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Urology Coding Alert

6 Suggestions for Foolproof Modifier -25 Coding

Published on Sat Oct 11, 2003

Who knew that one little modifier could cause so many headaches? Put modifier -25 on your claims, and you may have payers up in arms. But protect your modifier -25 claims right from the start, and you can avoid some denials.
 
The easiest way to report and get paid for modifier -25 (Significant, separately identifiable evaluation and management service by the same physician on the same day of the procedure or other service) is to be proactive. Clean up and clarify these claims before they go out and you'll be more likely to be paid without any hassle. When coding with modifier -25, keep six guidelines in mind:
 
1.  Append modifier -25 only to E/M services. Do not use it on any procedure codes. You should use modifier -25 with an E/M service that's performed on the same day as another procedure by the same physician. Many coders understand this concept, but in the flurry of getting claims out, they accidentally append the modifier to a procedure code.
 
2.  Don't append modifier -25 to E/M codes when the only other codes for that claim are for ancillary services, like x-rays. Also, some carriers restrict the use of modifier -25 to an E/M code associated with a surgical service. Because there is some variation in this area among payers, please consult your local carrier for its specific policy.
 
3.  Include separate documentation for both your E/M and procedure codes. You need to show medical necessity that justifies reporting both the E/M code and the procedure code(s). So, you must have separate documentation for each service.                              
 
4.  If you bundle your procedure note into the examination component of the E/M documentation or even tag it in the decision-making component, you could be losing legitimate revenue. Remember when using modifier -25 that you should have all of the elements of the exam documented and that the E/M service's diagnosis code reflects medical necessity.
 
5.  Don't append modifier -25 for minor-procedure sedation. The examination that is performed and needed to administer conscious sedation prior to a scheduled minor procedure is not a "significant, separately identifiable E/M service." It is a component of the minor procedure and is not separately billable, even with modifier -25.
 
6.  If you're still not getting paid, contact the representative for the relevant payer. Sometimes, problems arise when trying to get claims paid using modifier -25. When this occurs, check with the specific insurance carrier for an explanation for refusal of payment. If this doesn't work, contact your billers and get your information ready for an appeal. When billers take over, modifier -25 denials are very often reversed.

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