**INDIAN HEALTH SERVICE**

**Business Office Coordinators, HPAA Coordinators,**

**Information System Coordinators and Headquarters**

**Minutes for December 18, 2003**

**HIPAA Business Transactions Awareness Conference Call**

**[Present]{.underline}**

*ITSC:* Susan Bowman, Carl Gervais, Sandra Lahi, and Ken Russell

*Headquarters:* Frank Martin

*Aberdeen:* Raymond Grandbois, HIPAA Coord; Thad Banley, IS Security
Ofcr; Dori Junker, BOC

*Ft.* *Thompson Service Unit:* Jackie Spier

*Alaska: No Response*

*Albuquerque:* Sandra Winfrey, BOC; John Rael, BOC, Med Recs

*Dulce:* John Rael, BOC

*Bemidji:* *NIH:* Mike Williams; Rebecca McHugh

*Red Lake Service Unit:* Melanie Roy

*Billings:* *No Response*

*California: No Response*

*Nashville: No Response*

*Navajo:* Roland Todacheenie, BOM & HIPAA Coord

*Oklahoma:* Sue Bear, BOC

*Portland: No Response*

*Phoenix: No Response*

*Tucson: No Response*

**[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** 12/11 minutes were sent out with 12/18 agenda. There were no
objections to the distributed minutes. They will be posted to the IHS
website.

**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 testing updates are there for the Areas?

**Aberdeen** Waiting for Third Party Patch 4 to reload and test.

**Carl Gervais** Third Party Patch 4 released 12/12 out to sites.

**ITSC**

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

**John Rael** Jicarilla SU is testing and is working with Adrian Lujan,
ITSC for testing the 837.

**Albuquerque**

**Bemidji** Status Quo.

**Carl Gervais** 3^rd^ Party Billing, p4 released 12/12. Patch 4 needs
to be installed.

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

**California** *No updated report provided.*

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

**Navajo** Will contact AHCCCS regarding a rollout plan.

A conference call will be scheduled with Sandra, Susan, Sharon, and
Roland to provide guidance.

**Oklahoma** Status Quo.

**Portland** *No updated report provided. (David Battese is at ITSC at a
meeting this week)*

**Phoenix** *No updated report provided.*

**Sandra Lahi/** 837, third party billing, p4 -- was released on
12-12-03 and needs to be installed by sites that are now ready to test
the 837 format. 3P Patch4 was not able to finalize Trailblazer, Part A &
B and NM Medicaid. AZ-AHCCCS certified 3P Patch 4 and sites who will be
submitting to AHCCCS will have to have Patch 4 installed first. ITSC is
working with area coordinators to get rollout plan for sites.

If you have tribal sites billing to UGS Medicare FI, let Susan Bowman
know and Susan can assist with providing guidance on how to get you set
up to start testing.

835\. Still testing AR Patch 4. It currently has been tested for the
Trailblazers Part A and B 835 format. The AR Standard Adjustment and
Reason Codes have also been revised by replacing the pending categories
to the Nonpayment categories. This was done at the request of the TAG
membership. AR Patch 4 did not include the PNC bank testing module as
there was a delay in getting the PNC bank side of things setup. Part A
Medicare tested at Tuba City, Sells and Kayenta.

270/271, Pt. Reg., P2 did not include the 270/271 development due to
lack of testing partners. Plans are for Patch 3 to include this
development. CMI has to finish testing the GIS patch for the 270/271
transaction. Cimarron is working on it.

ITSC needs test sites. Please contact Susan, Carl, Adrian or Sandra if
you have any sites that can start testing.

[Item #3 -- Proposed Rollout Plans:]{.underline}

Sandra reviewed the proposed focus of ITSC within the next few months.
It will include the following:

-   AHCCCS 837 Rollout Plans for Navajo, Phoenix, and Tucson

-   Medicaid for NM, CO, SD. ND. OR, WI, MS Rollout Plans

-   Medicare FI Trailblazer, Part A & B, and UGS (Professional only)

-   PNC Bank 835 A/R Rollout Plans

[Item #4 -- HIPAA Compliance Business Transactions "Train the Trainer"
Workshop Agenda]{.underline}

**Sandra Lahi** A "Train the Trainer" workshop is still scheduled for
February 3, 4, and 5, 2003 in Albuquerque. The training will provide a
hands-on training experience to understand RPMS and how to apply the
process.

**Susan Bowman** 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.

**Sandra Lahi** [Item #5 -- Area Site by Site Database Spreadsheet
Training]{.underline}

Sandra has met with Sandra Winfrey, Albuquerque to present database.
Albuquerque will be tested first before the other areas will be sent out
their database.

Susan may provide the training on how to populate the spreadsheet at the
"Train the Trainer" workshop.

**QUESTIONS/CONCERNS**

No additional questions or concerns.

**NEXT CONFERENCE CALL**

The next conference call is 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***