Author Topic: Filing paperwork  (Read 8442 times)

PMRNC

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Re: Filing paperwork
« Reply #30 on: February 14, 2010, 09:13:48 AM »
Ok, to put it simply.. IF you are sent ANYTHING to do with a claim..that makes that claim a claim (notes, CMN, etc...) It is considered a "source document".  You have two issues: the provider is responsible for maintaining THEIR records. As a billing company YOUR records are separate and anything you use to generate or go with a claim is your source document and must be retained. For example, I have a client who I will attach a treatment report to a claim because the carrier requires it after XX visits. That treatment report is sent to me by the provider, I attach to the claim, that is MY source document. IF the provider chose to send it apart from the claim it wouldn't need to be retained by me because it wouldn't need to become my source document. Charlene, what you are doing is fine.. if you do get info which becomes your source document it's fine to store them on a memory stick, so long as you have access to them when/if needed, that's proper storage and retention for source documents. If I have a question about something my provider coded and I need to look at the notes, the provider sends me the notes.. once she sends them to me they are my source documents and therefore subject to retention.
Linda Walker
Practice Managers Resource & Networking Community
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Pay_My_Claims

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Re: Filing paperwork
« Reply #31 on: February 14, 2010, 12:01:45 PM »
And I agree, you have to follow the record keeping laws of your state and also the federally mandated laws. When I attach a faxed CMN to the claim, because I had to obtain it, It would be date stamped when I received it (before e-faxing) and it is kept on file. The reason this is important is the CYA rules!! I DTA (Dont Trust Anyone). If I have proof of the cmn being sent to me, any audit of my company will show that MD X sent me this CMN to show the client equipment was medically necessary. If the provider does not have proof, how will I have it??? Also about a month ago Medicare came in and did an audit of one of the DME providers I bill for (W-2) They pulled 10 random clients. We had 100% of everything on all but 1. The client had BCBS primary and Medicare secondary. We were not able to locate any records on that client. We will still come out fine in the audit, but it is truly a lesson learned. If I was billing for this provider under my own company........where would I stand knowing I placed the KX modifer on the claim which states all required documentation was received???

PMRNC

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Re: Filing paperwork
« Reply #32 on: February 15, 2010, 11:21:02 AM »
Exactly my point Charlene.
ONCE your client sends you ANYTHING it should be retained..that's the best way to CYA.
Linda Walker
Practice Managers Resource & Networking Community
One Stop Resources, Education and Networking for Medical Billers
www.billerswebsite.com