**INDIAN HEALTH SERVICE**

**Business Office Coordinators, HIPAA Coordinators,**

**Information System Coordinators and Headquarters**

**Minutes for June 10, 2004**

**HIPAA Business Transactions Awareness Conference Call**

**[Present]{.underline}**

*ITSC:* Sandra Lahi, Adrian Lujan, George Huggins

*Headquarters:* *No Response*

*Aberdeen:* Ray Granbois, Joan Azure, Don Alliance, Colleen Laverdure,
Marie Thompson, Dawn Vallejos, Patricia Underwood, Duane Marcellias,
Marie Baker, Duane Markley.

*Alaska:* Lue Rae Erickson, Mark Andrews, TCC, Fairbanks, Venda from
YKHC

*Albuquerque:* Gail Townsend, John Rael, Sandra Winfrey

*Bemidji:* Margo Bahr

*Billings:* *No Response*

*California: No Response*

*Nashville: No Response*

*Navajo:* Brenda Tahe, Sharon Brokeshoulder, Mariva Plummer

*Oklahoma: No Response*

*Portland:* David Battese, Leah Tom

*Phoenix:* Charolett Melcher, Lori Aguilar

*Tucson: No Response*

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

**Roll Call**

**Minutes** The Conference Call Minutes for 5/27/04 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

> ITSC will meet with the developer on June 14th in Albuquerque to
> review final draft and to establish procedures. It is designed to
> capture site information in anticipation of reporting to be used in
> the future. An announcement will be made when it is ready for usage.

# 

# Item \# 2 \-- National Training Online Modules -- First phase --Sandra Lahi/Kurt Priessman

This project is in phase II portion. Need to get more people involved
for input on the development. There will be a NBOC meeting at the end of
June to discuss the project. The plan for this project is to combine the
best practice processes and information between facilities so as not to
duplicate so much work related to testing. If you are interested in
seeing this draft document, please contact Sandra or Kurt and send your
feedback to them.

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

> Have issues document ready to present to CMS. Elmer advised that it
> should also include recommendations for ideal resolutions. Sandra and
> Kurt will work on that, will have ready within a day, and will be able
> to set up a call.

[Reports from Area Office Leads/ITSC -- (1) Is there progress with
testing the HIPAA transactions for your area? (2) What issues are you
running into? 3) If there are issues, are these due to RPMS
software?]{.underline}

**Aberdeen** Joan reported that testing continues with Medicare for
Rapid City, believes they will not meet the July deadline for 837
compliancy. ND Medicaid testing, in production status. Notified site
managers to give Linda access so local mods can be sent. They will be
testing SD Medicaid soon.

**Alaska** Lue Rae reported there will be a HIPAA task force meeting to
focus on security issues. Has programmer working with site on testing,
does not know which payer they are testing with. Sandra reports that
Manillaq is working with the state to become HIPAA compliant for the
837. Will hopefully be set up by the end of the month.

**Albuquerque** Gail reports that most sites are sending Medicare and
Medicaid files. They are having problems with the occurrence codes for
the 837I, should be a two digit code. Made contact with all Salud's for
testing status. Cimarron is able to send an 835, but wants to use the
AMPMED clearinghouse for the 837. Gail will contact AMPMED. She will
also be providing another HIPAA training session Monday the 14^th^.

**Bemidji** Margo states that they had a successful 837 file to Medicaid
on the 8^th^, and the site is checking on errors, since the files did
reject. They have installed the test patch 5 and retested. File
submitted fine, but did receive other errors. On the 835 PNC project,
site did test a good file and Margo will check with Jan to finish up the
posting. Red Lake will test one more file then will move to production
status.

**Billings** *No report provided*

**California** *No report provided*

**Nashville** *No report provided*

**Navajo** Brenda reports 8 units testing. Five are in production with
Medicare and Medicaid. Only three are in full production. Lack of
response from AHCCCS is delaying testing. Name and DOB are missing from
claims. Testing patch 5- problem with POS not showing on claims. 837 and
NSF files both failed due to POS changing from 21 to 22. Quovadx testing
with Gallup, connection reestablished. Daisy Barney is assisting sites,
and designated one user per site as contact. Payer listing from Quovadx
to be issued tomorrow.

**Oklahoma** *No report provided*

**Portland** David reported that he is working to get sites to continue
testing with TB part B. Shonda has sent fix for the 2310D loop for
Medicare Part B, still waiting to verify fix with the payer. Billing
Idaho, Oregon, and Washington and having user problems, not software
issues. Still having issues with SBR segment of 837P files. He is
looking into using the sequencing from Patient Registration, but not
sure if it will work. He has tried to use the error report software and
had problems. Sandra questioned whether Warm Springs had installed and
is testing patch 5, David did not know, but did not want them to test.
Sandra will contact Gwen Steelman to verify if the patch was installed.

**Phoenix** Charolett reported that they are currently testing 5 out of
7 sites for AHCCCS. They did confirm with Lori Petri that certain claim
types will be passing. For Medicare, Glen is working with Claims net as
a clearinghouse. Elko submitted 837 to First Health and to Medicare
yesterday. They are working with PNC Bank to create a single
transmission point, like Tucson Area. Each site will need to install an
FTP client in order to download their RA's for the 835. Parker is still
testing Medicare Part B, and San Carlos will be next.

**Tucson** *No report provided*

**ITSC**

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

> Patch 5 is still in testing status. Sites are GIMC, Warm Springs, Red
> Lake and Rapid City SU.
>
> Patch 6 development is continuing and will contain the CLIA# fix. Five
> of the most critical issues in Patch 6 were added to patch 5. Patch 5
> is currently in verification, went out to test sites last Thursday.
> There was a conference call held June 9^th^ for testing status, only
> GIMC reported. We are actively testing the ADA-2002. Will send out to
> Ft. Defiance and Sells once completed.

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

ITSC is working with GIMC. Sharon Brokeshoulder reported that they were
waiting for finance to batch the checks to be ready to post. GP-Net was
down for week and ½, and delayed training/testing.

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

Working with Infinedi and Quovadx.

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

Sandra submitted a task order on 5/26/04, but has not heard status yet.
Waiting for the task order to be submitted to contract programmers.
Sandra will check with Art on status.

**New Items:** 1[. Listing from Trailblazers on current I H S sites
testing.]{.underline} Trailblazer has provided ITSC with a listing of
sites for Part A. Have not been able to get status report for Part B.
Contact Sandra for list.

2\. [Trailblazers Broadcast Training.]{.underline} Trailblazers held a
Broadcast training module for HIPAA EDI Implementation on Thursday, May
27^th.^ Attendees were able to access a chat-room and Sylvia was online
to answer questions. The presentation is on the Trailblazer website.
There were about 35 participants from different facilities.

3\. [Status of National Clearinghouse Contract Discussion.]{.underline}
There is a meeting scheduled for June 23, 2004 in Albuquerque. Quovadx,
Infinedi, and Web MD will all be here to provide demonstrations. Art is
working towards a GSA contract. NBOC to decide on top 2 vendors for ITSC
and sites to work with.

**QUESTIONS/CONCERNS/DISCUSSION**

No items reported.

**NEXT CONFERENCE CALL**

The next call is scheduled for Thursday, June 24, 2004 at 10:00 AM
(MDST). The conference call-in number is: (888) 531-9517 (Passcode:
46879).