**INDIAN HEALTH SERVICE**

**Business Office Coordinators, HPAA Coordinators,**

**Information System Coordinators and Headquarters**

**Minutes for December 11, 2003**

**HIPAA Business Transactions Awareness Conference Call**

**[Present]{.underline}**

*ITSC:* Susan Bowman, Carl Gervais, Adrian Lujan, George Huggins, and

Ken Russell

*Headquarters:* *No Response*

*Aberdeen:* Joan Azure, BOC; Raymond Grandbois, HIPAA Coord

*Eagle Butte* (Cheyenne River) Diane Marshall, Case Mgr Nurse

*Sisseton Service Unit:* Nancy Adams, Med Rec Supvr & HIPAA Coord

*Alaska: No Response*

*Albuquerque:* Maureen Cordova, HIPAA Compliance Team Lead; John Rael,
BOC, Med Recs

*Bemidji:* *Red Lake:* Jan Thunder, BOC; Chuck Tudor, ISC & HIPAA
Compliance Team Lead

*White Earth:* Julie Heisler, BOM

*Billings:* *No Response*

*California: No Response*

*Nashville: No Response*

*Navajo: No Response*

*Oklahoma: No Response*

*Portland:* Dr. Woody Crow, Dental Consultant standing in for Cheryl
Bittle, HIPAA Compliance Team Lead

*Phoenix:* Charolett Melcher, HIPAA Lead; Pat Gowan, Health Information
Mgmt

*Tucson:* Kurt Priessman, BOM, HIPAA Compliance Team Lead

**[Meeting Began at 10:00 AM]{.underline}**

**Roll Call** Roll call was taken. The participant list will be emailed
to

Susan Bowman from the conferencing center.

**Minutes** No 12/4 minutes were approved since the conference call was
rescheduled to the following week, 12/11.

**AGENDA ITEMS ADDRESSED**

[Item #2 \-- Reports from Area Office Leads/ITSC -- What Advances Have
Your Area Made Towards HIPAA Business Transaction Testing?]{.underline}

**Carl Gervais** What transactions are you testing, what area are you
planning to test, and what concerns do you have concerning testing
process?

**Joan Azure** Working with 837I with SD Medicaid. Not currently
testing, need a

**Aberdeen** programmer assigned.

**Carl Gervais** There has been many changes to Patch 4 and will need to
be installed

**ITSC** before testing begins. Patch 4 will have Trailblazer Medicare
and AZ-AHCCCS Medicaid.

ITSC is releasing Patch 4 Friday, 12/12 or Monday, 12/15 and will be
supported by ITSC.

**Alaska** *No updated report provided.*

**Maureen** Waiting to receive more files from Jicarilla to send to NM
Medicaid.

**Cordova,** Files passed. Wants to start testing 837 with Zuni. Trying
to get 834

**Albuquerque** from NM Medicaid.

**Adrian Lujan** Adrian is pursuing 270/271 with NM Medicaid.

**ITSC**

***ACTION ITEM***

**Jan Thunder** Waiting for 835 test from PNC Bank. PNC is having
difficulty

**Bemidji** sending 835.

**Kurt Priessman** Will send phone \# of PNC meeting to Jan Thunder.

**Billings** *No updated report provided.*

**California** Received email that testing is status quo. Will hopefully
provide an updated report at the next scheduled conference call on
12/18.

**Nashville** *No updated report provided.*

**Navajo** *No updated report provided.*

**Oklahoma** *No updated report provided.*

**Portland** Dr. Crow did not have anything new to report.

**Charolett** Waiting for Patch 4 release. Also waiting for response on
the 835

**Melcher,** from Lori with PNC Bank.

**Phoenix**

**Kurt Priessman** Live rollout scheduled with AHCCCS on 837.

**Tucson** Patch 4 loaded. There is a problem with FTP software using
AHCCCS File -- it failed. AHCCCS resent it.

Still having problems with 835. A meeting is scheduled with AHCCCS and
PNC Bank. Kurt sent Susan 835 crosswalk on AHCCCS to PNC Bank to RPMS.

837 still being tested with Medicare B \-- Testing out ok.

Trying to schedule testing with BC/BS.

TPA is being required by trading partner to do business with them. Who
is handling them in OGC?

**Susan Bowman** The TPA was approved by OGC and it is now awaiting
approval from

**ITSC** the Department of Acquisitions and Grants Management (DAGM).

Legal issues are being considered by DAGM. Anytime you sign an
agreement, it becomes a legal document. The TPA and BAA have two
distinct purposes. The BA is a legal and binding contract. The TPA
provides a standard transactions framework between the trading partner
and the area/site.

The TPA will be posted to the IHS website as soon as one becomes
available. All TPAs should be reviewed by area/site OGC.

**Carl Gervais** 3^rd^ Party Billing v2.5, Patch 4 looks good. No errors
reported. Goes

**ITSC Report** out Friday 12/12 or Monday, 12/15.

Good news! Release candidate -- PIMC said they'll go live with Patch 4
on 12/11: Sells 12/15, Santa Rosa and Santa Xavier on 12/23.

Patch 4 has fixes for Trailblazer Medicare, Part A&B, and AHCCCS
837I,P,D.

835 had (11) files filed into the Accounts Receivable files (Medicare
Part A) at Tuba City.

Have not had any success with Trailblazer on 270/271 format. Need a
testing partner.

**Adrian Lujan** Will follow up with NM Medicaid on 270/271.

**ITSC**

***ACTION ITEM***

**Carl Gervais** NCPDP v5.1 completed Pharmacy Billing formats with 80
trading partners. Have gone live with 37 of them.

**IHS ITSC**

[Item #3 -- HIPAA Compliance Business Transactions "Train the Trainer"
Workshop Agenda]{.underline}

**Susan Bowman** The "Train the Trainer" workshop is set for Feb 2-5,
2004. Areas have

**IHS ITSC** been assigned to the two work sessions based on length of
travel time and distance involved to the Albuquerque training center.
Please try to accommodate the assigned session, as the training center
will only hold twenty participants for each session.

An official sign-up sheet has been emailed to everyone. Please identify
your area HIPAA project leads and email them to Michelle Riedel as soon
as possible. There has already been a great response to the workshop.

**Susan Bowman** [Item #4 -- Area Site by Site Database Spreadsheet
Training]{.underline}

A site by site Access database has been developed and will be provided
to all area leads to track testing between sites and trading partners.

***ACTION ITEM*** Susan will test the database first with Albuquerque
area. Once it is accepted, it will be sent out to all area HIPAA leads
to use. Susan will send the database with step-by-step instructions on
how to use it. Susan will provide follow-up support to each area
representative.

Albuquerque's database will hopefully be provided by Friday to test.

**QUESTIONS/CONCERNS**

No additional questions or concerns.

**NEXT WEEK'S CONFERENCE CALL**

There will be a conference call next Thursday, 12/18/03.

We will not have scheduled conference calls during the week of Christmas
and New Years. The next conference call may be scheduled for Thursday,
1/8/04 at 10:00 AM (MST). The conference call-in number will remain the
same: (888) 531-9517 (Passcode: 46879).

***MEETING ADJOURNED AT 11:00 AM***