Behavioral Health Billing and Coding Guide for Montana FQHCs & Primary Care Providers. Virna Little, PsyD, LCSW-R, SAP, CCM Laura Leone, MSSW, LMSW
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1 Behavioral Health Billing and Coding Guide for Montana FQHCs & Primary Care Providers Virna Little, PsyD, LCSW-R, SAP, CCM Laura Leone, MSSW, LMSW
2 Objectives Answer questions specific to FQHC and Primary Care behavioral health provider sustainability Provide more detailed information on codes available to optimize services clinically and financially Provide overview of billing terminology and guidelines Understand billing guidelines tool
3 Primary Care & FQHC Billing Tip Sheets
4 Guide Sheet Categories Category ( type of code such as behavioral health vs. care coordination) Code Payer ( Medicaid, Medicare, Commercial) Type of Provider Documentation requirements Comments
5 Billing Guideline Sheets Notice variations in payers and providers these are important to pay attention too Commercial payers, while not major part of payer mix important to optimize revenue Fee for Service codes vs Process Meant to be a guide, information changes often!
6 Suggestions for Use Make a list of all of the codes you are currently using Compare to guide and review opportunities for optimization
7 Current Procedural Technology (CPT) Common medical code set Developed by the American Medical Association Establishes standardization across insurers Updated regularly/annually Reflects the services performed by the doctor/clinician/therapist, specifically what they do to assess, diagnose, or treat a condition
8 Knowing the Basics HCPCS Healthcare Common Procedure Coding System developed by CMS Level I codes for medical services, identical to CPT Level II HCPCS codes are for products, supplies, and services not included in the CPT codes CPT is a 5-digit code. Examples: 99408: Alcohol and/or substance abuse structured screening and brief intervention services; 15 to 30 minutes. (99409: greater than 30 minutes) Guidelines in CPT manual instruct about when best to use certain codes or multiple codes Modifiers 2-digit add-ons to the CPT code May be numeric or alphanumeric Allows for additional complexity and customization
9 More of the Basics HCPCS Healthcare Common Procedure Coding System Used by Medicare and Medicaid Became universal when HIPPA became effective in provides look-up and coding procedures G Codes Temporary codes assigned before CPT # H Codes Alcohol and Drug Abuse Treatment Services/Rehabilitative Services RBRVS Resource-Based Relative Value Scale effective 1992, establishes Relative Value Units (RVUs for each CPT code adjusted by geography. ICD-10 International Classification of Diseases (10 th Edition) released 2017 with updating coming on October 1, 2017 and will be called 2018 ICD-10-CM
10 Considerations Payer Licensure/ Staffing Organization Type ( substance use) Commonly used modifiers for billing AJ Clinical social worker Used to bill for services provided by a licensed clinical social worker AF Psychiatrist Used to bill for services provided by a psychiatrist
11 Documentation Because the CPT code used for billing should most accurately reflect the service rendered, the provider s documentation must support its use Notes should thoroughly document what was done for the patient and why. Examples of items to be covered:* Patient type (established or new) Basis for treatment (assessed condition and history) Why it s medically necessary (likely progression of condition if left untreated) Description of counseling and goal setting for plan of care Start and end time of visit Complexity and severity Prescriptions Other associated recommendations Appropriate signatures
12 As Example Behavioral Health Codes (90832) Clinical Necessity ( most common issue) Four Components 1. Diagnosis 2. Assessment of Symptoms 3. Evidence Based Treatment 4. Progress Towards Plan Weave behavioral health into other CQI and compliance processes
13 Additional Considerations Licensed Addiction Counselors and Licensed Clinical Professional Counselors Medicare does not recognize counselors they cannot be direct billed or incident too billed or billed under another profession. Considerations for FQHC providers to add substance use to federal scope as well as any state requirements for addiction counselors For LACs to be reimbursed, the primary care setting must be a rural health clinic or be a State Approved Substance Use provider. Some third party payers recognize counselors, others do not, important to review plan by plan and perhaps include in contracting LPC s can use collaborative care codes for third party and Medicare but cannot do individual visits unless third party payer allows LPC s and LAC s can provide transitions of care and chronic care management services, with exception of provider visit
14 Providers in Training Recognized and billable by some third party payers, should check with each individual plan Non prescribers cannot bill Medicare for in training providers Some thoughts about how to use for billable and include billable provider in session for documented amount of time ( i.e. treatment planning etc. vs. longer parts of assessment ) Not billable to Medicaid in primary care setting
15 Payer Mix Who pays you?
16 Know Your Payers! Know your payer mix Know what they pay for Know who they pay for Know how much you should get paid Know why the deny claims Know who credentials your providers
17 Provider Title Payer Spreadsheet CODES All Professionals ALL but RN BSW, Social Worker, Psychologist, Licensed Counselor ONLY Psychiatrist, Psychiatric NP, Psychiatric PA ONLY BSW Medicaid Medicare Commercial Social Worker Medicaid Medicare Commercial Psychologist Medicaid Medicare Commercial Licensed Counselo r Medicaid Medicare Commercial Psychiatrist Medicaid Medicare Commercial Psychiatric NP Medicaid Medicare Commercial Psychiatric PA Medicaid Medicare Commercial RN Medicaid Medicare Commercial
18 Workflows and Sustainability Often need to be modified based on sustainability plan or efforts Workflows can also be used not just for clinical services but for points in a process like prior authorizations or access initiatives Include codes in workflows and pathways
19 Pathways
20 Coding - Not Just for Money! Code for tracking and billing Coding helps paint the picture ( grant dollars) Quality dollars (advanced directives) Can you add to time and complexity ( social determinants) Do you have codes attached to all of Screenings and tools? Population Health Grant funding external reporting
21
22 Screening Codes GO444 used for PHQ2 G8510 used for PHQ9 with score <10 G8431 used for PHQ9 with score 10 Tool must be recorded in record.
23 Maternal Depression Screening Type of Screening Billing Code Type of Reimbursement Prenatal depression screening Appropriate Evaluation and Management (E & M) visit code + the HCPCS Code H1005 (prenatal care, at risk enhanced service package) Reimbursed as part of the prenatal care visit. Only reimbursed if provided with an E & M visit or a significant procedure. Postpartum depression screening For a positive screening result, bill CPT Code G8431 along with the HD modifier. A documented follow-up plan is required. For a negative screening result, bill CPT Code G8510 with the HD modifier. CPT Code is no longer used Reimbursed in addition to the E &M visit. Submit two claims one for the E & M visit and one for the screen. Screening can be reimbursed up to three times within the infant s first year of life.
24 Medicare Components in Grid Transitions of Care Chronic Care Management Collaborative Care
25 25 BHI Coding Summary BHI Code CoCM First Month (G0502) (CPT 99492) CoCM Subsequent Months (GO503) (CPT 99493) Add-on CoCM (Any month) (G0504) (CPT 99494) General BHI (G0507) (CPT 99484) Behavioral Health Care Manager or Clinical Staff Threshold Time First 70 minutes per calendar month 60 minutes per calendar month Each additional 30 minutes per calendar month At least 20 minutes per calendar month Activities Include: Initial Assessment Outreach/engagement Entering patients in registry Psychiatric consultation Brief intervention Tracking + Follow-up Caseload Review Collaboration of care team Brief intervention Ongoing screening/monitoring Relapse Prevention Planning Same as Above Assessment + Follow-up Treatment/care planning Facilitating and coordinating treatment Continuity of care
26 Transitions of Care CPT Code covers communication with the patient or caregiver within two business days of discharge. This can be done by phone, , or in person. It involves medical decision making of at least moderate complexity and a face-to-face visit within 14 days of discharge. The location of the visit is not specified. The work RVU is CPT Code covers communication with the patient or caregiver within two business days of discharge. This can be done by phone, , or in person. It involves medical decision making of high complexity and a face-to-face visit within seven days of discharge. The location of the visit is not specified. Helps to track transitions, prepare for VBP, puts a system in place as well as some potential revenue.
27 CCM Chronic care management services, at least 20 minutes of clinical staff time directed by a physician or other qualified health care professional, per calendar month, with the following required elements: Multiple (two or more) chronic conditions expected to last at least 12 months, or until the death of the patient, Chronic conditions place the patient at significant risk of death, acute exacerbation/decompensation, or functional decline, Comprehensive care plan established, implemented, revised,
28 Common Billing Codes for Therapy Diagnostic Evaluation/Intake Psychotherapy, 30 minutes Psychotherapy, 45 minutes Psychotherapy, 60 minutes Psychotherapy for crisis Group Psychotherapy Family/Couples Psychotherapy w/o Family/Couples Psychotherapy w/ Pt
29 Common Billing Codes for Psychiatry Psychiatric Evaluation Medication Management Medication Management Medication Management Use above E&M Codes and then add on a therapy code if needed
30 SBIRTing Much? Screening H0049 Brief Interventions- documentation is key! Referral how can you track them both internal and external? Treatment internal or external, perhaps consults SBIRT Codes vs different pieces- Often viewed all or nothing!
31 What is a A 90839! May not need authorization Discontinue 60 minute visits that are not a crisis Helps with VBP Again, helps to paint the picture! Use add on code with for each additional 30 minutes beyond the first 74 minutes
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