Radiology Coding Alert

Documentation is a key component for compliant billing and coding within all medical specialties. For a specialty that’s inherently reliant on dictation reports, orders, and more, this point is especially true for radiology practices.

That’s why your practice should be aware of the Comprehensive Error Rate Testing (CERT) program from the Centers for Medicare & Medicaid Services (CMS). CERT examines some of the most common errors among Medicare claims in an effort to address the underlying causes of the improperly paid charges. As you can imagine, the focus shifts primarily toward documentation above all other factors.

Keep yourself informed and compliant by reviewing CERT protocols, guidelines, and data surrounding error rate testing.

Understand How CERT Data Impacts Your Practice

Whether your notes, coding, and compliance policies are spot-on or your Medicare claims could use a little help, it is a good idea to review the annual Comprehensive Error Rate Testing (CERT) data.

Why? CMS uses the information garnered from the CERT program in three different ways. First, it utilizes providers’ data to “protect the Medicare Trust Fund by identifying errors and assessing error rates, at both the national and regional levels,” according to Part B Medicare Administrative Contractor (MAC) CGS Medicare in its CERT guidance.

Second, the government tracks error trends among certain provider types, codes, and services through the CERT program. These findings help CMS pinpoint problem areas that are perennially an issue and ratchet up the improper payment rate, costing taxpayers billions. The agency then uses this valuable information to rein in outliers, rectify issues, and promote program integrity, CGS suggests.

Lastly, CMS uses the information garnered from the report to measure how MACs are doing. The CERT data helps to determine regional programming and education, including tools like the Targeted Probe & Educate (TPE) program and Comparative Billing Reports (CBRs) in a jurisdiction.

Insufficient Documentation Still Tops the Issues

According to the CERT report, insufficient documentation is the chief cause leading to improper payments across the Medicare spectrum. “Root causes” varied, but both Parts A excluding IPPS and B suffered from multiple universal errors as the top cause at 40.5 percent and 31.3 percent of improper payments respectively (see Figures 8 and 9 in the CERT data).

On the other hand, the samples highlighted DMEPOS’s problem with medical records accuracy. Missing or inadequate records accounted for 62.7 percent of the DMEPOS improper payment rate, notes the report.

If you’ve been burned by documentation blowups in the past, 2020 is a great time to realign your protocols with those of Medicare and put medical records accuracy at the top of your to-do list. You should always pay attention to the medical documentation, so you can avoid making errors in your own practice, instructs Christina Neighbors, MA, CPC, CCC, coding quality auditor for Conifer Health Solutions, Coding Quality & Education Department, and member of AAPC’s Certified Cardiology Coder steering committee.

Look at some examples of what CMS considers “insufficient documentation” and check for these types of inaccuracies in your claims audits:

• Orders that are not signed by a valid physician or are missing other required elements.
• Missing documentation to support the services that were provided.
• Dictation reports that don’t support the code reported.
• No hospital record or a missing medical report.
• A lack of proper authentication in the record.
• Various signature issues including things like a missing or illegible signature, no signature logs, or an electronic signature with no policy or protocol attached.

Review more of Medicare’s medical record documentation requirements at: www.cms.gov/Outreach-and-Education/Medicare-Learning-Network-MLN/MLNProducts/Downloads/CERTMedRecDoc-FactSheet-ICN909160.pdf.

Tip: In the case of evaluation and management (E/M) services, keep in mind that just because documentation supports the level of service billed, the coder or biller must be sure that it’s medically necessary to report that level of service, says Gina Vanderwall, OCS, CPC, CPPM, financial counselor with Finger Lakes Ophthalmology of Canandaigua, New York. “One can have excellent documentation that supports a higher level of service, but medical necessity must be taken into consideration as well. You can’t always bill the higher level of service simply because your documentation has all the bullet points checked,” she adds.

Good news: CMS’ efforts to curtail incorrect coding are working. Since 2014 the improper payment rate has steadily declined, and last year’s numbers went down significantly. The improper payment rate in 2019 was 7.3 percent, down from 8.12 in 2018; while improper payment amounts decreased from $31.6 billion in 2018 to $28.9 billion last year.

The reduced rates are a boon for everyone, according to agency guidance. “Every dollar spent inappropriately is one that should have been used to benefit patients,” explains CMS Administrator Seema Verma in a release. The agency “is pulling every lever at its disposal to safeguard precious resources and direct them to those who truly need them — both today and in the future.”

Resource: Review the CERT report at: www.cms.gov/files/document/2019-medicare-fee-service-supplemental-improper-payment-data.pdf.