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Claims : Submission

Topic #3484

UB-04 (CMS 1450) Claim Form Instructions for Nursing Home Services

The following sample UB-04 Claim Forms are available for nursing home services:

Use the following claim form completion instructions, not the form locator descriptions printed on the claim form, to avoid claim denial or inaccurate claim payment. Complete all form locators unless otherwise indicated. Do not include attachments unless instructed to do so.

These instructions are for the completion of the UB-04 for ForwardHealth. For complete billing instructions, refer to the National UB-04 Uniform Billing Manual prepared by the NUBC. The National UB-04 Uniform Billing Manual contains important coding information not available in these instructions. Providers may purchase the National UB-04 Uniform Billing Manual by calling (312) 422-3390 or by accessing the NUBC Web site.

Members enrolled in BadgerCare Plus or Medicaid receive a ForwardHealth identification card. Always verify a member's enrollment before providing nonemergency services to determine if there are any limitations on covered services and to obtain the correct spelling of the member's name. Information about verifying enrollment is available.

Note: Every code used on this claim form, even if the code is entered in a non-required form locator, is required to be a valid code. In addition, each provider is solely responsible for the truthfulness, accuracy, timeliness, and completeness of claims relating to reimbursement for services submitted to ForwardHealth.

Submit completed paper claims to the following address:

ForwardHealth
Claims and Adjustments
313 Blettner Blvd
Madison WI 53784

Form Locator 1 — Provider Name, Address, and Telephone Number
Enter the name of the provider submitting the claim and the practice location address. The minimum requirement is the provider's name, city, state, and ZIP+4 code. Do not enter a Post Office Box or a ZIP+4 code associated with a PO Box.The name in Form Locator 1 must correspond with the NPI in Form Locator 56.

Form Locator 2 — Pay-to Name, Address, and ID (not required)

Form Locator 3a — Pat. Cntl # (optional)
Providers may enter up to 20 characters of the patient's internal office account number. This number will appear on BadgerCare Plus remittance information.

Form Locator 3b — Med. Rec. # (optional)
Enter the number assigned to the patient's medical/health record by the provider. This number will appear on BadgerCare Plus remittance information.

Form Locator 4 — Type of Bill
Exclude the leading zero and enter the three-digit type of bill code. The first digit identifies the type of facility. The second digit classifies the type of care. The third digit ("X") indicates the billing frequency; providers should enter one of the following for "X":

  • 211 = Inpatient Nursing Home — Admit through discharge claim.
  • 212 = Inpatient Nursing Home — Interim, first claim.
  • 213 = Inpatient Nursing Home — Interim, continuing claim.
  • 214 = Inpatient Nursing Home — Interim, last claim.

Form Locator 5 — Fed. Tax No.
Data are required in this form locator for OCR processing. Any information populated by a provider's computer software is acceptable data for this form locator. If computer software does not automatically complete this form locator, enter information such as the provider's federal tax identification number.

Form Locator 6 — Statement Covers Period (From - Through)
Enter both dates in MMDDYY format (e.g., November 1, 2006, would be 110106). Include the date of discharge or death. Do not include Medicare coinsurance days.

Form Locator 7 — Unlabeled Field (not required)

Form Locator 8 a-b — Patient Name
Enter the member's last name and first name, separated by a space or comma, in Form Locator 8b. Use Wisconsin's EVS to obtain the correct spelling of the member's name. If the name or spelling of the name on the ForwardHealth card and the EVS do not match, use the spelling from the EVS.

Form Locator 9 a-e — Patient Address
Data are required in this form locator for OCR processing. Any information populated by a provider's computer software is acceptable data for this form locator (e.g., "On file"). If computer software does not automatically complete this form locator, enter information such as the member's complete address in field 9a.

Form Locator 10 — Birthdate
Enter the member's birth date in MMDDCCYY format (e.g., September 25, 1975, would be 09251975).

Form Locator 11 — Sex (not required)

Form Locator 12 — Admission/Start of Care Date
Enter the admission date in MMDDYY format (e.g., November 1, 2001, would be 110101). The date of admission to the nursing home is the first date the member enters the facility as an inpatient for the current residency. (Current residency is not interrupted by bedhold days or changes in level of care or payer status.)

Form Locator 13 — Admission Hr (not required)

Form Locator 14 — Priority (Type) of Admission or Visit

Enter the code indicating the source of this admission. Refer to the UB-04 Billing Manual for more information.

Form Locator 15 — Admission Src
For bill type 211 and 212, enter the code indicating the source of this admission. Refer to the UB-04 Billing Manual for more information.

Form Locator 16 — DHR (not required)

Form Locator 17 — Stat
Enter the code indicating disposition or discharge status of the member at the end of service for the period covered on this claim. Refer to the UB-04 Billing Manual for more information.

Code Structure for Patient Status
Code Description
01 Discharged to home or self care (routine discharge)
02 Discharged/transferred to another short-term general hospital for inpatient care
03 Discharged/transferred to SNF with Medicare enrollment
04 Discharged/transferred to an ICF
05 Discharged/transferred to another type of institution for inpatient care or referred for outpatient services to another institution
06 Discharged/transferred to home under care of organized home health service organization
07 Left against medical advice or discontinued care
20 Expired
30 Still patient
43 Discharged/transferred to a federal health care facility
50 Discharged/transferred to Hospice - home
51 Discharged/transferred to Hospice - medical facility
61 Discharged/transferred to hospital-based Medicare approved swing bed
62 Discharged/transferred to an IRF including rehabilitation distinct part units of a hospital
63 Discharged/transferred to a Medicare LTCH
64 Discharged/transferred to a nursing facility enrolled in Medicaid but not enrolled in Medicare
65 Discharged/transferred to a psychiatric hospital or psychiatric distinct part unit of a hospital
66 Discharged/transferred to Critical Access Hospital

Form Locators 18-28 — Condition Codes (required, if applicable)
Enter the code(s) identifying a condition related to this claim, if appropriate. Refer to the UB-04 Billing Manual for more information.

Condition Code Structure for Insurance Codes
Code Title Description
A5 Disability Developmentally disabled

Form Locator 29 — ACDT State (not required)

Form Locator 30 — Unlabeled Field (not required)

Form Locators 31-34 — Occurrence Code and Date (required, if applicable)
If appropriate, enter the code and associated date defining a significant event relating to this claim that may affect payer processing. All dates must be printed in the MMDDYY format. Refer to the UB-04 Billing Manual for more information.

Form Locators 35-36 — Occurrence Span Code (From - Through)

To indicate each hospital leave of absence, enter "75" (Leave of Absence/Hospital Bedhold) in the Code field, followed by the From and Through dates in the appropriate fields. Occurrence span code 75 must be used in conjunction with revenue code 0185. The hospital leave of absence quantity must be equal to or less than the occurrence span date range entered.

Form Locator 37 — Unlabeled Field (not required)

Form Locator 38 — Responsible Party Name and Address (not required)

Form Locators 39-41 a-d — Value Code and Amount
Enter the relevant value code and associated amount, if applicable. Refer to the UB-04 Billing Manual for more information on value codes.

Form Locator 42 — Rev. Cd.
Enter the appropriate four-digit revenue code as defined by the NUBC that identifies a specific accommodation or ancillary service. Do not include Medicare coinsurance days.

Form Locator 43 — Description
Do not enter any dates in this form locator.

Form Locator 44 — HCPCS/Rate/HIPPS Code (not required)

Form Locator 45 — Serv. Date
Do not enter any dates in this form locator.

Form Locator 46 — Serv. Units
Enter the number of covered accommodation days or ancillary units of service for each line item. Do not count or include the day of discharge/death for accommodation codes. Do not include Medicare coinsurance days. The sum of the accommodation days must equal the billing period in Form Locator 43 and must equal the total days indicated in the amount field with value code "80" in Form Locators 39-41 a-d. For transportation services, enter the number of miles.

Form Locator 47 — Total Charges (by Accommodation/Ancillary Code Category)
Enter the usual and customary charges for each line item.

Form Locator 48 — Non-covered Charges (not required)

Form Locator 49 — Unlabeled Field
Do not enter any dates in this form locator.

Detail Line 23

PAGE ___ OF ___
Enter the current page number in the first blank and the total number of pages in the second blank. This information must be included for both single- and multiple-page claims.

CREATION DATE (not required)

TOTALS
Enter the sum of all charges for the claim in this field. If submitting a multiple-page claim, enter the total charge for the claim (i.e., the sum of all details from all pages of the claim) only on the last page of the claim.

Form Locator 50 A-C — Payer Name
Enter all health insurance payers here. Enter "T19" for Medicaid and the name of the commercial health insurance, if applicable. If submitting a multiple-page claim, enter health insurance payers only on the first page of the claim.

Form Locator 51 A-C — Health Plan ID (not required)

Form Locator 52 A-C — Rel. Info (not required)

Form Locator 53 A-C — Asg. Ben. (not required)

Form Locator 54 A-C — Prior Payments (required, if applicable)
Enter the actual amount paid by commercial health insurance. (If the dollar amount indicated in Form Locator 54 is greater than zero, "OI-P" must be indicated in Form Locator 80.) If the commercial health insurance denied the claim, enter "000." Do not enter Medicare-paid amounts in this field.

If submitting a multiple-page claim, enter the amount paid by commercial health insurance only on the first page of the claim.

Form Locator 55 A-C — Est. Amount Due (not required)

Form Locator 56 — NPI
Enter the provider's NPI. The NPI in Form Locator 56 should correspond with the name in Form Locator 1.

Form Locator 57 — Other Provider ID (not required)

Form Locator 58 A-C — Insured's Name
Data are required in this form locator for OCR processing. Any information populated by a provider's computer software is acceptable data for this form locator (e.g., "Same"). If computer software does not automatically complete this form locator, enter information such as the member's last name, first name, and middle initial.

Form Locator 59 A-C — P. Rel (not required)

Form Locator 60 A-C — Insured's Unique ID
Enter the member identification number. Do not enter any other numbers or letters. Use the ForwardHealth card or the EVS to obtain the correct member ID.

Form Locator 61 A-C — Group Name (not required)

Form Locator 62 A-C — Insurance Group No. (not required)

Form Locator 63 A-C — Treatment Authorization Codes (not required)

Form Locator 64 A-C — Document Control Number (not required)

Form Locator 65 A-C — Employer Name (not required)

Form Locator 66 — Dx (not required)

Form Locator 67 — Principal Diagnosis Code and Present on Admission Indicator
Enter the valid, most specific ICD-9-CM code (up to five digits) describing the principal diagnosis (e.g., the condition established after study to be chiefly responsible for causing the admission or other health care episode). Do not enter manifestation codes as the principal diagnosis; code the underlying disease first. The principal diagnosis may not include "E" (etiology) codes.

Form Locators 67A-Q — Other Diagnosis Codes and Present on Admission Indicator
Enter valid, most specific ICD-9-CM diagnosis codes (up to five digits) corresponding to additional conditions that coexist at the time of admission, or develop subsequently, and that have an effect on the treatment received or the length of stay. Diagnoses that relate to an earlier episode and have no bearing on this episode are to be excluded. Providers should prioritize diagnosis codes as relevant to this claim.

Form Locator 68 — Unlabeled Field (not required)

Form Locator 69 — Admit Dx
Enter a valid, most specific ICD-9-CM diagnosis code (up to five digits) provided at the time of admission.

Form Locator 70 — Patient Reason Dx (not required)

Form Locator 71 — PPS Code (not required)

Form Locator 72 — ECI (not required)

Form Locator 73 — Unlabeled Field (not required)

Form Locator 74 — Principal Procedure Code and Date (not required)

Form Locator 74a-e — Other Procedure Code and Date (not required)

Form Locator 75 — Unlabeled Field (not required)

Form Locator 76 — Attending
Enter the attending provider's NPI.

Form Locator 77 — Operating (not required)

Form Locators 78 and 79 — Other (not required)

Form Locator 80 — Remarks (enter information when applicable)

Commercial Health Insurance Billing Information
Commercial health insurance coverage must be billed prior to billing ForwardHealth, unless the service does not require commercial health insurance billing as determined by ForwardHealth.

When the member has dental ("DEN") insurance only, is enrolled in a Medicare Advantage Plan only, or has no commercial health insurance, do not indicate an OI explanation code in Form Locator 80.

When the member has any other commercial health insurance, and the service requires commercial health insurance billing, then one of the following three OI explanation codes must be indicated in Form Locator 80. The description is not required, nor is the policyholder, plan name, group number, etc.

Code Description
OI-P PAID in part or in full by commercial health insurance or commercial HMO. In Form Locator 54 of this claim form, indicate the amount paid by commercial health insurance to the provider or to the insured.
OI-D DENIED by commercial health insurance or commercial HMO following submission of a correct and complete claim, or payment was applied towards the coinsurance and deductible. Do not use this code unless the claim was actually billed to the commercial health insurer.
OI-Y YES, the member has commercial health insurance or commercial HMO coverage, but it was not billed for reasons including, but not limited to the following:
  • The member denied coverage or will not cooperate.
  • The provider knows the service in question is not covered by the carrier.
  • The member's commercial health insurance failed to respond to initial and follow-up claims.
  • Benefits are not assignable or cannot get assignment.
  • Benefits are exhausted.

Note: The provider may not use OI-D or OI-Y if the member is covered by a commercial HMO and the HMO denied payment because an otherwise covered service was not rendered by a designated provider. Services covered by a commercial HMO are not reimbursable by ForwardHealth except for the copayment and deductible amounts. Providers who receive a capitation payment from the commercial HMO may not submit claims to ForwardHealth for services that are included in the capitation payment.

Medicare Information
Use Form Locator 80 for Medicare information. Submit claims to Medicare before billing ForwardHealth.

If an EOMB indicates that the member is enrolled in a Medicare Advantage Plan and the claim is being billed as a crossover, enter "MMC" in the upper right corner of the claim, indicating that the other insurance is a Medicare Advantage Plan and the claim should be processed as a crossover claim.

Do not indicate a Medicare disclaimer code when one or more of the following statements is true:

  • Medicare never covers the procedure in any circumstance.
  • ForwardHealth indicates the member does not have any Medicare coverage for the service provided. For example, the service is covered by Medicare Part A, but the member does not have Medicare Part A.
  • ForwardHealth indicates the provider is not Medicare enrolled.

    Note: Home health agencies, medical equipment vendors, pharmacies, and physician services providers must be Medicare enrolled to perform Medicare-covered services for dual eligibles.

  • Medicare has allowed the charges. In this case, attach Medicare remittance information, but do not indicate on the claim form the amount Medicare paid.

If none of the above is true, a Medicare disclaimer code is necessary. The following Medicare disclaimer codes may be used when appropriate.

Code Description
M-7

Medicare disallowed or denied payment. This code applies when Medicare denies the claim for reasons related to policy (not billing errors), or the member's lifetime benefit, spell of illness, or yearly allotment of available benefits is exhausted. Use M-7 in the following instances.

For Medicare Part A, use M-7 in the following instances (all three criteria must be met):

  • The provider is identified in ForwardHealth files as enrolled in Medicare Part A.
  • The member is eligible for Medicare Part A.
  • The service is covered by Medicare Part A but is denied by Medicare Part A due to frequency limitations, diagnosis restrictions, or the service is not payable due to benefits being exhausted.
For Medicare Part B, use M-7 in the following instances (all three criteria must be met):
  • The provider is identified in ForwardHealth files as enrolled in Medicare Part B.
  • The member is eligible for Medicare Part B.
  • The service is covered by Medicare Part B but is denied by Medicare Part B due to frequency limitations, diagnosis restrictions, or the service is not payable due to benefits being exhausted.
M-8

Noncovered Medicare service. This code may be used when Medicare was not billed because the service is not covered in this circumstance. Use M-8 in the following instances.

For Medicare Part A, use M-8 in the following instances (all three criteria must be met):

  • The provider is identified in ForwardHealth files as enrolled in Medicare Part A.
  • The member is eligible for Medicare Part A.
  • The service is usually covered by Medicare Part A but not in this circumstance (e.g., member's diagnosis).

For Medicare Part B, use M-8 in the following instances (all three criteria must be met):

  • The provider is identified in ForwardHealth files as enrolled in Medicare Part B.
  • The member is eligible for Medicare Part B.
  • The service is usually covered by Medicare Part B but not in this circumstance (e.g., member's diagnosis).

Form Locator 81 a-d — CC
If the billing provider's NPI was indicated in Form Locator 56, enter the qualifier "B3" in the first field to the right of the form locator, followed by the approrpiate 10-digit provider taxonomy code on file with ForwardHealthin the second field.

Note: Providers should use qualifier "PXC" when submitting an electronic claim using the 837I transaction. For further instructions, refer to the companion guide for the 837I transaction.

 
 


 
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