(Medicare Claims Processing Manual)

Medicare Claims Processing Manual  Chapter 26 -  Completing and Processing  Form CMS- 1500 Data Set   Table of Contents  (Rev. 12411;  Issued: 12- 14-23) (Rev. 12231;  Issued: 08 -31-23)   Transmittals for Chapter 26   10 - Health Insurance Claim Form CMS -1500 10.1 -  Claims That Are Incomplete or Contain Invalid Information  10.2 -  Items 1 -11 - Patient and Insured Information  10.3 -  Items 11a -  13 - Patient and Insured Information 10.4 -  Items 14 -33 - Provider of Service or Supplier Information 10.5 -  Place of Service Codes (POS) and Definitions  10.6 -  A/B Medicare Administrative Contractor (MAC) (B) Instructions for Place of Service (POS) Codes  10.7 -  Type of Service (TOS)  10.8 -  Requirements for Specialty Codes  10.8.1 -  Assigning Specialty Codes by A/B MACs (B)  and DME MACs  10.8.2 -  Physician Specialty Codes  10.8.3 -  Nonphysician Practitioner, Supplier, and Provider Specialty Codes  10.9 -  Miles/Times/Units/Services (MTUS)  10.9.1 -  Methodology for Coding Number of Services, MTUS Count and MTUS Indicator Fields  20 - Patients Request for Medical Payment Form CMS -1490S  30 - Printing Standards and Print File Specifications Form CMS -1500 Exhibit 1 -  Form CMS -1500 (08/05) User Print File Specifications (Formerly Exhibit 2)  10 - Health Insurance Claim Form CMS -1500 (Rev.  3083, Issued:  10- 02-14, Effective:  CMS -1500:  01- 06-14, ICD -10 - Upon Implementation of ICD -10, Implementation:  CMS -1500:  01- 06-14, ICD -10 - Upon Implementation of ICD -10)  The Administrative Simplification Compliance Act (ASCA) requires that Medicare claims be sent electronically unless certain exceptions are met.  Providers meeting an ASCA exception may send their claims to Medicare on a paper claim form.  (For more information regarding ASCA exceptions, refer to Chapter 24.)   Providers sending professional and supplier claims to Medicare on paper must use Form CMS -1500 in a valid version.  This form is maintained by the National Uniform Claim Committee (NUCC), an industry organization in which CMS participates.  Any new version of the form must be approved by the White House Office of Management and Budget (OMB) before it can be used for submitting Medicare claims.  When the NUCC changes the form, CMS coordinates its review, any changes, and approval with the OMB.  The NUCC has recently changed the Form CMS -1500, and the revised form received OMB approval on June 10, 2013.  The revised form is version 02/12, OMB control number 0938- 1197.   The revised form will replace the previous version of the form 08/05, OMB control number 0938- 0999.   Throughout this chapter, the terms, Form CMS -1500, Form 1500, and CMS -1500 claim form may be used to describe this form depending upon the context and version.  The term, CMS -1500 claim form refers to the form generically, independent of a given version.  Medicare will conduct a dual -use period during which providers can send Medicare claims on either the old or the revised forms.  When the dual -use period is over, Medicare will accept paper claims on only the revised Form 1500, version 02/12.  For the implementation and dual -use dates, contractors shall consult the appropriate implementation change requests for the revised Form 1500.  Providers and other interested parties may obtain the implementation dates on the CMS web site @ www.cms.gov.   Reminder:  Regardless of the paper claim form version in effect:  Providers cannot submit ICD -10-CM codes for claims with dates of service prior to implementation of ICD- 10.  Medicare A/B MACS (B), DME MACS, physicians, and suppliers are responsible for purchasing their own CMS -1500 claim forms.  Forms can be obtained from printers or printed in- house as long as they follow the specifications developed by the NUCC.  Photocopies  of the CMS -1500 claim form are NOT acceptable.  Medicare will accept any type (i.e., single sheet, snap- out, continuous feed, etc.) of the CMS -1500 claim form for processing.  To purchase forms from the U.S. Government Printing Office, call (202) 512-1800.  The following instructions are required for a Medicare claim.  They apply to both the 08/05 and 02/12 versions of the form except where noted.  A/B MACs (B) and DME MACs should provide information on completing the CMS -1500 claim form to all physicians and suppliers in their area at least once a year.   These instructions represent the minimum requirements for using this form to submit a Medicare claim.  However, depending on a given Medicare policy, there may be other data that should also be included on the CMS -1500 claim form; if so, these additional requirements are addressed in the instructions you received for such policies (e.g., other chapters of this manual).   Providers may use these instructions to complete this form.  The CMS -1500 claim form has space for physicians and suppliers to provide information on other health insurance.  This information can be used by A/B MACs (B) to determine whether the Medicare patient has other coverage that must be billed prior to Medicare payment, or whether there is another insurer to which Medicare can forward billing and payment data following adjudication if the provider is a physician or supplier that participates in Medicare.  (See Pub. 100 -05, Medicare Secondary Payer Manual, chapter 3, and chapter 28 of this manual).  Providers and suppliers must report 8- digit dates in all date of birth fields (items 3, 9b, and 11a), and either 6- digit or 8- digit dates in all other date fields (items 11b, 12, 14, 16, 18, 19, 24a, and 31).   Providers and suppliers have the option of entering either a 6 or 8 -digit date in items 11b, 14, 16, 18, 19, or 24a.  However, if a provider of service or supplier chooses to enter 8-digit dates for items 11b, 14, 16, 18, 19, or 24a, he or she must enter 8- digit dates for all  these fields.  For instance, a provider of service or supplier will not  be permitted to enter 8-digit dates for items 11b, 14, 16, 18, 19 and a 6- digit date for item 24a.  The same applies to providers of service and suppliers who choose to submit 6 -digit dates too.  Items 12 and 31 are exempt from this requirement.  Legend  Description  MM Month (e.g., December = 12)  DD Day (e.g., Dec15 = 15)  YY 2 position Year (e.g., 1998 = 98)  CCYY  4 position Year (e.g., 1998 = 1998)  (MM | DD | YY) or (MM | DD | CCYY)  A space must be reported between month, day, and year (e.g., 12 | 15 | 98 or 12 | 15 | 1998).  This space is delineated by a dotted vertical line on the Form CMS -1500)  Legend  Description  (MMDDYY) or (MMDDCCYY)  No space must be reported between month, day, and year (e.g., 121598 or 12151998).  The date must be recorded as one continuous number.   10.1 - Claims That are Incomplete or Contain Invalid Information  (Rev. 145, 04- 23-04)  If a claim is submitted with incomplete or invalid information, it may be returned to the submitter as unprocessable.  See Chapter 1 for definitions and instructions concerning the handling of incomplete or invalid claims.  10.2 - Items 1 -11 - Patient and Insured Information  (Rev. 4232, Issued: 02- 08-19, Effective: 03 -12-19, Implementation: 03- 12-19)  The term Medicare beneficiary identifier (Mbi) is a general term describing a beneficiary's Medicare identification number. For purposes of this manual, Medicare beneficiary identifier references both the Health Insurance Claim Number (HICN) and the Medicare Beneficiary Identifier (MBI) during the new Medicare card transition period and after for certain business areas that will continue to use the HICN as part of their processes.   Item 1 -  Shows the type of health insurance coverage applicable to this claim by the appropriately checked box; check the Medicare box.   Item 1a -  Enter the patient's Medicare beneficiary identifier whether Medicare is the primary or secondary payer.  This is a required field.  Item 2 -  Enter the patient's last name, first name, and middle initial, if any, as shown on the patient's Medicare card.  This is a required field.  Item 3 -  Enter the patient's 8- digit birth date (MM | DD | CCYY) and sex.   Item 4 -  If there is insurance primary to Medicare, either through the patient's or spouse's employment or any other source, list the name of the insured here.  When the insured and the patient are the same, enter the word SAME.  If Medicare is primary, leave blank .  Item 5 -  Enter the patient's mailing address and telephone number.  On the first line enter the street address; the second line, the city and state; the third line, the ZIP code and phone number.   Item 6 -  Check the appropriate box for patient's relationship to insured when item 4 is completed.   Item 7 -  Enter the insured's address and telephone number.  When the address is the same as the patient's, enter the word SAME.  Complete this item only when items 4, 6, and 11 are completed.   Item 8 -  Form version 08/05:  Check the appropriate box for the patient's marital status and whether employed or a student.  Form version 02/12:  Leave blank.   Item 9 -  Enter the last name, first name, and middle initial of the enrollee in a Medigap policy if it is different from that shown in item 2.  Otherwise, enter the word SAME.  If no Medigap benefits are assigned, leave blank.  This field may be used in the future for supplemental insurance plans.   NOTE:   Only participating physicians and suppliers are to complete item 9 and its subdivisions and only when the beneficiary wishes to assign his/her benefits under a MEDIGAP policy to the participating physician or supplier.  Participating physicians and suppliers must enter information required in item 9 and its subdivisions if requested by the beneficiary.  Participating physicians/suppliers sign an agreement with Medicare to accept assignment of Medicare benefits for all Medicare patients.  A claim for which a beneficiary elects to assign his/her benefits under a Medigap policy to a participating physician/supplier is called a mandated Medigap transfer.  (See chapter 28.)   Medigap -  Medigap policy meets the statutory definition of a "Medicare supplemental policy" contained in 1882(g)(1)  of title XVIII of the Social Security Act (the Act) and the definition contained in the NAIC Model Regulation that is incorporated by reference to the statute.  It is a health insurance policy or other health benefit plan offered by a private entity to th ose persons entitled to Medicare benefits and is specifically designed to supplement Medicare benefits.  It fills in some of the "gaps" in Medicare coverage by providing payment for some of the charges for which Medicare does not have responsibility due to the applicability of deductibles, coinsurance amounts, or other limitations imposed by Medicare.  It does not include limited benefit coverage available to Medicare beneficiaries such as "specified disease" or "hospital indemnity" coverage.  Also, it expl icitly excludes a policy or plan offered by an employer to employees or former employees, as well as that offered by a labor organization to members or former members.   Do not list other supplemental coverage in item 9 and its subdivisions at the time a Medicare claim is filed.  Other supplemental claims are forwarded automatically to the private insurer if the private insurer contracts with the A/B MAC (B) or DME MAC to send Medicare claim information electronically.  If there is no such contract, the beneficiary must file his/her own supplemental claim.   Item 9a -  Enter the policy and/or group number of the Medigap insured preceded by MEDIGAP, MG, or MGAP.   NOTE:   Item 9d must be completed, even when the provider enters a policy and/or group number in item 9a.