**INDIAN HEALTH SERVICE**

**Business Office Coordinators, HIPAA Coordinators,**

**Information System Coordinators and Headquarters**

**Minutes for August 19, 2004**

**HIPAA Business Transactions Awareness Conference Call**

**[Present]{.underline}**

*ITSC:* Sandra Lahi, Dyanne Leyba, Catherine Thompkins, Yolanda Trent

*Headquarters:* Frank Martin

*Aberdeen:* Joan Azure, Dawn Vallejos

*Alaska: No Response*

*Albuquerque:* Gail Townsend

*Bemidji:* Julie Heisler, Kathy Bristlin, William Bird

*Billings:* *No Response*

*California:* Toni Johnson

*Nashville: No Response*

*Navajo:* Brenda Tahe, Sharon Sorrell

*Oklahoma: No Response*

*Portland: No Response*

*Phoenix: No Response*

*Tucson:* Kurt Priessman

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

**Roll Call**

**Minutes** The Conference Call Minutes for 8/5/04 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

> Finalizing development. It is available for sites to use. Mike Pike
> has also created a user training guide that can be accessed on
> <http://xsys.navajo.ihs.gov/training> or
> <http://161.223.30.20/training> . Currently, these training tools
> require Quicktime to be installed.

# 

# Item \# 2 \-- National Training Online Modules --Phase 4 Completed. Scope of work defined --Still pursuing funding. Sandra Lahi/Kurt Priessman

Sandra stated that the funding has been issued. Will now pursue
proposals. These modules will include information for 837 and 835
testing.

# Item \# 3 \-- Indian Health Service CMS representation -- Document revised to include Recommendations. Dr Harry notified via email of concerns. -- Elmer Brewster 

> Per Sandra, the Recommendations document has been finalized by Elmer
> and Sandra. An email was sent to CMS to set up a conference call. A
> CMS contact has not yet been identified. I H S needs to become
> involved with the CMS workgroup for HIPAA.

[Reports from Area Office Leads/ITSC -- (1) Is there progress with
testing the HIPAA transactions for your Area or Facility? (2) Are there
any major issues that you need I H S to address regarding RPMS
software?]{.underline}

**Aberdeen** Joan reported that they are testing 837 format with ND
Medicaid. They have not yet loaded Patch. Will begin testing Medicare
part A claims. Not working on 835 currently.

**Alaska** No Report Provided

**Albuquerque** Gail reports that area is billing NM Medicaid, Medicare
Part A & B. Will begin working on 835 for all sites. Zuni is testing AZ
Medicaid. Testing Ignacio/Towac for CO Medicaid. Are in beginning stages
of testing Salud claims with Navinet.

**Bemidji** Red Lake is working through testing. Will not add any new
testing sites due to Data Warehouse conversion.

**Billings** *No report provided*

**California** Toni stated that Riverside is now in production with CA
BCBS. Pit River is processing 835 from MediCal.

**Nashville** Sandra provided that Cherokee is working on testing with
Trailblazer*.*

**Navajo** Brenda stated that the area is in production with Medicare
A&B, and are still working through the Taxonomy mapping. Still have a
slow response time from AHCCCS and have not moved to production for this
reason. They are successful with the 835 from AHCCCS. Quovadx testing
continues.

**Oklahoma** *No report provided*

**Portland** *No report provided*

**Phoenix** *No report provided*

**Tucson** Per Kurt, all Medicaid files bombed last week. 837 is in
production for Medicare A&B and Blue Cross for 837I, P, and are working
through questions with 837D. 835 testing with AHCCCS is pending
production for 8/23/04. 835 for Blue Cross is waiting on PGP software.

**ITSC**

**Sandra Lahi** 1. [837 Third Party Billing, Patch 5 and 6
status]{.underline}

> Patch 6 released on 8/9/04. Remaining items that were designated for
> patch 6 will be included in the next release. A decision will be made
> as to whether that will be a patch or a version release. The Addendum
> for Patch 6 is on the website. If you have local routine that need to
> be fixed, please let ITSC know.

2\. [835 PNC Bank Project- Catherine Thompkins]{.underline}

**Dyanne Leyba** Dyanne has created a Training Manual for the 835
Transaction. There will be a demo at the Tech Fair. The manual is
available on the website.

**Catherine**

**Thompkins** Phoenix area is moving well. PNC is now testing AHCCCS for
Phoenix Area Upon 2^nd^ successful file they will go into production.
Deadline for production with AHCCCS is August 31, 2004. PNC will now
move to testing with the Tucson area prior to the Web MD contract
expiration.

**Sandra Lahi** 3. [Patient Registration Clean up Report. Task Order
status.]{.underline}

Final Scope of Work approved on 7/21/2004. Sandra will continue to push
for this.

**Catherine** 4. [2005 ICD 9 Code Set Updates]{.underline}

**Thompkins** The developer now has these. The updates to the tables
should be completed by next week and will be ready to test at any site
that would be interested in doing the testing.

**Follow up Items:**

1\. [Status of National Clearinghouse Contract Discussion.]{.underline}

Contracting staff will be in Albuquerque next week to discuss. It is our
understanding that an RFC is to go out before the end of September.

**QUESTIONS/CONCERNS/DISCUSSION**

A question was asked regarding the capability of RPMS being able to
separate out rejected claims from batches for resubmissions rather than
resubmitting an entire batch. The concern is over the inflation of A/R
due to so many resubmissions.

**NEXT CONFERENCE CALL**

The next call is scheduled for Thursday, September 30, 2004 at 10:00 AM
(MDST). The conference call-in number is: (888) 531-9517 (Passcode:
46879).