**INDIAN HEALTH SERVICE**

**Business Office Coordinators, HIPAA Coordinators,**

**Information System Coordinators and Headquarters**

**Minutes for April 29, 2004**

**HIPAA Business Transactions Awareness Conference Call**

**[Present]{.underline}**

*ITSC:* Carl Gervais, Sandra Lahi, Dyanne Leyba, Greg Platko

*Headquarters:* Frank Martin, Elmer Brewster

*Aberdeen:* Ray Granbois

*Alaska: No Response*

*Albuquerque:* Maureen Cordova

*Bemidji:* Jan Thunder, BOM, Red Lake

*Billings:* *No Response*

*California:* Toni Johnson, IT Specialist and company

*Nashville: No Response*

*Navajo:* Brenda Tahe, Billing Clerk; and Roland Todacheenie, BOC

*Oklahoma:* Sue Bear

*Portland:* Cheryl Bittle

*Phoenix: No Response*

*Tucson:* Kurt Priessman

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

**Roll Call**

**Minutes** The Conference Call Minutes for 4/15/04 were approved. They
will be posted to the IHS website.

**AGENDA ITEMS ADDRESSED**

# Items of follow up from ITSC Business Transactions Training held in February 2004 -- UPDATE STATUS REPORTS.

# Item \# 1 - 997/824 Error Report software design -- Sandra Lahi

> Development of the 997/824 Error Report software continues. All specs
> have been related to Mike Pike. ITSC is currently waiting for a
> server. Once server is installed, testing trial uploads of error
> reports into the software will begin immediately. Release date to be
> announced.

# 

# Item \# 2 \-- National TPA/BAA legal guidelines -- Template and Signature -- Frank Martin

> OGC and Acquisitions have approved the language. Frank stated that
> this is now in Policy Management. Kurt recommended that we make the
> suggestion as to who should sign. Will be distributed to the group to
> add suggestions as to who would be most appropriate to sign and return
> this to Sandra Lahi by May 7^th^.

# Item \# 3 \-- National Training Online Modules -- First phase -- Frank Martin/Sandra Lahi/Kurt Priessman

The P.O. has been approved, and now need the date to begin. Plan is to
meet with the contractor the second week in May to design the content.
Idea is to develop standardized documents for set up/training by payor
for RPMS, beginning with Trail Blazers.

# Item \# 4 \-- Indian Health Service CMS representation -- Issues received/Conference call to be scheduled -- Elmer Brewster

> Frank reports a document has been created to define IHS issues and
> concerns that require CMS guidance. The document was sent to Elmer
> who, in turn, forwarded the document to Rick Freeman at CMS. No
> feedback from Rick yet.

[Reports from Area Office Leads/ITSC -- (1) What advances have your area
made towards HIPAA Business Transaction Testing and which payors are you
working with? (2) Do you have any other RPMS issues you would like to
discuss to get clarification? 3) What other support issues or items of
concern that you foresee with this initiative?]{.underline}

**Aberdeen** Ray Granbois reported that Aberdeen is continuing to test
with ND Medicaid and are in the final testing phase. They are in
production with SD at Rapid City.

**Alaska** *No report provided*

**Albuquerque** Reported for AAO, they have been ready to test, but NM
Medicaid is still not ready. Maureen will get update on where the sites
were with testing Trailblazer Medicare A&B.

**Bemidji** *No report provided*

**Billings** *No report provided*

**California** Toni state she had been away at meetings and had not made
too much progress with testing. Toni will send an updated spreadsheet
report to Dyanne.

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

**Navajo** Roland Todacheenie and Brenda Tahe. All sites are testing TB
Part A and B, AHCCCs and Kidscare. Two are in production with AHCCCs
(Winslow and Kayenta). Crownpoint and Shiprock have sent emails showing
they are in production with Medicare A&B. GIMC is having difficulties
with patient registration issues in testing for Trailblazer Medicare
Part B. Roland provided an update on the Quovadx clearinghouse project.
Quovadx came out and did a demonstration on clearinghouse capabilities.
Navajo Area has processed PO for the additional transaction modules.

**Oklahoma** Sue reported that they have been unable to set up the
testing for the 270/271 transaction to Infinidee. Sandra stated that
ITSC now has IT support with Greg Platko starting work and he will be
assigned to these transactions. Sue will send the companion guide to
ITSC for assistance.

**Portland** *No update provided*

**Phoenix** *No update provided*

**Tucson** Kurt reports that the 837P with AZ BCBS is going well, only
minor problems. Question was made on the Patient Registration report the
Jim Gray developed for PIMC. He requested to get the Patient
Registration software from PIMC as soon as possible.

**ITSC**

**Sandra Lahi** [837 Third Party Billing, p6 status]{.underline}

> 3P patch 5 is still testing in Warm Springs and Red Lake. Patch 6
> development is now 80% complete. Plans are to work hard to get ABM
> Patch 6 into testing by May. If you want to start testing with
> Trailblazer A&B, you will need the updated routines installed at your
> site before you begin. If you need these updated routines sooner than
> the patch release, please contact Sandra, Adrian or Dyanne.

**Sandra Lahi** [835 AR Version 1.7 patch 5]{.underline}

The delay in testing this patch was due to PNC Bank providing a Medicare
Part B 835 file to Red Lake SU. A new file was received but ITSC is
still working with PNC to receive some valid files that will work with
RPMS. Identified issue of multiple ISA's per file as opposed to a single
ISA per file. PNC stated they would comply with a single ISA per file. A
meeting will be held for ITSC to release this patch as is and include
any 835 file edits for PNC Bank in patch 6.

**Sandra Lahi** [270/271 -- Eligibility Inquiry & Response]{.underline}

There has not been any new testing occurring with this transaction other
than the Navajo Area working with Quovadx. Greg Platko will be assigned
to the coordination of the IT support of this transaction. He will be
trained on patient Registration, Third Party, Accounts Receivable, as
well as GIS.

[PIMC's Patient Registration Clean up Report]{.underline}

Sandra stated that a conference call is scheduled with Jim to discuss
the report and where it can be included in the RPMS development.
Recommendation was made to add it to the Patient Registration. Sandra
would work internally to see how this can be accomplished.

**Sandra Lahi** [Testing Reports Updating]{.underline}

ITSC wants to keep current on the status of Area transaction testing.
This will help tracking progress and reporting to IHS Headquarters.
Dyanne has been contacting Area coordinators to obtain the latest
transaction information. If you are contacted please respond to this
request within two days. Also, if you have any new testing information,
please email Dyanne Leyba as it arises so that information can be
quickly updated.

**QUESTIONS/CONCERNS/DISCUSSION**

No items reported.

**NEXT CONFERENCE CALL**

The next call is scheduled for Thursday, 05/13/04 at 10:00 AM (MDT). The
conference call-in number is: (888) 531-9517 (Passcode: 46879). This
call will require a numeric code to allow users to have more timely
access to the call.