Remember that medical record documentation must be legible. Each page of the record should identify the patient and the date. A hand written or electronic signature and credentials should follow each record entry (stamp signatures are not acceptable). The record should be of good copy quality for review purposes.
Effective August 1, 2008, Highmark Medicare Services will not routinely request additional inpatient documentation from providers who failed to submit all the necessary medical records. The redetermination will be performed based on the medical record documentation that you submitted with your initial claim and appeal request. Providers, physicians and other suppliers are responsible for providing all the information the contractor requires to adjudicate the claim(s) at issue.
If the service being appealed was denied due to a Local Coverage Determination (LCD), you should review the LCD policy for the documentation requirements that are necessary to support the service. The LCDs are available on the Highmark Medicare Services internet site.
If the service being appealed was denied due to a National Coverage Determination (NCD), you should review the NCD policy for the documentation requirements that are necessary to support the service. The NCDs are available on CMS’ website.
The following list may be used as a guideline (not all-inclusive list) when submitting documentation with your redetermination request.
|Cosmetic Surgery||Surgical report, pathology report, history and physical , physician's progress notes|
|Dental Services||Dental surgical report, pathology report, history and physical , physician's progress notes, physician orders and laboratory reports|
|Diagnostic Tests: Radiology||Physician orders, history and physical, test results, e.g., x-ray reports|
|Drugs (J codes)||Physician orders, history and physical, medication record, nurses notes|
|Laboratory Services||Physician orders, laboratory report(s), pathology report|
|Physical, Occupational, and Speech therapy||Physician orders, therapy evaluation and progress notes; physician certification/recertification|
SKILLED NURSING FACILITY INPATIENT RECORDS
|Inpatient Hospital||Complete Hospital Records including emergency room reports, admission history and physical, physician's orders and progress notes, consultation reports, nurses' notes, medication record, laboratory and pathology reports, X-ray reports, operating room and anesthesia report, discharge summary, Advance Notice of Non-Coverage (signed by the beneficiary), denial notification issued by the provider, billing form|
|Inpatient Rehab Facility||Complete Hospital Records including history and physical, physician's orders and progress notes, consultation reports, nurses' notes, medication record, laboratory reports, X-ray reports, therapy evaluation and progress notes, physician certification/recertification, Advance Notice of Non-Coverage(signed by the beneficiary), billing form|
|SNF Inpatient||Hospital discharge summary, physician certification, progress notes, and orders, nurses notes, medication records, therapy records, if applicable, copy of the MDS, signed Advance notice of non-coverage and denial notification issued by the provider, if applicable|
An appeal request for a claim that was denied by Medical Review (MR) for lack of documentation or for insufficient documentation must be submitted with all the medical record documentation that was requested in the additional documentation request (ADR). The ADRs that you receive requesting additional supporting documentation are very specific regarding the type of information that is required. Thoroughly review the ADR to be sure that all items requested in the ADR have been submitted with your appeal.