked. Description: The accept assignment indicates that the provider agrees to accept assignment under the terms of the Medicare Program. Field Specification: This field allows for the entry of 1 character in either box. Example: x Item Number 28 Title: Total Charge Instructions: Enter total charges for the services (i.e., total of all charges in 24F). Enter number right justified in the dollar area of the field. Do not use commas when reporting dollar amounts. Negative dollar amounts are not allowed. Dollar signs should not be entered. Enter 00 in the cents area if the amount is a whole number. Description: The total charge indicates the total billed amount for all services entered in 24F (lines 1–6). Field Specification: This field allows for the entry of 7 characters to the left of the vertical line and 2 characters to the right of the vertical line. Example: 1125 00 Version 4.0 07/08 48
Slide 49: Item Number 29 Title: Amount Paid Instructions: Enter total amount the patient or other payers paid on the covered services only. Enter number right justified in the dollar area of the field. Do not use commas when reporting dollar amounts. Negative dollar amounts are not allowed. Dollar signs should not be entered. Enter 00 in the cents area if the amount is a whole number. Description: The amount paid refers to the payment received from the patient or other payers. Field Specification: This field allows for the entry of 6 characters to the left of the vertical line and 2 characters to the right of the vertical line. Example: 10 00 Item Number 30 Title: Balance Due Instructions: Balance Due does not exist in the electronic 837 Professional 4010A1. Enter total amount due. Enter number right justified in the dollar area of the field. Do not use commas when reporting dollar amounts. Negative dollar amounts are not allowed. Dollar signs should not be entered. Enter 00 in the cents area if the amount is a whole number. Field Specification: This field allows for the entry of 6 characters to the left of the vertical line and 2 characters to the right of the vertical line. Example: 1115 00 Version 4.0 07/08 49
Slide 50: Item Number 31 Title: Signature of Physician or Supplier Including Degrees or Credentials Instructions: Signature of Physician or Supplier Including Degrees or Credential and date does not exist in the electronic 837 Professional 4010A1. Enter the legal signature of the practitioner or supplier, signature of the practitioner or supplier representative, “Signature on File,” or “SOF.” Enter either the 6-digit date (MM | DD | YY), 8-digit date (MM | DD | CCYY), or alphanumeric date (e.g., January 1, 2003) the form was signed. Description: The signature of the physician or supplier including degrees or credentials refers to the authorized or accountable person and the degree, credentials, or title. Field Specification: Use the space available to enter signature and date. Example: Joe Smith MD 09/30/05 Version 4.0 07/08 50
Slide 51: Item Number 32, 32a, and 32b Title 32: Service Facility Location Information Instructions: Enter the name, address, city, state, and zip code of the location where the services were rendered. Providers of service (namely physicians) must identify the supplier’s name, address, zip code, and NPI number when billing for purchased diagnostic tests. When more than one supplier is used, a separate 1500 Claim Form should be used to bill for each supplier. Enter the name and address information in the following format: 1st Line – Name 2nd Line – Address 3rd Line – City, State and ZIP Code Do not use commas, periods, or other punctuation in the address (e.g., 123 N Main Street 101 instead of 123 N. Main Street, #101). Enter a space between town name and state code; do not include a comma. When entering a 9 digit ZIP code, include the hyphen. If a foreign address, contact payer for specific reporting instructions. Description: The name and address of facility where services were rendered identifies the site where service(s) were provided. Field Specification: This field allows for the entry of three lines of 26 characters each in the Service Facility Location Information area. Title 32a: NPI# Instructions: Enter the NPI number of the service facility location in 32a. Description: The NPI number refers to the HIPAA National Provider Identifier number. Field Specification: This field allows for the entry of 10 characters. Version 4.0 07/08 51
Slide 52: Title 32b: Other ID# Instructions: Enter the two digit qualifier identifying the non-NPI number followed by the ID number. Do not enter a space, hyphen, or other separator between the qualifier and number. The NUCC defines the following qualifiers, since they are the same as those used in the electronic 837 Professional 4010A1: 0B 1A 1B 1C 1D 1G 1H G2 LU N5 TJ X4 X5 ZZ State License Number Blue Cross Provider Number Blue Shield Provider Number Medicare Provider Number Medicaid Provider Number Provider UPIN Number CHAMPUS Identification Number Provider Commercial Number Location Number Provider Plan Network Identification Number Federal Taxpayer’s Identification Number Clinical Laboratory Improvement Amendment Number State Industrial Accident Provider Number Provider Taxonomy The above list contains both provider identifiers, as well as the provider taxonomy code. The provider identifiers are assigned to the provider either by a specific payer or by a third party in order to uniquely identify the provider. The taxonomy code is designated by the provider in order to identify his/her provider type, classification, and/or area of specialization. Both, provider identifiers and provider taxonomy may be used in this field. Description: The non-NPI number of the service facility refers to the unique identifier of the professional or to the provider designated taxonomy code. Field Specification: This field allows for the entry of 14 characters in 32b. Example: Physician Practice Inc 1234 Healthcare Street Anytown IL 60610-1234 9876543210 1BZ5678901234 Version 4.0 07/08 52
Slide 53: Item Number 33, 33a, and 33b Title 33: Billing Provider Info & Ph # Instructions: Enter the provider’s or supplier’s billing name, address, zip code, and phone number. The phone number is to be entered in the area to the right of the field title. Enter the name and address information in the following format: 1st Line – Name 2nd Line – Address 3rd Line – City, State and ZIP Code Item 33 identifies the provider that is requesting to be paid for the services rendered and should always be completed. Do not use commas, periods, or other punctuation in the address (e.g., 123 N Main Street 101 instead of 123 N. Main Street, #101). Enter a space between town name and state code; do not include a comma. When entering a 9 digit ZIP code, include the hyphen. Do not use a hyphen or space as a separator within the telephone number. If a foreign address, contact payer for specific reporting instructions. Description: The billing provider’s or supplier’s billing name, address, zip code, and phone number refers to the billing office location and telephone number of the provider or supplier. Field Specification: This field allows for the entry of the following: 3 characters for area code, 9 characters for phone number, and three lines of 29 characters each in the Billing Provider Info area. Title 33a: NPI# Instructions: Enter the NPI number of the billing provider in 33a. Description: The NPI number refers to the HIPAA National Provider Identifier number. Field Specification: This field allows for the entry of 10 characters. Version 4.0 07/08 53
Slide 54: Title 33b: Other ID# Instructions: Enter the two digit qualifier identifying the non-NPI number followed by the ID number. Do not enter a space, hyphen, or other separator between the qualifier and number. The NUCC defines the following qualifiers, since they are the same as those used in the electronic 837 Professional 4010A1: 0B 1A 1B 1C 1D 1G 1H 1J B3 BQ FH G2 G5 LU U3 X5 ZZ State License Number Blue Cross Provider Number Blue Shield Provider Number Medicare Provider Number Medicaid Provider Number Provider UPIN Number CHAMPUS Identification Number Facility ID Number Preferred Provider Organization Number Health Maintenance Organization Code Number Clinic Number Provider Commercial Number Provider Site Number Location Number Unique Supplier Identification Number (USIN) State Industrial Accident Provider Number Provider Taxonomy The above list contains both provider identifiers, as well as the provider taxonomy code. The provider identifiers are assigned to the provider either by a specific payer or by a third party in order to uniquely identify the provider. The taxonomy code is designated by the provider in order to identify his/her provider type, classification, and/or area of specialization. Both, provider identifiers and provider taxonomy may be used in this field. Description: The non-NPI number of the billing provider refers to the unique identifier of the provider or to the provider designated taxonomy code. Field Specification: This field allows for the entry of 17 characters in 33b. Example: 312 Physician Practice Inc 1234 Healthcare Street Anytown IL 60610-1234 5552222 9876543210 1BZ5678901234 Version 4.0 07/08 54
Slide 55: APPENDIX A: ABBREVIATIONS AMA – American Medical Association BLK Lung – Black Lung CCYY – Year, indicates entry of four digits for the century (CC) and year (YY) CHAMPUS – Civilian Health and Medical Program of the Uniformed Services CHAMPVA – Civilian Health and Medical Program of the Department of Veterans Affairs CLIA – Clinical Laboratory Improvement Amendments CMS – Centers for Medicare & Medicaid Services, formerly HCFA COB – Coordination of Benefits CPT® – Current Procedural Terminology, 4th Edition DD – Day, indicates entry of two digits for the day DME – Durable Medical Equipment EIN – Employer Identification Number EMG – Emergency EPSDT – Early & Periodic Screening, Diagnosis, and Treatment F – Female FECA – Federal Employees’ Compensation Act GTIN – Global Trade Item Number HCFA – Health Care Financing Administration, currently CMS HCPCS – HCFA Common Procedural Coding System HIBCC – Health Industry Business Communications Council HIPAA – Health Insurance Portability and Accountability Act of 1996 HMO – Health Maintenance Organization ICD-9-CM – International Classification of Disease - Revision 9 - Clinical Modification Version 4.0 07/08 55
Slide 56: I.D. or ID. – Identification ID # or ID. # – Identification Number INFO – Information LMP – Last Menstrual Period M – Male MM – Month, indicates entry of two digits for the month NDC – National Drug Codes No. – Number NUCC – National Uniform Claim Committee NUCC-DS – National Uniform Claim Committee Data Set NPI – National Provider Identifier OMB – Office of Management and Budget OZ – Product number Health Care Uniform Code Council PH # – Phone Number QUAL. – Qualifier REF. – Reference SOF – Signature on File SSN – Social Security Number UPC – Universal Product Code UPIN – Unique Physician Identification Number USIN – Unique Supplier Identification Number VP – Vendor Product Number YY – Year, indicates entry of two digits for the year; may also be noted as CCYY, which allows for entry of four digits for the century (CC) and year (YY) Version 4.0 07/08 56
Slide 57: APPENDIX B: GUIDELINES FOR MODIFYING THE 1500 (08/05) CLAIM FORM The following are the National Uniform Claim Committee’s (NUCC) recommended guidelines for making modifications to the 1500 (08/05) Claim Form. Printer-specific/Supplier-specific Information Any printer-specific/supplier-specific information (e.g., logo, reorder number, phone number) that is preprinted on the form must be placed in a manner in which it will not interfere with the data content of the form. Data content includes the carrier information at the top of the page and any other pre-printed text in the margins. (See the instructions for the location of the carrier information within the carrier block of the form.) Tracking Information Added By Clearinghouses, Payers, or Other Processors Any tracking information (e.g., time stamp, tracking number) that is added by clearinghouses, payers, or other claims processors must be placed in a manner in which it will not interfere with the data content of the form. Data content includes the carrier information at the top of the page. (See the instructions for the location of the carrier information within the carrier block of the form.) Barcodes Any barcodes added to the form, either pre-printed or during processing, must be placed in a manner in which it will not interfere with the data content of the form. Data content includes the carrier information at the top of the page. (See the instructions for the location of the carrier information within the carrier block of the form.) Additional Data Elements The NUCC strongly discourages required or optional reporting of any data elements in addition to the data content fields on the form. Version 4.0 07/08 57
Slide 58: APPENDIX C: MAINTENANCE OF THE 1500 REFERENCE INSTRUCTION MANUAL Version Releases Updated versions of the 1500 Claim Form Reference Instruction Manual will be released yearly on July 1. Any changes, clarifications, or errata will be listed on the NUCC website, at www.nucc.org under the 1500 Claim Form tab, with the issue and effective date of the change. Maintenance Process 1. Requests for clarifications or changes to the 1500 Instruction Manual should be submitted by completing the 1500 Claim Form Instructions Change Request Form (see Attachment 1 to Appendix C). The request/ form can then be emailed to Nancy Spector, NUCC Chair, at nancy.spector@ama-assn.org. 2. The Data/1500 Subcommittee will review the requests for changes or clarifications to the 1500 Instruction Manual. The subcommittee’s review may include any of the following: • coordinating the request with requirements outlined in the 837 Professional implementation guide adopted under HIPAA, • gaining a wider understanding of the industry’s need related to the request, • gathering additional data, when necessary, on the overall impact of the request, and/or • balancing the needs of the requester versus the industry 3. The Data/1500 Subcommittee will develop a recommended response and, when appropriate, any corresponding changes to the Instruction Manual. 4. The NUCC will review the request and recommendation made by the Data/1500 Subcommittee. 5. The NUCC will make the final decision in response to the request. 6. The requester will be notified of the NUCC’s final decision. 7. Final decisions may be appealed by the requester resubmitting the request along with additional supporting information. 8. If changes and/or clarifications are made to the instructions as a result of the final decision, they will be included on the NUCC’s website under the 1500 Claim Form tab with the listing of changes, clarifications, and/or errata. 9. All changes, clarifications, and edits from the previous release will be incorporated into the Instruction Manual for the yearly release on July 1. Version 4.0 07/08 58
Slide 59: Attachment 1 to Appendix C – 1500 Claim Form Instructions Change Request Form 1500 Claim Form Instruction Change Request (Provide requested information / Mark applicable box) Date: 1. Requester Information Individual’s Name: Address (Line 1): Address (Line 2): City: State: Telephone: Fax: E-mail: 2. Does this request and information provided represent the official position of a particular health care organization or a third-party payer/administrator? Yes: If Yes, please provide Organization / Entity Name: 3. Is this request for an instruction revision or deletion? Revision: Go to Question 4 4. Specify current 1500 claim Item # form Item # to be REVISED. 5. Description of proposed revision Deletion: Go to Question 8 Page No: Zip Code Check here ___ if continued on a separate sheet Version 4.0 07/08 59
Slide 60: 6. Reason for proposed revision, including reasons why the existing instruction is inadequate. Check here ___ if continued on a separate sheet 7. Proposed revised instruction (text additions underlined in blue; text deletions stricken-through in red). Check here ___ if continued on a separate sheet 8. Specify current 1500 claim form Item # to be DELETED. Item # Page 9. Reason for Proposed deletion, including reasons why the existing instruction is no longer appropriate. Check here ___ if continued on a separate sheet Questions 10 through 12 apply to requests for revision or deletion. 10. Is there supporting documentation or literature that you wish to submit? Yes: No: 11. If Yes, please note how material will be submitted. “Fax”: Surface Mail: 12. Additional Comments: E-Mail: Check here ___ if continued on a separate sheet Version 4.0 07/08 60