CMS 1500 ICD 10 WYOMING Manual CMS1500 4 1 17

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DIVISION OF HEALTHCARE FINANCING

CMS 1500 ICD-10

April 1, 2017

General Information____________________________________________________________

CMS 1500 ii Revision 4/1/17

Overview

Thank you for your willingness to serve clients of the Medicaid Program and other

medical assistance programs administered by the Division of Healthcare Financing.

This manual supersedes all prior versions.

Rule References

Providers must be familiar with all current rules and regulations governing the

Medicaid Program. Provider manuals are to assist providers with billing Medicaid;

they do not contain all Medicaid rules and regulations. Rule citations in the text are

only a reference tool. They are not a summary of the entire rule. In the event that the

manual conflicts with a rule, the rule prevails. Wyoming State Rules may be located

at, http://soswy.state.wy.us/Rules/default.aspx.

General Information____________________________________________________________

CMS 1500 iii Revision 4/1/17

Importance of Fee Schedules and Provider’s Responsibility

Procedure codes listed in the following Sections are subject to change at any time

without prior notice. The most accurate way to verify coverage for a specific service

is to review the Medicaid fee schedules on the website (2.1, Quick Reference). Fee

schedules list Medicaid covered codes, provide clarification of indicators, such as

whether a code requires prior authorization and the number of days in which follow-

up procedures are included. Not all codes are covered by Medicaid or are allowed for

all taxonomy codes (provider types). It is the provider’s responsibility to verify this

information. Use the current fee schedule in conjunction with the more detailed

coding descriptions listed in the current CPT-4 and HCPCS Level II coding books.

Remember to use the fee schedule and coding books that pertain to the appropriate

dates of service. Wyoming Medicaid is required to comply with the coding

restrictions under the National Correct Coding Initiative (NCCI) and providers should

be familiar with the NCCI billing guidelines. NCCI information may be reviewed at

http://www.cms.gov/Medicare/Coding/NationalCorrectCodInitEd/index.html.

Getting Questions Answered

The provider manuals are designed to answer most questions; however, questions

may arise that require a call to a specific department such as Provider Relations or

Medical Policy (2.1, Quick Reference).

Medicaid manuals, bulletins, fee schedules, forms, and other resources are available

on the Medicaid website or by contacting Provider Relations.

General Information____________________________________________________________

CMS 1500 iv Revision 4/1/17

AUTHORITY

The Wyoming Department of Health is the single state agency appointed as required in the Code

of Federal Regulations (CFR) to comply with the Social Security Act to administer the Medicaid

Program in Wyoming. The Division of Healthcare Financing (DHCF) directly administers the

Medicaid Program in accordance with the Social Security Act, the Wyoming Medical Assistance

and Services Act, (W.S. 42-4-101 et seq.), and the Wyoming Administrative Procedure Act

(W.S. 16-3-101 et seq.). Medicaid is the name chosen by the Wyoming Department of Health for

its Medicaid Program.

This manual is intended to be a guide for providers when filing medical claims with Medicaid.

The manual is to be read and interpreted in conjunction with Federal regulations, State statutes,

administrative procedures, and Federally approved State Plan and approved amendments. This

manual does not take precedence over Federal regulation, State statutes or administrative

procedures.

General Provider Information____________________________________________________

CMS 1500 v Revision 4/1/17

Contents:

Contents: v

Chapter One – General Information .......................................................................... 1

Chapter Two – Getting Help When You Need It ...................................................... 6

Chapter Three – Provider Responsibilities ..............................................................15

Chapter Four – Utilization Review ..........................................................................32

Chapter Five – Client Eligibility ..............................................................................39

Chapter Six – Common Billing Information ...........................................................46

Chapter Seven – Third Party Liability ...................................................................112

Chapter Eight – Electronic Data Interchange (EDI) ..............................................124

Chapter Nine – Wyoming HIPAA 5010 Electronic Specifications ......................132

Chapter Ten – Important Information ....................................................................154

Chapter Eleven – Covered Services – Ambulance ................................................158

Chapter Twelve – Covered Services – Audiology.................................................166

Chapter Thirteen – Covered Services – Behavioral Health ...................................170

Chapter Fourteen – Covered Services – Children’s Mental Health Waiver .........207

Chapter Fifteen – Covered Services – Chiropractic Services ................................210

Chapter Sixteen – Covered Services – Developmental Centers ............................214

Chapter Seventeen – Covered Services – Dietician ..............................................221

Chapter Eighteen – Covered Services – DME Billing ..........................................224

Chapter Nineteen – Covered Services – Family Planning .....................................228

Chapter Twenty – Covered Services – Health Check ...........................................230

Chapter Twenty One – Covered Services – Interpreter Services ..........................245

Chapter Twenty Two – Covered Services – Laboratory Services .........................248

Chapter Twenty Three – Covered Services – Non-Emergency Medical

Transportation ........................................................................................................253

General Provider Information____________________________________________________

CMS 1500 vi Revision 4/1/17

Chapter Twenty Four – Covered Services – Practitioner Services .......................257

Chapter Twenty Five – Covered Services – Pregnant by Choice ..........................334

Chapter Twenty Six – Covered Services – Therapy Services ...............................339

Appendix 346

General Provider Information____________________________________________________

Ch. 1 Index 1 Revision 4/1/17

Chapter One – General Information

1.1 How the CMS-1500 Manual is Organized ............................................................ 1

1.2 Updating the Manual ............................................................................................. 2

1.2.1 RA Banner Notices/Samples ................................................................................. 3

1.2.2 Medicaid Bulletin Notification/Sample ................................................................. 4

1.2.3 Wyoming Department of Health (WDH) State Letter/Sample ............................. 4

1.3 State Agency Responsibilities ............................................................................... 5

1.4 Fiscal Agent Responsibilities ................................................................................ 5

General Provider Information____________________________________________________

Ch. 1 Index 1 Revision 4/1/17

1.1 How the CMS-1500 Manual is Organized

The table below provides a quick reference describing how the CMS-1500 Manual is

organized.

Chapter

Description

Two

Getting Help When You Need It – Quick Reference guide, telephone

numbers and addresses and web sites for help and training.

Three

Provider Responsibilities – Obligations and rights as a Medicaid

provider. The topics covered include enrollment changes, civil rights,

group practices, provider-patient relationship, and record keeping

requirements.

Four

Utilization Review – Fraud and abuse definitions, the review process,

and rights and responsibilities.

Five

Client Eligibility – How to verify eligibility when a client presents their

Medicaid card.

Six

Common Billing Information – Basic claim information, completing

the claim form, cap limits, co-pays, prior authorizations, timely filing,

consent forms, NDC, working the Medicaid remittance advice (RA) and

completing adjustments.

Seven

Third Party Liability (TPL)/Medicare – Explains what TPL/Medicare

is, how to bill it and exceptions to it.

Eight

Electronic Data Interchange (EDI) – Explains the advantages of

exchanging documents electronically. Secured Provider Web Portal

registration process.

Nine

Wyoming Specific HIPAA 5010 Electronic Specifications – This

chapter covers the Wyoming Specific requirements pertaining to

electronic billing. Wyoming payor number and electronic

adjustments/voids.

Ten

CMS-1500 Covered Services – This chapter is alphabetical by

professional service and provides information such as: definitions,

procedure code ranges, documentation requirements, covered and non-

covered services and billing examples.

Appendices

Appendices – Provide key information in an at-a-glance format. This

includes the Provider Manual Version Control Table, and last quarters

Provider Notifications.

General Provider Information____________________________________________________

Ch. 1 Index 2 Revision 4/1/17

1.2 Updating the Manual

When there is a change in the Medicaid Program, Medicaid will update the manuals

on a quarterly (January, April, July, and October) basis and publish them to the

Medicaid website. Most of the changes come in the form of provider bulletins (via

email) and Remittance Advice (RA) banners, although others may be newsletters or

Wyoming Department of Health letters (via email) from state officials. The updated

provider manuals will be posted to the website and will include all updates from the

previous quarter. It is in the provider’s best interest to download an updated provider

manual and keep their email addresses up-to-date. Bulletin, RA banner, newsletter

and state letter information will be posted to the website as it is sent to providers, and

will be incorporated into the provider manuals as appropriate to ensure the provider

has access to the most up to date information regarding Medicaid policies and

procedures.

RA banner notices appear on the first page of the proprietary Wyoming Medicaid

Remittance Advice (RA), which is available for download through the Secured

Provider Web Portal after each payment cycle in which the provider has claims

processed or “in process”. This same notice also appears on the RA payment

summary email that is sent out each week after payment, and is published to the

“What’s New” section of the website.

It is critical for providers to keep their contact email address(es) up-to-date to ensure

they receive all notices published by Wyoming Medicaid. It is recommended that

providers add the “wycustomersvcs@acs-inc.com” email address from which notices

are sent to their address books to avoid these emails being inadvertently sent to junk

or spam folders.

All bulletins and updates are published to the Medicaid website (2.1, Quick

Reference).

NOTE: Provider bulletins and state letter email notifications are sent to the email

addresses on-file with Medicaid and are sent in two (2) formats, plain text

and HTML. If the HTML format is received or accepted then the plain text

format is not sent.

General Provider Information____________________________________________________

Ch. 1 Index 3 Revision 4/1/17

1.2.1 RA Banner Notices/Samples

RA banners are limited in space and formatting options and are used to notify

providers quickly and often refer providers elsewhere for additional information.

Sample RA Banner:

************************************************************************

ICD-10 IMPLEMENTATION OCTOBER 1, 2015

EXPECT:

1) LONGER WAIT TIMES WHEN CALLING PROVIDER RELATIONS OR EDI SERVICES

2) INCREASED POSSIBILITY OF RECEIVING A BUSY DISCONNECT WHEN

EXITING THE IVR

3) DO NOT EXPECT THE AGENTS TO PROVIDE ICD-10 CODES

TROUBLESHOOTING TIPS PRIOR TO CALLING THE CALL CENTERS:

1) IF YOUR SOFTWARE OR VENDOR/CLEARINGHOUSE IS NOT ICD-10 READY--FREE

SOFTWARE AVAILABLE ON THE WY MEDICAID WEBSITE (CANNOT DROP TO PAPER)

2) ICD-10 DX/SURGICAL DENIALS, VERIFY FIRST: CODES ARE BOTH ALPHA & NUMERIC,

DX QUALIFIER, O VS 0, 1 VS I

3) VERIFY DOS, PRIOR TO 10/1/15 BILL WITH ICD-9 AND ON OR AFTER 10/1/15 BILL WITH

ICD-10 CODES

4) INPATIENT SERVICES THAT SPAN 9/2015-10/2015 BILL WITH ICD-10

HTTP://WYMEDICAID. ACS-INC.COM/PROVIDER_HOME.HTML

**************************************************************************

Sample RA Payment Summary (weekly email notification):

-----Original Message-----

From: Wyoming Medicaid [mailto:wycustomersvc@xerox.com]

Sent: Thursday, May 28, 2015 5:17 AM

To: Provider Email Name

Subject: Remittance Advice Payment Summary

On 05/27/2015, at 05:16, Wyoming Medicaid wrote:

Dear Provider Name,

The following is a summary of your Wyoming Medicaid remittance advice 123456 for 05/27/2015, an RA

Banner with important information may follow.

*****************************************************

RA PAYMENT SUMMARY

*****************************************************

To: Provider Name

NPI Number: 1234567890

Provider ID: 111111111

Remittance Advice Number: 123456

Amount of Check: 16,070.85

The RA banner notification will appear here when activated for the provider’s taxonomy (provider type)

General Provider Information____________________________________________________

Ch. 1 Index 4 Revision 4/1/17

1.2.2 Medicaid Bulletin Notification/Sample

Medicaid bulletin email notifications typically announce billing changes, new codes

requiring prior authorization, reminders, up and coming initiatives, etc.

Sample bulletin email notification (HTML format):

1.2.3 Wyoming Department of Health (WDH) State Letter/Sample

WDH email notifications typically announce significant Medicaid policy changes,

RAC and other audits, etc.

Sample WDH email notification (HTML format):

General Provider Information____________________________________________________

Ch. 1 Index 5 Revision 4/1/17

1.3 State Agency Responsibilities

The Division of Healthcare Financing administers the Medicaid Program for the

Department of Health. They are responsible for financial management, developing

policy, establishing benefit limitations, payment methodologies and fees, and

performing utilization review.

1.4 Fiscal Agent Responsibilities

Conduent is the fiscal agent for Medicaid. They process all claims and adjustments,

with the exception of pharmacy. They also answer provider inquiries regarding claim

status, payments, client eligibility, known third party insurance information and

provider training visits to train and assist the provider office staff on Medicaid billing

procedures or to resolve claims payment issues.

NOTE: Wyoming Medicaid is not responsible for the training of the provider’s

billing staff or to provide procedure or diagnosis codes or coding training.

Getting Help When You Need It__________________________________________________

Ch.2 Index 6 Revision 4/1/17

Chapter Two – Getting Help When You Need It

2.1 Quick Reference .................................................................................................... 7

2.2 How to Call for Help ........................................................................................... 11

2.3 How to Write for Help ......................................................................................... 11

2.3.1 Provider Inquiry Form ......................................................................................... 12

2.4 How to Get a Provider Training Visit ................................................................. 12

2.5 How to Get Help Online ...................................................................................... 13

2.6 Training Seminars/Presentations ......................................................................... 13

Getting Help When You Need It__________________________________________________

Ch.2 Index 7 Revision 4/1/17

2.1 Quick Reference

Agency Name &

Address

Telephone/Fax

Numbers

Web Address

Contact For:

Dental Services –

Interactive Voice

Response (IVR)

System

Tel (800)251-1270

24 / 7

N/A

 Payment inquiries

 Client eligibility

 Medicaid client number and

information

 Lock-in status

 Cap limits

 Medicare Buy-In data

 Service limitations

 Client third party coverage

information

NOTE: The client’s Medicaid ID

number or social security

number is required to verify

client eligibility.

Claims

PO Box 547

Cheyenne, WY

82003-0547

N/A

 Claim adjustment submissions

 Hardcopy claims submissions

 Returning Medicaid checks

Dental Service

PO Box 667

Cheyenne, WY

82003-0667

Tel (888)863-5806

9-5pm MST M-F

Fax (307)772-8405

http://wymedicaid.acs-

inc.com/

 Bulletin/manual inquiries

 Claim inquiries

 Claim submission problems

 Client eligibility

 How to complete forms

 Payment inquiries

 Request Field Representative visit

 Training seminar questions

 Timely filing inquiries

 Verifying validity of procedure

codes

 Claim void/adjustment inquiries

 WINASAP training

 Web Portal training

EDI Services

PO Box 667

Cheyenne, WY

82003-0667

Tel (800)672-4959

OPTION 3

9-5pm MST M-F

Fax (307)772-8405

http://wymedicaid.acs-

inc.com/

 EDI Enrollment Forms

 Trading Partner Agreement

 WINASAP software

 Technical support for WINASAP

 Technical support for vendors,

billing agents and clearing houses

 Web Portal registration/password

resets

 Technical support for Web Portal

ACS EDI

Gateway

N/A

http://www.acs-gcro.com

 Download WINASAP software

Getting Help When You Need It__________________________________________________

Ch.2 Index 8 Revision 4/1/17

Agency Name &

Address

Telephone/Fax

Numbers

Web Address

Contact For:

Medical Policy

PO Box 667

Cheyenne, WY

82003-0667

Tel (800)251-1268

OPTIONS 1,1,4,3

9-5pm MST M-F

(24/7 Voicemail

Available)

Fax (307)772-8405

http://wymedicaid.acs-

inc.com/manuals.html

Cap limit waiver requests

Prior authorization requests for:

 Out-of-State Home Health

 Surgeries requiring prior

authorization

 Hospice Services: Limited to clients

residing in a nursing home

Provider

Relations

PO Box 667

Cheyenne, WY

82003-0667

(IVR Navigation

Tips available on

the website)

Tel (800)251-1268

9-5pm MST M-F

(call center hours)

Fax (307)772-8405

24 / 7

(IVR availability)

http://wymedicaid.acs-

inc.com/

http://wymedicaid.acs-

inc.com/contact.html

 Provider enrollment questions

 Bulletin/Manuals inquiries

 Cap limits

 Claim inquiries

 Claim submission problems

 Client eligibility

 Claim void/adjustment inquiries

 Form completion

 Payment inquiries

 Request Field Representative visit

 Training seminar questions

 Timely filing inquiries

 Troubleshooting prior authorization

problems

 Verifying validity of procedure codes

Third Party

Liability (TPL)

PO Box 667

Cheyenne, WY

82003-0667

Tel (800)251-1268

OPTION 2

9-5pm MST M-F

Fax (307)772-8405

Select Option 2 if you

need Medicare or

estate and trust

recovery assistance

THEN

Select Option 2 if you

are with an insurance

company, attorney’s

office or child support

enforcement

Select Option 3 for

Medicare and

Medicare Premium

payments

Select Option 4 for

estate and trust

recovery inquires

N/A

 Client accident covered by liability

or casualty insurance or legal

liability is being pursued

 Estate and Trust Recovery

 Medicare Buy-In status

 Reporting client TPL

 New insurance coverage

 Policy no longer active

 Problems getting insurance

information needed to bill

 Questions or problems regarding

third party coverage or payers

 WHIPP program

Getting Help When You Need It__________________________________________________

Ch.2 Index 9 Revision 4/1/17

Agency Name &

Address

Telephone/Fax

Numbers

Web Address

Contact For:

Transportation

Services

PO Box 667

Cheyenne, WY

82003-0667

Tel (800)595-0011

9-5pm MST M-F

(24/7 Voicemail

Available)

Fax (307)772-8405

http://wymedicaid.acs-

inc.com/client/

Client inquiries:

 Prior authorize transportation

arrangements

 Request travel assistance

 Verify transportation is reimbursable

Qualis Health

DMEPOS

PO Box 33400

Seattle, WA

98133

Tel (800)783-8606

8a-6pm MST M-F

Fax (877)810-9265

http://www.qualishealth.org/

 DMEPOS Covered Services manual

 Prior authorization request for

Durable Medical Equipment (DME)

or Prosthetic/Orthotic Services

(POS)

 Questions related to documentation

or clinical criteria for DMEPOS

WYhealth

(Utilization and

Care

Management)

PO Box 49

Cheyenne, WY

82003-0049

Tel (888)545-1710

Nurse Line:

(OPTION 2)

Fax PASRRs Only

(888)245-1928

(Attn: PASRR

Processing Specialist)

http://www.WYhealth.net/

 Medicaid Incentive Programs

 Diabetes Incentive Program

 ER Utilization Program

 P4P

 SBIRT

 Educational Information about

WYhealth Programs

Prior authorization for:

 Acute Psych

 Extended Psych

 Extraordinary heavy care

 Gastric Bypass

 Inpatient rehabilitation

 Psychiatric Residential Treatment

Facility (PRTF)

 Transplants

 Vagus Nerve Stimulator

Aids Drug

Assistance

Program (ADAP)

Tel (307)777-5800

Fax (307)777-7382

N/A

1) Prescription medications

2) Program information

Maternal & Child

Health (MCH)

/Children Special

Health (CSH)

6101 N.

Yellowstone Rd.

Ste. 420

Cheyenne, WY

82002

Tel (307)777-7941

Tel (800)438-5795

Fax (307)777-7215

N/A

 High Risk Maternal

 Newborn intensive care

 Program information

Severe

Malocclusion

Tel (307)777-8088

Fax (307)777-6964

N/A

 Severe Malocclusion Applications

and Criteria

Social Security

Administration

(SSA)

Tel (800)772-1213

N/A

Social Security benefits

Medicare

Tel (800)633-4227

N/A

Medicare information

Getting Help When You Need It__________________________________________________

Ch.2 Index 10 Revision 4/1/17

Agency Name &

Address

Telephone/Fax

Numbers

Web Address

Contact For:

Division of

Healthcare

Financing

(DHCF)

6101

Yellowstone Rd.

Ste. 210

Cheyenne, WY

82002

Tel (307)777-7531

Tel (866)571-0944

Fax (307)777-6964

http://www.health.wyo.gov

/healthcarefin/index.html

 Medicaid State Rules

 State Policy and Procedures

 Concerns/Issues with state

Contractors/Vendors

DHCF Program

Integrity

6101

Yellowstone Rd.

Ste. 210

Cheyenne, WY

82002

Tel (855)846-2563

N/A

Client or Provider Fraud, Waste and

Abuse

NOTE: Callers may remain

anonymous when reporting

Stop Medicaid

Fraud

Tel (855)846-2563

http://stopmedicaidfraud.w

yo.gov

 Information and education

regarding fraud, waste, and abuse in

the Wyoming Medicaid program

 To report fraud, waste and abuse

DHCF Pharmacy

Program

6101

Yellowstone Rd.

Ste. 210

Cheyenne, WY

82002

Tel (307)777-7531

Fax (307)777-6964

N/A

General questions

Goold Health

Systems, Inc.

(GHS)

PBM Vendor

Tel (877)209-1264

(Pharmacy Help

Desk)

Tel (877)207-1126

(PA Help Desk)

http://www.wymedicaid.org/

Pharmacy prior authorization

Enrollment

Pharmacy manuals

FAQs

Customer Service

Center (CSC) ,

Wyoming

Department of

Health

2232 Dell Range

Blvd, Suite 300

Cheyenne, WY

82009

Tel (855)294-2127

TTY/TDD

(855)29-5205

(Clients Only, CSC

cannot speak to

providers)

7-6pm MST M-F

Fax (855)329-5205

www.wesystem.wyo.gov

Client Medicaid applications

Eligibility questions regarding:

1) Family and Children’s programs

2) Tuberculosis Assistance Program

3) Medicare Savings Programs

4) Employed Individuals with

Disabilities

Wyoming

Department of

Health Long

Term Care Unit

(LTC)

Tel (855)203-2936

8-5pm MST M-F

Fax (307)777-8399

N/A

 Nursing home program eligibility

questions

 Patient Contribution

 Waiver Programs

 Inpatient Hospital

 Hospice

 Home Health

Getting Help When You Need It__________________________________________________

Ch.2 Index 11 Revision 4/1/17

Agency Name &

Address

Telephone/Fax

Numbers

Web Address

Contact For:

Wyoming

Medicaid

N/A

http://wymedicaid.acs-

inc.com

 Provider manuals

 HIPAA electronic transaction data

exchange

 Fee schedules

 On-line Provider Enrollment

 Frequently asked questions (FAQs)

 Forms (e.g., Claim

Adjustment/Void Request Form)

 Contacts

 What’s new

 Remittance Advice Retrieval

 EDI enrollment form

 Trading Partner Agreement

 Secured Provider Web Portal

 Training Tutorials

HealthHelp

Tel (888) 545-1710

Option 2

https://wyhealth.net

 PA’s for Radiology, Cardiology

and Radiation Oncology

2.2 How to Call for Help

The fiscal agent maintains a well-trained call center that is dedicated to assisting

providers. These individuals are prepared to answer inquiries regarding client

eligibility, service limitations, third party coverage, electronic transaction questions

and provider payment issues.

2.3 How to Write for Help

In many cases, writing for help provides the provider with more detailed information

about the provider claims or clients. In addition, written responses may be kept as

permanent records.

Reasons to write vs. calling:

 Appeals – Include claim, all documentation previously submitted with the

claim, explanation for request, documentation supporting the request.

 Written documentation of answers – Include all documentation to support

the provider request.

 Rate change requests – Include request and any documentation supporting

the provider request.

 Requesting a service to be covered by Wyoming Medicaid – Include

request and any documentation supporting the provider request.

To expedite the handling of written inquiries, we recommend providers use a

Provider Inquiry Form (2.3.1, Provider Inquiry Form). Providers may copy the form

Getting Help When You Need It__________________________________________________

Ch.2 Index 12 Revision 4/1/17

in this manual. Provider Relations will respond to the provider inquiry within ten

business days of receipt.

2.3.1 Provider Inquiry Form

NOTE: Click image above to be taken to a printable version of this form.

2.4 How to Get a Provider Training Visit

Provider Relations Field Representatives are available to train or address questions

the provider’s office staff may have on Medicaid billing procedures or to resolve

claims payment issues.

Provider Relations Field Representatives are available to assist providers with help in

their location, by phone, or webinar with Wyoming Medicaid billing questions and

issues. Generally, to assist a provider with claims specific questions, it is best for the

Field Representative to communicate via phone or webinar as they will then have

access to the systems and tools needed to review claims and policy information.

Provider Training visits may be conducted when larger groups are interested in

training related to Wyoming Medicaid billing. When conducted with an individual

provider’s office, a Provider Training visit generally consists of a review of a

provider’s claims statistics, including top reasons for denials and denial rates, and a

review of important Medicaid training and resource information. Provider Training

Workshops may be held during the summer months to review this information in a

larger group format.

Getting Help When You Need It__________________________________________________

Ch.2 Index 13 Revision 4/1/17

Due to the rural and frontier nature, and weather in Wyoming, visits are generally

conducted during the warmer months only. For immediate assistance, a provider

should always contact Provider Relations (2.1, Quick Reference).

2.5 How to Get Help Online

The address for Medicaid’s public website is http://wymedicaid.acs-inc.com. This site

connects Wyoming’s provider community to a variety of information including:

 Answers to the providers frequently asked Medicaid questions.

 Claim, prior authorization, and other forms for download.

 Free download of latest WINASAP software and latest WINASAP updates.

 Free download of WINASAP Training Manuals and Tutorials.

 Medicaid publications, such as provider handbooks and bulletins.

 Payment Schedule.

 Primary resource for all information related to Medicaid.

 Wyoming Medicaid Secured Provider Web Portal.

 Wyoming Medicaid Secured Provider Web Portal tutorials.

The Medicaid public website also links providers to Medicaid’s Secured Provider

Web Portal, which delivers the following services:

 278 Electronic Prior Authorization Requests – Ability to submit and

retrieve prior authorization requests and responses electronically via the web.

 Data Exchange – Upload and download of electronic HIPAA transaction

files.

 Remittance Advice Reports – Retrieve recent Remittance Advices

o Wyoming Medicaid proprietary RA

 835

 User Administration – Add, edit, and delete users within the provider’s

organization who can access the Secured Provider Web Portal.

 837 Electronic Claim Entry – Interactively enter dental, institutional and

medical claims without buying expensive software.

 PASRR entry

 LT101 Look-Up

2.6 Training Seminars/Presentations

The fiscal agent and the Division of Healthcare Financing may sponsor periodic

training seminars at selected in-state and out-of-state locations. Providers will receive

advance notice of seminars by Medicaid bulletin email notifications, provider

Getting Help When You Need It__________________________________________________

Ch.2 Index 14 Revision 4/1/17

bulletins (hard copies) or Remittance Advice (RA) banners. Providers may also check

the Medicaid website for any recent seminar information.

Provider Responsibilities________________________________________________________

Ch. 3 Index 15 Revision 4/1/17

Chapter Three – Provider Responsibilities

3.1 Enrollment/Re-Enrollment .................................................................................. 16

3.1.1 Notifying Medicaid of Updated Provider Information ........................................ 18

3.1.2 Re-Certification ................................................................................................... 19

3.1.3 Discontinuing Participation in the Medicaid Program ........................................ 19

3.2 Accepting Medicaid Clients ................................................................................ 19

3.2.1 Compliance Requirements .................................................................................. 19

3.2.2 Provider-Patient Relationship .............................................................................. 19

3.2.2.1 Medicare/Medicaid Dual Eligible Clients ....................................................... 21

3.2.2.2 Accepting a Client as Medicaid After Billing the Client ................................. 22

3.2.2.3 Mutual Agreements Between the Provider & Client ....................................... 22

3.2.3 Missed Appointments .......................................................................................... 22

3.3 Medicare Covered Services ................................................................................. 23

3.4 Medical Necessity ............................................................................................... 23

3.5 Medicaid Payment is Payment in Full ................................................................. 24

3.6 Medicaid ID Card ................................................................................................ 25

3.7 Verification of Client Age ................................................................................... 25

3.8 Verification Options ............................................................................................ 25

3.8.1 Free Services ....................................................................................................... 25

3.8.2 Fee for Service ..................................................................................................... 26

3.9 Freedom of Choice .............................................................................................. 26

3.10 Out-of-State Service Limitations ......................................................................... 26

3.11 Record Keeping, Retention and Access .............................................................. 27

3.11.1 Requirements ....................................................................................................... 27

3.11.2 Retention of Records ........................................................................................... 28

3.11.3 Access to Records ............................................................................................... 28

3.11.4 Audits .................................................................................................................. 28

3.12 Tamper Resistant RX Pads .................................................................................. 30

Provider Responsibilities________________________________________________________

Ch. 3 Index 16 Revision 4/1/17

3.1 Enrollment/Re-Enrollment

Medicaid payment is made only to providers who are actively enrolled in the

Medicaid Program. Providers are required to complete an enrollment application,

undergo a screening process and sign a Provider Agreement at least every five (5)

years. In addition, certain provider types are required to pay an application fee,

submit proof of licensure and/or certification. These requirements apply to both in-

state and out-of-state providers.

All providers have been assigned one (1) of three (3) categorical risk levels under the

Affordable Care Act (ACA) and are required to be screened as follows:

Categorical Risk Level

Screening Requirements

LIMITED

Includes:

 Physician and nonphysican practitioners,

(includes nurse practitioners, CRNAs,

occupational therapists, speech/language

pathologist audiologists) and medical groups

or clinics

 Ambulatory surgical centers

 Competitive Acquisition Program/Part B

Vendors:

 End-stage renal disease facilities

 Federally qualified health centers (FQHC)

 Histocompatibility laboratories

 Hospitals, including critical access hospitals,

VA hospitals, and other federally-owned

hospital facilities

 Health programs operated by an Indian

Health program

 Mammography screening centers

 Mass immunization roster billers

 Organ procurement organizations

 Pharmacy newly enrolling or revalidating

via the CMS-855B application

 Radiation therapy centers

 Religious non-medical health care

institutions

 Rural health clinics

 Skilled nursing facilities

Verifies provider or supplier meets all applicable Federal regulations and

State requirements for the provider or supplier type prior to making an

enrollment determination

Conducts license verifications, including licensure verification across

State lines for physicians or non-physician practitioners and providers

and suppliers that obtain or maintain Medicare billing privileges as a

result of State licensure, including State licensure in States other than

where the provider or supplier is enrolling

Conducts database checks on a pre- and post-enrollment basis to ensure

that providers and suppliers continue to meet the enrollment criteria for

their provider/supplier type.

MODERATE

Includes:

 Ambulance service suppliers

 Community mental health centers (CMHC)

 Comprehensive outpatient rehabilitation

facilities (CORF)

 Hospice organizations

 Independent diagnostic testing facilities

 Physical therapists enrolling as individuals

or as group practices

 Portable x-ray suppliers

 Revalidating home health agencies

Revalidating DMEPOS suppliers

Performs the “limited” screening requirements listed above

Conducts an on-site visit

Provider Responsibilities________________________________________________________

Ch. 3 Index 17 Revision 4/1/17

Categorical Risk Level

Screening Requirements

HIGH

Includes:

 Prospective (newly enrolling) home

health agencies

 Prospective (newly enrolling)

DMEPOS suppliers

 Prosthetic/orthotic (newly enrolling)

suppliers

 Individual practitioners suspected of

identity theft, placed on previous

payment suspension, previously

excluded by the OIG, and/or

previously had billing privileges

denied or revoked within the last ten

(10) years

Performs the “limited” and “moderate” screening requirements listed

above.

Requires the submission of a set of fingerprints for a national

background check from all individuals who maintain a five (5) percent

or greater direct or indirect ownership interest in the provider or supplier.

Conducts a fingerprint-based criminal history record check of

the FBI’s Integrated Automated Fingerprint Identification

System on all individuals who maintain a five (5 percent or

greater direct or indirect ownership interest in the provider or

supplier

Categorical Risk Adjustment:

CMS adjusts the screening level from limited or moderate to high if any

of the following occur:

 Exclusion from Medicare by the OIG

 Had billing privileges revoked by a Medicare contractor within

the previous ten (10) years and is attempting to establish

additional Medicare billing privilege by—

o Enrolling as a new provider or supplier

o Billing privileges for a new practice location

 Has been terminated or is otherwise precluded from billing

Medicaid

 Has been excluded from any Federal health care program

Has been subject to a final adverse action as defined in §424.502 within

the previous ten (10) years

The ACA has imposed an application fee on the following institutional providers:

 In-state only

o Institutional Providers

o PRTFs

o Substance abuse centers (SAC)

o Wyoming Medicaid-only nursing facilities

o Community Mental Health Centers (CMHC)

o Wyoming Medicaid-only home health agencies (both newly enrolling

and re-enrolling)

Providers that are enrolled in Medicare, Medicaid in other states, and CHIP are only

required to pay one (1) enrollment fee. Verification of this payment must be included

with the enrollment application.

The application fee is required for:

 New enrollments

 Enrollments for new locations

 Re-enrollments

 Medicaid requested re-enrollments (as a result of inactive enrollment statuses)

Provider Responsibilities________________________________________________________

Ch. 3 Index 18 Revision 4/1/17

The application fee is non-refundable and is adjusted annually based on the Consumer

Price Index (CPI) for all urban consumers.

After a providers enrollment application has been approved, a welcome letter will be

sent.

If an application is not approved, a notice including the reasons for the decision will

be sent to the provider. No medical provider is declared ineligible to participate in the

Medicaid Program without prior notice.

To enroll as a Medicaid provider, all providers must complete the on-line enrollment

application available on the Medicaid website (2.1, Quick Reference).

3.1.1 Notifying Medicaid of Updated Provider Information

If any information listed on the original enrollment application subsequently changes,

providers must notify Medicaid in writing 30-days prior to the effective date of

the change. Changes that would require notifying Medicaid include, but are not

limited to, the following:

 Current licensing information

 Facility or name changes

 New ownership information

 New telephone or fax numbers

 Physical, correspondence or payment address change

 New email addresses

 Tax Identification Number

It is critical that providers maintain accurate contact information, including email

addresses, for the distribution of notifications to providers. Wyoming Medicaid policy

updates and changes are distributed by email, and occasionally by postal mail.

Providers are obligated to read, know and follow all policy changes. Individuals who

receive notifications on behalf of an enrolled provider are responsible for ensuring

they are distributed to the appropriate personnel in the organization, office, billing

office, etc.

Effective September 1, 2016, if any of the above contact information is found to be

inaccurate (mail is returned, emails bounce, phone calls are unable to be placed or

physical site verification fails, etc.) the provider will be placed on a claims hold.

Claims will be held for 30 days pending an update of the information. A letter will be

sent to the provider, unless both the physical and correspondence addresses have had

mail returned, notifying them of the hold and describing options to update contact

information. If the information is updated within the 30 days, the claim will be

released to complete normal processing; if a claim is held for this reason for more

than 30 days, it will then be denied and the provider will have to resubmit once the

incorrect information is updated. The letter will document the information currently

on file with Wyoming Medicaid and allow you to make updates/changes as needed.

Provider Responsibilities________________________________________________________

Ch. 3 Index 19 Revision 4/1/17

3.1.2 Re-Certification

Sixty (60) days prior to licensure/certification expiration Medicaid sends all providers

a letter requesting a copy of their license or other certifications. If these documents

are not submitted within 60-days of their expiration date, the provider will be

terminated as a Medicaid provider.

3.1.3 Discontinuing Participation in the Medicaid Program

The provider may discontinue participation in the Medicaid Program at any time.

Thirty (30) days written notice of voluntary termination is requested.

Notices should be addressed to Provider Relations, attention Enrollment Services

(2.1, Quick Reference).

3.2 Accepting Medicaid Clients

3.2.1 Compliance Requirements

All providers of care and suppliers of services participating in the Medicaid Program

must comply with the requirements of Title VI of the Civil Rights Act of 1964, which

requires that services be furnished to clients without regard to race, color, or national

origin.

Section 504 of the Rehabilitation Act provides that no individual with a disability

shall, solely by reason of the handicap:

 Be excluded from participation;

 Be denied the benefits; or

 Be subjected to discrimination under any program or activity receiving federal

assistance.

Each Medicaid provider, as a condition of participation, is responsible for making

provision for such individuals with a disability in their program activities.

As an agent of the Federal government in the distribution of funds, the Division of

Healthcare Financing is responsible for monitoring the compliance of individual

providers and, in the event a discrimination complaint is lodged, is required to

provide the Office of Civil Rights (OCR) with any evidence regarding compliance

with these requirements.

3.2.2 Provider-Patient Relationship

The relationship established between the client and the provider is both a medical and

a financial one. If a client presents himself/herself as a Medicaid client, the provider

must determine whether the provider is willing to accept the client as a Medicaid

patient before treatment is rendered.

Provider Responsibilities________________________________________________________

Ch. 3 Index 20 Revision 4/1/17

Providers must verify eligibility each month as programs and plans are re-

determined on a varying basis, and a client eligible one (1) month may not

necessarily be eligible the next month.

NOTE: Presumptive Eligibility may begin or end mid-month.

It is the provider’s responsibility to determine all sources of coverage for any client.

If the client is insured, by an entity other than Medicaid and Medicaid is unaware of

the insurance, the provider must submit a Third Party Resources Information Sheet

(7.7.1, Third Party Resources Information Sheet) to Medicaid. The provider may not

discriminate based on whether or not a client is insured.

Providers may not discriminate against Wyoming Medicaid clients. Providers must

treat Wyoming Medicaid clients the same as any other patient in their practice.

Policies must be posted or supplied in writing and enforced with all patients

regardless of payment source.

When and what may be billed to a Medicaid client.

Once this agreement has been reached, all Wyoming Medicaid covered services the

provider renders to an eligible client are billed to Medicaid.

Client is Covered

by a FULL

COVERAGE

Medicaid Program

and the provider

accepts the client as

a Medicaid client

Client is Covered by

a LIMITED

COVERAGE

Medicaid Program

and the provider

accepts the client as

a Medicaid client

FULL

COVERAGE or

LIMITED

COVERAGE

Medicaid Program

and the provider

does not accept the

client as a Medicaid

client

Client is not

covered by

Medicaid (not

a Medicaid

client)

Service is

covered by

Medicaid

Provider can bill the

client only for any

applicable copay

Provider can bill the

client if the category

of service is not

covered by the

client’s limited plan

Provider can bill the

client if written

notification has been

Provider may

bill client

Service is

covered by

Medicaid, but

client has

exceeded his/her

service

limitations (cap

limits)

Provider can bill the

client OR provider

Can request cap

limit waiver and bill

Medicaid

Provider can bill the

client OR provider

can request cap limit

waiver and bill

Medicaid

Provider can bill the

client if written

notification has been

given to the client

that they are not

being accepted as a

Medicaid client

Provider can

bill client

Provider Responsibilities________________________________________________________

Ch. 3 Index 21 Revision 4/1/17

Client is Covered

by a FULL

COVERAGE

Medicaid Program

and the provider

accepts the client as

a Medicaid client

Client is Covered by

a LIMITED

COVERAGE

Medicaid Program

and the provider

accepts the client as

a Medicaid client

FULL

COVERAGE or

LIMITED

COVERAGE

Medicaid Program

and the provider

does not accept the

client as a Medicaid

client

Client is not

covered by

Medicaid (not

a Medicaid

client)

Service is not

covered by

Medicaid

Provider can bill the

client only if a

specific financial

agreement has been

made in writing

Provider can bill the

client if the Category

of service is not

covered by the

client’s limited plan.

If the Category of

service is covered,

the provider can only

bill the client if a

specific financial

agreement has been

made in writing

Provider can bill the

client if written

notification has been

given to the client

that they are not

being accepted as a

Medicaid client

Provider can

bill client

Full Coverage Plan – Plan covers the full range of medical, dental, hospital, and

pharmacy services and may cover additional nursing home or waiver services.

Limited Coverage Plan – Plan with services limited to a specific category or type of

coverage.

Specific Financial Agreement – specific written agreement between a provider and a

client, outlining the specific services and financial charges for a specific date of

service, with the client agreeing to the financial responsibility for the charges.

3.2.2.1 Medicare/Medicaid Dual Eligible Clients

Dual eligible clients are those clients who have both Medicare and Medicaid. For

clients on the QMB plan, CMS guidelines indicate that coinsurance and deductible

amounts remaining after Medicare pays cannot be billed to the client under any

circumstances, regardless of whether you bill Medicaid or not.

For clients on other plans who are dual eligible, coinsurance and deductible amounts

remaining after Medicare payment cannot be billed to the client if the claim was

billed to Wyoming Medicaid, regardless of payment amount (including claims that

Medicaid pays at $0).

If the claim is not billed to Wyoming Medicaid, and the provider agrees in writing

prior to providing the service not to accept the client as a Medicaid client and advises

the client of his or her financial responsibility, and the client is not on a QMB plan,

then the client can be billed for the coinsurance and deductible under Medicare

guidelines.

Provider Responsibilities________________________________________________________

Ch. 3 Index 22 Revision 4/1/17

3.2.2.2 Accepting a Client as Medicaid After Billing the Client

If the provider collected money from the client for services rendered during the

eligibility period and decides later to accept the client as a Medicaid client, and

receive payment from Medicaid:

 Prior to submitting the claim to Medicaid, the provider must refund the entire

amount previously collected from the client to him or her for the services

rendered; and

 The 12-month timely filing deadline will not be waived (6.20, Timely Filing).

In cases of retroactive eligibility when a provider agrees to bill Medicaid for services

provided during the retroactive eligibility period:

 Prior to billing Medicaid, the provider must refund the entire amount

previously collected from the client to him or her for the services rendered;

and

 The twelve month timely filing deadline will be waived (6.20, Timely Filing).

NOTE: Medicaid will not pay for services rendered to the clients until eligibility

has been determined for the month services were rendered.

The provider may, at a subsequent date, decide not to further treat the client as a

Medicaid patient. If this occurs, the provider must advise the client of this fact in

writing before rendering treatment.

3.2.2.3 Mutual Agreements Between the Provider & Client

Medicaid covers only those services that are medically necessary and cost-efficient. It

is the providers’ responsibility to be knowledgeable regarding covered services,

limitations and exclusions of the Medicaid Program. Therefore, if the provider,

without mutual written agreement of the client, deliver services and are subsequently

denied Medicaid payment because the services were not covered or the services were

covered but not medically necessary and/or cost-efficient, the provider may not obtain

payment from the client.

If the provider and the client mutually agree in writing to services which are not

covered (or are covered but are not medically necessary and/or cost-efficient), and the

provider informs the client of his/her financial responsibility prior to rendering

service, then the provider may bill the client for the services rendered.

3.2.3 Missed Appointments

Provider Responsibilities________________________________________________________

Ch. 3 Index 23 Revision 4/1/17

Appointments missed by Medicaid clients cannot be billed to Medicaid. However, if

a provider’s policy is to bill all patients for missed appointments, then the provider

may bill Medicaid clients directly.

Any policy must be equally applied to all clients and a provider may not impose

separate charges on Medicaid clients, regardless of payment source. Policy must be

publically posted or provided in writing to all patients.

Medicaid only pays providers for services they render (i.e., services as identified in

1905 (a) of the Social Security Act). They must accept that payment as full

reimbursement for their services in accordance with 42 CFR 447.15. Missed

appointments are not a distinct, reimbursable Medicaid service. Rather, they are

considered part of a provider’s overall cost of doing business. The Medicaid

reimbursement rates set by the State are designed to cover the cost of doing business.

3.3 Medicare Covered Services

Claims for services rendered to clients eligible for both Medicare and Medicaid which

are furnished by an out-of-state provider must be filed with the Medicare

intermediary or carrier in the state in which the provider is located.

Questions concerning a client’s Medicare eligibility should be directed to the Social

Security Administration (2.1, Quick Reference).

3.4 Medical Necessity

The Medicaid Program is designed to assist eligible clients in obtaining medical care

within the guidelines specified by policy. Medicaid will pay only for medical services

that are medically necessary and are sponsored under program directives. Medically

necessary means the service is required to:

 Diagnose

 Treat

 Cure

 Prevent an illness which has been diagnosed or is reasonably suspected to:

o Relieve pain

o Improve and preserve health

o Be essential for life

Additionally, the service must be:

 Consistent with the diagnosis and treatment of the patient’s condition.

 In accordance with standards of good medical practice.

 Required to meet the medical needs of the patient and undertaken for reasons

other than the convenience of the patient or his/her physician.

Provider Responsibilities________________________________________________________

Ch. 3 Index 24 Revision 4/1/17

 Performed in the least costly setting required by the patient’s condition.

Documentation which substantiates that the client’s condition meets the coverage

criteria must be on file with the provider.

All claims are subject to both pre-payment and post-payment review for medical

necessity by Medicaid. Should a review determine that services do not meet all the

criteria listed above, payment will be denied or, if the claim has already been paid,

action will be taken to recoup the payment for those services.

3.5 Medicaid Payment is Payment in Full

As a condition of becoming a Medicaid provider (see provider agreement), the

provider must accept payment from Medicaid as payment in full for a covered

service.

The provider may never bill a Medicaid client:

 When the provider bills Medicaid for a covered service, and Medicaid denies

the providers claim due to billing errors such as wrong procedure and

diagnosis codes, lack of prior authorization, invalid consent forms, missing

attachments or an incorrectly filled out claim form.

 When Medicare or another third party payer has paid up to or exceeded what

Medicaid would have paid.

 For the difference in the providers charges and the amount Medicaid has paid

(balance billing).

The Provider may bill a Medicaid client:

 If the provider has not billed Medicaid, the service provided is not covered by

Medicaid, and prior to providing service, the provider informed the client in

writing that the service is non-covered and he/she is responsible for the

charges.

 If a provider does not accept a patient as a Medicaid client (because they

cannot produce a Medicaid ID card or because they did not inform the

provider they are eligible.

 If the client is not Medicaid eligible at the time the provider provides the

services or on a plan that does not cover those particular services. Refer to the

table above for guidance.

 If the client has exceeded the Medicaid limits on physical therapy,

occupational therapy, speech therapy, behavioral health services, chiropractic

services, prescriptions, and/or office/outpatient hospital visits. (6.9, Cap

Limits)

Provider Responsibilities________________________________________________________

Ch. 3 Index 25 Revision 4/1/17

NOTE: The provider may contact Provider Relations or the IVR to receive cap

limits for a client (2.1, Quick Reference).

 If the provider is an out-of-state provider and are not enrolled and have no

intention of enrolling.

3.6 Medicaid ID Card

It is each provider’s responsibility to verify the person receiving services is the same

person listed on the card. If necessary, providers should request additional materials

to confirm identification. It is illegal for anyone other than the person named on the

Medicaid ID Card to obtain or attempt to obtain services by using the card. Providers

who suspect misuse of a card should report the occurrence to the Program Integrity

Unit or complete the Report of Suspected Abuse of the Medicaid Healthcare System

Form (4.9, Referral of Suspected Fraud and Abuse).

3.7 Verification of Client Age

Because certain services have age restrictions, such as services covered only for

clients under the age of 21, and informed consent for sterilizations, providers should

verify a client’s age before a service is rendered.

Routine services may be covered through the month of the client’s 21st birthday.

3.8 Verification Options

One (1) Medicaid ID Card is issued to each client. Their eligibility information is

updated every month. The presentation of a card is not verification of eligibility. It is

each provider’s responsibility to ensure that their patient is eligible for the services

rendered. A client may state that he/she is covered by Medicaid, but not have any

proof of eligibility. This can occur if the client is newly eligible or if his/her card was

lost. Providers have several options when checking patient eligibility.

3.8.1 Free Services

The following is a list of free services offered by Medicaid for verifying client

eligibility:

 Contact Provider Relations. There is a limit of three (3) verifications per call

but no limit on the number of calls.

 Fax a list of identifying information to Provider Relations for verification.

Send a list of beneficiaries for verification and receive a response within ten

(10) business days.

Provider Responsibilities________________________________________________________

Ch. 3 Index 26 Revision 4/1/17

 Call the Interactive Voice Response (IVR) System. IVR is available 24-hours

a day, seven (7) days a week. The IVR System allows 30 minutes per phone

call. (2.1, Quick Reference).

 Use the Ask Wyoming Medicaid feature on the Secured Provider Web Portal

(2.1, Quick Reference).

3.8.2 Fee for Service

Several independent vendors offer web-based applications and/or swipe card readers

that electronically check the eligibility of Medicaid clients. These vendors typically

charge a monthly subscription and/or transaction fee. A complete list of approved

vendors is available on the Medicaid website.

3.9 Freedom of Choice

Any eligible non-restricted client may select any provider of health services in

Wyoming who participates in the Medicaid Program, unless Medicaid specifically

restricts his/her choice through provider lock-in or an approved Freedom of Choice

waiver. However, payments can be made only to health service providers who are

enrolled in the Medicaid Program.

3.10 Out-of-State Service Limitations

Medicaid covers services rendered to Medicaid clients when providers participating

in the Medicaid Program administer the services. If services are available in

Wyoming within a reasonable distance from the client’s home, the client must not

utilize an out-of-state provider.

Medicaid has designated the Wyoming Medical Service Area (WMSA) to be

Wyoming and selected border cities in adjacent states. WMSA cities include:

Colorado

Montana

South Dakota

Craig

Billings

Deadwood

Bozeman

Custer

Idaho

Rapid City

Montpelier

Nebraska

Spearfish

Pocatello

Kimball

Belle Fourche

Idaho Falls

Scottsbluff

Utah

Salt Lake City

Ogden

Provider Responsibilities________________________________________________________

Ch. 3 Index 27 Revision 4/1/17

NOTE: The cities of Greeley, Fort Collins, and Denver, Colorado are excluded

from the WMSA and are not considered border cities.

Medicaid compensates out-of-state providers within the WMSA when:

 The service is not available locally and the border city is closer for the

Wyoming resident than a major city in Wyoming; and

 The out-of-state provider in the selected border city is enrolled in Medicaid.

Medicaid compensates providers outside the WMSA only under the following

conditions:

 Emergency Care – When a client is traveling and an emergency arises due to

accident or illness.

 Other Care – When a client is referred by a Wyoming physician to a provider

outside the WMSA for services not available within the WMSA. The referral

must be documented in the provider’s records. Prior authorization is not

required unless the specific service is identified as requiring prior

authorization (6.14, Prior Authorization).

 Children in out-of-state placement.

If the provider is an out-of-state, non-enrolled provider and renders services to a

Medicaid client, the provider may choose to enroll in the Medicaid Program and

submit the claim according to Medicaid billing instructions, or bill the client.

Out-of-state providers furnishing services within the state on a routine or extended

basis must meet all of the certification requirements of the State of Wyoming. The

provider must enroll in Medicaid prior to furnishing services.

3.11 Record Keeping, Retention and Access

3.11.1 Requirements

The Provider Agreement requires that the medical and financial records fully disclose

the extent of services provided to Medicaid clients. The following elements include

but are not limited to:

 The record must be typed or legibly written.

 The record must identify the client on each page.

 The record must contain a preliminary working diagnosis and the elements of

a history and physical examination upon which the diagnosis is based.

 All services, as well as the treatment plan, must be entered in the record. Any

drugs prescribed as part of a treatment, including the quantities and the

Provider Responsibilities________________________________________________________

Ch. 3 Index 28 Revision 4/1/17

dosage, must be entered in the record. For any drugs administered, the NDC

on the product must be recorded, as well as the lot number and expiration

date.

 The record must indicate the observed medical condition of the client, the

progress at each visit, any change in diagnosis or treatment, and the client’s

response to treatment. Progress notes must be written for every service,

including, but not limited to: office, clinic, nursing home, or hospital visits

billed to Medicaid.

 Total treatment minutes of the client, including those minutes of active

treatment reported under the timed codes and those minutes represented by the

untimed codes, must be documented separately, to include beginning time and

ending time for services billed.

NOTE: Specific or additional documentation requirements may be listed in the

covered services sections or designated policy manuals.

3.11.2 Retention of Records

The provider must retain medical and financial records, including information

regarding dates of service, diagnoses, and services provided, and bills for services for

at least six (6) years from the end of the State fiscal year (July through June) in which

the services were rendered. If an audit is in progress, the records must be maintained

until the audit is resolved.

3.11.3 Access to Records

Under the Provider Agreement, the provider must allow access to all records

concerning services and payment to authorized personnel of-Medicaid, CMS

Comptroller General of the United States, State Auditor’s Office (SAO), the Office of

the Inspector General (OIG), the Wyoming Attorney General’s Office, the United

States Department of Health and Human Services, and/or their designees. Records

must be accessible to authorized personnel during normal business hours for the

purpose of reviewing, copying and reproducing documents. Access to the provider

records must be granted regardless of the providers continued participation in the

program.

In addition, the provider is required to furnish copies of claims and any other

documentation upon request from Medicaid and/or their designee.

3.11.4 Audits

Medicaid has the authority to conduct routine audits to monitor compliance with

program requirements.

Audits may include, but are not limited to:

Provider Responsibilities________________________________________________________

Ch. 3 Index 29 Revision 4/1/17

 Examination of records;

 Interviews of providers, their associates, and employees;

 Interviews of clients;

 Verification of the professional credentials of providers, their associates, and

their employees;

 Examination of any equipment, stock, materials, or other items used in or for

the treatment of clients;

 Examination of prescriptions written for clients;

 Determination of whether the healthcare provided was medically necessary;

 Random sampling of claims submitted by and payments made to providers;

and/or

 Audit of facility financial records for reimbursement.

 Actual records reviewed may be extrapolated and applied to all services billed

by the provider.

The provider must grant the State and its representative’s access during regular

business hours to examine medical and financial records related to healthcare billed to

the program. Medicaid notifies the provider before examining such records.

Medicaid reserves the right to make unscheduled visits i.e., when the client’s health

may be endangered, when criminal/fraud activities are suspected, etc.

Medicaid is authorized to examine all provider records in that:

 All eligible clients have granted Medicaid access to all personal medical

records developed while receiving Medicaid benefits.

 All providers who have at any time participated in the Medicaid Program, by

signing the Provider Agreement, have authorized the State and their

designated agents to access the provider’s financial and medical records.

 Provider’s refusal to grant the State and its representative’s access to examine

records or to provide copies of records when requested may result in:

 Immediate suspension of all Medicaid payments.

 All Medicaid payments made to the provider during the six (6)-year record

retention period for which records supporting such payments are not produced

shall be repaid to the Division of Healthcare Financing after written request

for such repayment is made.

 Suspension of all Medicaid payments furnished after the requested date of

service.

 Reimbursement will not be reinstated until adequate records are produced or

are being maintained.

 Prosecution under the Wyoming Statute.

Provider Responsibilities________________________________________________________

Ch. 3 Index 30 Revision 4/1/17

3.12 Tamper Resistant RX Pads

On May 25, 2007, Section 7002(b) of the U.S. Troop Readiness, Veterans’ Care,

Katrina Recovery, and Iraq Accountability Appropriations Act of 2007 was signed

into law.

The above law requires that ALL written, non-electronic prescriptions for Medicaid

outpatient drugs must be executed on tamper-resistant pads in order for them to be

reimbursable by the federal government. All prescriptions paid for by Medicaid must

meet the following requirements to help insure against tampering:

 Written Prescriptions: As of October 1, 2008 prescriptions, must contain all

three (3) of the following characteristics:

1. One (1) or more industry-recognized features designed to prevent

unauthorized copying of a completed or blank prescription form. In

order to meet this requirement all written prescriptions must contain:

 Some type of “void” or illegal pantograph that appears if the

prescription is copied.

 May also contain any of the features listed within category one,

recommendations provided by the National Council for

Prescription Drug Programs (NCPDP) or that meets the

standards set forth in this category.

2. One (1) or more industry-recognized features designed to prevent the

erasure or modification of information written on the prescription by

the prescriber. This requirement applies only to prescriptions written

for controlled substances. In order to meet this requirement all written

prescriptions must contain:

 Quantity check-off boxes PLUS numeric form of quantity

values OR alpha and numeric forms of quantity value.

 Refill Indicator (circle or check number of refills or “NR”)

PLUS numeric form of refill values OR alpha AND numeric

forms of refill values.

 May also contain any of the features listed within category two,

recommendations provided by the NCPDP, or that meets the

standards set forth in this category.

3. One (1) or more industry-recognized features designed to prevent the

use of counterfeit prescription forms. In order to meet this requirement

all written prescriptions must contain:

 Security features and descriptions listed on the FRONT of the

prescription blank.

 May also contain any of the features listed within category

three (3), recommendations provided by the NCPDP, or that

meets that standards set forth in this category.

Provider Responsibilities________________________________________________________

Ch. 3 Index 31 Revision 4/1/17

 Computer Printed Prescriptions: As of October 1, 2008 prescriptions, must

contain all three (3) of the following characteristics:

1. One (1) or more industry-recognized features designed to prevent

unauthorized copying of a completed or blank prescription form. In

order to meet this requirement all prescriber’s computer generated

prescriptions must contain:

 Same as Written Prescription for this category.

2. One (1) or more industry-recognized features designed to prevent the

erasure or modification of information printed on the prescription by

the prescriber. In order to meet this requirement all computer

generated prescriptions must contain:

 Same as Written Prescription for this category.

3. One (1) or more industry-recognized features designed to prevent the

use of counterfeit prescription forms. In order to meet this requirement

all prescriber’s computer generated prescriptions must contain:

 Security features and descriptions listed on the FRONT or

BACK of the prescription blank.

 May also contain any of the features listed within category

three (3), recommendations provided by the NCPDP, or that

meets the standards set forth in this category.

In addition to the guidance outlined above, the tamper-resistant requirement does not

apply when a prescription is communicated by the prescriber to the pharmacy

electronically, verbally, or by fax; when a managed care entity pays for the

prescription; or in most situations when drugs are provided in designated institutional

and clinical settings. The guidance also allows emergency fills with a non-compliant

written prescription as long as the prescriber provides a verbal, faxed, electronic, or

compliant written prescription within 72-hours.

Audits of pharmacies will be performed by the Wyoming Department of Health, to

ensure that the above requirement is being followed. If the provider has any questions

about these audits or this regulation, please contact the Pharmacy Program Manager

at (307)777-7531.

Utilization Review______________________________________________________________

Ch. 4 Index 32 Revision 4/1/17

Chapter Four – Utilization Review

4.1 Utilization Review ............................................................................................... 33

4.2 Complaint Referral .............................................................................................. 33

4.3 Release of Medical Records ................................................................................ 33

4.4 Client Lock-In ..................................................................................................... 34

4.5 Pharmacy Lock-In ............................................................................................... 34

4.6 Hospice Lock-In .................................................................................................. 35

4.7 Fraud and Abuse .................................................................................................. 35

4.8 Provider Responsibilities ..................................................................................... 36

4.9 Referral of Suspected Fraud and Abuse .............................................................. 36

4.9.1 Report of Suspected Abuse of the Medicaid Healthcare System ........................ 37

4.10 Sanctions ............................................................................................................. 37

4.11 Adverse Actions .................................................................................................. 38

Utilization Review______________________________________________________________

Ch. 4 Index 33 Revision 4/1/17

4.1 Utilization Review

The Division of Healthcare Financing (DHCF) has established a Program Integrity

Unit whose duties include, but are not limited to:

 Review of claims submitted for payment (pre and post payment reviews)

 Review of medical records and documents related to covered services

 Audit of medical records and client interviews

 Review of client Explanation of Medical Benefits (EOMB) responses

 Operation of the Surveillance/Utilization Review (SUR) process

 Provider screening and monitoring

 Program compliance and enforcement

4.2 Complaint Referral

The Program Integrity Unit reviews complaints regarding inappropriate use of

services from providers and clients. No action is taken without a complete

investigation. To file a complaint, please submit the details in writing and attach

supporting documentation to:

Program Integrity Unit

Division of Healthcare Financing

6101 Yellowstone Rd., Suite 210

Cheyenne, WY 82002

Or contact: (855) 846-2563

Or email: programintegrity@wyo.gov

4.3 Release of Medical Records

Every effort is made to ensure the confidentiality of records in accordance with

Federal Regulations and Wyoming Medicaid Rules. Medical records must be released

to the agency or its designee. The signed Provider Agreement allows the Division of

Healthcare Financing or its designated agent’s access to all medical and financial

records. In addition, each client agrees to the release of medical records to the

Division of Healthcare Financing when they accept Medicaid benefits.

The Division of Healthcare Financing will not reimburse for the copying of medical

records when the Division or its designated agents requests records.

Utilization Review______________________________________________________________

Ch. 4 Index 34 Revision 4/1/17

4.4 Client Lock-In

In designated circumstances, it may be necessary to restrict certain services or “lock-

in” a client to a certain physician, hospice, pharmacy or other provider. If a lock-in

restriction applies to a client, the lock-in information is provided on the Interactive

Voice Response System (2.1, Quick Reference).

A participating Medicaid provider who is not designated as the client’s primary

practitioner may provide and be reimbursed for services rendered to lock-in clients

only under the following circumstances:

 In a medical emergency where a delay in treatment may cause death or result

in lasting injury or harm to the client.

 As a physician covering for the designated primary physician or on referral

from the designated primary physician.

In cases where lock-in restrictions are indicated, it is the responsibility of each

provider to determine whether he/she may bill for services provided to a lock-in

client. Contact Provider Relations in circumstances where coverage of a lock-in client

is unclear. Refer to the Medicaid Pharmacy Provider Manual (2.1, Quick Reference).

4.5 Pharmacy Lock-In

The Medicaid Pharmacy Lock-In Program limits certain Medicaid clients to receiving

prescription services from multiple prescribers and utilizes multiple pharmacies

within a designated time period is a candidate for the Lock-In Program.

When a pharmacy is chosen to be a client’s designated Lock-In provider, notification

is sent to that pharmacy with all important client identifying information. If a Lock-In

client attempts to fill a prescription at a pharmacy other than their Lock-In pharmacy,

the claim will be denied with an electronic response of “NON-MATCHED

PHARMACY NUMBER-Pharmacy Lock-In”.

Pharmacies have the right to refuse Lock-In provider status for any client. The client

may be counseled to contact the Medicaid Pharmacy Case Manager at (307)777-8773

in order to obtain a new provider designation form to complete.

Expectations of a Medicaid designated Lock-In pharmacy:

 Medicaid pharmacy providers should be aware of the Pharmacy Lock-In

Program and the criteria for client lock-in status as stated above. The entire

pharmacy staff should be notified of current Lock-In clients.

 Review and monitor all drug interactions, allergies duplicate therapy, and

seeking of medications from multiple prescribers. Be aware that the client is

locked-in when “refill too soon” or “therapeutic duplication” edits occur. Cash

payment for controlled substances should serve as an alert and require further

review. Gather additional information which may include, but is not limited

to, asking the client for more information and/or contacting the prescriber.

Document findings and outcomes. The Wyoming Board of Pharmacy will be

Utilization Review______________________________________________________________

Ch. 4 Index 35 Revision 4/1/17

contacted when early refills and cash payment are allowed without appropriate

clinical care and documentation.

When doctor shopping for controlled substances is suspected, please contact the

Medicaid Pharmacy Case Manager at (307)777-8773. The Wyoming Online

Prescription Database (WORx) is online with 24/7 access for practitioners and

pharmacists. The WORx program is managed by the Wyoming Board of Pharmacy at

http://worxpdmp.com/ to view client profiles with all scheduled II through IV

prescriptions the client has received. The Wyoming Board of Pharmacy may be

reached at (307)634-9636 to answer questions about WORx.

EMERGENCY LOCK-IN PRESCRIPTIONS

If the dispensing pharmacist feels that in his/her professional judgment a prescription

should be filled and they are not the Lock-In provider, they may submit a hand-billed

claim to Goold Health Systems (GHS), an Emdeon company for review (2.1, Quick

Reference). Overrides may be approved for true emergencies (auto accidents, sudden

illness, etc.).

Any Wyoming Medicaid client suspected of controlled substance abuse, diversion, or

doctor shopping should be referred to the Medicaid Pharmacy Case Manager.

 Pharmacy Case Manager (307)777-8773 or

 Fax referrals to (307)777-6964.

 Referral forms may be found on the Pharmacy website (2.1, Quick

Reference).

4.6 Hospice Lock-In

Clients requesting coverage of hospice services under Wyoming Medicaid are locked-

in to the hospice for all care related to their terminal illness. All services and supplies

must be billed to the hospice provider, and the hospice provider will bill Wyoming

Medicaid for covered services. For more information regarding the hospice program,

refer to the Institutional Provider Manual on the Medicaid website (2.1, Quick

Reference).

4.7 Fraud and Abuse

The Medicaid Program operates under the anti-fraud provisions of Section 1909 of

the Social Security Act, as amended, and employs utilization management,

surveillance, and utilization review. The Program Integrity Unit’s function is to

perform pre- and post-payment review of services funded by Medicaid. Surveillance

is defined as the process of monitoring for service and controlling improper or illegal

utilization of the program. While the surveillance function addresses administrative

concerns, utilization review addresses medical concerns and may be defined as

monitoring and controlling the quality and appropriateness of medical services

Utilization Review______________________________________________________________

Ch. 4 Index 36 Revision 4/1/17

delivered to Medicaid clients. Medicaid may utilize the services of a Professional

Review Organization (PRO) to assist in these functions.

Since payment of claims is made from both State and Federal funds, submission of

false or fraudulent claims, statements, documents or concealment of material facts

may be prosecuted as a felony in either Federal or State court. The program has

processes in place for referral to the Medicaid Fraud Control Unit (MFCU) when

suspicion of fraud and abuse arise.

Medicaid has the responsibility, under Federal Regulations and Medicaid Rules, to

refer all cases of credible allegations of fraud and abuse to the MFCU. In accordance

with 42 CFR Part 455, and Medicaid Rules, the following definitions of fraud and

abuse are used:

4.8 Provider Responsibilities

The provider is responsible for reading and adhering to applicable State and Federal

regulations and the requirements set forth in this manual. The provider is also

responsible for ensuring that all employees are likewise informed of these regulations

and requirements. The provider certifies by his/her signature or the signature of

his/her authorized agent on each claim or invoice for payment that all information

provided to Medicaid is true, accurate, and complete. Although claims may be

prepared and submitted by an employee, billing agent or other authorized person,

providers are responsible for ensuring the completeness and accuracy of all claims

submitted to Medicaid.

4.9 Referral of Suspected Fraud and Abuse

If a provider becomes aware of possible fraudulent or program abusive

conduct/activity by another provider, or eligible client, the provider should notify the

Program Integrity Unit in writing. Return a completed Report of Suspected Abuse of

the Medicaid Healthcare System to or call or reference the below website:

Fraud

“An intentional deception or misrepresentation made by a person with the

knowledge that the deception could result in some unauthorized benefit to

himself or some other person. It includes any act that constitutes fraud

under applicable Federal or State law.”

Abuse

“Provider practices that are inconsistent with sound fiscal, business, or

medical practices, and result in an unnecessary cost to the Medicaid

program or in reimbursement for services that are not medically necessary

or that fail to meet professionally recognized standards for healthcare. It

also includes recipient practices that result in unnecessary cost to the

Medicaid Program.”

Utilization Review______________________________________________________________

Ch. 4 Index 37 Revision 4/1/17

Program Integrity Unit

Division of Healthcare Financing

6101 Yellowstone Rd., Suite 210

Cheyenne, WY 82002

Or contact: (855)846-2563

http://stopmedicaidfraud.wyo.gov/

4.9.1 Report of Suspected Abuse of the Medicaid Healthcare System

NOTE: Click image above to be taken to a printable version of this form.

4.10 Sanctions

The Division of Healthcare Financing (DHCF) may invoke administrative sanctions

against a Medicaid provider when a credible allegation of fraud abuse, waste, non-

compliance (i.e., Provider Agreement and/or Medicaid Rules) exists or who is under

sanction by another regulatory entity (i.e. Medicare, licensing boards, OIG, or other

Medicaid designated agents).

Providers who have had sanctions levied against them may be subject to prohibitions

or additional requirements as defined by Medicaid Rules (2.1, Quick Reference).

Utilization Review______________________________________________________________

Ch. 4 Index 38 Revision 4/1/17

4.11 Adverse Actions

Providers and clients have the right to request an administrative hearing regarding an

adverse action, after reconsideration, taken by the Division of Healthcare Financing.

This process is defined in Wyoming Medicaid Rule, Chapter 4, entitled “Medicaid

Administrative Hearings”.

Client Eligibility_______________________________________________________________

Ch. 5 Index 39 Revision 4/1/17

Chapter Five – Client Eligibility

5.1 What is Medicaid? ............................................................................................... 40

5.2 Who is Eligible? .................................................................................................. 40

5.2.1 Children ............................................................................................................... 40

5.2.2 Pregnant Women ................................................................................................. 41

5.2.3 Family MAGI Adult ............................................................................................ 41

5.2.4 Aged, Blind and Disabled ................................................................................... 41

5.2.4.1 Supplemental Security Income (SSI) and SSI Related .................................... 41

5.2.4.2 Institution ......................................................................................................... 41

5.2.4.3 Home and Community Based Waiver ............................................................. 42

5.2.5 Other .................................................................................................................... 42

5.2.5.1 Special Groups ................................................................................................. 42

5.2.5.2 Employed Individuals with Disabilities (EID) ................................................ 42

5.2.5.3 Medicare Savings Programs ............................................................................ 42

5.2.5.4 Non-Citizens with Medical Emergencies (ALEN) .......................................... 43

5.3 Maternal and Child Health (MCH) ..................................................................... 43

5.4 Eligibility Determination ..................................................................................... 43

5.4.1 Applying for Medicaid ........................................................................................ 43

5.4.2 Determination ...................................................................................................... 44

5.5 Client Identification Cards .................................................................................. 44

5.6 Other Types of Eligibility Identification ............................................................. 45

5.6.1 Medicaid Approval Notice .................................................................................. 45

Client Eligibility_______________________________________________________________

Ch. 5 Index 40 Revision 4/1/17

5.1 What is Medicaid?

Medicaid is a health coverage program jointly funded by the Federal government and

the State of Wyoming. The program is designed to help pay for medically necessary

healthcare services for children, pregnant women, family Modified Adjusted Gross

Income (MAGI) adults and the aged, blind and disabled.

5.2 Who is Eligible?

Eligibility is generally based on family income and sometimes resources and/or

healthcare needs. Federal statutes define more than 50 groups of individuals that may

qualify for Medicaid coverage. There are four (4) broad categories of Medicaid

eligibility in Wyoming:

 Children;

 Pregnant women;

 Family MAGI Adults; and

 Aged, Blind, and Disabled.

5.2.1 Children

 Newborns are automatically eligible if the mother is Medicaid eligible at the

time of the birth.

 Low Income Children are eligible if family income is at or below 133%

federal poverty level (FPL) or 154% FPL, dependent on age of the child.

 Presumptive Eligibility (PE) for Children allows temporary coverage for a

child who meets eligibility criteria for the full Children's Medicaid program

while the full Medicaid application is being processed.

o PE Coverage will end the date a determination is made on the full

Medicaid application or the last day of the next month after PE is

approved if a full Medicaid application is not submitted.

 Foster Care Children in Department of Family Services (DFS) custody are

eligible in different income levels including some who enter subsidized

adoption or who age out of foster care until they are age 26.

 Presumptive Eligibility (PE) for Former Foster Youth allows temporary

coverage for a person who meets eligibility criteria for the full Former Foster

Youth Medicaid program while the full Medicaid application is being

processed.

o PE Coverage will end the date a determination is made on the full

Medicaid application or the last day of the next month after PE is

approved if a full Medicaid application is not submitted.

Client Eligibility_______________________________________________________________

Ch. 5 Index 41 Revision 4/1/17

5.2.2 Pregnant Women

 Pregnant Women are eligible if family income is at or below 154% FPL.

Women with income less than or equal to the MAGI conversion of the 1996

Family Care Standard must cooperate with child support to be eligible.

 Presumptive Eligibility (PE) for Pregnant Women allows temporary outpatient

coverage for a pregnant woman who meets eligibility criteria for the full

Pregnant Woman Medicaid program while the full Medicaid application is

being processed.

o PE Coverage will end the date a determination is made on the full

Medicaid application or the last day of the next month after PE is

approved if a full Medicaid application is not submitted.

5.2.3 Family MAGI Adult

 Family MAGI Adults (caretaker relatives with a dependent child) are eligible

if family income is at or below the MAGI conversion of the 1996 Family Care

Standard.

 Presumptive Eligibility (PE) for Caretaker Relatives allows temporary

coverage for the parent or caretaker relative of a Medicaid eligible child who

meets eligibility criteria for the full Family MAGI Medicaid program while

the full Medicaid application is being processed.

o PE Coverage will end the date a determination is made on the full

Medicaid application or the last day of the next month after PE is

approved if a full Medicaid application is not submitted.

5.2.4 Aged, Blind and Disabled

5.2.4.1 Supplemental Security Income (SSI) and SSI Related

 SSI – A person receiving SSI automatically qualifies for Medicaid

 SSI Related – A person no longer receiving SSI payment may be eligible

using SSI criteria.

5.2.4.2 Institution

All categories are income eligible up to 300% SSI Standard.

 Nursing Home

 Hospital

 Hospice

 ICF ID – Wyoming Life Resource Center

 INPAT-PSYCH – WY State Hospital – clients are 65 years and older.

Client Eligibility_______________________________________________________________

Ch. 5 Index 42 Revision 4/1/17

5.2.4.3 Home and Community Based Waiver

All waiver groups are income eligible when income is less than or equal to 300% SSI

Standard.

 Acquired Brain Injury

 Assisted Living Facilities

 Children’s Mental Health

 Comprehensive

 Long Term Care

 Supports

5.2.5 Other

5.2.5.1 Special Groups

 Breast and Cervical Cancer (BCC) Treatment Program – Uninsured

women diagnosed with breast or cervical cancer are income eligible at or

below 250% FPL

 Presumptive Eligibility (PE) for BCC allows temporary coverage for a woman

who meets eligibility criteria for the full BCC Medicaid program while the

full Medicaid application is being processed.

o PE Coverage will end the date a determination is made on the full

Medicaid application or the last day of the next month after PE is

approved if a full Medicaid application is not submitted.

 Tuberculosis (TB) Program – Individuals diagnosed with tuberculosis are

eligible based on the TB Standard.

 Program for All Inclusive Care for the Elderly (PACE) – Individuals over

the age of 55 assessed to be in need of nursing home level of care receive all

services coordinated through the PACE provider. This program is currently

available in Laramie County only.

5.2.5.2 Employed Individuals with Disabilities (EID)

Employed Individuals with Disabilities are income eligible when income is less than

or equal to 300% SSI using unearned income and must pay a premium calculated

using total gross income.

5.2.5.3 Medicare Savings Programs

 Qualified Medicare Beneficiaries (QMB) are income eligible at or below

100% FPL. Benefits include payment of Medicare premiums, deductibles, and

cost sharing.

 Specified Low Income Beneficiaries (SLMB) are income eligible at or below

135% FPL. Benefits include payment of Medicare premiums only.

Client Eligibility_______________________________________________________________

Ch. 5 Index 43 Revision 4/1/17

5.2.5.4 Non-Citizens with Medical Emergencies (ALEN)

A non-citizen who meets all eligibility factors under a Medicaid group except for

citizenship and social security number is eligible for emergency services. This does

not include dental services.

5.3 Maternal and Child Health (MCH)

Maternal and Child Health (MCH) provides services for high-risk pregnant women,

high-risk newborns and children with special healthcare needs through the Children’s

Special Health (CSH) program. The purpose is to identify eligible clients, assure

diagnostic and treatment services are available, provide payment for authorized

specialty care for those eligible, and provide care coordination services. CSH does not

cover acute or emergency care.

 A client may be eligible only for a MCH program or may be dually eligible

for a MCH program or other Medicaid programs. Care coordination for both

MCH only and dually eligible clients is provided through the Public Health

Nurse (PHN).

 MCH has a dollar cap and limits on some services for those clients who are

eligible for MCH only.

 Contact MCH for the following information:

o The nearest Public Health Nurse (PHN)

o Questions related to eligibility determination

o Questions related to the type of services authorized by MCH.

Maternal & Child Health

6101 N. Yellowstone Rd., Ste. 420

Cheyenne, WY 82002

(800)438-5795 or Fax: (307)777-7215

Providers must be enrolled with Medicaid and MCH to receive payment for MCH

services. Claims for both programs are submitted to and processed by the fiscal agent

for Wyoming Medicaid (2.1, Quick Reference). Providers are asked to submit the

medical record to CSH in a timely manner assure coordination of referrals and

services.

5.4 Eligibility Determination

5.4.1 Applying for Medicaid

 Persons applying for Children, Pregnant Women and/or Family MAGI Adult

programs may complete the Application for Wyoming’s Healthcare Coverage,

which is also used for the Kid Care CHIP program. The application may be

Client Eligibility_______________________________________________________________

Ch. 5 Index 44 Revision 4/1/17

mailed to the Wyoming Department of Health (WDH). Applicants may also

apply online at https://www.wesystem.wyo.gov/.

 Presumptive Eligibility (PE) applicants may also apply through a qualified

provider or qualified hospital for the PE programs.

5.4.2 Determination

Eligibility determination is conducted by the Wyoming Department of Health

Customer Service Center (CSC) or the Long Term Care (LTC) Unit centrally located

in Cheyenne, WY (2.1, Quick Reference).

Persons who want to apply for other programs offered through the Department of

Family Services (DFS), such as Supplemental Nutrition Assistance Program (SNAP)

or Child Care need to apply in person at their local DFS office. Persons applying for

Supplemental Security Income (SSI) need to contact the Social Security

Administration (SSA) (2.1, Quick Reference).

Medicaid assumes no financial responsibility for services rendered prior to the

effective date of client eligibility as determined by the WDH or the SSA. However,

the effective date of eligibility as determined by the WDH may be retroactive up to

90-days prior to the month in which the application is filed, as long as the client

meets eligibility criteria during each month of the retroactive period. If the SSA

deems the client eligible, the period of original entitlement could precede the

application date beyond the 90-day retroactive eligibility period and/or the 12-month

timely filing deadline for Medicaid claims (6.20, Timely Filing). This situation could

arise for the following reasons:

 Administrative Law Judge decisions or reversals.

 Delays encountered in processing applications or receiving necessary client

information concerning income or resources.

5.5 Client Identification Cards

A Medicaid ID Card is mailed to clients upon enrollment in the Medicaid Program or

other health programs such as the AIDS Drug Assistance Program (ADAP),

Children’s Special Health (CSH), and Prescription Drug Assistance Program (PDAP).

Not all programs receive a Medicaid ID Card, to confirm if a plan generates a card or

not refer to the “card” indicator on the Medicaid and State Benefit Plan Guide.

Sample Medicaid ID card:

Client Eligibility_______________________________________________________________

Ch. 5 Index 45 Revision 4/1/17

5.6 Other Types of Eligibility Identification

5.6.1 Medicaid Approval Notice

In some cases, a provider may be presented with a copy of a Medicaid Approval

Notice in lieu of the client’s Medicaid ID Card. Providers should always verify

eligibility before rendering services to a client who presents a Medicaid Approval

Notice.

NOTE: Refer to “Verification Options” (3.8, Verification Options) on ways to

verify a client’s eligibility.

Common Billing Information ____________________________________________________

Ch. 6 Index 46 Revision 4/1/17

Chapter Six – Common Billing Information

6.1 Electronic Billing ................................................................................................ 49

6.2 Basic Paper Claim Information ........................................................................... 49

6.3 Authorized Signatures ......................................................................................... 50

6.4 Completing the CMS-1500 Claim Form ............................................................. 51

6.4.1 Instructions for Completing the CMS-1500 Claim Form ................................... 51

6.4.2 Place of Service ................................................................................................... 56

6.5 Medicare Crossovers ........................................................................................... 61

6.5.1 General Information ............................................................................................ 61

6.5.2 Billing Information .............................................................................................. 62

6.6 Examples of Billing ............................................................................................. 63

6.6.1 Client has Medicaid Coverage Only or Medicaid and Medicare Coverage ........ 63

6.6.2 Client has Medicaid and Third Party Liability (TPL) or Client has Medicaid,

Medicare and TPL ............................................................................................... 64

6.7 National Drug Code (NDC) Billing Requirement ............................................... 65

6.7.1 Converting 10-Digit NDC’s to 11-Digits ............................................................ 65

6.7.2 Documenting and Billing the Appropriate NDC ................................................. 66

6.7.3 Procedure Code/NDC Combinations .................................................................. 67

6.7.4 Billing Requirements ........................................................................................... 67

6.7.5 Submitting One NDC per Procedure Code ......................................................... 67

6.7.6 Submitting Multiple NDCs per Procedure Code ................................................. 68

6.7.7 Medicare Crossover Claims ................................................................................ 68

6.7.8 CMS-1500 02-12 Billing Instructions ................................................................. 68

6.8 Cap Limits ........................................................................................................... 69

6.8.1 Cap Limit Waiver ................................................................................................ 70

6.8.2 Cap Limit Waiver Request Form ........................................................................ 71

6.8.3 Cap Limit Waiver Request Form Instructions .................................................... 72

6.8.4 Cap Limit Additional Information for Clients Under the Age of 21 ................... 73

6.8.5 Cap Limit Additional Information Instructions ................................................... 74

6.9 Reimbursement Methodologies ........................................................................... 75

Common Billing Information ____________________________________________________

Ch. 6 Index 47 Revision 4/1/17

6.10 Usual and Customary Charges ............................................................................ 75

6.10.1 Invoice Charges ................................................................................................... 75

6.11 Co-Payment Schedule ......................................................................................... 76

6.12 How to Bill for Newborns ................................................................................... 76

6.13 Prior Authorization .............................................................................................. 76

6.13.1 Requesting Prior Authorization from Medical Policy ......................................... 77

6.13.1.1 Medicaid Prior Authorization Form ................................................................ 79

6.13.1.2 Instructions for Completing the Medicaid Prior Authorization Form ............. 79

6.13.2 Requesting an Emergency Prior Authorization ................................................... 81

6.13.2.1 Prior Authorization Approval .......................................................................... 81

6.13.2.2 Sample PA Approval Letter ............................................................................ 82

6.13.2.3 Prior Authorization Denial .............................................................................. 83

6.13.2.4 Sample Prior Authorization Denial Letter ....................................................... 83

6.13.2.5 Prior Authorization Pending ............................................................................ 84

6.13.2.6 Sample Prior Authorization Pending ............................................................... 84

6.14 Order vs Delivery Date ........................................................................................ 85

6.14.1 Order vs Delivery Date Exception Form ............................................................. 86

6.15 Submitting Attachments for Electronic Claims ................................................... 86

6.15.1 Attachment Cover Sheet ...................................................................................... 88

6.16 Sterilization, Hysterectomy and Abortion Consent Forms ................................. 88

6.16.1 Sterilization Consent Form and Guidelines ......................................................... 88

6.16.1.1 Sterilization Consent Form .............................................................................. 90

6.16.1.2 Instructions for Completing the Sterilization Consent Form........................... 90

6.16.2 Hysterectomy Acknowledgment of Consent ....................................................... 90

6.16.2.1 Instructions for Completing the Hysterectomy Acknowledgment of Consent

Form ................................................................................................................ 92

6.16.2.2 Hysterectomy Acknowledgment Consent Form.............................................. 93

6.16.3 Abortion Certification Guidelines ....................................................................... 93

6.16.3.1 Instructions for Completing the Abortion Certification Form ......................... 93

6.16.3.2 Abortion Certification Form ............................................................................ 94

6.17 Remittance Advice .............................................................................................. 94

6.17.1 Sample Professional Remittance Advice ............................................................ 96

Common Billing Information ____________________________________________________

Ch. 6 Index 48 Revision 4/1/17

6.17.2 How to Read the Remittance Advice .................................................................. 97

6.17.3 Remittance Advice Replacement Request Policy ............................................... 98

6.17.3.1 Remittance Advice (RA) Replacement Request Form .................................... 99

6.17.4 Obtain an RA from the Web ................................................................................ 99

6.17.5 When a Client Has Other Insurance .................................................................... 99

6.18 Resubmitting Versus Adjusting Claims ............................................................ 100

6.18.1 How Long do Providers Have to Resubmit or Adjust a Claim? ....................... 100

6.18.2 Resubmitting a Claim ........................................................................................ 101

6.18.2.1 When to Resubmit to Medicaid ..................................................................... 101

6.18.3 Adjustment/Void Request Form Electronically Adjusting Paid Claims via

Hardcopy/Paper ................................................................................................. 101

6.18.3.1 Adjustment/Void Request Form .................................................................... 102

6.18.3.2 How to Request an Adjustment/Void ............................................................ 102

6.18.3.3 How to Complete the Adjustment/Void Request Form ................................. 103

6.18.3.4 When to Request an Adjustment ................................................................... 103

6.18.3.5 When to Request a Void ................................................................................ 104

6.19 Credit Balances .................................................................................................. 104

6.20 Timely Filing ..................................................................................................... 105

6.20.1 Exceptions to the Twelve-Month Limit ............................................................ 105

6.20.2 Appeal of Timely Filing .................................................................................... 106

6.20.2.1 How to Appeal ............................................................................................... 106

6.21 Important Information Regarding Retroactive Eligibility Decisions ................ 106

6.22 Client Fails to Notify a Provider of Eligibility .................................................. 107

6.23 Billing Tips to Avoid Timely Filing Denials .................................................... 107

6.24 Telehealth .......................................................................................................... 108

6.24.1 Covered Services ............................................................................................... 108

6.24.2 Non-Covered Services ....................................................................................... 110

6.24.3 Billing Requirements ......................................................................................... 110

Common Billing Information ____________________________________________________

Ch. 6 Index 49 Revision 4/1/17

6.1 Electronic Billing

As of July 1, 2015 Wyoming Medicaid requires all providers to submit electronically.

There are two (2) exceptions to this requirement:

 Providers who do not submit at least 25 claims in a calendar year.

 Providers who do not bill diagnosis codes on their claims.

If a provider is unable to submit electronically, the provider must submit a request for

an exemption in writing and must include:

 Provider name, NPI, contact name and phone number.

 The calendar year for which the exemption is being requested.

 Detailed explanation of the reason for the exemption request.

Mail to:

Wyoming Medicaid

Attn: Provider Relations

PO Box 667

Cheyenne, WY 82003-0667

A new exemption request must be submitted for each calendar year. Wyoming

Medicaid has free software or applications available for providers to bill

electronically (Chapter 8, Electronic Data Interchange (EDI)).

6.2 Basic Paper Claim Information

The fiscal agent processes paper CMS-1500 and UB04 claims using Optical

Character Recognition (OCR). OCR is the process of using a scanner to read the

information on a claim and convert it into electronic format instead of being manually

entered. This process improves accuracy and increases the speed at which claims are

entered into the claims processing system. The quality of the claim will affect the

accuracy in which the claim is processed through OCR. The following is a list of tips

to aid providers in avoiding paper claims processing problems with OCR:

 Use an original, standard, red-dropout form (CMS-1500 (02-12) and UB04).

 Use typewritten print; for best results use a laser printer.

 Use a clean, non-proportional font.

 Use black ink.

 Print claim data within the defined boxes on the claim form.

 Print only the information asked for on the claim form.

 Use all capital letters.

Common Billing Information ____________________________________________________

Ch. 6 Index 50 Revision 4/1/17

 Use correction tape for corrections.

To avoid delays in the processing of claims it is recommended that providers avoid

the following:

 Using copies of claim forms.

 Faxing claims.

 Using fonts smaller than 8 point.

 Resizing the form.

 Handwritten information on the claim form.

 Entering “none”, “NA”, or “Same” if there is no information (leave the box

blank).

 Mixing fonts on the same claim form.

 Using italics or script fonts.

 Printing slashed zeros.

 Using highlighters to highlight field information.

 Using stamps, labels, or stickers.

 Marking out information on the form with a black marker.

Claims that do not follow Medicaid provider billing policies and procedures may be

returned unprocessed with a letter or may be processed incorrectly. When a claim is

returned the provider may correct the claim and return it to Medicaid for processing.

NOTE: The fiscal agent and the Division of Healthcare Financing (DHCF) are

prohibited by federal law from altering a claim.

Billing errors detected after a claim is submitted cannot be corrected until after

Medicaid has made payment or notified the provider of the denial. Providers should

not resubmit or attempt to adjust a claim until it is reported on their Remittance

Advice (6.18, Resubmitting Versus Adjusting Claims).

NOTE: Claims are to be submitted only after service(s) have been rendered, not

before. For deliverable items (i.e. dentures, DME, glasses, hearing aids,

etc.) the date of service must be the date of delivery, not the order date.

6.3 Authorized Signatures

All paper claims must be signed by the provider or the provider’s authorized

representative. Acceptable signatures may be either handwritten, a stamped facsimile,

typed, computer generated, or initialed. The signature certifies all information on the

Common Billing Information ____________________________________________________

Ch. 6 Index 51 Revision 4/1/17

claim is true, accurate, complete, and contains no false or erroneous information.

Remarks such as signature on file or facility names will not be accepted.

6.4 Completing the CMS-1500 Claim Form

6.4.1 Instructions for Completing the CMS-1500 Claim Form

Claim

Item

Title

Required

Conditionally

Required

Action/Description

Insurance Type

Place an "X" in the "Medicaid" box.

Insured’s ID

Number

Enter the client’s ten (10) digit Medicaid ID

number that appears on the Medicaid

Identification card.

Patient’s Name

Enter the client’s last name, first name, and

middle initial.

Patient’s Date of

Birth/Sex

Information that will identify the patient and

distinguishes persons with similar names.

Common Billing Information ____________________________________________________

Ch. 6 Index 52 Revision 4/1/17

Claim

Item

Title

Required

Conditionally

Required

Action/Description

Insured’s Name

Enter the insured’s full last name, first

name, and middle initial. Insured’s name

identifies who holds the policy if different

than Patient information.

Patient’s Address

Refers to patient’s permanent residence.

Patient’s

Relationship to

Insured

If the client is covered by other insurance,

mark the appropriate box to show

relationship.

Insured’s Address

Enter the address of the insured.

Patient Status

Indicates patient’s marital and employment

status.

Instruct

ions for

9a-d

Other Insurance

Information

If item number 11d is marked complete

fields 9 and 9a-d.

Other Insured’s

Name

When additional group health coverage

exists, enter other insured’s full last name,

first name and middle initial of the enrollee

if different from item number 2.

Other Insured’s

Policy or Group

Name

Enter the policy or group number of the

other insured.

Reserved for

NUCC Use

Reserved for

NUCC Use

Insurance Plan or

Program Name

Enter the other insured’s insurance plan or

program name.

10a-c

Is Patient’s

Condition Related

to?

When appropriate, enter an X in the correct

box to indicate whether one or more the

services described in Item Number 24 are

for a condition or injury the occurred on the

job or as a result of an auto accident.

10d

Reserved for Local

Use

Insured’s Policy,

group or FECA

Number

Enter the insured’s policy or group number

as it appears on the ID card. Only complete

if Item Number 4 is completed.

11a

Insured’s Date of

Birth, Sex

Enter the 8- digit date of birth

(MM/DD/CCYY) and an X to indicate the

sex of the insured.

11b

Insured’s

Employer’s Name

or School Name

Enter the Name of the insured’s employer or

school.

Common Billing Information ____________________________________________________

Ch. 6 Index 53 Revision 4/1/17

Claim

Item

Title

Required

Conditionally

Required

Action/Description

11c

Insurance Plan

Name or Program

Name

Enter the insurance plan or program name

of the insured.

11d

Is there another

Health Benefit

Plan?

When appropriate, enter an X in the correct

box. If marked “YES”, complete 9 and 9a-d.

Patient’s or

Authorized

Person’s Signature

Indicates there is an authorization on file for

the release of any medical or other

information necessary to process the claim.

Payment

Authorization

Signature

Indicates that there is a signature on file

authorizing payment of medical benefits.

Date of current

illness, injury or

pregnancy

Enter the date of illness, injury or

pregnancy.

If Patient has had

Same or Similar

Illness

A patient having had same or similar illness

would indicate that the patient had a

previously related condition.

Date Patient

Unable to Work in

Current

Occupation

Time span the patient is or was unable to

work.

Name of Referring

Physician

Enter the name and credentials of the

professional who referred, ordered or

supervised the service on the claim.

17a

17a Other ID #

Other ID number of the referring, ordering,

or supervising provider is reported in 17a in

the shaded area. The qualifier indicating

what the number represents is reported in

the qualifier field to the immediate right.

17b

NPI #

Enter the NPI number of the referring,

ordering, or supervising provider in Item

Number 17b.

Hospitalization

Dates Related to

Current Service

The hospitalization dates related to current

services would refer to an inpatient stay and

indicates admission and discharge dates.

Reserved for Local

Use

Outside lab? $

Charges

Indicates that services have been rendered

by an independent provider as indicated in

Item Number 32 and related Costs.

Common Billing Information ____________________________________________________

Ch. 6 Index 54 Revision 4/1/17

Claim

Item

Title

Required

Conditionally

Required

Action/Description

ICD Indicator

Diagnosis or

Nature of Illness or

Injury

Enter the ICD-9 or ICD-10 indicator Enter

the patient’s diagnosis/condition. List up to

twelve ICD-PCM codes. Use the highest

level of specificity. Do not provide a

description in this field.

Medicaid

Resubmission

Code

The code and original reference number

assigned by the destination payer or receiver

to indicate a previously submitted claim.

Prior Authorization

Enter the ten (10) digit Prior Authorization

number from the approval letter, if

applicable. Claims for these services are

subject to service limits and the 12 month

filing limit.

Claim Line Detail

Supplemental information is to be placed in

the shaded sections of 24A through 24G as

required by individual payers. Medicaid

requires information such as NDC and

taxonomy in the shaded areas as defined in

each Item Number

24A

Dates of Service

Enter date(s) of service, from and to. If one

(1) date of service only enter that date under

“from”. Leave “to” blank or reenter “from”

date. Enter as MM/DD/YY. NDC qualifier

and NDC code will be placed in the shaded

area. For detailed information on billing

with the corresponding NDC codes, refer to

the NDC entry information following this

instruction table.

24B

Place of Service

Enter the two (2) digit Place of Service

(POS) code for each procedure performed.

24C

EMG

This field is used to identify if the service

was an emergency. Provider must maintain

documentation supporting an emergency

indicator. Enter Y for “YES” or leave blank

or enter N for “NO” in the bottom, un-

shaded area of the field. This field is

situational, but required when the service is

deemed an emergency

24D

Procedures,

Services, or

Supplies

Enter the CPT or HCPCS codes and

modifiers from the appropriate code set in

effect on the date of service.

Common Billing Information ____________________________________________________

Ch. 6 Index 55 Revision 4/1/17

Claim

Item

Title

Required

Conditionally

Required

Action/Description

24E

Diagnosis Pointer

Enter the diagnosis code reference letter

(pointer) as shown in Item Number 21 to

relate the date of service and the procedures

performed to the primary diagnosis. Do Not

enter any diagnosis codes in this box.

24F

$ Charges

Enter the charge for each listed service.

24G

Days or Units

Enter the units of services rendered for each

detail line. A unit of service is the number

of times a procedure is performed. If only

one (1) service is performed, the numeral 1

must be entered.

24H

EPSDT/Family

Plan

Identifies certain services that may be

covered under some state plans.

24I

ID Qualifier

If the provider does not have an NPI

number, enter the appropriate qualifier and

identifying number in the shaded area

(Chapter 9, Wyoming Specific HIPAA

5010).

24J

Rendering

Provider ID #

The individual rendering the service is

reported in 24J. Enter the taxonomy code in

the shaded area of the field. Enter the NPI

number in the un-shaded area of the field.

Report the Identification Number in Items

24I and 24J only when different from the

data in Items 33a and 33b.

Federal Tax ID

Number

Refers to the unique identifier assigned by a

federal or state agency.

Patient’s Account

Number

The patient’s account number refers to the

identifier assigned by the provider

(optional).

Assignment?

Enter X in the correct box. Indicated that the

provider agrees to accept assignment under

the terms of the Medicare program.

Total Charge

Add all charges in Column 24F and enter

the total amount in this field.

Amount Paid

Enter total amount the patient or other

payers paid on the covered services only.

This field is reserved for third party

coverage only, do not enter Medicare paid

amounts

Balance Due

Enter the total amount due.

Common Billing Information ____________________________________________________

Ch. 6 Index 56 Revision 4/1/17

Claim

Item

Title

Required

Conditionally

Required

Action/Description

Signature of

Physician or

Supplier Including

Degrees or

Credentials

Enter the legal signature of the practitioner

or supplier, signature of the practitioner or

supplier representative. Enter date the form

was signed.

32, 32a

and 32b

Split

Field

32 -Service

Facility Location

Information

32a NPI Number

32b Other ID#

Enter the name, address, city, state and zip

code of the location where the services were

rendered. Enter the NPI number of the

service facility location in 32a; enter the two

(2) digit qualifier identifying the non-NPI

number followed by the ID number.

33, 33a

and 33b

Split

Field

33 -Billing

Provider Info &

Ph#

33a NPI number

33b taxonomy

Enter the provider’s or supplier’s billing

name, address, zip code and phone number.

Enter the NPI number of the billing provider

in 33a. Enter the two (2) digit qualifier

identifying the non-NPI number followed

by the ID number. Enter the provider’s

taxonomy number in 33b.

6.4.2 Place of Service

Place

Service

Place of Service Name

Place of Service Description

Pharmacy

A facility or location where drugs and other medically

related items and services are sold, dispensed, or

otherwise provided directly to patients.

Unassigned

N/A

School

A facility whose primary purpose is education.

Homeless Shelter

A facility or location whose primary purpose is to

provide temporary housing to homeless individuals (e.g.,

emergency shelters, individual or family shelters).

Indian Health

Service Free-

standing Facility

A facility or location, owned and operated by the Indian

Health Service, which provides diagnostic, therapeutic

(surgical and non-surgical), and rehabilitation services to

American Indians and Alaska Natives who do not require

hospitalization.

Indian Health

Service Provider-

based Facility

A facility or location, owned and operated by the Indian

Health Service, which provides diagnostic, therapeutic

(surgical and non-surgical), and rehabilitation services

rendered by, or under the supervision of, physicians to

American Indians and Alaska Natives admitted as

inpatients or outpatients.

Common Billing Information ____________________________________________________

Ch. 6 Index 57 Revision 4/1/17

Place

Service

Place of Service Name

Place of Service Description

Tribal 638 Free-

standing Facility

A facility or location owned and operated a federally

recognized American Indian or Alaska Native tribe or

tribal organization under a 638 agreement, which

provides diagnostic, therapeutic (surgical and non-

surgical), and rehabilitation services to tribal members

who do not require hospitalization.

Tribal 638 Provider-

based Facility

A facility or location owned and operated a federally

recognized American Indian or Alaska Native tribe or

tribal organization under a 638 agreement, which

provides diagnostic, therapeutic (surgical and non-

surgical), and rehabilitation services to tribal members

admitted as inpatients or outpatients.

Prison/Correctional

Facility

A prison, jail, reformatory, work farm, detention center,

or any other similar facility maintained by either Federal,

State, or local authorities for the purpose of confinement

or rehabilitation of adult or juvenile criminal offenders.

Unassigned

N/A

Office

Location, Other than a Hospital, Skilled Nursing Facility,

Military treatment Facility, Community Health Center,

State or Local Public Health Clinic, or Intermediate Care

Facility, where the health professional routinely provides

health examinations, diagnosis, and treatment of illness

or injury on an ambulatory basis.

Home

Location, other than a Hospital or other Facility, where

the patient receives care in a private session.

Assisted Living

Facility

Congregate residential facility with self-contained living

units providing assessment of each resident’s needs and

on-site support 24-hours a day, seven (7) days a week,

with the capacity to deliver or arrange for services

including some healthcare and other services.

Group Home

A residence, with shared living areas, where clients

receive supervision and other services such as social and

/ or behavioral services, custodial service, and minimal

services (e.g., medication administration.

Mobile Unit

A facility / unit that moves from place-to-place equipped

to provide preventive, screening, diagnostic, and / or

treatment services.

Temporary Lodging

A short term accommodation such as a hotel, camp

ground, hostel, cruise ship or resort where the patient

receives care, and which is not identified by any other

POS code.

Common Billing Information ____________________________________________________

Ch. 6 Index 58 Revision 4/1/17

Place

Service

Place of Service Name

Place of Service Description

Walk-in Retail

Health Clinic

A walk-in-health clinic, other than an office, urgent care

facility, pharmacy or independent clinic and not

described by any other Place of Service code, that is

located within a retail operation and provides, on an

ambulatory basis, preventive and primary care services.

Place of

Employment-

Worksite

A location, not described by any other POS code, owned

or operated by a public or private entity where the patient

is employed, and where a health professional provides

on-going or episodic occupational medical, therapeutic or

rehabilitative services to the individual.

Unassigned

N/A

Urgent Care Facility

Location, distinct from a hospital emergency room, an

office, or a clinic, whose purpose is to diagnose and treat

illness or injury for unscheduled, ambulatory patients

seeking immediate medical attention.

Inpatient Hospital

A facility, other than psychiatric, which primarily

provides diagnostic, therapeutic (both surgical and non-

surgical), and rehabilitation services by, or under, the

supervision of physicians to patients admitted for a

variety of medical conditions.

Outpatient Hospital

A portion of a Hospital, which provides diagnostic,

therapeutic (both surgical and non-surgical), and

rehabilitation services to sick or injured persons who do

not require Hospitalization or Institutionalization.

Emergency Room –

Hospital

A portion of a Hospital where emergency diagnosis and

treatment of illness or injury is provided.

Ambulatory Surgical

Center

A free standing facility, other than a physician’s office,

where surgical and diagnostic services are provided on an

ambulatory basis.

Birthing Center

A facility, other than a hospital’s maternity facilities or a

physician’s office, which provides a setting for labor,

delivery, and immediate post-partum care as well as

immediate care of new born infants.

Military Treatment

Facility

A medical facility operated by one (1) or more of the

Uniformed Services. Military Treatment Facility (MTF)

also refers to certain former U.S. Public Health Services

(USPHS) facilities now designated as Uniformed Service

Treatment Facilities (USTF).

27-30

Unassigned

N/A

Common Billing Information ____________________________________________________

Ch. 6 Index 59 Revision 4/1/17

Place

Service

Place of Service Name

Place of Service Description

Skilled Nursing

Facility

A facility, which primarily provides inpatient skilled,

nursing care and related services to patients who require

medical, nursing, or rehabilitation services but does not

provide the level of care of treatment available on a

hospital.

Nursing Facility

A facility which primarily provides to residents skilled

nursing care and related services for the rehabilitation of

injured, disabled, or sick persons, or, on a regular basis,

health-related care services above the level of custodial

care to other than mentally retarded individuals.

Custodial Care

Facility

A facility which provides room, board and other personal

assistance services, generally on a long-term basis, which

does not include a medical component.

Hospice

A facility, other than a patient’s home, in which palliative

and supportive care for terminally ill patients and their

families are provided.

35-40

Unassigned

N/A

Ambulance – Land

A land vehicle specifically designed, equipped and

staffed for lifesaving and transporting the sick or injured.

Ambulance – Air or

Water

An air or water vehicle specifically designed, equipped

and staffed for lifesaving and transporting the sick or

injured.

43-48

Unassigned

N/A

Independent Clinic

A location, not part of a hospital and not described by

any other Place of Service code, that is organized and

operated to provide preventive, diagnostic, therapeutic,

rehabilitative, or palliative services to outpatients only.

Federally Qualified

Health Center

A facility located in a medically underserved area that

provides Medicare beneficiaries preventive primary

medical care under the general direction of a physician.

Inpatient Psychiatric

Facility

A facility that provides inpatient psychiatric services for

the diagnosis and treatment of mental illness on a 24-

hour basis, by or under the supervision of a physician.

Psychiatric Facility-

Partial

Hospitalization

A facility for the diagnosis and treatment of mental

illness that provides a planned therapeutic program for

patients who do not require full time hospitalization, but

who need broader programs than are possible from

outpatient visits to a hospital-bases or hospital-affiliated

facility.

Common Billing Information ____________________________________________________

Ch. 6 Index 60 Revision 4/1/17

Place

Service

Place of Service Name

Place of Service Description

Community Mental

Health Center

A facility that provides the following services: Outpatient

services, including specialized outpatient services for

children, the elderly, individuals who are chronically ill,

and residents of the CMHC’s mental health services are

who have been discharged from inpatient treatment at a

mental health facility; 24-hour a day emergency care

services; day treatment, other partial hospitalization

services, or psychosocial rehabilitation services.

Intermediate Care

Facility / Mentally

Retarded

A facility which primarily provides health-related care

and services above the level of custodial care to mentally

retarded individuals but does not provide the level of care

or treatment available in a hospital or SNF.

Residential

Substance Abuse

Treatment Facility

A facility which provides treatment for substance

(alcohol and drug) abuse to live-in residents who do not

require acute medical care. Services include individual

and group therapy and counseling, family counseling,

laboratory test, drugs and supplies, psychological testing,

and room and board.

Psychiatric

Residential

Treatment Center

A facility or distinct part of a facility for psychiatric care

which provides a total 24-hour therapeutically planned

and professionally staffed group living and learning

environment.

Non-residential

Substance Abuse

Treatment Facility

A location which provides treatment for substance

(alcohol and drug) abuse on an ambulatory basis.

Services include individual and group therapy and

counseling, family counseling, laboratory tests, drugs and

supplies, and psychological testing.

58-59

Unassigned

N/A

Mass Immunization

Center

A location where providers administer pneumococcal

pneumonia and influenza virus vaccinations and submit

these services as electronic media claims, paper claims,

or using the roster billing method. This generally takes

place in a mass immunization setting, such as, a public

health center, pharmacy, or mall but may include a

physician office setting.

Comprehensive

Inpatient

Rehabilitation

Facility

A facility that provides comprehensive rehabilitation

services under the supervision of a physician to inpatients

with physical disabilities. Services include physical

therapy, occupational therapy, speech therapy, speech

pathology, social or psychological services, and orthotics

and prosthetics services.

Common Billing Information ____________________________________________________

Ch. 6 Index 61 Revision 4/1/17

Place

Service

Place of Service Name

Place of Service Description

Comprehensive

Outpatient

Rehabilitation

Facility

A facility that provides comprehensive rehabilitation

services to outpatients with physical disabilities. Services

include physical therapy, occupational therapy, and

speech pathology services.

63-64

Unassigned

N/A

End-Stage Renal

Disease Treatment

Facility

A facility other that a hospital, which provides dialysis

treatment, maintenance, and /or training to patients or

caregivers on an ambulatory or home-care basis.

66-70

Unassigned

N/A

Public Health Clinic

A facility maintained by either State or local health

departments that provide ambulatory primary medical

care under the general direction of a physician.

Rural Health Clinic

A certified facility, which is located in a rural medically,

underserved area that provides ambulatory primary

medical care under the general direction of a physician.

73-80

Unassigned

N/A

Independent

Laboratory

A laboratory certified to perform diagnostic and/or

clinical tests independent of an institution or a

physician’s office.

82-98

Unassigned

N/A

Other Place of

Service

Other place of service not listed above.

6.5 Medicare Crossovers

Medicaid processes claims for Medicare/Medicaid services when provided to a

Medicaid eligible client.

6.5.1 General Information

 Dually eligible clients are clients that are eligible for Medicare and Medicaid.

 Providers may verify Medicare and Medicaid eligibility through the IVR (2.1,

Quick Reference).

 Providers must accept assignment of claims for dually eligible clients.

 Be sure Wyoming Medicaid has record of all applicable NPIs under which the

provider is submitting to Medicare to facilitate the electronic crossover

process.

 Medicaid reimburses the lesser of the assigned coinsurance and deductible

amounts or the difference between the Medicaid allowable and the Medicare

paid amount for dually eligible clients as indicated on the Medicare

(Explanation of Medicare Benefits) EOMB.

Common Billing Information ____________________________________________________

Ch. 6 Index 62 Revision 4/1/17

o Wyoming Medicaid’s payment is payment in full. The client is not

responsible for any amount left over, even if assigned to coinsurance

or deductible by Medicare.

6.5.2 Billing Information

 Medicare is primary to Medicaid and must be billed first. Direct Medicare

claims processing questions to the Medicare carrier.

 When posting the Medicare payment, the EOMB (Explanation of Medicare

Benefits) may state that the claim has been forwarded to Medicaid. No further

action is required, it has automatically been submitted.

 Medicare transmits electronic claims to Medicaid daily. Medicare transmits all

lines on a claim with any Medicare paid claim – If one (1) line pays, and three

(3) others are denied by Medicare, all four (4) lines will be transmitted to

Wyoming Medicaid.

 The time limit for filing Medicare crossover claims to Medicaid is 12-months

from the date of service or six (6) months from the date of the Medicare

payment, whichever is later.

 If payment is not received from Medicaid after 45-days of the Medicare

payment, submit a claim to Medicaid and include the COB (Coordination of

Benefits) information in the electronic claim. The line items on the claim

being submitted to Medicaid must be exactly the same as the claim submitted

to Medicare, except when Medicare denies then the claim must conform to

Medicaid policy.

 If a paper claim is being submitted, the EOMB must be attached. If the

Medicare policy is a replacement/advantage or supplement, this information

must be noted (it can be hand written) on the EOMB.

NOTE: Do not resubmit a claim for coinsurance or deductible amounts unless the

provider has waited 45-days from Medicare’s payment date. A provider’s

claims may be returned if submitted without waiting the 45-days after the

Medicare payment date.

Common Billing Information ____________________________________________________

Ch. 6 Index 63 Revision 4/1/17

6.6 Examples of Billing

6.6.1 Client has Medicaid Coverage Only or Medicaid and Medicare

Coverage

NOTE: When client has dual coverage, (Medicaid and Medicare) attach the

EOMB to the claim.

Common Billing Information ____________________________________________________

Ch. 6 Index 64 Revision 4/1/17

6.6.2 Client has Medicaid and Third Party Liability (TPL) or Client

has Medicaid, Medicare and TPL

NOTE: If the client has both Medicare and TPL in addition to Medicaid, attach the

TPL EOB and the Medicare EOMB to the claim. If the client has TPL and

Medicaid but no Medicare, attach the TPL EOB to the claim.

Common Billing Information ____________________________________________________

Ch. 6 Index 65 Revision 4/1/17

6.7 National Drug Code (NDC) Billing Requirement

Effective for dates of service on and after March 1, 2008 Medicaid will require

providers to include National Drug Codes (NDCs) on professional and institutional

claims when certain drug-related procedure codes are billed. This policy is mandated

by the Federal Deficit Reduction Act (DRA) of 2005, which requires state Medicaid

programs to collect rebates from drug manufacturers when their products are

administered in an office, clinic, hospital or other outpatient setting.

The NDC is a unique 11-digit identifier assigned to a drug product by the

labeler/manufacturer under Federal Drug Administration (FDA) regulations. It is

comprised of three (3) segments configured in a 5-4-2 format.

Labeler Code Product Code Package Code

(5 Digits) (4 Digits) (2 Digits)

 Labeler Code – Five (5) digit number assigned by the Food and Drug

Administration (FDA) to uniquely identify each firm that manufactures,

repacks, or distributes drug products.

 Product Code – Four (4) digit number that identifies the specific drug,

strength and dosage form.

 Package Code – Two (2) digit number that identifies the package size.

6.7.1 Converting 10-Digit NDC’s to 11-Digits

Many NDCs are displayed on drug products using a ten (10) digit format. However,

to meet the requirements of the new policy, NDCs must be billed to Medicaid using

the 11-digits FDA standard. Converting an NDC from ten (10) to 11-digits requires

the strategic placement of a zero (0). The following table shows three (3) common ten

(10) digit NDC formats converted to 11-digits.

Converting 10-Digit NDCs to 11-Digits

10-Digit Format

Sample 10-Digit

NDC

Required 11-Digit Format

Sample 10-Digit NDC

Converted to 11-Digits

9999-9999-99 (4-4-2)

0002-7597-01 Zyprexa

10mg vial

09999-9999-99 (5-4-2)

00002-7597-01

99999-999-99 (5-3-2)

50242-040-62 Xolair

150mg vial

99999-0999-99 (5-4-2)

50242-0040-62

99999-9999-9 (5-4-1)

60575-4112-1 Synagis

50mg vial

99999-9999-09 (5-4-2)

60575-4112-01

Common Billing Information ____________________________________________________

Ch. 6 Index 66 Revision 4/1/17

NOTE: Hyphens are used solely to illustrate the various ten (10) and 11 digit

formats. Do not use hyphens when billing NDCs.

6.7.2 Documenting and Billing the Appropriate NDC

A drug may have multiple manufacturers so it is vital to use the NDC of the

administered drug and not another manufacturer’s product, even if the chemical name

is the same. It is important that providers develop a process to capture the NDC when

the drug is administered, before the packaging is thrown away. It is not permissible to

bill Medicaid with any NDC other than the one (1) administered. Providers should not

pre-program their billing systems to automatically utilize a certain NDC for a

procedure code that does not accurately reflect the product that was administered to

the client.

Clinical documentation must record the NDC from the actual product, not just from

the packaging, as these may not match. Documentation must also record the lot

number and expiration date for future reference in the event of a health or safety

product recall.

Common Billing Information ____________________________________________________

Ch. 6 Index 67 Revision 4/1/17

6.7.3 Procedure Code/NDC Combinations

The list of rebateable NDCs Medicaid posts to its website will also present providers

a way to validate procedure code/NDC combinations. The table below illustrates a

few sample entries from the list.

NDC

Procedure

Code

Procedure

Description

NDC Label

Rebateable

Rebate

Start

Date

Rebate

End

Date

58468-

0040-01

J0180

Injection,

Agalsidase

Beta, 1 MG

Fabrazyme (PF)

35 MG

01/01/1991

99/99/9999

58468-

0041-01

J0180

Injection,

Agalsidase

Beta, 1 MG

Fabrazyme (PF)

5 MG

01/01/1991

99/99/9999

58468-

1060-01

J0205

Injection,

Alglucerase,

Per 10

Ceredase 80

U/ML

01/01/1991

99/99/9999

00517-

8905-01

J0210

Injection,

Methyldopa

te HCL

Methyldopate

HCL (S.D.V.) 50

10/01/1991

99/99/9999

The first two (2) entries show NDCs 58468-0040-01 and 58468-0041-01 can only be

paired with one (1) procedure code, J0180. These are the only valid procedure code /

NDC combinations when billing Agalsidase. Pairing either NDC with a different

procedure code OR pairing the procedure code with a different NDC would create an

invalid combination. Procedure code / NDC combinations deemed invalid according

to the list will be denied.

6.7.4 Billing Requirements

The requirement to report NDCs on professional and institutional claims is meant to

supplement procedure code billing, not replace it. Providers are still required to

include applicable procedure code information such as dates of service, CPT/HCPCS

code, modifier(s), charges and units.

6.7.5 Submitting One NDC per Procedure Code

If one (1) NDC is to be submitted for a procedure code, the procedure code,

procedure quantity and NDC must be reported. No modifier is required.

Procedure Code

Modifier

Procedure Quantity

NDC

90378

60574-4111-01

Common Billing Information ____________________________________________________

Ch. 6 Index 68 Revision 4/1/17

6.7.6 Submitting Multiple NDCs per Procedure Code

If two (2) or more NDCs are to be submitted for a procedure code, the procedure code

must be repeated on separate lines for each unique NDC. For example, if a provider

administers 150 mg of Synagis, a 50 mg vial and a 100 mg vial would be used.

Although the vials have separate NDCs, the drug has one (1) procedure code, 90378.

So, the procedure code would be reported twice on the claim, but paired with

different NDCs.

Procedure Code

Modifier

Procedure Quantity

NDC

90378

60574-4111-01

90378

60574-4112-01

On the first (1st) line, the procedure code, procedure quantity, and NDC are reported

with a KP modifier (first drug of a multi-drug). On the second line, the procedure

code, procedure quantity and NDC are reported with a KQ modifier

(second/subsequent drug of a multi-drug).

NOTE: When reporting more than two (2) NDCs per procedure code, the KQ

modifier is also used on the subsequent lines.

6.7.7 Medicare Crossover Claims

Because Medicaid pays Medicare coinsurance and deductible for dual-eligible clients,

the NDC will also be required on Medicare crossover claims for all applicable

procedure codes. Medicaid has verified that NDC information reported on claims

submitted to Medicare will be included in the automated crossover claim feed to

Medicaid. Crossover claim lines that are missing a required NDC will be denied.

6.7.8 CMS-1500 02-12 Billing Instructions

To report a procedure code with a NDC on the CMS-1500 02-12 claim form, enter

the following NDC information into the shaded portion of field 24A:

 NDC qualifier of N4 [Required]

 NDC 11-digit numeric code [Required]

Do not enter a space between the N4 qualifier and the NDC. Do not enter hyphens or

spaces within the NDC.

CMS-1500 02-12 – One (1) NDC per Procedure Code:

Common Billing Information ____________________________________________________

Ch. 6 Index 69 Revision 4/1/17

CMS-1500 02-12 – Two (2) NDCs per Procedure Code:

NOTE: Medicaid’s instructions follow the National Uniform Claim Committee’s

(NUCC) recommended guidelines for reporting the NDC on the CMS-

1500 02-12 claim form. Provider claims that do not adhere to these

guidelines will be returned unprocessed.

6.8 Cap Limits

Medicaid clients 21 years of age and older are subject to service cap limits on the

number of office/outpatient hospital visits and behavioral health visits. Medicaid

clients of any age are subject to service cap limits on the number of

physical/occupational/speech therapy visits, chiropractic visits, dietician visits and

emergency dental visits they receive.

NOTE: Ancillary services (e.g., lab, x-ray, etc.) provided during an

office/outpatient hospital visit that exceeded the cap limit will still be

reimbursed.

OFFICE AND OUTPATIENT HOSPITAL VISITS

Codes

Limits

Does not apply to:

Procedure Codes:

99281-99285

99201-99215

Revenue Codes:

0450-0459

0510-0519

12 combined visits per

calendar year

 Clients Under Age 21

 Emergency Visits

 Family Planning Services

 Medicare Crossovers

Common Billing Information ____________________________________________________

Ch. 6 Index 70 Revision 4/1/17

PHYSICAL THERAPY, OCCUPATIONAL THERAPY, SPEECH THERAPY,

BEHAVIORAL HEALTH VISITS, CHIROPRACTIC VISITS AND DIETICIAN

Codes

Limits

Does not apply to:

Procedure codes:

90785; 90792; 90832-

90834; 90836-90839;

90845-90849; 90853;

90857;92507-92508;

92526; 96101-96125;

97010-97039; 97110-

97546, 97802-97804,

98940-98942; (all

modalities on same date of

service count as 1 visit)

HCPCS Level II codes:

G9012; H0005-H0006;

H0031; H0034; H0047;

H2010; H2014; H2015;

H2017; H2019; H2021;

T1007; T1012; T1017 (all

modalities on same date of

service count as 1 visit)

Revenue codes:

0420,0421, 0422,0 424,

0430, 0431, 0432, 0434,

0439, 0440, 0441, 0442,

0444, and 0449 (each unit

counts as 1 visit)

20 physical therapy

visits per calendar year

20 occupational therapy

visits per calendar year

20 speech therapy visits

per calendar year

20 behavioral health

visits per calendar year

(21 and over only)

20 chiropractic visits per

calendar year

20 dietician visits per

calendar year

Medicare Crossovers

If a client has exceeded the Medicaid limits on office/outpatient hospital visits,

physical/occupational/speech therapy visits, behavioral health visits, chiropractic

visits, or dietitian visits the provider may bill him/her or request the cap limit be

waived.

6.8.1 Cap Limit Waiver

Physicians, nurse practitioners, physical, occupational and speech therapists,

psychiatrist, psychologists, licensed mental health professionals such as licensed

professional counselors, licensed marriage and family therapist, licensed certified

social workers and licensed addiction therapists, community mental health or

substance abuse treatment centers, chiropractors and dieticians may request a waiver

of a cap limit once a limit has been reached.

Common Billing Information ____________________________________________________

Ch. 6 Index 71 Revision 4/1/17

Cap limit waiver requests must be submitted on the Cap Limit Waiver Request form

and cite specific medical necessity. Below is the Cap Limit Waiver Request form for

office visits, therapies (PT, OT, ST and Chiropractic services), dietician visits and

Behavioral Health visits (6.9.2 Cap Limit Waiver Request Form).

The form must be mailed to:

Wyoming Medicaid

Attn: Medical Policy

PO Box 667

Cheyenne, WY 82003-0667

If granted, a cap limit waiver is valid for one (1) calendar year. For additional

information, contact Medical Policy (2.1, Quick Reference).

If a cap limit waiver request is denied, the provider may request reconsideration by

mail by providing additional supporting documentation to include but not limited to a

detailed letter of explanation as to why you feel the denial is incorrect, additional

medical records and/or testing results. This request must be in accordance with

Medicaid rules.

6.8.2 Cap Limit Waiver Request Form

NOTE: Click image above to be taken to a printable version of this form

Common Billing Information ____________________________________________________

Ch. 6 Index 72 Revision 4/1/17

6.8.3 Cap Limit Waiver Request Form Instructions

Field

Action

Pay to (Group) NPI

Complete with the ten digit NPI number for the Pay to/Group Provider

Pay to (Group) Name

Complete with the name of the Pay to/Group Provider

Treating/Rendering NPI

Complete with the ten digit NPI number for the treating provider

Treating/Rendering Name

Complete with the name of the treating provider

Client ID

Complete with the client’s Wyoming Medicaid ID number

Client Name

Complete with the client’s full name

Client Age

Complete with the client’s age at the time of the request

Cap Limit Year

Complete with the requested calendar year for the cap limit waiver

Cap Limit Begin/End Date

Complete with the dates the cap limit waiver will need to begin and when

it will end

Cap Limit Type

Check the appropriate box for which type cap limit waiver you are

requesting

Date of Onset Condition

Complete with the date the onset condition began

Diagnosis Code

Complete with the diagnosis codes – up to four are allowed

Ordering Provider Name & NPI

Complete with the Name and NPI number for the ordering provider – this

section is required for Speech, Occupational or Physical Therapy

Describe injury, illness, surgery or

triggering event that initiated the

need for services

Complete with what caused the acute condition (i.e. post-surgery,

personal injury, auto accident, etc.)

Describe acute condition requiring

rehabilitative services

A detailed explanation as to the diagnosis and rehabilitative need for

services for acute conditions only. Indicate why the client has exceeded

their CAP limit. For Behavioral Health Cap Limit Waiver Request,

ensure to include last 5 progress reports and treatment plan.

Describe anticipated rehabilitative

progress and length of additional

treatment

Describe the rehabilitative progress anticipated and the length needed for

additional treatment. For physical, occupational, or speech therapy Cap

Limit Waiver Requests, ensure you attach a copy of the practitioner’s

order.

Treating provider signature and date

The provider providing the services will need to sign and date the Cap

Limit Waiver Request Form

Common Billing Information ____________________________________________________

Ch. 6 Index 73 Revision 4/1/17

6.8.4 Cap Limit Additional Information for Clients Under the Age of 21

In addition to the completion of the Cap Limit Waiver Request Form, the Additional

Information sheet must be completed for clients under the age of 21.

Common Billing Information ____________________________________________________

Ch. 6 Index 74 Revision 4/1/17

6.8.5 Cap Limit Additional Information Instructions

Cap Limit Additional Information

For Children who are school age:

Field

Action

Is this child on IEP?

Indicate whether or not the child is on an Individualized Education Program (IEP)

What services is the

child receiving

through school

system?

Describe the services the child is receiving through the school system under the IEP

How are the

services you are

provider distinct

from the services

being provided

through the school

system and how are

you avoiding

conflict with the

services being

provided?

Describe how the services you are providing to the client are different from the

services that are being provided through the school system and how you are avoiding

conflict with those services

For kids who are younger than school age

Has this child been

evaluated at a Child

Development

Center?

Indicate whether or not this child has been evaluated at a Child Development Center

(CDC)

What services is the

child receiving

through the CDC?

Describe the services the child is receiving through the Child Development Center

How are the

services you are

providing distinct

from the services

being provided

through the CDC

and how are you

avoiding conflict

with the services

being provided?

Describe the services you are providing and how they are distinct from the services

that are being provided through the Child Development Center and how you are

avoiding conflict with those services being provided through the CDC

Common Billing Information ____________________________________________________

Ch. 6 Index 75 Revision 4/1/17

6.9 Reimbursement Methodologies

Medicaid reimbursement for covered services is based on a variety of payment

methodologies depending on the service provided.

 Medicaid fee schedule

 By report pricing

 Billed charges

 Invoice charges

 Negotiated rates

 Per diem

 RBRVS (Resource Based Relative Value Scale)

6.10 Usual and Customary Charges

Charges for services submitted to Medicaid must be made in accordance with an

individual provider’s usual and customary charges to the general public unless:

 The provider has entered into an agreement with the Medicaid Program to

provide services at a negotiated rate; or

 The provider has been directed by the Medicaid Program to submit charges at

a Medicaid-specified rate.

6.10.1 Invoice Charges

 Invoice must be dated within 12-months prior to the date of service being

billed – if the invoice is older, a letter must be included explaining the age of

the invoice (i.e. product purchased in large quantity previously, and is still in

stock)

 All discounts will be taken on the invoice.

 The discounted pricing or codes cannot be marked out.

 A packing slip, price quote, purchase order, delivery ticket, etc. may be used

only if the provider no longer has access to the invoice, and is unable to obtain

a replacement from the supplier/manufacturer, and a letter with explanation is

included.

 Items must be clearly marked. (i.e. how many calories are in a can of formula,

items in a case, milligrams, ounces, etc.)

Common Billing Information ____________________________________________________

Ch. 6 Index 76 Revision 4/1/17

6.11 Co-Payment Schedule

$2.45 Co-Payment Schedule

Procedure and

Revenue Code(s)

Description

Exceptions

99201 – 99215

Office Visits only when the place

of service code is 11

Co-payment requirements do not

apply to:

 Clients under age 21

 Nursing Facility Residents

 Pregnant Women

 Family planning services

 Emergency services

 Hospice services

 Medicare Crossovers

 Members of a Federally recognized

tribe

99341 -99350

Home Visits

92002, 92004,

92014

Eye Examinations

90804 – 90815

Medical psychotherapy – co-

payment only applies when the

place of service code is 11

6.12 How to Bill for Newborns

When a mother is eligible for Medicaid, at the time the baby is born, the newborn is

automatically eligible for Medicaid for one (1) year. However, the WDH Customer

Service Center must be notified of the newborn’s name, gender, and date of birth,

mom’s name and Medicaid number for a Medicaid ID Card to be issued. This

information can be faxed, emailed, or mailed to the WDH Customer Service Center

on letterhead from the hospital where the baby was born or reported by the parent of

the baby. A provider will need to have the newborn client ID in order to bill newborn

claims.

6.13 Prior Authorization

Medicaid requires prior authorization (PA) on selected services and equipment.

Approval of a PA is never a guarantee of payment. A provider should not render

services until a client’s eligibility has been verified and a PA has been approved (if a

PA is required). Services rendered without obtaining a PA (when a PA is required)

may not be reimbursed.

Selected services and equipment requiring prior authorization include, but are not

limited to, the following – use in conjunction with the Medicaid Fee Schedule to

verify what needs PA:

Common Billing Information ____________________________________________________

Ch. 6 Index 77 Revision 4/1/17

Agency

Name

Phone

Services Requiring PA

Division of

Healthcare

Financing

(DHCF)

Contact case manager

Case manager will contact the DHCF

 Assisted Living Facility (ALF) Waiver

 Long Term Care (LTC) Waiver

 Out-of-State Home Health

 Out-of-State Placement for LTC

Facilities

Dental

Services

(888)863-5806

Reference Dental Manual for details

 Malocclusion (PA)

 Implants & fixed bridges (PA)

 Maxillofacial Surgeries (PA)

Behavioral

Health

Division

Contact case manager

Case manager will contact the Behavioral

Health Division

 Acquired Brain Injury (ABI) Waiver

Services

 Developmentally Disabled Adult

Waiver Services

 Developmentally Disabled Children

Waiver Services

Goold Health

Systems Inc.

(GHS)

(877)207-1126

 Pharmacy

HealthHelp

(888)545-1710

Option 2

 Advanced Radiology, Cardiology and

Radiation Therapy

Magellan

(855)883-8740

 Children’s Mental Health Waiver

Services

Medical

Policy

(800)251-1268

Option 1, 1, 4, 3

 Hospice Services: Limited to clients

residing in a nursing home

 Out-of-State Home Health

 Surgeries Requiring PA (not listed in

this table)

 Tysabri IV Infusion Treatment

 Contact Lenses

 Certain Eyeglass Lenses

 Scleral Cover Shell

Qualis Health

(DMEPOS)

(800)783-8606

 Durable Medical Equipment (DME)

 Prosthetic and Orthotic Supplies (POS)

 Home Health

WYhealth

(Utilization

and Care

Management)

(888)545-1710

 Acute Psych

 Extended Psych

 Extraordinary Care

 Gastric Bypass

 Inpatient Rehabilitation

 PRTF – Psychiatric Residential

Treatment Facility

 Transplants

 Vagus Nerve Stimulator

6.13.1 Requesting Prior Authorization from Medical Policy

Common Billing Information ____________________________________________________

Ch. 6 Index 78 Revision 4/1/17

This section only applies to providers requesting PA for out-of-state Home Health,

certain surgeries and hospice services (limited to clients residing in a nursing home).

For all other types of PA requests, contact the appropriate authorizing agencies listed

above for their written PA procedures.

Providers have three (3) ways to request and receive a PA:

 Medicaid Prior Authorization Form (6.14.1.1, Medicaid Prior Authorization

Form). A hardcopy form for requesting a PA by mail or fax. For a copy of the

form and instructions on how to complete it, refer to the following section.

 X12N 278 Prior Authorization Request and Response. A standard electronic

file format used to transmit PA requests and receive responses. For additional

information, refer to Chapter 8, Electronic Data Interchange (EDI) and

Chapter 9, Wyoming Specific HIPAA 5010 Electronic Specifications; or

 Web-Based Entry (Limited to Medical Policy PA requests). A web-based

option for entering PA requests and receiving responses via Medicaid Secured

Provider Web Portal. For direction on entering a PA request through the

Secured Provider Web Portal, view the Web Portal Tutorial found on the

website. (2.1, Quick Reference). For additional information, refer to Chapter

8, Electronic Data Interchange (EDI) and Chapter 9, Wyoming Specific

HIPAA 5010 Electronic Specifications.

Common Billing Information ____________________________________________________

Ch. 6 Index 79 Revision 4/1/17

6.13.1.1 Medicaid Prior Authorization Form

NOTE: Click image above to be taken to a printable version of this form.

6.13.1.2 Instructions for Completing the Medicaid Prior

Authorization Form

Completing the Medicaid Prior Authorization Form for medical services

*Denotes Required Field

NOTE: Is this an Add, Modify, or Cancel request?

Field Number

Title

Action

Date of Birth

Enter MMDDYY of client’s date of birth.

Age

Enter client’s age.

Medicaid ID Number

Enter the client’s ten (10) digit Medicaid ID

number.

Patient Name

Enter Last Name, First Name and Middle

Initial exactly as it appears on the Medicaid

ID card.

Pay-To Provider NPI

Enter the Pay to Provider NPI Numbers.

Pay To Provider

Taxonomy

Enter the Pay To Provider Taxonomy.

Pay To Provider

Name

Enter the Pay To Provider Name.

Street Address

Enter the Pay To Provider Street Address.

Common Billing Information ____________________________________________________

Ch. 6 Index 80 Revision 4/1/17

Completing the Medicaid Prior Authorization Form for medical services

*Denotes Required Field

NOTE: Is this an Add, Modify, or Cancel request?

Field Number

Title

Action

City, State, Zip Code

Enter the Pay To Provider City, State and Zip

Code.

10*

Telephone – Contact

Person

Enter phone number of the contact person

for this prior authorization.

11*

Contact Name

Enter the name of the person that can be

contacted regarding this Prior

Authorization.

12*

Proposed Dates of

service

Enter to the best of the providers ability,

what dates of service the provider is looking

for. It can be one (1) day or a date range.

13*

Service Description

Enter the service that the provider is

requesting.

14*

Procedure Code

Procedure Code for the service(s) being

requested.

15*

Modifier(s)

Modifier needed to bill the procedure on the

claim – If no modifiers needed – put N/A.

16*

Unit(s)

Enter number of each service requested.

17*

Estimated Cost

Enter dollar amount times the unit(s) for

each service requested.

18*

Treating Provider

NPI Number

Enter the Treating Provider NPI Number –

Needs to be a Wyoming Medicaid Provider.

19*

Supporting

Documentation

Please attach all documentation to support

medical necessity. Applicable

documentation must be supplied in

sufficient detail to satisfy the medical

necessity for the prescribed service.

Additional documentation may be attached

when necessary.

Modifications

This is the entry of changes that are needed by

the provider from the original request.

21*

Signature

The form needs to be signed and dated by

the entity requesting the prior authorization

of services.

Pending Authorization

If called in for a verbal authorization, put the

name of the person giving the PA number and

date.

NOTE: The Prior Authorization Request Form must match the lines on the claim

that are being billed.

Common Billing Information ____________________________________________________

Ch. 6 Index 81 Revision 4/1/17

6.13.2 Requesting an Emergency Prior Authorization

In the case of a medical emergency, providers should contact Medical Policy by

telephone, after business hours and on weekends, leave a message. Medical Policy

will provide a pending PA number until a formal request is submitted. The formal

request must be submitted within 30-days of receiving the pending PA number and

must include all documentation required.

NOTE: Contact the other appropriate authorizing agencies for their

pending/emergency PA procedures (6.14, Prior Authorization).

6.13.2.1 Prior Authorization Approval

Once a PA is approved, an approval letter (sample approval letter below) is mailed

that includes the PA number. The PA number must be entered in box 23 of the CMS-

1500 02-12 claim form. For placement in an electronic X12N 837 Professional Claim,

consult the Electronic Data Interchange Technical Report Type 3 (TR3). The TR3 can

be accessed at http://www.wpc-edi.com.

Common Billing Information ____________________________________________________

Ch. 6 Index 82 Revision 4/1/17

6.13.2.2 Sample PA Approval Letter

02/26/15 MEDICAID PRIOR

SAMPLE PROVIDER OF WYOMING AUTHORIZATION NOTICE

LTC WAIVER SERVICES

1234 SAMPLE STREET Client : SAMPLE CLIENT

SAMPLE WY 82001 Client ID: 0000062141

PA-NUMBER 0012900194

Waiver Case Manager :

***PRIOR AUTHORIZATION APPROVAL DOES NOT GUARANTEE ELIGIBILITY***

The prior authorization request submitted on behalf of Sample Client has been determined as follows:

01/01/15-01/31/15 T2041 – SUPPORTS BROKERAGE, SELF DIRECTED, 12 MIN APPROVED

APPR UNITS: 300 UNIT PRICE $ 3.32 USED UNITS: 202

02/01/15-02/28/15 T2041 – SUPPORTS BROKERAGE, SELF DRIECTED, 15 MIN APPROVED

APPR UNITS: 300 UNIT PRICE $ 3.32 USED UNITS: 0

CODE EXPLANATIONS:

NO DENIAL REASON PROVIDED

COMMENT:

A8200RB1

NOTE: PRIOR AUTHORIZATION APPROVAL DOES NOT GUARANTEE ELIGIBILITY. PAYMENT IS

SUBJECT TO THE CLIENT’S ELIGIBILITY AND MEDICAID BENEFIT LIMITATIONS. VERIFY ELIGIBILITY

BEFORE RENDERING SERVICES

PA-NUMBER 0012900194

A8200RB1

NOTE: For lines that are approved, the corresponding item may be purchased or

delivered, or service may be rendered.

Common Billing Information ____________________________________________________

Ch. 6 Index 83 Revision 4/1/17

6.13.2.3 Prior Authorization Denial

If a PA request is denied, the provider may request reconsideration to the appropriate

agency. This request must be in accordance with Medicaid rules.

6.13.2.4 Sample Prior Authorization Denial Letter

01/19/15 MEDICAID PRIOR AUTHORIZATION NOTICE

SAMPLE PROVIDER OF WYOMING

1234 SAMPLE STREET

SAMPLE WY 82001 Client: SAMPLE CLIENT

Client ID: 0000062141

PA-Number: 00198000001

***PRIOR AUTHORIZATION APPROVAL DOES NOT GUARANTEE ELIGIBILITY***

The prior authorization request submitted on behalf of Sample Client has been determined as follows:

01/18/10-01/18/11 V2715 – PRISM, PER LENS DENIED

APPR UNITS: 0 USED UNITS: 0

CODE EXPLANATIONS:

800 SERVICE NOT COVERED BY WYOMING MEDICAID

COMMENT:

DOES NOT FALL WITHIN AGE GUIDELINES FOR PROC CODE

NOTE: PRIOR AUTHORIZATION APPROVAL DOES NOT GUARANTEE ELIGIBILITY. PAYMENT IS SUBJECT TO THE

CLIENT’S ELIGIBILITY AND MEDICAID BENEFIT LIMITATIONS. VERIFY ELIGIBILITY BEFORE RENDERING SERVICES.

PA-Number: 00198000001

A1500RB2

NOTE: For lines that are denied, additional information may be needed before the

item or service can be reconsidered for approval. It is imperative this

information be supplied to the appropriate agency.

Common Billing Information ____________________________________________________

Ch. 6 Index 84 Revision 4/1/17

6.13.2.5 Prior Authorization Pending

If a PA request is in a pending status, it was likely the result of an emergency request

made over the phone to Medical Policy. A claim cannot be billed using a PA number

from a pending request (2.1, Quick Reference).

6.13.2.6 Sample Prior Authorization Pending

10/01/15 MEDICAID PRIOR AUTHORIZATION NOTICE

SAMPLE PROVIDER OF WYOMING

1234 SAMPLE STREET

SAMPLE WY 82001 Client: SAMPLE CLIENT

Client ID: 0000062141

*** PRIOR AUTHORIZATION APPROVAL DOES NOT GUARANTEE ELIGIBILITY***

The prior authorization request submitted on behalf of SAMPLE CLIENT has been determined as follows:

01/18/15-01/18/16 V2715 – PRISM, PER LENS PENDING

APPR UNITS: 2 UNIT PRICE:$ 9.32 USED UNITS: 0

CODE EXPLANATIONS:

NO DENIAL REASON PROVIDED

COMMENT:

RECEIVED GLASSES LESS THAN A YEAR AGO

NEED DOCUMENTATION SAYING WILL REUSE OLD FRAMES

NOTE: PRIOR AUTHORIZATION APPROVAL DOES NOT GUARANTEE ELIGIBILITY. PAYMENT IS SUBJECT TO

THE RECIPIENT’S ELIGIBILITY AND MEDICAID BENEFIT LIMITATIONS. VERIFY ELIGIBILITY BEFORE

RENDERING SERVICES.

PA-Number: 00198000002

A1500RB2

Common Billing Information ____________________________________________________

Ch. 6 Index 85 Revision 4/1/17

6.14 Order vs Delivery Date

All procedures that involve delivering an item to the client can only be billed to

Medicaid on the date the item is delivered to the client. This includes glasses, DME

products/supplies, dental appliances, etc. The provider is responsible for billing these

procedures only on the delivery date.

Wyoming Medicaid will allow a provider to bill using the order date only if one of

the following conditions are present:

 Client is not eligible on the delivery date but was eligible on the order date

 Client does not return to the office for the delivery of the product

A provider may use the order date as the date of service only if they have obtained a

signed exception form from the State. To obtain this authorization, follow the steps

below.

 Print the “Order vs Delivery Date Exception Form” (link to form below)

 Complete the form and fax or mail the form to the address at the bottom of the

form

 Once the form is signed by the State, it will be returned to the provider and

must be a part of the client’s permanent clinical record

 The provider may then bill the claim using the order date as the date of service

NOTE: If an audit of clinical records is performed, and it is found that the provider

billed on the order date but does not have a signed “Order vs Delivery Date Exception

Form” for the client and the DOS, the money paid will be recovered.

Common Billing Information ____________________________________________________

Ch. 6 Index 86 Revision 4/1/17

6.14.1 Order vs Delivery Date Exception Form

NOTE: Click image above to be taken to a printable version of this form

6.15 Submitting Attachments for Electronic Claims

Providers may either upload their documents electronically or complete the

Attachment Cover Sheet and mail their documents.

 Steps for submitting electronic attachments:

1. The fiscal agent has created a process that allows providers to submit

electronic attachments for electronic claims. Providers need only

follow these steps:

Common Billing Information ____________________________________________________

Ch. 6 Index 87 Revision 4/1/17

 Mark the attachment indicator on the electronic claim. For

more information on the attachment indicator, consult the

provider software vendor or clearinghouse, or the X12N 837

Professional Electronic Data Interchange Technical Report

Type 3 (TR3). The TR3 can be accessed at http://www.wpc-

edi.com.

 Log onto Secured Provider Web Portal.

 Under the submissions menu select Electronic Attachments.

 Complete required information – Information must match the

claim as submitted i.e., DOS, client information, provider

information, and the name of the attachment must be identical

to what was submitted in the electronic file (with no spaces).

 Select Browse

 Navigate to the location of the electronic attachment on the

provider’s computer.

 Click Upload.

 For support and additional information refer to Chapter 8 and

Chapter 9 or contact EDI Services (2.1, Quick Reference).

NOTE: One (1) attachment per claim, providers may not attach one (1) document

to many claims. Also, if the attachment is not received within 30-days of

the electronic claim submission, the claim will deny and it will be

necessary to resubmit it with the proper attachment.

 Steps for submitting paper attachments

1. The fiscal agent has created a process that allows providers to submit

paper attachments for electronic claims. Providers need only follow

these two (2) simple steps:

 Mark the attachment indicator on the electronic claim and

indicate by mail as the submission method. For more

information on the attachment indicator, consult the provider

software vendor or clearinghouse, or the X12N 837

Professional Electronic Data Interchange Technical Report

Type 3 (TR3). The TR3 can be accessed at http://www.wpc-

edi.com.The data entered on the form must match the claim

exactly in DOS, client information, provider information, etc.

 Complete Attachment Cover Sheet (6.15.1, Attachment Cover

Sheet) and mail it with the attachment to Claims (2.1, Quick

Reference).

NOTE: Both steps must be followed; otherwise, the fiscal agent will not be able to

join the electronic claim and paper attachment, and the claim will deny.

Also, if the paper attachment is not received within 30-days of the

Common Billing Information ____________________________________________________

Ch. 6 Index 88 Revision 4/1/17

electronic claim submission, the claim will deny and it will be necessary

to resubmit it with the proper attachment.

6.15.1 Attachment Cover Sheet

NOTE: Click image above to be taken to a printable version of this form.

6.16 Sterilization, Hysterectomy and Abortion Consent Forms

When providing services to a Medicaid client, certain procedures or conditions

require a consent form be completed and attached to the claim. This section describes

the following forms and explains how to prepare them:

 Sterilization Consent Form

 Hysterectomy Consent Form

 Abortion Certification Form

6.16.1 Sterilization Consent Form and Guidelines

Federal regulations require that clients give written consent prior to sterilization;

otherwise, Medicaid cannot reimburse for the procedure.

Common Billing Information ____________________________________________________

Ch. 6 Index 89 Revision 4/1/17

The Sterilization Consent Form may be obtained from the fiscal agent or copied from

this manual. As mandated by Federal regulations, the consent form must be attached

to all claims for sterilization-related procedures.

All sterilization claims must be processed according to the following Federal

guidelines:

FEDERAL GUIDELINES

The waiting period between consent and sterilization must not exceed 180 days and must be at least 30

days, except in cases of premature delivery and emergency abdominal surgery. The day the client signs

the consent form and the surgical dates are not included in the 30-day requirement. For example, a

client signs the consent form on July 1. To determine when the waiting period is completed, count 30-

days beginning on July 2. The last day of the waiting period would be July 31; therefore, surgery may

be performed on August 1.

In the event of premature delivery, the consent form must be completed and signed by the client at

least 72-hours prior to the sterilization, and at least 30-days prior to the expected date of delivery.

In the event of emergency abdominal surgery, the client must complete and sign the consent form at

least 72-hours prior to sterilization.

The consent form supplied by the surgeon must be attached to every claim for sterilization related

procedures; i.e., ambulatory surgical center clinic, physician, anesthesiologist, inpatient or outpatient

hospital. Any claim for a sterilization related procedure which does not have a signed and dated, valid

consent form will be denied.

All blanks on the consent form must be completed with the requested information. The consent form

must be signed and dated by the client, the interpreter (if one is necessary), the person who obtained

the consent, and the physician who will perform the sterilization.

The physician statement on the consent form must be signed and dated by the physician who will

perform the sterilization on the date of the sterilization or after the sterilization procedure was

performed. The date on the sterilization claim form must be identical to the date and type of operation

given in the physician’s statement.

Common Billing Information ____________________________________________________

Ch. 6 Index 90 Revision 4/1/17

6.16.1.1 Sterilization Consent Form

NOTE: Click image above to be taken to a printable version of this form.

6.16.1.2 Instructions for Completing the Sterilization Consent Form

Important tips for completing the Sterilization Consent Form

 Print legibly to avoid denials – The entire form must be legible.

 The originating practitioner has ownership of this form and must supply

correct, accurate copies to all involved billing parties.

 Fields 7, 8 and 15, 16 must be completed prior to the procedure.

 All fields may be corrected however corrections must be made with one (1)

line through the error and must be initialed.

 The person that signed the line is the only person that can make the alteration.

 “Whiteout” will not be accepted when making corrections.

 Every effort should be taken to complete the form correctly without

any changes.

6.16.2 Hysterectomy Acknowledgment of Consent

The Hysterectomy Acknowledgment of Consent Form must accompany all claims for

hysterectomy-related services; otherwise, Medicaid will not cover the services. The

Common Billing Information ____________________________________________________

Ch. 6 Index 91 Revision 4/1/17

originating physician is required to supply other billing providers (e.g., hospital,

surgeon, anesthesiologist, etc.) with a copy of the completed consent form.

NOTE: Instructions for attaching documents to claims refer to Section 6.15.

Section

Field

Action

Consent to

Sterilization

Enter the name of the physician or the name of the clinic from

which the client received sterilization information.

Enter the type of operation (no abbreviations)

Enter the client’s date of birth (MM/DD/YY). Client must be at

least 21 years

Enter the client’s name

Enter the name of the physician performing the surgery

Enter the name of the type of operation (no abbreviations)

The client to be sterilized signs here

The client dates signature here

Check one (1) box appropriate for client. This item is requested

but NOT required.

Interpreter’s

Statement

Enter the name of the language the information was translated to

Interpreter signs here

Interpreter dates signature here

Statement of

person obtaining

consent

Enter clients name

Statement of

person obtaining

consent

Physician’s

Statement

Enter the name of the operation (no abbreviations)

The person obtaining consent from the client signs here

The person obtaining consent from the client dates signature here

The person obtaining consent from the client enters the name of

the facility where the person obtaining consent is employed. The

facility name must be completely spelled out (no abbreviations)

The person obtaining consent from the client enters the complete

address of the facility in #17 above. Address must be complete,

including state and zip code

Enter the client’s name

Physician’s

Statement

Enter the date of sterilization operation

Enter type of operation (no abbreviations)

Check applicable box:

 If premature delivery is checked, the provider must write in

the expected date of delivery here.

 If emergency abdominal surgery is checked, describe

circumstances here.

 Physician performing the sterilization signs here

Physician performing the sterilization dates signature here

Common Billing Information ____________________________________________________

Ch. 6 Index 92 Revision 4/1/17

6.16.2.1 Instructions for Completing the Hysterectomy

Acknowledgment of Consent Form

Section

Field #

Action

Part A

Enter the name of the physician performing the surgery.

Enter the narrative diagnosis for the client’s condition.

The client receiving the surgery signs here and dates.

The person explaining the surgery signs here and dates.

Part B

Enter the date and the physician’s name that performed the hysterectomy.

Enter the narrative diagnosis for the client’s condition.

The client receiving the surgery signs here and dates.

The person explaining the surgery signs here and dates.

Part C

Enter the narrative diagnosis for the client’s condition.

Check applicable box:

 If other reason for sterility is checked, the provider must write what was

done.

 If previous tubal is checked, the provider must enter the date of the tubal.

 If emergency situation is checked, the provider must enter the

description.

 The physician who performed the hysterectomy signs here and dates.

Common Billing Information ____________________________________________________

Ch. 6 Index 93 Revision 4/1/17

6.16.2.2 Hysterectomy Acknowledgment Consent Form

NOTE: Click image above to be taken to a printable version of this form.

6.16.3 Abortion Certification Guidelines

The Abortion Certification Form must accompany claims for abortion-related

services; otherwise, Medicaid will not cover the services. This requirement includes,

but is not limited to, claims from the attending physician, assistant surgeon,

anesthesiologist, pathologist, and hospital.

6.16.3.1 Instructions for Completing the Abortion Certification

Form

Field #

Action

Enter the name of the attending physician or surgeon.

Check the option (1, 2 or 3) that is appropriate

Enter the name of the client receiving the surgery

Enter the client’s address

The physician or surgeon performing the abortion will sign and date

here.

Enter the performing physician’s address.

Common Billing Information ____________________________________________________

Ch. 6 Index 94 Revision 4/1/17

6.16.3.2 Abortion Certification Form

NOTE: Click image above to be taken to a printable version of this form.

6.17 Remittance Advice

After claims have been processed weekly, Medicaid distributes a Medicaid

proprietary Remittance Advice (RA) to providers. The Remittance Advice (RA) plays

an important communication role between providers and Medicaid. It explains the

outcome of claims submitted for payment. Aside from providing a record of

transactions the RA assists providers in resolving potential errors. Providers receiving

manual checks will receive their check and RA in the same mailing.

The RA is organized in the following manner:

 The first page or cover page is important and should not be over looked it may

include an RA Banner notification from Wyoming Medicaid (1.2.1, RA

Banner Notices/Samples).

 Claims are grouped by disposition category.

o Claim Status PAID group contains all the paid claims.

o Claim Status DENIED group reports denied claims.

o Claim Status PENDED group reports claims pended for review. Do

not resubmit these claims. All claims in pended status are reported

each payment cycle until paid or denied. Claims can be in a pended

status for up to 30-days.

o Claim Status ADJUSTED group reports adjusted claims.

Common Billing Information ____________________________________________________

Ch. 6 Index 95 Revision 4/1/17

 All paid, denied, and pended claims and claim adjustments are itemized

within each group in alphabetic order by client last name.

 A unique Transaction Control Number (TCN) is assigned to each claim. TCNs

allow each claim to be tracked throughout the Medicaid claims processing

system. The digits and groups of digits in the TCN have specific meanings, as

explained below:

0 05180 22 001 0 001 00

Claim Number

Type of Document (0=new claim, 1=credit, 2=adjustment)

Batch Number

Imager Number

Year/Julian Date

Claim Input Medium Indicator___________ 0=Paper Claim

1=Point of Sale (Pharmacy)

2=Electronic Crossovers sent by Medicare

3=Electronic claims submission

4=Medicaid initiated adjustment

5=Special Processing required

 The RA Summary Section reports the number of claim transactions, and total

payment or check amount.

Common Billing Information ____________________________________________________

Ch. 6 Index 96 Revision 4/1/17

6.17.1 Sample Professional Remittance Advice

WYOMING DEPARTMENT OF HEALTH

MEDICAID MANAGEMENT INFORMATION SYSTEM RUN DATE 00/00/00

R E M I T A N C E A D V I C E

TO: SAMPLE PROVIDER R.A. NO.: 0101010 DATE PAID: 00/00/00 PROVIDER NUMBER: 123456789/1234567890 PAGE: 1

TRANS-CONTROL-NUMBER BILLED MCARE COPAY OTHER DEDUCT- COINS MCAID WRITE TREATING

LI SVC-DATE PROC/MODS UNITS AMT. PAID AMT. INS. IBLE AMT. PAID OFF PROVIDER S PLAN

* * * CLAIM TYPE: HCFA 1500 * * * CLAIM STATUS: DENIED

ORIGINAL CLAIMS:

* BRADY TOM RECIP ID: 0000012345 PATIENT ACCT #: 00000

0-03000-22-000-0006-10 80.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

HEADER EOB(S): 300 147

01 04/28/15 42830 1 80.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1234567890 K LTCS

* MANNING PEYTON RECIP ID: 0800000001 PATIENT ACCT #: 00001

0-03000-22-000-0006-12 80.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00

HEADER EOB(S): 300 147

01 05/02/15 69436 1 80.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00 1234567890 K NH

REMITTANCE ADVICE

TO: SAMPLE PROVIDER R.A. NO.: 0101010 DATE PAID: 00/00/00 PROVIDER NUMBER: 1234567890 PAGE: 2

REMITTANCE T O T A L S

PAID ORIGINAL CLAIMS: NUMBER OF CLAIMS 0 --------- 0.00 0.00

PAID ADJUSTMENT CLAIMS: NUMBER OF CLAIMS 0 --------- 0.00 0.00

DENIED ORIGINAL CLAIMS: NUMBER OF CLAIMS 4 --------- 320.00 0.00

DENIED ADJUSTMENT CLAIMS: NUMBER OF CLAIMS 0 --------- 0.00 0.00

PENDED CLAIMS (IN PROCESS): NUMBER OF CLAIMS 0 --------- 0.00 0.00

AMOUNT OF CHECK: ------------------------------------------------------------ 0.00

---- THE FOLLOWING IS A DESCRIPTION OF THE EXPLANATION OF BENEFIT (EOB) CODES THAT APPEAR ABOVE: COUNT:

147 THE TREATING PROVIDER TYPE IS NOT VALID WITH THE PROCEDURE CODE. 4

300 THE PROVIDER NUMBER CANNOT BE BILLED ON THIS CLAIM TYPE. VERIFY THE PROVIDER IS 4

USING THE CORRECT PROVIDER NUMBER FOR THIS CLAIM TYPE AND RESUBMIT.

Common Billing Information ____________________________________________________

Ch. 6 Index 97 Revision 4/1/17

6.17.2 How to Read the Remittance Advice

Each claim processed during the weekly cycle is listed on the Remittance Advice

with the following information:

FIELD NAME

HEADER DESCRIPTION

Provider Name

R.A. Number

Remittance Advice Number assigned.

Date Paid

Payment date.

Provider Number

Medicaid provider number/NPI number

Page

Page Number

Last, MI, and First

The client’s name as found on the Medicaid ID Card.

Recip ID

The client’s Medicaid ID Number.

Patient Acct #

The patient account number reported by the provider on the claim.

Trans Control Number

Transaction Control Number: The unique identifying number assigned to each claim submitted.

Billed Amt.

Total amount billed on the claim

Mcare Paid

Amount paid by Medicare

Copay Amt.

The amount due from the client for their co-payment.

Other Ins.

Amount paid by other insurance.

Deductible

Medicare deductible amount.

Coins Amt.

Medicare coinsurance amount.

Mcaid Paid

The amount paid by Medicaid

Write off

Difference between Medicaid paid amount and the provider’s billed amount.

Header EOB(s)

Explanation of Benefits: A denial code. A description of each code is provided at the end of the RA

The line item number of the claim.

Svc date

The date of service.

Proc / Mods

The procedure code and applicable modifier.

Units

The number of units submitted.

Billed Amt.

Total amount billed on the line.

Mcare Paid

Amount paid by Medicare

Copay Amt.

The amount due from the client for their co-payment.

Other Ins.

Amount paid by other insurance.

Deductible

Medicare deductible amount.

Coins Amt.

Medicare coinsurance amount.

Mcaid Paid

The amount paid by Medicaid

Write off

Difference between Medicaid paid amount and the provider’s billed amount.

Treating Provider

The treating provider’s NPI number.

How the system priced each claim. For example, claims priced manually have a distinct code. Claims paid according

to the Medicaid fee schedule have another code. Below is a table which describes these pricing source codes:

A= Anesthesia

B= Billed Charge

C= Percent-of-Charges

D= Inpatient Per Diem Rate

E= EAC Priced Plus Dispensing Fee

F= Fee Schedule

G= FMAC Priced Plus Dispensing Fee

H= Encounter Rate

I= Institutional Care Rate

K= Denied

L= Maximum Suspend Ceiling

M= Manually Priced

N= Provider Charge

O= Relative Value Units TC

P= Prior Authorization Rate

R= Relative Value Unit Rate

S= Relative Value Unit PC

T= Fee Schedule TC

X= Medicare Coinsurance and Deductible

Y= Fee Schedule PC

Z = Fee Plus Injection

Plan

The Medicaid and State Healthcare Benefit Plan the client is eligible for (Section A.3).

Line EOB(s)

Explanation of Benefits: A denial code. A description of each code is provided at the end of the RA

Common Billing Information ____________________________________________________

Ch. 6 Index 98 Revision 4/1/17

6.17.3 Remittance Advice Replacement Request Policy

If you are unable to obtain a copy from the web portal, a paper copy may be requested

as follows:

To request a printed replacement copy of a Remittance Advice, complete the

following steps:

 Print the Remittance Advice (RA) replacement request form

 For replacement of a complete RA contact Provider Relations (2.1, Quick

Reference) to obtain the RA number, date and number of pages

 Replacements of a specific page of an RA (containing a requested specific

claim/TCN) will be three (3) pages (the cover page, the page containing the

claim, and the summary page for the RA)

 Review the below chart to determine the cost of the replacement RA (based

on total number of pages requested – For multiple RAs requested at the same

time, add total pages together)

 Send the completed form and payment as indicated on the form

o Make checks to Division of Healthcare Financing

o Mail to Provider Relations (2.1, Quick Reference)

The replacement RA will be emailed, faxed or mailed as requested on the form. Email

is the preferred method of delivery, and RAs of more than ten (10) pages will not be

faxed.

RAs less than 24 weeks old can be obtained from the Secured Provider Web Portal,

once a provider has registered for access (8.5.2.1, Secured Provider Web Portal

Registration Process).

Total Number of RA Pages

Cost for Replacement RA

1-10

$2.50

11-20

$5.00

21-30

$7.50

31-40

$10.00

41-50

$12.50

51+

Contact Provider Relations for rates

Common Billing Information ____________________________________________________

Ch. 6 Index 99 Revision 4/1/17

6.17.3.1 Remittance Advice (RA) Replacement Request Form

NOTE: Click image above to be taken to a printable version of this form.

6.17.4 Obtain an RA from the Web

Providers have the ability to view and download their last 24 weeks of RAs from the

Medicaid website, refer to Chapter 8, Electronic Data Interchange (EDI).

6.17.5 When a Client Has Other Insurance

If the client has other insurance coverage reflected in Medicaid records, payment may

be denied unless providers report the coverage on the claim. Medicaid is always the

payor of last resort. For exceptions and additional information regarding Third Party

Liability, refer to Chapter 7 of this manual. To assist providers in filing with the other

carrier, the following information is provided on the RA directly below the denied

claim:

 Insurance carrier name;

 Name of insured;

 Policy number;

 Insurance carrier address;

 Group number, if applicable; and

 Group employer name and address, if applicable.

Common Billing Information ____________________________________________________

Ch. 6 Index 100 Revision 4/1/17

The information is specific to the individual client. The Third Party Resources

Information Sheet (7.7.1, Third Party Resources Information Sheet) should be used

for reporting new insurance coverage or changes in insurance coverage on a client’s

policy.

6.18 Resubmitting Versus Adjusting Claims

Resubmitting and adjusting claims are important steps in correcting any billing

problems. Knowing when to resubmit a claim versus adjusting it is important.

Action

Description

Timely Filing Limitation

VOID

Claim has paid; however, the provider

would like to completely cancel the claim as

if it was never billed.

May be completed any time

after the claim has been

paid.

ADJUST

Claim has paid, even if paid $0.00;

however, the provider would like to make a

correction or change to this paid claim

Must be completed within

six (6) months after the

claim has paid UNLESS the

result will be a lower

payment being made to the

provider, then no time limit.

RESUBMIT

Claim has denied entirely or a single line

has denied, the provider may resubmit on a

separate claim.

One (1) year from the date

of service.

6.18.1 How Long do Providers Have to Resubmit or Adjust a Claim?

The deadlines for resubmitting and adjusting claims are different:

 Providers may resubmit any denied claim or line within 12-months of the date

of service.

 Providers may adjust any paid claim within six (6) months of the date of

payment.

Adjustment requests for over-payments are accepted indefinitely. However, the

Provider Agreement requires providers to notify Medicaid within 30-days of learning

of an over-payment. When Medicaid discovers an over-payment during a claims

review, the provider maybe notified in writing, in most cases, the over-payment will

be deducted from future payments. Refund checks are not encouraged. Refund checks

are not reflected on the Remittance Advice. However, deductions from future

payments are reflected on the Remittance Advice, providing a hardcopy record of the

repayment.

Common Billing Information ____________________________________________________

Ch. 6 Index 101 Revision 4/1/17

6.18.2 Resubmitting a Claim

Resubmitting is when a provider submits a claim to Medicaid that was previously

submitted for payment but was either returned unprocessed or denied. Electronically

submitted claims may reject for X12 submission errors. Claims may be returned to

providers before processing because key information such as an authorized signature

or required attachment is missing or unreadable.

How to Resubmit:

 Review and verify EOB codes on the RA/835 transaction and make all

corrections and resubmit the claim.

o Contact Provider Relations for assistance (2.1, Quick Reference).

 Claims must be submitted with all required attachments with each new

submission.

 If the claim was denied because Medicaid has record of other insurance

coverage, enter the missing insurance payment on the claim or submit

insurance denial information, when resubmitting the claim to Medicaid.

6.18.2.1 When to Resubmit to Medicaid

 Claim Denied. Providers may resubmit to Medicaid when the entire claim has

been denied, as long as the claim was denied for reasons that can be corrected.

When the entire claim is denied, check the explanation of benefits (EOB) code

on the RA/835 transaction, make the appropriate corrections, and resubmit the

claim.

 Paid Claim With One (1) or More Line(s) Denied. – Providers may submit

individually denied lines.

 Claim Returned Unprocessed. – When Medicaid is unable to process a claim

it will be rejected or returned to the provider for corrections and to resubmit.

6.18.3 Adjustment/Void Request Form Electronically Adjusting Paid

Claims via Hardcopy/Paper

When a provider identifies an error on a paid claim, the provider must submit an

Adjustment/Void Request Form. If the incorrect payment was the result of a keying

error (paper claim submission), by the fiscal agent contact Provider Relations to have

the claim corrected (2.1, Quick Reference).

NOTE: All items on a paid claim can be corrected with an adjustment EXCEPT

the pay-to provider number. In this case, the original claim will need to be

voided and the corrected claim submitted.

Denied claims cannot be adjusted.

Common Billing Information ____________________________________________________

Ch. 6 Index 102 Revision 4/1/17

When adjustments are made to previously paid claims, Medicaid reverses the original

payment and processes a replacement claim. The result of the adjustment appears on

the RA/835 transaction as two (2) transactions. The reversal of the original payment

will appear as a credit (negative) transaction. The replacement claim will appear as a

debit (positive) transaction and may or may not appear on the same RA/835

transaction as the credit transaction. The replacement claim will have almost the same

TCN as the credit transaction, except the 12th digit will be a two (2), indicating an

adjustment, whereas the credit will have a one (1) in the 12th digit indicating a debit.

6.18.3.1 Adjustment/Void Request Form

NOTE: If a provider wants to void an entire RA, contact Provider Relations (2.1,

Quick Reference). Click image above to be taken to a printable version of this form.

6.18.3.2 How to Request an Adjustment/Void

To request an adjustment, use the Adjustment/Void Request Form (6.18.3.1,

Adjustment/Void Request Form). The requirements for adjusting/voiding a claim are

as follows:

 An adjustment/void can only be processed if the claim has been paid by

Medicaid.

Common Billing Information ____________________________________________________

Ch. 6 Index 103 Revision 4/1/17

 Medicaid must receive individual claim adjustment requests within six (6)

months of the claim payment date.

 A separate Adjustment/Void Request Form must be used for each claim.

 If the provider is correcting more than one (1) error per claim, use only one

(1) Adjustment/Void Request Form, and include all corrections on one form.

o If more than one (1) line of the claim needs to be adjusted, indicate

which lines and items need to be adjusted in the “Reason for

Adjustment or Void” section on the form or simply state, refer to the

attached corrected claim.

6.18.3.3 How to Complete the Adjustment/Void Request Form

Section

Field #

Field Name

Action

1a, 1b

Claim Adjustment

Void Claim

Mark this box if any adjustments need to be made to

a claim. Attach a copy of the claim with corrections

made in BLUE ink (do not use red ink or highlighter)

or the RA. Attach all supporting documentation

required to process the claim, i.e. EOB, EOMB,

consent forms, invoice, etc.

Mark this box if an entire claim needs to be voided.

Attach a copy of the claim or the Remittance Advice.

Sections B and C must be completed.

17-digit TCN

Enter the 17-digit transaction control number

assigned to each claim from the Remittance Advice.

Payment Date

Enter the Payment Date

Nine (9) digit Provider

or ten (10) digit NPI

Number

Enter provider’s nine (9) digit Medicaid provider

number or ten (10) digit NPI number, if applicable.

Provider Name

Enter the provider name.

Ten (10) digit Client

Number

Enter the client’s ten (10) digit Medicaid ID number.

Ten (10) digit PA

Number

Enter the ten (10) digit Prior Authorization number,

if applicable.

Reason for

Adjustment or Void

Enter the specific reason and any pertinent

information that may assist the fiscal agent.

Provider Signature

and Date

Signature of the provider or the provider’s authorized

representative and the date.

Adjusting a claim electronically via an 837 transaction.

Wyoming Medicaid accepts claim adjustments electronically, refer to Chapter 9, Wyoming

Specific HIPAA 5010 Electronic Specifications, for complete details.

6.18.3.4 When to Request an Adjustment

 When a claim was overpaid or underpaid.

Common Billing Information ____________________________________________________

Ch. 6 Index 104 Revision 4/1/17

 When a claim was paid, but the information on the claim was incorrect (such

as client ID, date of service, procedure code, diagnoses, units, etc.)

 When Medicaid pays a claim and the provider subsequently receives payment

from a third party payor, the provider must adjust the paid claim to reflect the

TPL amount paid.

 Attach a corrected claim showing the insurance payment and attach a copy of

the insurance EOB if the payment is less than 40% of the total claim charge.

 For the complete policy regarding Third Party Liability refer to Chapter 7.

NOTE: Cannot complete an adjustment when the mistake is the pay-to provider

number or NPI.

6.18.3.5 When to Request a Void

Request a void when a claim was billed in error (such as incorrect provider number,

services not rendered, etc.).

6.19 Credit Balances

A credit balance occurs when a provider’s credits (take backs) exceed their debits

(pay outs), which results in the provider owing Medicaid money.

Credit balances may be resolved in two (2) ways:

1. Working off the credit balance: By taking no action, remaining credit balances

will be deducted from future claim payments. The deductions appear as

credits on the provider’s RA(s)/835 transaction(s) until the balance owed to

Medicaid has been paid.

2. Sending a check payable to the “Division of Healthcare Financing” for the

amount owed. This method is typically required for providers who no longer

submit claims to Medicaid or if the balance is not paid within 30-days. A

notice is typically sent from Medicaid to the provider requesting the credit

balance to be paid. The provider is asked to attach the notice, a check and a

letter explaining the money is to pay off a credit balance. Include the provider

number to ensure the money is applied correctly.

NOTE: When a provider number with Wyoming Medicaid changes, but the

provider’s tax-id remains the same, the credit balance will be moved

automatically from the old Medicaid provider number to the new one, and

will be reflected on RAs/835 transactions.

Common Billing Information ____________________________________________________

Ch. 6 Index 105 Revision 4/1/17

6.20 Timely Filing

The Division of Healthcare Financing adheres strictly to its timely filing policy. The

provider must submit a clean claim to Medicaid within 12-months of the date of

service. A clean claim is an error free, correctly completed claim, with all required

attachments, that will process and approve to pay within the twelve-month time

period. Submit claims immediately after providing services so when a claim is

denied, there is time to correct any errors and resubmit. Claims are to be submitted

only after the service(s) have been rendered, and not before. For deliverable items

(i.e. dentures, DME, glasses, hearing aids, etc.) the date of service must be the date of

delivery, not the order date.

6.20.1 Exceptions to the Twelve-Month Limit

Exceptions Beyond the Control of the Provider

When the Situation is:

The Time Limit is:

Medicare Crossover

A Claim must be submitted within 12-months of the date of service

or within six (6) months from the payment date on the Explanation

of Medicare Benefits (EOMB), whichever is later.

Client is determined to be eligible

on appeal, reconsideration, or court

decision (retroactive eligibility)

Claims must be submitted with in six (6) months of the date of the

determination of retroactive eligibility. The client must provide a

copy of the dated letter to the provider to document retroactive

eligibility. If a claim exceeds timely filing and the provider elects to

accept the client as a Medicaid client and bill Wyoming Medicaid, a

copy of the notice must me attached to the claim with a cover letter

requesting an exception to timely filing. The notice of retroactive

eligibility may be a SSI award notice or a notice from WDH.

Client is determined to be eligible

due to agency corrective actions

(retroactive eligibility)

Claims must be submitted within six (6) months of the date of the

determination of retroactive eligibility. The client must provide a

copy of the dated letter to the provider to document retroactive

eligibility. If a claim exceeds timely filing and the provider elects to

accept the client as a Medicaid client and bill Wyoming Medicaid, a

copy of the notice must be attached to the claim with a cover letter

requesting an exception to timely filing.

Provider finds their records to be

inconsistent with filed claims,

regarding rendered services. This

includes dates of service,

procedure/revenue codes, tooth

codes, modifiers, admission or

discharge dates/times, treating or

referring providers or any other

item which makes the

records/claims non-supportive of

each other.

Although there is no specific time limit for correcting errors, the

corrected claim must be submitted in a timely manner from when

the error was discovered. If the claim exceeds timely filing, the

claim must be sent with a cover letter requesting an exception to

timely filing citing this policy.

Common Billing Information ____________________________________________________

Ch. 6 Index 106 Revision 4/1/17

6.20.2 Appeal of Timely Filing

A provider may appeal a denial for timely filing ONLY under the following

circumstances:

 The claim was originally filed within 12-months of the date of service and is

on file with Wyoming Medicaid; and

 The provider made at least one (1) attempt to resubmit the corrected claim

within 12-months of the date of service; and

 The provider must document in their appeal letter all claims information and

what corrections they made to the claim (all claims history, including TCNs)

as well as all contact with or assistance received from Provider Relations

(dates, times, call reference number, who was spoken with, etc.) or

 A Medicaid computer or policy problem beyond the provider’s control

prevented the provider from finalizing the claim within 12-months of the date

of service

Any appeal that does not meet the above criteria will be denied. Timely filing will not

be waived when a claim is denied due to provider billing errors or involving third

party liability.

6.20.2.1 How to Appeal

The provider must submit the appeal in writing to Provider Relations (2.1, Quick

Reference) and should include the following:

 Documentation of previous claim submission (TCNs, documentation of the

corrections made to the subsequent claims);

 Documentation of contact with Provider Relations

 An explanation of the problem; and

 A clean copy of the claim, along with any required attachments and required

information on the attachments. A clean claim is an error free, correctly

completed claim, with all required attachments, that will process and pay.

6.21 Important Information Regarding Retroactive Eligibility

Decisions

The client is responsible for notifying the provider of the retroactive eligibility

determination and supplying a copy of the notice.

A provider is responsible for billing Medicaid only if:

 They agreed to accept the patient as a Medicaid client pending Medicaid

eligibility; or

Common Billing Information ____________________________________________________

Ch. 6 Index 107 Revision 4/1/17

 After being informed of retroactive eligibility, they elect to bill Medicaid for

services previously provided under a private agreement. In this case, any

money paid by the client for the services being billed to Medicaid would need

to be refunded prior to a claim being submitted to Medicaid.

NOTE: The provider determines at the time they are notified of the client’s

eligibility if they are choosing to accept the client as a Medicaid client. If

the provider does not accept the client, they remain private pay.

In the event of retroactive eligibility, claims must be submitted within six (6) months

of the date of determination of retroactive eligibility.

NOTE: Inpatient Hospital Certification: A hospital may seek admission

certification for a client found retroactively eligible for Medicaid benefits

after the date of admission for services that require admission certification.

The hospital must request admission certification within 30-days after the

hospital receives notice of eligibility. To obtain certification, contact

WYhealth (2.1, Quick Reference).

6.22 Client Fails to Notify a Provider of Eligibility

If a client fails to notify a provider of Medicaid eligibility and is billed as a private-

pay patient, the client is responsible for the bill unless the provider agrees to submit a

claim to Medicaid. In this case:

 Any money paid by the client for the service being billed to Wyoming

Medicaid must be refunded prior to billing Medicaid;

 The client can no longer be billed for the service; and

 Timely filing criterion is in effect.

NOTE: The provider determines at the time they are notified of the client’s

eligibility if they are choosing to accept the client as a Medicaid client. If

the provider does not accept the client, they remain private pay.

6.23 Billing Tips to Avoid Timely Filing Denials

 File claims soon after services are rendered.

 Carefully review EOB codes on the Remittance Advice/835 transaction (work

RAs/835s weekly).

Common Billing Information ____________________________________________________

Ch. 6 Index 108 Revision 4/1/17

 Resubmit the entire claim or denied line only after all corrections have been

made.

 Contact Provider Relations (2.1, Quick Reference):

o With any questions regarding billing or denials.

o When payment has not been received within 30-days of submission,

verify the status of the claim.

o When there are multiple denials on a claim, request a review of the

denials prior to resubmission.

NOTE: Once a provider has agreed to accept a patient as a Medicaid client, any

loss of Medicaid reimbursement due to provider failure to meet timely

filing deadlines is the responsibility of the provider.

6.24 Telehealth

Telehealth is the use of an electronic media to link beneficiaries with health

professionals in different locations. The examination of the client is performed via a

real time interactive audio and video telecommunications system. This means that the

client must be able to see and interact with the off-site practitioner at the time services

are provided via telehealth technology.

It is the intent that telehealth services will provide better access to care by delivering

services as they are needed when the client is residing in an area that does not have

specialty services available. It is expected that this modality will be used when travel

is prohibitive or resources won’t allow the clinician to travel to the client’s location.

Each site will be able to bill for their own services as long as they are an enrolled

Medicaid provider (this includes out-of-state Medicaid providers).

6.24.1 Covered Services

Originating Sites (Spoke Site)

The Originating site or Spoke site is the location of an eligible Medicaid client at the

time the service is being furnished via telecommunications system occurs.

Authorized originating sites are:

 Hospitals

 Office of a physician or other practitioner (this includes medical clinics)

 Office of a psychologist or neuropsychologist

 Community mental health or substance abuse treatment center

(CMHC/SATC)

 Office of an advanced practice nurse (APN) with specialty of psych/mental

health

 Office of a Licensed Mental Health Professional (LCSW, LPC, LMFT, LAT)

Common Billing Information ____________________________________________________

Ch. 6 Index 109 Revision 4/1/17

 Federally Qualified Health Center (FQHC)

 Rural Health Clinic (RHC)

 Skilled nursing facility (SNF)

 Indian Health Services Clinic (IHS)

 Hospital-based or Critical Access Hospital-based renal dialysis centers

(including satellites). Independent Renal Dialysis Facilities are not eligible

originating sites.

 Developmental Center

Distant Site Providers (Hub Site)

The location of the physician or practitioner providing the professional services via a

telecommunications system is called the distant site or Hub site. A medical

professional is not required to be present with the client at the originating site unless

medically indicated. However, in order to be reimbursed, services provided must be

appropriate and medically necessary. Physicians/practitioners eligible to bill for

professional services are:

 Physician

 Advanced Practice Nurse with specialty of Psychiatry/Mental Health

 Physician’s Assistant

 Psychologist or Neuropsychologist

 Licensed Mental Health Professional (LCSW, LPC, LMFT, LAT)

 Speech Therapist

 Provisionally licensed mental health professionals cannot bill Medicaid

directly. Services must be provided through an appropriate supervising

provider. Services provided by non-physician practitioners must be within

their scope(s) of practice and according to Medicaid policy.

 For Medicaid payment to occur, interactive audio and video

telecommunications must be permitting real-time communication between the

distant site physician or practitioner and the patient with sufficient quality to

assure the accuracy of the assessment, diagnosis, and visible evaluation of

symptoms and potential medication side effects. All interactive video

telecommunication must comply with HIPAA patient privacy regulations at

the site where the patient is located, the site where the consultant is located,

and in the transmission process. If distortions in the transmission make

adequate diagnosis and assessment improbable and a presenter at the site

where the patient is located is unavailable to assist, the visit must be halted

and rescheduled. It is not appropriate to bill for portions of the evaluation

unless the exam was actually performed by the billing provider. The billing

provider must comply with all licensing and regulatory laws applicable to the

provider’s practice or business in Wyoming and must not currently be

excluded from participating in Medicaid by state or federal sanctions.

Common Billing Information ____________________________________________________

Ch. 6 Index 110 Revision 4/1/17

6.24.2 Non-Covered Services

Telehealth does not include a telephone conversation, electronic mail message

(email), or facsimile transmission (fax) between a healthcare practitioner and a

patient.

6.24.3 Billing Requirements

In order to obtain Medicaid reimbursement for services delivered through telehealth

technology, the following standards must be observed:

 The services must be medically necessary and follow generally accepted

standards of care.

 The service must be a service covered by Medicaid.

 Claims must be made according to Medicaid billing instructions.

 The same procedure codes and rates apply as for services delivered in person.

 Quality assurance/improvement activities relative to telehealth delivered

services need to be identified, documented and monitored.

 Providers need to develop and document evaluation processes and patient

outcomes related to the telehealth program, visits, provider access, and patient

satisfaction.

 All service providers are required to develop and maintain written

documentation in the form of progress notes the same as is originated during

an in-person visit or consultation with the exception that the mode of

communication (i.e. teleconference) should be noted.

 Medicaid will not reimburse for the use or upgrade of technology, for

transmission charges, for charges of an attendant who instructs a patient on

the use of the equipment or supervises/monitors a patient during the telehealth

encounter, or for consultations between professionals.

o The modifier to indicate a telehealth service is “GT” which must be

used in conjunction with the appropriate procedure code to identify the

professional telehealth services provided by the distant site provider

(e.g., procedure code 90832 billed with modifier GT). Using the GT

modifier does not change the reimbursement fee.

o When billing for the originating site facility fee, use procedure code

Q3014. A separate or distinct progress note isn’t required to bill

Q3014. Validation of service delivery would be confirmed by the

accompanying practitioner’s claim with the GT modifier indicating the

practitioner’s service was delivered via telehealth. Medicaid will

reimburse the originating site provider the lesser of charge or the

current Medicaid fee.

o Additional services provided at the originating site on the same date as

the telehealth service may be billed and reimbursed separately

according to published policies and the national correct coding

initiative guidelines.

Common Billing Information ____________________________________________________

Ch. 6 Index 111 Revision 4/1/17

o For ESRD-related services, at least one (1) face-to-face, “hands on”

visit (not telehealth) must be furnished each month to examine the

vascular access site by a qualified provider.

NOTE: If the patient and/or legal guardian indicate at any point that he/she wants

to stop using the technology, the service should cease immediately and an

alternative appointment set up.

Hub Sites Billing Code(s) (site with provider)

CPT-4 and HCPCS Level II Codes

Modifier

Description

99241-99255

Consultations

99201-99215

Office or other outpatient visits

90832-90838

Psychotherapy

90791-90792

Psychiatric diagnostic

interview examination

96116

Neurobehavioral status exam

90951,90952,90954,90955,90957,90958,90960

and 90961

End stage renal disease related

services

G0270

Individual medical nutrition

therapy

H0031, H2019, T1007, T1017, H0006, G9012

Mental Health and Substance

Abuse Treatment Services

92586, 92602, 92604, 92626

Remote Cochlear Implant

Modifier

Description

Telehealth Service

Spoke Site Billing Code (site with patient)

HCPCS Level II Code

Description

Q3014

Telehealth originating site facility fee

For accurate listing of codes, refer to the fee schedule on the Medicaid website (2.1,

Quick Reference).

Third Party Liability_______ ____________________________________________________

Ch. 7 Index 112 Revision 4/1/17

Chapter Seven – Third Party Liability

7.1 Definition of a Third Party Liability ................................................................. 113

7.1.1 Third Party Liability (TPL) ............................................................................... 113

7.1.2 Third Party Payer ............................................................................................... 113

7.1.3 Medicare ............................................................................................................ 114

7.1.4 Medicare Replacement Plans ............................................................................ 114

7.1.5 Disability Insurance Payments .......................................................................... 114

7.1.6 Long-Term Care Insurance ............................................................................... 114

7.1.7 Exceptions ......................................................................................................... 114

7.2 Provider’s Responsibilities ................................................................................ 115

7.2.1 Third Party Resources Information Sheet ......................................................... 116

7.2.2 Provider is not enrolled with TPL Carrier ......................................................... 116

7.2.3 Medicare Opt-Out .............................................................................................. 117

7.3 Billing Requirements ......................................................................................... 117

7.3.1 How TPL is applied ........................................................................................... 119

7.3.1.1 Previous Attempts to Bill Services Letter ..................................................... 120

7.3.2 Acceptable proof of Payment or Denial ............................................................ 120

7.3.3 Coordination of Benefits ................................................................................... 121

7.3.4 Blanket Denials and Non-Covered Services ..................................................... 121

7.3.5 TPL and Copays ................................................................................................ 121

7.4 Medicare Pricing ............................................................................................... 122

7.4.1 Medicaid Covered Services ............................................................................... 122

7.4.2 Medicaid Non-Covered Services ....................................................................... 122

7.4.3 Coinsurance and Deductible .............................................................................. 123

Third Party Liability_______ ____________________________________________________

Ch. 7 Index 113 Revision 4/1/17

7.1 Definition of a Third Party Liability

7.1.1 Third Party Liability (TPL)

TPL is defined as the right of the department to recover, on behalf of a client, from a

third party payer the costs of Medicaid services furnished to the client (Wyoming

Department of Health, Medicaid Rules, Chapter 1, Section 3 Part (b) subpart

(ccxlviii)).

In simple terms, third party liability (TPL) is often referred to as other insurance,

other health insurance, medical coverage, or other insurance coverage. Other

insurance is considered a third-party resource for the client. Third-party resources

may include but are not limited to:

 Health insurance (including Medicare)

 Vision coverage

 Dental coverage

 Casualty coverage resulting from an accidental injury or personal injury

 Payments received directly from an individual who has either voluntarily

accepted or been assigned legal responsibility for the health care of one or

more clients.

7.1.2 Third Party Payer

Third Party Payer is defined as a person, entity, agency, insurer, or government

program that may be liable to pay, or that pays pursuant to a client’s right of recovery

arising from an illness, injury, or disability for which Medicaid funds were paid or are

obligated to be paid on behalf of the client. Third party payers include, but are not

limited to:

 Medicare

 Medicare Replacement (Advantage or Risk Plans)

 Medicare Supplemental Insurance

 Insurance Companies

 Other

o Disability Insurance

o Workers’ Compensation

o Spouse or parent who is obligated by law or by court order to pay all

or part of such costs (absent parent)

o Client’s estate

o Title 25

Medicaid is the payor of last resort. It is a secondary payer to all other payment sources

and programs and should be billed only after payment or denial has been received from

such carriers.

Third Party Liability_______ ____________________________________________________

Ch. 7 Index 114 Revision 4/1/17

7.1.3 Medicare

Medicare is administered by the Centers for Medicare and Medicaid Services (CMS) and

is the federal health insurance program for individuals age 65 and older, certain disabled

individuals, individuals with End Stage Renal Disease (ESRD) and amyotrophic lateral

sclerosis (ALS). Medicare entitlement is determined by the Social Security

Administration. Medicare is primary to Medicaid. Services covered by Medicare must

be provided by a Medicare-enrolled provider and billed to Medicare first.

7.1.4 Medicare Replacement Plans

Medicare Replacement Plans are also known as Medicare Advantage Plans or Medicare

Part C and are treated the same as any other Medicare claim. Many companies have

Medicare replacement policies. Providers must verify whether or not a policy is a

Medicare replacement policy. If the policy is a Medicare replacement policy, the claim

should be entered as any other Medicare claim.

7.1.5 Disability Insurance Payments

If the disability insurance carrier pays for health care items and services, the payments

must be assigned to Wyoming Medicaid. The client may choose to receive a cash

benefit. If the payments from the disability insurance carrier are related to a medical

event that required submission of claims for payment, the reimbursement from the

disability carrier is considered a third party payment. If the disability policy does not

meet any of these, payments made to the Wyoming Medicaid client may be treated as

income for Medicaid eligibility purposes.

7.1.6 Long-Term Care Insurance

When a long-term care (LTC) insurance policy exists, it must be treated as TPL and be

cost-avoided. The provider must either collect the LTC policy money from the client or

have the policy assigned to the provider. However, if the provider is a nursing facility

and the LTC payment is sent to the client, the monies are considered income. The funds

will be included in the calculation of the client’s patient contribution to the nursing

facility.

7.1.7 Exceptions

The only exceptions to this policy are referenced below:

 Children’s Special Health (CSH) – Medical claims are sent to Wyoming

Medicaid’s MMIS fiscal agent

 Indian Health Services (IHS) – 100% federally funded program

 Ryan White Foundation – 100% federally funded program

 Wyoming Division of Victim Services/Wyoming Crime Victim

Compensation Program

Third Party Liability_______ ____________________________________________________

Ch. 7 Index 115 Revision 4/1/17

 Policyholder is an absent parent

 Upon billing Medicaid, providers are required to certify if a third party has

been billed prior to submission. The provider must also certify that they have

waited 30 days from the date of service before billing Medicaid and has not

received payment from the third party

 Services are for preventative pediatric care (Early and Periodic Screening,

Diagnosis, and Treatment/EPSDT), prenatal care.

NOTE: Inpatient labor and delivery services and post-partum care must be cost

avoided or billed to the primary health insurance. See State Medicaid Manual Section

3904.3B – Prenatal and Preventative Pediatric Care. An internet search may be

performed to locate this citation by performing an internet query of the State Medicaid

Manual, select Chapter 3 and go to Section sm_3_3900_to_3910.15.

 The probable existence of third-party liability cannot be established at the

time the claim is filed.

 Home and community based (HCBS) waiver services as most insurance

companies do not cover these types of services.

NOTE: It may be in the provider’s best interest to bill the primary insurance themselves,

as they may receive higher reimbursement from the primary carrier.

7.2 Provider’s Responsibilities

Providers have an obligation to investigate and report the existence of other third-

party liability information. Providers play an integral and vital role as they have direct

contact with the client. The contribution providers make to Medicaid in the TPL arena

is significant. Their cooperation is essential to the functioning of the Medicaid

Program and to ensuring prompt payment.

At the time of client intake, the provider must obtain Medicaid billing information

from the client. At the same time, the provider should also ascertain if additional

insurance resources exist. When a TPL/Medicare has been reported to the provider,

these resources must be identified on the claim in order for claims to be processed

properly. Other insurance information may be reported to Medicaid using the Third

Party Resources Information Sheet. Claims should not be submitted prior to billing

TPL/Medicare.

Third Party Liability_______ ____________________________________________________

Ch. 7 Index 116 Revision 4/1/17

7.2.1 Third Party Resources Information Sheet

NOTE: Click image above to be taken to a printable version of this form.

Medicaid maintains a reference file of known commercial health insurance as well as

a file for Medicare Part A and Part B entitlement information. Both files are used to

deny claims that do not show proof of payment or denial by the commercial health

insurer or by Medicare. Providers must use the same procedures for locating third

party payers for Medicaid clients as for their non-Medicaid clients.

Providers may not refuse to furnish services to a Medicaid client because of a third

party’s potential liability for payment for the service (S.S.A. §1902(a)(25)(D)) (3.2

Accepting Medicaid Clients)

7.2.2 Provider is not enrolled with TPL Carrier

Medicaid will no longer accept a letter with a claim indicating that a provider does

not participate with a specific health insurance company. The provider must work

with the insurance company and/or client to have the claim submitted to the carrier.

Providers cannot refuse to accept Medicaid clients who have other insurance if their

office does not bill other insurance. However, a provider may limit the number of

Medicaid clients s/he is willing to admit into his/her practice. The provider may not

discriminate in establishing a limit. If a provider chooses to opt-out of participation

with a health insurance or governmental insurance, Medicaid will not pay for services

covered by, but not billed to, the health insurance or governmental insurance.

Third Party Liability_______ ____________________________________________________

Ch. 7 Index 117 Revision 4/1/17

7.2.3 Medicare Opt-Out

Providers may choose to opt-out of Medicare. However, Medicaid will not pay for

services covered by, but not billed to, Medicare because the provider has chosen not

to enroll in Medicare. The provider must enroll with Medicare if Medicare will cover

the services in order to receive payment from Medicaid.

NOTE: In situations where the provider is reimbursed for services and Medicaid later

discovers a source of TPL, Medicaid will seek reimbursement from the TPL source.

If a provider discovers a TPL source after receiving Medicaid payment, they must

complete an adjustment to their claim within 30 days of receipt of payment from the

TPL source.

7.3 Billing Requirements

Providers should bill TPL/Medicare and receive payment to the fullest extent possible

before billing Medicaid. The provider must follow the rules of the primary insurance plan

(such as obtaining prior authorization, obtaining medical necessity, obtaining a referral or

staying in-network) or the related Medicaid claim will be denied. Follow specific plan

coverage rules and policies. CMS does not allow federal dollars to be spent if a client

with access to other insurance does not cooperate or follow the applicable rules of his or

her other insurance plan.

Medicaid will not pay for and will recover for payments made for services that could

have been covered by the TPL/Medicare if the applicable rules of that plan had been

followed. It is important that providers maintain adequate records of the third-party

recovery efforts for a period of time not less than six (6) years after the end of the state

fiscal year. These records, like all other Medicaid records, are subject to audit/post-

payment review by Health and Human Services, the Centers for Medicare and Medicare

Services (CMS), the state Medicaid agency, or any designee.

NOTE: If a procedure code requires a prior authorization (PA) for Medicaid payment,

but not required by TPL/Medicare, it is still highly recommended to obtain a PA through

Medicaid in case TPL/Medicare denies services.

Once payment/denial is received by TPL/Medicare, the claim may then be billed to

Medicaid as a secondary claim. If payment is received from the other payer, the provider

should compare the amount received with Medicaid’s maximum allowable fee for the

same claim.

 If payment is less than Medicaid’s allowed amount for the same claim, indicate

the payment in the appropriate field on the claim form.

o CMS 1500 – TPL paid amount will be indicated in box 29 Amount Paid

Third Party Liability_______ ____________________________________________________

Ch. 7 Index 118 Revision 4/1/17

o CMS 1500 – Medicare paid amount will not be indicated on the claim, a

COB must be attached for claim processing

o UB-04 –TPL/Medicare amount will be indicated in box 54 Prior Payments

o Dental – TPL/Medicare amount will be indicated in box 33A Other Fees

 If the TPL payer paid less than 40% of the total billed charges, include the

appropriate claim reason and remark codes or attach an explanation of benefits

(EOB) with the electronic claim (Electronic Attachments).

 If payment is received from the other payer after Medicaid already paid the claim,

Medicaid’s payment must be refunded for either the amount of the Medicaid

payment or the amount of the insurance payment, whichever is less. A copy of the

EOB from the other payer must be included with the refund showing the

reimbursement amount.

NOTE: Medicaid will accept refunds from a provider at any time. Timely filing

will not apply to adjustments where money is owed to Medicaid (6.20 Timely

Filing).

 If denial is obtained from the third party payer/Medicare that a service is not

covered, attach the denial to the claim (6.15 Submitting Attachments for

Electronic Claims). The denial will be accepted for one (1) calendar year, but will

still need to be attached with each claim.

 If verbal denial is obtained from a third party payer, type a letter of explanation on

official office letterhead. The letter must include:

o Date of verbal denial

o Payer’s name and contact person’s name and phone number

o Date of Service

o Client’s name and Medicaid ID number

o Reason for denial

 If the third party payer/Medicare sends a request to the provider for additional

information, the provider must respond. If the provider complies with the request

for additional information and after ninety (90) days from the date of the original

Third Party Liability_______ ____________________________________________________

Ch. 7 Index 119 Revision 4/1/17

claim and the provider has not received payment or denial, the provider may

submit the claim to Medicaid with the Previous Attempts to Bill Services Letter.

NOTE: Waivers of timely filing will not be granted due to unresponsive third

party payers.

 In situations involving litigation or other extended delays in obtaining benefits

from other sources, Medicaid should be billed as soon as possible to avoid timely

filing. If the provider believes there may be casualty insurance, contact TPL Unit

(2.1 Quick Address and Telephone Reference) TPL will investigate the

responsibility of the other party. Medicaid does not require providers to bill a

third party when liability has not been established. However, the provider cannot

bill the casualty carrier and Medicaid at the same time. The provider must choose

to bill Medicaid or the casualty carrier (estate). Medicaid will seek recovery of

payments from liable third parties. If providers bill the casualty carrier (estate)

and Medicaid, this may result in duplicate payments.

 If the client receives reimbursement from the primary insurance, the provider

must pursue payment form the patient. If there are any further Medicaid benefits

allowed after the other insurance payment, the provider may still submit a claim

for those benefits. The provider, on submission, must supply all necessary

documentation of the other insurance payment. Medicaid will not pay the provider

the amount paid by the other insurance.

 Providers may not charge Medicaid clients, or any other financially responsible

relative or representative of that individual any amount in excess of the Medicaid

paid amount. Medicaid payment is payment in full. There is no balance billing.

7.3.1 How TPL is applied

The amount paid to providers by primary insurance payers is often less than the

original amount billed, for the following reasons:

Reductions resulting from a contractual agreement between the payer and the

provider (contractual write-off); and,

Reductions reflecting patient responsibility (copayment, coinsurance, deductible,

etc.). Wyoming Medicaid will pay no more than the remaining patient responsibility

(PR) after payment by the primary insurance.

Wyoming Medicaid will reimburse the provider for the patient liability up to the

Medicaid Allowable Amount. A provider must include the contract write-off amount

and the amount paid by the other insurance as the third party liability payment. (See

the State Medicaid Manual Chapter 3, Section 3904.7 for more information.)

TPL is applied to claims at the header level. Medicaid does not apply TPL amounts

line by line.

Example:

 Total claim billed to Medicaid is for $100.00, with a Medicaid allowable for

the total claim of $50.00. TPL has paid $25.00 for only the second line of the

Third Party Liability_______ ____________________________________________________

Ch. 7 Index 120 Revision 4/1/17

claim. Claim will be processed as follows: Medicaid allowable ($50.00) minus

the TPL paid amount ($25) = $25.00 Medicaid Payment.

If the payer does not respond to the first attempt to bill with a written or electronic

response to the claim within sixty (60) days, resubmit the claims to the TPL. Wait an

additional thirty (30) days for the third party payer to respond to the second billing. If

after ninety (90) days from the initial claim submission the insurance still has not

responded, bill Medicaid with the Previous Attempts to Bill Services Letter.

NOTE: Waivers of timely filing will not be granted due to unresponsive third party

payers.

7.3.1.1 Previous Attempts to Bill Services Letter

NOTE: Do not submit this form for Medicare or automobile/casualty insurance.

Click image above to be taken to a printable version of this form.

7.3.2 Acceptable proof of Payment or Denial

Documentation of proper payment or denial of TPL/Medicare must correspond with

the client’s/beneficiary’s name, date of service, charges, and TPL/Medicare payment

referenced on the Medicaid claim. If there is a reason why the charges do not match

(i.e. other insurance requires another code to be billed, institutional and professional

charges are on the same EOB, third party payer is Medicare Advantage plan,

replacement plan or supplement plan) this information must be written on the

attachment.

Third Party Liability_______ ____________________________________________________

Ch. 7 Index 121 Revision 4/1/17

7.3.3 Coordination of Benefits

Coordination of Benefits (COB) is the process of determining which source of

coverage is the primary payer in a particular situation. COB information must be

complete, indicate the payer, payment date and the payment amount.

If a client has other applicable insurance, providers who bill electronic and web

claims will need to submit the claim COB information provided by the other

insurance company for all affected services. For claims submitted through the

Medicaid website, see the Web Portal Tutorials on billing secondary claims.

For clients with three insurances, tertiary claims cannot be submitted through the

Medicaid Web Portal and will need to be sent in on paper, with both EOBs and a

cover sheet indicating that the claim is a tertiary claim.

7.3.4 Blanket Denials and Non-Covered Services

When a service is not covered by a client’s primary insurance plan, a blanket denial

letter should be requested from the TPL/Medicare. The insurance carrier should then

issue, on company letterhead, a document stating the service is not covered by the

insurance plan. The provider can also provide proof from a benefits booklet from the

other insurance, as it shows that the service is not covered or the provider may use

benefits information from the carrier’s website. Providers should retain this statement

in the client’s file to be used as proof of denial for one calendar year. The non-

covered status must be reviewed and a new letter obtained as the end of one calendar

year.

If a client specific denial letter or EOB is received, the provider may use that denial

or EOB as valid documentation for the denied services for that member for one

calendar year. The EOB must clearly state the services are not covered. The provider

must still follow the rules of the primary insurance prior to filing the claim to

Medicaid.

7.3.5 TPL and Copays

A client with private health insurance primary to Wyoming Medicaid is required to

pay the Wyoming Medicaid copay. Submit the claim to Wyoming Medicaid in the

usual manner, reporting the insurance payment on the claim with the balance due. If

the Wyoming Medicaid allowable covers all or part of the balance billed, Wyoming

Medicaid will pay up to the maximum Wyoming Medicaid allowable amount, minus

any applicable Wyoming Medicaid copay. Wyoming Medicaid will deduct the copay

from its payment amount to the provider and report it as the copay amount on the

provider’s RA. Remember, Wyoming Medicaid is only responsible for the

client’s liability amount or patient responsibility amount up to its maximum

allowable amount.

Submit claims to Wyoming Medicaid only if the TPL payer indicates a patient

responsibility. If the TPL does not attribute charges to patient responsibility or non-

covered services, Wyoming Medicaid will not pay.

Third Party Liability_______ ____________________________________________________

Ch. 7 Index 122 Revision 4/1/17

7.4 Medicare Pricing

Effective dates of service beginning January 1, 2017, Wyoming Medicaid changed

how reimbursement is calculated for Medicare crossover claims. This change applies

to all service providers.

 Part B crossovers are processed and paid at the line level (line by line)

 Part A inpatient crossovers, claims are processed at the header level

 Part A outpatient crossovers, claims are priced at the line level (line by line)

totaled, and then priced at the header level

7.4.1 Medicaid Covered Services

For services covered under the Wyoming Medicaid State Plan, the new payment

methodology will consider what Medicaid would have paid, had it been the sole

payer. Medicaid’s payment responsibility for a claim will be the lesser of the

Medicare coinsurance and deductible, or the difference between the Medicare

payment and Medicaid allowed charge(s).

Example:

 Procedure Code 99239

o Medicaid Allowable - $97.67

o Medicare Paid - $83.13

o Medicare assigned Coinsurance and Deductible - $21.21

 First payment method option: (Medicaid Allowable) $97.67 –

(Medicare Payment) $83.13 = $14.54

 Second payment method option: Coinsurance and deductible =

$21.21

o Medicaid will pay the lesser of the Medicaid payment methodology or

the coinsurance and deductible

 This procedure code would pay $14.54 since it is less than

$21.21

NOTE: If the method for Medicaid covered services results in a Medicaid

payment of $0 and the claim contains lines billed for physician-administered

pharmaceuticals, the line will pay out at $0.01.

7.4.2 Medicaid Non-Covered Services

For specific Medicare services which are not otherwise covered by Wyoming

Medicaid State plan, Medicaid will use a special rate or method to calculate the

amount Medicaid would have paid for the service. This method is Medicare allowed

amount, divided by 2, minus the Medicare paid amount.

Third Party Liability_______ ____________________________________________________

Ch. 7 Index 123 Revision 4/1/17

Example:

 Procedure Code: E0784 – (Not covered as a rental – no allowed amount has

been established for Medicaid)

o Medicaid Allowable – Not assigned

o Medicare Allowable - $311.58

o Medicare Paid – $102.45

o Assigned Coinsurance and Deductible - $209.13

 First payment method option: [(Medicare Allowable 311.58 ÷

2)] – 102.45 Medicare paid amount = $155.79 (Calculated

Medicaid allowable) – (Medicare Paid Amount) 102.45 =

$53.34

 Second payment method option: Coinsurance and deductible =

209.13

o Medicaid will pay the lesser of the Medicaid payment methodology or

the coinsurance and deductible

 This procedure code would pay $53.34 since it is less than

$209.13

NOTE: If the method for Medicaid non-covered services results in a

Medicaid payment of $0 and the claim contains lines billed for physician-

administered pharmaceuticals, the line will pay out at $0.01.

7.4.3 Coinsurance and Deductible

For clients on the QMB plan, CMS guidelines indicate that coinsurance and

deductible amounts remaining after Medicare pays cannot be billed to the client under

any circumstances, regardless of whether you bill Medicaid or not.

For clients on other plans who are dual eligible, coinsurance and deductible amounts

remaining after Medicare payment cannot be billed to the client if the claim was

billed to Wyoming Medicaid, regardless of payment amount (including claims that

Medicaid pays at $0).

If the claim is not billed to Wyoming Medicaid, and the provider agrees in writing

prior to providing the service not to accept the client as a Medicaid client and advises

the client of his or her financial responsibility, and the client is not on a QMB plan,

then the client can be billed for the coinsurance and deductible under Medicare

guidelines.

Electronic Data Interchange (EDI)________________________________________________

Ch. 8 Index 124 Revision 4/1/17

Chapter Eight – Electronic Data Interchange (EDI)

8.1 What is Electronic Data Interchange (EDI)? ..................................................... 125

8.2 Benefits .............................................................................................................. 125

8.3 Standard Transaction Formats ........................................................................... 125

8.4 Sending and Receiving Transactions ................................................................ 126

8.5 EDI Services ...................................................................................................... 127

8.5.1 Getting Started ................................................................................................... 127

8.5.2 Web Portal ......................................................................................................... 128

8.5.2.1 Secured Provider Web Portal Registration Process ....................................... 128

8.5.2.2 Creating an Office Administrator .................................................................. 128

8.5.2.3 Creating Additional Users ............................................................................. 129

8.5.3 WINASAP ......................................................................................................... 129

8.5.3.1 WINASAP Start-up ....................................................................................... 129

8.6 Additional Information Sources ........................................................................ 131

8.7 Scheduled Web Portal Downtime ..................................................................... 131

Electronic Data Interchange (EDI)________________________________________________

Ch. 8 Index 125 Revision 4/1/17

8.1 What is Electronic Data Interchange (EDI)?

In its simplest form, EDI is the electronic exchange of information between two (2)

business concerns (trading partners), in a specific, predetermined format. The

exchange occurs in basic units called transactions, which typically relate to standard

business documents, such as healthcare claims or remittance advices.

8.2 Benefits

Several immediate advantages can be realized by exchanging documents

electronically:

 Speed – Information moving between computers moves more rapidly, and

with little or no human intervention. Sending an electronic message across the

country takes minutes or less. Mailing the same document will usually take a

minimum of one (1) day.

 Accuracy – Information that passes directly between computers without

having to be re-entered eliminates the chance of data entry errors.

 Reduction in Labor Costs – In a paper-based system, labor costs are higher

due to data entry, document storage and retrieval, document matching, etc. As

stated above, EDI only requires the data to be keyed once, thus lowering labor

costs.

8.3 Standard Transaction Formats

In October 2000, under the authority of the Health Insurance Portability and

Accountability Act (HIPAA), the Department of Health and Human Services (DHHS)

adopted a series of standard EDI transaction formats developed by the Accredited

Standards Committee (ASC) X12N. These HIPAA-compliant formats cover a wide

range of business needs in the healthcare industry from eligibility verification to

claims submission. The specific transaction formats adopted by DHHS are listed

below.

 X12N 270/271 Eligibility Benefit Inquiry and Response

 X12N 276/277 Claims Status Request and Response

 X12N 278 Request for Prior Authorization and Response

 X12N 277CA Implementation Guide Error Reporting

 X12N 835 Claim Payment/Remittance Advice

 X12N 837 Dental, Professional and Institutional Claims

 X12N 999 Functional Acknowledgement

Electronic Data Interchange (EDI)________________________________________________

Ch. 8 Index 126 Revision 4/1/17

NOTE: As there is no business need, Medicaid does not currently accept nor

generate X12N 820 and X12N 834 transactions.

8.4 Sending and Receiving Transactions

Medicaid has established a variety of methods for providers to send and receive EDI

transactions. The following table is a guide to understanding and selecting the best

method.

EDI Options

Method

Requirements

Access

Cost

Transactions

Supported

Contact

Information

Bulletin Board

System (BBS)

The BBS is an

interactive, menu-

driven bulletin

board system for

uploading and

downloading

transactions.

Computer

Hayes-compatible

9600-baud or greater

asynchronous modem

Dial-up connection

utility (e.g., ProComm,

Hyperterminal, etc.)

File decompression

utility

Software capable of

formatting and reading

EDI transactions

Telephone connectivity

Free

X12N 270/271 Eligibility

Benefit Inquiry and

Response

X12N 276/277 Claims

Status Request and

Response

X12N 278 Request for

Prior Authorization and

Response

X12N 277CA

Implementation Guide

Error Reporting

X12N 835 Claim

Payment/Remittance

Advice

X12N 837 Dental,

Professional and

Institutional Claims

X12N 999 Functional

Acknowledgement

EDI Services

Telephone:

(800)672-4959

9-5pm MST M-F

OPTION 3

Website:

http://www.acs-

gcro.com/gcro/

Web Portal

The Medicaid

Secure Web Portal

provides an

interactive, web-

based interface for

entering individual

transactions and a

separate data

exchange facility

for uploading and

downloading batch

transactions.

Computer

Internet Explorer 5.5

(or higher) or Netscape

Navigator 7.0 (or

higher). Whichever

browser version is

used, it must support

128-bit encryption

Internet access

Additional

requirements for

Free

X12N 270/271 Eligibility

Benefit Inquiry and

Response

X12N 276/277 Claims

Status Request and

Response

X12N 278 Request for

Prior Authorization and

Response

X12N 277CA

Implementation Guide

EDI Services

Telephone:

(800)672-4959

9-5pm MST M-F

OPTION 3

Website:

http://wyequalitycare.acs-

inc.com/

Electronic Data Interchange (EDI)________________________________________________

Ch. 8 Index 127 Revision 4/1/17

EDI Options

Method

Requirements

Access

Cost

Transactions

Supported

Contact

Information

uploading and

downloading batch

transactions:

File decompression

utility. Software

capable of formatting

and reading EDI

transactions

Error Reporting

X12N 835 Claim

Payment/Remittance

Advice

X12N 837 Dental,

Professional and

Institutional Claims*

X12N 999 – Functional

Acknowledgement

NOTE: Only the 278 and

837 transactions can be

entered interactively.

WINASAP 2003

Windows

Accelerated

Submission and

Processing

(WINASAP) is a

Windows-based

software

application that

allows users to

enter and submit

dental,

professional and

institutional claims

electronically

using a personal

computer.

Computer

Hayes-compatible

9600-baud

asynchronous modem

Windows 98 (or

higher) operating

system

Pentium processor

25 megabytes of free

disk space

128 megabytes of

RAM

Monitor resolution of

800 x 600 pixels

Telephone

connectivity

Free

X12N 837 Dental,

Professional and

Institutional Claims

X12N

277CAImplementation

Guide Error Reporting

X12N 999 – Functional

Acknowledgement

EDI Services

Telephone:

(800)672-4959

9-5pm MST M-F

OPTION 3

Website:

http://www.acs-

gcro.com/

8.5 EDI Services

8.5.1 Getting Started

The first step the provider needs to complete before the provider is able to start

sending electronic information is to complete the EDI Enrollment Application. The

application is located on the Medicaid website (2.1, Quick Reference) under “Forms”

and “Enrollment/Agreement Forms”.

Electronic Data Interchange (EDI)________________________________________________

Ch. 8 Index 128 Revision 4/1/17

Once the form is completed and sent to Medicaid the provider will be sent an EDI

Welcome Letter which will include a User Name and Password. Below are the

benefits of using Web Portal and WINASAP and instructions for registering.

NOTE: Web Portal Tutorials and WINASAP Tutorials are published to the

Medicaid website (2.1, Quick Reference).

8.5.2 Web Portal

The Web Portal allows all trading partners to retrieve and submit data via the internet

24-hours a day, seven (7) days a week from anywhere.

8.5.2.1 Secured Provider Web Portal Registration Process

 Go to the Medicaid website: http://wymedicaid.acs-inc.com.

 Select Provider.

 Select Provider Portal from the left hand menu.

 Under “New Providers” select Web Portal to register.

 Enter the following information from the EDI Welcome Letter:

o Provider ID: Trading Partner/Submitter ID.

o Trading Partner ID: Trading Partner/Submitter ID.

o EIN/SSN: The Providers tax-id as entered on the EDI application.

o Trading Partner Password: Password/User ID – Must be entered

exactly as shown on the welcome letter.

 Select Continue

o Confirm that the information that the provider has entered is correct. If

it is, choose Continue, if not re-enter information.

 Additional Trading Partner IDs:

o If the provider needs to enter additional Trading Partner IDs enter the

ID and the Trading Partner password on this page.

o If the provider does not have any additional Trading Partner IDs select

continue.

8.5.2.2 Creating an Office Administrator

The providers Office Administrator will be the person responsible for adding and

deleting new users as necessary for the provider’s organization along with any other

privileges selected.

1. Select Create a new user.

a. Enter a unique user ID, last name, first name, email address and phone

number for the person that the provider wants to be the office

administrator.

b. Confirm the information entered is correct.

Electronic Data Interchange (EDI)________________________________________________

Ch. 8 Index 129 Revision 4/1/17

c. This completes the web registration for the office administrator, an

email will be sent to the email address entered with a one (1) time use

password.

d. Once the provider receives the single use password, (it is easiest to

copy and paste this directly from the email to avoid typographical

errors) and must be changed upon logging in for the first (1st) time.

Return to the home page and log in.

2. All permissions will be set once the provider has logged in. To do this, select

update or remove users. Enter the provider user ID and select search. When

the user information is brought up, click on the user ID link.

a. Select which privileges the provider wishes to have. Once the provider

has chosen these privileges click Submit.

8.5.2.3 Creating Additional Users

1. Return to the home page and choose Manage Users.

a. Follow the steps as listed above.

8.5.3 WINASAP

WINASAP allows all Trading Partners to submit claims 24-hours a day, seven (7)

days a week from any computer with a dial up modem over an analog phone line that

the provider has installed the software on. WINASAP can be downloaded from the

ACS EDI Gateway, Inc. website (2.1, Quick Reference) or the provider can call EDI

Services (2.1, Quick Reference) and request a CD to be mailed to the provider.

Requirements:

 Windows 98 Second Edition, Windows NT, Windows 2000 (Service Pack 3),

Windows XP or Windows 7 operating system

 Pentium processor

 CD-ROM drive

 25 Megabytes of free disk space

 128 Megabytes of RAM

 Monitor resolution of 800 x 600 pixels

 Hayes compatible 9600 baud asynchronous modem

 Telephone connectivity

8.5.3.1 WINASAP Start-up

1. Download program from the ACS EDI Gateway, Inc. website or install the

program from the CD the provider requested.

a. When the welcome screen appears click next

b. Read and accept the terms of the Software License Agreement

Electronic Data Interchange (EDI)________________________________________________

Ch. 8 Index 130 Revision 4/1/17

c. Enter User Information

d. Choose Destination Location

e. Confirm provider current settings and choose Next

f. Check Yes, launch the program file and Finish.

2. Creating a WINASAP login

a. The user ID auto fills as ADMIN

b. Tab to password and type ASAP

i. The user ID and password are the same for everyone using

WINASAP, we suggest that the provider does not change them

c. After successfully logging in choose ok

3. Steps that must be completed

a. The screen will automatically open the first (1st) time the provider

runs the program that says Open Payer

i. Select Wyoming Medicaid and choose OK

ii. Choose File and Trading Partner – Enter the following

iii. Primary Identification: Enter the provider Trading Partner ID

from the EDI Welcome Letter

iv. Secondary Identification – Re-enter the provider Trading

Partner ID (primary and secondary identification will be the

same)

b. Trading Partner Name:

i. Entity Type: select person or non-person.

1. Choose person if the provider is an individual such as; a

waiver provider, physician, therapist, or nurse

practitioner

2. Choose non-person if the provider is a facility such as;

a hospital, pharmacy or nursing home.

c. Enter the providers last name, first name and middle initial (optional)

OR the organization name

i. Contact Information:

1. Contact Name: provider Name

2. Telephone Number: Enter provider phone number

3. Fax Number: Enter provider fax number (optional)

4. Email: Enter provider email address

4. The following criteria must be completed:

a. WINASAP2003 Communications:

i. Host Telephone Number: This phone number is listed as the

Submission Telephone Number on the EDI Welcome Letter.

Enter it with no spaces, dashes, commas, or other punctuation

marks.

ii. User ID Number: Enter providers Password/User ID exactly as

it appears.

iii. User Name: Enter providers User Name exactly as it appears.

iv. Choose Save

Electronic Data Interchange (EDI)________________________________________________

Ch. 8 Index 131 Revision 4/1/17

8.6 Additional Information Sources

For more information regarding EDI, please refer to the following websites:

 Centers for Medicare and Medicaid Services:

www.cms.gov/hipaa2/default.asp. This is the official HIPAA website of the

Centers for Medicare & Medicaid service.

 Washington Publishing Co.: http://www.wpc-edi.com/hipaa/HIPAA_40.asp.

This website is the official source of the implementation guides for each of the

ASC X12 N transactions.

 Workgroup for Electronic Data Interchange: http://www.wedi.org/. This

industry group promotes electronic transactions in the healthcare industry.

 Designated standard maintenance organizations: http://www.hipaa-dsmo.org/.

This website explains how changes are made to the transaction standards.

8.7 Scheduled Web Portal Downtime

Scheduled Web Portal Downtime

What is Impacted

Functionality

Impact

Why

Downtimes

Entire website

(Provider/Client) Static web

pages

 http://wymedicaid.acs-

inc.com/

Website not available

Regular

scheduled

maintenance

 4 a.m. – 4:30 a.m.

MST Saturdays

 3 p.m. – 6 p.m.

MST Sundays

Secured Provider Web Portal

 http://wyequalitycare.acs-

inc.com/wy/general/home.

Verification of

claims submission

will not be available

Regular

scheduled

maintenance

 10 p.m. – 12 a.m.

(midnight)

Sundays

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 132 Revision 4/1/17

Chapter Nine – Wyoming HIPAA 5010 Electronic Specifications

9.1 Wyoming Specific HIPAA 5010 Electronic Specifications .............................. 134

9.2 Transaction Definitions ..................................................................................... 134

9.3 Transmission Methods and Procedures ............................................................. 134

9.3.1 Asynchronous Dial-up ....................................................................................... 134

9.3.1.1 Communication Protocols ............................................................................. 135

9.3.1.2 Teleprocessing Requirements ........................................................................ 135

9.3.1.3 Teleprocessing Settings ................................................................................. 135

9.3.1.4 Transmission Procedures ............................................................................... 136

9.3.2 Web Portal ......................................................................................................... 137

9.3.3 Managed File Transfer (MOVEit) ..................................................................... 137

9.4 Acknowledgement and Error Reports ............................................................... 138

9.4.1 Confirmation Report .......................................................................................... 138

9.4.2 Interchange Level Errors and TA1 Rejection Report ........................................ 138

9.4.3 999 Implementation Acknowledgements .......................................................... 139

9.4.3.1 Batch and Real-Time Usage .......................................................................... 139

9.4.4 Data Retrieval Method ...................................................................................... 140

9.5 Testing ............................................................................................................... 140

9.5.1 Testing Requirements ........................................................................................ 140

9.6 270/271 Eligibility Request and Response ........................................................ 141

9.6.1 ISA Interchange Control Header ....................................................................... 141

9.6.2 GS Functional Group Header ............................................................................ 142

9.6.3 The Following are Access Methods Supported by Wyoming Medicaid ........... 142

9.6.4 270 Eligibility Request ...................................................................................... 143

9.6.5 271 Eligibility Response ................................................................................... 143

9.7 276/277 Claim Request and Response .............................................................. 143

9.7.1 ISA Interchange Control Header ....................................................................... 143

9.7.2 GS Functional Group Header ............................................................................ 143

9.7.3 276 Claim Status Request .................................................................................. 144

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 133 Revision 4/1/17

9.7.4 277 Claim Status Response ............................................................................... 144

9.8 278 Request for Review and Response ............................................................. 144

9.8.1 ISA Interchange Control header ........................................................................ 144

9.8.2 GS Functional Group Header ............................................................................ 145

9.8.3 278 Prior Authorization Request – Data Clarifications Inbound ...................... 145

9.8.4 X12N 278 Health Care Services Review – Response to Request for Review –

Outbound for Wyoming Medicaid .................................................................... 145

9.9 835 Claim Payment/Advice ............................................................................... 145

9.9.1 Payment/Advice ................................................................................................ 145

9.10 837 Professional Claims Transactions Wyoming Medical Professional Claims

........................................................................................................................... 146

9.10.1 ISA Interchange Control Header ....................................................................... 146

9.10.2 GS Functional Group Header ............................................................................ 146

9.10.3 837 Professional ................................................................................................ 147

9.11 837 Institutional Claims Transactions Wyoming Medicaid Institutional Claims

........................................................................................................................... 150

9.11.1 ISA Interchange Control header ........................................................................ 150

9.11.2 GS Functional Group Header ............................................................................ 151

9.11.3 837 Institutional ................................................................................................. 151

9.12 837 Dental Claims Transactions Wyoming Medicaid Dental Claims .............. 151

9.12.1 ISA Interchange Control Header ....................................................................... 152

9.12.2 GS Functional Group Header ............................................................................ 152

9.12.3 Dental ................................................................................................................ 152

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 134 Revision 4/1/17

9.1 Wyoming Specific HIPAA 5010 Electronic Specifications

This chapter is intended for trading partner use in conjunction with the ASC X12N

Standards for Electronic Data Interchange Technical Report Type 3 (TR3). The TR3

can be accessed at http://www.wpc-edi.com. This section outlines the procedures

necessary for engaging in Electronic Data Interchange (EDI) with the Xerox

Government Healthcare Solutions EDI Clearinghouse (EDI Clearinghouse) and

specifies data clarification where applicable.

9.2 Transaction Definitions

 270/271 – Health Care Eligibility Benefit Inquiry and Response.

 276/277 – Health Care Claim Status Request and Response.

 278/278 – Health Care Services – Request for Review and Response; Health

Care Services Notification and Acknowledgement.

 835 – Health Care Claim Payment/Advice.

 837 – Health Care Claim (Professional, Institutional, and Dental), including

Coordination of Benefits (COB) and Subrogation Claims.

 Acknowledgement Transaction Definitions.

 TA1 – Interchange Acknowledgement.

 999 – Implementation acknowledgement for Health Care Insurance .

 277CA – Health Care Claim Acknowledgement.

9.3 Transmission Methods and Procedures

9.3.1 Asynchronous Dial-up

The Host System is comprised of communication (COMM) servers with modems.

Trading partners access the Host System via asynchronous dial-up. The COMM

machines process the login and password, then log the transmission.

The Host System will forward a confirmation report to the trading partner providing

verification of file receipt. It will show a unique file number for each submission.

The COMM machines will also pull the TA1s and 999s from an outbound

transmission table, and deliver to the HIPAA BBS Mailbox system. The trading

partner accesses the mailbox system via asynchronous dial-up to view and/or retrieve

their responses.

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 135 Revision 4/1/17

9.3.1.1 Communication Protocols

The EDI Clearinghouse currently supports the following communication options:

 XMODEM

 YMODEM

 ZMODEM

 KERMIT

9.3.1.2 Teleprocessing Requirements

The general specifications for communication with EDI Clearinghouse are:

 Telecommunications: Hayes-compatible 2400-56K BPS asynchronous

modem

 File Format: ASCII text data

 Compression Techniques – EDI Clearinghouse accepts transmission with any

of these compression techniques, as well as non-compression:

o PKZIP will compress one (1) or more files into a single ZIP archive.

o WINZIP will compress one (1) or more files into a single ZIP archive.

 Data Format:

o 8 data bit

o 1stop bit

o no parity

o full duplex

9.3.1.3 Teleprocessing Settings

 ASCII Sending

o Send line ends with line feeds (should not be set)

o Echo typed characters locally (should not be set)

o Line delay 0 millisecond

o Character delay 0 milliseconds

 ASCII Receiving

o Append line feeds to incoming line ends should not be checked

o Wrap lines that exceed terminal width

o Terminal Emulation VT100 or Auto

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 136 Revision 4/1/17

9.3.1.4 Transmission Procedures

SUBMITTER

HOST

Dials Host 1(800) 334-2832 or (800) 334-4650

Answers call, negotiates a common baud rate,

and sends to the Trading Partner:

Prompt: “Please enter provider Logon=>”

Enters User Name (From the EDI Welcome

Letter) <CR>

Receives User Name and sends prompt to the

Trading Partner:

Prompt: “Please enter provider

password=>”

Enters Password/User ID (From the EDI

Welcome Letter) <CR>

Receives Password/User ID and verifies if

Trading Partner is an authorized user. Sends

HOST selection menu followed by a user

prompt:

Prompt: “Please Select from the Menu

Options Below=>”

Enters Desired Selection <CR>

#1. Electronic File Submission: Assigns and

sends the transmission file name then waits for

ZMODEM (by default) file transfer to be

initiated by the Trading Partner.

#2. View Submitter Profile

#3. Select File Transfer Protocol: Allows the

provider to change the protocol for the current

submission only. The protocol may be changed

to (k) ermit, (x) Modem, (y) Modem, or (z)

Modem. Enter selection [k, x, y, z]:

#4. Download Confirmation

#9. Exit & Disconnect: Terminates

connection.

Enters “1” to send file <CR>

Receives ZMODEM (or other designated

protocol) file transfer. Upon completion,

initiates file confirmation. Sends file

confirmation report. Sends HOST selection

menu followed by a user prompt=>

Prompt: “Please Select from the Menu

Options Below=>”

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 137 Revision 4/1/17

9.3.2 Web Portal

The trading partner must be an authenticated portal user who is a provider. Only

active providers are authorized to access files via the web. Provider must have

completed the web registration process. (8.5.2.1, Secured Provider Web Portal

Registration Process)

Trading partners can submit files via the web portal in two (2) ways:

 Upload an X12N transaction file – The trading partner accesses the web portal

via a web browser and is prompted for login and password. The provider may

select files from their PC or work environment and upload files.

 Enter X12N data information through a web interface – The trading partner

accesses the web portal via a web browser and is prompted for login and

password. Data entry screens will display for entering transaction information.

NOTE: Providers can retrieve their response files via the web portal by logging in

and accessing their transaction folders.

Transaction files can be uploaded and downloaded through the Secured Provider Web

Portal at http://wymedicaid.acs-inc.com.

Transaction transmission is available 24-hours a day, seven (7) days a week. This

availability is subject to scheduled and unscheduled host downtime.

9.3.3 Managed File Transfer (MOVEit)

EDI Clearinghouse supports Managed File Transfer using a product suite called

MOVEit. In the diagram below, trading partners can deliver files to or retrieve files

from the MOVEit DMZ site. EDI Clearinghouse does corresponding pickups from

and deliveries to the DMZ via an agreed upon schedule with Medicaid and trading

partner.

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 138 Revision 4/1/17

9.4 Acknowledgement and Error Reports

The following acknowledgement reports are generated and delivered to trading

partners:

 TA1 – Will be used to report invalid Trading Partner Relationship Validation

to Provider/Trading Partner.

 999 – Will be used to acknowledge Syntax Validation (Positive, Negative or

Partial) – to Provider/Trading Partner.

 277CA – Claims Acknowledgement will be used to provide accept/reject

information regarding submitted claims/request – to Provider/Trading Partner.

9.4.1 Confirmation Report

When a trading partner submits an X12N transaction, a receipt is immediately sent to

the trading partner to confirm that EDI Clearinghouse received a file, and shows a

unique file number for each submission. The Host System will forward a

Confirmation Report to the trading partner indicating:

 Verification of file receipt.

 If the file is accepted or rejected.

 Identified as an X12N at a high level.

If a file fails this preliminary check, it will not continue processing.

The Confirmation Report includes the following information:

 Date and time file was received

 File number

 Payer code (Wyoming Medicaid 77046)

 Submission format

 Type of transaction

 Number of claims and batches

 Status of Production or Test

 Additional messages that can be added as a communication to trading partners

or may indicate the reason the file is invalid.

9.4.2 Interchange Level Errors and TA1 Rejection Report

A TA1 is an ANSI ASC X12N Interchange Acknowledgement segment used to report

receipt of individual interchange envelopes. An interchange envelope contains the

sender, receiver, and data type information within the header. The term "interchange"

connotes the ISA/IEA envelope that is transmitted between trading/business partners.

Interchange control is achieved through several "control" components. Refer to the

TR3 documents for a description of Envelopes and Control Structures.

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 139 Revision 4/1/17

The TA1 reports the syntactical analysis of the interchange header and trailer. The

TA1 allows EDI Clearinghouse to notify the trading partner that a valid X12N

transaction envelope was received; or if problems were encountered with the

interchange control structure or the trading partner relationship.

The TA1 is unique in that it is a single segment transmitted without the GS/GE

envelope structure.

If the data can be identified, it is then checked for trading partner relationship

validation.

 If the trading partner information is invalid, the data is corrupt or the trading

partner relationship does not exist, a negative confirmation report is returned

to the submitter. Any major X12N syntax error that occurs at this level will

result in the entire transaction being rejected, and the trading partner will need

to resubmit their X12N transaction.

 If the trading partner information is valid, the data continues processing for

complete X12N syntax validation.

9.4.3 999 Implementation Acknowledgements

The 999 informs the submitter that the functional group arrived at the destination. It

may include information about the syntactical quality of the functional group and the

implementation guide compliance.

For more information on the relationship between the 999 transaction set and other

response transaction sets, refer to the ASC X12N Standards for Electronic Data

Interchange Technical Report Type 3 (TR3).

The 999 contains information indicating if the entire file is HIPAA 5010 compliant or

not.

9.4.3.1 Batch and Real-Time Usage

There are multiple methods available for sending and receiving business transactions

electronically. Two (2) common modes for EDI transactions are batch and real-time.

 Batch – In a batch mode the sender does not remain connected while the

receiver processes the transactions. Processing is usually completed according

to a set schedule. If there is an associated business response transaction (such

as a 271 Response to a 270 Request for Eligibility), the receiver creates the

response transaction and stores it for future delivery. The sender of the

original transmission reconnects at a later time and picks up the response

transaction.

 Real-Time – In real-time mode the sender remains connected while the

receiver processes the transactions and returns a response transaction to the

sender.

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 140 Revision 4/1/17

The 999 contains information indicating if the entire file is HIPAA 5010 compliant or

not.

9.4.4 Data Retrieval Method

Secured Web Portal

The web portal allows all trading partners to retrieve data via the internet 24-hours a

day, seven (7) days a week. Each provider has the option of retrieving the transaction

responses and reports themselves or allowing billing agents and clearinghouses to

retrieve on their behalf. The trading partner will access the Secured Provider Web

Portal system using the user ID and password provided upon completion of the

enrollment process (8.5.2.1, Secured Provider Web Portal Registration Process).

Contact the EDI Services for more information (2.1, Quick Reference).

9.5 Testing

Submitters (software vendors, billing agents, clearinghouses, and providers) who

have created their own electronic X12 transaction software are required to test their

software. Contact EDI Services for more information (2.1, Quick Reference). By

testing the submitter is validating their software prior to submitting production

transactions.

While in test mode for HIPAA 5010 the provider will not be able to submit

production files until testing is complete and the providers software is approved.

If a production HIPAA 5010 file is submitted while in test mode the file will fail with

a TA1 error (9.4.2, Interchange Level Errors and TA1 Rejection Report).

9.5.1 Testing Requirements

Contact EDI Services and explain that the provider is ready to test the provider

software.

 Testing via EDIFECS

o Submitters cannot obtain direct Internet access to EDIFECS, the EDI

Services call center staff will set this up at the provider’s request.

o A user ID and password will be generated for the providers use.

o The provider is required to submit test files through EDIFECS.

o The provider is required to address any errors discovered during

testing prior to moving on to testing with the EDI Clearinghouse.

o After the provider’s software has received approval provide EDI

Services with the EDIFECS certification.

 Testing with EDI Clearinghouse

o The call center will have the provider submit a test file.

o After 24-hours contact the call center for test file results.

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 141 Revision 4/1/17

o Make corrections based on the TR3s and Wyoming Specific HIPAA

5010 Specifications.

o Resubmit test files as necessary.

o Successful completion of the testing process is required before a

submitter will be approved for production.

A separate testing process must be completed for each type of transaction i.e.

270/271, 276/277, 837 etc.

Each test transmission is validated to ensure no format errors are present. Testing is

conducted to verify the integrity of the format not the integrity of the data. However,

in order to simulate a true production environment, we request that test files contain

realistic healthcare transaction data. The number of test transmissions required

depends on the number of format errors in a transmission and the relative severity of

these errors. Additional testing may be required in the future to verify any changes

made to Wyoming Specific HIPAA 5010 Specifications or HIPAA mandated

changes.

9.6 270/271 Eligibility Request and Response

Health Care Eligibility Benefit Inquiry Request and Response for Wyoming

Medicaid.

This section is for use along with the ANSI ASC X12 Health Care Eligibility Request

& Response 270/271. It should not be considered a replacement for the TR3’s, but

rather used as an additional source of information. This section contains data

clarifications derived from specific business rules that apply exclusively to Wyoming

Medicaid.

NOTE: The page numbers listed below in each of the tables represent the

corresponding page number in the Technical Report Type3 (TR3) ANSI

ASC X12N Consolidated Guide; Health Care Eligibility Benefit Inquiry

and Response for the 270/271 005010X279 & 005010X279A1, June 2010.

9.6.1 ISA Interchange Control Header

TR3 Page

Loop

Segment

Reference

Description

Wyoming Requirements

Appendix C Page C.5

Header

ISA

100000 Followed by spaces

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 142 Revision 4/1/17

9.6.2 GS Functional Group Header

TR3 Page

Loop

Segment

Reference

Description

Wyoming Requirements

Appendix C page C.7

Header

Enter 77046

9.6.3 The Following are Access Methods Supported by Wyoming

Medicaid

 Access by Member ID number for subscriber.

 Access by Member Card ID number.

 Access by Social Security Number, and Date of Birth (Format CCYYMMDD)

for the subscriber.

 Access by Social Security Number, and Name for the subscriber (Any non-

alphanumeric character including spaces that are included in the last name or

the first name may cause the inquiry to not be successfully processed).

 Access by Name (Any non-alphanumeric character including spaces that are

included in the last name or the first name may cause the inquiry to not be

successfully processed), Sex, and Date of Birth for the subscriber.

NOTE: References to “Subscriber” are taken from the ANSI ASC X12N

Consolidated Guide; Health Care Eligibility Benefit Inquiry and Response

for the 270/271 005010X279 & 005010X279A1 and are synonymous with

Member.

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 143 Revision 4/1/17

9.6.4 270 Eligibility Request

TR3 Page

Loop

Segment

Reference

Description

Wyoming Requirements

Page 72

2100A

NM1

Wyoming Medicaid

Page 79

2100B

NM1

NOTE: SV should be used only when a

Wyoming Provider is an Atypical

Provider/non-medical.

Page 80

2100B

NM1

NOTE: Enter Wyoming Medicaid

Provider ID when NM108 is SV.

9.6.5 271 Eligibility Response

No Wyoming Specific Requirements.

9.7 276/277 Claim Request and Response

Health Care Claim Status Request and Response for Wyoming Medicaid.

This section is for use along with the ANSI ASC X12 Health Care Claim Status

Request and Response 276/277. It should not be considered a replacement for the

TR3’s, but rather used as an additional source of information. This section contains

data clarifications derived from specific business rules that apply exclusively to

Wyoming Medicaid.

NOTE: The page numbers listed below in each of the tables represent the

corresponding page number in the Technical Report Type3 (TR3) ANSI

ASC X12N Health Care Claim Status Request and Response for the

276/277 005010X212, August 2006.

9.7.1 ISA Interchange Control Header

9.7.2 GS Functional Group Header

TR3 Page

Loop

Segment

Reference

Description

Wyoming Requirements

Appendix C

Page C.7

Header

Enter 77046

TR3 Page

Loop

Segment

Reference

Description

Wyoming Requirements

Appendix C

Page C.5

Header

ISA

Enter 100000 followed by

spaces

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 144 Revision 4/1/17

9.7.3 276 Claim Status Request

TR3

Page

Loop

Segment

Reference

Description

Wyoming Requirements

Page 46

2100B

NM1

NOTE: Enter the nine (9) digit Wyoming

Medicaid Provider ID when a Wyoming

Provider is an Atypical Provider/non-medical

Page 51

2100C

NM1

NOTE: SV should be used only when a

Wyoming Provider is an Atypical

Provider/non-medical.

Page 73

2210D

REF

The Line Item Control Number inquiry is not

supported by Wyoming Medicaid. The Claim

Status Response will return all claim line

items.

Page 73

2210D

REF

The Line Item Control Number inquiry is not

supported by Wyoming Medicaid. The Claim

Status Response will return all claim line

items.

9.7.4 277 Claim Status Response

No Wyoming Specific Requirements.

9.8 278 Request for Review and Response

Health Care Services Request for Review/Response for Wyoming Medicaid

This section is for use along with the ANSI ASC X12 Health Care Prior

Authorization Request and Response 278. It should not be considered a replacement

for the TR3’s, but rather used as an additional source of information. This section

contains data clarifications derived from specific business rules that apply exclusively

to Wyoming Medicaid.

NOTE: The page numbers listed below in each of the tables represent the

corresponding page number in the Technical Report Type3 (TR3) ANSI

ASC X12N Health Care Services Review – Request for Review and

Response for the (278) 005010X217, May 2006.

9.8.1 ISA Interchange Control header

TR3 Page

Loop

Segment

Data

Element

Wyoming Requirements

Appendix C

Page C.5

Interchange

Control Header

ISA

Enter 100000 followed by

spaces

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 145 Revision 4/1/17

9.8.2 GS Functional Group Header

TR3 Page

Loop

Segment

Data

Element

Wyoming Requirements

Appendix C

Page C.7

Functional

Group Header

Enter 77046

9.8.3 278 Prior Authorization Request – Data Clarifications Inbound

TR3 Page

Loop

Segment

Data

Element

Wyoming Requirements

Page 73

2010A

NM1

Enter 77046

9.8.4 X12N 278 Health Care Services Review – Response to Request for

Review – Outbound for Wyoming Medicaid

9.9 835 Claim Payment/Advice

Health Care Claim Payment Advice for Wyoming Medicaid.

9.9.1 Payment/Advice

TR3 Page

Loop

Segment

Data

Element

Wyoming Requirements

Page 107

1000B

REF

If the provider does not have an NPI

then REF01 will contain “PQ”

(Payee Identification) and REF02

will contain the Wyoming Medicaid

Provider ID.

108

1000B

REF

If the provider does not have an NPI

then REF01 will contain “PQ”

(Payee Identification) and REF02

will contain the Wyoming Medicaid

Provider ID.

Page 207-

208

2110

REF

Either HPI or G2 will be displayed.

NOTE: G2 will be displayed only

for WY Medicaid Atypical Providers.

Page 208

2110

REF

NOTE: Enter the nine (9) digit

Wyoming Medicaid Provider ID

when a Wyoming Provider is an

Atypical/non-medical.

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 146 Revision 4/1/17

9.10 837 Professional Claims Transactions Wyoming Medical

Professional Claims

This section is for use along with the ANSI ASC X12 Health Care 837 Claims

Transactions. It should not be considered a replacement for the TR3s, but rather used

as an additional source of information. This section contains data clarifications

derived from specific business rules that apply exclusively to Wyoming Medicaid.

NOTE: The page numbers listed below in each of the tables represent the

corresponding page number in the Technical Report Type3 (TR3) ANSI

ASC X12N Consolidated Guide Health Care Claim: Professional (837),

005010X222/005010X222A1, June 2010

9.10.1 ISA Interchange Control Header

TR3 Page

Loop

Segment

Reference

Description

Wyoming Requirements

Appendix C

Page C.3

Header

ISA

Enter 00

Appendix C

Page C.4

Header

ISA

Enter 00

Appendix C

Page C.4

Header

ISA

Enter Trading Partner ID

Appendix C

Page C.5

Header

ISA

Enter 100000 followed by spaces

9.10.2 GS Functional Group Header

TR3 Page

Loop

Segment

Data

Element

Wyoming Requirements

Appendix C

Page C.7

Functional

Group

Header

Enter Trading Partner ID

Appendix C

Page C.7

Functional

Group

Header

Enter 77046

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 147 Revision 4/1/17

9.10.3 837 Professional

TR3 Page

Loop

Segment

Reference

Description

Wyoming Requirements

Page 72

Header

BHT

Wyoming Medicaid only accepts

the CH code.

Page 80

1000B

NM1

Enter Wyoming Medicaid.

Page 80

1000B

NM1

Enter 77046.

Page 83

2000A

PRV

If the NPI is registered with

Wyoming Medicaid, the

Taxonomy Code is required.

Page 115

2000B

Enter 0. The subscriber is always

the patient; therefore, the

dependent level will not be

utilized.

Page 116-117

2000B

SBR

Enter P (Primary-Payer

Responsibility Sequence

Number code) Client has only

Medicaid Coverage.

Page 123

2010BA

NM1

Enter the ten (10) digit Wyoming

Medicaid Client ID.

Page 134

2010BB

NM1

Enter Wyoming Medicaid.

Page 134

2010BB

NM1

Enter PI (Payer Identification).

Page 134

2010BB

NM1

Enter 77046.

Page 140

2010BB

REF

If ‘XX’ is used to pass the NPI

number in 2010AA, NM109,

then Medicaid Provider Number

is no longer allowed, do not

submit this segment. If no NPI

was submitted then submit ‘G2’

(Provider Commercial Number)

in 2010BB REF01, and submit

the Wyoming Medicaid Provider

Number in the 2010BB REF02.

Page 140-141

2010BB

REF

If ‘XX’ is used to pass the NPI

number in 2010AA, NM109,

then Medicaid Provider Number

is no longer allowed, do not

submit this segment. If no NPI

was submitted then submit ‘G2’

(Provider Commercial Number)

in 2010BB REF01 and submit

the Wyoming Medicaid Provider

number in 2010BB REF02.

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 148 Revision 4/1/17

TR3 Page

Loop

Segment

Reference

Description

Wyoming Requirements

Page 161

2300

CLM

05:3

Void/Adjustment (Frequency

Type Code) should be six (6)

(Adjustment) only if paid date

was within the last six (6)

months (12-month timely filing

will be waived), or seven (7)

(Void/Replace) which is subject

to timely filing. Adjustments can

only be submitted on a

previously paid claim. Do not

adjust a denied claim. For non-

adjustment options see the TR3.

Page 262-263

2310A

REF

If ‘XX’ is used to pass the NPI

Number in NM109, Medicaid

Provider Number is no longer

allowed, do not submit this

segment. If no NPI was

submitted then enter ‘G2’

(Provider Commercial Number)

in REF01 and the Wyoming

Medicaid Provider ID in REF02.

Page 262-263

2310A

REF

If ‘XX’ is used to pass the NPI

number in NM109, Medicaid

Provider Number is no longer

allowed, do not submit this

segment. If no NPI was

submitted then enter ‘G2’

(Provider Commercial Number)

in the REF01 and the Wyoming

Medicaid Provider ID in REF02.

Page 269-270

2310B

REF

If ‘XX’ is used to pass the NPI

number in NM10, then Medicaid

Provider Number is no longer

allowed, do not submit this

segment. If no NPI was

submitted then enter ‘G2’

(Provider Commercial Number)

in REF01 and the Wyoming

Medicaid Provider ID in REF02.

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 149 Revision 4/1/17

TR3 Page

Loop

Segment

Reference

Description

Wyoming Requirements

Page 269-270

2310B

REF

If ‘XX’ is used to pass the NPI

number in NM109, Medicaid

Provider Number is no longer

allowed, do not submit this

segment. If no NPI was

submitted the enter ‘G2’

(Provider Commercial Number)

in REF01 and the Wyoming

Medicaid Provider ID in REF02.

Page 300

2320

SBR

Do not use code MC.

Page 427

2410

LIN

Enter the 11 digit National Drug

Code (NDC). NDC’s less than

11-digits will cause the service

line to be denied by Wyoming

Medicaid. Do not enter hyphens

or spaces within the NDC.

NOTE: Only the first iteration

of Loop 2410 will be used for

claims processing. If two (2) or

more NDCs need to be reported

for the same procedure code on

the same claim, the procedure

code must be repeated on a

separate service line with the

first iteration of Loop 2410 used

to report each unique NDC. For

more information consult the

Wyoming Medicaid website

(http://wymedicaid.acs-inc.com).

Page 436

2420A

PRV

If the NPI is registered with

Wyoming Medicaid, the

Taxonomy Code is required.

Page 437

2420A

REF

If ‘XX’ is used to pass the NPI

number in NM109, Medicaid

Provider Number is no longer

allowed, do not submit this

segment. If no NPI was submitted

then enter ‘G2’ (Provider

Commercial Number) in REF01

and the Wyoming Medicaid

Provider ID in REF02.

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 150 Revision 4/1/17

TR3 Page

Loop

Segment

Reference

Description

Wyoming Requirements

Page 471

2420 F

REF

If ‘XX’ is used to pass the NPI

number in NM109, Medicaid

Provider Number is no longer

allowed, do not submit this

segment. If no NPI was

submitted then enter ‘G2’

(Provider Commercial Number)

in REF01 and the Wyoming

Medicaid Provider ID in REF02.

Page 472

2420F

REF

If ‘XX’ is used to pass the NPI

number is NM109, Medicaid

Provider Number is no longer

allowed, do not submit this

segment. If no NPI was

submitted then enter ‘G2’

(Provider Commercial Number)

in REF01 and Wyoming

Medicaid Provider ID in REF02.

9.11 837 Institutional Claims Transactions Wyoming Medicaid

Institutional Claims

This section is for use along with the ANSI ASC X12 Health Care 837 Claims

Transactions. It should not be considered a replacement for the TR3s, but rather used

as an additional source of information. This section contains data clarifications

derived from specific business rules that apply exclusively to Wyoming Medicaid.

NOTE: The page numbers listed below in each of the tables represent the

corresponding page number in the Technical Report Type3 (TR3) ANSI

ASC X12N Consolidated Guide Health Care Claim: Institutional (837),

005010X223/005010X223A/1005010X223A2, June 2010.

9.11.1 ISA Interchange Control header

TR3 Page

Loop

Segment

Reference

Description

Wyoming Requirements

Appendix C

Page C.4

Header

ISA

Enter Trading Partner ID

Appendix C

Page C.5

Header

ISA

Enter 100000 followed by spaces

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 151 Revision 4/1/17

9.11.2 GS Functional Group Header

TR3 Page

Loop

Segment

Data Element

Wyoming Requirements

Appendix C

Page C.7

Functional

Group Header

Enter Trading Partner ID

Appendix C

Page C.7

Functional

Group Header

Enter 77046

9.11.3 837 Institutional

TR3 Page

Loop

Segment

Reference

Description

Wyoming Requirements

Page 77

1000B

NM1

Enter Wyoming Medicaid

Page 77

1000B

NM1

Enter 77046

Page 147

2300

CLM

05:3

Void/Adjustment (Frequency Type

Code) should be 6 (Adjustment)

only if paid date was within the

last six (6) months (12 month

timely filing will be waived), or

seven (7) (Void/Replace) which is

subject to timely filing.

Adjustments can only be

submitted on a previously paid

claim. Do not adjust a denied

claim. For non-adjustment options

see the TR3.

9.12 837 Dental Claims Transactions Wyoming Medicaid Dental

Claims

NOTE: The page numbers listed below in each of the tables represent the

corresponding page number in the Technical Report Type3 (TR3) ANSI

ASC X12N Consolidated Guide Health Care Claim: Dental (837),

005010X224/005010X224A1/005010X224A2, June 2010.

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 152 Revision 4/1/17

9.12.1 ISA Interchange Control Header

TR3 Page

Loop

Segment

Reference

Description

Wyoming Requirements

Appendix C

Page C.4

Header

ISA

Enter Trading Partner ID

Appendix C

Page C.5

Header

ISA

Enter 100000 followed by

spaces

9.12.2 GS Functional Group Header

TR3 Page

Loop

Segment

Data Element

Wyoming Requirements

Appendix C

Page C.7

Functional

Group Header

Enter Trading Partner ID

Appendix C

Page C.7

Functional

Group Header

Enter 77046

9.12.3 Dental

TR3Page

Loop

Segment

Reference

Description

Wyoming Requirements

Page 75

1000B

NM1

Enter Wyoming Medicaid

Page 75

1000B

NM1

Enter 77046

Page 125

2010BB

NM1

Enter Wyoming Medicaid

Page 125

2010BB

NM1

Enter PI (Payor Identification)

Page 125

2010BB

NM1

Enter 77046

Page 126

2010BB

Enter PO Box 547

Page 127

2010BB

Enter Cheyenne

Page 128

2010BB

Enter WY

Page 128

2010BB

Enter 82003

Wyoming Specific HIPAA_5010 Electronic Specifications_____________________________

Ch. 9 Index 153 Revision 4/1/17

TR3Page

Loop

Segment

Reference

Description

Wyoming Requirements

Page 149

2300

CLM

05:3

Void/Adjustment (Frequency

Type Code) should be six (6)

(Adjustment) only if paid date

was within the last six (6)

months (12 month timely filing

will be waived), or seven (7)

(Void/Replace) which is

subject to timely filing.

Adjustments can only be

submitted on a previously paid

claim. Do not adjust a denied

claim. For non-adjustment

options see the TR3.

Important Information__________________________________________________________

Ch. 10 Index 154 Revision 4/1/17

Chapter Ten – Important Information

10.1 Claims Review .................................................................................................. 155

10.2 Physician Supervision Definition ...................................................................... 155

10.3 Coding ............................................................................................................... 155

10.4 Importance of Fee Schedules and Provider’s Responsibility ............................ 156

10.5 Face-to-Face Visit Requirement ........................................................................ 156

Important Information__________________________________________________________

Ch. 10 Index 155 Revision 4/1/17

10.1 Claims Review

Medicaid is committed to paying claims as quickly as possible. Claims are

electronically processed using an automated claims adjudication system and are not

usually reviewed prior to payment to determine whether the services provided were

appropriately billed. Although the computerized system can detect and deny some

erroneous claims, there are many erroneous claims that it cannot detect. For this

reason, payment of a claim does not mean the service was correctly billed or the

payment made to the provider was correct. Periodic retrospective reviews are

performed which may lead to the discovery of incorrect billing or incorrect payment.

If a claim is paid and Medicaid later discovers the service was incorrectly billed or

paid, or the claim was erroneous in some other way, Medicaid is required by federal

regulations to recover any overpayment, regardless of whether the incorrect payment

was the result of Medicaid, fiscal agent, provider error or other cause.

10.2 Physician Supervision Definition

Supervision is defined as the ready availability of the supervisor for consultation and

direction of the individual providing services. Contact with the supervisor by

telecommunication is sufficient to show ready availability, if such contact is sufficient

to provide quality care. The supervising practitioner maintains final responsibility for

the care of the client and the performance of the mental health professional in their

office.

Supervisor is defined as an individual licensed to provide services who takes

professional responsibility for such services, even when provided by another

individual or individuals.

The physical presence of the supervisor is not required if the supervisor and the

practitioner are, or can easily be, in contact with each other by telephone, radio, or

other telecommunications.

The supervised individual may work in the office of the supervisor where the primary

practice is maintained and at sites outside that office as directed by the supervisor.

Fiscal responsibility and documentation integrity for claims remains with the

supervisor.

Those provider types able to enroll with Wyoming Medicaid, even if working under

the supervision of another practitioner, must enroll and be noted on the claim as the

rendering provider.

10.3 Coding

Standard use of medical coding conventions is required when billing Medicaid.

Provider Relations or the Division of Healthcare Financing cannot suggest specific

Important Information__________________________________________________________

Ch. 10 Index 156 Revision 4/1/17

codes to be used in billing services. The following suggestions may help reduce

coding errors and unnecessary claim denials:

 Use current CPT-4, HCPCS Level II, and ICD-9-CM/ICD-10 coding books.

NOTE: The DSM-V, while useful for diagnostic purposes, is not considered a

coding manual, and should be used only in conjunction with the above.

 Always read the complete description and guidelines in the coding books.

Relying on short descriptions can result in inappropriate billing.

 Attend coding classes offered by certified coding specialists.

 Use the correct unit of measurement. In general, Medicaid follows the

definitions in the CPT-4 and HCPCS Level II coding books. One (1) unit may

equal “one (1) visit” or “15 minutes.” Always check the long version of the

code description.

 Effective April 1, 2011, the National Correct Coding Initiative (NCCI)

methodologies were incorporated into Medicaid’s claim processing system in

order to comply with Federal legislation. The methodologies apply to both

CPT Level I and HCPCS Level II codes.

 Coding denials cannot be billed to the patient but can be reconsidered per

Wyoming Medicaid Rules, Chapter 16. Send a written letter of

reconsideration to Wyoming Medicaid, Medical Policy (2.1, Quick

Reference).

10.4 Importance of Fee Schedules and Provider’s Responsibility

Procedure codes listed in the following sections are subject to change at any time

without prior notice. The most accurate way to verify coverage for a specific service

is to review the Medicaid fee schedules on the website (2.1, Quick Reference). Fee

schedules list Medicaid covered codes, provide clarification of indicators such as

whether a code requires prior authorization and the number of days in which follow-

up procedures are included. Not all codes are covered by Medicaid or are allowed for

all taxonomy codes (provider types). It is the provider’s responsibility to verify this

information. Use the current fee schedule in conjunction with the more detailed

coding descriptions listed in the current CPT-4 and HCPCS Level II coding books.

Remember to use the fee schedule and coding books that pertain to the appropriate

dates of service.

10.5 Face-to-Face Visit Requirement

For practitioners ordering new Durable Medical Equipment (DME) or

Prosthetic/Orthotic Supplies (POS) for a client, the client must have a face-to-face

visit related to the condition for which the item(s) are being ordered within the

previous six (6) months with the ordering or prescribing practitioner. The supplying

Important Information__________________________________________________________

Ch. 10 Index 157 Revision 4/1/17

provider will need the date and the name of the practitioner with whom the face-to-

face visit occurred for their records in order to bill Wyoming Medicaid for the DME

or POS supplied.

Note: This requirement is waived for renewals of existing DME or POS orders.

Covered Services - Ambulance___________________________________________________

Ch. 11 Index 158 Revision 4/1/17

Chapter Eleven – Covered Services – Ambulance

11.1 Ambulance Services .......................................................................................... 159

11.2 Covered Services ............................................................................................... 159

11.2.1 Emergency Transportation ................................................................................ 159

11.2.2 Non-Emergency Transportation ........................................................................ 160

11.2.3 Definitions of Service Levels ............................................................................ 160

11.3 Disposable Supplies .......................................................................................... 161

11.4 Oxygen and Oxygen Supplies ........................................................................... 161

11.5 Mileage .............................................................................................................. 162

11.6 Non-covered Services ........................................................................................ 162

11.7 Multiple Client Transportation .......................................................................... 163

11.8 Usual and Customary Charge ............................................................................ 163

11.9 Billing Requirements ......................................................................................... 164

Covered Services - Ambulance___________________________________________________

Ch. 11 Index 159 Revision 4/1/17

11.1 Ambulance Services

Ambulance providers are independent ambulances or hospital-based ambulances.

Medicaid covers ambulance transports, with medical intervention, by ground or air to

the nearest appropriate facility.

An appropriate facility is considered an institution generally equipped to provide the

required treatment for the illness or injury involved.

Each ambulance service provided to a client (transport, life support, oxygen, etc.)

must be medically necessary to be covered by Medicaid.

Procedure Code Range: A0380-A0436

11.2 Covered Services

11.2.1 Emergency Transportation

Medicaid covers emergency transportation by either Basic Life Support or Advanced

Life Support ambulance under the following conditions:

 A medical emergency exists in that the use of any other method of

transportation could endanger the health of the patient; and

 The patient is transported to the nearest facility capable of meeting the

patient’s medical needs; and

 The destination is an acute care hospital where the patient is admitted as an

inpatient or outpatient.

For purposes of this section, a medical emergency is considered to exist under any of

the following circumstances:

 An emergency situation, due to an accident, injury, or acute illness; or

 Restraints are required to transport the patient (often when a psychiatric

diagnosis is made); or

 The patient is unconscious or in shock; or

 Immobilization is required due to a fracture of the possibility of a fracture; or

 The patient is experiencing symptoms of myocardial infarction or acute

stroke; or

 The patient is experiencing severe hemorrhaging.

Covered Services - Ambulance___________________________________________________

Ch. 11 Index 160 Revision 4/1/17

11.2.2 Non-Emergency Transportation

Non-emergency transportation is covered when any other mode of transportation

would endanger the health or life of a client and at least one (1) of the following

criteria is met:

 Continuous dependence on oxygen.

 Continuous confinement to bed.

 Cardiac disease resulting in the inability to perform any physical activity

without discomfort.

 Receiving intravenous treatment.

 Heavily sedated.

 Comatose.

 Post pneumo/encephalogram, myelogram, spinal tap, or cardiac

catheterization.

 Hip spicas and other casts that prevent flexion at the hip.

 Requirement for isolette in perinatal period.

 State of unconsciousness or semi-consciousness.

11.2.3 Definitions of Service Levels

Basic Life Support Services – A Basic Life Support (BLS) ambulance is one which

provides transportation in addition to the equipment, supplies, and staff required for

basic services such as the control of bleeding, splinting of fractures, treatment for

shock, and basic cardiopulmonary resuscitation (CPR).

Basic Life Support – Emergency – Basic Life Support emergency services must

meet one (1) of the criteria listed under Emergency Transportation and the definition

of Basic Life Support Services.

Basic Life Support Services – Non-Emergency – Basic Life Support non-

emergency services must meet one (1) of the criteria listed under Non-Emergency

Transportation and the definition of Basic Life Support Services.

Advanced Life Support Services – Advanced Life Support (ALS), means treatment

rendered by highly skilled personnel, including procedures such as cardiac

monitoring and defibrillation, advanced airway management, intravenous therapy

and/or the administration of certain medications.

Advanced Life Support Level 1 – Emergency (ALS1-emergency) – This level of

service is transportation by ground ambulance with provision for medically necessary

supplies, oxygen, and at least one (1) ALS intervention. The ambulance and its crew

must meet certification standards for ALS care. An ALS intervention refers to the

provision of care outside the scope of an EMT-basic and must be medically necessary

(e.g. medically necessary EKG monitoring, drug administration, etc.) An ALS

assessment does not necessarily result in a determination that the client requires an

ALS level of service.

Covered Services - Ambulance___________________________________________________

Ch. 11 Index 161 Revision 4/1/17

Advanced Life Support Level 1 – Non-Emergent (ALS1 non-emergent) – This

level of service is the same as ALS1-emergency but in non-emergent circumstances.

Advanced Life Support Level 2 (ALS2) – Covered for the provision of medically

necessary supplies and services including:

1. At least three (3) separate administrations of one (1) or more medications by

intravenous push/bolus or by continuous infusion (excluding crystalloid

fluids); or

2. Ground ambulance transport, medically necessary supplies and services, and

the provision of at least one (1) of the ALS2 procedures listed below:

 Manual defibrillation/cardio version.

 Endotracheal intubation.

 Central venous line.

 Cardiac pacing.

 Chest decompression.

 Surgical airway.

 Intraosseous line.

Air Ambulance Services – Medicaid covers both conventional air and helicopter

ambulance services. These services are only covered under the following conditions:

 The client has a life threatening condition which does not permit the use of

another form of transportation; or

 The client’s location is inaccessible by ground transportation; or

 Air transport is more cost effective than any other alternative.

Medicaid covers air ambulance transfers of a client who is discharged from one (1)

inpatient facility and transferred and admitted to another inpatient facility when

distance or urgency precludes the use of ground ambulance.

11.3 Disposable Supplies

Medicaid covers disposable and non-reusable supplies such as gauze and dressings,

defibrillation supplies, and IV drug therapy disposable supplies. When medically

necessary, each service is allowed to be billed up to five (5) units.

11.4 Oxygen and Oxygen Supplies

Medicaid covers oxygen and related disposable supplies only when the client’s

condition at the time of transport requires oxygen. Medicaid does not cover oxygen

when it is provided only on the basis of protocol.

Covered Services - Ambulance___________________________________________________

Ch. 11 Index 162 Revision 4/1/17

11.5 Mileage

Although mileage may be billed in addition to the base rate for ground transport, it is

only paid for loaded miles (client on board) from pickup to destination.

Loaded mileage is covered in addition to the base rate for all air transports.

Mileage must be medically necessary, which means that mileage should equal the

shortest route to the nearest appropriate facility. Exceptions may occur such as road

construction or weather.

When billing for mileage, one (1) unit is equal to one (1) statute (map) mile for both

air and ground transport. Mileage must be rounded to the nearest mile.

11.6 Non-covered Services

Medicaid does not reimburse for the following ambulance services:

 Transportation to receive services that are not covered services.

 No-load trips and unloaded mileage (when no patient is aboard the

ambulance), including transportation of life-support equipment in response to

an emergency call.

 Transportation of a client who is pronounced dead before an ambulance is

called.

 When a client is pronounced dead after an ambulance is called but before

transport.

 Transportation of a family member or friend to visit a client or consult with

the client’s physician or other provider of medical services.

 Transportation to pick up pharmaceuticals.

 A client’s return home when ambulance transportation is not medically

necessary or a client’s return back to a nursing facility.

 Transportation of a resident of a nursing facility to receive services that are

available at the nursing facility.

 Transportation to a mental health facility if no other appropriate ambulance

criteria is met.

 Air ambulance services to transport a client from a hospital capable of treating

the client to another hospital because the client or family prefers a specific

hospital or practitioner.

 Transportation of a client in response to detention ordered by a court or law

enforcement agency.

 Transportation based on a physician’s standing orders.

 Stand-by time.

 Special attendants.

 Specialty Care Transport (SCT).

 Paramedic Intercept (PI).

Covered Services - Ambulance___________________________________________________

Ch. 11 Index 163 Revision 4/1/17

 When a client can be transported by a mode other than ambulance without

endangering the client’s health, regardless of whether other transportation is

available.

 If a client is an inpatient at a hospital, Medicaid does not pay separately for

round trip ambulance transport for an outpatient service (e.g., e-ray or other

procedure) at a different hospital. This type of transport is included in the

Medicaid payment to the hospital for the inpatient stay.

 Transportation of a client having suicidal ideations, if no other appropriate

ambulance criteria is met.

 Transports related to Emergency/Involuntary Detainment/Title 25.

11.7 Multiple Client Transportation

When more than one (1) client is transported during the same trip, Medicaid will

cover one (1) base rate and one (1) mileage charge per transport, not per client.

Medicaid will reimburse for each client’s supplies and oxygen.

11.8 Usual and Customary Charge

Providers should bill Medicaid their usual and customary charge for each service; that

is, the same charge that would be billed to other payers for that service.

Covered Services - Ambulance___________________________________________________

Ch. 11 Index 164 Revision 4/1/17

11.9 Billing Requirements

The following are the procedure codes accepted for ambulance services:

Procedure

Code

Description

GROUND/Basic Life Support (BLS)

A0380

BLS mileage (per mile)

A0382

BLS routine disposable supplies

A0422

Ambulance (ALS or BLS) oxygen and oxygen supplies, life sustaining

situation

A0425

Ground mileage, per statute mile

A0428

Ambulance service, basic life support, non-emergency transport, (BLS)

A0429

Ambulance service, basic life support, emergency transport (BLS,

emergency)

GROUND/Advanced Life Support (ALS)

A0390

ALS mileage (per mile)

A0398

ALS routine disposable supplies

A0422

Ambulance (ALS or BLS) oxygen and oxygen supplies, life sustaining

situation

A0425

Ground mileage, per statute mile

A0426

Ambulance service, advanced life support, non-emergency transport, level 1

(ALS1)

Procedure Code

Description

A0427

Ambulance service, advanced life support, emergency transport, level 1

(ALS1-emergency)

A0433

Advanced life support, level 2 (ALS 2)

Air Ambulance

A0430

Ambulance service, conventional air services, transport, one (1) way (fixed

wing)

A0431

Ambulance services, conventional air services, transport, one (1) way (rotary

wing)

A0435

Fixed wing air mileage, per statute mile

A0436

Rotary wing air mileage, per statute mile

Wyoming Medicaid does not require a separate trip report provided the request for

service has been entered appropriately into the Wyoming Ambulance Trip Reporting

System (WATRS https://health.wyo.gov/publichealth/ems/watrs/), and marked

appropriately for Wyoming Medicaid to review.

In order for Wyoming Medicaid to be able to view the report, EMS providers or

billing agents must select either the "Primary Method of Payment" or "Insurance

Company Name" as Wyoming Medicaid. Both of these data elements are in the

Billing section of WATRS. Failure to select the proper data element will prohibit

Covered Services - Ambulance___________________________________________________

Ch. 11 Index 165 Revision 4/1/17

Wyoming Medicaid staff from being able to review your entered information, and

your claim will be denied for not having a Trip Report.

Effective June 1, 2017 Wyoming Medicaid will no longer accept paper trip reports for

any billed claim, and will only review the data entered into WATRS. Please see the

Rules and Regulations for Wyoming Emergency Medical Services W.S. 33-36-101

through -115 Chapter 4, Section 4 for reporting requirements.

The WATRS reporting requirements apply if:

 The call originates in Wyoming and ends in Wyoming. (e.g. Wyoming -

Wyoming)

 If the ambulance itself starts in Wyoming, goes somewhere out of state and

comes back to Wyoming. (e.g. Wyoming - Denver - Wyoming.)

 If the ambulance itself starts in Wyoming, goes somewhere out of state and

ends out of state. (e.g. Wyoming - Denver - Salt Lake.)

Transports that do not touch ground in Wyoming at any point will still be permitted to

submit paper trip reports.

If submitting a paper trip report, the claim should be submitted through the usual

electronic billing method, and the claim should indicate that an attachment will be

coming and by what method, electronic or mail (6.15, Submitting Attachments for

Electronic Claims).

The paper trip report must include the following:

 Documentation in the narrative to support the level of service billed

(ALS/BLS, Emergent/Non-Emergent, and if air transport rotary/fixed wing).

 Documentation in the narrative to support the medical necessity of the

transport.

 Documentation in the narrative of the use and medical necessity of any

supplies.

 Documentation in the narrative of the use and medical necessity of any

oxygen.

 Documentation of the patient loaded miles (must match the number of units

billed on the claim).

Covered Services – Audiology____________________________________________________

Ch. 12 Index 166 Revision 4/1/17

Chapter Twelve – Covered Services – Audiology

12.1 Audiology Services ........................................................................................... 167

12.2 Requirements ..................................................................................................... 167

12.3 Reporting Standards .......................................................................................... 167

12.4 Billing Procedures ............................................................................................. 168

12.5 Reimbursement .................................................................................................. 169

12.6 Hearing Aid Repair ........................................................................................... 169

12.7 Hearing Aid Insurance ....................................................................................... 169

Covered Services – Audiology____________________________________________________

Ch. 12 Index 167 Revision 4/1/17

12.1 Audiology Services

Audiology Services – A hearing aid evaluation (HAE) and basic audio assessment

(BAA) provided by a licensed audiologist, upon a licensed practitioner referral, to

individuals with hearing disorders.

Hearing Aid – An instrument or device designed for or represented as aiding or

improving defective human hearing and includes the parts, attachments or accessories

of the instrument or device.

Hearing Aid Dispenser – A person holding an active license to engage in selling,

dispensing, or fitting hearing aids.

Procedure Code Range: V5000-V5275 and 92550-92700

12.2 Requirements

Clients must be referred by a licensed practitioner. The practitioner must indicate on

the referral there is no medical reason for which a hearing aid would not be

appropriate in correcting the client’s hearing loss.

Written orders from the licensed practitioner, diagnostic reports and evaluation

reports must be current and available upon request.

Basic Audio Assessment (BAA) under earphones in a sound attenuated room must

include, at a minimum, speech discrimination tests, speech reception thresholds, pure

tone air thresholds, and either pure tone bone thresholds or tympanometry, with

acoustic reflexes.

Hearing Aid Evaluation (HAE) includes those procedures necessary to determine the

acoustical specifications most appropriate for the individual’s hearing loss.

12.3 Reporting Standards

The audiologist’s report for Medicaid clients must contain the following information:

 The client’s name, date of birth, and Medicaid ID number;

 Results of the audiometric tests at 500, 1,000, 2,000, and 3,000 hertz for the

right and left ears, and the word recognition or speech discrimination scores

obtained at levels which insure pb max;

 The report shall include the audiologist’s name, address, license number, and

signature of the audiologist completing the audiological evaluation, including

the date performed; and

 A written summary from the licensed audiologist regarding the results of the

evaluation indicating whether a hearing instrument is required, the type of

hearing instrument (e.g., in-the-ear, behind-the-ear, body amplifier, etc.), and

whether monaural or binaural aids are requested.

Covered Services – Audiology____________________________________________________

Ch. 12 Index 168 Revision 4/1/17

A copy must be sent to the referring practitioner for the client’s permanent record.

If binaural aids are requested, all of the following criteria must be met:

 Two-frequency average at 1 KHZ and 2 KHZ must be greater than 40 decibels

in both ears;

 Two-frequency average at 1 KHZ and 2 KHZ must be less than 90 decibels in

both ears;

 Two-frequency average at 1 KHZ and 2 KHZ must have an interaural

difference of less than 15 decibels;

 Interaural word recognition or speech discrimination score must have a

difference of not greater than 20%;

 Demonstrated successful use of a monaural hearing aid for at least six (6)

months; and

 Documented need to understand speech with a high level of comprehension

based on an educational or vocational need.

A hearing aid purchased by Medicaid will be replaced no more than once in a five (5)

year period unless:

 The original hearing aid has been irreparably broken or lost after the one (1)-

year warranty period;

 The provider’s records document the loss or broken condition of the original

hearing aid; and

 The hearing loss criteria specified in this rule continues to be met; or

 The original hearing aid no longer meets the needs of the client and a new

hearing aid is determined to be medically necessary by a licensed audiologist.

The audiologist should provide a copy of the report to the Medicaid client to take to

the hearing aid dispenser (if the audiologist is not the provider for the hearing aid).

The audiologist retains the original report in the client’s medical file.

12.4 Billing Procedures

Providers must bill for services using the procedure codes set forth and according to

the definitions contained in the HCPCS Level II and CPT coding book. Providers are

responsible for billing services provided within the scope of their practice and

licensure. It is essential for providers to have the most current HCPCS and CPT

editions for proper billing.

The date of service is the date the hearing aid is delivered or the date that the repairs

are completed. A copy of the invoice must be attached to the claim. No other

attachments are required (6.15, Submitting Attachments for Electronic Claims).

Covered Services – Audiology____________________________________________________

Ch. 12 Index 169 Revision 4/1/17

The provider bills Medicaid for hearing aids using two (2) separate procedure codes;

one (1) for the hearing aid and one (1) for the dispensing fee. The hearing aid must be

billed under the appropriate procedure code(s).

12.5 Reimbursement

Medicaid payment for audiology services will be based on the Medicaid fee schedule.

Medicaid reimburses for hearing aids either by fee schedule or invoice plus shipping

plus 15%. The dispensing fee is payable on the day the hearing aid was delivered.

NOTE: These fees are subject to change. The most accurate way to verify

coverage for a specific service is to review the Medicaid fee schedule on

the website (2.1, Quick Reference).

12.6 Hearing Aid Repair

The following guidelines apply to the repair of hearing aids:

 Repairs covered under warranty are not billable to Medicaid.

 V5014 is used to bill for repairs that are not covered under warranty.

 Re-dispensing fees may be applicable. When re-dispensing the hearing aid

after the repair, use the RP modifier with the appropriate dispensing code.

 Claims must have an invoice attached.

 Claims are reimbursed at invoice plus shipping only

12.7 Hearing Aid Insurance

Hearing aid insurance is covered for services not covered under warranty or when the

warranty expires. Use the following codes:

 X5612 Standard hearing aid insurance, per aid, annual fee.

 X5613 Advanced hearing aid insurance, per aid, annual fee.

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 170 Revision 4/1/17

Chapter Thirteen – Covered Services – Behavioral Health

13.1 Behavioral Health Services ............................................................................... 172

13.2 Requirements for Community Mental Health Centers (CMHC) and Substance

Abuse Centers .................................................................................................... 172

13.2.1 Provider’s Role .................................................................................................. 173

13.2.2 Responsibilities of Mental Health/Substance Abuse Providers ........................ 173

13.2.3 Qualification for Participating Provider and Staff ............................................ 174

13.3 Covered Services for Community Mental Health and Substance Abuse

Treatment Centers ............................................................................................. 175

13.3.1 Rehabilitative Option Services .......................................................................... 175

13.3.2 Targeted Case Management .............................................................................. 177

13.3.3 EPSDT Mental Health Services or Ongoing Case Management ...................... 177

13.3.4 Limitations to Mental Health/Substance Abuse Services ................................. 178

13.3.5 Quality Assurance ............................................................................................. 178

13.4 Community Mental Health & Substance Abuse Treatment Centers Billing

Procedures ......................................................................................................... 179

13.4.1 Psychiatric Services ........................................................................................... 179

13.5 Eligible Providers .............................................................................................. 189

13.5.1 Psychiatric Services ........................................................................................... 191

13.5.1.1 Psychologists ................................................................................................. 192

13.5.1.2 Licensed Mental Health Professionals .......................................................... 192

13.5.1.3 Provisional Licensed Mental Health Professionals ....................................... 192

13.5.1.4 Supervision .................................................................................................... 193

13.5.2 Behavioral Health Providers Eligible for Medicare Enrollment ....................... 193

13.5.3 Covered Services ............................................................................................... 193

13.5.4 Non-Covered Services ....................................................................................... 194

13.5.5 Provisions of Mental Health and Substance Abuse Treatment Services to

Residents of Nursing Facilities .......................................................................... 195

13.5.6 Billing Codes ..................................................................................................... 195

13.6 Applied Behavioral Analysis Treatment ........................................................... 197

13.6.1 Covered Services ............................................................................................... 197

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 171 Revision 4/1/17

13.6.2 Applied Behavior Analysis Providers ............................................................... 199

13.7 Limitations for Behavioral Health Services ...................................................... 200

13.8 Cap Limits ......................................................................................................... 200

13.9 Documentation Requirements for All Behavioral Health Providers ................. 200

13.9.1 Provider Agreement .......................................................................................... 201

13.9.2 Documentation of Services ............................................................................... 201

13.9.3 Client Records ................................................................................................... 202

13.9.3.1 Requirements ................................................................................................. 202

13.9.3.2 Clinical Records Content Requirement ......................................................... 204

13.9.4 Treatment Plans ................................................................................................. 205

13.9.5 Billing Requirements ......................................................................................... 205

13.9.6 Time and Frequency .......................................................................................... 206

13.9.7 Pre-Admission Screening and Resident Review (PASRR) Assessments ......... 206

13.9.7.1 Billing Requirements ..................................................................................... 206

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 172 Revision 4/1/17

13.1 Behavioral Health Services

Outpatient Behavioral Health Services are a group of services designed to provide

medically necessary mental health or substance abuse treatment services to Medicaid

clients in order to restore these individuals to their highest possible functioning level.

Services may be provided by any willing, qualified provider. Services are provided on

an outpatient basis and not during an inpatient hospital stay.

Wyoming Medicaid covers medically necessary therapy services, including mental

health and substance abuse (behavioral health) treatment services via the federal

authority guidelines granted by the Centers for Medicare and Medicaid Services

(CMS) and specified in the Code of Federal Regulation's (CFR) rehabilitative

services option section. All Medicaid clients who meet the service eligibility

requirements and have a need for particular rehabilitative option services are entitled

to receive them.

 "Medical necessity" or "Medically necessary" means a determination that a

health service is required to diagnose, treat, cure or prevent an illness, injury

or disease which has been diagnosed or is reasonably suspected to relieve pain

or to improve and preserve health and be essential to life. The service must be:

o Consistent with the diagnosis and treatment of the client's condition;

o In accordance with the standards of good medical practice among the

provider's peer group;

o Required to meet the medical needs of the client and undertaken for

reasons other than the convenience of the client and the provider; and,

o Performed in the most cost effective and appropriate setting required

by the client's condition.

 Restorative (Rehabilitative) Services – Services that help patients keep, get

back, or improve skills and functioning for daily living that have been lost or

impaired because the client was sick, hurt or suddenly disabled.

 Maintenance (Habilitative) Services – Services that help patients keep, learn,

or improve skills and functioning for daily living. Examples would include

therapy for a child who isn’t walking or talking at the expected age.

13.2 Requirements for Community Mental Health Centers

(CMHC) and Substance Abuse Centers

Community Mental Health Centers (CMHC) and Substance Abuse Treatment Centers

(SATC) shall meet the following criteria to be enrolled as a Medicaid provider. Prior

to enrollment as a Medicaid provider, a mental health center shall have received

certification from the Behavioral Health Division as evidence of compliance. The

center shall also have resolved any compliance deficiencies within time lines

specified by the certifying Division.

To become a provider of Medicaid mental health services, an agency shall apply for

certification as a mental health and/or substance use Medicaid provider by submitting

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 173 Revision 4/1/17

the Medicaid provider certification application form and its required attachments to

the Behavioral Health Division. To become a provider of Medicaid mental health

services, an agency shall be under contract with the Behavioral Health Division; and

be certified by the Behavioral Health Division for the services for which the agency

provides under the contract.

13.2.1 Provider’s Role

 Each Medicaid provider shall be certified under state law to perform the

specific services.

 Certify that each covered service provided is medically necessary,

rehabilitative and is in accordance with accepted norms of mental health and

substance use practice.

 Providers are required to maintain records of the nature and scope of the care

furnished to Wyoming Medicaid clients.

13.2.2 Responsibilities of Mental Health/Substance Abuse Providers

 Each client shall be referred by a licensed practitioner who attests to medical

necessity as indicated by the practitioner’s signature, date on the clinical

assessment and on the initial and subsequent treatment plans which prescribe

rehabilitative, targeted case management or ESPDT mental health services.

 Licensed practitioners who are eligible to refer and to sign for medical

necessity are persons who have current license from the State of Wyoming to

practice as a:

o Licensed Professional Counselor

o Licensed Addictions Therapist

o Licensed Psychologist

o Licensed Clinical Social Worker

o Licensed Marriage and Family Therapist

o Licensed Physician

o Licensed Psychiatric Nurse (Masters)

o Licensed Advanced Practitioner of Nursing (Specialty area of

psychiatric/mental health nursing)

 For a licensed practitioner to be authorized to refer and to sign for medical

necessity, the agreement between the licensed practitioner and the provider by

which the practitioner’s responsibilities under the Medicaid Mental Health

Rehabilitative Option, Targeted Case Management Option and EPSDT mental

health services are specified.

 Any licensed practitioner under contract with, or employed by, a provider

shall be required to submit Medicaid claims through the provider and to

indicate the provider as payee. All individuals providing services must have

their own provider number.

 Prior to the provider’s billing Medicaid for Mental Health Rehabilitative

Option, Targeted Case Management Option and EPSDT mental health

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 174 Revision 4/1/17

services a licensed practitioner shall sign, date and add their credentials to the

client’s clinical assessment, written treatment plan and clinical notes.

 Licensed practitioners who sign for services that are not medically necessary

and rehabilitative in nature are subject to formal sanctions through Wyoming

Medicaid and/or referral to the relevant licensing board.

13.2.3 Qualification for Participating Provider and Staff

TO BE ELIGIBLE TO PROVIDE MEDICAID MENTAL HEALTH

CLINICAL SERVICES STAFF SHALL:

 Be employed or under contract with the Behavioral Health Division as a

certified mental health center and enrolled Medicaid provider, and

 Be licensed, provisionally licensed, or certified by the State of Wyoming, or

 Be a registered nurse (R.N.), licensed in the State of Wyoming, who has at

least two years of supervised experience and training to provide mental health

services after the awarding of the R.N.

 Be a clinical professional, clinical staff, or qualified as a case manager per the

requirements of the service provided as pursuant to Wyoming Medicaid

Rules, Chapter 13- Mental Health Services.

TO BE ELIGIBLE TO PROVIDE MEDICAID SUBSTANCE USE

TREATMENT SERVICES, STAFF SHALL:

 Be employed or under contract with the Behavioral Health Division as a

certified substance use treatment center and enrolled Medicaid provider, and

 Be a licensed, provisionally licensed or certified by the State of Wyoming, or

 Be a registered nurse (R.N.), licensed in the State of Wyoming, who has at

least two years of supervised experience and training to provide mental health

services after the awarding of the R.N.

 Be a clinical professional, clinical staff, or qualified as a case manager per the

requirements of the service provided as pursuant to Wyoming Medicaid

Rules, Chapter 13- Mental Health Services.

TO BE ELIGIBLE TO PROVIDE MEDICAID INDIVIDUAL

REHABILITATIVE SERVICES, STAFF SHALL:

 Be employed or under contract with the Behavioral Health Division certified

Medicaid provider.

 Be eighteen years of age or older.

 Complete a basic training program, including non-violent behavioral

management, and

 Be supervised and meet the qualifications of a certified mental health worker

as pursuant to Wyoming Mental Health Professions Board, Chapter 1-

General Provisions.

 Under the direct supervision of the primary therapist for that client.

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 175 Revision 4/1/17

TO BE ELIGIBLE TO PROVIDE PEER SPECIALIST SERVICES, STAFF

SHALL:

 Be employed or under contract with the Behavioral Health Division certified

Medicaid provider. Self-identify as a person in recovery from mental illness

and/or substance use disorder.

 Be eighteen years of age or older.

 Be credentialed by the Behavioral Health Division as a peer specialist, and

 Be supervised for the position by a person licensed by the Wyoming Mental

Health Professions Licensing Board or by a person with at least five (5)

contiguous years of experience as a Credentialed Peer Specialist. Supervisors

of Peer Specialists must complete at least 16 hours of direct contact training

on the supervision of Peer Specialists.

 Be under the direct supervision of the primary therapist for that client.

TO BE ELIGIBLE TO PROVIDE CASE MANAGEMENT SERVICES, STAFF

SHALL:

 Be employed or under contract with the Behavioral Health Division certified

mental health or substance use treatment center and enrolled as a Medicaid

provider, and

 Be a mental health or substance use treatment professional, a mental health or

substance use treatment counselor, a mental health or substance use treatment

assistant as pursuant to Wyoming Medicaid Rules, Chapter 13- Mental Health

Services, or

 Be a registered nurse (R.N.), licensed in the State of Wyoming, who has at

least two years of clinical experience after the awarding of the R.N.

 Knowledgeable of the community and have the ability to work with other

agencies

All documentation, including required signatures, must be completed at the time

the service is completed.

13.3 Covered Services for Community Mental Health and

Substance Abuse Treatment Centers

The following rehabilitative services are allowable for outpatient community mental

health and substance abuse treatment services:

13.3.1 Rehabilitative Option Services

 Adult Psychosocial Rehabilitation: Skills addressed may include:

o Emotional skills, such as coping with stress, managing anxiety, dealing

constructively with anger and other strong emotions, coping with

depression, managing symptoms, dealing with frustration and

disappointment and similar skills.

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 176 Revision 4/1/17

o Behavioral skills, such as managing overt expression of symptoms like

delusions and hallucinations, appropriate social and interpersonal

interactions, proper use of medications, extinguishing

aggressive/assaultive behavior.

o Daily living and self-care, such as personal care and hygiene, money

management, home care, daily structure, use of free time, shopping,

food selection and preparation and similar skills.

o Cognitive skills, such as problem solving, concentration and attention,

planning and setting, understanding illness and symptoms, decision

making, reframing, and similar skills.

o Community integration skills, which focus on the maintenance or

development of socially valued, age appropriate activities.

o And similar treatment to implement each enrolled client’s treatment

plan.

o Excludes the following services, academic education, recreational

activities, meals and snacks and vocational services and training.

 Agency/Based Individual/Family Therapy

 Peer Specialist Services

 Children’s Psychosocial Rehabilitation: This service is designed to address the

emotional and behavioral symptoms of youth diagnosed with childhood

disorder, including ADHD, Oppositional Defiant Disorder, Depression,

Disruptive Behavior Disorder and other related children’s disorder. Within

this service there are group and individual modalities and a primary focus on

behaviors that enhance a youth’s functioning in the home, school, and

community. Youth will acquire skills such as conflict resolution, anger

management, positive peer interaction and positive self-esteem. Treatment

interventions include group therapy, activity based therapy, psycho-

educational instruction, behavior modification, skill development, and similar

treatment to implement each enrolled client’s treatment plan. The day

treatment program may include a parent group designed to teach parents the

intervention strategies used in the program.

 Clinical Assessment

 Community-Based Individual/Family Therapy

 Comprehensive Medication Services

 Group Therapy

 Individual Rehabilitative Services

 Intensive Individual Rehabilitative Services

 Substance Use Intensive Outpatient Treatment Services: Direct contact with

two or more enrolled clients (and collaterals as necessary) for the purpose of

providing a preplanned and structured program of group treatment which may

include education about role functioning, illness and medications; group

therapy and problem solving, and similar treatment to implement each

enrolled client’s treatment plan.

 Psychiatrist Services: These mental health and substance abuse treatment

services are covered by Medicaid when it is determined to be medically

necessary and rehabilitative in nature.

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 177 Revision 4/1/17

13.3.2 Targeted Case Management

Targeted Case Management for adults with serious mental illness age twenty-one (21)

and over is an individual, non-clinical service which will be used to assist individuals

under the plan in gaining access to needed medical, social, educational, and other

services.

The purpose of targeted case management is to foster a client’s rehabilitation from a

diagnosed mental disorder or substance use disorder by organizing needed services

and supports into an integrated system of care until the client is able to assume this

responsibility.

Targeted case management activities include the following:

 Linkage: Working with clients and/or service providers to secure access to

needed services. Activities include communication with agencies to arrange

for appointments or services following the initial referral process, and

preparing clients for these appointments. Contact with hospitalized clients,

hospital/institution staff, and/or collaterals in order to facilitate the client’s

reintegration in to the community.

 Monitoring/Follow-Up: Contacting the client or others to ensure that a client

is following a prescribed service plan and monitoring the progress and impact

of that plan.

 Referral: Arranging initial appointments for clients with service providers or

informing clients of services available, addresses and telephone numbers of

agencies providing services.

 Advocacy: Advocacy on behalf of a specific client for the purpose of

accessing needed services. Activities may include making and receiving

telephone calls, and the completion of forms, applications and reports which

assist the client in accessing needed services.

 Crisis Intervention: Crisis intervention and stabilization are provided in

situation requiring immediate attention/resolution for a specific client. The

case manager may provide the initial intervention in a crisis situation and

would assist the client in gaining access to other needed crisis services.

The client’s primary therapist (employed or contracted by the community mental

health or substance use treatment center) will perform an assessment and determine

the case management services required.

13.3.3 EPSDT Mental Health Services or Ongoing Case Management

Ongoing Case Management: Ongoing Case Management for persons under age

twenty one (21) is an individual, non-clinical service which will be used to assist

individuals under the plan in gaining access to needed medical, social, educational,

and other services.

The purpose of Ongoing case management is to foster a client’s rehabilitation from a

diagnosed mental disorder or substance use disorder by organizing needed services

and supports into an integrated system of care until the client or family is able to

assume this responsibility.

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 178 Revision 4/1/17

Ongoing case management activities include the following:

 Linkage: Working with clients and/or service providers to secure access to

needed services. Activities include communication with agencies to arrange

for appointments or services following the initial referral process, and

preparing clients for these appointments. Contact with hospitalized clients,

hospital/institution staff, and/or collaterals in order to facilitate the client’s

reintegration into the community.

 Monitoring/Follow-up: Contacting the client or others to ensure that a client is

following a prescribed service plan and monitoring the progress and impact of

that plan.

 Referral: Arranging appointments for clients with service providers or

informing clients of services available, addresses and telephone numbers of

agencies’ providing services.

 Advocacy: Advocacy on behalf of a specific client for the purpose of

accessing needed services. Activities may include making and receiving

telephone calls, and the completion of forms, applications and reports which

assist the client in accessing needed services.

 Crisis Intervention: Crisis Intervention and stabilization are provided in

situations requiring immediate attention/resolution for a specific client. The

case manager may provide the initial intervention in a crisis situation and

would assist the client in gaining access to other needed crisis services.

The client’s primary therapist will perform an assessment and authorize the case

management services required.

13.3.4 Limitations to Mental Health/Substance Abuse Services

 Medicaid Mental Health Rehabilitative Targeted Case Management Option

and EPSDT mental health services are limited to those eligible persons who

have a primary diagnosis of a mental/substance use disorder in the most

current edition of the Diagnostic and Statistical Manual Disorders (DSM) or

ICD equivalent.

 Specifically excluded from eligibility for Rehabilitative Option, Targeted

Case Management Option and EPSDT mental health services are the

following diagnosis resulting from clinical assessment:

o Sole DSM diagnosis of mental retardation

o Sole DSM diagnosis of any Z code and services provided for a Z code

diagnosis (exception for young children)

o Sole DSM diagnosis of other unknown and unspecified cause of

morbidity and mortality

o Sole DSM diagnosis of specific learning disorders

 Habilitative services are not covered for clients twenty-one (21) years of age

or older.

13.3.5 Quality Assurance

The quality assurance program of a provider shall, at minimum, meet these criteria:

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 179 Revision 4/1/17

 Utilization and quality review criteria

 Agency standards for completeness review and criteria for clinical records

 Definition of critical incidents which require professional review and review

procedures

13.4 Community Mental Health & Substance Abuse Treatment

Centers Billing Procedures

The following matrix indicates the HCPCS Level II code, the Medicaid defined unit

(for codes without a specific time span in the HCPCS Level II coding book) and

acceptable modifiers (when applicable).

13.4.1 Psychiatric Services

Community Mental Health Centers will be reimbursed for psychiatric services at the

same fee currently established for psychiatrists in private practices. Community

Mental Health Centers must use current CPT codes when billing for these services.

Refer to Psychiatric and Mental Health Services (13.6, Eligible Providers).

Community Mental Health & Substance Abuse Centers

HCPCS Level

II Code

Modifier(s)

1 Unit

Equals

Description

Taxonomies Allowed

G9012

Per 15 minutes

Ongoing Case

Management(<21)

101YA0400X, 101YP2500X,

101Y00000X, 103G00000X,

103TC0700X, 106H00000X,

163W00000X, 171M00000X,

2084P0800X, 364SP0808X,

1041C0700X, Taxonomies

beginning with 20 (Physicians)

T1017

Per 15 minutes

Adult Case Management –

Targeted Case

Management (>21)

101Y00000X, 101YP2500X,

101YA0400X, 103TC0700X,

103G00000X, 1041C0700X,

106H00000X, 163W00000X,

171M00000X, 2084P0800X,

251B00000X, 364SP0808X,

Taxonomies beginning with

20 (Physicians),

261QM0801X, 261QR0405X

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 180 Revision 4/1/17

Community Mental Health & Substance Abuse Centers

HCPCS Level

II Code

Modifier(s)

1 Unit

Equals

Description

Taxonomies Allowed

H0031

Per 15 minutes

Clinical Assessment –

Mental Health Assessment

by non-physician

101Y00000X, 101YP2500X,

101YA0400X, 103G00000X,

103TC0700X, 1041C0700X,

106H00000X, 163W00000X,

2084P0800X, 364SP0808X,

Taxonomies beginning with

20 (Physicians),

261QM0801X, 261QR0405X

H0034

Per 15 minutes

Comprehensive Medication

Service – Medication

Training and Support

101YP2500X, 163W00000X,

164W00000X, 364SP0808X,

261QM0801X

H2014

Per 15 minutes

Individual Rehabilitative

Service – Skills Training

and Development

101Y00000X, 101YP2500X,

101YA0400X, 103G00000X,

103TC0700X, 1041C0700X,

106H00000X, 163W00000X,

164W00000X, 171M00000X,

172V00000X, 261QM0801X

H2014

Per 15 minutes

Certified Peer Specialists

172V00000X, 261QM0801X

H2014

HH + HQ

Per 15 minutes

Certified Peer Specialists

172V00000X, 261QM0801X

H2015

Per 15 minutes

Certified Peer Specialists

172V00000X, 261QR0405X

H2015

HH, HQ

Per 15 minutes

Certified Peer Specialist –

Group

172V00000X, 261QR0405X

H2017

Per 15 minutes

Psychosocial Rehabilitation

Services

101Y00000X, 101YP2500X,

101YA0400X, 103G00000X,

103TC0700X, 1041C0700X,

106H00000X, 163W00000X,

171M00000X, 2084P0800X,

364SP0808X, 261QM0801X

H2017

Per 15 minutes

Children’s Psychosocial

Rehabilitation Services

101Y00000X, 101YP2500X,

101YA0400X, 103G00000X,

103TC0700X, 1041C0700X,

106H00000X, 163W00000X,

171M00000X, 2084P0800X,

364SP0808X, 261QM0801X

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 181 Revision 4/1/17

Community Mental Health & Substance Abuse Centers

HCPCS Level

II Code

Modifier(s)

1 Unit

Equals

Description

Taxonomies Allowed

H2019

Per 15 minutes

Agency Based

Individual/Family Therapy

101Y00000X, 101YP2500X,

101YA0400X, 103G00000X,

103TC0700X, 1041C0700X,

106H00000X, 163W00000X,

2084P0800X, Taxonomies

beginning with 20

(Physicians), 261QM0801X

H2019

Per 15 minutes

Group Therapy – Group

Counseling by Clinician

101Y00000X, 101YP2500X,

101YA0400X, 103G00000X,

103TC0700X, 1041C0700X,

106H00000X, 163W00000X,

2084P0800X, Taxonomies

beginning with 20

(Physicians), 261QM0801X

H2021

Per 15 minutes

Community-Based

Individual/Family Therapy

101Y00000X, 101YP2500X,

101YA0400X, 103G00000X,

103TC0700X, 1041C0700X,

106H00000X, 163W00000X,

2084P0800X, Taxonomies

beginning with 20

(Physicians), 261QM0801X

H2010

Per 15 minutes

Comprehensive Medication

Therapy

101YP2500X, 163W00000X,

164W00000X, 171M00000X,

172V00000X, 261QR0405X

H0047

Per 15 minutes

Alcohol/Drug Services –

NOS, Community Based

Individual/Family Therapy

101Y00000X, 101YA0400X,

101YP2500X, 103G00000X,

103TC0700X, 1041C0700X,

106H00000X, 163W00000X,

2084P0800X, 261QR0405X

T1012

Per 15 minutes

Alcohol/Drug Services –

Skill Development

(Psychosocial Rehab

Service)

101Y00000X, 101YA0400X,

101YP2500X, 1041C0700X,

106H00000X, 163W0000X,

171M00000X, 261QR0405X

H0005

Per 15 minutes

Alcohol/Drug Services –

Group Counseling by

Clinician

101Y00000X, 101YA0400X,

101YP2500X, 103G00000X,

103TC0700X, 1041C0700X,

106H00000X, 163W00000X,

261QR0405X

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 182 Revision 4/1/17

Community Mental Health & Substance Abuse Centers

HCPCS Level

II Code

Modifier(s)

1 Unit

Equals

Description

Taxonomies Allowed

H2015

Per 15 minutes

Comprehensive

Community Support

Services – Individual Rehab

Services

101Y00000X, 101YA0400X,

101YP2500X, 103G00000X,

103TC0700X, 1041C0700X,

106H00000X, 163W00000X,

164W00000X, 171M00000X,

172V00000X, 261QR0405X

H0006

Per 15 minutes

Alcohol/Drug Services –

Case Management

101Y00000X, 101YA0400X,

101YP2500X, 103TC0700X,

103G00000X, 1041C0700X,

106H00000X, 163W00000X,

171M00000X, 2084P0800X,

364SP0808X, Taxonomies

beginning with 20

(Physicians), 261QM0801X,

261QR0405X

H0006

Per 15 minutes

Substance Abuse Case

Management (Youth)

101Y00000X, 101YA0400X,

101YP2500X, 103TC0700X,

103G00000X, 1041C0700X,

106H00000X, 163W00000X,

171M00000X, 2084P0800X,

364SP0808X, Taxonomies

beginning with 20

(Physicians), 261QM0801X,

261QR0405X

H0006

Per 15 minutes

Alcohol/Drug Services –

Case Management – Group

101Y00000X, 101YA0400X,

101YP2500X, 103TC0700X,

103G00000X, 1041C0700X,

106H00000X, 163W00000X,

171M00000X, 2084P0800X,

364SP0808X, Taxonomies

beginning with 20

(Physicians), 261QM0801X,

261QR0405X

T2011

PASRR Level II

Psychiatric

Evaluation/Determination

of Appropriate Placement

101Y00000X, 101YP2500X,

103G00000X, 103TC0700X,

1041C0700X, 106H00000X,

2084P0800X, 364SP0808X,

Taxonomies beginning with

20 (Physicians),261QM0801X

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 183 Revision 4/1/17

Community Mental Health & Substance Abuse Centers

HCPCS Level

II Code

Modifier(s)

1 Unit

Equals

Description

Taxonomies Allowed

90785

CPT Defined

Interactive complexity (list

separately in addition to the

code for primary procedure)

101Y00000X, 101YP2500X,

101YA0400X, 103G00000X,

103TC0700X, 1041C0700X,

106H00000X, 364SP0808X,

Taxonomies beginning with

20 (Physicians),

261QM0801X, 261QR0405X

90791

CPT Defined

Psychiatric Diagnostic

Evaluation

101Y00000X, 101YP2500X,

101YA0400X, 103G00000X,

103TC0700X, 1041C0700X,

106H00000X, 364SP0808X,

Taxonomies beginning with

20 (Physicians),

261QM0801X, 261QR0405X

90792

CPT Defined

Psychiatric diagnostic

evaluation with medical

services

103G00000X, 103TC0700X,

364SP0808X, Taxonomies

beginning with 20

(Physicians), 261QM0801X,

261QR0405X

90832

CPT Defined

Psychotherapy, 30 minutes

with patient and/or family

member

101Y00000X, 101YA0400X,

101YP2500X, 103G00000X,

103TC0700X, 1041C0700X,

106H00000X, 364SP0808X,

Taxonomies beginning with

20 (Physicians),

261QM0801X, 261QR0405X

90833

CPT Defined

Psychotherapy, 30 minutes

with patient and/or family

member when performed

with an evaluation and

management service (list

separately in addition to the

code for primary procedure)

103TC0700X, 103G00000X,

364SP0808X, Taxonomies

beginning with 20

(Physicians). 261QM0801X,

261QR0405X

90834

CPT Defined

Psychotherapy, 45 minutes

with patient and/or family

member

101Y00000X, 101YA0400X,

101YP2500X, 103G00000X,

103TC0700X, 1041C0700X,

106H00000X, 364SP0808X,

Taxonomies beginning with

20 (Physicians),

261QM0801X, 261QR0405X

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 184 Revision 4/1/17

Community Mental Health & Substance Abuse Centers

HCPCS Level

II Code

Modifier(s)

1 Unit

Equals

Description

Taxonomies Allowed

90836

CPT Defined

Psychotherapy, 45-minutes

with patient and/or family

member when performed

with an evaluation and

management service (list

separately in addition to the

code for primary procedure)

103TC0700X, 103G00000X,

364SP0808X, Taxonomies

beginning with 20

(Physicians), 261QM0801X,

261QR0405X

90837

CPT Defined

Psychotherapy, 60 minutes

with patient and/or family

member

101Y00000X, 101YA0400X,

101YP2500X, 103G00000X,

103TC0700X, 1041C0700X,

106H00000X, 364SP0808X,

Taxonomies beginning with

20 (Physicians),

261QM0801X, 261QR0405X

90838

CPT Defines

Psychotherapy, 60 minutes

with patient and/or family

member when performed

with an evaluation and

management services (list

separately in addition to the

code for primary procedure)

103G00000X, 103TC0700X,

364SP0808X, Taxonomies

beginning with 20

(Physicians), 261QM0801X,

261QR0405X

90845

CPT Defined

Psychoanalysis

101Y00000X, 101YA0400X

103G00000X, 103TC0700X,

1041C0700X, 106H00000X,

2084P0800X, 364SP0808X,

Taxonomies beginning with

20 (Physicians),

261QM0801X, 261QR0405X

90846

CPT Defined

Family Medical

Psychotherapy (without the

patient present)

101YP2500X, 103G00000X,

103TC0700X, 2084P0800X,

364SP0808X, Taxonomies

beginning with 20

(Physicians), 261QM0801X,

261QR0405X

90847

CPT Defined

Family Psychotherapy

101Y00000X, 101YA0400X,

101YP2500X, 103G00000X,

103TC0700X, 1041C0700X,

106H00000X, 2084P0800X,

364SP0808X, Taxonomies

beginning with 20

(Physicians), 261QM0801X,

261QR0405X

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 185 Revision 4/1/17

Community Mental Health & Substance Abuse Centers

HCPCS Level

II Code

Modifier(s)

1 Unit

Equals

Description

Taxonomies Allowed

90849

CPT Defined

Multiple-Family Group

Psychotherapy

101Y00000X, 101YA0400X,

101YP2500X, 103G00000X,

103TC0700X, 1041C0700X,

106H00000X, 2084P0800X,

364SP0808X, Taxonomies

beginning with 20

(Physicians), 261QM0801X,

261QR0405X

90853

CPT Defined

Group Medical

Psychotherapy

101Y00000X, 101YA0400X

103G00000X, 103TC0700X,

1041C0700X, 106H00000X,

2084P0800X, 364SP0808X,

Taxonomies beginning with

20 (Physicians),

261QM0801X, 261QR0405X

96101-96103,

96120

CPT Defined

Central Nervous System

Assessments/Psychological

Testing

103G00000X, 103TC0700X,

2084P0800X, 364SP0808X,

Taxonomies beginning with

20 (Physicians),

261QM0801X

96105, 96110-

96111, 96116,

96118-96119,

96125

CPT Defined

Central Nervous System

Assessments/Psychological

Testing

103G00000X, 103TC0700X,

2084P0800X, 364SP0808X,

Taxonomies beginning with

20 (Physicians)

Community Mental Health & Substance Abuse

Treatment Centers

Modifier(s)

Description

Services provided as part of EPSDT

Peer Specialist

Group setting

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 186 Revision 4/1/17

Community Mental Health Centers

Taxonomy

Provider Types

Allowed Codes

101Y00000X

Provisional Professional Counselor (PPC),

Certified Mental Health Worker

G9012, H0031, H2014, H2014 +

HK, H2017, H2017 + EP, H2019,

H2019 + HQ, H2021, T1017,

T1017 + EP, T2011, 90785,

90791, 90832, 90834, 90837,

90845, 90847, 90849, 90853

101YA0400X

Licensed Addictions Therapist (LAT),

Provisionally Licensed Addictions Therapist

(PLAT), Certified Addictions Practitioner

(CAP)

G9012, H0031, H2014, H2014 +

HK, H2017, H2017 + EP, H2019,

H2019 + HQ, H2021, T1017,

T1017 + EP, T2011, 90785,

90791, 90832, 90834, 90837,

90845, 90847, 90849, 90853

101YP2500X

Licensed Professional Counselor (LPC)

G9012, H0034, H2014, H2014 +

HK, H2017, H2017 + EP, H2019,

H2019 + HQ, H2021, T1017,

T1017 + EP, 90791, 90785,

90832, 90834, 90837, 90846,

90847, 90849, 90853, H0031,

103G00000X

Neuropsychologist

G9012, H0031, H2014, H2014 +

HK, H2017, H2019, H2021,

T1017, T1017 + EP, T2011,

90785, 90791, 90792, 90832-

90834, 90836-90839, 90845-

90847, 90849, 90853, 96101-

96103, 96105, 96110-96111,

96116, 96118-96120, 96125

103TC0700X

Clinical Psychologist

G9012, H0031, H2014, H2014 +

HK, H2017, H2019, H2021,

T1017, T1017 + EP, T2011,

90785, 90791, 90792, 90832-

90834, 90836-90839, 90845-

90847, 90849, 90853, 96101-

96103, 96105, 96110-96111,

96116, 96118-96120, 96125

1041C0700X

Licensed Clinical Social Worker (LCSW),

Certified Social Worker (CSW)

G9012, H0031, H2014, H2014

+HK, H2017, H2017 + EP,

H2019, H2019 + HQ, H2021,

T1017, T1017 + EP, T2011,

90785, 90791, 90832, 90834,

90837, 90845

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 187 Revision 4/1/17

Community Mental Health Centers

Taxonomy

Provider Types

Allowed Codes

106H00000X

Marriage and Family Therapist (MFT),

Provisionally Licensed Marriage and Family

Therapist (PMFT)

G9012, H0031, H2014, H2014 +

HK, H2017, H2017 + EP, H2019,

H2019 + HQ, H2021, T1017,

T1017 + EP, T2011, 90785,

90791, 90832, 90834, 90837,

90845, 90849, 90853

163W00000X

G9012, H0031, H0034, H2014,

H2014 + HK, H2017, H2017+EP,

H2019, H2021, T1017, T1017 +

164W00000X

LPN

G9012, H0034,

H2014,H2014+HK

171M00000X

Case Manager

G9012, H2014, H2014 + HK,

H2017, H2017 + EP, T1017,

T1017 + EP

172V00000X

Community Health Worker – Individual

Rehabilitative Services Worker (IRS),

Certified Peer Specialist, Certified

Addictions Practitioner Assistant (CAPA)

H2014, H2014 + HK, H2014 +

HH, H2014 + HH+ HQ

Taxonomies

beginning

with 20

Physicians

G9012, H0031, H2019, H2019 +

HQ, H2021, T1017, T1017 + EP,

90785, 90791, 90792, 90832-

90834, 90836-90839, 90845

90846, 90847, 90849, 90853,

96101-96103, 96105, 96110-

96111, 96116, 96118-96120,

96125

2084P0800X

Psychiatry and Neurology, Psychiatry

G9012, H0031, H2017, H2017 +

EP, H2019, H2019 + HQ, H2021,

T1017, T1017 + EP, T2011,

90785, 90791, 90792, 90832-

90834, 90836-90839, 90845-

90847, 90849, 90853, 96101-

96103, 96105, 96110-96111,

96116, 96118-96120, 96125

364SP0808X

Nurse Practitioner, Advanced Practice,

Psychiatric/Mental Health

G9012, H0031, H0034, H2017,

H2017 + EP, H2021, T1017,

T1017 + EP, T2011, 90785,

90791, 90792, 90832-90834,

90836-90839, 90845-90847,

90849, 90853, 96101-96103,

96105, 96110-96111, 96116,

96118-96120, 96125

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 188 Revision 4/1/17

Substance Abuse Treatment Centers

Taxonomy

Provider Types

Allowed Codes

101Y00000X

Provisional Professional Counselor (PPC),

Certified Mental Health Worker

G9012, H0031, H0005, H0006, H0006 + EP,

H0006 + HQ, H0047, H2015, H2015 + HK,

T1017, T1012, 90785, 90791, 90832, 90834,

90837, 90847, 90849, 90853

101YA0400X

Licensed Addictions Therapist (LAT),

Provisionally Licensed Addictions Therapist

(PLAT), Certified Addictions Practitioner

(CAP)

G9012, H0031, H0005, H0006, H0006 + EP,

H0006 + HQ, H0047, H2015, H2015 + HK,

T1017, T1012, 90785, 90791, 90832, 90834,

90837, 90847, 90849, 90853

101YP2500X

Licensed Professional Counselor (LPC)

G9012, H0031, H0005, H0006, H0006 + EP,

H0006 + HQ, H0047, H2015, H2015 + HK,

T1017, T1012, 90785, 90791, 90832, 90834,

90837, 90846, 90847, 90849, 90853

103G00000X

Neuropsychologist

G9012, H0005, H0006, H0006 + EP, H0006 +

HQ, H2015, H2015 + HK, T1017, 90785,

90791, 90792, 90832-90834, 90836-90838,

90845- 90847, 90849, 90853, 96101-96103,

96105, 96110-96111, 96116, 96118-96120,

96125

103TC0700X

Clinical Psychologist

G9012, H0005, H0006, H0006 + EP, H0006 +

HQ, H2015, H2015 + HK, T1017, 90785,

90791, 90792, 90832-90834, 90836-90838,

90845- 90847, 90849, 90853, 96101-96103,

96105, 96110-96111, 96116, 96118-96120,

96125

1041C0700X

Licensed Clinical Social Worker (LCSW),

Certified Social Worker (CSW)

G9012, H0031, H0005, H0006, H0006 + EP,

H0006 + HQ, H0047, H2015, H2015 + HK,

T1017, T1012, 90785, 90791, 90832, 90834,

90837, 90847, 90849, 90853

106H00000X

Marriage and Family Therapist (MFT),

Provisionally Licensed Marriage and Family

Therapist (PMFT)

G9012, H0031, H0005, H0006, H0006 + EP,

H0006 + HQ, H0047, H2015, H2015 + HK,

T1017, T1012, 90784, 90791, 90832, 90834,

90837, 90847, 90849, 90853

163W00000X

G9012, H0005, H0006, H0006 + EP, H0006 +

HQ, H2010, H2015, H2015 + HK, H0047,

T1017, T1012

164W00000X

LPN

H2010, H2015, H2015 + HK

171M00000X

Case Manager

G9012, H0006, H0006 + EP, H0006 + HQ,

H2015, H2015 + HK + T1012

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 189 Revision 4/1/17

Substance Abuse Treatment Centers

Taxonomy

Provider Types

Allowed Codes

172V00000X

Community Health Worker – Individual

Rehabilitative Services Worker (IRS),

Certified Peer Specialist, Certified Addictions

Practitioner Assistant (CAPA)

H2010, H2015, H2015 + HK, H2015 + HH,

H2015 + HH + HQ

2084P0800X

Psychiatry and Neurology, Psychiatry

G9012, H0006, H0006 + EP, H0006 + HQ,

T1017, 90785, 90791, 90792, 90832-90834,

90836-90838, 90846, 90849, 90853, 96101-

96103, 96105, 96110-96111, 96116, 96118-

96120, 96125

Taxonomies

beginning with 20

Physicians

G9012, H0006, 90785, 90791, 90792, 90832-

90834, 90836-90838, 90845-90847, 90849,

90853, 96101-96103, 96105, 96110-96111,

96116-96120, 96125

364SP0808X

Nurse Practitioner, Advanced Practice,

Psychiatric/Mental Health

G9012, H0006, H0006 + EP, H0006 + HQ,

90785, 90791, 90792, 90832-90834, 90836-

90838, 90845-90847, 90849, 90853, 96101-

96125

13.5 Eligible Providers

Individual and/or Group Providers

Licensed Professional

Counselor (LPC)

101YP2500X

Shall be enrolled as an individual or in one (1) of the following groups:

 Psychiatry

 CMHC

 SATC

 Developmental Center

 Psychologist

 Neuropsychologist

 Physician

Licensed Addictions

Therapist (LAT)

101YA0400X

Shall be enrolled as an individual or in one (1) of the following groups:

 Psychiatry

 CMHC

 SATC

 Developmental Center

 Psychologist

 Neuropsychologist

 Physician

Neuropsychologist

103G00000X

Shall be enrolled as an individual or in one (1) of the following groups:

 CMHC

 Physician

 SATC

Clinical Psychologist

103TC0700X

Shall be enrolled as an individual or in one (1) of the following groups:

 CMHC

 Physician

 SATC

 LAT

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 190 Revision 4/1/17

Individual and/or Group Providers

Licensed Clinical Social

Worker (LCSW)

1041C0700X

Shall be enrolled as an individual or in one (1) of the following groups:

 Psychiatry

 CMHC

 SATC

 Developmental Center

 Psychologist

 Neuropsychologist

 Physician

Licensed Marriage and

Family Therapist (LMFT)

106H00000X

Shall be enrolled as an individual or in one (1) of the following groups:

 Psychiatry

 CMHC

 SATC

 Developmental Center

 Psychologist

 Neuropsychologist

 Physician

Only Enrolled Under Supervision

Certified Mental Health

Worker (CMHW)

101Y00000X

Shall be under the supervision of a Qualified Clinical Supervisor and

employer; AND Shall be enrolled in one (1) of the following groups:

 Psychologist

 CMHC

 Neuropsychologist

 SATC

Certified Addictions

Practitioner (CAP)

101YA0400X

Shall be under the supervision of a Licensed Professional and Employer;

AND Shall be enrolled in one (1) of the following groups:

 Psychologist

 CMHC

 Neuropsychologist

 SATC

Certified Social Worker

(CSW)

1041C0700X

Shall be under the supervision of a Qualified Clinical Supervisor and

employer; AND Shall be enrolled in one (1) of the following groups:

 Psychologist

 CMHC

 Neuropsychologist

 SATC

Community Health Worker –

Individual Rehabilitative

Services Worker (IRS)

172V00000X

Shall be under the supervision of a Licensed Professional and Employer;

AND Shall be enrolled in one (1) of the following groups:

 CMHC

 SATC

Certified Addictions

Practitioner Assistant

(CAPA)

172V00000X

Shall be under the supervision of a Licensed Professional and Employer;

AND Shall be enrolled in one (1) of the following groups:

 CMHC

 SATC

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 191 Revision 4/1/17

13.5.1 Psychiatric Services

 Psychiatric Services – Medicaid covers medically necessary psychiatric and

mental health services when provided by the following practitioners:

o Psychiatrists or Physicians; or

Providers MUST be enrolled in a group

Provisional Professional

Counselor (PPC)

101Y00000X

Shall be enrolled in one (1) of the following groups:

 CMHC

 Psychiatry

 Neuropsychologist

 LPC

 LAT

 Developmental Center

 SATC

 Psychologist

 Physician

 LCSW

 LMFT

Provisional Licensed Addictions

Therapist (PLAT)

101YA0400X

Shall be enrolled in one (1) of the following groups:

 CMHC

 Psychiatry

 Neuropsychologist

 LPC

 LAT

 Developmental Center

 SATC

 Psychologist

 Physician

 LCSW

 LMFT

Master of Social Worker (MSW)

with Provisional License

(PCSW)

1041C0700X

Shall be enrolled in one (1) of the following groups:

 CMHC

 Psychiatry

 Neuropsychologist

 LPC

 LAT

 Developmental Center

 SATC

 Psychologist

 Physician

 LCSW

 LMFT

Provisional Marriage and Family

Therapist (PMFT)

106H00000X

Shall be enrolled in one (1) of the following groups:

 CMHC

 Psychiatry

 Neuropsychologist

 LPC

 LAT

 Developmental Center

 SATC

 Psychologist

 Physician

 LCSW

 LMFT

Registered Nurse (RN)

163W00000X

Shall only be enrolled in one (1) of the following groups:

 CMHC

 SATC

Licensed Practical Nurse (LPN)

164W00000X

Shall only be enrolled in one (1) of the following groups:

 CMHC

 SATC

Case Manager

172V00000X

Shall only be enrolled in one (1) of the following groups:

 CMHC

 SATC

Certified Peer Specialist

172V00000X

Shall only be enrolled in one (1) of the following groups:

 CMHC

 SATC

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 192 Revision 4/1/17

o APN/PMHNP (Advance Practice Nurse/Psychiatric Mental Health

Nurse Practitioner.

 APN/PMHNP Services – Medicaid covers medically necessary psychiatric

services when provided by an APN/PMHNP.

o The APN/PMHNP must have completed a nursing education program

and national certification that prepares the nurse as a specialist in

Psychiatric/Mental Health and is recognized by the State Board of

Nursing in that specialty area of advance practice.

13.5.1.1 Psychologists

Medicaid covers medically necessary mental health and substance abuse disorder

treatment and recovery services provided by psychologists and/or the following

mental health professionals, when they are directly supervised by a licensed

psychologist:

 Persons who are provisionally licensed by the Mental Health Professions

Licensing Board pursuant to the Mental Health Professions Practice Act.

 Psychological residents or interns as defined by the Wyoming State Board of

Psychology Rules and Regulations.

 Certified social worker or certified mental health worker, certified by the

Mental Health Professions Licensing Board pursuant to the Mental Health

Professions Practice Act.

13.5.1.2 Licensed Mental Health Professionals

Medicaid covers medically necessary mental health and substance abuse disorder

treatment and recovery services provided by Licensed Mental Health Professionals

(LMHPs). The LMHPs include Licensed Professional Counselors, Licensed Certified

Social Workers, Licensed Addictions Therapists and Licensed Marriage and Family

Therapists. LMHPs may enroll independently and must bill using their own National

Provider Identifier (NPI) or may enroll as members of a Mental Health group and are

required to bill with the group’s National Provider Identifier (NPI) as the pay to

provider, and the individual treating providers NPI as the rendering provider at the

line level.

13.5.1.3 Provisional Licensed Mental Health Professionals

Medicaid covers medically necessary mental health and substance abuse disorder

treatment and recovery services provided by Provisional Licensed Mental Health

Professionals which includes Provisional Professional Counselors, Provisional

Licensed Addictions Therapists, Master of Social Work with Provisional License, and

Provisional Marriage and Family Therapists. The Provisional Licensed Mental Health

Professionals may enroll with a CMHC or SATC, physician, psychologist, or under

the supervision of a LMHP. They must bill using their own National Provider

Identifier (NPI) or may enroll as members of a Mental Health group and are required

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 193 Revision 4/1/17

to bill with the group’s National Provider Identifier (NPI) as the pay to provider, and

their individual treating provider NPI as the rendering provider at the line level.

13.5.1.4 Supervision

Supervision is defined as the ready availability of the psychiatrist/physician,

psychologist or LMHPs for consultation and direction of the activities of the mental

health professionals in the office. Contact with the supervising practitioner (physician

/psychiatrist, psychologist, or LMHPs) by telecommunication is sufficient to show

ready availability, if such contact provides quality care. The supervising practitioner

maintains final responsibility for the care of the client and the performance of the

mental health professional in their office.

13.5.2 Behavioral Health Providers Eligible for Medicare Enrollment

Taxonomy codes listed in the table below can enroll in Medicare and are required to

bill Medicare prior to billing Medicaid for services rendered to clients that have

Medicare as primary insurance. If a group is enrolled with one of the taxonomy codes

listed in the table, the group MUST bill Medicare prior to billing Medicaid. For these

groups, the rendering provider treating a client with Medicare as primary MUST also

be enrolled in Medicare. If the rendering provider cannot enroll in Medicare due to

taxonomy code, they will not be able to treat clients that have Medicare as primary.

Taxonomy Codes Eligible for Medicare Enrollment

Taxonomy

Description

2084P0800X

Psychiatrist

103TC0700X

Licensed Psychologist

1041C0700X

Licensed Clinical Social Worker

(LCSW)

For behavioral health providers that cannot enroll in Medicare due to taxonomy code,

and do not belong to a group with the taxonomy codes listed in the table, these

providers can bill Medicaid directly for services rendered to clients with Medicare as

primary.

13.5.3 Covered Services

 Clinical Assessment - Contact with the recipient (and collaterals as

necessary) for the purposes of completing an evaluation of the recipient’s

mental health and/or substance abuse disorder(s) to determine treatment needs

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 194 Revision 4/1/17

and establish a treatment plan. This service may include psychological testing

if indicated.

 Agency or Office-based individual/family therapy services - Direct contact,

within the provider’s office or agency, with the recipient and/or collaterals for

the purpose of developing and implementing the treatment plan for an

individual or family. This service is targeted at reducing or eliminating

specific symptoms or behaviors which are related to a recipient’s mental

health or substance abuse disorder as specified in the treatment plan.

 Community-based individual/family therapy services - Direct contact,

outside of the provider’s office or agency, with the recipient and/or collaterals

for the purpose of developing and implementing the treatment plan for an

individual or family. This service is targeted at reducing or eliminating

specific symptoms or behaviors which are related to a recipient’s mental

health or substance abuse disorder as specified in the treatment plan.

 Group Therapy – Direct contact with two or more unrelated recipients and/or

collaterals as necessary for the purpose of implementing each recipient’s

treatment plan. This service is targeted at reducing or eliminating specific

symptoms or behaviors related to a recipient’s mental health and/or substance

abuse disorder(s) as identified in the treatment plan.

 Ongoing Case management – Direct contact with a client under age 21 to

provide individual, non-clinical service which will be used to assist

individuals under the plan in gaining access to needed medical, social,

educational, and other services. Ongoing case management activities include

linkage, monitoring of follow-up, referrals, advocacy and crisis intervention

13.5.4 Non-Covered Services

 Hospital liaison services that include institutional discharge functions that are

Medicaid reimbursable to the institution.

 Consultation to other persons and agencies about non-clients, public

education, public relations activities, speaking engagements and education.

 Clinical services not provided through face-to-face contact with the client,

other than collateral contacts necessary to develop/implement the prescribed

plan of treatment.

 Residential room, board, and care.

 Substance use and mental health prevention services.

 Recreation and socialization services.

 Vocational services and training.

 Appointments not kept.

 Day care.

 Psychological testing done for the sole purpose of educational diagnosis or

school placement.

 Remedial or other formal education.

 Travel time.

 Record keeping time.

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 195 Revision 4/1/17

 Time spent writing test reports with the exception of three hours allowed for

report writing by a licensed psychologist for the purpose of compiling a

formal report of test findings and time spent completing reports, forms and

correspondence covered under case management services.

 Time spent in consultation with other persons or organizations on behalf of a

client unless:

o The consultation is a face-to-face contact with collateral in order to

implement the treatment plan of a client receiving Rehabilitative Option

services. OR

o The consultation is a face-to-face or telephone contact in order to

implement the treatment plan of a client receiving EPSDT Mental Health

Services. OR

o The consultation is a face-to-face or telephone contact in order to

implement the treatment plan of a client receiving Targeted Case

Management Services.

 Groups such as Alcoholics Anonymous, Narcotics Anonymous, and other

self-help groups, and

 Driving while under the influence (DUI) classes.

 Services provided by a school psychologist

13.5.5 Provisions of Mental Health and Substance Abuse Treatment

Services to Residents of Nursing Facilities

Eligibility for Medicaid mental health and substance use services provided to enrolled

clients in the nursing facility is limited to the following services under the

Rehabilitative Services Option:

 Clinical Assessment

 Community-Based Individual/Family Therapy

 Group Therapy

 Psychiatric Services

13.5.6 Billing Codes

The following matrix indicates the Psychiatrist and APN/PMHNP CPT-4 codes.

Please refer to the most current version of the CPT book.

Interpretations or explanation of results of psychiatric services to family members or

other responsible persons is included in the fee for psychotherapy.

This list of codes is not all-inclusive; it does not contain all codes that

Psychiatrists/Physicians & APN/PMHNP may bill.

Psychiatrists/Physicians & APN/PMHNP Billing Codes

CPT-4 Code

Unit

99201-99205

CPT Defined

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 196 Revision 4/1/17

Psychiatrists/Physicians & APN/PMHNP Billing Codes

CPT-4 Code

Unit

99211-99215

CPT Defined

99217-99226

CPT Defined

99231-99236

CPT Defined

99238-99239

CPT Defined

99241-99245

CPT Defined

99251-99255

CPT Defined

99304-99318

CPT Defined

99324-99337

CPT Defined

99341-99359

CPT Defined

90785

CPT Defined

90791-90792

CPT Defined

90832-90834

CPT Defined

90836-90838

CPT Defined

90845-90847

CPT Defined

90849

CPT Defined

90853

CPT Defined

G9012

15 minutes

The following matrix indicates the CPT-4 codes specific to psychological services.

Please refer to the most current version of the CPT book.

Psychologist Billing Codes

CPT-4 Code

Unit

90785

CPT Defined

90791

CPT Defined

90832-90834

CPT Defined

90836-90838

CPT Defined

90845-90847

CPT Defined

90849

CPT Defined

90853

CPT Defined

96101-96125

CPT Defined

99366

CPT Defined

G9012

15 minutes

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 197 Revision 4/1/17

Licensed Mental Health Professionals have the following HCPCS Level II codes

available to them for service provision:

Billing Codes for Licensed Mental Health Professionals LMHP (LAT, LCSW,

LMFT, LPC) and supervised Mental Health Professionals working under a

physician/psychiatrist, LMHP or psychologist (CMHW, CSW and provisionally

licensed mental health professionals-PAT, PCSW, PMFT, PPC)

H0031

Clinical Assessment

H2019

Office-Based Individual/Family

Therapy

H2019+HQ modifier

Group Therapy

H2021

Community-Based

Individual/Family Therapy

G9012

Ongoing Case Management for

Clients <21

13.6 Applied Behavioral Analysis Treatment

Applied Behavior Analysis (ABA) treatments are allowable to children between the

ages of 0-20 years of age with a diagnosis of Autism Spectrum Disorder. Applied

Behavior Analysis are individualized treatments based in behavioral sciences that

focus on increasing positive behaviors and decreasing negative or interfering

behaviors to improve a variety of well-defined skills. ABA is a highly structured

program that includes incidental teaching, intentional environmental modifications,

and reinforcement techniques to produce socially significant improvement in human

behavior. ABA strategies include reinforcement, shaping, chaining of behaviors and

other behavioral strategies to build specific targeted functional skills that are

important for everyday life.

13.6.1 Covered Services

 Behavior identification assessment – Direct contact with the recipient (and

collaterals as necessary) for the purposes of identification of deficient adaptive

or maladaptive behaviors, completing an evaluation of the recipient’s mental

health and/or substance abuse disorder(s) to determine treatment needs and

establish a treatment plan. This service may include psychological testing if

indicated.

 Observational behavioral follow-up assessment – Direct contact with the

recipient (and collaterals as necessary) for the purposes of identification and

evaluation factors that may impede the expression of adaptive behavior. This

assessment utilizes structured observation and/or standardized and non-

standardized test to determine adaptive behavior. This service may include

psychological testing if indicated.

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 198 Revision 4/1/17

 Adaptive behavior treatment – Direct contact with the recipient (and

collaterals as necessary) for the purpose of addressing the patient’s specific

target problems and treatment goals as defined by the assessments. Adaptive

behavior treatment is based on principles including analysis and alteration of

contextual events and motivating factors, stimulus-consequence strategies and

replacement behavior, and monitoring of outcome metrics.

 Family adaptive behavior treatment guidance – Direct contact with the

family/caregiver to provide specialized training and education to assist with

the child’s needs and development. The provider will observe, instruct and

train the family/caregivers on the child’s development status, and techniques

and strategies to promote the child’s development that is established in the

treatment plan.

Code

Description

Taxonomy Allowed

Limits

0359T

Behavior identification assessment

+ plan of care.

103K00000X

Twice A Year

0360T

Observational Follow Up

Assessment - 1st 30 minutes.

103K00000X

30 Minutes

0361T

Observational Follow Up

Assessment - Additional 30

minutes.

103K00000X

30 Minutes

0364T

Behavior treatment by protocol

administered by technician first 30

minutes.

106E00000X,

106S00000X,

103K00000X

30 Minutes

0365T

Behavior treatment by protocol

administered by technician each

additional 30 minutes.

106E00000X,

106S00000X,

103K00000X

30 Minutes

0366T

Group behavior treatment by

protocol administered by

technician first 30 minutes.

106E00000X,

106S00000X,

103K00000X

30 Minutes

0367T

Group behavior treatment by

protocol administered by

technician additional 30 minutes /

Group.

106E00000X,

106S00000X,

103K00000X

30 Minutes

0368T

Behavior treatment with protocol

modification administered by

physician or other qualified health

care professional first 30 minutes.

103K00000X

Quarterly

0369T

Behavior treatment with protocol

modification administered by

physician or other qualified health

care professional each additional

30 minutes.

103K00000X

30 Minutes

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 199 Revision 4/1/17

Code

Description

Taxonomy Allowed

Limits

0370T

Family behavior treatment

guidance administered by qualified

health care professional 60 - 75

min.

103K00000X

60-75 Minutes

0371T

Family behavior treatment

guidance administered by qualified

health care professional 60 - 75

min. / Group.

103K00000X

60-75 Minutes

13.6.2 Applied Behavior Analysis Providers

Applied Behavior Analysis Providers must follow the requirements set by the Board

of Certified Behavior Analysts as per http://bacb.com/credentials/ in order to provide

applied behavior analysis treatment services to Wyoming Medicaid clients.

Name

Abbreviation and Requirements

http://bacb.com/credentials/

Board Certified

Behavior

Analysts –

Doctoral

103K00000X

BCBA-D

Be actively certified as a BCBA in Good Standing

Have earned a degree from a doctoral program accredited by the Association for Behavior Analysis

International or;

A certificant whose doctoral training was primarily behavior-analytic in nature, but was not obtained from an

ABAI-accredited doctoral program, may qualify for the designation by demonstrating that his or her doctoral

degree met the following criteria:

(a.)The degree was conferred by an acceptable accredited institution; AND

(b.) The applicant conducted a behavior-analytic dissertation, including at least 1 experiment; AND

(c.) The applicant passed at least 2 behavior analytic courses as part of the doctoral program of study; AND

(d.) The applicant met all BCBA coursework requirements prior to receiving the doctoral degree.

Board Certified

Behavior

Analysts

103K00000X

BCBA

Option 1 requires an acceptable graduate degree from an accredited university, completion of acceptable

graduate coursework in behavior analysis, and a defined period of supervised practical experience to apply for

the BCBA examination.

Option 2 requires an acceptable graduate degree from an accredited university, completion of acceptable

graduate coursework in behavior analysis that includes research and teaching, and supervised practical

experience to apply for BCBA examination.

Option 3 requires an acceptable doctoral degree that was conferred at least 10 years ago and at least 10 years

post-doctoral practical experience to apply for the BCBA examination.

Board Certified

Assistant

Behavior

Analyst

106E00000X

BCaBA

1. Degree

Applicant must possess a minimum of a bachelor’s degree from an acceptable accredited institution. The

bachelor’s degree may be in any discipline.

2. Coursework

Course work must come from an acceptable institution and cover the required content outlined in the BACB’s

Fourth Edition Task List and Course Content Allocation documents.

3. Experience

Applicants must complete experience that fully complies with all of the current Experience Standards.

4. Examination

Applicants must take and pass the BCaBA examination.

Registered

RBT

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 200 Revision 4/1/17

Behavior

Technician

106S00000X

1. Age and Education

RBT applicants must be at least 18 years of age and have demonstrated completion of high school or

equivalent/higher.

2. Training Requirement

The 40-hour RBT training is not provided by the BACB but, rather, is developed and conducted by BACB

certificants.

3. The RBT Competency Assessment

The RBT Competency Assessment is the basis for the initial and annual assessment requirements for the RBT

credential.

4. Criminal Background Registry Check

To the extent permitted by law, a criminal background check and abuse registry check shall be conducted on

each RBT applicant no more than 45 days prior to submitting an application.

5. RBT Examination

All candidates who complete an RBT application on or after December 14, 2015 will need to take and pass an

examination before credential is awarded.

13.7 Limitations for Behavioral Health Services

The report writing segment, for the purpose of compiling a formal report of

psychological test findings, is limited to a maximum of three (3) hours.

Span billing is not allowed for fee for service behavioral health services. Each date of

service must be billed on its own separate line.

The following conditions do not meet the medical necessity guidelines, and therefore

will not be covered:

 Clients age 21 and over are limited to restorative/rehabilitative services only.

Restorative/rehabilitative services are services that assist an individual in

regaining or improving skills or strength.

 Maintenance therapy can be provided for clients age 20 and under.

 Services are not medically necessary.

 Treatment whose purpose is vocationally or recreationally based.

 Diagnosis or treatment in a school-based setting.

13.8 Cap Limits

Medicaid clients age 21 and over will be limited to 20 behavioral health service visits

per year. If the client has exceeded the Medicaid limits on behavioral health visits, the

provider may bill him/her, or request the cap limit be waived, as long as the services

are still medically necessary (6.9, Cap Limits).

13.9 Documentation Requirements for All Behavioral Health

Providers

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 201 Revision 4/1/17

13.9.1 Provider Agreement

The Provider Agreement requires that the clinical records fully disclose the extent of

treatment services provided to Medicaid clients. The following elements are a

clarification of Medicaid policy regarding documentation for medical records:

 The record shall be typed or legibly written.

 The record shall identify the client on each page.

 Entries shall be signed and dated by the qualified staff member providing

service.

 A mental health/substance use therapeutic record note must show length of

service including time in and time out (Standard or Military time).

 The record shall contain a preliminary working diagnosis and the elements of

a history and mental status examination upon which the diagnosis is based.

 All services, as well as the treatment plan, shall be entered in the record. Any

drugs prescribed by medical personnel affiliated with the provider, as part of

the treatment, including the quantities and the dosage, shall be entered in the

record.

 The record shall indicate the observed mental health/substance abuse

therapeutic condition of the client, any change in diagnosis or treatment, and

client’s response to treatment. Progress notes shall be written for every contact

billed to Medicaid.

 The record must include a valid consent for treatment signed by the client or

guardian.

Pursuant to Wyoming Medicaid Rules, Chapter 3-Provider Participation,

“Documentation requirements,” a provider must have completed all required

documentation, including required signatures, before or at the time the provider

submits a claim to the Division (Division of Healthcare Financing, Medicaid).

Documentation prepared or completed after the submission of a claim will be deemed

to be insufficient to substantiate the claim and Medicaid funds shall be withheld or

recovered.

13.9.2 Documentation of Services

Documentation of the services must contain the following:

 Name of the client

 Identify the covered services provided and the procedure code billed to

Medicaid

 Identify the date, length of time (start and end times in standard or military

format), and location of the service

 Identify all persons involved

 Be legible and contain documentation that accurately describes the services

rendered to the client and progress towards identified goals

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 202 Revision 4/1/17

 Full signature, including licensure or certification of the treating provider

involved

 Providers shall not sign for a service prior to the service being completed

 No overlapping behavioral health services

NOTE: When providing behavioral health services to a Medicaid client, the

documentation kept must be accurate with the date and times the services were

rendered (3.11 Record Keeping, Retention and Access, 13.9 Documentation

Requirements for All Behavioral Health Providers). Behavioral health services cannot

overlap date and time for a client. For example, a client being seen for group therapy

on February 28th from 11:00 to 12:00 cannot also be seen for targeted case

management on February 28th from 11:00 to 12:00. These are overlapping services

and cannot be billed to Medicaid. The importance of proper documentation of

services is important to differentiate the times of services being rendered, as you

cannot bill times on a CMS 1500.

13.9.3 Client Records

Providers of mental health/substance use services under the Medicaid shall maintain

clinical and financial records in a manner that allows verification of service provision

and accuracy in billing for services. Billed services not substantiated by clinical

documentation shall be retroactively denied payment. The provider shall be

responsible for reimbursing any Medicaid payments that are denied retroactively.

Late entries made to the client’s record are allowable to supplement the clinical

record. Late entries are not allowable for the purpose of satisfying record keeping

requirements after billing Wyoming Medicaid.

13.9.3.1 Requirements

In addition to the general documentation requirements listed above, the following

requirements shall be met:

 There shall be a separate clinical note made in each client’s clinical record for

every treatment contact that is to be billed to Medicaid. More frequent

documentation is acceptable and encouraged

o A separate progress note in the clinical record for each face-to-face

contact with the client and with others who are collaterals to

implement the client’s treatment plan. Progress notes shall include:

 The name of the Medical reimbursable service rendered and

procedure code billed to Medicaid

 The date, length of time (time in and time out in standard or

military time format) and location of the contact

 Persons involved (in lieu or in addition to the client)

 Summary of client condition, issues addressed, and client

progress in meeting treatment goals

 Signature, date and credentials of treating staff member

o The note for Psychosocial Rehabilitation shall document:

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 203 Revision 4/1/17

 The date and length of time (time in and time out in standard or

military time format) of each day’s contact

 A separate progress note describing therapeutic activities

provided, the procedure code billed to Medicaid, and client’s

progress in achieving the treatment goal(s) to be accomplished

through psychosocial rehabilitation

 Signature, date and credentials of treating staff member

 Co-signature of the primary therapist on progress notes for

services provided by non-licensed, certified staff or qualified

case managers

o Individual Rehabilitative Services (IRS), a separate chart note shall

document each contact to be billed, including:

 The date and length of time (time in and time out in standard or

military time format) of each day’s contact

 Activities of the skill trainer and activities of the client

 Any significant client behavior observed

 The date and signature of the skill trainer

 The location of service and the procedure code billed to

Medicaid

 The signature, date and credentials of the primary therapist

o Peer Specialist Services, a separate chart note shall document for each

contact to be billed, including:

 The date and length of time (time in and time out in standard or

military time format) of each day’s contact

 Activities of the skill trainer and activities of the client

 Any significant client behavior observed

 The date and signature of the skill trainer

 The location of service and the procedure code billed to

Medicaid

 The signature, date and credentials of the primary therapist

o Ongoing Case Management Services and Targeted Case Management

Services, a separate chart note shall document each contract to be

billed, including:

 The date and length of time (time in and time out in standard or

military time format) of each day’s contact

 The date and signature of the case manager

 Type and description of each service and the procedure code

billed to Medicaid

 Each note shall show length of service, time in and time out in standard or

military format.

 The provider shall adhere to clinical records standards defined in Section 3.5.

 The provider shall maintain an individual ledger account for each Medicaid

client who receives services. The ledger account shall indicate, at a minimum:

o The length of contact rounded to the nearest 15- minute unit, per

billing instructions. If seven (7) minutes or less of the next fifteen (15)

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 204 Revision 4/1/17

minute unit is utilized, the unit must be rounded down. However, if

eight (8) or more minutes of the next fifteen (15) minute unit are

utilized, the units can be rounded up. Date ranges are not acceptable. O

The date and type of each treatment contact.

o The appropriate Medicaid charge.

o Date that other third-party payers were billed and the result of the

billing. Services noted on the individual ledger account and billed to

Medicaid shall be substantiated by the clinical record documentation.

13.9.3.2 Clinical Records Content Requirement

Each Medicaid provider shall establish requirements for the content, organization,

and maintenance of client records. The content of clinical records shall include, at a

minimum:

 Documentation of client consent to treatment at the agency. If an adult client

is under guardianship, consent shall be obtained from the guardian. In the case

of minors, consent shall be obtained from a parent or the guardian. Wyoming

Medicaid shall not reimburse for services delivered before a valid consent is

signed.

 A client fee agreement, signed by the client or guardian. For Medicaid, this

agreement shall include authorization to bill Medicaid, and other insurance if

applicable, using the following statement, “I authorize the release of any

treatment information necessary to process Medicaid/insurance claims.”

 A specific fee agreement for any Medicaid non-covered service, and the fee

that an enrolled client agrees to pay.

 Documentation that each client has been informed of his or her client rights.

 A clinical assessment completed prior to the provision of treatment services

which shall include at a minimum:

o The specific symptoms/behaviors of a mental/substance use disorder

which constitute the presenting problem.

o History of the mental/substance use disorder and previous treatment.

o Family and social data relevant to the mental/substance use disorder.

o Medical data, including a list of all medications being used, major

physical illnesses, and substance use (if not the presenting problem).

o Mental status findings.

o A diagnostic interpretation.

o A DSM (current edition) diagnosis

 A diagnostic interpretation or a treatment plan shall be completed prior to or

within five (5) working days of the third face-to-face contact with a licensed

mental health professional.

 Properly executed release of information, as applicable, and chart

documentation of information received or released as a result of the written

client consent.

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 205 Revision 4/1/17

 Testing, correspondence, and like documents or copies.

 For any client receiving ten or more therapeutic contacts, a discharge

summary which includes each type of Medicaid service received client

progress in achieving treatment goals, and plans for follow-up, necessary. The

discharge summary shall be completed within 90 days of the last contact. Any

clinical record shall document the reason for case closure.

13.9.4 Treatment Plans

Treatment plans for services must be based on a comprehensive assessment of an

individual’s rehabilitation needs, including diagnoses and presence of a functional

impairment in daily living, and be reviewed every 90-days.

Treatment plans must also:

 Be developed by qualified provider(s) working within the State scope of

practice acts with significant input from the client, client’s family, the client’s

authorized healthcare decision maker and/or persons of the client’s choosing;

 Ensure the active participation of the client, client’s family, the client’s

authorized healthcare decision maker and/or persons of the client’s choosing

in the development, review and modification of these goals and services;

 Specify the client’s rehabilitation goals to be achieved, including recovery

goals for persons with mental health and/or substance related disorders;

 Specify the mental health and/or substance related disorder that is being

treated;

 Specify the anticipated outcomes within the goals of the treatment plan;

 Indicate the type, frequency, amount and duration of the services;

 Be signed by the individual responsible for developing the rehabilitation plan;

 Specify a timeline for reevaluation of the plan, based on the individual’s

assessed needs and anticipated progress, but not longer than 90-days;

 Document that the individual or representative participated in the

development of the plan, signed the plan, and received a copy of the

rehabilitation plan; and

 Include the name of the individual; and

 The date span of services the treatment plan covers; and

 The progress made toward functional improvement and attainment of the

individual’s goals.

13.9.5 Billing Requirements

In order to obtain Medicaid reimbursement for services, the following standards must

be observed.

 The services must be medically necessary and follow generally accepted

standards of care.

Covered Services –_Behavioral Health_____________________________________________

Ch. 13 Index 206 Revision 4/1/17

 Bill using the appropriate code set.

 The service must be a service covered by Medicaid.

 Claims must be made according to Medicaid billing instructions.

13.9.6 Time and Frequency

Time and frequency are required on all documentation and must be specific so time in

and time out must be reflected on the document in standard or military format. Time

can be a unit of 15 minutes depending on the Current Procedural Terminology (CPT)

code or Healthcare Common Procedure Coding System (HCPCS) Level II code used

to bill the service. For example, if the code is a fifteen (15) minute unit, then follow

the guidelines for rounding to the nearest unit. If seven (7) minutes or less of the next

15 minute unit is utilized, the unit must be rounded down. However, if eight (8) or

more minutes of the next 15 minute unit are utilized, the units can be rounded up.

Date ranges are not acceptable. Please refer to the CPT and HCPCS coding books for

more information on how to round a unit per code.

13.9.7 Pre-Admission Screening and Resident Review (PASRR)

Assessments

13.9.7.1 Billing Requirements

 Submit PASRR Level II claims to the Medicaid Program.

 PASRR Level II assessments should be sent to WYhealth (2.1, Quick

Reference).

PASRR Level II Billing Code(s)

HCPCS Level II

Code

1 Unit Equals

Description

Taxonomies

Allowed

T2011

Per Visit

PASRR Level II

Psychiatrist

101Y00000X,

101YP2500X,

103G00000X,

103TC0700X,

1041C0700X,

106H00000X, 20

(Physicians),

2084P0800X,

364SP0808X

Covered Services – Children’s Mental Health Waiver________________________________

Ch. 13 Index 207 Revision 4/1/17

Chapter Fourteen – Covered Services – Children’s Mental Health

Waiver

14.1 Children’s Mental Health Waiver (CMHW) Services as Administered by

Magellan healthcare, Inc., Through the Care Management Entity ................... 208

14.2 Child and Adolescent Service Intensity Instrument (CASII) Evaluations ........ 208

14.2.1 Requirements ..................................................................................................... 208

14.2.2 Billing Requirements ......................................................................................... 209

Covered Services – Children’s Mental Health Waiver________________________________

Ch. 13 Index 208 Revision 4/1/17

14.1 Children’s Mental Health Waiver (CMHW) Services as

Administered by Magellan Healthcare, Inc., Through the

Care Management Entity

The Care Management Entity (CME) is a short-term home and community based

program that utilizes an intensive care coordination model (high fidelity wraparound)

designed to provide a community-based alternative for youth with serious emotional

disturbance who might otherwise be hospitalized and whose parents may be required

to relinquish custody of their child in order for them to receive needed mental health

treatment and services. The Children’s Mental Health Waiver via the CME seeks to

(1) prevent custody relinquishment in order for youth to receive mental health

treatment; (2) prevent or reduce the length of costly psychiatric hospital stays; and (3)

provide a mechanism to offer mental health support services to youth with serious

emotional disturbance and their families in identified service areas. The Children’s

Mental Health Waiver is not a long-term care waiver. Children who are not

financially eligible for Medicaid and who meet the clinical eligibility criteria for Care

Management Entity (CME) services may apply for CME participation through the

CMHW.

For additional information on the CME contact Magellan at:

1-855-883-8740

TDD/TTY: 1-800-424-6259

http://www.magellanofwyoming.com

To apply for participation in the CME through the Children’s Mental Health Waiver

please refer to the Children’s Mental Health Waiver website at:

https://health.wyo.gov/healthcarefin/medicaid/childrens-mental-health-waiver/

14.2 Child and Adolescent Service Intensity Instrument (CASII)

Evaluations

CASII evaluations are performed for waiver applicants initially as a step in the

eligibility process in order to receive waiver services, then again every 12-months for

re-certification.

14.2.1 Requirements

Reimbursement for CASII evaluations will be made to providers approved by the

Children’s Mental Health Waiver program, and only after all billing requirements are

met.

Covered Services – Children’s Mental Health Waiver________________________________

Ch. 13 Index 209 Revision 4/1/17

14.2.2 Billing Requirements

 Upon completion of the CASII the provider must submit the following

documentation to the Children’s Mental Health Waiver staff:

o CASII scoring sheet– completed and signed.

o CASII instrument identifying selected letter items for each numbered

anchor point.

o Waiver services application.

 Claims cannot be submitted for at least 72-hours after all required

documentation is sent to Children’s Mental Health.

 Clients who are not eligible for any other Medicaid plan will be made eligible

for the date of the CASII evaluation for the processing of these claims. The

CASII score sheet needs to contain the following information to add the client

to the system for claims payment:

o Client Name.

o Address.

o Social Security Number.

o Date of Birth.

 All services billed in relation to the CASII evaluation will be billed on a single

date of service. This date should be the date listed with the evaluators’

signature on the submitted forms.

o Example – The CASII evaluation process was conducted on August 1,

August 8, and August 9. The CASII evaluation was signed and

submitted on August 9 therefore one (1) unit will be billed with a date

of service of August 9.

CASII Evaluation Procedure Codes

Code

Modifier(s)

1 Unit Equals

Procedure Quantity

Description

H0002

1 evaluation

1 Max Unit

CASII Evaluation

 CASII evaluators, who assist the client and/or their family to complete the full

Care Management Entity (CME) enrollment packet, including completion of

the application and assistance with arranging completion of the level of care

form, may add the modifier “CG” to the procedure code H0002 for a

reimbursement increase of 25%.

Supporting documentation for the use of modifier CG with procedure code H0002

includes an accurately completed ECSII or CASII evaluation, a completed CME

application, and a completed level of care form submitted to and accepted by the

CME.

Covered Services –_Chiropractic Services__________________________________________

Ch. 15 Index 210 Revision 4/1/17

Chapter Fifteen – Covered Services – Chiropractic Services

15.1 Coverage Indications ......................................................................................... 211

15.2 Definitions ......................................................................................................... 211

15.3 Medical Necessity ............................................................................................. 211

15.4 Limitations ......................................................................................................... 212

15.5 Covered CPT Codes .......................................................................................... 212

15.6 Documentation Requirements ........................................................................... 213

Covered Services –_Chiropractic Services__________________________________________

Ch. 15 Index 211 Revision 4/1/17

15.1 Coverage Indications

Coverage of chiropractic service is specifically limited to treatment by means of

manual manipulation, i.e., by use of the hands. Manual devices (i.e., those that are

hand-held with the thrust of the force of the device being controlled manually) may

be used by chiropractors in performing manual manipulation of the spine, however,

no additional payment is available for use of the device, nor does Medicaid recognize

an extra charge for the device itself.

The word "correction" may be used in lieu of "treatment." The following terms, or

combination of may be used to describe manual manipulation as defined above:

 Spine or spinal adjustment by manual means;

 Spine or spinal manipulation;

 Manual adjustment; and

 Vertebral manipulation or adjustment.

15.2 Definitions

 Acute: A patient's condition is considered acute when the patient is being

treated for a new injury, identified by x-ray or physical exam as specified

above. The result of chiropractic manipulation is expected to be an

improvement in or arrest of the progression of the patient's condition.

 Maintenance therapy: Maintenance therapy includes services that seek to

prevent disease, promote health and prolong and enhance the quality of life, or

maintain or prevent deterioration of a chronic condition. When further clinical

improvement cannot reasonably be expected from continuous ongoing care,

and the chiropractic treatment becomes supportive rather than corrective in

nature, the treatment is then considered maintenance therapy. Maintenance

therapy is not a Wyoming Medicaid covered service.

15.3 Medical Necessity

ALL of the following criteria must be met to substantiate medical necessity:

1. The client has a neuromusculoskeletal disorder.

2. The medical necessity for treatment is clearly documented.

3. Improvement is documented within the initial two (2) weeks of chiropractic

care.

The service will NOT be considered medically necessary if:

1. No improvement is documented within the initial two (2) weeks unless the

treatment is modified.

Covered Services –_Chiropractic Services__________________________________________

Ch. 15 Index 212 Revision 4/1/17

2. No improvement is documented within 30-days despite modification of

chiropractic treatment.

3. The maximum therapeutic benefit has been achieved.

4. The chiropractic manipulation is being performed in asymptomatic person or

persons without an identifiable clinical condition.

5. The chiropractic care is occurring in persons whose condition is neither

regressing nor improving.

15.4 Limitations

Evaluation & Management (E & M) Cap Limits:

 Medicaid clients 21 years of age and older are subject to a service cap limit of

12 office/outpatient hospital visits per calendar year. This includes all E & M

procedure codes.

Chiropractic Services Cap Limits:

 Medicaid clients are subject to a service cap limit of 20 chiropractic visits per

calendar year.

15.5 Covered CPT Codes

99201-99205, 99211-99215

 These office visit codes are subject to a $2.45 co-pay for adults >21 years of

age.

 A full schedule of co-pays and exceptions is located in Chapter 6 of the CMS

1500 Manual.

98940, 98941, 98942

70100 -77086 Diagnostic Radiology codes

 Refer to the Wyoming Medicaid CMS 1500 Manual for additional

information regarding radiology services.

 Some diagnostic radiology services require prior authorization. A complete

list of codes and requirements may be viewed at WYhealth or by contacting

(888)545-1710 prompt 4.

Covered Services –_Chiropractic Services__________________________________________

Ch. 15 Index 213 Revision 4/1/17

15.6 Documentation Requirements

1. History as stated above.

2. Description of the present illness including:

 Mechanism of trauma.

 Quality and character of symptoms/problem.

 Onset, duration, intensity, frequency, location, and radiation of

symptoms.

 Aggravating or relieving factors.

 Prior interventions, treatments, medications, secondary complaints.

 Symptoms causing client to seek treatment.

These symptoms must bear a direct relationship to the level of subluxation. The

symptoms should refer to the spine (spondyle or vertebral), muscle (myo), bone

(osseo or osteo), rib (costo or costal) and joint (arthro), and be reported as pain

(algia), inflammation (itis), or as signs such as swelling, spasticity, etc. Vertebral

pinching of spinal nerves may cause headaches, arm, shoulder, and hand problems as

well as leg and foot pains and numbness. Rib and rib/chest pains are also recognized

symptoms, but in general other symptoms must relate to the spine as such. The

subluxation must be causal, i.e., the symptoms must be related to the level of the

subluxation that has been cited. A statement in the client's file/chart that there is

"pain" is insufficient. The location of pain must be described and whether the

particular vertebra listed is capable of producing pain in the area determined.

3. Evaluation of musculoskeletal/nervous system through physical examination.

4. Diagnosis (ICD-10 diagnosis codes will be required for dates of service

10/1/2015 and after): The primary diagnosis must be subluxation, including

the level of subluxation, either so stated or identified by a term descriptive of

subluxation. Such terms may refer either to the condition of the spinal joint

involved or to the direction of position assumed by the particular bone named.

5. Treatment Plan: The treatment plan should include the following:

 Recommended level of care (duration and frequency of visits).

 Specific treatment goals.

 Objective measures to evaluate treatment effectiveness.

6. Date of the initial treatment.

Covered Services –_Developmental Centers________________________________________

Ch. 16 Index 214 Revision 4/1/17

Chapter Sixteen – Covered Services – Developmental Centers

16.1 Development Centers ........................................................................................ 215

16.2 General Documentation Requirements ............................................................. 215

16.3 Location ............................................................................................................. 215

16.4 Time and Frequency .......................................................................................... 215

16.5 Missed Appointments/Make-up Session ........................................................... 216

16.6 Diagnosis ........................................................................................................... 216

16.7 Covered Services ............................................................................................... 216

16.8 Billing Requirements ......................................................................................... 218

Covered Services –_Developmental Centers________________________________________

Ch. 16 Index 215 Revision 4/1/17

16.1 Development Centers

A developmental center is a public or privately funded facility, which provides

services to clients (infants/toddlers or preschool age children, ages 0-5) with

developmental disabilities who have been determined to require early intervention

programs, care, treatment and supervision in an appropriate setting.

A licensed practitioner is a person that is licensed within the state of Wyoming to

perform specialized services (e.g., physician or nurse practitioner).

16.2 General Documentation Requirements

The Provider Agreement requires that medical records fully disclose the extent of

services provided to Medicaid clients. The following elements are a clarification of

Medicaid policy regarding documentation for medical records (3.11.1,

Requirements):

 The record must be typed or legibly written.

 The record must identify the client on each page.

 The record must contain a preliminary working diagnosis and the elements of

a clinical assessment upon which the diagnosis is based.

 All services, as well as the treatment plan, must be entered in the record.

 The record must indicate the observed condition of the client, the progress at

each visit, any change in diagnosis of treatment, and the client’s response to

treatment. Progress notes must be written for every service billed to Medicaid.

The type, frequency and duration of service must be specified in the treatment plan.

All services provided must track back to the client’s treatment plan.

16.3 Location

If the location on the physician’s order is different from the location where the child

is seen, the therapist must document the deviation from the Plan of Care in the child’s

record. If this occurs on a regular basis, there must be a modification of the Plan of

Care.

16.4 Time and Frequency

Time and frequency are required on the physician’s order and must be specific so

time in and time out must be reflected on the document in standard or military format.

Time is a unit of 15 minutes. If seven (7) minutes or less of the next 15 minute unit is

utilized, the unit must be rounded down. However, if eight (8) or more minutes of the

Covered Services –_Developmental Centers________________________________________

Ch. 16 Index 216 Revision 4/1/17

next 15 minute unit are utilized, the units can be rounded up. Date ranges are not

acceptable. For example, six (6) months duration three (3) times per day is an

acceptable time and frequency.

16.5 Missed Appointments/Make-up Session

Medicaid clients have the right to refuse services. If numerous therapy sessions are

missed, the therapist may offer make-up sessions; however, if the child is continually

non-compliant with attendance for whatever reason, the practitioner must be informed

of the missed sessions and non-compliance of the child. All communication with the

child, child’s family and practitioner must be documented in the child’s records.

Clients should be seen for the amount of time and frequency noted on the physician’s

order. An extra session may be billed only if the need for a make-up session is

documented within the record. Billing cannot exceed the Plan of Care.

16.6 Diagnosis

When billing Medicaid for services provided at Developmental Centers, the diagnosis

codes used must be:

 Consistent with the diagnosis identified by the ordering practitioner;

 Related directly to the need for the services billed; and

 Coded to the greatest degree of specificity.

Developmental Centers may not assign diagnosis codes. Diagnosis codes must be

provided by the practitioner or healthcare provider.

16.7 Covered Services

 Diagnostic Evaluations/Assessments – A comprehensive multi-disciplinary

evaluation performed by an appropriate Wyoming certified or licensed

practitioner is required for all children referred and all areas will be evaluated

to gain a complete developmental overview of the child.

o Areas to be assessed will include physical development including fine

and gross motor skills, cognitive development, speech development,

and social and emotional development.

o Service is limited to children five (5) years of age and under.

o A licensed practitioner shall provide diagnostic evaluation services.

o Must have a written referral and the referral must list areas of concern.

o Use standardized assessment tools or criterion based assessment.

o Written report includes:

 Assessment tools used

Covered Services –_Developmental Centers________________________________________

Ch. 16 Index 217 Revision 4/1/17

 Procedures followed

 Findings of the evaluation/assessment shall be developed

 Provide a copy to the referring practitioner

NOTE: Based on the individual needs of the child, the evaluation may take place

in a Regional Developmental Center, the child’s primary placement (if

other than a Developmental Center) or the child’s home.

 Mental Health Services – Medicaid will pay for mental health services

provided by licensed mental health professionals at a Developmental Center to

include licensed professional counselors (LPC), licensed marriage and family

therapists (LMFT), licensed clinical social workers (LCSW), licensed

addiction therapists (LAT), and provisional licensed mental health

professionals under the supervision of a licensed mental health professional.

 Physical, Occupational, and Speech Therapy – Medicaid covers restorative

therapy services when provided by or under the direct supervision of a

licensed physical, occupational or speech therapist upon written orders from a

practitioner.

o Restorative services are services that assist an individual in regaining

or improving skills or strength.

o Speech therapy includes any therapy to correct a speech disorder

resulting from injury, trauma, or a medically based illness or disease.

o Service is limited to children five (5) years of age and under

o Therapy shall be provided only after a written order is received from a

licensed practitioner

o Group therapy or field trips cannot exceed five (5) children

o If “individual” is indicated on the Physician’s Order and the child is

seen in a group session, the therapist may not bill for a group session

for that child.

 Specific Documentation Requirements – Prior to providing any therapy

services, the following must occur and be documented in the client’s

permanent clinical record:

o A comprehensive medical diagnostic examination by a licensed

practitioner as well as a multi-disciplinary comprehensive evaluation

must be completed as part of the Individual Education Plan/Individual

Family Services Plan (IEP/IFSP). The IFSP must be completed for

children ages 0-36 months.

o Services must:

 Be determined, in writing, to be medically necessary by a

licensed practitioner;

 Appear on the practitioner’s plan of treatment/care; and

 Have original and subsequent renewal written orders, not to

exceed six (6) months duration.

o The practitioner’s plan of treatment/care shall contain:

Covered Services –_Developmental Centers________________________________________

Ch. 16 Index 218 Revision 4/1/17

 Diagnosis and onset date of client’s condition;

 Client’s rehabilitation potential;

 Restorative and/or maintenance program goals;

 Therapy modalities determined to be medically necessary to

attain the program goals;

 Therapy duration (not to exceed six (6) months); and

 Practitioner’s signature and date signed.

o Each therapy ordered, either independently or in combination, must:

 State treatment goals in terms of specific outcomes associated

with referral diagnosis;

 Outline each therapy regime relative to stated goals, including

modalities, frequency of each treatment session and duration of

each treatment session;

 Be updated with every change or renewal of physician orders

(not to exceed six (6) months);

 Be signed, including professional title, and dated by each

appropriate therapist; and

 Be attached to the client’s IEP/IFSP.

o Ongoing documentation of services provided (progress notes) is

required by each type/discipline of therapy billing Medicaid for

services provided and shall include each of the following:

 Identification of the client on each page of the treatment

record;

 Identification of the type/discipline of therapy being

documented on each entry (i.e., speech vs. occupational

therapy);

 Date and time(s) spent in each therapy session;

 Description of therapy activities, client reaction to treatment

and progress being made to stated goals/outcomes; and

 Full signature or counter signature of the licensed therapist,

professional title and date that entry was made and the

signature of the therapy assistant and date the entry was made.

Licensed therapist must sign progress notes of assistants within

30-days.

16.8 Billing Requirements

The following procedure codes can be billed by enrolled Developmental Centers:

Developmental Centers

HCPCS

Level II

Code

Modifier

1 Unit

Equals

Description

92507

Per Instance

Individual treatment of speech language voice

communication and/or auditory processing disorder

Covered Services –_Developmental Centers________________________________________

Ch. 16 Index 219 Revision 4/1/17

Developmental Centers

HCPCS

Level II

Code

Modifier

1 Unit

Equals

Description

(including aural rehab).

92508

Per Instance

Treatment of speech, language, voice communication,

and/or auditory processing disorder (including aural

rehab); group, two (2) or more individuals.

92521

Per

Evaluation

Evaluation of speech fluency.

92522

Per

Evaluation

Evaluation of speech fluency.

92523

Per

Evaluation

Evaluation of speech sound production with evaluation

of language comprehension and expression.

92524

Per

Evaluation

Behavioral and qualitative analysis of voice and

resonance.

92526

Per Instance

Treatment of swallowing dysfunction and or oral

function for feeding.

97001

Per 15

minutes

Physical therapy evaluation.

97002

Per 15

minutes

Physical therapy re-evaluation.

97003

Per 15

minutes

Occupational therapy evaluation.

97004

Per 15

minutes

Occupational therapy re-evaluation.

97110

Per 15

minutes

Therapeutic procedure, one (1) or more areas;

therapeutic exercises to develop strength and

endurance, range of motion and flexibility.

97112

Per 15

minutes

Therapeutic procedure, one (1) or more areas;

neuromuscular reeducation of movement, balance,

coordination, kinesthetic sense, posture, and/or

proprioception for sitting and/or standing activities.

97113

Per 15

minutes

Therapeutic procedure, one (1) or more areas; aquatic

therapy with therapeutic exercises.

97124

Per 15

minutes

Therapeutic procedure, one (1) or more areas;

massage, including effleurage, petrissage and/or

tapotement (stroking, compression, percussion).

97150

Per 15

minutes

Therapeutic procedure(s); group, two (2) or more

individuals.

97530

Per 15

minutes

Therapeutic activities, direct (one to one) client contact

by the provider.

Covered Services –_Developmental Centers________________________________________

Ch. 16 Index 220 Revision 4/1/17

Developmental Centers

HCPCS

Level II

Code

Modifier

1 Unit

Equals

Description

97533

Per 15

minutes

Sensory integrative techniques to enhance sensory

processing and promote adaptive responses of

environmental demands, direct (one-on-one) client

contact by the provider.

G9012

Per 15

minutes

Other specified case management service not

elsewhere classified.

H0031

Per 15

minutes

Clinical assessment – Therapist contact with the client

and/or collaterals as necessary, for the purpose of

completing an evaluation of the client’s mental health

and substance abuse disorder(s) and treatment needs,

including psychological testing if indicated.

H2019

Per 15

minutes

Agency Based Individual/Family Therapy – Therapist

contact at the developmental center with the enrolled

client and/or collaterals as necessary, for the purpose

of developing and implementing the treatment plan for

the enrolled client.

H2019

Per 15

minutes

Group Therapy – Therapist contact with two (2) or

more unrelated clients and/or collaterals as necessary,

for the purpose of implementing each client’s

treatment plan.

H2021

Per 15

minutes

Community-Based Individual/Family Therapy –

Therapist contact outside the developmental center

with the enrolled client and/or collaterals as necessary,

for the purpose of developing and implementing the

treatment plan for the enrolled client.

T2011

N/A

PASRR Level II Developmental Disabilities

Evaluation.

Developmental Centers

Modifier

Description

Multi-Disciplinary Team

Group Setting

Covered Services –_Dietician_____________________________________________________

Ch. 17 Index 221 Revision 4/1/17

Chapter Seventeen – Covered Services – Dietician

17.1 Limitations ......................................................................................................... 222

17.2 Covered CPT Codes and Documentation .......................................................... 222

17.3 Medical Nutrition Therapy Documentation Requirements ............................... 222

Covered Services –_Dietician_____________________________________________________

Ch. 17 Index 222 Revision 10/1/16

17.1 Limitations

 Dietician services must be ordered by a physician or nurse practitioner.

 Medicaid clients are subject to a service cap limit of 20 visits per calendar

year.

17.2 Covered CPT Codes and Documentation

97802 – Medical nutrition therapy; initial assessment and intervention, individual,

face-to-face with the patient, each 15 minutes – Maximum allow 4 units per day.

97803 – Medical nutrition therapy; re-assessment and intervention, individual, face -

to-face with the patient, each 15 minutes – Maximum allow 4 units per day.

97804 – Medical nutrition therapy; group (2 or more individual(s)), each 30 minutes –

Maximum 2 units per day.

17.3 Medical Nutrition Therapy Documentation Requirements

For Medical Nutrition Therapy, the following elements must be in the documentation:

1. Date of MNT visit along with Beginning and Ending Time of visit;

2. ICD-10 code – defines type of visit/counseling;

3. Subjective Data:

a. Client’s reason for visit

b. Primary care physician

c. History

i. Past and present medical

ii. Nutrition including food patterns and intake

iii. Weight

iv. Medication

v. Exercise

4. Objective Data:

a. Laboratory results (if available)

b. Height, Weight

c. BMI

d. Calorie Needs

e. Drug/Nutrient Interactions

5. Individual Assessment of Diet/Intake:

a. Laboratory results (if available)

b. Height, Weight

c. BMI

d. Calorie Needs

e. Drug/Nutrient Interactions

6. Plan:

Covered Services –_Dietician_____________________________________________________

Ch. 17 Index 223 Revision 10/1/16

a. Individualized dietary instruction that incorporates diet therapy

counseling and education handouts for nutrition related problem.

b. Plan for follow-up.

c. Documentation of referral for identified needs.

d. Send a letter to the client’s physician describing dietary instruction

provided and progress. A copy of the letter should be placed in the

client’s medical record.

7. Date and legible identity of provider:

a. All entries must be signed and dated by the provider.

Covered Services –_DME Billing_________________________________________________

Ch. 18 Index 224 Revision 4/1/17

Chapter Eighteen – Covered Services – DME Billing

18.1 Order vs Delivery Date ...................................................................................... 225

18.2 DME Billing Requirement Exception ............................................................... 225

18.2.1 K0108/E1399 Crossover Claim Form ............................................................... 227

Covered Services –_DME Billing_________________________________________________

Ch. 18 Index 225 Revision 4/1/17

18.1 Order vs Delivery Date

If the client is not eligible on the delivery date or does not return for the delivery, the

provider may submit an “Order vs Delivery Date Exception Form” for authorization

to bill on the order date. (6.14 Order Vs Delivery Date)

18.2 DME Billing Requirement Exception

For clients who are dual eligible Medicare and Medicaid, in situations where the

provider is billing for multiple units of either K0108 or E1399, and Medicare

approves some units but not all units, the provider may complete the billing

requirements and exception process/steps below for additional Medicaid

reimbursement, if applicable. The Medicaid claim will be processed according to

Wyoming Medicaid’s policy for the units Medicare denied.

NOTE: K0108 and E1399 only and the client is dual eligible, Medicare and

Medicaid.

Refer to the DME Covered Services manual and Chapters 1-10 of this manual for the

complete Medicaid policy.

Provider must obtain a prior authorization (PA) through the Medicaid DME vendor

1. Submit the claim first to Medicare according to Medicare instructions.

2. Medicare should crossover the claim electronically to Medicaid, and any units

approved by Medicare will be processed to pay co-insurance and deductible as

per usual. Lines that Medicare denied will deny on the crossover claim as

exact duplicates conflicting with the paid lines of the same code, but the

crossover claim will be in a paid status.

a. If crossover claim is not received electronically from Medicare the

providers will need to submit this crossover claim electronically to

Medicaid (Refer to the Web Portal Tutorials)

3. Providers need to wait for the paid crossover to appear on the Medicaid

remittance advice (RA)/835 before continuing the DME billing requirement

exception process (Step 5).

4. Once the paid crossover claim appears on the Medicaid RA, the provider will

need to complete a CMS-1500 paper claim form. Complete the paper claim

form according to Medicaid’s billing requirements, not the way it was

previously submitted to Medicare.

a. Bill according to Medicaid’s PA, enter the PA number in box 23

b. All units denied by Medicare must be combined onto one line with

multiple units or they will deny as exact duplicates.

i. Billed charge/units must add up and match the Medicare

EOMB.

Covered Services –_DME Billing_________________________________________________

Ch. 18 Index 226 Revision 4/1/17

5. Review the invoice(s) for each item and clearly mark for each line item

a. Medicaid must be able to match descriptions from the PA to the

invoice(s), to assist with this process complete the K0108/E1399

Crossover Claim Form (18.1.1 K0108/E1399 Crossover Claim Form)

6. Completing the K0108/E1399 Crossover Claim Form – the purpose of this

form is to assist in matching up the descriptions of the items/components of

the PA to the appropriate items on the invoice(s).

a. When entering the first item description on line 1 of the form place (1)

on the invoice next to the item on the invoice that matches it, continue

the same process until all items are documented on the form.

i. Complete as many forms as necessary.

7. Finalization and mailing process: Providers must include all of the following

in the mailing

a. K0108/E1399 Crossover Claim Form (place on top to ensure

appropriate routing)

b. Completed CMS-1500 paper claim form

c. Medicare’s EOMB

d. Invoice(s)

e. Mail the documents to:

Wyoming Medicaid

ATTN: Medical Policy

PO Box 667

Cheyenne, WY 82003-0667

Covered Services –_DME Billing_________________________________________________

Ch. 18 Index 227 Revision 4/1/17

18.2.1 K0108/E1399 Crossover Claim Form

NOTE: Click image above to be taken to a printable version of this form.

Covered Services –_Family Planning______________________________________________

Ch. 19 Index 228 Revision 4/1/17

Chapter Nineteen – Covered Services – Family Planning

19.1 Family Planning Clinics .................................................................................... 229

19.2 Covered Services ............................................................................................... 229

19.3 Non-Covered Services ....................................................................................... 229

Covered Services –_Family Planning______________________________________________

Ch. 19 Index 229 Revision 4/1/17

19.1 Family Planning Clinics

Family planning clinics provide services that are prescribed to clients of childbearing

age for the purpose of enabling them to freely determine the number and spacing of

their children.

19.2 Covered Services

The following services are covered by Medicaid:

 Appropriate office visits according to CPT guidelines.

 Contraceptive supplies and devices as prescribed by a healthcare provider

(limited to a three (3) month supply).

 Insertion or removal of implantable capsules are allowed with appropriate

E&M procedure code.

 Insertion or removal of intrauterine devices (IUD’s) are allowed with an

appropriate E&M procedure code.

 Pap smears.

 Pregnancy tests.

19.3 Non-Covered Services

The following services are not covered by Medicaid:

 Reversal of Sterilizations.

 Artificial insemination.

 Fertility testing.

 Infertility counseling.

NOTE: Pregnant by Choice/Family Planning Waiver has specific covered and

non-covered services (25.1, Pregnant By Choice/Family Planning

Waiver).

Covered Services –_Health Check_________________________________________________

Ch. 20 Index 230 Revision 4/1/17

Chapter Twenty – Covered Services – Health Check

20.1 Health Check – EPSDT ..................................................................................... 231

20.2 Periodicity Schedule .......................................................................................... 232

20.3 Reimbursement .................................................................................................. 232

20.4 Detailed Information for Well Child Screens .................................................... 236

20.5 Initial/Interval History ....................................................................................... 237

20.6 Assessments ....................................................................................................... 237

20.7 Comprehensive Unclothed Physical Examination ............................................ 238

20.8 Head Circumference .......................................................................................... 238

20.9 Blood Pressure ................................................................................................... 239

20.10 Vision Screen .................................................................................................... 239

20.11 Topical Fluoride Varnish ................................................................................... 239

20.12 Hearing Screen .................................................................................................. 240

20.13 Laboratory Tests ................................................................................................ 241

20.13.1 Hematocrit and Hemoglobin ............................................................................. 241

20.13.2 Blood Lead Level .............................................................................................. 241

20.13.3 Tuberculin Screening ........................................................................................ 242

20.13.4 Urinalysis ........................................................................................................... 243

20.13.5 Other .................................................................................................................. 243

20.14 Immunizations ................................................................................................... 243

20.15 Dental Screen .................................................................................................... 244

20.16 Speech and Language Screens .......................................................................... 244

20.17 Discussion and Counseling ............................................................................... 244

Covered Services –_Health Check_________________________________________________

Ch. 20 Index 231 Revision 4/1/17

20.1 Health Check – EPSDT

The Early and Periodic, Screening, Diagnosis and Treatment Program (EPSDT):

 Brings comprehensive healthcare to children from birth up to and including

20-years of age who are eligible for Medicaid.

 Has a preventive health philosophy of discovering and treating health

problems before they become disabling and far more costly to treat in terms of

both human and financial resources.

 Examines all aspects of a child’s well-being and corrects any problems that

are discovered.

 Is administered by the Division of Healthcare Financing (DHCF), Medicaid.

EPSDT is a statewide program that provides children with comprehensive health

screenings, diagnostic services, and treatment of any health problem detected.

Defining each word of the program title will help explain the concept of EPSDT.

Procedure Code Range: 99381-99394

Early – Well Child Screens will be performed as soon as possible in the child’s life

(in case of a family already receiving assistance) or as soon as a child’s eligibility for

Medicaid is established.

Periodic – Means Well Child Screens will be performed at intervals established by

medical, dental, and other healthcare experts. Periodic screens assure diseases or

disabilities are detected in the early stages. Types of procedures performed will

depend on age and health history of the child.

Screening – The use of examination procedures for early detection and treatment of

diseases of abnormalities. Referrals are made for those in need of specialized care.

Diagnosis – The determination of the nature or cause of physical or mental disease

(abnormality). A diagnosis is made through the combined use of a health history,

physical, developmental and psychological evaluations, laboratory tests, and x-rays.

Practitioners who complete EPSDT examinations may diagnosis and treat health

problems uncovered by the screen or may refer the child to other appropriate sources

for care.

Treatment – Care provided by practitioners enrolled with Medicaid to prevent,

correct, or ameliorate disease or abnormalities detected by screening and diagnostic

procedures. Practitioners may screen, diagnosis, and treat during one (1) office visit.

Covered Services –_Health Check_________________________________________________

Ch. 20 Index 232 Revision 4/1/17

20.2 Periodicity Schedule

The periodicity schedule contains an easy reference table for Well Child Screens

defined by the age of the child. Refer to the Well Child Screen Requirements table for

all ages.

Key:  = to be performed  = to be performed for clients at risk s =

subjective, by history o = objective, by a standard testing method s/o =

objective at 12, 15, and 18 years old, subjective, by history for all other

years.

20.3 Reimbursement

If an abnormality(ies) is encountered or a pre-existing problem is addressed in the

process of performing preventative medicine E&M service, and if the

problem/abnormality is significant enough to require additional work to perform the

key components of a problem oriented E&M service, then the appropriate

office/outpatient code 99201-99215 should also be reported. Modifier 25 must be

added to the office/outpatient code to indicate that a significant, separate identifiable

E&M service was provided by the same physician on the same day as the

preventative service. The appropriate preventative medicine service is additionally

reported.

Covered Services –_Health Check_________________________________________________

Ch. 20 Index 233 Revision 4/1/17

Well Child Screen Requirements

For Ages Birth through 21 Years Old

Newborn – 12

months

15 months to

4 years

5-10 years

11-21 years

History

Initial/Interval



Measurements

Height & Weight



Head circumference



 (up to 24

mo.)

Blood Pressure

(start at 3

yrs)



Sensory Screening

Vision

Hearing

s/o

Developmental / Behavioral Assessment



Immunizations

Health Check Immunizations



Procedures

Lead Screening

(9-12 mo)

(24 mo)

Tuberculin Test

 (12 mo)



Topical Fluoride Varnish

 (6–12mo)

 (15 m-3

yrs)

Cholesterol Screening

 (24 mo-4

yrs)



STD Screening



Pelvic Exam



Anticipatory Guidance

Injury Prevention



Violence Prevention



Sleep Positioning Counseling



(up to 6 mo)

Nutrition Counseling



Dental

(12 mo)



All abnormalities detected during the Health Check exam should be referred to the

appropriate specialist, including but not limited to a vision, dental and /or hearing

specialist as necessary. The appropriate way to indicate that the provider has referred

the child is to add Modifier 32 to the preventative service code.

Covered Services –_Health Check_________________________________________________

Ch. 20 Index 234 Revision 4/1/17

If any insignificant or trivial problem/abnormality is encountered while performing

the preventative medicine E&M services, and does not require additional work, the

office/outpatient code should not be reported.

It is of utmost importance that the appropriate CPT, modifier and diagnosis codes are

reported. For the provider’s convenience, the codes, modifiers, and diagnosis codes

for EPSDT-Health Check and the most current fee schedule for the above mentioned

codes are attached. Fees are subject to change without notice.

At a minimum, these screenings must include, but are not limited to:

 Comprehensive health and developmental history.

 Comprehensive unclothed physical examination.

 Dental screening.

 Appropriate vision testing.

 Appropriate hearing testing.

 Appropriate laboratory test (Blood Lead Level testing is required at 12 and 24

months for all children).

 The most current copy of the immunization schedule may be found at

http://www.cdc.gov/vaccines/schedules/index.html.

Diagnosis Codes to be used when Billing for EPTSD – Well Child Checks

Diagnosis Code

Description

Z76.1

Health Supervision of Foundling.

Z76.2

Other Healthy Infant or Child Receiving Care.

Z00.121, Z00.129

Routine Infant or Child Health Check.

Topical Fluoride

Procedure Code

Modifier

Description

D1206

Topical Fluoride Varnish.

Preventative Medicine Services

Procedure Code

Modifier

Description

99381

Initial Comprehensive Preventative Medicine Age 0 through

11 Months.

99382

Early Childhood Age 1-4 Years.

99383

Late Childhood Age 5-11 Years.

99384

Adolescent Age 12-17 Years.

99385

Age 18-20 Years.

Modifier

Mandated Services – Referral.

Covered Services –_Health Check_________________________________________________

Ch. 20 Index 235 Revision 4/1/17

Evaluation and Management Services – New Patient

Procedure

Code

Modifier

Description

99201

Office or other outpatient visit for the E&M of a new patient

requires three (3) key components:

 A problem focused history.

 A problem focused exam.

 Straight forward medical decision making.

99202

Office or other outpatient visit for the E&M of a new patient

requires three (3) key components:

 An expanded focused history.

 An expanded focused exam.

 Straight forward medical decision making.

99203

Office or other outpatient visit for the E&M of a new patient

requires three (3) key components:

 A detailed history.

 A detailed exam

 Medical decision making of low complexity.

99204

Office or other outpatient visit for the E&M of a new patient

requires three (3) key components:

 A comprehensive history.

 A comprehensive exam.

 Medical decision making of moderate complexity.

99211

Office or other outpatient visit for the E&M of an established

patient that may not require the presence of a physician.

Usually the presenting problems are minimal. Typically five

(5) minutes are spent performing or supervising these

services.

99212

Office or other outpatient visit for the E&M of an established

patient which requires at least of these three (3) components:

 A problem focused history.

 A problem focused exam.

 Straight forward medical decision making.

99213

Office or other outpatient visit for the E&M of an established

patient which requires at least of these three (3) components:

 An expanded problem focused history.

 An expanded problem focused exam.

 Straightforward medical decision making.

Covered Services –_Health Check_________________________________________________

Ch. 20 Index 236 Revision 4/1/17

Evaluation and Management Services – New Patient

Procedure

Code

Modifier

Description

99214

Office or other outpatient visit for the E&M of an established

patient which requires at least of these three (3) components:

 A detailed history.

 A detailed exam.

 Medical decision making of low complexity.

99215

Office or other outpatient visit for the E&M of an established

patient which requires at least of these three (3) components:

 A comprehensive history.

 A comprehensive exam.

 Medical decision making of high complexity.

NOTE: Please refer to the current CPT for additional information regarding

preventative services.

20.4 Detailed Information for Well Child Screens

 In some instances, Well Child Screens may not be completed at the suggested

age (example: immunizations); the healthcare professional must follow

recommended practices to ensure the child becomes current.

 Results may indicate further testing or referrals are needed. Healthcare

professionals should complete tests or make referrals according to standard

procedures and practices.

 Well Child Screens must be completed when there is no acute diagnosis

applicable (i.e. otitis media).

 May show that a high risk factor is present based on the child’s environment,

history, or test results. Healthcare professionals should proceed with

required/recommended tests. Evaluation methods used may be different from

what is indicated on the Well Child Screen Requirements table (example: a

tuberculin test performed on a child who is nine (9) months of age because the

child’s sibling had an active case of diagnosed tuberculosis).

The following information contains additional guidelines to be used when performing

Well Child Screens.

Covered Services –_Health Check_________________________________________________

Ch. 20 Index 237 Revision 4/1/17

20.5 Initial/Interval History

The initial/interval history should be obtained from a parent or other responsible adult

who is familiar with the child’s health history. This must include, but is not limited

to:

 Family history

 Details of birth, prenatal, neonatal periods

 Nutritional status

 Growth and development

 Childhood illness

 Hospitalizations

 Immunization history

NOTE: If a health history has been obtained previously, then update it each visit.

20.6 Assessments

Appropriate Developmental Screening – Providers should administer a

developmental screen appropriate to the age of the child during each Well Child

Screen. The following screening tools are recommended for children age birth to six

(6) years:

1. Prescreening Developmental Questionnaire

2. Denver Developmental Screening Test

3. Battelle Screening Test

 Children five (5) years of age and older should have a general developmental

assessment including gross-motor and fine-motor skills, social-emotional

skills, and cognitive and self-help skills development.

 Results of development screens need to be considered in combination with

other information gained through the history, physical examination,

observations of behavior and reports of observations by the parents/caregivers.

 Any abnormalities detected during a Well Child Screen outside of the

attending physician’s scope of practice should be referred to the appropriate

specialist, including vision, dental and hearing specialists as necessary. All

services provided must be medically necessary and provided in the most cost-

effective manner.

 Nutritional Screen – Providers should assess the nutritional status at each Well

Child Screen through the following activities:

Covered Services –_Health Check_________________________________________________

Ch. 20 Index 238 Revision 4/1/17

o Inquire about dietary practices to identify unusual eating habits.

Unusual eating habits include pica behavior, extended use of bottle

feedings, or diets deficient or excessive in one (1) or more nutrients;

 A complete physical examination including an oral inspection;

 Accurate measurements of height and weight (all measurements should be

plotted on the National Center for Health Statistics Growth Charts); and

 Screening for iron deficiency at the appropriate ages and/or intervals.

NOTE: Children with nutritional problems may be referred to a licensed

nutritionist or dietician for further assessment, counseling, or education

as needed.

20.7 Comprehensive Unclothed Physical Examination

Each comprehensive unclothed physical examination should include the following:

 Height measurement

 Weight measurement

 Standard body systems evaluation

 Observation for any signs of abuse

 Observation of any physical abnormality

During each Well Child Screen, providers need to assess the child’s growth. All

measurements should be plotted on the National Center for Health Statistics (NCHS)

Growth Chart.

Growth assessments should be documented in the medical record and any

abnormality should be addressed as abnormal if:

 If a child’s height and/or weight is below the 5th percentile or above the 95th

percentile; or

 If weight for height is below the 10th percentile or above the 90th percentile

(using the weight for height graph).

20.8 Head Circumference

An Occipital Frontal Head Circumference (OFHC) should be measured on each child

four (4) years and younger at each Well Child Screen. This measurement should be

plotted on the NCHS Growth Chart. OFHC should be reported abnormal if:

 It is below the 5th percentile or above the 95th percentile;

 Size of the head is not following a normal growth curve; or

 Head is grossly disproportionate to the child’s length.

Covered Services –_Health Check_________________________________________________

Ch. 20 Index 239 Revision 4/1/17

Deviations in the shape of the head may warrant further evaluation and follow-up.

20.9 Blood Pressure

 All children three (3) years and older must have a blood pressure reading at

each Well Child Screen.

 Measurements should be taken in a quiet environment, with the correct size

cuff, and with the fourth (4th) and fifth (5th) phase Korotkoff sound noted for

the diastolic pressure.

 Blood pressure is considered abnormal if the systolic and/or diastolic or both

are above the 95th percentile. Any child with a blood pressure reading above

the 95th percentile should have it repeated in 7-14 days. If the blood pressure

is still elevated, the child should be rechecked again in 7-14 days. If blood

pressure is elevated on the third visit, the child should receive appropriate

medical evaluation and follow-up, as recommended by the American

Academy of Pediatrics.

20.10 Vision Screen

A vision screen appropriate to the age of the child should be conducted at each Well

Child Screen. Further evaluations and proper follow up should be recommended if the

following conditions are present:

 Infants and children who show evidence of infection, squinting, enlarged or

lazy cornea, crossed eyes, amblyopia, cataract, excessive blinking, or other

eye abnormality;

 An infant or child who scored abnormal on the fixation test, papillary light

reflex test, alternate cover test, or the corneal light reflect test in either eye;

 Three (3) to nine (9) year old children who demonstrate a visual acuity of less

than 20/40 in either eye or who demonstrate a one (1) line difference in visual

acuity between the two (2) eyes within the passing range; or

 Children ten (10) years and older whose vision is 20/30 or worsen in either

eye or who demonstrate a one (1) line difference in visual acuity between the

two (2) eyes within the passing range.

20.11 Topical Fluoride Varnish

Physicians can apply a topical fluoride varnish for patients who are at a moderate to

high risk for dental caries:

 This application should be done in conjunction with EPSDT well child visits.

 Physician offices may bill the CPT code 99188 on the CMS-1500 form.

Covered Services –_Health Check_________________________________________________

Ch. 20 Index 240 Revision 4/1/17

 Fluoride varnish application can be done up to three (3) times a year on

children ages six (6) months (or when the first teeth erupt) through age three

(3) years.

 The American Academy of Pediatric Dentistry recommends the establishment

of dental home no later than 12-months of age.

20.12 Hearing Screen

A hearing screen appropriate to the age of the child should be conducted at each Well

Child Screen. Further evaluations and proper follow up should be recommended if

one (1) of the following conditions is present:

 Infants and children who are positive on one (1) or more of the Eight (8) Hi-

Risk register items:

o Visible congenital or traumatic deformity of the ear.

 Congenital, such as atresia (no ear canal) or abnormally small ear canals.

 Traumatic deformity, collapsed canals or a deformed ear that might

contraindicate presence of mold or aid.

 History of active drainage from the ear within previous 90-days.

 History of sudden or rapidly progressive hearing loss within the previous 90-

days possibly due to viral attack, trauma, etc. should be seen by a medical

doctor immediately.

 Acute or chronic dizziness indicates possible problems with semi-circular

canals (balance).

 Unilateral hearing loss of sudden or recent onset within the previous 90-days.

Could be caused by mumps, virus, head trauma, Meniere's disease, and

various vascular disorders.

 Audiometric air-bone gap equal to or greater than 15 decibels (dB) at 500Hz,

1000Hz, 2000Hz and 3,000Hz. Conductive or middle ear pathology can cause

a difference of greater that 15dB between the air conduction test results and

results by bone conduction.

 Visible evidence of significant cerumen accumulation or a foreign body in the

ear canal.

 Pain or discomfort simply indicates there is something wrong and should be

seen by a medical doctor.

 Infants and children whose medical, physical, or developmental history

indicates possible hearing loss:

 Positive family history of hearing loss.

 Viral or other non-bacterial transplacental infection.

o Defects of ear, nose or throat system; malformed, low-set to absent

pinnae; cleft lip or palate.

o Birth weight under 1500 grams.

Covered Services –_Health Check_________________________________________________

Ch. 20 Index 241 Revision 4/1/17

o Unconjugated bilirubin over 24 mg/100 ml or over infant’s weight

in decagrams.

o Bacterial meningitis.

o Sever asphyxia with arterial flow less than 7.25, coma, seizures or

need for continuous assisted ventilation.

o Children found positive when tested with pure tone screening.

20.13 Laboratory Tests

Providers who conduct Well Child Screens must use their medical judgment when

determining the applicability of performing specific laboratory tests and/or analyses.

The following are basic laboratory tests that should be performed when a child

reaches the required age.

20.13.1 Hematocrit and Hemoglobin

Hematocrit or Hemoglobin is completed at the following ages:

 Newborns (for high risk infants),

 Two (2) months (for high risk infants),

 8-12 months,

 18-24 months,

 Three to four (3-4) years, and

 11-12 years.

20.13.2 Blood Lead Level

 A venous blood lead level determination must be performed on children at 12

and 24 months of age.

 Children who have a history of pica behavior, an environment suspect of lead

exposure, or whose history/physical examination findings are suspicious

should have a blood lead level follow-up.

 Lead poisoning is an elevated venous blood lead level (that is greater than or

equal to 10 micrograms per deciliter (ug/dl).

 If an elevated blood level is discovered, a child should be re-screened every

three (3) to four (4) months until lead levels are within normal limits. In

addition, a venipuncture blood lead level should be performed annually

through at least age six (6).

Beginning at six (6) months of age and at each visit thereafter until six (6) years of

age providers must discuss with parent(s)/caregiver(s) about childhood lead poisoning

interventions and assess the child’s risk for exposure. A verbal interview or written

questionnaire, such as the following may identify those children at high risk of lead

Covered Services –_Health Check_________________________________________________

Ch. 20 Index 242 Revision 4/1/17

exposure. Blood lead testing should be carried out on those children identified as high

risk by this or a similar questionnaire:

 Does your child live in or regularly visit an old house built before 1950? Is

your child’s day care center / preschool / babysitter’s home built before 1978?

Does the house have peeling or chipping paint?

 Does your child live in a house built before 1978 with recent, ongoing, or

planned renovation or remodeling (within the last six (6) months)?

 Do any of your children or their playmates have or had lead poisoning?

 Does your child frequently come in contact with an adult who works with

lead? Examples are construction, welding, pottery, or other trades practiced in

your community.

 Does your child live near a lead smelter, battery recycling plant, or other

industry likely to release lead?

 Do you give your child any home or folk remedies that may contain lead?

 Does your child live near a heavily traveled major highway where the soil and

dust may be contaminated with lead?

 Does your home’s plumbing have lead pipes or copper with lead solder joints?

Ask any additional questions specific to situations existing in the provider’s

community. Risk is determined from responses to a verbal or written questionnaire

risk assessment. A subsequent verbal risk assessment can change a child’s risk

category. Any information suggesting increased lead exposure for previously low risk

children must be followed up with a blood lead test. Medicaid will pay for samples to

be taken from the home and sent to state laboratory for testing.

If answers to all questions are negative, a child is considered low risk for high doses

of lead exposure. Practitioners will need to determine whether to perform additional

blood lead level test beyond those required at 12 and 24-months of age.

If the answers to any questions are positive, a child is considered high risk for high

doses of lead exposure. Practitioners are required to perform a venous blood lead

level on children determined to be high risk. Tests need to be repeated every three (3)

to four (4) months until lead levels are within normal limits. Tests should continue to

be completed if the child is still considered high risk.

20.13.3 Tuberculin Screening

Tuberculin testing should be completed as indicated on the Well Child Screen

Requirements table or more often on clients in high-risk populations (Asian refugees,

Indian children, migrant children, etc.), or if historical findings, physical

examinations or other risk factors so indicate.

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Ch. 20 Index 243 Revision 4/1/17

20.13.4 Urinalysis

Urinalysis using a multiple dipstick method should be completed on all children at

two (2) years and 13-15 years.

 Because of heightened incidence of bacteriuria in girls, they should have

additional tests around three (3) years, five (5) years and eight (8) years.

 Children who have had previous urinary tract infections should be re-screened

more frequently.

 If test results are positive but the history and physical examination are

negative, the child should be tested again in seven (7) days.

 If the results are positive a second (2nd) time or if there are supportive findings

in the history and physical examination from the first (1st) positive test, further

follow-up is required.

 If a male child has a urinary tract infection, a referral for further testing should

be completed immediately.

20.13.5 Other

Other laboratory tests (i.e., chest x-ray, Pap smear, sickle cell testing, etc.) should be

completed if medically necessary.

20.14 Immunizations

 The immunization status of each child should be reviewed at each Well

Child Screen.

 Reviewing the immunization status of a child includes interviewing

parents/caretakers, reviewing immunization history/records, and reviewing

known high risk factors to which the child may be exposed.

 Immunizations needed by children at their Well Child Screen should be given

on-site, provided there are not existing contradictions.

 Immunizations are to be given according to the Advisory Committee on

Immunization Practices (ACIP).

 Arrangements should be made with the parents/responsible adult for the

completion of immunizations.

 If immunizations have not been completed at the recommended age, the

healthcare professional should set up a schedule to ensure the child

becomes current.

NOTE: The Recommended Immunization Schedule can be found at

http://www.cdc.gov/vaccines/schedules/index.html.

Covered Services –_Health Check_________________________________________________

Ch. 20 Index 244 Revision 4/1/17

20.15 Dental Screen

Oral inspections are included in Well Child Screens. Results should be included in the

child’s Initial/Interval History. Although an oral inspection is part of Well Child

Screens, it does not substitute for an examination through a direct referral to a dentist.

A child should be referred to the dentist as follows:

 When the first tooth erupts and at least yearly thereafter.

 If an oral inspection reveals cavities, infection, or the child has or is

developing a handicapping malocclusion or significant abnormality.

NOTE: Refer back to Topical Fluoride (20.11, Topical Fluoride Varnish).

20.16 Speech and Language Screens

Speech and language screens identify delays in development of children.

Referrals for further speech and hearing evaluations may be appropriate if one (1) or

more of the following exists:

 Child is not talking at all by the age of 18 months.

 Suspected hearing impairment.

 Child is embarrassed or disturbed by his/her own speech.

 Voice is monotone, extremely loud, largely inaudible, or of poor quality.

 There is noticeable hypernasality or lack of nasal resonance.

 There is undue parental concern.

 Where speech is not understandable at three (3) years of age, a referral may be

appropriate, as the condition may be caused by an unsuspected hearing

impairment or a variety of undiagnosed conditions.

20.17 Discussion and Counseling

Parents should have the opportunity to ask questions, to have them answered and to

have sufficient time allotted for unhurried discussions. Practitioners should discuss

and interpret examination results in accordance with the parents’ level

of understanding.

NOTE: Interpretation services are available upon request (21.1, Interpreter

Services).

Covered Services –_Interpreter Services___________________________________________

Ch. 21 Index 245 Revision 4/1/17

Chapter Twenty One – Covered Services – Interpreter Services

21.1 Interpreter Services ............................................................................................ 246

21.2 How it Works .................................................................................................... 246

21.3 Covered Services ............................................................................................... 247

21.4 Non-Covered Services ....................................................................................... 247

21.5 Billing Procedures ............................................................................................. 247

21.6 Required Documentation ................................................................................... 247

Covered Services –_Interpreter Services___________________________________________

Ch. 21 Index 246 Revision 4/1/17

21.1 Interpreter Services

Enrolled providers assisting Medicaid clients with oral interpretation or sign language

interpretation must adhere to national standards developed by the National Council on

Interpreting in Healthcare (NCIHC). These include:

 Accuracy – To enable other parties to know precisely what each speaker

has spoken.

 Confidentiality – To honor the private and personal nature of the healthcare

interaction and maintain trust among all parties.

 Impartiality – To eliminate the effect of interpreter bias or preference.

 Role Boundaries – To clarify the scope and limits of the interpreting role, in

order to avoid conflicts of interest.

 Professionalism – To uphold the public’s trust in the interpreting profession.

 Professional Development – To attain the highest possible level of

competence and service.

 Advocacy – To prevent harm to parties whom the interpreter serves.

Procedure Code: T1013

21.2 How it Works

A need for interpreter services is determined by a medical appointment.

 The healthcare provider accesses the Medicaid website or contact Provider

Relations for a current list of enrolled interpretation providers (2.1, Quick

Reference).

 The healthcare provider will contact and provide the interpretation service the

following information:

o Name of client

o Client’s Medicaid ID number

o Name of referring provider

o Time and date service will be required

o Location where services will take place (telephonically or in person)

o Estimated length of time service will be required

 The appointment takes place and interpretation services are provided.

 If any follow-up appointments are needed after the initial appointment, the

interpretation services may be arranged at that time.

Covered Services –_Interpreter Services___________________________________________

Ch. 21 Index 247 Revision 4/1/17

21.3 Covered Services

The interpretation provider may only bill Medicaid for time spent with the client in

conjunction with Medicaid healthcare services delivered by different providers.

21.4 Non-Covered Services

 Medicaid will not pay for interpreter services in conjunction with the

following services:

o Inpatient or outpatient hospital services.

o Intermediate Care Facilities for persons with Intellectual Disability

(ICF-ID).

o Nursing facilities.

o Ambulance services by public providers.

o Psychiatric Residential Treatment Facilities.

o Comprehensive inpatient or outpatient rehabilitation facilities.

o Other agencies/organizations receiving direct federal funding.

 Interpreter services provided by family members or by a volunteer, associate

or friend.

 Reimbursement for travel to and from the appointment.

 Services provided to a client on an ALEN program that are not emergency

services.

21.5 Billing Procedures

Following are the interpretation services billing procedures or requirements:

 Interpreters may bill for the same client on the same day more than once if

provided in conjunction with Medicaid healthcare services delivered by

different providers.

 The diagnosis code for interpretation services is Z71.0.

 The procedure code for interpretation services is T1013 and should be billed

with the appropriate number of units provided.

o One (1) unit = 15 minutes of service.

 When not providing services in-person the GT modifier must be used.

21.6 Required Documentation

Interpretation providers must maintain documentation to support that the service

occurred. This should include (at minimum) the client’s name, date of service, times

in and out, service provided, and signature of provider.

Covered Services –_Laboratory Services___________________________________________

Ch. 22 Index 248 Revision 4/1/17

Chapter Twenty Two – Covered Services – Laboratory Services

22.1 Laboratory Services ........................................................................................... 249

22.2 CLIA Requirements .......................................................................................... 249

22.3 Genetic Testing .................................................................................................. 251

22.3.1 BRCA Testing and Counseling ......................................................................... 251

22.3.2 Counseling ......................................................................................................... 252

22.3.3 Billing Requirements ......................................................................................... 252

Covered Services –_Laboratory Services___________________________________________

Ch. 22 Index 249 Revision 4/1/17

22.1 Laboratory Services

Medicaid covers tests provided by independent (non-hospital) clinical laboratories

when the following requirements are met:

 Services are ordered by physicians, dentists, or other providers licensed within

the scope of their practice as defined by law.

 Services are provided in an office or other similar facility, but not in a hospital

outpatient department or clinic.

 Providers of lab services must be Medicaid certified.

 Providers of lab services must have a current Clinical Laboratory

Improvement Amendments (CLIA) certification number.

 Providers may bill Medicaid only for those lab services they have performed

themselves. Medicaid does not cover reference lab services.

Procedure Code Range: 80047-89356

NOTE: Non-covered services include routine handling charges, stat fees, post-

mortem examination and specimen collection fees for throat culture or Pap

Smears.

22.2 CLIA Requirements

The type of CLIA certificate required to cover specific codes is listed in the table

below. These codes are identified by Center for Medicare and Medicaid Services

(CMS) as requiring CLIA certification; however, Medicaid may not cover all of the

codes listed. Refer to the fee schedule (2.1, Quick Reference) located on Medicaid

website for actual coverage and fees. Content is subject to change at any time,

without notice.

NOTE: Codes within the below table are NOT Wyoming Medicaid specific. It is

the provider’s responsibility to ensure the codes being billed are covered

by Wyoming Medicaid.

Covered Services –_Laboratory Services___________________________________________

Ch. 22 Index 250 Revision 4/1/17

CLIA

CERTIFICATE

TYPE

ALLOWED TO BILL

REGRISTRATION,

COMPLIANCE, OR

ACCREDITATION

(LABORATORY) (1)

G0103

G0123

G0124

G0141

G0143

G0144

G0145

G0147

G0148

G0306

G0307

G0328

G0416

G0432

G0433

G0434

G0477

G9143

P3000

17311

17312

17313

17314

17315

78110

78111

78120

78121

78122

78130

78191

78270

78271

78272

80000-89999 (UNLESS OTHERWISE SPECIFIED ELSEWHERE IN THIS TABLE)

PROVIDERS WITH THIS CLIA TYPE MAY BILL THE CODES WITHIN THE LABORATORY

(CLIA TYPE 1) SECTION AND ALL CODES FOR PPMP (CLIA TYPE 4) SECTION AND WAIVER

(CLIA TYPE 2) SECTION AND THE CODES EXCLUDED FROM CLIA REQUIREMENTS (REFER

TO TABLE BELOW)

PROVIDER-

PERFORMED

MICROSCOPY

PROCEDURES

(PPMP) (4)

81000

81001

81015

81020

89055

89190

G0027

Q0111

Q0112

Q0113

Q0114

Q0115

PROVIDERS WITH THIS CLIA TYPE MAY BILL THE CODES WITHIN THE PPMP (CLIA TYPE 4)

SECTION AND ALL CODES FOR WAIVER (CLIA TYPE 2) SECTION AND THE CODES

EXCLUDED FROM CLIA REQUIREMENTS (REFER TO TABLE BELOW)

WAIVER (2)

80047 QW

80048 QW

80051 QW

80053 QW

80061 QW

80069 QW

80178 QW

81003 QW

81007 QW

82010 QW

82040 QW

82043 QW

82044 QW

82120 QW

82150 QW

82247 QW

82271 QW

82274 QW

82310 QW

82330 QW

82374 QW

82435 QW

82465 QW

82523 QW

82550 QW

82565 QW

82570 QW

82679 QW

82947 QW

82950 QW

82951 QW

82952 QW

82977 QW

82985 QW

83001 QW

83002 QW

83036 QW

83037 QW

83516 QW

83605 QW

83655 QW

83718 QW

83721 QW

83861 QW

83880 QW

83986 QW

84075 QW

84132 QW

84155 QW

84295 QW

84443 QW

84450 QW

84460 QW

84478 QW

84520 QW

84550 QW

84703 QW

85014 QW

85018 QW

85576 QW

85610 QW

86294 QW

86308 QW

86318 QW

86386 QW

86618 QW

86701 QW

86803 QW

87077 QW

87210 QW

87449 QW

87804 QW

87807 QW

87808 QW

87809 QW

87880 QW

87899 QW

89300 QW

89321 QW

G0328 QW

G0433 QW

G0434 QW

G0477 QW

81002

81025

82270

82272

82962

83026

84830

85013

85651

PROVIDERS WITH THIS CLIA TYPE MAY BILL THE CODES WITHIN THE WAIVER (CLIA

TYPE 2) SECTION AND ALL CODES EXCLUDED FROM CLIA REQUIREMENTS (REFER TO

TABLE BELOW)

CERTIFICATION

PROVIDERS WITHOUT A CLIA MAY BILL ALL CODES EXCLUDED FROM CLIA

REQUIREMENTS (SEE BELOW)

NOTE: QW next to a laboratory code signifies that a QW modifier must be used.

CODES EXCLUDED FROM CLIA REQUIREMENTS

80500

80502

81050

82075

83013

83014

83987

84061

86077

86078

86079

86485

86486

86490

86510

86580

86891

86910

86923

86927

86930

86931

86932

86945

86950

86960

86965

86985

86999

87900

88125

88240

88241

88304

88305

88311

88312

88313

88314

88329

88720

88738

88741

88749

89049

89220

89240

89251

89255

89261

89272

89281

89290

89354

89398

Covered Services –_Laboratory Services___________________________________________

Ch. 22 Index 251 Revision 4/1/17

For updated Medicare CLIA information visit:

http://www.cms.gov/Regulations-and-Guidance/Legislation/CLIA/Categorization_of_Tests.html

22.3 Genetic Testing

Procedure Codes: 81201-81507; 96040

Prior Authorization is required for all genetic testing codes. Prior authorization

documentation must document the following:

 There is reasonable expectation based on family history, risk factors, or

symptomatology that a genetically inherited condition exists; and

 Test results will influence decisions concerning disease treatment or

prevention; and

 Genetic testing of children might confirm current symptomatology or predict

adult onset diseases and findings might result in medical benefit to the child or

as the child reaches adulthood; and

 Referral is made by a genetic specialist (codes 81223 and 81224) or a

specialist in the field of the condition to be tested; and

 All other methods of testing and diagnosis have met without success to

determine the client’s condition such that medically appropriate treatment can

be determined and rendered without the genetic testing. (6.14, Prior

Authorization).

 Codes 81420, 81507 - Mother must be documented as high-risk to include:

advanced maternal age >35 (at EDC), previous "birth" of embryo/fetus/child

with aneuploidy, parent with known balanced translocation, screen positive on

standard genetic screening test (FTCS, multiple marker screen of one type or

another, etc), ultrasound finding on embryo/fetus consistent with increased

risk of aneuploidy

22.3.1 BRCA Testing and Counseling

The U.S. Preventive Services Task Force (USPSTF) recommends that women whose

family history is associated with an increased risk for deleterious mutations in

BRCA1 or BRCA2 genes be referred for evaluation for BRCA testing (81211-

81217). Medicaid covers BRCA testing when the following criteria are met:

 Personal and/or family history of breast cancer, especially if associated with

young age of onset; or

 Multiple tumors; or

 Triple-negative (i.e., estrogen receptor, progesterone receptor, and human

epidermal growth factor receptor 2-negative) or medullary histology; or

 History of ovarian cancer; and

 18 years or older; and

 Pre-test genetic counseling has been prior authorized.

Covered Services –_Laboratory Services___________________________________________

Ch. 22 Index 252 Revision 4/1/17

22.3.2 Counseling

Medicaid covers appropriate genetic counseling (96040) when it is provided in

conjunction with performance or consideration of medically necessary BRCA testing

that meets the criteria listed above. This includes follow-up genetic counseling to

discuss the results of these tests. Three (3) 30 minute units (for a total of 90 minutes)

are allowed per day.

Genetic counseling services may be billed by a physician when the genetic counselor

is under physician supervision and is an employee of the physician. Services provided

by independent genetic counselors are not a benefit of Wyoming Medicaid.

Physician specialties that may bill for BRCA genetic counseling are:

 Clinical genetics

 Family practice

 OB/GYN

 Internal medicine

 Internal medicine, medical oncology

 General surgery

22.3.3 Billing Requirements

 Prior authorization is required for BRCA pre-test counseling and must be

submitted by a physician with a specialty listed above.

 BRCA testing CPT codes will only be paid with an approved prior

authorization for pre-test counseling.

 Prior authorization requests will need to be submitted to Medical Policy (2.1,

Quick Reference)

 Prior authorization documents should include:

o The reason for the test(s); and

o Previous lab results; and

o How the test results will be utilized; and

o How the test results will contribute to improved health outcomes; and

o How the test results will alter the client’s treatment management.

Providers may contact Medical Policy (2.1, Quick Reference) by telephone for verbal

prior authorization. Medical Policy will provide a pending PA number until a formal

request is submitted. The formal request must be submitted within 30-days of

receiving the pending PA number and must include all documentation required.

Covered Services –_Non-Emergency Medical Transportation_________________________

Ch. 23 Index 253 Revision 4/1/17

Chapter Twenty Three – Covered Services – Non-Emergency

Medical Transportation

23.1 Non-Emergency Medical Transportation (NEMT) ........................................... 254

23.1.1 Covered services ................................................................................................ 254

23.1.1.1 Taxi and non-taxi rides .................................................................................. 254

23.1.1.2 Lodging .......................................................................................................... 254

23.2 Billing Information ............................................................................................ 254

23.2.1 Taxi Rides .......................................................................................................... 254

23.2.2 Non-Taxi Rides ................................................................................................. 255

23.2.3 Lodging ............................................................................................................. 256

Covered Services –_Non-Emergency Medical Transportation_________________________

Ch. 23 Index 254 Revision 4/1/17

23.1 Non-Emergency Medical Transportation (NEMT)

Wyoming Medicaid provides non-emergency medical transportation (NEMT)

services to clients who are in need of assistance traveling to and from medical

appointments to enrolled providers to obtain covered services.

Wyoming Medicaid enrolls taxi providers (344600000X), non-taxi ride providers

(347C00000X), and lodging providers (177F00000X) to provide covered services.

23.1.1 Covered services

23.1.1.1 Taxi and non-taxi rides

 Covered for adults and children

 Client must call in the ride to the Transportation Call Center (800-595-0011)

o Transportation Call Center will verify client is covered for the ride and

meets criteria

 Transportation Call Center will contact Ride Provider once the ride is

approved

 Transportation Call Center will supply client ID for billing purposes to Ride

provider

23.1.1.2 Lodging

 Covered for clients 20 years of age and younger

 Client must be inpatient or outpatient at a medical facility that is enrolled with

Wyoming Medicaid

 Client must call in the transportation request to the Transportation Call Center

and indicate that they are staying with an enrolled lodging provider

 Client must live more than 400 miles round trip from medical facility

o Exceptions may be granted for special circumstances (several

appointments over several days; very early appointments; need for

direct medical supervision during outpatient recovery; etc. The client

must contact Transportation Call Center (800-595-0011) to request

exceptions)

23.2 Billing Information

23.2.1 Taxi Rides

Procedure codes A0100, S0215

Covered Services –_Non-Emergency Medical Transportation_________________________

Ch. 23 Index 255 Revision 4/1/17

 Taxi provider must receive authorization for the taxi ride from the

Transportation Call Center

 Transportation Call Center will provide client ID and TAC number for billing

purposes

o The TAC number will be entered as the client’s account number on the

claim when billing

 Bill procedure code A0100 – Base Rate – 1 unit for each one way trip

 Bill procedure code S0215 – mileage for each mile or part of a mile

o Mileage is always rounded up. Example: 5.2 miles would be billed as

6 miles.

 Mileage without the client on board is not eligible for billing

 Wait time is not a covered service

 No show or late clients are not a covered service, however, they should be

reported to the Transportation Call Center (800-595-0011)

 All rides billed are subject to post payment review and as such records should

be kept with detail including:

o Authorization from Transportation Call Center

o Client information

o Date and time of pick-up

o Pick up address

o Destination address

o Total mileage

o Total charge

23.2.2 Non-Taxi Rides

Procedure Codes: A0110, A0080

 Ride provider must receive authorization for the ride from the Transportation

Call Center

 Transportation Call Center will provide client ID and TAC number for billing

purposes

o The TAC number will be entered as the client’s account number on the

claim when billing

 Bill procedure code A0110 – Base Rate – 1 unit for each one way trip

 Bill procedure code A0080 – mileage for each mile or part of a mile above 15

miles

NOTE: The first 15 miles are INCLUDED with the base rate and are not billed

o Mileage is always rounded up

Covered Services –_Non-Emergency Medical Transportation_________________________

Ch. 23 Index 256 Revision 4/1/17

o Example – A trip of 23.2 miles would be billed with code A0110 as

the base rate (1 unit) and A0080 for the mileage (9 units: 23.2 miles -

15 base miles = 8.2 miles, round up to 9 miles = 9 units)

 Mileage without the client on board is not eligible for billing

 Wait time is not a covered service

 No show or late clients are not a covered service, however, they should be

reported to the Transportation Call Center (800-595-0011)

 All rides billed are subject to post payment review and as such records should

be kept with detail including:

o Authorization from Transportation Call Center

o Client information

o Date and time of pick up

o Pick up address

o Destination address

o Total mileage

o Total charge

23.2.3 Lodging

Procedure Code: A0180

 Client must call in transportation to the Transportation Call Center (800-595-

0011) and indicate they are staying with an enrolled lodging provider and

provide the TAC number to the lodging provider for billing purposes

o The TAC number will be entered as the client’s account number on the

claim when billing

 Client must provide client ID of child to the lodging provider for billing

purposes

 Bill procedure code A0180 for each night of lodging – child client must be

inpatient in medical facility or outpatient and staying at lodging provider

 All lodging claims are subject to post payment review and as such records

should be kept with detail including:

o Client information

o Medical facility client was patient of

o Inpatient/outpatient status

o Dates of stay

o Total nights

o Total charge

 The client’s family will need a copy of receipt/documentation to receive their

per diem for the stay

Covered Services –_Practitioner Services__________________________________________

Ch. 24 Index 257 Revision 4/1/17

Chapter Twenty Four – Covered Services – Practitioner Services

24.1 Practitioner Services .......................................................................................... 263

24.2 Covered Services ............................................................................................... 263

24.2.1 Abortion ............................................................................................................. 263

24.2.1.1 Covered Services ........................................................................................... 263

24.2.1.2 Reimbursement Requirements ....................................................................... 264

24.3 Anesthesia Services ........................................................................................... 264

24.3.1 Covered Services ............................................................................................... 264

24.3.2 Billing Guidelines .............................................................................................. 265

24.3.3 Obstetrical Exceptions ....................................................................................... 266

24.3.4 Modifiers ........................................................................................................... 268

24.3.5 Documentation Requirements ........................................................................... 268

24.4 Dermatology ...................................................................................................... 268

24.4.1 Covered Services ............................................................................................... 269

24.4.2 Benign Lesion Removal and Destruction of Benign or Premalignant Lesions . 269

24.4.3 Covered Services ............................................................................................... 269

24.4.4 Billing Requirements ......................................................................................... 269

24.4.5 Documentation Requirements ........................................................................... 270

24.5 Diabetic Training ............................................................................................... 270

24.5.1 Covered Services ............................................................................................... 271

24.5.2 Billing Requirements ......................................................................................... 271

24.5.3 Documentation .................................................................................................. 271

24.6 Family Planning Services .................................................................................. 271

24.6.1 Covered Services ............................................................................................... 272

24.6.2 Hysterectomies .................................................................................................. 272

24.7 Immunizations ................................................................................................... 272

24.7.1 Billing Procedures: WyVIP Supplied or Private Stock ..................................... 273

24.7.2 Billing Examples ............................................................................................... 277

24.7.3 Other Immunizations ......................................................................................... 279

24.8 Injections ........................................................................................................... 281

Covered Services –_Practitioner Services__________________________________________

Ch. 24 Index 258 Revision 4/1/17

24.8.1 Belimuab (Benlysta®) Criteria ........................................................................... 281

24.8.1.1 Covered Services ........................................................................................... 281

24.8.1.2 Billing Requirements ..................................................................................... 281

24.8.2 Botox®, Dysport® and Myobloc® ...................................................................... 282

24.8.2.1 Covered Services ........................................................................................... 282

24.8.2.2 Billing Requirements ..................................................................................... 282

24.8.3 Synvisc® Injections............................................................................................ 284

24.8.3.1 Covered Services ........................................................................................... 284

24.8.3.2 Limitations ..................................................................................................... 284

24.8.3.3 Billing Requirements ..................................................................................... 285

24.8.4 Tysabri® ............................................................................................................. 285

24.8.4.1 Covered Services ........................................................................................... 285

24.8.4.2 Billing Requirements ..................................................................................... 286

24.8.4.3 Documentation Requirements ....................................................................... 286

24.9 Interpretation Services ....................................................................................... 286

24.10 Laboratory Services ........................................................................................... 287

24.10.1 CLIA Requirements .......................................................................................... 288

24.10.2 Genetic Testing .................................................................................................. 290

24.10.2.1 Covered Services ........................................................................................... 290

24.10.2.2 BRCA Testing and Counseling ..................................................................... 290

24.10.2.3 Billing Requirements ..................................................................................... 291

24.11 Maternity Care ................................................................................................... 291

24.11.1 Billing Requirements ......................................................................................... 291

24.12 Medical Supplies (Disposable) .......................................................................... 295

24.13 Phototherapy for High Bilirubin Levels ............................................................ 295

24.13.1 Billing Requirements ......................................................................................... 296

24.13.2 Phototherapy Maximum Allowable Appeal Process ......................................... 296

24.14 Practitioner Visits .............................................................................................. 296

24.14.1 New Client ......................................................................................................... 297

24.14.2 Established Client .............................................................................................. 297

24.14.3 After Hours Services ......................................................................................... 297

24.14.4 Consultation Services ........................................................................................ 298

Covered Services –_Practitioner Services__________________________________________

Ch. 24 Index 259 Revision 4/1/17

24.14.4.1 Billing Requirements ..................................................................................... 298

24.14.4.2 Documentation............................................................................................... 298

24.14.5 Emergency Department Services ...................................................................... 298

24.14.5.1 Covered Services ........................................................................................... 298

24.14.6 Home Visits ....................................................................................................... 299

24.14.6.1 Documentation............................................................................................... 299

24.14.6.2 Limitations ..................................................................................................... 299

24.14.6.3 Billing Requirements ..................................................................................... 300

24.14.7 Critical Care Services ........................................................................................ 301

24.14.8 Prolonged Service .............................................................................................. 301

24.14.9 Practitioner Standby Service ............................................................................. 302

24.14.10 Inpatient Pediatric/Neonatal Critical Care ........................................................ 302

24.14.10.1 Covered Services ........................................................................................... 302

24.14.10.2 Billing Requirements ..................................................................................... 303

24.14.11 Nursing Facilities .............................................................................................. 304

24.14.11.1 Covered Services ........................................................................................... 304

24.14.11.2 Billing Requirements ..................................................................................... 304

24.14.11.3 Nursing Facility Discharge Services ............................................................. 304

24.14.12 Office Visits ...................................................................................................... 305

24.14.12.1 Billing Requirements ..................................................................................... 305

24.14.12.2 Telephone Services ........................................................................................ 305

24.14.12.3 Billing Requirements ..................................................................................... 305

24.15 Preventive Medicine .......................................................................................... 305

24.15.1 Covered Services ............................................................................................... 305

24.16 Public Health Services ....................................................................................... 306

24.17 Radiology Services ............................................................................................ 306

24.17.1 Covered Services ............................................................................................... 306

24.17.2 Billing Requirements ......................................................................................... 306

24.17.3 Limitations ......................................................................................................... 307

24.18 Screening, Brief Intervention, Referral and Treatment (SBIRT) ...................... 307

24.18.1 Covered Services and Billing Codes ................................................................. 308

24.18.2 Limitations ......................................................................................................... 309

Covered Services –_Practitioner Services__________________________________________

Ch. 24 Index 260 Revision 4/1/17

24.19 Sterilizations and Hysterectomies ..................................................................... 309

24.19.1 Elective Sterilization ......................................................................................... 309

24.19.2 Hysterectomies .................................................................................................. 310

24.20 Surgical Services ............................................................................................... 311

24.20.1 Surgical Packages, Separate Surgical Procedures and Incidental Surgical

Procedures ......................................................................................................... 311

24.20.2 Covered Services ............................................................................................... 312

24.20.3 Limitations ......................................................................................................... 312

24.20.4 Billing Requirements ......................................................................................... 312

24.20.5 Assistant Surgeon .............................................................................................. 313

24.20.5.1 Surgical Assistant Service ............................................................................. 313

24.20.5.2 Two (2) Surgeons .......................................................................................... 314

24.20.5.3 Modifiers ....................................................................................................... 314

24.20.6 Cosmetic Services ............................................................................................. 314

24.20.7 Oral and Maxillofacial Surgeons ....................................................................... 315

24.20.7.1 Covered Services ........................................................................................... 315

24.20.7.2 Covered Services ........................................................................................... 315

24.20.7.3 Billing Requirements ..................................................................................... 315

24.20.8 Breast Reconstruction ........................................................................................ 316

24.20.8.1 Covered Services ........................................................................................... 316

24.20.8.2 Billing Requirements ..................................................................................... 316

24.20.9 Breast Reduction ............................................................................................... 316

24.20.9.1 Covered Services ........................................................................................... 316

24.20.9.2 Billing Requirements ..................................................................................... 316

24.20.9.3 Documentation Requirements ....................................................................... 317

24.20.10 Cochlear Device, Implantation and Replacement ............................................. 317

24.20.10.1 Covered Services ........................................................................................... 317

24.20.10.2 Billing Requirements ..................................................................................... 317

24.20.10.3 Documentation............................................................................................... 318

24.20.11 Gastric Bypass Surgery ..................................................................................... 319

24.20.12 Lumbar Spinal Surgery ..................................................................................... 319

24.20.12.1 Covered Services ........................................................................................... 319

Covered Services –_Practitioner Services__________________________________________

Ch. 24 Index 261 Revision 4/1/17

24.20.12.2 Reimbursement .............................................................................................. 319

24.20.12.3 Scoliosis ......................................................................................................... 320

24.20.13 Panniculectomy/Abdominoplasty ..................................................................... 320

24.20.13.1 Covered Services ........................................................................................... 320

24.20.13.2 Reimbursement .............................................................................................. 320

24.20.14 Pectus Excavatum and Poland’s Syndrome ...................................................... 321

24.20.14.1 Covered Services ........................................................................................... 321

24.20.14.2 Reimbursement .............................................................................................. 321

24.20.15 Ptosis and Blepharoplasty Repair ...................................................................... 322

24.20.15.1 Covered Services ........................................................................................... 322

24.20.15.2 Ptosis (Belpharoptosis) .................................................................................. 322

24.20.15.3 Reimbursement .............................................................................................. 323

24.20.16 Septoplasty and Rhinoplasty ............................................................................. 324

24.20.16.1 Covered Services ........................................................................................... 324

24.20.16.2 Documentation Requirements ....................................................................... 325

24.20.16.3 Reimbursement .............................................................................................. 325

24.20.17 Vagus Nerve Simulation (VNS) for Epilepsy ................................................... 325

24.20.18 Varicose Vein Treatment ................................................................................... 326

24.20.18.1 Covered Services ........................................................................................... 326

24.20.18.2 Billing Requirements ..................................................................................... 326

24.21 Transplant Policy ............................................................................................... 327

24.21.1 Outpatient Stem Cell/Bone Marrow .................................................................. 327

24.21.1.1 Non-Covered Services ................................................................................... 327

24.22 Vision Services .................................................................................................. 327

24.22.1 Eye and Office Examinations ............................................................................ 327

24.22.1.1 Covered Services ........................................................................................... 328

24.22.1.2 Non Covered Services ................................................................................... 329

24.22.2 Eyeglasses/Materials ......................................................................................... 329

24.22.2.1 Covered Services ........................................................................................... 329

24.22.2.2 Non Covered Charges .................................................................................... 330

24.22.2.3 Reimbursement .............................................................................................. 330

Covered Services –_Practitioner Services__________________________________________

Ch. 24 Index 262 Revision 4/1/17

24.22.3 Contact Lenses .................................................................................................. 331

24.22.3.1 Covered Services ........................................................................................... 331

24.22.3.2 Non-Covered Services ................................................................................... 331

24.22.4 Vision Therapy .................................................................................................. 331

24.22.4.1 Covered Services ........................................................................................... 332

Covered Services –_Practitioner Services__________________________________________

Ch. 24 Index 263 Revision 4/1/17

24.1 Practitioner Services

Practitioners Include:

 Physicians (MD/DO).

 Locum Tenens.

 Nurse Practitioners.

 Physician’s Assistants, prior to 7/1/16 can only bill for Medicare

crossover claims.

 Mental Health Providers.

 Ordering, Rendering and Prescribing Providers.

24.2 Covered Services

  Abortion

 Anesthesia Services

 Dermatology

 Diabetic Training

 Family Planning

 Hysterectomies

 Imaging Services

 Immunizations

 Injections

 Interpretation Services

 Laboratory Services

 Locum Tenens

 Maternity Care

 Medical Supplies

 Practitioner Visits

 Pregnant By

Choice/Family Planning

Waiver

 Preventive Medicine

 Psychiatric Services

 Public Health Services

 Screening, Brief

Intervention, Referral and

Treatment (SBIRT)

 Sterilization

 Surgical Services

 Transplant Policy

 Vision Service

24.2.1 Abortion

24.2.1.1 Covered Services

Legal (therapeutic) abortions and abortion services will only be reimbursed by

Medicaid when a physician certifies in writing that one (1) of the following

conditions has been met:

 The client suffers from a physical injury, or physical illness, including

endangering the physical condition caused by or arising from the pregnancy

itself, that would place her in danger of death unless an abortion was

performed; or

Covered Services –_Practitioner Services__________________________________________

Ch. 24 Index 264 Revision 4/1/17

 The pregnancy is the result of sexual assault as defined in Wyoming Statute

W.S. 6-2-301, which was reported to a law enforcement agency within five

(5) days after the assault or with five days after the time the victim was

capable of reporting the assault; or

 The pregnancy is the result of incest.

24.2.1.2 Reimbursement Requirements

The Abortion Certification Form (6.16.3.2, Abortion Certification Form) must

accompany all claims from the attending physician, assistant surgeon,

anesthesiologist, pathologist and hospital. The attending physician is required to

supply all other billing providers with a copy of the consent form.

 In cases of sexual assault, submission of medical records is not required prior

to payment; however, documentation of the circumstances of the case must be

maintained in the client’s medical records.

 Other abortion-related procedures, including spontaneous, missed, incomplete,

septic, and hydatiform mole, do not require the certification form; however,

all abortion related procedure codes are subject to audit, and all pertinent

records must substantiate the medical necessity and be available for review.

 Pregnancies that terminate in spontaneous abortion/miscarriage in any

trimester must bill with the appropriate CPT-4 code and documentation is

required in the client’s record. Prenatal visits and additional services may be

billed in addition to the abortion code.

 RU-486 under the same guidelines as the legally induced abortion is covered

when administered by a practitioner in the practitioner’s office.

NOTE: Reimbursement is available for those induced abortions performed during

periods of retroactive eligibility only if the Abortion Certification Form

(6.16.3.2, Abortion Certification Form) is completed prior to performing

the induced abortion.

24.3 Anesthesia Services

Anesthesia is the process of blocking the perception of pain and other sensations. This

allows clients to undergo surgery and other procedures without the distress and pain

they would otherwise experience.

Procedure Code Range: 00100-01999

24.3.1 Covered Services

Medicaid covers anesthesia only when administered by a licensed anesthesiologist or

a certified registered nurse anesthetist (CRNA) who remains in attendance for the sole

Covered Services –_Practitioner Services__________________________________________

Ch. 24 Index 265 Revision 4/1/17

purpose of rendering general anesthesia in order to afford the client anesthesia care

deemed optimal during any procedure.

The American Society of Anesthesiologists (ASA) relative value guide is accepted as

the basis for coding and definition of anesthesia provided to Medicaid clients.

NOTE: The lower conversion factor of 21 is used in the reimbursement rate for

CRNAs. This conversion factor is lower than the conversion factor for

anesthesiologists. The most accurate way to verify coverage for a specific

service is the review the Medicaid fee schedule on the website or contact

Provider Relations (2.1, Quick Reference).

24.3.2 Billing Guidelines

 When billing ASA procedure codes, enter actual minutes for procedures

where time is necessary. Fractions of time are always rounded up to the next

full number.

o For example, enter 65 minutes, rather than one (1) hour five (5)

minutes.

o For example, nine (9) minutes would be rounded up to 15 minutes.

 Anesthesia units must be billed in minutes. Do not convert or change time by

dividing by 15, the Medicaid’s claims processing system does this

automatically.

 Anesthesia CPT Codes are reimbursed based on the units of the anesthesia

procedure and the time units allowed. The total units are multiplied by a

conversion factor to determine the allowed amount. Medical supervision is not

reimbursed.

o For example, claim is billed with 105 units: 105(units billed)/15 = 7

(Anesthesia Units). Add the anesthesia units to the base value (RVU)

assigned to the procedure code: 7 + 7= 14. Times that total by the

conversion factor for that procedure code: 14 x 27.04 = $378.56 = total

paid.

Note: The conversion factor and RVU for each anesthesia procedure

code can be found on the fee schedule on the Wyoming Medicaid

website.

 Anesthesia time begins when the anesthesiologist starts to prepare for the

induction of the anesthesia and ends when the anesthesiologist is no longer in

personal attendance. Anesthesia time is the total number of minutes the

surgery(ies) is performed.

Covered Services –_Practitioner Services__________________________________________

Ch. 24 Index 266 Revision 4/1/17

o For example, preparation of the induction began at 11:00 am and the

anesthesiologist was no longer in attendance by 2:15 pm, total minutes

would be 195 and is also the number of units to be billed.

 Providers should bill the appropriate CPT-4 procedure codes for

induction/injection of anesthetic agent.

 When multiple procedures are performed during a single anesthetic

administration, Medicaid will pay the anesthesia code representing the most

complex procedure reported. The time reported is the combined total for all

procedures.

 Anesthesia is a global service just as the surgical procedure for which it is

given. No pre or postoperative services will be recognized for separate

payment, including those for:

o Pain Management on the same day as surgery.

o Routine monitoring is included in the primary anesthesia and not

reimbursed separately. For specific information regarding routine

monitoring, refer to the current version of the ASA relative value

guide.

o Laryngoscopy codes 31505, 31515, and 31527 are incidental or

included within the anesthesia time.

o Any anesthesia substance administered at the time of the procedure for

circumcision, cannot be billed separately as this is considered part of

the global package.

 If two (2) anesthesia codes are billed on the same day, (i.e. tubal ligation

following vaginal delivery), documentation must be submitted with the claim

to support the necessity of these services.

NOTE: Anesthesiologists and CRNA’s are not required to request prior

authorization (PA) directly from Medicaid for any anesthesia procedure.

24.3.3 Obstetrical Exceptions

 Procedure code 01967 is a global fee per the fee schedule and should be billed

as one (1) unit, not the number of minutes. The Global fee includes:

o Establishing and maintaining the anesthesia for the time the client

requires it.

o If the anesthesia should continue into the next day, use procedure code

01996.

 Anesthesia for multiple obstetrical procedures may be paid for both

procedures in the following circumstances.

o Neuraxial analgesia/anesthesia for planned vaginal delivery which

becomes a Cesarean delivery.

 Use procedure code 01967 to begin the procedure and

discontinue its use when a C-section is imminent, then begin

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Ch. 24 Index 267 Revision 4/1/17

using procedure code 01968 and continue on with straight time

(minutes) as for a general surgery.

o Neuraxial analgesia/anesthesia for planned vaginal delivery followed

by tubal ligation on same or the next day following delivery.

 Use procedure code 01967 for delivery.

 Use procedure code 00851 for intraperitoneal lower abdomen,

tubal ligation/ transection.

NOTE: Medicaid does not allow CPT 01996 on the same day as placement of an

epidural catheter.

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Ch. 24 Index 268 Revision 4/1/17

24.3.4 Modifiers

When billing for anesthesia, indicate the appropriate physical status modifier. These

modifiers indicate various levels of complexity of the anesthesia service provided. If

a physical status modifier is billed, additional payment will be added, if appropriate to

the claim payment.

Physical Status Modifiers

Modifier

Description

Reimbursement

A normal healthy client.

No change

A client with mild systemic disease.

No change

A client with severe systemic disease.

Additional 5%

A client with severe systemic disease

that is a constant threat to life.

Additional 10%

A moribund client who is not expected

to survive without the operation.

Additional 15%

A declared brain-dead client whose

organs are removed for donor purposes

Not covered

NOTE: The use of other optional modifiers may be appropriate.

24.3.5 Documentation Requirements

 Begin and end times must be documented in the anesthesia record and must

be legible.

 Anesthesia time begins when the anesthesiologist begins to prepare the client

for anesthesia care in the operating room or an equivalent area and ends when

the anesthesiologist is no longer in personal attendance and the client is

safely placed under post-anesthesia supervision.

 If two (2) anesthesia codes are billed on the same day, (i.e. tubal ligation

following vaginal deliver), documentation must be submitted with the claim

to support the necessity of these services.

24.4 Dermatology

Medicaid covers medically necessary services rendered in the treatment of

dermatological illnesses.

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Ch. 24 Index 269 Revision 4/1/17

24.4.1 Covered Services

 Acne surgery due to disfigurement requires prior authorization. (6.14, Prior

Authorization)

 Removal of lesions suspected to be precancerous.

 Removal of a benign lesion, ganglion cyst, skin tag, keloid, or wart, may be

covered when medically necessary.

24.4.2 Benign Lesion Removal and Destruction of Benign or

Premalignant Lesions

Procedure Code: 11200 (Removal of Skin Tags

Procedure Code: 11310 (Removal / Shave Lesion)

Procedure Code Range: 11400-11446 (Removal)

Procedure Code Range: 17106-17111 (Destruction)

24.4.3 Covered Services

Benign skin lesions include seborrheic keratosis, sebaceous (epidermoid) cysts, skin

tags, milia (keratin-filled cysts), nevi (moles) acquired hyperkeratosis (keratoderma),

papillomas, hemangiomas and viral warts.

24.4.4 Billing Requirements

Wyoming Medicaid considers removal of benign skin lesions as medically

necessary, and not cosmetic, when any of the following is met and is clearly

documented in the medical record, operative report or pathology report:

 The lesion is symptomatic as documented by any of the following:

o Intense itching

o Burning

o Irritation

o Pain

o Tenderness

o Chronic, recurrent or persistent bleeding.

o Physical evidence of inflammation (e.g., purulence, oozing, edema,

erythema, etc.)

 The lesion demonstrates a significant change in size or color.

 The lesion obstructs an orifice or clinically restricts vision.

 There is clinical uncertainty as to the likely diagnosis, particularly where

malignancy is a realistic consideration based on lesional appearance, change

in appearance and/or non-response to conventional treatment.

 The lesion is likely to turn malignant as documented by medical peer-

reviewed literature or medical textbooks.

 A prior biopsy suggests the possibility of lesional malignancy.

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Ch. 24 Index 270 Revision 4/1/17

 The lesion is an anatomical region subjected to recurrent physical trauma that

has in fact occurred and objective evidence of such injury or the potential for

such injury is documented.

Wyoming Medicaid considers destruction of benign or malignant skin lesions as

medically necessary, and not cosmetic, when any of the following is met and is

clearly documented in the medical record, operative report or pathology report.

 An over-the-counter (OTC) product has been tried and was ineffective (when

applicable)

 Lesion causes symptoms of such a severity that the patient’s normal bodily

functions/activities of daily living are impeded (e.g., palmar or plantar warts)

 Periocular warts associated with chronic recurrent conjunctivitis thought

secondary to lesion virus shedding;

 Warts showing evidence of spread from one (1) body area to another,

particularly in immunosuppressed patients.

 Lesions are condyloma acuminata or molluscum contagiosum.

 Cervical dysplasia or pregnancy associated with genital warts.

 Port wine stains and other hemangiomas when lesions are located on the face

and neck.

o Only three (3) sessions per PA.

o Must include progress notes and photos documenting improvement.

NOTE: Wyoming Medicaid does not consider removal of skin lesions to improve

appearance as medically necessary. Removal of certain benign skin lesions

that do not pose a threat to health or function are considered cosmetic, and

as such, are not medically necessary. In the absence of any of the above

indications, removal of seborrheic keratoses, sebaceous cysts, nevi (moles)

or skin tags is considered cosmetic. Wart removal can be requested for 3

units at a time.

24.4.5 Documentation Requirements

One (1) or more of the above conditions, clearly documented in the medical record,

operative report or pathology report.

24.5 Diabetic Training

Procedure Code Range: G0108-G0109

Physicians, public health nurses, and nurse practitioners managing a client’s diabetic

condition are responsible for ordering diabetic training sessions. Certified Diabetic

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Ch. 24 Index 271 Revision 4/1/17

Educators (CDE) or dieticians employed by a physician, nurse practitioner, or facility

may furnish outpatient diabetes self-management training.

24.5.1 Covered Services

Individual and group diabetes self-management training sessions are covered.

Curriculum will be developed by individual providers and may include, but is not

limited to:

 Medication education.

 Dietetic/nutrition counseling.

 Weight management.

 Glucometer education.

 Exercise education.

 Foot/skin care.

 Individual plan of care services received by the client.

24.5.2 Billing Requirements

 HCPCS Level II codes, G0108 (individual session) and G0109 (group

session) should be used.

 Do not bill a separate office visit on the same date of service.

 For individual services, one (1) unit equals 30 minutes. A maximum of two

(2) units applies.

 For group services, one (1) unit equals 30 minutes. A maximum of five (5)

units per individual per training session applies.

 Billing is to be done under the physician, nurse practitioner or hospital’s

provider number.

24.5.3 Documentation

 Documentation should reflect an overview of relative curriculum and any

services received by the client.

 The Diabetic Education Certificate is not required to be submitted with each

claim.

24.6 Family Planning Services

Family planning services are to assist clients of childbearing age with learning the

choices available to them to freely determine the number and spacing of their

children.

Family planning services include the following:

 Initial visit

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Ch. 24 Index 272 Revision 4/1/17

 Initial physical examination

 Comprehensive history

 Laboratory services

 Medical counseling

 Annual visits

 Routine visits

24.6.1 Covered Services

 Sterilization procedures are covered only when all Medicaid guidelines have

been met (6.16.1.1, Sterilization Consent Form).

 Contraceptives

 Cervical caps

 Male/female condom

 Contraceptive injections

 Creams

 Diaphragms

 Foams

 Insertion/removal of implantable contraceptives (Norplant and Implanon).

 Insertion/removal of IUDs.

 Oral contraceptives when prescribed by a physician or nurse practitioner and

dispensed a participating pharmacy.

 Spermicides

 Sponges

NOTE: Pregnant by Choice/Family Planning Waiver has specific covered and

non-covered services. The plan information can be found in Section 25.1.

24.6.2 Hysterectomies

Procedure Code Range: 58150-58294

Refer to the following sections for information:

 6.16.2, Hysterectomy Acknowledgement of Consent.

 Section 6.16.2.1, Instructions for Completing the Hysterectomy

Acknowledgement Consent Form.

 Section 6.16.2.2, Hysterectomy Consent Form.

24.7 Immunizations

Wyoming Vaccinates Important People (WyVIP) Program (formerly VFC).

Covered Services –_Practitioner Services__________________________________________

Ch. 24 Index 273 Revision 4/1/17

Providers must enroll with the WyVIP program to receive and distribute WyVIP

vaccines. The WyVIP program makes available, at no cost to providers, selected

vaccines for eligible children 18 years old and under. Medicaid will therefore pay

only for the administration of these vaccines (oral or injection). WyVIP covered

vaccines may change from year to year. For more information on the WyVIP program

current WyVIP covered vaccines or how to enroll as a WyVIP provider contact the

Wyoming Immunization Program at (307)777-7952.

24.7.1 Billing Procedures: WyVIP Supplied or Private Stock

Use the following guidelines when submitting claims to Medicaid:

 Providers must use a WyVIP provided vaccine when available and client

appropriate. If the vaccine is supplied by WyVIP, bill the appropriate

procedure code and use the SL modifier. Codes 90477-90748 identify the

vaccine product only. To report the administration of vaccine/toxoid, the

appropriate administration code (see table below) must be reported in addition

to the vaccine/toxoid code. Reimbursement will be made for the

administration only.

 When Medicaid is the secondary payer, the provider must submit the claim

according to Medicaid guidelines. Bill other potential payers before billing

Medicaid.

 Providers are reminded that use of any vaccine or immunization solely for the

purpose of travel is not covered by Medicaid.

 According to WyVIP policy, providers may not impose a charge for the

administration of the vaccine that is higher than the maximum fee established

by the Centers for Medicaid and Medicare Services (CMS) regional cap of

$21.72 per dose.

 A previous policy from our office indicated that additional units could be

billed for each antigen in the combination vaccination. Separate codes are

available for combination vaccines. It is inappropriate to code each

component of a combination vaccine separately.

 Codes 90477-90748 identify the vaccine product only. To receive

reimbursement for administration they must be reported in addition to an

immunization administration code from the tables below.

 When a vaccine is privately obtained due to lack of availability through the

WyVIP program, it will be reimbursed at 100% of purchase invoice. DO

NOT USE the SL modifier in this instance. This policy applies exclusively to

situation where the WyVIP Program has issued a notice of vaccine shortage

and has specified which vaccines are affected.

 For vaccines administered to adults over 18 years of age, or for

vaccines/toxoids not supplied by WyVIP, report the appropriate CPT code and

administration fee. DO NOT USE the SL modifier. Medicaid will reimburse

for the vaccine/toxoid and the administration.

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Ch. 24 Index 274 Revision 4/1/17

 When the vaccine/toxoid product code does not contain the SL modifier, a

manufacturers’ invoice must be attached to the claim. The vaccine/toxoid will

be reimbursed at 100% of the invoice cost. Exception:

o For procedure codes 90656, 90660, 90703, 90707, and 90714, an

invoice is only required for those clients age 18 years and younger.

Those claims for clients 19 years and older will be reimbursed at a flat

rate of $15.00 for these codes.

o For procedure code 90658, an invoice is only required for those clients

age 18 years and younger. Those claims for clients 19 years and older

will be reimbursed at a flat rate of $20.00 for this code.

o For procedure code 90715 an invoice is only required for those clients

age 18 years and younger. Those claims for clients 19 years and older

will be reimbursed at a flat rate of $30.00 for this code.

 Human Papilloma Virus (HPV) Vaccine

o For Codes & 90650 90649

 Use CPT-4 code, 90649, for HPV Types 6, 11, 16, and 18

(quadrivalent)

 Administer intramuscularly as three (3) separate doses. Use

CPT code 90650, for HPV Types 16, 18 (bivalent)

 Administer intramuscularly as three (3) separate doses.

 If the client turns 19 years of age between the 1st and 2nd

doses administration, a VFC supplied vaccine cannot be used

to complete the series. Any HPV vaccine administered at age

19 or older must be administered from a provider’s private

stock vaccine.

 If the vaccine is supplied by VFC, bill code 90649 or 90650

with the SL modifier. Also bill the appropriate administration

code (see table below). Only the administration code will be

reimbursed.

 If the vaccine is supplied from private stock, bill code 90649

without the SL modifier and attach the manufacturers’ invoice.

Also bill the appropriate administration code (see table below).

The vaccine will be reimbursed at 100% of invoice cost along

with the administration code.

 For Code 90651

o Use CPT-4 code, 90651, for HPV Types 6, 11, 16, 18, 31, 33, 45, 52,

and 58 nonvalent (HPV) for females only

 Administer intramuscularly as three (3) separate doses. If the

client turns 19 years of age between the first (1st) and second

(2nd) doses administration, a VFC supplied vaccine cannot be

used to complete the series. Any HPV vaccine administered at

age 19 or older must be administered from a provider’s private

stock vaccine.

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Ch. 24 Index 275 Revision 4/1/17

 The vaccine must be supplied by VFC, bill code 90651 with

the SL modifier. Also bill the appropriate administration code

(see table below). Only the administration code will be

reimbursed.

 Influenza Vaccine

o Medicaid covers influenza vaccines for clients age 6 months and older.

 If the vaccine is supplied by WyVIP, bill the appropriate

procedure code and use the SL modifier. Also bill the

appropriate administration code (see table below). Only the

administration code will be reimbursed.

o For codes 90656 and 90660:

 If the vaccine is supplied from private stock and the client is 18

years of age or younger, DO NOT USE the SL modifier, and

attach a manufacturers’ invoice. Also bill the appropriate

administration code (see table below). The vaccine will be

reimbursed at 100% of invoice cost, along with the

administration code.

 If the vaccine is supplied from private stock, and the client is

19 years of age or older, DO NOT USE the SL modifier. No

manufacturers’ invoice is necessary. Also bill the appropriate

administration code (see table below). The vaccine will be

reimbursed at a flat $15.00 rate along with the administration

code.

 For code 90658:

o If the vaccine is supplied from private stock and the client is 18 years

of age or younger, DO NOT USE the SL modifier, and attach a

manufacturers’ invoice. Also bill the appropriate administration code

(see table below). The vaccine will be reimbursed at 100% of invoice

cost, along with the administration code.

o If the vaccine is supplied from private stock, and the client is 19 years

of age or older, DO NOT USE the SL modifier. No manufacturers’

invoice is necessary. Also bill the appropriate administration code (see

table below). The vaccine will be reimbursed at a flat $20.00 rate

along with the administration code.

 All other influenza vaccine codes:

o If the vaccine is supplied from private stock and the client is of any

age, DO NOT USE the SL modifier, and attach a manufactures’

invoice. Also bill the appropriate administration code (see table

below). The vaccine will be reimbursed at 100% of invoice cost, along

with the administration code.

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Ch. 24 Index 276 Revision 4/1/17

o When a Medicaid client is a resident of a long-term care facility, the

vaccine and administration are included in the nursing home per diem

rate, and not paid separately.

 Pneumococcal Vaccine

o Medicaid covers pneumococcal vaccines for where it is medically

indicated.

o If the vaccine is supplied by WyVIP, bill the appropriate procedure

code and use the SL modifier. Also bill the appropriate administration

code (see table below). Only the administration code will be

reimbursed.

o If the vaccine is supplied from private stock and the client is of any

age, DO NOT USE the SL modifier, and attach a manufacturers’

invoice. Also bill the appropriate administration at 100% of invoice

cost, along with the administration code.

o When a Medicaid client is a resident of a long-term care facility, the

vaccine and administration are included in the nursing home per diem

rate, and not paid separately.

NOTE: If a significant separately identifiable Evaluation and Management service

(e.g. Office or other outpatient services, preventive medicine services) is

performed, the appropriate E&M service code should be reported in

addition to the vaccine and toxoid administration codes.

Administration Codes – Physician Provides Face-to-Face Vaccine Counseling

CPT Code

Description

90460

Immunization administration 0-18 years of age via any route of

administration, with counseling by physician or other qualified health

care professional; first vaccine/toxoid component

90461

Each additional vaccine/toxoid component (list separately in addition to

code for 1st component) for age 0-18

Administration notes: For vaccines where physician or other qualified health care

professional provides counseling, code 90460 will be reported once for each vaccine

administered. For any vaccine with multiple components (i.e. DtaP or Tdap), 90461

will be reported for each additional component. If multiple vaccines are administered,

“like codes” must be combined onto the same line, using multiple units to avoid

denials for duplicates. Medicaid will pay up to the allowable on each unit of 90460,

and $0.00 for each unit of 90461. Providers should bill their usual and customary fee

for 90460 and $0.00 for 90461.

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Ch. 24 Index 277 Revision 4/1/17

24.7.2 Billing Examples

Example 1: Provider administers the HPV vaccine, state supplied with physician

counseling:

DOS (24A)

Procedure Code (24C)

Charges (24F)

Units (24G)

01/01/15

90649 SL

$0.00

01/01/15

90460

$21.72

Example 2: Provider administers Tdap, MMR and Influenza. All are state supplied

with physician counseling:

DOS (24A)

Procedure Code (24C)

Charges (24F)

Units (24G)

01/01/15

90707 SL

$0.00

01/01/15

90715 SL

$0.00

01/01/15

9065 SL

$0.00

01/01/15

90460

$65.16

01/10/15

90461

$0.00

Explanation of Example 2: Three (3) units of 90460 (one (1) for each vaccine

administered to indicate each 1st component) and four (4) units of 90461 (one (1) for

each additional component in the Tdap and the MMR vaccine beyond the 1st.

DOS (24A)

Procedure Code (24C)

Charges (24F)

Units (24G)

01/01/15

90651 SL

$0.00

01/01/15

90460

$21.72

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Ch. 24 Index 278 Revision 4/1/17

Administration Codes – Face-to-Face Vaccine Counseling Not Provided by Physician

CPT

Code

Description

90471

Immunization administration (includes percutaneous, intradermal, subcutaneous,

or intramuscular injections); one (1) vaccine (single or combination

vaccine/toxoid). Do not report in conjunction with 90473.

90472

Each additional vaccine (single or combination vaccine/toxoid). List separately in

addition to code for primary procedure (90471 or 90473).

90473

Immunization administration by intranasal or oral route; one (1) vaccine (single

or combination vaccine/toxoid). Do not report with 90471.

90474

Each additional vaccine (single or combination vaccine/toxoid). List separately in

addition to code for primary procedure (90471 or 90473).

For vaccinations where face to face counseling is not provided, 90471 or 90473 is

reported for the first vaccine, and 90472 or 90474 (units combined for multiples) for

each additional vaccine.

Example 4: Provider administers the HPV vaccine, state supplied, without physician

counseling:

DOS (24A)

Procedure Code (24C)

Charges (24F)

Units (24G)

01/01/15

90649 SL

$0.00

01/01/15

90471

$14.00

DOS (24A)

Procedure Code (24C)

Charges (24F)

Units (24G)

01/01/15

90651 SL

$0.00

01/01/15

90471

$14.00

Example 5: Provider administers Tdap, MMR and Influenza, all state supplied,

without physician counseling:

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Ch. 24 Index 279 Revision 4/1/17

Explanation of Example 5: One (1) unit of 90471 for the first (1st) vaccine, and two

(2) units of 90472 for the other two (2) vaccines.

NOTE: WyVIP is not intended for private pay patients.

24.7.3 Other Immunizations

Other immunizations include, but are not limited to:

 Synagis

o Synagis is used for the prevention of serious lower respiratory tract

disease caused by respiratory syncytial virus (RSV) in infants and

children under two (2) years of age with chronic lung disease who

have required medical therapy for their chronic lung disease within six

(6) months before the anticipated RSV season (American Academy of

Pediatrics Committee on Infectious Diseases and Committee on Fetus

and Newborns).

o Wyoming Medicaid will pay for Synagis when ordered by a physician

to prevent RSV when the following conditions are met:

 Chronic Lung Disease: Client is < 24-months of age at start of

therapy and has chronic lung disease of prematurity (i.e.

bronchopulmonary dysplasia), continues to require medical

intervention (chronic corticosteroid or diuretic therapy) or

required supplemental oxygen for at least 28 days after birth.

 Congenital Heart Disease: Client is < 12 months of age at start

of therapy and has hemodynamically significant congenital

heart disease and one (1) or more of the following:

 Is receiving medication to control congestive heart

failure.

 Has a diagnosis of moderate to severe pulmonary

hypertension.

 Has a diagnosis of cyanotic heart disease.

 Prematurity:

 Client is < 12 months of age at start of RSV season and

born at < 28 weeks, six (6) days gestational age.

 Client is < 12 months of age at start of RSV season and

born at 34-weeks, six (6) days or less gestational age

DOS (24A)

Procedure Code (24C)

Charges (24F)

Units (24G)

01/01/15

90707 SL

$0.00

01/01/15

90715 SL

$0.00

01/01/15

90656 SL

$0.00

01/01/15

90471

$14.00

01/01/15

90472

$28.00

Covered Services –_Practitioner Services__________________________________________

Ch. 24 Index 280 Revision 4/1/17

and has either severe neuromuscular disease or

congenital abnormalities, either of which compromise

handling of respiratory secretions.

 Client is < six (6) months of age at start of RSV season

and born between 29 weeks, zero (0) days and 35

weeks, six (6) days gestational age.

o If Synagis is prescribed outside the normal prescribing guidelines, the

physician will need to supply documentation of medical necessity to

support prescribing.

o Synagis may be provided in a physician’s office or in an outpatient

hospital or clinic setting. Because of the short stability once mixed (six

(6) hours) and the expense of this medication, every effort should be

made to ensure the least amount of waste. Scheduling multiple clients

that are in need of this medication within the six (6) hour allotment is

suggested.

o Synagis may be billed one (1) of two (2) ways:

 Supplied by a pharmacy and injected at the physician’s office.

 The physician’s office may bill the appropriate

Evaluation and Management code, procedure code

90772 for the injection fee.

 The physician’s office supplies the medication and gives the

injection.

 The physician submits a claim for the appropriate

Evaluation and Management code, procedure code

90378 and appropriated NDC for the Synagis and the

90772 for the injection fee.

NOTE: Because of the cost associated with Synagis, only one (1) month’s dose

should be billed at a time.

 Additional Vaccines, Toxoids

o CPT-4 codes for vaccines are to be used to bill for the vaccine product

itself and are reported in addition to the immunization administration

codes (90471, 90472) unless the WyVIP program supplied the

vaccine.

o Separate codes are available for combination vaccines. It is

inappropriate to code each component of a combination vaccine

separately.

NOTE: The most accurate way to verify coverage for a specific service is to

review the Medicaid fee schedule on the website (2.1, Quick Reference).

Covered Services –_Practitioner Services__________________________________________

Ch. 24 Index 281 Revision 4/1/17

24.8 Injections

Reimbursement for J-codes and therapeutic injections include the cost of the

administration fee. This cost is already calculated into the fee for each code.

NOTE: Therapeutic injections may not be billed with a J-code (6.8, National Drug

Code (NDC) Billing Requirement).

If multiple drugs are included in a single injection, separate codes may be billed for

the drugs, however, the administration fee should be included with only one (1) code.

For an accurate listing of codes, refer to the fee schedule on the Medicaid website

(2.1, Quick Reference).

24.8.1 Belimuab (Benlysta®) Criteria

Procedure Code: J0490

24.8.1.1 Covered Services

Belimumab is covered and considered medically necessary if the below requirements

are met.

24.8.1.2 Billing Requirements

Prior authorization requirements:

Wyoming Medicaid considers Belimumab medically necessary, when all of the

following is met and is clearly documented in the medical record, operative report or

pathology report:

 The patient is 18 years of age or older.

 The patient has a diagnosis of active systemic lupus erythematosus (SLE)

disease.

 The patient has positive autoantibody test results [positive antinuclear

antibody (ANA >1:80) and/or anti-dsDNA (>30 IU/mL)].

 ONE (1) of the following:

o The patient is currently on a standard of care SLE treatment regimen

comprised of at least one (1) of the following: corticosteroids,

hydroxychloroquine, chloroquine, nonsteroidal anti-inflammatory

drugs (NSAIDS), aspirin, and/or immunosuppressives (azathioprine,

methotrexate, cyclosporine, oral cyclophosphamide, or

mycophenolate).

o The patient has a documented intolerance, FDA labeled

contraindication, or hypersensitivity to the standard of care drug

classes listed above.

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Ch. 24 Index 282 Revision 4/1/17

 Benlysta® (belimumab) PA Criteria Page two (2) of four (4) Current

Procedural Terminology copyright American Medical Association. All Rights

Reserved. Contains Public Information.

 The patient does NOT have severe active lupus nephritis [proteinuria >6 g/24-

hour or equivalent or serum creatinine >2.5 mg/dL OR required hemodialysis

or high-dose prednisone >100 mg/day] within the past 90-days.

 The patient does NOT have severe active central nervous system lupus [e.g.

seizures, psychosis, organic brain syndrome, cerebrovascular accident,

cerebritis, CNS vasculitis requiring therapeutic intervention] within the past

60-days.

 The patient has NOT been treated with intravenous cyclophosphamide in the

previous six (6) months.

 The patient is NOT currently using another biologic agent.

 The patient is NOT currently being treated for a chronic infection.

 The dose is within the FDA labeled dosage of 10 mg/kg intravenously at two

(2) week intervals for the first three (3) doses and at four (4) week intervals

thereafter.

NOTE: Length of Approval: 12 months.

24.8.2 Botox®, Dysport® and Myobloc®

Procedure Code Range: J0585-J0587

24.8.2.1 Covered Services

Botulinum toxin type A (e.g., onabotulinumtoxinA [Botox®], or abobotulinumtoxinA

[Dysport®]) or B (fimabotulintoxinB [Myobloc®] for the treatment of the following

conditions and are considered medically necessary when specific criteria is met.

24.8.2.2 Billing Requirements

Prior authorization requirements:

Wyoming Medicaid considers Botulinum toxin A (onabotulinumtoxinA [Botox®] and

abobotulinumtoxinA [Dysport®]) appropriate for the treatment of the following

conditions and meet medical necessity criteria where it is stated:

 Strabismus with ALL of the following:

1. Associated with dystonia (impaired or disordered tonicity)

2. ABSENCE of ALL of the following:

a. Duane’s syndrome with lateral rectus weakness.

b. Restrictive strabismus.

c. Strabismus secondary to prior surgical over-recession of the

antagonist.

Covered Services –_Practitioner Services__________________________________________

Ch. 24 Index 283 Revision 4/1/17

d. Strabismus deviations more than 50 prism diopters.

e. Chronic paralytic strabismus except when used with surgical

repair to reduce antagonist contracture.

 Severe primary hyperhidrosis with ALL of the following:

1. Location is ANY ONE (1) of the following:

a. Axillary

b. Palmar

2. Treatment is not adequately managed with topical agents

3. The condition causes ANY ONE (1) of the following:

a. Functional impairment

b. Medical complications

 Urinary incontinence with ALL of the following:

1. Individual has undergone urodynamic studies with diagnosis of

idiopathic detrusor over-activity (IDO).

2. Anticholinergic therapy has failed to provide adequate control.

NOTE: Not allowed when an individual has a urinary tract infection, in patients

with urinary retention and in patients with post-void residual (PVR) urine

volume > 200 mL who are not routinely performing clean intermittent

self-catheterization (CIC).

 Blepharospasm

 Cranial nerve VII disorders (eg. Hemifacial spasms)

Wyoming Medicaid considers Botulinum toxin type A (e.g., onabotulinumtoxinA

[Botox®], or abobotulinumtoxinA [Dysport®]) or B (fimabotulintoxinB [Myobloc®]

for the treatment of the following conditions are considered medically necessary:

 Achalasia

 Cervical Dystonia

 Chronic anal fissure

 Hereditary spastic

paraplegia

 Idiopathic torsion

dystonia

 Infantile cerebral palsy,

spastic

 Organic writer’s cramp

 Orofacial dyskinesia

 Oromandibular dystonia

 Spasmodic dysphonia

 Spasmodic torticollis

 Spastic hemiplegia

 Symptomatic torsion

dystonia

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 284 Revision 4/1/17

Botulinum toxin type A (e.g., onabotulinumtoxinA [Botox®]) for the prevention of

migraine headaches is considered medically appropriate if the headaches are

chronic with ANY ONE (1) the following criteria met:

 Initial six (6) month trial for migraine headaches with ALL the following:

o Occur 15-days or more per month.

o Last four (4) hours a day or longer.

o Experienced for three (3) months or more.

o Symptoms persist despite adequate trials of a minimum of two (2)

agents from different classes used in the treatment of chronic

migraines (e.g. Angiotensin-converting enzyme inhibitors/antiotensin

II receptor blockers, anti-depressants, anti-epileptics, beta blockers and

calcium channel blockers), unless the individual has contraindications

to such medications.

 Continuation of therapy after six (6) month trial for the prevention of

migraines with ANY ONE (1) of the following:

o Frequency reduced by at least seven (7) days per month.

o Duration of headache reduced by at least 100 hours per month.

NOTE: Botox® can only be requested one (1) session at a time, with medical

necessity provided for each session and only 360 units (three (3) month

supply) per limb.

24.8.3 Synvisc® Injections

(Hyaluronan, Hyaluronic acid, Sodium Hyaluronate, Hylan polymers)

Procedure Code: J7323-J7326

24.8.3.1 Covered Services

Hyaluronic Acid Derivatives are injected directly into the knee joint to improve

lubrication and reduce the pain associated with osteoarthritis of the knee. Hyaluronic

Acid Derivatives are subject to prior authorization as well as step therapy. When prior

authorization criteria is met and approval given, step therapy must still be followed.

The FDA has not approved intra-articular hyaluronan for joints other than the knee.

24.8.3.2 Limitations

 Euflexxa® – Is injected into the affected knee, 20 mg once (1) weekly for

three (3) weeks, a total of three (3) injections.

 Synvisc One® – Is injected into the affected knee, 48 mg for one (1) dose

only.

 Synvisc – Is injected into the affected knee, 16 mg once weekly for three (3)

weeks, a total of three (3) injections.

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 285 Revision 4/1/17

 Hyalgan® – Is injected into the affected knee, 20 mg once (1) weekly for a

total of five (5) injections.

 Orthovisc – Is injected into the affected knee, 30 mg once (1) weekly for

three (3) or four (4) injections.

 Supartz® – Is injected into the affected knee, 25 mg once (1) weekly for a

total of five (5) injections.

 Gel-One® – Is injected into the affected knee, 30 mg, for one (1) dose only.

24.8.3.3 Billing Requirements

Prior authorization requirements:

Wyoming Medicaid considers Synvisc injections as medically necessary when any of

the following is met and is clearly documented in the medical record, operative report

or pathology report. The following criteria must be met for approval of coverage:

Documented diagnosis of symptomatic osteoarthritis of the knee.

 Trial of conservative nonpharmacologic treatment, (education, physical

therapy, weight loss if appropriate) has not resulted in functional

improvement. Medical records documenting these therapies must be

submitted.

 Trial of pharmacotherapy (NSAIDs, COX II Inhibitors, acetaminophen) has

not resulted in functional improvement.

 Pain interferes with functional activities such as ambulation and prolonged

standing.

 Prior therapy with at least one (1) intra-articular corticosteroid injection.

Repeat doses of any viscosupplement will be approved only when the following

criteria are met:

 At least six (6) months has elapsed since the previous injection or completion

of the prior series of injections.

 Medical records must document significant improvement in pain and

functional capacity of the knee joint.

24.8.4 Tysabri®

Procedure Code: J2323

24.8.4.1 Covered Services

Tysabri® is a treatment for MS to delay the accumulation of physical disability and

reduce the frequency of clinical exacerbations. It is used as a monotherapy. Tysabri®

is recommended for patients who have had an inadequate response to, or are unable to

tolerate alternate MS therapies.

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 286 Revision 4/1/17

NOTE: Tysabri® increases the risk of Progressive Multifocal

Leukoencephalopathy (PML), an opportunistic viral infection of the brain

that usually leads to death or severe disability.

24.8.4.2 Billing Requirements

Prior authorization (PA) requirements:

 Tysabri® must be prescribed by a neurologist enrolled in the Touch Program.

 Both the provider administering the Tysabri® and the patient receiving the

Tysabri® must be enrolled in the Touch Program.

 Medicaid will only authorize Tysabri® for clients that have a diagnosis of MS.

 Length of PA: 12 months

 For continued PA the neurologist must submit documentation to show

improvement or stabilization.

 Dosage: 300 mg IV infusion every four (4) weeks.

 Must be billed using the NDC number and the appropriate J-code.

NOTE: Medicaid will not cover Tysabri® when used in conjunction with other

medications for the treatment of progressive MS.

24.8.4.3 Documentation Requirements

 Physician’s prescription

 Complete Prior Authorization Form (6.14, Prior Authorization)

 Must document an inadequate response to, or inability to tolerate an

appropriate trial with at least one (1) of the following interferon agents:

o Betaseron

o Avonex

o Rebif

o Copaxone

This documentation must include information that states when the drug(s) was started

and discontinued, and the reason the drug(s) was discontinued.

 Documentation must state the date the treating provider and patient were

enrolled in the Touch Program, and both must meet all eligibility requirements

of that program. As of 11/18/2015, the first infusion can be documented with

Initial Notice of Patient Authorization.

24.9 Interpretation Services

The Office for Civil Rights (OCR) of the U.S. Department of Health and Human

Services (DHHS) enforces Federal laws that prohibit discrimination by healthcare and

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 287 Revision 4/1/17

human service providers that receive funds from the DHHS. Such laws include Title

VI of the Civil Rights Act of 1964, Section 504 of the Rehabilitation Act of 1973, and

Title II of the Americans with Disabilities Act of 1990.

In efforts to maintain compliance with this law and ensure that Medicaid clients

receive quality medical services, interpretation services should be provided for clients

who have Limited English Proficiency (LEP) or are deaf/hard of hearing. The

purpose of providing services must be to assist the client in communicating

effectively about health and medical issues.

 Interpretation between English and a foreign language is a covered service for

Medicaid clients who have LEP. LEP is defined as “the inability to speak,

read, write, or understand the English language at a level that permits an

individual to interact effectively with healthcare providers.”

 Interpretation between sign language or lip reading and spoken language is a

covered service for Medicaid clients who are deaf or hard of hearing. Hard of

hearing is defined as “limited hearing which prevents an individual from

hearing well enough to interact effectively with healthcare providers.”

Medicaid providers should arrange this service for their clients by contacting an

enrolled interpretation provider prior to the medical appointment. A current list of

enrolled interpretation providers and is available on the Medicaid website or upon

request from Provider Relations (2.1, Quick Reference). Interpretation services may

be provided telephonically (via a language line service) or in person. When

coordinating interpreter services for a client it will be necessary to provide the

enrolled interpretation provider with the following information:

 Name of client.

 Client’s Medicaid ID number.

 Name of referring provider.

 Time and date service will be rendered.

 Location of where service will take place (telephonically or in person).

 Estimated length of time service will be rendered.

24.10 Laboratory Services

Medicaid covers tests provided by independent (non-hospital) clinical laboratories

when the following requirements are met:

 Services are ordered and provided by physicians, dentists, or other providers

licensed within the scope of their practice as defined by law.

 Services are provided in an office or other similar facility, but not in a hospital

outpatient department or clinic.

 Providers of lab services must be Medicaid certified.

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 288 Revision 4/1/17

 Providers of lab services must have a current Clinical Laboratory

Improvement Amendments (CLIA) certification number.

 Providers may bill Medicaid only for those lab services they have performed

themselves. Medicaid does not cover reference lab services.

Procedure Code Range: 80048-89331

NOTE: Non-covered services include routine handling charges, stat fees, post-

mortem examination and specimen collection fees for throat culture or Pap

smears.

24.10.1 CLIA Requirements

The type of CLIA certificate required to cover specific codes is listed in the table

below. These codes are identified by Center for Medicare and Medicaid Services

(CMS) as requiring CLIA certification; however, Medicaid may not cover all of the

codes listed. Refer to the fee schedule located on Medicaid website for actual

coverage and fees. Content is subject to change at any time, without notice (2.1,

Quick Reference).

NOTE: Codes within the below table are Wyoming Medicaid specific. It is the

provider’s responsibility to ensure the codes being billed are covered by

Wyoming Medicaid.

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 289 Revision 4/1/17

CLIA

CERTIFICATE

TYPE

ALLOWED TO BILL

REGRISTRATION,

COMPLIANCE, OR

ACCREDITATION

(LABORATORY) (1)

G0103

G0123

G0124

G0141

G0143

G0144

G0145

G0147

G0148

G0306

G0307

G0328

G0416

G0432

G0433

G0434

G9143

P3000

17311

17312

17313

17314

17315

78110

78111

78120

78121

78122

78130

78191

78270

78271

78272

80000-89999 (UNLESS OTHERWISE SPECIFIED ELSEWHERE IN THIS TABLE)

PROVIDERS WITH THIS CLIA TYPE MAY BILL THE CODES WITHIN THE LABORATORY

(CLIA TYPE 1) SECTION AND ALL CODES FOR PPMP (CLIA TYPE 4) SECTION AND WAIVER

(CLIA TYPE 2) SECTION AND THE CODES EXCLUDED FROM CLIA REQUIREMENTS (REFER

TO TABLE BELOW)

PROVIDER-

PERFORMED

MICROSCOPY

PROCEDURES

(PPMP) (4)

81000

81001

81015

81020

89055

89190

G0027

Q0111

Q0112

Q0113

Q0114

Q0115

PROVIDERS WITH THIS CLIA TYPE MAY BILL THE CODES WITHIN THE PPMP (CLIA TYPE 4)

SECTION AND ALL CODES FOR WAIVER (CLIA TYPE 2) SECTION AND THE CODES

EXCLUDED FROM CLIA REQUIREMENTS (REFER TO TABLE BELOW)

WAIVER (2)

80047 QW

80048 QW

80051 QW

80053 QW

80061 QW

80069 QW

80178 QW

81003 QW

81007 QW

82010 QW

82040 QW

82043 QW

82044 QW

82120 QW

82150 QW

82247 QW

82271 QW

82274 QW

82310 QW

82330 QW

82374 QW

82435 QW

82465 QW

82523 QW

82550 QW

82565 QW

82570 QW

82679 QW

82947 QW

82950 QW

82951 QW

82952 QW

82977 QW

82985 QW

83001 QW

83002 QW

83036 QW

83037 QW

83516 QW

83605 QW

83655 QW

83718 QW

83721 QW

83861 QW

83880 QW

83986 QW

84075 QW

84132 QW

84155 QW

84295 QW

84443 QW

84450 QW

84460 QW

84478 QW

84520 QW

84550 QW

84703 QW

85014 QW

85018 QW

85576 QW

85610 QW

86294 QW

86308 QW

86318 QW

86386 QW

86618 QW

86701 QW

86803 QW

87077 QW

87210 QW

87449 QW

87804 QW

87807 QW

87808 QW

87809 QW

87880 QW

87899 QW

89300 QW

89321 QW

G0328 QW

G0433 QW

G0434 QW

G0477 QW

81002

81025

82270

82272

82962

83026

84830

85013

85651

PROVIDERS WITH THIS CLIA TYPE MAY BILL THE CODES WITHIN THE WAIVER (CLIA

TYPE 2) SECTION AND ALL CODES EXCLUDED FROM CLIA REQUIREMENTS (REFER TO

TABLE BELOW)

CERTIFICATION

PROVIDERS WITHOUT A CLIA MAY BILL ALL CODES EXCLUDED FROM CLIA

REQUIREMENTS (SEE BELOW)

NOTE: QW next to a laboratory code signifies that a QW modifier must be used.

CODES EXCLUDED FROM CLIA REQUIREMENTS

80500

80502

81050

82075

83013

83014

83987

84061

86077

86078

86079

86485

86486

86490

86510

86580

86891

86910

86923

86927

86930

86931

86932

86945

86950

86960

86965

86985

86999

87900

88125

88240

88241

88304

88305

88311

88312

88313

88314

88329

88720

88738

88741

88749

89049

89220

89240

89251

89255

89261

89272

89281

89290

89354

89398

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Ch. 25 Inedx 290 Revision 4/1/17

24.10.2 Genetic Testing

Procedure Codes: 81201-81479; 96040

Prior Authorization is required for all genetic testing codes. Prior authorization

documentation must document the following:

24.10.2.1 Covered Services

Medicaid covers genetic testing under the following conditions:

 There is reasonable expectation based on family history, risk factors, or

symptomatology that a genetically inherited condition exists; and

 Test results will influence decisions concerning disease treatment or

prevention (in ways that not knowing the test results would not); and

 Genetic testing of children might confirm current symptomatology or predict

adult onset diseases and findings might result in medical benefit to the child or

as the child reaches adulthood; and

 Referral is made by a genetic specialist (codes 81223 and 81224) or a

specialist in the field of the condition to be tested; and

 All other methods of testing and diagnosis have met without success to

determine the client’s condition such that medically appropriate treatment can

be determined and rendered without the genetic testing. (6.14, Prior

Authorization).

 Codes 81420, 81507 - Mother must be documented as high-risk to include:

advanced maternal age >35 (at EDC), previous "birth" of embryo/fetus/child

with aneuploidy, parent with known balanced translocation, screen positive on

standard genetic screening test (FTCS, multiple marker screen of one type or

another, etc), ultrasound finding on embryo/fetus consistent with increased

risk of aneuploidy

24.10.2.2 BRCA Testing and Counseling

The U.S. Preventive Services Task Force (USPSTF) recommends that women whose

family history is associated with an increased risk for deleterious mutations in

BRCA1 or BRCA2 genes be referred for evaluation for BRCA testing (81211-

81217). Medicaid covers BRCA testing when the following criteria are met:

 Personal and/or family history of breast cancer, especially if associated with

young age of onset; or

 Multiple tumors; or

 Triple-negative (i.e., estrogen receptor, progesterone receptor, and human

epidermal growth factor receptor 2-negative) or medullary histology; or

 History of ovarian cancer; and

 18 years or older; and

 Pre-test genetic counseling has been prior authorized.

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 291 Revision 4/1/17

24.10.2.3 Billing Requirements

Enrolled laboratories should bill Medicaid directly for genetic testing, refer to Section

20.3.

The following billing procedures must be followed when the physician agrees to act

as a third party agent for a non-enrolled laboratory:

The following documents must be attached to the claim (6.15, Submitting

Attachments for Electronic Claims):

 The physician’s letter justifying the genetic testing must be attached to the

claim. The letter must document the necessity for the genetic testing by

meeting the covered service conditions mentioned above.

 Manufacturer’s invoice (Reimbursement will be invoice plus 15%).

 No prior authorization is required.

NOTE: Post payment claim review will be conducted.

24.11 Maternity Care

Maternity services include antepartum, delivery & postpartum care of a pregnant

woman, according to guidelines set forth in the current edition of the CPT-4 book.

Procedure Code Range: 59000-59898

24.11.1 Billing Requirements

Global Care for Routine Obstetric Care

According to the AMA, if the global care is provided by the same physician or same

physician group, then the appropriate global code must be reported. Global services

are to be billed in all cases of a single physician or group providing uncomplicated

maternity care.

 59400 – Routine OB care including antepartum care, vaginal delivery (with or

without episiotomy, and/or forceps) and postpartum care.

 59510 – Routine OB care including antepartum care, cesarean delivery and

postpartum.

 59610 – Routine OB care including antepartum care, vaginal delivery (with or

without episiotomy, and/or forceps) and postpartum care, after previous C-

section.

 59618 – Routine OB care including antepartum care, C-section and

postpartum care, following attempted vaginal delivery after previous C-

section.

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 292 Revision 4/1/17

NOTE: The E&M services (visits) provided within the Global package are

included in the antepartum care and are not to be coded separately. The

date of service is the date of delivery.

The services normally provided in uncomplicated maternity cases include antepartum

care, delivery and postpartum care. Antepartum care includes:

 The initial and subsequent.

 Physical examination.

 Recording of the weight, blood pressures and fetal heart tones.

 Routine chemical urinalysis.

 Monthly visits up to 28-week’s gestation, biweekly visits to 36 week’s

gestation and then weekly visits until delivery.

Non-Global Services for Routine Obstetric Care

Use the following billing procedures when a patient is seen by a different physician or

a different physician group for their antepartum care:

 If the total antepartum visits with the patient is 1-3, bill the appropriate E&M

(Evaluation and Management) code for each visit.

 Bill only one (1) of the following two (2) antepartum procedure codes

(depending on the total number of antepartum visits):

o 59425 – Antepartum care only; four (4) to six (6) visits. This code

would be used in the case where the patient was only seen for four (4)

to six (6) visits and then quit seeing that provider. The provider would

not be providing services of delivery or postpartum care. If the

provider saw the patient at least four (4) times and no more than six (6)

times, this is the correct code the provider would submit.

o 59426 – Antepartum care only; seven (7) or more visits. This code

would be used for the patient who was seen for seven (7) or more

antepartum visits, but the provider did not provide services for

delivery or postpartum care.

 Bill procedure code 59430 for postpartum care only (separate procedure). This

code is to be used when the provider did not provide the service of the

delivery, but they may have provided the antepartum care.

NOTE: It is not appropriate to separately report the antepartum, delivery and

postpartum care when provided by the same physician or same physician

group. However, any other visits or services provided within the

antepartum period, other than those listed above, should be coded and

reported separately. The date of service is the date of delivery.

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 293 Revision 4/1/17

Patient has Other Medical Conditions, or a Complicated Pregnancy

Use the following billing procedures when the patient has other medical conditions,

or a complicated pregnancy:

 If the provider needs to treat the patient for additional services due to

complication of pregnancy, use the proper CPT and ICD codes to reflect the

complication.

 If the provider attempts to bill a separate E&M visit and only code the

encounter as a normal pregnancy code, the claim will be denied and

considered unbundling of the Global Maternity package.

These codes cover attendance at delivery when requested by the provider delivering

and initial stabilization of newborn. These codes may be reported in addition to the

CPT-4 code for history and examination, but not in addition to the newborn

resuscitation code.

When billing for a twin delivery, modifier 22 should be added to the delivery

code and documentation must accompany the claim. Providers cannot bill two (2)

separate delivery codes for the delivery of twins except, when one (1) twin is

delivered vaginally and the other by cesarean.

Pregnancies that terminate in abortion/miscarriage in any trimester must bill with the

appropriate CPT-4 code and documentation is required. Prenatal visits and additional

services may be billed in addition to the abortion code.

NOTE: When billing for an assistant surgeon at a delivery, use the procedure code

for delivery only with an 80 or AS modifier as appropriate. Refer to

Section 6.16.1, Sterilization Consent Guidelines for more information if

the client is considering sterilization.

Elective Inductions and Medical Necessity

Induction of labor for medical reasons is appropriate when there may be health risks

to the woman or baby if the pregnancy were to continue. Some indications for

inducing labor include:

 High blood pressure caused by the pregnancy.

 Maternal health problems affecting the pregnancy.

 Infection in the uterus.

 Water has broken too early.

 Fetal growth problems.

Documentation, which substantiates that the patient’s condition meets the coverage

criteria, must be on file with the provider.

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 294 Revision 4/1/17

All clams are subject to both pre-payment and post-payment review for medical

necessity by Medicaid. Should a review determine that services do not meet all the

criteria listed above, payment will be denied or, if the claim has already been paid,

action will be taken to recoup the payment for those services.

Induction is not a covered service unless it meets the guidelines listed above.

Inductions without medical necessity will be subject to post pay reviews and possible

recoupment of payments to both the physician and hospital.

Obstetrical Ultrasound

Procedure Code Range: 76801-76828

Acceptable Modifiers: TC, 22, 26 and 52

Medicaid covers obstetrical ultrasounds during pregnancy when medical necessity is

established for one (1) or more of the following conditions:

 Establish date of conception

 Discrepancy in size versus fetal age

 Early diagnosis of ectopic or molar pregnancy

 Fetal Postmaturity Syndrome

 Guide for amniocentesis

 Placental localization associated with abnormal vaginal bleeding (placenta

previa)

 Polyhydramnios or Oligohydramnios

 Suspected congenital anomaly

 Suspected multiple births

 Other conditions related directly to the medical diagnosis or treatment of the

mother and/or fetus.

NOTE: Maintain all records and/or other documentation that substantiates medical

necessity for OB ultrasound services performed for Medicaid clients as

documentation may be requested for post-payment review purposes.

Medicaid will only pay for two (2) routine ultrasounds per pregnancy.

Medicaid will not reimburse obstetrical ultrasounds during pregnancy for any of the

following reasons:

 Determining gender

 Baby pictures

 Elective

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 295 Revision 4/1/17

Post-payment review will be conducted on obstetrical ultrasound claims after

payment is made to the provider in order to ensure claims meet the Medicaid policies

contained in this manual.

24.12 Medical Supplies (Disposable)

Procedure Code: 99070

Disposable medical supplies are intended for one (1) time use, not re-use, and

specifically related to the active treatment or therapy of the client for a medical illness

or physical condition. These supplies have a medical purpose, are consumable and/or

expendable and non-durable. This does not include personal care items. They are not

to be confused with durable medical supplies/equipment. The following is a partial

list:

 Ace bandage

 Sling

 Rib belt

 Straight Catheter Kit

 Surgical tray

Reimbursement may be allowed for a surgical tray if minor surgery necessitates local

anesthesia and other supplies (i.e., gauze, sterile equipment, suturing material) and the

surgery is performed in the provider’s office. Examples of procedures requiring a

major surgical tray include:

 Diagnosis biopsies.

 Wound closures.

 Removal of cysts or other lesions.

Expendable medical supplies such as gauze, dressing, syringes and culture plates, are

included in the reimbursement rate for the office visit or test performed. The most

accurate way to verify coverage for a specific service/supply is to review the fee

schedule on the Medicaid website (2.1, Quick Reference).

Supplies and materials, which do not have procedure codes, may be billed with CPT

code 99070, which will reimburse billed charge up to $10.00. Claims for more than

$10.00 require an attached invoice. These claims will be reimbursed at invoice plus

shipping and handling plus 15%. Claims billed with this code will be subject to pre-

and post-payment review (6.15, Submitting Attachments for Electronic Claims).

24.13 Phototherapy for High Bilirubin Levels

Procedure Code: E0202 RR

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 296 Revision 4/1/17

Effective with dates of service April 1, 2015 and forward, in order to provide better

access to home therapy for newborns with high bilirubin levels, and reduce the

number of hospital readmissions for Wyoming Medicaid infants, Wyoming Medicaid

will be allowing the below taxonomies to bill the E0202 RR (phototherapy – rental)

HCPCS code.

 All physicians (20s)

 Nurse Practitioners (363Ls, 367A00000X)

 Durable Medical Equipment Suppliers (332B00000X)

 Public Health Nurse’s Offices (251K00000X)

24.13.1 Billing Requirements

Procedure code E0202 with the RR (rental only) modifier may be billed using daily

units with a maximum of five (5) per lifetime.

Practitioner services, such as home or office based visits, home health visits, lab tests,

etc., should be billed as appropriate in addition to the rental of the Biliblanket or other

phototherapy device.

For clinical requirements, refer to the DME Covered Services Manual on the website

(2.1, Quick Reference).

24.13.2 Phototherapy Maximum Allowable Appeal Process

Wyoming Medicaid encourages providers to submit the initial claim to receive

reimbursement for the initial five (5) days. Then, when appealing, submit an

Adjustment/Void Request Form (6.18.3.1, Adjustment/Void Request Form) with a

corrected claim that has the additional units included along with medical necessity

and an appeal letter to the below address.

Providers may choose to submit only one (1) claim which includes the additional

units along with the medical necessity and the appeal letter to:

DME Provider Services Manager

6101 Yellowstone Road, Suite 210

Cheyenne, WY 82002

24.14 Practitioner Visits

Procedure Code Range: 99201-99443

Practitioner services are provided in inpatient and outpatient settings and include:

 Consultation services

 Emergency department services

 Home visits

 Hospital services

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Ch. 25 Inedx 297 Revision 4/1/17

 Nursing facilities

 Office visits

 Telephone services

NOTE: Practitioner services provided to a client between ages 22 and 64 at an

Institution for Mental Disease (IMD) are a non-covered service pursuant to federal

Medicaid regulation. This includes Medicare crossover claims for dual eligible

clients. An IMD is defined as a hospital, nursing facility, or other institution of 17

beds or more that is primarily engaged in providing diagnosis, treatment, or care of

people with mental diseases.

24.14.1 New Client

Procedure Code Range: 99201-99205

Medicaid considers a new client to be a client who is new to the practitioner and

whose medical and administrative records need to be established. A new client visit

should be submitted once per client lifetime per provider. An exception may be

allowed when a client has been absent for a period of three (3) years, or more.

24.14.2 Established Client

Procedure Code Range: 99211-99215

Medicaid considers an established client to be a client that has been seen by the

practitioner and whose medical and administrative records have been established.

24.14.3 After Hours Services

Medicaid reimburses physicians and practitioners who see clients in their offices

rather than the emergency room, when appropriate. The following codes are only to

be used when the client is seen in the physician/practitioner’s office. The following

codes may be billed in addition to Evaluation and Management codes.

Physician/Practitioner’s After Hours Billing Codes

CPT-4 Code

Description

99050

Services provided in the office times other than regularly scheduled office

hours, or days when the office is normally closed (e.g. holidays, Saturday, or

Sunday) in addition to basic service

99051

Service(s) provided in the office during regularly scheduled evening, weekend,

or holiday office hours, in addition to basic service

99058

Service(s) provided on an emergency basis in the office, which disrupts other

scheduled office services, in addition to basic service

NOTE: Do not use these codes for seeing clients in the emergency room.

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 298 Revision 4/1/17

24.14.4 Consultation Services

Procedure Code Range: 99241-99245

Consultation services are when a practitioner’s opinion or advice is sought by another

practitioner for further evaluation and/or management of a client for a specific

problem.

24.14.4.1 Billing Requirements

 The request and need for a consultation from the attending practitioner, along

with the consultant’s opinion and any service that was ordered or performed,

must be documented in the client’s record and communicated to the

requesting practitioner.

 If subsequent to the completion of a consultation, the consultant assumes

responsibility for management of all or a portion of the client’s condition(s),

the follow-up consultation codes should not be used.

 If an additional request for an opinion or advice regarding the same or new

problem is received from the attending practitioner and documented in the

medical record, the office consultation codes may be used again.

 When billing for a consultation, the NPI of the referring practitioner must be

provided on the claim.

NOTE: For an accurate listing of codes, refer to the fee schedule on the Medicaid

website (2.1, Quick Reference).

24.14.4.2 Documentation

Medicaid requires Documentation of Medical Necessity (3.4, Medical Necessity) to

be attached to a claim submitted by the consulting practitioner when a client is seen

for an additional consultation within one (1) year of the initial consultation.

24.14.5 Emergency Department Services

Procedure Code Range: 99281-99288

Emergency department services provide evaluation, management, treatment and

prevention of unexpected illnesses or injuries. Emergency Department is defined as

an organized hospital-based facility for the provision of unscheduled, episodic

services to clients who present themselves for immediate attention. The facility must

be available 24-hours a day.

24.14.5.1 Covered Services

Medicaid covers practitioner services performed by:

 A hospital-based emergency room practitioner;

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Ch. 25 Inedx 299 Revision 4/1/17

 A private practitioner who furnished emergency room services through

arrangement with the hospital; or

 A private practitioner who is called to the hospital to treat an emergency.

 The practitioner must document in the client’s medical record if the client’s

visit to the emergency room was actually an emergency situation.

NOTE: Practitioners are requested to report any potential abuse of emergency

room visits to Provider Relations (2.1, Quick Reference).

24.14.6 Home Visits

Procedure Code Range: 99341-99350

Home visits are evaluation and management services provided by a practitioner in a

private residence.

This benefit is not intended to replace those services available in the community

through other agency programs, (Best Beginnings, Public Health Nurse, Home

Health, etc.) but to offer the attending practitioner another alternative to care for

clients.

24.14.6.1 Documentation

The following documentation must be included in the client’s medical record:

 Documentation of practitioner order and treatment plan of care.

 Documentation of observed medical condition, progress at each visit, any

change in treatment, and the client’s response to treatment.

 Documentation of coordination of care between office and home visit.

24.14.6.2 Limitations

 Medicaid will reimburse the admitting practitioner for only one (1) initial visit

per client for each hospital stay.

 A comprehensive inpatient hospital visit is not allowed within 30-days of a

previous hospital admission with the same diagnosis.

 Medicaid will not reimburse a comprehensive hospital inpatient exam on the

same day as an office visit, nursing home visit or ER visit by the same

provider.

NOTE: For initial inpatient encounters by practitioners other than the admitting

practitioner use initial inpatient consultation codes or subsequent hospital

care codes.

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 300 Revision 4/1/17

24.14.6.3 Billing Requirements

 Initial Hospital Care (99221-99223) – All E&M services (e.g., office visits)

related to and provided on the same date as an inpatient hospital admission are

considered part of that hospital admission.

 Subsequent Hospital Care (99231-99233) – Subsequent visits are limited to

one (1) visit per day unless a Documentation of Medical Necessity is attached

and approved by Medicaid. All subsequent hospital care visits are to include

the medical record and the results of diagnostic studies and changes in the

status since the last assessment by the practitioner (3.4, Medical Necessity).

 Observation or Inpatient Care Services (99234-99236) – These codes are

used when the client is admitted and discharged on the same day. These codes

are used to report observation or inpatient hospital care services provided to

clients admitted and discharged on the same date of service. It is not required

that the client be located in an observation area designated by the hospital as a

separate unit. These codes are to be used based on the level of care the client

received rather than location.

 Hospital Discharge Services (99238-99239) – Practitioners may bill for the

final day of an inpatient hospital stay when they provide a final examination,

discussion of the stay, instructions for continuing care and preparation of

discharge records. These codes are only allowed when an initial or subsequent

hospital visit is billed on the day of discharge.

o To report services provided to a client admitted to the hospital after

receiving hospital observation care services on the same date, refer to

the hospital inpatient billing instructions. For a client admitted to the

hospital on a date subsequent to the date of observation status, the

hospital admission is reported using the appropriate initial hospital

care codes. Do not report the observation discharge in conjunction

with the hospital admission.

o All evaluation and management services related to and provided on the

same day as an admission to observation status are considered part of

that admission. Do not report them separately. This applies regardless

of the setting in which the services are provided (e.g., a hospital

emergency department, a physician’s office or a nursing facility, etc.).

o These codes apply to all practitioner services provided on the same

date of client admission to observation status. Do not use these codes

for postoperative recovery if the procedure is considered a global

procedure.

 Concurrent Care – Inpatient hospital care provided by two (2) or more

practitioners to the same client on the same day. Practitioners who are

providing concurrent care should use the subsequent hospital care billing

codes. Medicaid will reimburse for these services when all of the following

criteria are met:

o The practitioners have different specialties or subspecialties;

o The condition or injury involves more than one (1) body system;

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Ch. 25 Inedx 301 Revision 4/1/17

o The condition or injury is so severe or complex that one (1)

practitioner alone cannot handle the client’s care; and

o The practitioners are actively co-managing the client’s treatment.

24.14.7 Critical Care Services

Procedure Code Range: 99291

Critical care is the treatment of critically ill clients experiencing medical emergencies

requiring constant attendance of the practitioner. Critical care is typically provided in

a critical care unit. Critical care involves high complexity decision making to assess,

manipulate, and support vital system function(s) to treat single or multiple vital organ

system failure and/or to prevent further life threatening deterioration of the client’s

condition Critical Care services include:

 The interpretation of cardiac output measurements (93561, 93562)

 Chest x-rays (71010, 71015, 71020)

 Blood gases

 Data stored in computers

 Gastric intubation (43752, 91105)

 Temporary transcutaneous pacing (92953)

 Ventilator management (94002-94003, 94660, 94662)

 Vascular access procedures (36000, 36410, 36415, 36600)

 Pulse oximetry (94760, 94762)

The critical care codes are used to report the total duration of time spent by a

practitioner providing constant attention to a critically ill client. The procedure code

99291 is to report the first 30-74 minutes of critical care should be used only once per

day even if the time spent by the physician is not continuous that day. Another

procedure code 99292 is used to report each additional 30 minutes (30 minutes = 1

unit) beyond the first 74 minutes.

24.14.8 Prolonged Service

Procedure Code Range: face-to-face 99354-99357 and non-face-to-face 99358-

99359

Prolonged physician services either direct face-to-face or non-face-to-face contact

may be billed to Medicaid in addition to other physician’s services. This service is

reported when the service is beyond the usual service in either the inpatient or

outpatient setting. In addition to other physician service, including E&M services at

any level.

NOTE: Prolonged services that exceed three (3) hours on the same date of service

must be documented as medically necessary in the patient’s medical

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Ch. 25 Inedx 302 Revision 4/1/17

record, including the purpose and actual time the physician was detained

(3.4, Medical Necessity).

24.14.9 Practitioner Standby Service

This procedure code is used to report physician standby service that is requested by

another physician and that involves prolonged physician attendance without direct

(face-to-face) client contact. The physician may not be providing care or services to

other clients during this period. This code is not used if the period of standby ends

with the performance of a procedure subject to a “surgical” package by the physician

who was on standby.

Standby service of less than 30-minutes duration on a given day is not reported

separately.

Second and subsequent periods of standby beyond the first 30-minutes may be

reported only if a full 30-minutes of standby was provided for each unit of service

reported.

NOTE: This code may not be reported in addition to CPT-4 code 99464 for

attendance at delivery.

Procedure Code Range: 99360

24.14.10 Inpatient Pediatric/Neonatal Critical Care

Procedure Code Range: 99291

24.14.10.1 Covered Services

Critical care codes include the following:

 Management

 Monitoring treatment of the client

 Parent counseling

 Direct supervision of the healthcare team in the performance of cognitive and

procedural activities

 Cardiac and respiratory monitoring

 Continuous and/or frequent vital sign monitoring

 Heat maintenance

 Enteral and/or parenteral nutritional adjustments

 Laboratory service

 Oxygen

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 303 Revision 4/1/17

24.14.10.2 Billing Requirements

Services start with the date of admission to the NICU and may be reported only once

per day, per client. Once the neonate is no longer considered to be critically ill, the

appropriate codes for subsequent hospital care should be utilized.

The following procedures are also included as part of the global descriptors:

 Interpretation of chest x-rays.

 Cardiac output measurements.

 Pulse oximetry.

 Blood gases and other information stored in computers.

 Gastric intubation.

 Ventilation management.

 Temporary transcutaneous pacing.

 Vascular procedures.

 Chest X-rays.

 Umbilical venous and arterial catheters.

 Arterial, central venous or peripheral vessel catheterization.

 Vascular access procedures.

 Vascular punctures.

 Oral or nasogastric tube placement.

 Endotracheal intubation.

 Lumbar puncture.

 Suprapubic bladder aspiration.

 Bladder catheterization.

 CPAP management.

 Surfactant administration.

 Intravascular fluid administration.

 Blood transfusion.

 Monitoring of electronic vital signs.

 Bedside pulmonary function testing and/or monitoring or interpretation of

blood gases or O2 saturation.

In addition, specific services are included in the parenthetic note following each

NICU code.

NOTE: The most accurate way to verify coverage for a specific service is to

review the CPT-4 book for the appropriate date of service.

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 304 Revision 4/1/17

24.14.11 Nursing Facilities

Procedure Code Range: 99304-99318

A nursing facility is an entity that provides skilled nursing care and rehabilitation

services to people with illnesses, injuries or functional disabilities. Most facilities

serve the elderly. However, some facilities provide services to younger individuals

with special needs such as the developmentally disabled, mentally ill and those

requiring drug and alcohol rehabilitation.

24.14.11.1 Covered Services

Practitioner services are covered when they are medically necessary and are

performed to meet the requirements of continued long-term care.

24.14.11.2 Billing Requirements

When a client is admitted to the nursing facility in the course of an encounter in

another site of service, such as office or emergency room, all evaluation and

management service in conjunction with the admission is considered part of the initial

nursing facility care if performed on the same date, and will not be reimbursed

separately.

Initial client care may be billed only once per long-term care stay unless the client has

moved to a different facility and/or changes providers.

Evaluation and management codes billed in addition to procedure code 99304 are not

reimbursed when performed on the same date as the admission.

Hospital discharge or observation discharge services performed on the same date of

nursing facility admission or readmission may not be reported separately.

Discharge planning codes may not be billed on date of the client’s death.

Two (2) subcategories of nursing facility services are recognized. Both subcategories

apply to new or established clients; and must be billed by the provider.

24.14.11.3 Nursing Facility Discharge Services

Nursing facility discharge day management codes are to be used to report the total

duration of time spent by a physician for the final nursing facility discharge of a

client.

 99315 Nursing Facility discharge day management; 30-minutes or less.

 99316 Nursing Facility discharge day management, more than 30-minutes.

NOTE: For an accurate listing of codes, refer to the fee schedule on the Medicaid

website (2.1, Quick Reference).

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 305 Revision 4/1/17

24.14.12 Office Visits

An office visit is considered evaluation and management services provided in a

practitioner’s office or in an outpatient or other ambulatory facility.

24.14.12.1 Billing Requirements

 Office visits for new clients must be billed using CPT-4 codes 99201-99205.

 Established clients must be billed using CPT-4 codes 99211-99215.

 Several codes may be used in addition to the above codes when services are

provided in a physician or practitioner’s office for emergency care after

scheduled routine office hours.

 Documentation must support the CPT-4 code(s) billed by the practitioner.

NOTE: For an accurate listing of codes, refer to the fee schedule on the Medicaid

website (2.1, Quick Reference).

24.14.12.2 Telephone Services

Procedure Code Range: 99441-99443, limited to physician use only

24.14.12.3 Billing Requirements

Telephone evaluation and management service provided by a physician to an

established patient, parent, or guardian not originating from a related evaluation and

management service provided within the previous seven (7) days nor leading to an

evaluation and management service or procedure within the next 24-hours or soonest

available appointment.

 Procedure code 99441: 5 to 10 minutes of medical discussion.

 Procedure code 99442: 11 to 20 minutes of medical discussion.

 Procedure code 99443: 21 to 30 minutes of medical discussion.

24.15 Preventive Medicine

Procedure Code Range: 99381-99379

24.15.1 Covered Services

For specific information on preventive health services for clients under age 21, refer

to Section 18.1, Health Check – EPSDT.

Preventive health services for clients over 21 are:

 Cancer screening services.

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Ch. 25 Inedx 306 Revision 4/1/17

 Screening mammographies are limited to a baseline mammography between

ages 35 and 39; one (1) screening mammography per year after age 45. All

mammograms require a referral.

 Annual gynecological exam including a Pap smear. One (1) per year

following the onset of menses. This should be billed using an extended office

visit procedure code. The actual Lab Cytology code is billed by the lab where

the test is read and not by the provider who obtains the specimen.

24.16 Public Health Services

 Public health clinic services are physician and mid-level practitioner services

provided in a clinic designated by the Department of Health as a public health

clinic.

 Services must be provided directly by a physician or by a public health nurse

under a physician’s immediate supervision (i.e., the physician has seen the

client and ordered the service).

24.17 Radiology Services

Procedure Code Range: 70010-79999

Radiology services are ordered and provided by practitioners, dentists, or other

providers licensed within the scope of their practice as defined by law. Radiology

providers must be supervised by a practitioner licensed to practice medicine within

the state the services are provided. Imaging providers must meet state facility

licensing requirements. Facilities must also meet any additional federal or state

requirements that apply to specific tests (e.g., mammography). All facilities providing

screening and diagnostic mammography services are required to have a certificate

issued by the Federal Food and Drug Administration (FDA).

24.17.1 Covered Services

Medicaid provides coverage of medically necessary radiology services, which are

directly related to the client’s symptom or diagnosis when provided by independent

radiologists, hospitals and practitioners.

24.17.2 Billing Requirements

For most radiology services and some other tests, the fee schedules indicate different

fees, whether the practitioner provided only the technical component (performed the

test), only the professional component (interpreted the test), or both components (also

known as the global service). Practitioners must bill only for the services they provide

(2.1, Quick Reference).

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 307 Revision 4/1/17

 Technical components of imaging services must be performed by

appropriately licensed staff (e.g., x-ray technician) operating within the scope

of their practice as defined by state law and under the supervision of a

practitioner.

 Multiple procedures performed on the same day must be billed with two (2)

units to avoid duplicate denial of service.

24.17.3 Limitations

 Screening mammographies are limited to a baseline mammography between

ages 35 and 39; one (1) screening mammography per year after age 45. All

mammograms require a referral by a practitioner.

 X-rays performed as a screening mechanism or based on standing orders.

 Separate consultations or procedures unless ordered by the attending

practitioner.

24.18 Screening, Brief Intervention, Referral and Treatment

(SBIRT)

SBIRT is a comprehensive, integrated, public health approach to the delivery of early

intervention and treatment services for persons with substance abuse use disorders, as

well as those who are at risk of developing these disorders. Primary care centers,

hospital emergency rooms, trauma centers and other community settings provide

opportunities for early intervention with at-risk substance users before more severe

consequences occur. The goal of SBIRT is to make screening for substance abuse a

routine part of medical care.

 Screening is a quick, simple way to identify patients who need further

assessment of treatment for substance use disorders. It does not establish

definitive information about diagnosis and possible treatment needs.

 Brief intervention is a single session or multiple sessions of motivational

discussion focused on increasing insight and awareness regarding substance

use and motivation toward behavior change. Brief intervention can be tailored

for variance in population or setting and can be used as a stand-alone

treatment for those at-risk as well as a vehicle for engaging those in need of

more extensive levels of care.

 Brief treatment is a distinct level of care and is inherently different from both

brief intervention and specialist treatment. Brief treatment is provided to those

seeking or already engaged in treatment, who acknowledges problems related

to substance use. Brief treatment in relation to traditional or specialist

Modifier

Description

Reimbursement

Professional Component

30% of allowed fee

Technical Component

70% of allowed fee

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 308 Revision 4/1/17

treatment has increased intensity and is of shorter duration. It consists of a

limited number of highly focused and structured clinical sessions with the

purpose of eliminating hazardous and/or harmful substance use.

 Referral to specialized treatment is provided to those identified as needing

more extensive treatment than offered by the SBIRT program. The

effectiveness of the referral process to specialty treatment is a strong measure

of SBIRT success and involves a proactive and collaborative effort between

SBIRT providers and those providing specialty treatments to ensure access to

the appropriate level of care.

A key aspect of SBIRT is the integration and coordination of screening and treatment

components into a system of services. This system links a community’s specialized

treatment program with a network of early intervention and referral activities that are

conducted in medical and social service settings.

24.18.1 Covered Services and Billing Codes

Acceptable billing providers for SBIRT include:

 Physician – All 20X taxonomy types

 Public Health Clinic – 251K00000X

 FQHC – 261QF0400X

 RHC – 261QR1300X

 Nurse Practitioners – 363L

 Advanced Practitioner of Psych/Mental Health Nursing – 364SP0808X

 Certified Nurse Midwives – 367A00000X

 Nurse Anesthetists – 357500000X

Medicaid covers SBIRT services for clients 18 years of age and older.

 H0049 – Alcohol and/or drug screening, per screening. WY SBIRT Screening

Tool – ASSIST – The Mental Health and Substance Abuse Services Division

has chosen the Alcohol, Smoking and Substance Involvement Screening Test

(ASSIST) developed by the World health organization (WHO) The ASSIST

screening tool can be accessed through their web site at:

http://www.who.int/substance_abuse/activities/assist/en/

 H0050 – Alcohol and/or drug services, brief intervention, per 15 minute units

– Maximum of four (4) units.

NOTE: Providers are to bill these codes in addition to the code they will bill for

the primary focus of the visit. Screening and brief intervention are not

stand alone services, rather they may be part of a medical visit with

another problem focus. For example, a patient presents for migraine

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 309 Revision 4/1/17

headaches and is given the ASSIST (H0049 – screening). The ASSIST

tool indicates the need for brief intervention (H0050 – brief intervention).

The physician would bill the most appropriate code for their services

related to the initial complaint of migraine headache, in addition to the

appropriate SBIRT codes.

24.18.2 Limitations

SBIRT will not be covered for clients with services limited to emergency services

only.

24.19 Sterilizations and Hysterectomies

Procedure Code Range: 58150-58294, 58541-58554, 58600-58720

24.19.1 Elective Sterilization

Elective sterilizations are sterilizations completed for the purpose of becoming sterile.

Medicaid covers elective sterilizations for men and women when all of the following

requirements are met:

 Clients must complete and sign the Sterilization Consent Form at least 30-

days, but not more than 180-days, prior to the sterilization procedure. There

are no exceptions to the 180-day limitation of the effective time period of the

informed consent agreement (e.g., retroactive eligibility). This form is the

only form Medicaid accepts for elective sterilizations. If this form is not

properly completed, payment will be denied. A complete Sterilization Consent

Form must be obtained from the primary physician for all related services

(6.16.1, Sterilization Consent Guidelines).

The 30-day waiting period may be waived for either of the following reasons:

 Premature Delivery – The Sterilization Consent Form must be completed

and signed by the client at least 30-days prior to the estimated delivery date

and at least 72-hours prior to the sterilization.

 Emergency Abdominal Surgery – The Sterilization Consent Form must be

completed and signed by the client at least 72-hours prior to the sterilization

procedure.

o Clients must be at least 21 years of age when signing the form.

o Clients must not have been declared mentally incompetent by a

federal, state or local court, unless the client has been declared

competent to specifically consent to sterilization.

o Clients must not be confined under civil or criminal status in a

correctional or rehabilitative facility, including a psychiatric hospital

or other correctional facility for the treatment of the mentally ill.

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 310 Revision 4/1/17

Before performing sterilizations, the following requirements must be met:

 The client must have the opportunity to have questions regarding the

sterilization procedure answered to his/her satisfaction.

 The client must be informed of his/her right to withdraw or withhold consent

any time before the sterilization without being subject to retribution or loss of

benefits.

 The client must understand the sterilization procedure being considered is

irreversible.

 The client must be made aware of the discomforts and risks, which may

accompany the sterilization procedure being considered.

 The client must be informed of the benefits associated with the sterilization

procedure.

 The client must know that he/she must have at least 30-days to reconsider

his/her decision to be sterilized.

 An interpreter must be present and sign for those clients who are blind, deaf,

or do not understand the language to assure the client has been informed

(19.1, Interpreter Services).

Informed consent for sterilization may not be obtained under the following

circumstances:

 If the client is in labor or childbirth.

 If the client is seeking or obtaining an abortion.

 If the client is under the influence of alcohol or other substances which may

affect his/her awareness.

24.19.2 Hysterectomies

When sterilization results from a procedure performed to address another medical

problem, it is considered a medically necessary sterilization. These procedures

include hysterectomies, oophorectomies, salpingectomies and orchiectomies. Every

claim submitted to Medicaid for a medically necessary sterilization must be

accompanied by one (1) of the following:

 A complete Hysterectomy Acknowledgement of Consent Form must be

obtained from the primary practitioner for all related services. Complete only

one (1) section (A, B or C) of this form. When no prior sterility (section B) or

life-threatening emergency (section C) exists, the client must sign and date

section A of this form (see 42 CFR 441.250 for the federal policy on

hysterectomies and sterilizations). The client does not need to sign this form

when sections B or C apply. If this form is not properly completed, payment

will be denied (6.16.2, Hysterectomy Acknowledgement of Consent).

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 311 Revision 4/1/17

 For clients that become retroactively eligible for Medicaid, the practitioner

must verify in writing that the surgery was performed for medical reasons and

must document one (1) of the following:

o The client was informed prior to the hysterectomy that the operation

would render the client permanently incapable of reproducing.

o The client was already sterile at the time of the hysterectomy and the

reason for prior sterility.

NOTE: Pregnant by Choice/Family Planning Waiver has specific covered and

non-covered services (25.1, Pregnant by Choice/Family Planning Waiver).

24.20 Surgical Services

Procedure Code Range: 10021-69990

Medicaid only covers surgical procedures that are medically necessary. In general,

surgical procedures are covered if the condition directly threatens the life of a client,

results from trauma demanding immediate treatment, or had the potential for causing

irreparable physical damage, the loss or serious impairment of a bodily function, or

impairment of normal physical growth and development.

These policies follow Medicare guidelines but in cases of discrepancy, the Medicaid

policy prevails.

24.20.1 Surgical Packages, Separate Surgical Procedures and Incidental

Surgical Procedures

 Surgical Packages – Procedures that are commonly performed as an integral

part of a total service and may not be billed separately. The following services

are included in the surgical package in addition to the operation:

o Local infiltration, metacarpal/metatarsal/digital block or topical

anesthesia

o Subsequent to the decision for surgery, one (1) related Evaluation and

Management (E&M) encounter on the date immediately prior to or on

the date of procedure (including history and physical)

o Immediate postoperative care, including dictating operative notes,

talking with the family and other physicians

o Writing orders

o Evaluating the patient in the postanesthesia recovery area

o Typical post-operative follow-up care.

 Separate Surgical Procedures – When a procedure is performed

independently of, and is not immediately related to, other services, it may be

reported separately under its unique procedure code (e.g., a tonsillectomy and

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 312 Revision 4/1/17

an adenoidectomy may be billed separately), only if performed on a different

day.

 Incidental Surgical Procedures – Incidental procedures are those procedures

performed subsequent to surgery which do not add significantly to the major

surgery or are rendered incidental and performed at the same time as the

major surgery (e.g., incidental appendectomies, incidental scar excisions).

24.20.2 Covered Services

Normal preoperative and postoperative care includes:

 Pre-Op lab and radiology.

 Office examinations.

 Emergency room visits, and hospital visits, including discharge management

 Routine post-operative care (The number of post-operative days for each

procedure is listed within the fee schedules.).

24.20.3 Limitations

Consultations and hospital admission are not considered part of the surgical package.

NOTE: Services provided to diagnose or treat conditions unrelated to the surgery

may be billed with a separate examination code if the primary diagnosis

code reflects a different complaint or service.

For an accurate listing of codes and the number of postoperative days for each

procedure, refer to the fee schedule on the Medicaid website (2.1, Quick Reference).

24.20.4 Billing Requirements

All surgical claims for reimbursement for multiple surgical procedures must have an

operative report attached (6.15, Submitting Attachments for Electronic Claims). The

following methodology applies to reimbursement for surgical procedures (refer to the

CPT-4 book for correct use of modifiers):

 Unusual Procedural Services – When the service(s) provided is greater than

that usually required for the listed procedure, it may be identified adding

modifier 22 to the usual procedure number. An operative report must

accompany the claim for payment.

 Multiple Procedures – When multiple procedures are performed during the

same session, the primary procedure will be paid at 100% of the fee assigned

on the fee schedule. The primary procedure must be billed on the first line; the

subsequent procedure(s) must be billed on the following line(s) using the 51

modifier, if applicable. Operative reports are required for multiple procedures.

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 313 Revision 4/1/17

Refer to the Medicaid website for the most accurate fee schedule (2.1, Quick

Reference).

NOTE: The 51 modifier pays at 50% of the customary rate.

 Bilateral Procedures – When bilateral procedures are performed during the

same session, the second procedure will be paid at 75% of the customary rate.

If the procedure performed is bilateral, providers should report the procedure

with 1 unit of service on line 1 and 1 unit of service on line two (2) using the

same procedure code with the 50 modifier. Care should be taken not to

designate a procedure as bilateral when the procedure is already identified as a

bilateral service in the CPT-4 definition. An example of a bilateral procedure

would be a client having a tympanostomy (tubes inserted in the ears)

performed on both the left and right ears; it should be billed as follows:

Line

Unit

CPT Code

Modifier

69433

NOTE: Operative reports are required for bilateral procedures.

24.20.5 Assistant Surgeon

Assistant surgeon fees are billed with an 80 modifier using the same procedure code

billed by the primary surgeon.

24.20.5.1 Surgical Assistant Service

 Physician assistant, nurse practitioner or clinical nurse specialist service fees

are billed with an AS modifier using the same procedure code billed by the

primary surgeon.

 Non-physician providers (NPP) should bill with the AS modifier using the

same procedure code billed by the primary surgeon.

 The provider should report the services using his/her own provider

identification number with the appropriate site of service.

 The modifier AS is appended to the CPT-4 code(s) for the procedure(s) the

NPP/APP assisted with.

 Do not use modifier AS if the APP/APP acts as an “extra” pair of hands and

not a surgical assistant in place of another surgeon.

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 314 Revision 4/1/17

24.20.5.2 Two (2) Surgeons

When two (2) surgeons work together as primary surgeons performing distinct part(s)

of a procedure, each surgeon should report his/her distinct operative work by adding

modifier 62 to the procedure code and any associated add-on code(s) for that

procedure as long as both surgeons continue to work together as primary surgeons.

Each surgeon should report the co-surgery once using the same procedure code. If

additional procedure(s) (including add-on procedure(s) are performed during the

same surgical session, separate code(s) may also be reported with modifier 62.

NOTE: If the co-surgeon acts as an assistant in the performance of additional

procedure(s) during the same surgical session, those services may be

reported using separate procedure code(s) with modifier 80 or modifier AS

added, as appropriate. If the procedure code(s) require Prior Authorization,

it is the responsibility of the individual practitioner to obtain that

authorization. Example; two surgeons perform a surgery and utilize the 62

modifier; both surgeons MUST receive Prior Authorization.

24.20.5.3 Modifiers

Medicaid recognizes the following list of modifiers when used in conjunction with

CPT-4 surgical procedure codes:

Modifier

Description

Reimbursement

Unusual Procedural Services – An

operative report is required.

Allowed fee plus 20%

Bilateral Procedures

75% of allowed fee

Multiple Procedures

50% of allowed fee

Two (2) Surgeons – An operative

report is required.

100% of allowed fee

Assistant Surgeons

20% of allowed fee

Physician Assistant, Nurse

Practitioner, or Clinical Nurse

Specialist services for assistant at

surgery

15% of allowed fee

24.20.6 Cosmetic Services

Medicaid covers cosmetic services only when it is medically necessary (e.g., restore

bodily function or correct a deformity). Before cosmetic services are performed, they

must be prior authorized.

NOTE: Refer to Section 6.14 for Prior Authorization procedures and the fee

schedule on the Medicaid website indicates which codes require prior

authorization (2.1, Quick Reference).

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 315 Revision 4/1/17

24.20.7 Oral and Maxillofacial Surgeons

Procedure Code Range: 21010-21499

Oral and maxillofacial surgery is surgery to correct a wide spectrum of diseases,

injuries and defects in the head, neck, face, jaws and the hard and soft tissues of the

oral and maxillofacial region.

24.20.7.1 Covered Services

 Removal of tumor

 Maxillofacial Prosthetics – Introduction and Removal

 Repair, Revision and/or Reconstruction

 Temporomandibular Joint (TMJ) Treatment

Procedure Code Range: 40490-42999

24.20.7.2 Covered Services

 Lips (excision and repair)

 Vestibule of mouth (incision, excision and repair)

 Tongue and Floor of mouth (incision, excision and repair)

 Dentoalveolar Structures (incision, excision and other)

 Palate and Uvula (incision, repair and other)

 Salivary Gland and Ducts (incision, excision, repair and other)

 Pharynx, Adenoids, and Tonsils (incision, excision, repair and other)

24.20.7.3 Billing Requirements

In order to obtain Medicaid reimbursement for services, the following standards must

be observed.

 The services must be medically necessary and follow generally accepted

standards of care

 The service must be a service covered by Medicaid

 Claims must be made according to Medicaid billing instructions

 Review the entire surgical section to verify appropriate use of modifiers

 When billing dental codes refer to the dental manual

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 316 Revision 4/1/17

NOTE: The most accurate way to verify coverage for a specific service is to

review the CPT-4 book, the CDT book and the Medicaid fee schedule on

the website (2.1, Quick Reference).

24.20.8 Breast Reconstruction

Procedure Code Range: 19316-19499

24.20.8.1 Covered Services

Breast reconstruction following breast cancer treatment

24.20.8.2 Billing Requirements

Prior authorization requirements (6.14, Prior Authorization):

Wyoming Medicaid covers surgical reconstruction following breast cancer treatment.

Additional revisions may only be approved for a repeated constructive surgery based

on medical necessity such as the procedures listed below:

 Secondary surgery includes implant rupture.

 Wound dehiscence (bursting open).

 Wound infection.

 Tattooing of the nipple (included in 19350, 19357-19369 unless the procedure

is done after the global setting – then 11920-11921 is appropriate).

24.20.9 Breast Reduction

Procedure Code Range: 19318

24.20.9.1 Covered Services

Breast reductions are covered and considered medically necessary if the below

requirements are met.

24.20.9.2 Billing Requirements

Prior authorization requirements (6.14, Prior Authorization):

Wyoming Medicaid considers breast reduction surgery as medically necessary, when

all of the following is met and is clearly documented in the medical records.

 Client must be 18 years or older.

 Amount to be removed from each breast is greater than or equal to 500 grams,

or the total to be removed from both breasts exceeds 1000 grams.

 Preoperative indications for breast surgery must include one (1) or more of the

following symptoms:

o Breast pain

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 317 Revision 4/1/17

o Shoulder, neck, or back pain

o Other persistent neurological symptoms attributable to breast size or

weight.

o Refractory intertrigo

o Significant activities

 This procedure may be done as a hospital inpatient, hospital outpatient, or in

an ASC.

24.20.9.3 Documentation Requirements

Documentation must show medical necessity. The patient’s clinical records must be

specific and contain the following information:

 Current clinical notes including history, physical, and preoperative indications

for breast surgery.

 Height and weight.

 Current bra size.

 Proposed amount of tissue to be removed from each breast.

 Duration of time that symptoms have persisted.

 Conservative methods of treatment tried, such as weight loss or support bras.

 Photographs of the shoulder to waist, front and lateral.

24.20.10 Cochlear Device, Implantation and Replacement

Procedure Code: 69930

24.20.10.1 Covered Services

Wyoming Medicaid has instituted the following policy for Cochlear Device

Implantation and Replacement. Medicaid reimburses for the implant, external

processor and headset.

24.20.10.2 Billing Requirements

Prior authorization is required for the procedure, device and replacement device only.

(6.14, Prior Authorization) Medicaid clients must meet all the following criteria:

 There must be a diagnosis of bilateral profound (90db hearing loss)

sensorineural hearing impairment that cannot be mitigated by the use of a

hearing aid in clients whose auditory cranial nerves can be stimulated.

 The client must have demonstrated that they cannot benefit from hearing

amplification through a trial period of a minimum of six (6) months.

 There must be freedom from middle ear infection, an accessible cochlear

lumen that is structurally suited to implantation, and be free of lesions in the

auditory nerve and acoustic areas of the central nervous system.

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 318 Revision 4/1/17

 There must not be a contraindication to having the surgery.

 The client must have the cognitive ability to use auditory clues.

 The procedure may only be performed using FDA-approved devices.

 Evaluation and continued treatment for cochlear transplants must be

completed by a Board Certified Specialist.

 Only one (1) cochlear implant per five (5) year period. An exception may be

possible if the implant is proven to no longer be working sufficiently and the

manufacture warranty has expired.

 Initial first year calibration visits are part of the global fee for implementation.

Follow up calibration visits will be covered one (1) per year if the implant is

authorized or if the client had an existing cochlear device that needs

calibration.

 Additional equipment will be allowed only to replace defective equipment and

will not be allowed solely to update equipment. Upgrade equipment can be

evaluated once every five (5) years.

 In addition, the following criteria must be met for adults 21 and older:

 Must be highly motivated and have appropriate expectations to complete

prescribed pre- and post-surgical treatment.

 In addition the following criteria must be met for children 20 and under:

o Implantation will not be considered before the age of 12-months.

o Children may be pre-linguistically deafened.

o Family members or caregivers must have appropriate expectations,

motivation, and resources to assist in completion of treatment and

educational services.

o Family members must agree to accompany a young child to training

sessions and be able to reinforce learning.

NOTE: Only the procedure for implantation needs prior authorization; the device

does not require a separate prior authorization and must be supplied by the

hospital.

24.20.10.3 Documentation

The client’s clinical records must be specific and contain the following information:

 A complete history and physical indicating how the diagnosis of sensorineural

hearing impairment was determined.

 Demonstration of lack of benefit from hearing amplification through a trial

period of six (6) months, using appropriate fitted amplification.

 Documentation of other health conditions.

 Notation that there has been active family involvement during the diagnosis

and treatment sessions for a child who is to have a cochlear transplant.

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 319 Revision 4/1/17

24.20.11 Gastric Bypass Surgery

Procedure Code Range: 43644, 43770, 43842-43843, 43846-43848

For prior authorization for the above listed procedure codes, please contact WYhealth

at (888)545-1710.

24.20.12 Lumbar Spinal Surgery

Procedure Code Range: 22207, 22214, 22224, 22533, 22534, 22558, 22612, 22630,

22633, 22800-22808, 22812, 22818, 22840, 22857 and 22862

24.20.12.1 Covered Services

Authorization for lumbar spinal surgery has been separated into three (3) general

categories:

 Surgery related to the treatment of sciatica or other nerve root impingements

where primary intervention is related to removal of an offending herniated

disk.

 Surgery related to mechanical and anatomical abnormalities for which spinal

fusion may be appropriate treatment.

 Spinal fracture or dislocation, spinal infection (These can be approved with

documentation of said fracture/dislocation or infection.).

24.20.12.2 Reimbursement

Prior Authorization requirements:

In the absence of red flag symptoms or progressive neurological symptoms or signs,

members presenting with:

 Low back pain should undergo conservative therapy, which may include the

use of anti-inflammatory medications, aggressive physical therapy with home

exercise program, activity modification, physical.

 Reconditioning or facet or epidural injections. A patient should undergo at

least 12-weeks of conservative management for symptomatic spinal stenosis

or spondylolisthesis.

 Patients with only axial low back pain (absence of leg or neurological

symptoms) and without demonstrable instability, spondylolisthesis or spinal

stenosis should go through conservative therapy for at least six (6) months.

Documentation Requirements:

 Office notes, including history and physical.

 Detailed documentation of extent and response to conservative therapy (PT,

Steroids, Anti-inflammatory Medications, etc.).

 Radiology reports for MRI’s, CT’s, etc.

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 320 Revision 4/1/17

 Complete the prior authorization form with specific procedures with CPT

codes.

NOTE: The requesting surgeon must personally evaluate the patient on at least

two (2) occasions prior within the preceding six (6) months to requesting

surgery.

24.20.12.3 Scoliosis

The treatment of idiopathic scoliosis medically necessary for any of the following

conditions:

 An increasing curve (greater than 40 degrees) in a growing child; or

 Scoliosis related pain that is refractory to conservative treatments; or

 Severe deformity (curve greater than 50 degrees) with trunk asymmetry in

children and adolescents; or

 Thoracic lordosis that cannot be treated conservatively.

In the absence of the above-mentioned criteria, idiopathic scoliosis surgery is

considered experimental and investigational.

Documentation Requirements:

 Office notes, including history and physical.

 Detailed documentation of extent and response to conservative therapy (PT,

Steroids, Anti-inflammatory Medications, etc.).

 Radiology reports for MRI’s, CT’s, etc.

 Complete the prior authorization form with specific procedures with CPT

codes.

NOTE: The requesting surgeon must personally evaluate the patient on at least

two (2) occasions prior within the preceding six (6) months to requesting

surgery.

24.20.13 Panniculectomy/Abdominoplasty

Procedure Code Range: 15830 and 15847

24.20.13.1 Covered Services

Panniculectomies/Abdominoplasties are covered and considered medically necessary

if the below requirements are met.

24.20.13.2 Reimbursement

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 321 Revision 4/1/17

Prior Authorization requirements (6.14, Prior Authorization):

Wyoming Medicaid considers a Panniculectomy/Abdominoplasty as medically

necessary, when all of the following is met and clearly documented in the medical

records.

 Pannus hangs at or below the level of the symphysis pubis.

 Pannus causes a chronic and persistent skin condition that is refractory to at

least six (6) months of medical treatment. In addition to good hygiene

practices, treatment should include topical antifungals, topical and/or systemic

corticosteroids, and/or local or systemic antibiotics.

NOTE: If the procedure is being performed following significant weight loss, in

addition to meeting the criteria noted above, there should be evidence that

the individual has maintained a stable weight for at least six (6) months. If

the weight loss is the result of bariatric surgery,

abdominoplasty/panniculectomy should not be performed until at least 18

months after bariatric surgery and only when weight has been stable for at

least the most recent six (6) months.

Medicaid does not cover abdominoplasty or panniculectomy when performed

primarily for ANY of the following indications because it is considered not medically

necessary (this list may not be all-inclusive).

 Treatment of neck or back pain.

 Improving appearance (i.e. cosmesis).

 Repairing abdominal wall laxity or diastasis recti.

 Treating psychological symptomatology or psychosocial complaints.

 When performed in conjuncture with abdominal or gynecological procedures

(e.g., abdominal hernia repair, hysterectomy, obesity surgery) unless criteria

for panniculectomy or abdominoplasty are met separately.

24.20.14 Pectus Excavatum and Poland’s Syndrome

Procedure Code Range: 21743

24.20.14.1 Covered Services

Surgical repair of severe pectus excavatum deformities that cause functional deficit

are covered and considered medically necessary when done for medical reasons in

clients who meet the criteria listed below.

24.20.14.2 Reimbursement

Prior Authorization requirements (6.14, Prior Authorization):

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 322 Revision 4/1/17

Wyoming Medicaid considers a Pectus Excavatum medically necessary, when all of

the following is met and clearly documented in the medical records.

 Medical documentation outlining evidence of complications from the sternal

deformity. Complications may include but are not limited to:

o Asthma

o Atypical chest pain.

o Cardiopulmonary impairment documented by respiratory and/or

cardiac function tests.

o Exercise limitation.

 Frequent lower respiratory tract infections.

 An electrocardiogram or echocardiogram is documented in the instance(s) of

known heart disease in order to define the relationship between the sternal

deformity and cardiac issues; and

 A CT scan of the test is completed and demonstrates a pectus index of greater

than 3.25. The pectus index is calculated by dividing the transverse diameter

of the chest by the anterior-posterior diameter.

In the absence of the above-mentioned criteria, surgery for pectus excavatum is

considered cosmetic.

The following interventions are considered experimental and investigational

secondary to their effectiveness in the treatment of pectus excavatum:

 The magnetic min-mover procedure.

 The vacuum bell.

 Dynamic Compression Syndrome.

 Surgery for reconstruction of musculo-skeletal chest wall deformities

associated with Poland’s Syndrome are considered medical necessary if

syndrome causes functional deficits.

24.20.15 Ptosis and Blepharoplasty Repair

Procedure Code Range: 67900-67909

24.20.15.1 Covered Services

Surgical repair of ptosis and blepharoplasty that cause functional deficit are covered

and considered medically necessary when done for medical reasons in clients who

meet the criteria listed below.

24.20.15.2 Ptosis (Belpharoptosis)

Repair for laxity of the muscles of the upper eyelid causing functional visual

impairment when photographs in straight gaze show the margin reflex difference

(distance from the upper lid margin to the reflected corneal light reflex at normal

gaze) of 2mm or less.

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 323 Revision 4/1/17

Brow ptosis repair for laxity of the forehead muscles causing functional visual

impairment when photographs show the eyebrow below the supra-orbital rim.

Eyelid ectropion or entropion repair is considered medically necessary for corneal or

conjunctival injury due to ectropion, entropion or trichiasis.

Upper eyelid tightening procedures (block resection or tarsal strip with lateral canthal

tightening) for member who has refractory corneal or conjunctival inflammation

related to exposure from floppy eyelid syndrome.

Canthoplasty – Is considered medically necessary as part of a blepharoplasty

procedure to correct eyelids that sag so much that they pull down the upper eyelid so

that vision is obstructed.

NOTE: Visual field testing is not routinely necessary to determine the presence of

excess upper eyelid skin, upper eyelid ptosis, or brow ptosis. Each of these

three (3) components can be present alone or in any combination, and each

may require correction. If both a blepharoplasty and ptosis repair are

requested, two (2) photographs may be necessary to demonstrate the need

for both procedures: one (1) photograph should show the excess skin

above the eye resting on the eyelashes, and a second (2nd) photograph

should show persistence of lid lag, with the upper eyelid crossing or

slightly above the pupil margin, despite lifting the excess skin above the

eye off of the eyelids with tape. If all three (3) procedures (i.e.,

blepharoplasty, blepharoptosis repair, and brow ptosis repair) are

requested, three (3) photographs may be necessary.

Congenital Ptosis – Surgical correction of congenital ptosis is medically necessary to

allow proper visual development and prevent amblyopia in infants and children with

moderate to severe ptosis interfering with vision. Surgery is considered cosmetic if

performed for mild ptosis that is only of cosmetic concern. Photographs must be

available for review to document that the skin or upper eyelid margin obstructs a

portion of the pupil.

24.20.15.3 Reimbursement

Prior Authorization requirements (6.14, Prior Authorization):

Wyoming Medicaid considers surgical repair for Ptosis and Blepharoplasty when the

criteria below are met.

Blepharoplasty is considered medically necessary for any of the following

indications:

 To correct prosthesis difficulties in an anophthalmia socket; or

 To remove excess tissue of the upper eyelid causing functional visual

impairment when photographs in straight gaze show eyelid tissue resting on or

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 324 Revision 4/1/17

pushing down on the eye lashes (Excess tissue beneath the eye rarely obstructs

vision, so the lower lid blepharoplasty is rarely covered for this indication); or

 To repair defects predisposing to corneal or conjunctival irritation:

o Corneal exposure

o Ectropion (eyelid turned outward)

o Entropion (eyelid turned inward)

o Pseudotrichiasis (inward misdirection of eyelashes caused by

entropion); or

 To relieve painful symptoms of blepharospasm; or

 To treat peri-orbital sequelae of thyroid disease and nerve palsy, and peri-

orbital sequelae of other nerve palsy (e.g., the oculomotor nerve).

24.20.16 Septoplasty and Rhinoplasty

Procedure Code Range: 30520, 30400-30420, 30430-30450 and 30460-30462

24.20.16.1 Covered Services

Septoplasty and Rhinoplasty are covered and considered medically necessary if the

below requirements are met.

 Septoplasty is medically necessary when any of the following clinical criteria

is met.

o Asymptomatic septal deformity that prevents access to other intranasal

areas when such access is required to perform medical necessary

surgical procedures (e.g., ethmoidectomy); or

o Documented recurrent sinusitis felt to be due to a deviated septum not

relieved by appropriate medical and antibiotic therapy; or

o Recurrent epistaxis (nosebleeds) related to a septal deformity; or

o Septal deviation causing continuous nasal airway obstruction resulting

in nasal breathing difficulty not responding to appropriate medical

therapy; or

o When done in association with cleft palate repair.

NOTE: Septoplasty is considered experimental and investigational for all other

indications (e.g., allergic rhinitis) because its effectiveness other than the

ones listed above has not been established.

 Rhinoplasty may be considered medically necessary only in the following

limited circumstances:

o When it is being performed to correct a nasal deformity secondary to

congenital cleft lip and/or palate;

o Upon individual case review, to correct chronic non-septal nasal

airway obstruction from vestibular stenosis (collapsed internal valves)

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 325 Revision 4/1/17

due to trauma, disease, or congenital defect, when all of the following

criteria are met:

 Prolonged, persistent obstructed nasal breathing; and

 Physical examination confirming moderate to severe vestibular

obstruction; and

 Airway obstruction will not respond to septoplasty and

turbinectomy alone; and

 Nasal airway obstruction is causing significant symptoms (e.g.,

chronic rhinosinusitis, difficulty breathing); and

 Obstructive symptoms persist despite conservative

management for three (3) months or greater, which includes,

where appropriate, nasal steroids or immunotherapy; and

 Photographs demonstrate an external nasal deformity; and

 There is an average 50 % or greater obstruction of nares (e.g.,

50 % obstruction of both nares, or 75 % obstruction of one nare

and 25 % obstruction of other nare, or 100 % obstruction of

one nare), documented by nasal endoscopy, computed

tomography (CT) scan or other appropriate imaging modality.

24.20.16.2 Documentation Requirements

 Documentation of duration and degree of symptoms related to nasal

obstruction, such as chronic rhinosinusitis, mouth breathing, etc.; and

 Documentation of results of conservative management of symptoms; and

 If there is an external nasal deformity, pre-operative photographs showing the

standard 4-way view: anterior-posterior, right and left lateral views, and base

of nose (also known as worm's eye view confirming vestibular stenosis; this

view is from the bottom of nasal septum pointing upwards); and

 Relevant history of accidental or surgical trauma, congenital defect, or disease

(e.g., Wegener’s granulomatosis, choanal atresia, nasal malignancy, abscess,

septal infection with saddle deformity, or congenital deformity); and

 Results of nasal endoscopy, CT or other appropriate imaging modality

documenting degree of nasal obstruction.

 When rhinoplasty for nasal airway obstruction is performed as an integral part

of a medically necessary septoplasty and there is documentation of gross nasal

obstruction on the same side as the septal deviation

24.20.16.3 Reimbursement

Prior Authorization requirements (6.14, Prior Authorization)

24.20.17 Vagus Nerve Simulation (VNS) for Epilepsy

Procedure Code Range: 61850-61888, 64570, 64573

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 326 Revision 4/1/17

For prior authorization for the above listed procedure codes, please contact WYhealth

at (888)545-1710.

24.20.18 Varicose Vein Treatment

Procedure Code Range: 36471- 36479, 37770-37785

24.20.18.1 Covered Services

Wyoming Medicaid considers the following procedures medically necessary for

treatment of varicose veins:

 Great saphenous vein or small saphenous vein ligation/division/ stripping,

 Radiofrequency endovenous occlusion (VNUS procedure)

 Endovenous laser ablation of the saphenous vein (ELAS) – also known as

endovenous laser treatment (EVLT)

24.20.18.2 Billing Requirements

Prior authorization requirements (6.14, Prior Authorization):

Incompetence at the saphenofemoral junction or saphenopopliteal junction is

documented by Doppler or duplex ultrasound scanning, and all of the following

criteria are met.

 Documented reflux duration of 500 milliseconds (ms) or greater in the vein to

be treated; and

 Vein size is 4/5mm or greater in diameter (not valve diameter at junction); and

 Saphenous varicosities result in any of the following:

o Intractable ulceration secondary to venous stasis; or

o More than 1 episode of minor hemorrhage from a ruptured superficial

varicosity; or a single significant hemorrhage from a ruptured

superficial varicosity , especially if transfusion of blood is required; or

o Saphenous varicosities result in either of the following and symptoms

persist despite a three (3) month trial of conservative management

(e.g., analgesics and prescription gradient support compression

stockings).

NOTE: A trial conservative management is not required for persons with

persistent or recurrent varicosities who have undergone prior endovenous

catheter ablation procedures or stripping/division/ligation in the same leg

because conservative management is unlikely to be successful.

o Recurrent superficial thrombophlebitis; or

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 327 Revision 4/1/17

o Severe and persistent pain and swelling interfering with activities of

daily living and requiring chronic analgesic medication.

Endovenous ablation procedures are considered medically necessary for the treatment

of incompetent perforating veins with vein diameter of 3.5mm or great with outward

flow duration of 500 milliseconds duration or more, located underneath an active or

healed venous.

24.21 Transplant Policy

For prior authorization for transplant services, please contact WYhealth at (888)545-

1710.

24.21.1 Outpatient Stem Cell/Bone Marrow

The hospital performing a bone marrow/stem cell transplant on an outpatient basis

must bill using procedure code 38240 or 38241 and will be reimbursed at 55% of

billed charges.

24.21.1.1 Non-Covered Services

Transportation of organs from one (1) facility to another is not covered.

24.22 Vision Services

Vision and dispensing services are benefits for client’s ages 0-20. Limited office

visits for the treatment of an eye injury or eye disease is available for clients 21 &

older. A licensed ophthalmologist, optometrist, or optician, within the Scope of the

Practice Act within their respective profession, may provide vision services and

dispensing services.

Vision services for clients 21 and older are only reimbursable for the treatment of eye

disease or eye injury based on the appropriate ICD diagnosis code and client records

must support billing of any vision services. Routine eye exams and/or glasses are not

a covered benefit for clients 21 and older.

NOTE: Wyoming Medicaid will pay the deductible and/or coinsurance due on

Medicare crossover claims for post-surgical contact lenses and/or eyeglasses, up

to the Medicaid allowable.

24.22.1 Eye and Office Examinations

Procedure Code Range: 92002-92014, 99201-99215, 92018-92060, 92081-92226,

92230-92287

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 328 Revision 4/1/17

24.22.1.1 Covered Services

For clients under the age of 21 years:

 Eye exams determine visual acuity and refraction, binocular vision, and eye

health.

o 92002-92004 - New patient eye exams are a covered benefit for clients

who are new to the provider’s practice.

o 92012-92014 - Established patient eye exams are a covered benefit

once in a 365 day period unless there is medical necessity to support

an additional exam.

 Office visits for the treatment of eye disease or eye injury.

o 99201-99215 – May be billed by ophthalmologists for office exams.

 Documentation: Eye care provider records must reflect

medical necessity and include interpretation and report, as

appropriate, of the procedure.

 92018-92060, 92081-92226, 92230-92287 - Special Ophthalmological

Services should be performed only when medically necessary. 99283 requires

a prior authorization.

For clients 21 years and older:

 Eye exams to diagnose an eye disease or eye injury.

o 92002-92004 - New patient eye exams are a covered benefit for clients

who are new to the provider’s practice.

o 92012-92014 - Established, patient eye exams are a covered benefit

once in a 365 day period unless there is medical necessity to support

an additional exam.

NOTE: Routine eye exam are not covered for adult clients. Do not

bill for routine eye exams for clients 21 years and older. Exam codes

may pay, and then upon audit, be taken back as Medicaid abuse

recovery. These codes are not limited by diagnosis at this time and

should only be billed when medical necessity can be documented to

show an eye disease or injury.

 Office visits as for the treatment of eye disease or eye injury.

o 99201-99215 - Ophthalmologists may bill these codes for office exams

 Documentation: Eye care provider records must reflect

medical necessity and include interpretation and report, as

appropriate, of the procedure.

 92018-92060, 92081-92226, 92230-92287 - Special ophthalmological services

should be performed only when medically necessary and will be subject to

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 329 Revision 4/1/17

post-payment review of the client’s records. 92283 will require a prior

authorization.

24.22.1.2 Non Covered Services

 Exam codes should not be billed for routine eye exams for clients over 21

years old.

24.22.2 Eyeglasses/Materials

Procedure Code Range: V2020, V2100-V2499, V2627, V2784

24.22.2.1 Covered Services

For Clients under the age of 21 years:

 One (1) pair of eyeglasses is covered per 365 days

 V2020 – Standard frames are covered up to $73.49. The provider may not

“balance bill” the client for frames that cost more than the allowable amount.

o NOTE: Balancing billing example – When the client selects $120

frames and Medicaid allows up to $73.49 then the optometrist should

either, mutually agree in writing with the client that the client is

responsible for the payment of the frames ($120), or, the provider may

bill Medicaid for $73.49 and accept this payment as payment in full

for the frames.

 Covered eye glass lenses:

o V2100-V2121 (V2199 requires prior authorization) - Single lenses

o V2200-V2221 (V2299 requires prior authorization) – Bifocal lenses

o V2300-V2321 (V2399 requires prior authorization) – Trifocal lenses

o V2410-V2430 (V2499 requires prior authorization) - High Index

Aspheric lens-

 Aspheric lenses will only be covered when medically necessary

and when they meet the following guidelines listed below:

 When the power in the highest meridian is - (minus) 6

diopters or more. For example:

o A spectacle prescription of -2.00 -4.00 x 180 -

4.00 + -2.00 = -6.00. This Rx would qualify

o A spectacle prescription of -2.00 +5.00 x 180 -

2.00 + +5.00 = +3.00. This Rx would not

qualify for high index aspheric material

 When the power in the highest meridian is + (plus) 4.00

diopters or more. For example:

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 330 Revision 4/1/17

o A spectacle prescription of -2.00 -4.00 x 180 -

4.00 + -2.00 = -6.00. This Rx would qualify

o A spectacle prescription of -2.00 + +5.00 =

+3.00. This Rx would not qualify for a high

index aspheric material

o V2784 – Polycarbonate lens (billed as an add on to a standard C-39

lens)

o Lenses must be ordered as pairs. If the lens on one (1) side is aspheric

or high index, then the matching lens should also be aspheric or high

index, even if it does not meet the threshold.

 Medicaid will allow one (1) replacement of lenses and frames within the 12

month period if:

o There is a change in the prescription for the lenses, use the existing

frames if possible.

o Eyeglasses are lost or broken beyond repair – This will require

documentation stating it was not due to blatant abuse or neglect

NOTE: The provider will need to submit an electronic claim and attach

necessary documentation of the medical necessity to substantiate why the

replacement glasses are needed. The claim will then be review and

processed if criteria is met. (6.15 Submitting Attachments)

 Repair of eyeglasses may be billed upon expiration of the warranty

 V2623, V2629 (Prosthetic eyes) V2627 (Scleral cover shell) –requires a

prior authorization. (6.14 Prior Authorizations)

24.22.2.2 Non Covered Charges

 Reimbursement for dispensing of frames, frame parts, and/or lenses is not

allowed in addition to reimbursement for dispensing of total eyeglasses

 Clients 21 years of age and older are not covered for eyeglasses

24.22.2.3 Reimbursement

 Obtain eligibility information from Medicaid prior to placing order for

eyewear

 Verify with client and Provider Relations (1-800-251-1268) if the benefit has

been used in the past year

 Deliver glasses in a reasonable amount of time (typically within one to two

weeks)

 Verify client eligibility for the date of delivery

 Bill Medicaid on the delivery date of the glasses. The date of delivery must

be used as the date of service on a claim.

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 331 Revision 4/1/17

 If the client does not return to receive their glasses, the glasses should be

mailed to the client and the mail date used as the date of service.

NOTE: If the client is not eligible on the delivery date or does not return for the

delivery, the provider may submit an “Order vs Delivery Date Exception

Form” for authorization to bill on the order date. (6.14 Order Vs Delivery

Date)

24.22.3 Contact Lenses

Procedure Code Range: V2500-V2599, 92072

Contact lenses are covered for correction of pathological conditions when useful

vision cannot be obtained with regular lenses.

24.22.3.1 Covered Services

For Clients under the age of 21 years:

 V2500-V2599 – Contact lenses require prior authorization (PA) and

documentation provided must show medical necessity and state why the

client’s vision cannot be corrected with eyeglasses. (6.14 Prior

Authorizations)

 Contact lenses will be reimbursed at the cost of invoice, plus shipping and

handling, plus 15% (6.15, Submitting Attachments for Electronic Claims).

 92072 – Fitting of contact lens does not require PA, however, should only be

billed when PA has been obtained for the lens.

24.22.3.2 Non-Covered Services

 Contact lenses are not covered for clients 21 and older.

24.22.4 Vision Therapy

Procedure Code: 92065, 99070

Vision therapy is a sequence of activities individually prescribed and monitored by

the doctor to develop efficient visual skills and processing. It is prescribed after a

comprehensive eye examination has been performed and has indicated that vision

therapy is an appropriate treatment option. The vision therapy program is based on

the results of standardized tests, the needs of the patient, and the patient’s signs and

symptoms.

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 332 Revision 4/1/17

Research has demonstrated vision therapy can be an effective treatment option for

individuals under the age of 21 or individuals with Acquired Brain Injury:

 Ocular motility dysfunctions (eye movement disorders)

 Non-strabismic binocular disorders (inefficient eye teaming)

 Strabismus (misalignment of the eyes)

 Amblyopia (poorly developed vision)

 Accommodative disorders (focusing problems)

 Visual information processing disorders, including visual-motor integration

and integration with other sensory modalities.

24.22.4.1 Covered Services

 92065 – Vision Therapy can be billed for clients under the age of 21 and

clients eligible for the Acquired Brain Injury Waiver benefit plan with a

qualifying medical diagnosis (See tables below)

 When administered in the office under the guidance of a practitioner.

 It requires a number of office visits and depending on the severity of the

diagnosed conditions

 The length of the program typically ranges from several weeks to several

months

 Activities paralleling in-office techniques are typically taught to the patient to

be practiced at home to reinforce the developing visual skills

 Vision therapy visits are capped at 32 per 365-days for treatment of ICD

diagnosis

o Additional visits or exceptions to these diagnosis codes will be

considered on a case by case basis only

 99070 - Vision Therapy training aids will be reimbursed at cost of invoice.

Invoices must be submitted with documentation of medical necessity to

Medial Policy (2.1, Quick Reference) for consideration (6.15, Submitting

Attachments for Electronic Claims)

Diagnosis Codes for Clients under 21 years old

Diagnosis Codes

Description

Amblyopia

H53.031, H53.032, H53.033

Strabismic amblyopia

H53.011, H53.012, H53.013

Deprivation amblyopia

H53.021, H53.022, H53.023

Refractive amblyopia

Strabismus (Concomitant)

Covered Services –_Practitioner Services__________________________________________

Ch. 25 Inedx 333 Revision 4/1/17

H50.11, H50.012

Monocular esotropia

H50.05

Alternating esotropia

H50.11, H50.112

Monocular exotropia

H50.15

Alternating exotropia

H50.311, H50.312

Intermittent esotropia, monocular

H50.32

Intermittent esotropia, alternating

H50.331, H50.332

Intermittent exotropia, monocular

H50.34

Intermittent exotropia, alternating

H50.43

Accommodative component in esotropia

Non-strabismic disorder of binocular eye movements

H51.11

Convergence insufficiency

H51.12

Convergence excess

H51.8

Anomalies of divergence

Ocular Motor Dysfunction

H55.81

Deficiencies of saccadic eye movements

H55.89

Deficiencies of smooth pursuit movements

Heterophoria

H50.51

Esophoria

H50.52

Exophoria

General Binocular Vision Disorder

H53.30

General Binocular Vision Disorder

Nystagmus

H55.01

Nystagmus

Diagnosis Codes for Clients on Acquired Brain Injury Waiver Benefit Plan

Diagnosis Codes

Description

I69.998

Disturbances of vision

S06 Family of Codes

Late effect injury intracranial injury without mention of skull fracture.

Covered Services –_Pregnant by Choice__________________________________________

Ch. 25 Inedx 334 Revision 4/1/17

Chapter Twenty Five – Covered Services – Pregnant by Choice

25.1 Pregnant by Choice/Family Planning Waiver ................................................... 335

25.1.1 Covered Services ............................................................................................... 335

25.1.2 Non-Covered Services ....................................................................................... 335

25.1.3 Eligibility Criteria .............................................................................................. 335

25.1.4 Enrollment Process ............................................................................................ 336

25.2 Pregnant by Choice Covered Codes .................................................................. 336

Covered Services –_Pregnant by Choice___________________________________________

Ch. 25 Inedx 335 Revision 4/1/17

25.1 Pregnant by Choice/Family Planning Waiver

Pregnant by Choice provides family planning service to women who have received

Medicaid benefits through the Pregnant Women Program. This program extends

family planning options to women who would typically lose their Medicaid benefits

up to two (2) months postpartum.

25.1.1 Covered Services

 Initial physical exam and health history, including client education and

counseling related to reproductive health and family planning options,

including a pap smear and testing for sexually transmitted diseases.

 Annual follow up exam for reproductive health/family planning purposes,

including a pap smear and testing for sexually transmitted diseases where

indicated.

 Brief and intermediate follow up office visits related to family planning.

 Necessary family planning/reproductive health-related laboratory procedures

and diagnostic tests.

 Contraceptive management including drugs, devices and supplies.

 Insertion, implantation or injection of contraceptive drugs or devices.

 Removal of contraceptive devices.

 Sterilization services and related laboratory services (when properly

completed sterilization consent form has been submitted).

 Medications required as part of a procedure done for family planning

purposes.

 Services must be provided by an enrolled Medicaid provider.

25.1.2 Non-Covered Services

 Services are limited to approved family planning methods and products

approved by the Food and Drug Administration (FDA).

 Sterilization reversals, infertility services, treatments or abortions.

25.1.3 Eligibility Criteria

 The client must be transitioning from the Pregnant Women Program.

 She is not eligible for another Medicaid program.

 Does not have health insurance including Medicare.

 Is a Wyoming resident.

 Is a US Citizen.

 Her age is 19 through 44 years.

Covered Services –_Pregnant by Choice___________________________________________

Ch. 25 Inedx 336 Revision 4/1/17

 She is not pregnant.

25.1.4 Enrollment Process

 The Customer Service Center, Wyoming Department of Health (WDH) must

be notified of the pregnancy and birth of the baby.

 The Customer Service Center, WDH will send a review form and a Pregnant

by Choice Questionnaire to women eligible for the Pregnant Women Program

while in the two (2) month postpartum period to determine if they are

interested in the program.

 If a mother allows her Medicaid benefits to lapse after the two (2) month

postpartum period she will not be eligible for the Pregnant by Choice

Program.

 Eligibility is determined yearly.

25.2 Pregnant by Choice Covered Codes

Pregnant By Choice Covered Codes

Covered Diagnosis

Codes

Diagnosis Code Description

Z30.011

General counseling on prescription of oral contraceptives

Z30.013, Z30.014,

Z30.018, Z30.019

General counseling on initiation of other contraceptive

Z30.012

Encounter for emergency contraceptive counseling and prescription

Z30.02

Natrl Family pln – avoid preg

Z30.09

Other general counseling and advice on contraception

Z30.430

Encounter for insertion of intrauterine contraceptive device

Z30.432

Encounter for removal of intrauterine contraceptive device

Z30.433

Encounter for removal & insertion of IUD

Z30.2

Sterilization

Z30.40

Contraceptive surveillance, unspecified

Z30.41

Surveillance of contraceptive pill

Z30.431

Surveillance of intrauterine contraceptive device

Z30.49

Surveillance of implantable sub dermal contraceptive

Z30.42, Z30.49

Surveillance of other contraceptive method

Z30.019, Z30.49

Surveillance of previously prescribed contraceptive methods

Z30.8

Other specified contraceptive management

Z32.02

Pregnancy examination or test, negative result

Z32.01

Pregnancy examination or test, positive result

Z11.3

Screening examination for venereal disease

Pregnant By Choice Covered Codes

Covered Procedures

Procedure Code Description

99201-99203

Office/Outpatient New

Covered Services –_Pregnant by Choice___________________________________________

Ch. 25 Inedx 337 Revision 4/1/17

Pregnant By Choice Covered Codes

Covered Diagnosis

Codes

Diagnosis Code Description

99211-99213

Office/Outpatient Established

11976

Removal, implantable contraceptive capsules

11980

Implant hormone pellet(s)

11981

Implant hormone pellet(s)

11982

Remove drug implant device

11983

Remove/insert drug implant

57170

Diaphragm or cervical cap fitting with instructions

58300

Insertion of Intrauterine device (IUD)

58301

Removal of intrauterine device (IUD)

58600

Division of fallopian tube

58615

Occlude fallopian tube(s)

58670

Laparoscopy tubal cautery

58671

Laparoscopy tubal block

90772

Therapeutic, prophylactic or diagnostic injection (specify substance or

drug); subcutaneous or intramuscular

96372

Therapeutic, prophylactic or diagnostic injection (specify substance or

drug); subcutaneous or intramuscular

80048

Basic metabolic panel (calcium, total)

80076

Hepatic function panel

81000-81015

Urinalysis

81025

Urine pregnancy test

82465

Cholesterol

82947-82948

Glucose

84703

Gonadotropin, Chorionic (HCG)

85013

Blood count

85014-85018

Blood smear exam

86592

Syphilis Test

86593

Syphilis test non-trep quant

86689

HTLV or HIV antibody, confirmatory test (EG, Western Blot)

86701

HIV – 1 – Antibody

86702

HIV – 2 – Antibody

86703

HIV – 1 and HIV – 2, single assay – antibody

87070-87081

Culture, bacterial

87110

Culture, Chlamydia

87205-87207

Smear, primary source

87209

Smear complex stain

87210

Smear wet mount saline/ink

87270

Infectious agent antigen detection Chlamydia

87274

Infectious agent antigen detection Herpes Simplex virus type 1

87320

Infectious agent antigen detection multiple step method; Chlamydia

Trachomatis

87340

Infectious agent antigen detection Hepatitis B surface antigen (HBSAG)

Covered Services –_Pregnant by Choice___________________________________________

Ch. 25 Inedx 338 Revision 4/1/17

Pregnant By Choice Covered Codes

Covered Diagnosis

Codes

Diagnosis Code Description

87490

Infectious agent detection by Nucleic Acid (DNA or RNA); Chlamydia

Trachomatis, direct probe technique

87491

Infectious agent detection by Nucleic Acid (DNA or RNA); Chlamydia

Trachomatis, amplified probe technique

87590

N.Gonorrhoeae DNA dir prob

87591

Infectious agent detection by Nucleic Acid (DNA or RNA); Neisseria

Gonorrhoeae, amplified probe technique

88141-88143

Cytopathology

88164-88167

Cytopathology

88175

Cytopath C/V auto fluid redo

A4266

Diaphragm for contraceptive use

A4267

Contraceptive supply, condom, male, each

A4268

Contraceptive supply, condom, female, each

J0696

Injection, Ceftriaxone sodium, Per 250MG

J1050

Injection, medroxyprogesterone acetate, contraceptive 150 MG (Depo-

Provera)

J7300

Intauterine copper contraceptive

J7301

Skyla 13.5MG

J7303

Contraceptive supply, hormone containing vaginal ring, each

J7304

Contraceptive patch

J7307

Etonogestrel (Contraceptive) implant system, including implant and

supplies

S4993

Contraceptive pills for birth control

T1015

Clinic encounter, per visit

58600

Ligation or transaction of fallopian tube(s) abdominal or biginal

approach, unilateral or bilateral

58615

Occlusion of fallopian tube(s) by devices (EG, Bank, Clip, Falope Ring)

Vaginal or suprapubic approach

58670

Laparoscopy, surgical; with fulguration of oviducts (with or without

tran-section)

58671

Laparoscopy, surgical; with occlusion of oviducts by device (EG, Bank,

Clip or Falope ring)

00851

Laparoscopy; tubal ligation/transaction

Covered Services – Therapy Service_______________________________________________

Ch. 26 Index 339 Revision 4/1/17

Chapter Twenty Six – Covered Services – Therapy Services

26.1 Therapy Services ............................................................................................... 340

26.2 Physical and Occupational Therapy .................................................................. 340

26.2.1 Covered Services ............................................................................................... 340

26.2.2 Limitations ......................................................................................................... 341

26.2.3 Documentation .................................................................................................. 341

26.3 Speech Therapy ................................................................................................. 342

26.3.1 Covered Services ............................................................................................... 342

26.3.2 Limitations ......................................................................................................... 343

26.3.3 Documentation .................................................................................................. 344

26.3.4 Cap Limits ......................................................................................................... 345

Covered Services – Therapy Service_______________________________________________

Ch. 26 Index 340 Revision 4/1/17

26.1 Therapy Services

Physical Therapy – The treatment of physical dysfunction or injury by the use of

therapeutic exercise and the application of modalities intended to restore of facilitate

normal function or development; also called physiotherapy.

Occupational Therapy – Occupational therapy addresses the physical, cognitive,

psychosocial, sensory, and other aspects of performance in a variety of contexts to

support engagement in everyday life activities that affect health, well-being, and

quality of life.

Speech Therapy – Services that are necessary for the diagnosis and treatment of

speech and language disorders, which result in communication disabilities and for the

diagnosis and treatment of swallowing disorders (dysphagia), regardless of the

presences of a communication disability.

Restorative (Rehabilitative) Services – Services that help patients keep, get back, or

improve skills and functioning for daily living that have been lost or impaired

because the client was sick, hurt or suddenly disabled.

Maintenance (Habilitative) Services – Services that help patients keep, learn, or

improve skills and functioning for daily living. Examples would include therapy for a

child who isn’t walking or talking at the expected age.

26.2 Physical and Occupational Therapy

26.2.1 Covered Services

Services must be directly and specifically related to an active treatment plan.

Independent physical therapy services are only covered in an office or home setting.

 Physical Therapy & Occupational Therapy – Services may only be

provided following physical debilitation due to acute physical trauma or

physical illness. All therapy must be physically rehabilitative and provided

under the following conditions:

o Prescribed during an inpatient stay continuing on an outpatient basis;

or as a direct result of outpatient surgery or injury.

 Manual Therapy Techniques – When a practitioner or physical therapist

applies physical therapy and/or rehabilitation techniques to improve the

client’s functioning.

 Occupational Therapy interventions may include:

o Evaluations/re-evaluations required to assess individual functional

status.

o Interventions that develop, improve or restore underlying impairments.

Covered Services – Therapy Service_______________________________________________

Ch. 26 Index 341 Revision 4/1/17

26.2.2 Limitations

Reimbursement includes all expendable medical supplies normally used at the time

therapy services are provided. Additional medical supplies/equipment provided to a

client as part of the therapy services for home use will be reimbursed separately

through the Medical Supplies Program.

 Physical and occupational therapy visits are limited to 20 per calendar year

o 20 visits per physical therapy; 20 visits per occupational therapy. (6.9,

Cap Limits, 6.9.4 Cap Limit for Therapies Request Form)

 Visits made more than once daily are generally not considered reasonable.

 There should be a decreasing frequency of visits as the client improves.

 Clients age 21 and over are limited to restorative services only. Restorative

services are services that assist an individual in regaining or improving skills

or strength.

 Maintenance therapy can be provided for clients 20 and under.

26.2.3 Documentation

The practitioners and licensed physical therapist’s treatment plan must contain the

following:

 Diagnosis and date of onset of the client’s condition.

 Client’s rehabilitation potential.

 Modalities.

 Frequency.

 Duration (interpreted as estimated length of time until the client is discharged

from physical therapy).

 Practitioner signature and date of review.

 Physical therapist’s notes and documented measurable progress and

anticipated goals.

 Initial orders certifying the medical necessity for therapy.

 Practitioner’s renewal orders (at least every 180-days) certifying the medical

necessity of continued therapy and any changes. The ordering practitioner

must certify that:

o The services are medically necessary.

o A well-documented treatment plan is established and reviewed by the

practitioner at least every 180-days.

o Outpatient physical therapy services are furnished while the client is

under their care.

 Total treatment minutes of the client, including those minutes of active

treatment reported under the timed codes and those minutes represented by the

untimed codes, must be documented, to include beginning time and ending

time for services billed.

Covered Services – Therapy Service_______________________________________________

Ch. 26 Index 342 Revision 4/1/17

Practitioners and licensed physical therapist’s progress notes must be completed for

each date of service and contain the following:

 Identification of the client on each page of the treatment record;

 Identification of the type of therapy being documented on each entry (i.e.,

97530 vs. 97110);

 Date and time(s) spent in each therapy session; total treatment minutes of the

client, including those minutes of active treatment reported under timed codes

and those minutes represented by the untimed codes, must be documented, to

include beginning time and ending time for each service billed;

 Description of therapy activities, client reaction to treatment and progress

being made to stated goals/outcomes;

 Full signature or counter signature of the licensed therapist, professional title

and date that entry was made and the signature of the therapy assistant and

date the entry was made. Licensed therapist must sign progress notes of

assistants within 30-days.

26.3 Speech Therapy

Speech (pathology) therapy services are those services necessary for the diagnosis

and treatment of speech and language disorders, which result in communication

disabilities and for the diagnosis and treatment of swallowing disorders (dysphagia),

regardless of the presences of a communication disability.

26.3.1 Covered Services

Speech therapy services provided to Medicaid clients must be restorative for clients

21 and over. Maintenance therapy can be provided for clients 20 and under. The

client must have a diagnosis of a speech disorder resulting from injury, trauma or a

medically based illness. There must be an expectation that the client’s condition will

improve significantly.

To be considered medically necessary, the services must meet all the following

conditions:

 Be considered under standards of medical practice to be a specific and

effective treatment for the client’s condition.

 Be of such a level of complexity and sophistication, or the condition of the

client must be such that the services required can be performed safely and

effectively only by a qualified therapist or under a therapist’s supervision.

 Be provided with the expectation that the client’s condition will improve

significantly.

 The amount, frequency and duration of services must be reasonable.

Covered Services – Therapy Service_______________________________________________

Ch. 26 Index 343 Revision 4/1/17

In order for speech therapy services to be covered, the services must be related

directly to an active written treatment plan established by a practitioner and must be

medically necessary to the treatment of the client’s illness or injury.

In addition to the above criteria, restorative therapy criteria will also include the

following:

 If an individual’s expected restoration potential would be insignificant in

relation to the extent and duration of services required to achieve such

potential, the speech therapy services would not be considered medically

necessary

 If at any point during the treatment it is determined that services provided are

not significantly improving the client’s condition, they may be considered not

medically necessary and discontinued.

26.3.2 Limitations

The following conditions do not meet the medical necessity guidelines, and therefore

will not be covered:

 Clients age 21 and over are limited to restorative services only. Restorative

services are services that assist an individual in regaining or improving skills

or strength.

 Maintenance therapy can be provided for clients age 20 and under.

 Self-correcting disorders (e.g., natural dysfluency or articulation errors that

are self-correcting).

 Services that are primarily educational in nature and encountered in school

settings (e.g., psychosocial speech delay, behavioral problems, attention

disorders, conceptual handicap, mental retardation, developmental delays,

stammering and stuttering).

 Services that are not medically necessary.

 Treatment of dialect and accent reduction.

 Treatment whose purpose is vocationally or recreationally based.

 Diagnosis or treatment in a school-bases setting.

Maintenance therapy consists of drills, techniques, and exercises that preserve the

present level of function so as to prevent regression of the function and begins when

therapeutic goals of treatment have been achieved and no further functional progress

is apparent or expected.

NOTE: In cases where the client receives both occupational and speech therapy,

treatments should not be duplicated and separate treatment plans and goals

should be provided.

Covered Services – Therapy Service_______________________________________________

Ch. 26 Index 344 Revision 4/1/17

26.3.3 Documentation

The practitioners and licensed speech therapist’s treatment plan must contain the

following:

 Diagnosis and date of onset of the client’s condition.

 Client’s rehabilitation potential.

 Modalities.

 Frequency.

 Duration (interpreted as estimated length of time until the client is discharged

from speech therapy).

 Practitioner signature and date of review.

 Speech therapist’s notes and documented measurable progress and anticipated

goals.

 Initial orders certifying the medical necessity for therapy.

 Practitioner’s renewal orders (at least every 180-days) certifying the medical

necessity of continued therapy and any changes. The ordering practitioner

must certify that:

o The services are medically necessary.

o A well-documented treatment plan is established and reviewed by the

practitioner at least every 180-days.

o Outpatient speech therapy services are furnished while the client is

under their care.

 Total treatment minutes of the client, including those minutes of active

treatment reported under the timed codes and those minutes represented by the

untimed codes, must be documented, to include beginning time and ending

time for services billed.

Practitioners and licensed speech therapist’s progress notes must be completed for

each date of service and contain the following:

 Identification of the client on each page of the treatment record;

 Identification of the type of therapy being documented on each entry (i.e.,

97530 vs. 97110);

 Date and time(s) spent in each therapy session; total treatment minutes of the

client, including those minutes of active treatment reported under timed codes

and those minutes represented by the untimed codes, must be documented, to

include beginning time and ending time for each service billed;

 Description of therapy activities, client reaction to treatment and progress

being made to stated goals/outcomes;

 Full signature or counter signature of the licensed therapist, professional title

and date that entry was made and the signature of the therapy assistant and

date the entry was made. Licensed therapist must sign progress notes of

assistants within 30-days.

Covered Services – Therapy Service_______________________________________________

Ch. 26 Index 345 Revision 4/1/17

26.3.4 Cap Limits

Medicaid clients will be limited to 20 speech therapy visits per year. If the client has

exceeded the Medicaid limits on speech therapy visits, the provider may bill him/her,

or request the cap limit be waived, as long as the services are still medically necessary

(6.9, Cap Limits).

Covered Services – Appendix____________________________________________________

346 Revision 4/1/17

Appendix

Page left blank intentionally

APPENDIX A – CMS1500 Manual Version Control Table

Revision

Date

Change(s)

4/1/17

2.1 Quick Reference – Added HealthHelp to the table of contacts

3.2.3 Missed Appointments – Section re-written

6.8.1 Cap Limit Waiver – Form and instruction updated

6.14 Prior Authorization – Added HealthHelp to the table

Chapter Seven – TPL/Medicare - Completely re-written

Chapter Thirteen – Behavioral Health – Several changes throughout chapter

APPENDIX B – Provider Notifications Log

Email /

Mail /

Active

Date(s)

Notification

Type

Title

Audience

1/26/17

Email Notice

Child Development

Center Enrollment

Requirements

All Providers

1/30/17

RA Banner

Humidifier RA Banner

DME

2/1/17

Email Notice

Physician Administered

Drugs

Physicians, Nurses

2/27/17

Email Notice

FCBC

DME, Home Health

3/1/17

Email Notice

Behavioral Health &

Substance abuse Option

Manual

Behavioral Health

3/6/17

RA Banner

Colorectal Cancer

Screening Program

Physicians, Hospitals

3/23/17

RA Banner

Medicare Pricing

All Providers

Wyoming Medicaid Provider Enrollment Requirement – ACTION REQUIRED

Wyoming Medicaid is mandated by federal policy to enroll all providers rendering services to clients

for reimbursement through the Medicaid program. Currently, the CDCs are enrolled as individual pay-

to entities. This means that on any given claim from a CDC, there is no listing of which therapist

provided services to the client for which Wyoming Medicaid is reimbursing. In order to comply with

federal regulations, this process must be updated to have the CDCs enrolled as groups (the pay-to

provider) with treating (rendering) providers.

Wyoming Medicaid will require that the CDCs begin billing as groups with dates of service 6/1/17 and

newer. Before this date, each CDC will need to enroll as a group and enroll the providers who are

providing services to the clients in their facility. This includes Physical, Occupational, and Speech

Therapists and Behavioral Health providers (licensed professional counselors (LPC), licensed marriage

and family therapists (LMFT), licensed clinical social workers (LCSW), licensed addiction therapists

(LAT), and provisional licensed mental health professionals) The enrollment process is conducted

online. After submitting the online portion of the enrollment, you will mail in the documents that

require signature and copies of supporting documentation as required (license, NPI confirmation,

etc.). Once all of the paperwork is received, it generally takes about 4 – 6 weeks for the enrollment to

complete processing, so, please do not wait until the last minute to begin this process. You will not be

able to bill for any dates of service 6/1/17 or after until this process is completed. The first enrollment

you will need to complete will be for the CDC to establish the group, then complete enrollments for

– http://wymedicaid.acs-

lect

–

When enrolling the CDC as a group, the Type of Enrollment will be Group Practice. For all individual

treating providers enrolled, the Type of Enrollment w

selecting the taxonomy for the CDC enrollment, choose the Taxonomy Category DHCF Allowances and

Taxonomy Description of 261Q00000X –

the therapists, choose either Respiratory, Developmental, Rehabilitative & Restorative Service

Providers (PT/OT), Speech, Language and Hearing Service Providers (ST) or Behavioral Health & Social

Service Providers (Behavioral Health Providers) and then select the appropriate taxonomy under

“Are you a member of a group practice, or do you work for a hospital that bills for you?” as yes – this

will allow you to enter the CDCs NPI to link the individual therapist to the CDC for billing purposes.

Enrollment tutorials are available on the web site here: https://wyequalitycare.acs-

inc.com/aca_reenrollment.html. Although these were created for the DD Waiver providers, they are

still very useful for other providers to get an idea of the enrollment process. If you have any questions,

contact Provider Relations at 800-251-1268, options 2, 1, 2 to speak with enrollment. While I am

happy to try to answer questions for you, I do not have access to the tools and resources to review

enrollment information, and the Provider Relations Call Center will be able to assist you much more

timely and effectively. If you wish to contact me, email is the best choice, and I can be reached at

amy.buxton@wyo.gov.

Begin Date: 1/26/17

End Date: 2/23/17

Audience: DME

**********************************************************************

Effective with dates of service 2/1/17 - Wyoming Medicaid will cover

the purchase of the humidifier (E0562) with a CPAP or BiPAP machine

when the item is not an integrated part of the machine.

**********************************************************************

To view this email as a web page, go here.

2/1/17

Medicaid Website

Manuals & Bulletins

Fee Schedules

What's New

Links

IVR Navigation Tips

Web Portal Tutorials

Effective March 1, 2017, Wyoming Medicaid will be

standardizing its methodology for the reimbursement of

physician administered drugs. Rates will be established

by using the drug's Average Sales Price (ASP) rate as

published by Center for Medicare and Medicaid Services

(CMS).

Rates will be reviewed at least annually. For drugs that are not listed on the ASP file

published by

CMS, Wyoming Medicaid will first reimburse the Wholesale Acquisition Cost (WAC), and if no

WAC is available, will default to the Average Wholesale Price (AWP) for the drug based on the

CPT/HCPCS submitted on the claim form. Rates will be made available for viewing on the

Wyoming Medicaid fee schedule no later than February 20 th, 2017 to allow providers to evaluate

specific impacts based on common drugs administered to Wyoming Medicaid clients.

As an important reminder for providers billing physician administered drugs, the units billed

MUST be the CPT/HCPCS units appropriate for the dose administered. The units reported on

the claim should NOT be the NDC-based units. Additionally, the applicable NDC for the drug

administered must also be included on each claim.

Help identify and combat Medicaid Fraud by visiting the website or

contacting the Fraud Hotline:

• http://stopmedicaidfraud.wyo.gov

• 1-855-846-2563

WYhealth is a Medicaid health management and utilization management program

offered by the Wyoming Department of Health through Optum. Medicaid clients and

providers will benefit from a wide array of programs and services offered and

coordinated by Optum. Visit www.wyhealth.net for more information

This bulletin was sent on:

Date:

2/1/17

Time:

3:00pm

MST

Audience: Physicians and Nurses

2/27/17

Medicaid Website

Manuals & Bulletins

Fee Schedules

What's New

Links

IVR Navigation Tips

Web Portal Tutorials

As required under 42 CFR 455.434, starting July 1,

2017 Wyoming Medicaid will require all currently

enrolled, newly enrolling and re-enrolling Home

Health and Durable Medical Equipment/ Prosthetics

and Orthotics Suppliers (DME/POS) to complete a full

criminal background check as a condition of

continued participation (if you haven't already done

so through Medicare or another state's Medicaid

program). This will require submitting fingerprints to the Wyoming

Division of Criminal Investigation (DCI).

Any Home Health or DME/POS owner who reported more than a 5% direct or indirect ownership interest upon

enrollment with Medicaid will also be subject to the same fingerprint and background check requirements.

Wyoming Medicaid is in the process of auditing current enrollment records to identify which enrolled providers will be

required to complete this process. If your office is determined to need additional background checks completed, you

will receive a more detailed letter with instructions on how to complete the fingerprinting process and a timeframe for

completion.

Any provider who has failed to comply with the fingerprinting and background check requirements by July 1, 2017 will

be dis-enrolled from the WY Medicaid program.

Please watch all upcoming communications carefully for more detailed information. For any further questions, please

contact Andrew Chapin, Quality Assurance Manager Andrew.Chapin@wyo.gov.

Help identify and combat Medicaid Fraud by visiting the website or contacting the Fraud

Hotline:

• http://stopmedicaidfraud.wyo.gov

• 1-855-846-2563

WYhealth is a Medicaid health management and utilization management program offered by the Wyoming

Department of Health through Optum. Medicaid clients and providers will benefit from a wide array of programs

and services offered and coordinated by Optum. Visit www.wyhealth.net for more information

Deployed:

Date: 2/27/17

Time: 3pm MST

Audience: DME and Home Health

To view this email as a web page, go here.

3/3/17

Medicaid Website

Manuals & Bulletins

Fee Schedules

What's New

Links

IVR Navigation Tips

Web Portal Tutorials

Attention Behavioral Health Providers

Wyoming Medicaid Program, Community Mental Health & Substance Abuse Treatment

Services Manual

Effective April 1, 2017, the Wyoming Medicaid Program, Community Mental Health & Substance

Abuse Treatment Services Manual, also known as the Medicaid Policies and Procedures

Manual for Mental Health Substance Abuse Option Services will be discontinued. Any of the

pertinent information that was in that manual has been transferred over to the CMS-1500

Provider Manual.

Limitations for Behavioral Health Services

When providing behavioral health services to a Medicaid client, the documentation kept must be

accurate with the date and times the services were rendered (CMS-1500 Provider Manual 3.11

Record Keeping, Retention and Access, 13.9 Documentation Requirements for All Behavioral

Health Providers). Behavioral health services cannot overlap date and time for a client. For

example, a client being seen for group therapy on February 28th from 11:00 to 12:00 cannot

also be seen for targeted case management on February 28th from 11:00 to 12:00. These are

overlapping services and cannot be billed to Medicaid. Proper documentation of services

includes the start and end times of the services being rendered.

Rehabilitative vs. Habilitative Services

Wyoming Medicaid coverage of rehabilitative services such as mental health and/or substance

abuse treatment is limited to restorative treatment only. Maintenance therapy is not a covered

service by Wyoming Medicaid.

Health Resources and Services Administration has historically differentiated between habilitation

and rehabilitation services and does not allow for the inclusion of habilitation services under the

rehabilitation benefit category (State Plan Medicaid). Habilitation services, which are services to

assist an individual in obtaining a skill, are not included in the section 1905(a) list of services and

are only available in an institution for the developmentally disabled or under a home and

community based services waiver. Habilitation services cannot be covered as "rehabilitative"

when they are furnished to individuals, for example, suffering from a mental retardation or to

children experiencing development delays, because services are assisting the child in obtaining

a skill rather than restoring lost capabilities.

To better understand the difference between habilitative and rehabilitative services, the key is

whether or not the person ever had the skill or function. If the person did have it and lost it due to

a disease or accident then it would be a rehabilitative service. If the person never had it then it is

a habilitative service.

Because Wyoming Medicaid is restricted to the reimbursement of services that are exclusively

rehabilitative and restorative in nature, the Medicaid Developmental Disability Waiver Program

(operating as the Comprehensive and Supports Waiver in Wyoming) also includes coverage for

habilitative therapy services (physical, speech, occupational, community integration and

supported living services) beneficial to clients with a developmental disability, recognizing that

most often the services needed by these clients are habilitative in nature, and do not meet the

requirements of the rehabilitative services covered by traditional Medicaid.

Behavioral Health Cap Limits and Waiver Requests

Clients 21 years of age and older have a cap limit of 20 visits for behavioral health services.

After a client has used all 20 of his or her visits, the therapist may complete the Cap Limit Waiver

Request form to request additional visits. Click on the link to be taken to the Cap Limit Waiver

Request Form : https://wymedicaid.acs-

inc.com/forms/Cap_Limit_Waiver_Request_Form_1_1_17.pdf.

Be aware that cap limit waivers will only be granted for those requests that meet Wyoming

Medicaid policy. The Cap Limit Waiver Request form will require both the narrative diagnosis

and the ICD-10 diagnosis code(s) that apply to the client's condition. Please also note the form

requests the pay-to provider information, NOT the treating therapist's information; however, the

treating therapist must sign the form. Forms that do not contain all of the correct information

when they are reviewed may cause claims to deny or may be returned for correction, depending

on the information provided or missing.

Note: For clients over the age of 21 served by the Developmental Disabilities Comprehensive or

Supports waiver, additional services may be available as part of the client's waiver plan. These

services have different rules and requirements. Please contact the client's case manager or the

Behavioral Health Division for questions related to waiver services, plans of care, or IBAs.

Help identify and combat Medicaid Fraud by visiting the website or

contacting the Fraud Hotline:

• http://stopmedicaidfraud.wyo.gov

• 1-855-846-2563

WYhealth is a Medicaid health management and utilization management program

offered by the Wyoming Department of Health through Optum. Medicaid clients and

providers will benefit from a wide array of programs and services offered and

coordinated by Optum. Visit www.wyhealth.net for more information

Unsubscribe

Be sure to add wycustomersvc@conduent.com to your address book to ensure the proper delivery of your Wyoming

Medicaid updates and weekly payment summary information.

Wyoming Medicaid, Provider Relations, PO BOX 667, Cheyenne, WY 82003

Please do not reply to this email with any customer service issues. Specific account inquiries will not be read. For

assistance, contact Provider Relations at 1-800-251-1268.

http://wymedicaid.acs-inc.com/contact.html

Deployed:

Date: 3/3/17

Time: 3pm MST

Audience: Behavioral Health Providers

********************************************************************

The Colorectal Cancer Screening Program has changed the screening

vouchers to an enrollment card. Effective immediately, the program

will be issuing enrollment cards to newly eligible clients. For

questions please call 1-800-264-1296.

********************************************************************

Running:

Date: 3/6/17-5/6/17

Audience: Physicians, Nurses, Hospitals

**********************************************************************

Attention All Providers:

If you have questions regarding paid and/or denied Medicare X-Over

claims, please see the Wyoming Medicaid website - What's New Section

https://wymedicaid.acs-inc.com/new.html.If you are calling Wyoming

Medicaid Provider Relations for questions regarding Medicare X-Over

claims, please note due to increased call volumes, longer wait times

can be expected.

***********************************************************************

Deployed:

Date: 3/22/17

Audience: All Providers

CMS 1500 ICD 10 WYOMING Manual CMS1500 4 1 17

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