**INDIAN HEALTH SERVICE**

**Business Office Coordinators, HPAA Coordinators,**

**Information System Coordinators and Headquarters**

**Minutes for November 20, 2003**

**HIPAA Business Transactions Awareness Conference Call**

**[Present]{.underline}**

*ITSC:* Susan Bowman, Sandra Lahi, Carl Gervais, Adrian Lujan, and

Gail Townsend

*Headquarters:* Frank Martin

*Aberdeen:* Thad Banley, IT/IS Security Ofcr; Jackie Spier, BO Mgr

*Eagle Butte, SD:* Diane Marshall, Case Mgr Nurse

*Rosebud Service Unit:* Joan Azure, BOC

*Alaska: No response* (Lu Rue Erickson, HIPAA Lead \-- *attending the
NBOC meeting*)

*Albuquerque:* Ross Leatham, IT Splst

*Bemidji:* Karie Taylor,

*Red Lake Service Unit:* Margo Bahr, IT; ChuckTudor, ISC & HIPAA
Compliance Team Lead

*Billings:* *No response* *(Attending the NBOC meeting)*

*California: No response* (Toni Johnson \-- *attending NBOC meeting*)

*Nashville: No response (Attending the NBOC meeting)*

*Navajo: Sandra Lahi will provide report* (Sharon Sorrell, HIPAA
Compliance Team Lead attending NBOC meeting)

*Oklahoma:* Sue Bear, HIPAA Compliance Team Lead, Mary Beaver, BOC

*Portland:* David Battese, ISC; (Cheryl Bittle, HIPAA Lead attending
NBOC meeting)

*Phoenix:* DeAlva Honahnie, HIPAA Coord; (Charolett Melcher, HIPAA Lead
\-- *attending NBOC meeting)*

*Tucson:* Lauren Folson, Med Rec Tech, Sells; FJ Evans, ISC

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

Roll Call -- Participant names will be sent via email to Susan Bowman
from dial-in operator.

Minutes for 10/30 Conference Call were approved noting a correction will
be made to the urban sites concern brought up by Cheryl Bittle in last
week's meeting.

**AGENDA ITEMS ADDRESSED**

[Item #2 -- Update on HIPAA Website Postings]{.underline}

**Frank Martin** New spreadsheets posted yesterday.

IHS website layout will be redesigned. Frank is waiting for new software
before the website can be redesigned.

**Sandra Lahi** The goals are to provide training updates, training
tools, and training resources for HIPAA compliance testing process to
all areas and sites.

**Frank/Sandra** Agenda item \-- Update on HIPAA Website Postings will
be temporarily removed as an agenda item until the website is
redesigned.

**Sandra Lahi** [Item #3 -- Urban Sites Follow-Up]{.underline}

How are the areas going to respond to the urban sites?

**Frank Martin** Not all areas have RPMS. The Urban sites that are using
RPMS are

***(Reporting for*** invited to sit in on these conference calls.

***Elmer Brewster)***

(*[Note]{.underline}:* Received update via email from Elmer Brewster.
The UIHP has not been tracking HIPAA implementation. Initially, they
participated in the weekly conference calls. Elmer invited them to
continue participating in the conference calls. Those UIHPs on RPMS will
be part of IHS systems and those processing claims using COTs will work
with their software vendor.)

[Item #4 \-- Reports from Area Office Leads/ITSC \-- What's happening
with Testing for Your Area?]{.underline}

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

**Aberdeen** Testing Ft. Thompson -- Waiting for Patch 4 to 3^rd^ Party
Billing with

**Joan Azure** SD Medicaid. Have not received anything back from ND
Medicaid Will report back at next conference call in two weeks.

**Thad Banley** Speaking for Ron Redwing, IT Ft Thompson, stated they
are still waiting on a patch from Don Jackson.

**Carl Gervais** Will check with Don and send to Ron RedWing.

***ACTION ITEM***

**Alaska** *Several of the Coordinators are at the NBOC meeting.*

Things are s*tatus quo* **--** They are actively working on things.

**Ross Leatham** Dulce, and then Zuni will start testing. Is there any
activity with the

**Albuquerque** 270/271?

**Adrian Lujan** Not yet. Still having problems from NM Medicaid
software vendor. Provider taxonomy codes have been put into several of
the sites.

**Sandra Lahi** Still haven't received software test file to start
testing for 835.

Question on Provider Taxonomy setup. The Provider file is requesting a
start date. What date do we use?

**Adrian Lujan** Use the date of credentialing (original date). If you
don't know the date, then use a recent date for now. In the future, it
may be necessary to input the credentialing date.

Working with State of MN on their eligibility information. Shonda Render
(ITSC) said the file isn't HIPAA compliant. Checking to see if they can
modify it.

**Sandra Lahi** Brain Schafer is working with State of WI Medicaid. TPA
was issued and received a Trading Partner ID number.

There was a NM Medicaid BOM meeting and Adrian attended it and reported
on HIPAA information.

**Billings** Is WY and MT going to be making 834 format in electronic
format? WY or MT will no longer be considered for the 834 format.

**California** CLIA (Clinical Laboratory Improvement Act) has to be
assigned. How will the 3P AR Tag want it formatted? Will be defined.

**Nashville** The information is out there for the tribal sites. Choctaw
is waiting for

Patch 4.

**Navajo** Things are s*tatus quo* **--** Navajo is waiting to see what
happens with NM Medicaid and AHCCCs. No response from UT Medicaid.

GIMC testing with Quovadx on the 270/271. Mark Williams is adjusting GIS
to receive the 271.

**Sue Bear** Things are s*tatus quo* **--** WW Hastings testing
Trailblazers Part A&B.

**Oklahoma**

**Carl Gervais** Medicare Part B passed, but unfortunately, when
changing Part B, it changed Part A.

**Portland** Patch 4 installed and will begin testing. Yakima sent in a
test file, received 21 errors (this is a file that passed). Sent to Don
Jackson. Don said it didn't look like Patch 4 he previously sent. Don
installed Patch 4.

Dental and outpatient passed.

Test ran at Western Oregon and Warm Springs. Don couldn't help because
test files did not have Patch 4 installed.

**Carl Gervais** Carl will follow up. It's difficult to test every site,
that's why we've

***ACTION ITEM*** identified the test sites.

**Dave Battese** Why not test one site for every state?

**Sandra Lahi** Good approach! She will discuss this with George.

***ACTION ITEM***

*[Please note]{.underline}:* When working with Western Oregon and Warm
Springs, they may possibly be used as a test site for Patch 5.

**Dave Battese** ID Medicaid is up and running -- They have gone live.
We will probably not install Patch 4 in ID until we know that processes
are billed and paid.

We are working with Yakima for testing Trailblazers Medicare Part B.
Need more flexibility to change local codes by date ranges.

**Sandra Lahi** It is recommended to test the local new codes in 837
with Patch 4.

**Dave Battese** They work with the formats to make sure they get the
right codes with the right formats.

**DeAlva Honahnie**Parker is waiting for Part B to come down from PNC
Bank

**Phoenix**

**Tucson** AZ Medicaid portion passed. Testing Medicare, Part A. Waiting
for certification.

**ITSC Report** Sandra reported that Patch 4 testing is ongoing.
Received notification from AZ AHCCCs that all formats had passed.
Software will be certified.

Schedule an AZ AHCCCs call with Lori early next week. Contact Susan if
you are testing with them and want to join the conference call.

**Susan Bowman** Will be working with sites to find out when they want
to test the

***ACTION ITEM*** AHCCS 837 format.

Patch 4, Part A and B testing with WW Hastings -- Once two sites are
certified, then Patch 4 will be certified. Want to make sure everyone is
trained with Patch 4.

Trailblazers are offering a nationwide on-line monthly training for all
those who are interested. ITSC will partner with TB to provide training
on 837 testing for Part A and B. There is a question about the firewall.
Susan will be coordinating this training.

**Carl Gervais** Find out what the restrictions are on the firewall.

***ACTION ITEM***

**Sandra Lahi** Maybe we will bring Trailblazers to IHS to be behind the
firewall to provide training.

835, Patch 4 to test Medicare, Part A existing ERA process. ITSC is
working on getting a file sent down from Ft. Belknap, MT and Tuba City,
AZ.

Still working with Quovadx on 270/271. The GIS software development is
an issue. The 270 went well, but there are problems with the 271.

**Carl Gervais** NCPDP 5.1 Pharmacy POS is live with (31) trading
partners. There are (23) new formats ready for Patch 8. There are about
(80) ready to go.

[Item #5 -- Review of Area spreadsheets identifying sites, transaction
testing and monitoring/documentation]{.underline}

**Susan Bowman** Received updates from Aberdeen, Alaska, Billings,
California, Nashville, and Tucson.

For areas who have not verified your list of sites, please do so and
return to Susan as soon as possible. These site lists will be used to
track and document the work being done to bring HIPAA compliance
awareness, tools and support down to the site level.

[Item #6 -- Draft HIPAA Compliance "Train the Trainer" agenda and
dates.]{.underline}

**Sandra Lahi/** A Draft HIPAA Compliance Business Transactions "Train
the Trainer" agenda and dates was

**Susan Bowman** emailed to all HIPAA Business Transactions Awareness
Conference Call participants.

Susan and Sandra provided an overview of the training workshop planned
for February 3-5, 2004. It will be held in Albuquerque. There is
discussion of the workshop being split into two sessions: One will be a
technical, End Users hands-on training, and the other will be an
Administrative Overview. This has not been finalized yet. A complete
training manual and CD will be provided to all participants. There will
be several trainers involved. Frank Martin has agreed to come and
participate in the workshop as a trainer.

All Areas are asked to review the training agenda and provide
feedback/comments to Susan by December 15^th^. Once the agenda is
somewhat finalized, it will be posted to the website.

IHS would like to have (3) representatives, preferably the Information
Systems, Business Office, and HIPAA Coordinators, to attend the
workshop. It will be up to each Area to identify the HIPAA
representatives attending the workshop.

**QUESTIONS/CONCERNS**

No additional questions or concerns.

**NEXT WEEK'S CONFERENCE CALL**

There will be no conference call next Thursday, 11/27/03 due to
Thanksgiving holiday.

The next scheduled conference call will be Thursday, 12/4/03 at

10:00 AM (MST). The conference call-in number will remain the same
number: (888) 531-9517 (Passcode: 46879).

***MEETING ADJOURNED AT 11:10 AM***