Gynecologic or Annual Women s Exam Visit & Use of Q0091 (Pap, Pelvic, & Breast Visit)

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1 Manual: Policy Title: Reimbursement Policy Gynecologic or Annual Women s Exam Visit & Use of Q0091 (Pap, Pelvic, & Breast Visit) Section: Evaluation & Management Services Subsection: None Date of Origin: 5/23/2007 Policy Number: RPM044 Last Updated: 10/4/2017 Last Reviewed: 10/11/2017 Scope This policy applies to all Commercial medical plans and Medicare Advantage plans. It does not address Moda s Oregon Medicaid/EOCCO plans. Reimbursement Guidelines Coding for the annual women s exam differs for a Medicare Advantage plan versus a Moda Health Commercial health plan. A. For Moda Health Medicare Advantage plans: The provider performing the Pap/pelvic/breast exam visit may submit procedure codes G0101 and Q0091. G0101 (Cervical or vaginal cancer screening; pelvic and clinical breast examination) Q0091 (Screening papanicolaou smear; obtaining, preparing and conveyance of cervical or vaginal smear to laboratory) If a screening rectal exam is performed as part of the Pap/pelvic/breast exam, it is considered incidental and may not be separately reported. The laboratory performing the Pap test may bill the appropriate lab and pathology procedure code(s) for examining the Pap smear specimen (e.g , , ). Preventive medicine codes (e.g , ) billed with a gynecological diagnosis code (e.g. ICD-9 V72.31 or ICD-10 Z01.419) will be denied as a provider write-off. Additional preventive services (e.g. a screening rectal exam, a health risk assessment, ordering covered preventive/screening labs and tests, or other assessment of a non-symptomatic

2 Member) are covered as part of an annual comprehensive preventive exam under the Member s Annual Wellness visit benefit. Do not request a pre-service organizational determination of non-coverage in order to have the member pay for these services out-of-pocket, as these are not non-covered services. These services are covered as part of the Annual Wellness visit, but are not part of a Pap/pelvic/breast exam. Report any additional clinical breast exams over and above the annual Pap/pelvic/breast exam which are deemed clinically necessary with the appropriate problem-oriented E/M service code and diagnosis codes to indicate the Medical conditions or symptoms involved. Benefit Limits and Benefit Periods Providers are expected to know when the Moda Health Medicare Advantage member last utilized limited benefits, and reschedule the visit with the member if the benefit is being utilized too soon. Access Benefit Tracker or contact Moda Health to verify whether the Pap/pelvic/breast exam and/or annual preventive visit is exhausted or still available. B. For Moda Health Commercial plans: A gynecologic or annual women s exam should be reported using the age-appropriate preventive medicine visit procedure code and a gynecological diagnosis code (e.g. ICD-9 V72.31 or ICD-10 Z01.419). If an abnormality or another medical problem is encountered and is significant enough to require the additional work of a problem-oriented E/M service, then the appropriate office/outpatient E/M code ( ) should also be reported with modifier 25 appended. (AMA 1 ) An insignificant or trivial problem/abnormality that is encountered which does not require the performance of the key components of a problem-oriented E/M service should not be reported. (AMA 1 ) Do Not Use Q0091 for commercial plans: Effective for dates of service October 12, 2015 and following, HCPCS code Q0091 will no longer be considered valid procedure codes for Moda Health commercial claims and will be denied to provider write off with an explanation code that maps to: CARC 16 (Claim/service lacks information or has submission/billing error(s) which is needed for adjudication.) RARC M51 (Missing/incomplete/invalid procedure code(s).) Q0091 is a Medicare-specific code which should not be used for a commercial line of business. Instead please use the age-appropriate preventive medicine visit procedure code. Page 2 of 8

3 Background Information A comprehensive preventive medicine exam visit is a complete physical, including: Health history A review of all health and lifestyle risk factors An exam of all systems including cardiovascular, respiratory, neurological, musculoskeletal, reproductive and behavioral Laboratory studies appropriate for age, risk and sex Discussion of recommended lifestyle changes. An annual women s exam or gynecologic exam is far less extensive, limited essentially to pelvic and Pap tests, as well as a clinical breast exam. A gynecologic or annual women s exam can be performed by a primary care physician or non- physician provider (NPP) or an OB/GYN provider. Codes and Definitions Code G0101 Q Code Description Cervical or vaginal cancer screening; pelvic and clinical breast examination Screening papanicolaou smear; obtaining, preparing and conveyance of cervical or vaginal smear to laboratory requires these 3 key components: A problem focused history; A problem focused examination; Straightforward medical decision making. Counseling and/or coordination of care with other physicians, other qualified health care professionals, or agencies are provided consistent with the nature of the problem(s) and the patient's and/or family's needs. Usually, the presenting problem(s) are self limited or minor. Typically, 10 minutes are spent face-to-face with the patient and/or family. requires these 3 key components: An expanded problem focused history; An expanded problem focused examination; Straightforward medical decision making. Counseling and/or coordination of care with other physicians, other qualified health care professionals, or agencies are provided consistent with the nature of the problem(s) and the patient's and/or family's needs. Usually, the presenting problem(s) are of low to moderate severity. Typically, 20 minutes are spent face-to-face with the patient and/or family. requires these 3 key components: A detailed history; A detailed examination; Medical decision making of low complexity. Counseling and/or coordination of care with other physicians, other qualified health care professionals, or agencies are provided consistent with the nature of the problem(s) and the patient's and/or family's needs. Usually, the presenting problem(s) are of moderate severity. Typically, 30 minutes are spent face-to-face with the patient and/or family. Page 3 of 8

4 Code Code Description requires these 3 key components: A comprehensive history; A comprehensive examination; Medical decision making of moderate complexity. Counseling and/or coordination of care with other physicians, other qualified health care professionals, or agencies are provided consistent with the nature of the problem(s) and the patient's and/or family's needs. Usually, the presenting problem(s) are of moderate to high severity. Typically, 45 minutes are spent face-to-face with the patient and/or family. requires these 3 key components: A comprehensive history; A comprehensive examination; Medical decision making of high complexity. Counseling and/or coordination of care with other physicians, other qualified health care professionals, or agencies are provided consistent with the nature of the problem(s) and the patient's and/or family's needs. Usually, the presenting problem(s) are of moderate to high severity. Typically, 60 minutes are spent face-to-face with the patient and/or family. patient, that may not require the presence of a physician or other qualified health care professional. Usually, the presenting problem(s) are minimal. Typically, 5 minutes are spent performing or supervising these services. patient, which requires at least 2 of these 3 key components: A problem focused history; A problem focused examination; Straightforward medical decision making. Counseling and/or coordination of care with other physicians, other qualified health care professionals, or agencies are provided consistent with the nature of the problem(s) and the patient's and/or family's needs. Usually, the presenting problem(s) are self limited or minor. Typically, 10 minutes are spent face-to-face with the patient and/or family. patient, which requires at least 2 of these 3 key components: An expanded problem focused history; An expanded problem focused examination; Medical decision making of low complexity. Counseling and coordination of care with other physicians, other qualified health care professionals, or agencies are provided consistent with the nature of the problem(s) and the patient's and/or family's needs. Usually, the presenting problem(s) are of low to moderate severity. Typically, 15 minutes are spent face-to-face with the patient and/or family. patient, which requires at least 2 of these 3 key components: A detailed history; A detailed examination; Medical decision making of moderate complexity. Counseling and/or coordination of care with other physicians, other qualified health care professionals, or agencies are provided consistent with the nature of the problem(s) and the patient's and/or family's needs. Usually, the presenting problem(s) are of moderate to high severity. Typically, 25 minutes are spent face-to-face with the patient and/or family. Page 4 of 8

5 Code Code Description patient, which requires at least 2 of these 3 key components: A comprehensive history; A comprehensive examination; Medical decision making of high complexity. Counseling and/or coordination of care with other physicians, other qualified health care professionals, or agencies are provided consistent with the nature of the problem(s) and the patient's and/or family's needs. Usually, the presenting problem(s) are of moderate to high severity. Typically, 40 minutes are spent face-to-face with the patient and/or family. procedures, new patient; infant (age younger than 1 year) procedures, new patient; early childhood (age 1 through 4 years) procedures, new patient; late childhood (age 5 through 11 years) procedures, new patient; adolescent (age 12 through 17 years) procedures, new patient; years procedures, new patient; years procedures, new patient; 65 years and older procedures, established patient; infant (age younger than 1 year) procedures, established patient; early childhood (age 1 through 4 years) Page 5 of 8

6 Code Code Description procedures, established patient; late childhood (age 5 through 11 years) procedures, established patient; adolescent (age 12 through 17 years) procedures, established patient; years procedures, established patient; years procedures, established patient; 65 years and older Coding Guidelines If an abnormality is encountered or a preexisting problem is addressed in the course of performing this preventive medicine evaluation and management service, and if the problem or abnormality is significant enough to require the additional work of a problem-oriented E/M service, then the appropriate Office/Outpatient E/M code should also be reported. Modifier 25 should be added to the Office/Outpatient code to indicate that a significant, separately identifiable evaluation and management service was provided on the same day as the preventive medicine service. The appropriate preventive medicine service is additionally reported. An insignificant or trivial problem/abnormality that is encountered in the process of performing the preventive medicine evaluation and management service and which does not require additional work and the performance of the key components of a problem-oriented E/M service should not be reported. (AMA 1 ) HCPCS code Q0091 (Screening Papanicolaou smear; obtaining, preparing and conveyance of cervical or vaginal smear to laboratory) describes the services necessary to procure and transport a pap smear specimen to the laboratory. If an evaluation and management (E&M) service is performed at the same patient encounter solely for the purpose of performing a screening pap smear, the E&M service is not separately reportable. However, if a significant, separately identifiable E&M service is performed to evaluate other medical problems, both the screening pap Page 6 of 8

7 smear and the E&M service may be reported separately. Modifier 25 should be appended to the E&M CPT code indicating that a significant, separately identifiable E&M service was rendered. (CMS 2 ) HCPCS code G0101 (cervical or vaginal cancer screening; pelvic and clinical breast examination) may be reported with evaluation and management (E&M) services under certain circumstances. If a Medicare covered reasonable and medically necessary E&M service requires breast and pelvic examination, HCPCS code G0101 should not be additionally reported. However, if the Medicare covered reasonable and medically necessary E&M service and the screening service, G0101, are unrelated to one another, both HCPCS code G0101 and the E&M service may be reported appending modifier 25 to the E&M service CPT code. Use of modifier 25 indicates that the E&M service is significant and separately identifiable from the screening service, G0101. (CMS 3 ) Cross References None. References & Resources 1. American Medical Association. Preventive Medicine Services. Current Procedural Terminology (CPT) Chicago: AMA Press. Page CMS. National Correct Coding Initiative Policy Manual. Chapter 12 Supplemental Services HCPCS Level II Codes A V9999, C CMS. National Correct Coding Initiative Policy Manual. Chapter 12 Supplemental Services HCPCS Level II Codes A V9999, C.3. IMPORTANT STATEMENT The purpose of Moda Health Reimbursement Policy is to document payment policy for covered medical and surgical services and supplies. Health care providers (facilities, physicians and other professionals) are expected to exercise independent medical judgment in providing care to members. Reimbursement policy is not intended to impact care decisions or medical practice. Providers are responsible for accurately, completely, and legibly documenting the services performed. The billing office is expected to submit claims for services rendered using valid codes from HIPAA-approved code sets. Claims should be coded appropriately according to industry standard coding guidelines (including but not limited to UB Editor, AMA, CPT, CPT Assistant, HCPCS, DRG guidelines, CMS National Correct Coding Initiative (CCI/NCCI) Policy Manual, CCI table edits and other CMS guidelines). Page 7 of 8

8 Benefit determinations will be based on the applicable member contract language. To the extent there are any conflicts between the Moda Health Reimbursement Policy and the member contract language, the member contract language will prevail, to the extent of any inconsistency. Fee determinations will be based on the applicable provider contract language and Moda Health reimbursement policy. To the extent there are any conflicts between Reimbursement Policy and the provider contract language, the provider contract language will prevail. Page 8 of 8