Auto Deny - Requested Records Not Submitted
Medical records were not received in response to an Additional Documentation Request (ADR) in the required time frame; therefore, we were unable to determine medical necessity.
To prevent this denial:
• Monitor your claim status on Direct Data Entry (DDE). If the claim is in status/location SB6001, the claim has been selected for review and records must be submitted
• Be aware of the need to submit medical records within 30 days of the ADR date. The ADR date is in the upper left corner of the ADR request
• Gather all information needed for the claim and submit it all at one time
• Submit medical records as soon as the ADR is received
• Attach a copy of the ADR request to each individual claim
• If responding to multiple ADRs, separate each response and attach a copy of the ADR to each individual set of medical records. Ensure each set of medical records is bound securely so the submitted documentation is not detached or lost.
• Do not mail packages C.O.D.; we cannot accept them.
• Return the medical records to the address on the ADR. Be sure to include the appropriate mail code. This ensures your responses are promptly routed to the Medical Review Department
Information Provided Does Not Support the Medical Necessity for This Service
This claim was fully or partially denied because the clinical documentation submitted for review did not support the medical necessity of the skilled services billed. For example, the submitted documentation may have indicated there was no longer a reasonable potential for change in the medical condition, or sufficient time had been allowed for teaching or observation of response to treatment.
To prevent this denial:
• Submit all documentation related to the services rendered and billed to Medicare which supports the medical necessity of the services. Note – A legible signature is required on all documentation necessary to support orders and medical necessity.
• Use the most appropriate ICD-9-CM codes to identify the beneficiary’s medical diagnosis/diagnoses
• Submit documentation to support the need for skilled care. Some reasons for services may include, but are not limited to, the following:
1. New onset or acute exacerbation of diagnosis (Include documentation to support signs and symptoms and the date of the new onset or acute exacerbation)
2. New and/or changed prescription medications - New medications: those the beneficiary has not taken recently, i.e., within the last 30 days. Changed medications: those, which have a change in dosage, frequency, or route of administration within the last 60 days.
3. Hospitalizations (include date and reason)
4. Acute change in condition (Be specific and include changes in treatment plan as a result of changes in medical condition, e.g., physician contact, medication changes)
5. Changes in caregiver status or an unstable caregiving situation (e.g., involvement of many services or community resources, unsafe or unclean environment which interferes with putting the plan into action)
6. Complicating factors (i.e., simple wound care on lower extremity for a beneficiary with diabetic peripheral angiopathy)
7. Inherent complexity of services; therefore, the services can be safely and effectively provided only by a skilled professional
8. Lack of knowledge or understanding of the beneficiary’s care, which requires initial skilled teaching and training of a beneficiary, the beneficiary’s family or caregiver on how to manage the beneficiary’s treatment regime
9. Reinforcement of previous teaching when there is a change in the beneficiary’s physical location (i.e., discharged from hospital to home)
10. Any type of re-teaching due to a significant change in a procedure, the beneficiary’s medical condition, when the beneficiary’s caregiver is not properly carrying out the task, or other reasons which may require skilled re-teaching and training activities
11. The need for a nurse to administer an injection of a self-injectable medication such as insulin or Calcimar. Clinical documentation needs to indicate: (a) the beneficiary’s inability to self-inject and the non-availability of a willing/able caregiver, (b) the appropriate diagnosis to warrant administration of the medication, (c) laboratory results (if required to meet Medicare criteria), and (d) dosage of the medication.
12. The need for foley/suprapubic catheter changes and/or assessment/instruction regarding complications
13. The need for gastrostomy tube changes and/or assessment/instruction regarding complications
14. The need for administration of IM/IV medications based on medical necessity, supporting diagnosis, and accepted standards of medical practice
15. Dressing changes for complicated wound care including documentation (at least weekly) of wound location, size, depth, drainage, and complaints of pain
16. The need for management and evaluation of a complex care plan. Answering “yes” to the following questions may be helpful in determining this need:
Medical records were not received in response to an Additional Documentation Request (ADR) in the required time frame; therefore, we were unable to determine medical necessity.
To prevent this denial:
• Monitor your claim status on Direct Data Entry (DDE). If the claim is in status/location SB6001, the claim has been selected for review and records must be submitted
• Be aware of the need to submit medical records within 30 days of the ADR date. The ADR date is in the upper left corner of the ADR request
• Gather all information needed for the claim and submit it all at one time
• Submit medical records as soon as the ADR is received
• Attach a copy of the ADR request to each individual claim
• If responding to multiple ADRs, separate each response and attach a copy of the ADR to each individual set of medical records. Ensure each set of medical records is bound securely so the submitted documentation is not detached or lost.
• Do not mail packages C.O.D.; we cannot accept them.
• Return the medical records to the address on the ADR. Be sure to include the appropriate mail code. This ensures your responses are promptly routed to the Medical Review Department
Information Provided Does Not Support the Medical Necessity for This Service
This claim was fully or partially denied because the clinical documentation submitted for review did not support the medical necessity of the skilled services billed. For example, the submitted documentation may have indicated there was no longer a reasonable potential for change in the medical condition, or sufficient time had been allowed for teaching or observation of response to treatment.
To prevent this denial:
• Submit all documentation related to the services rendered and billed to Medicare which supports the medical necessity of the services. Note – A legible signature is required on all documentation necessary to support orders and medical necessity.
• Use the most appropriate ICD-9-CM codes to identify the beneficiary’s medical diagnosis/diagnoses
• Submit documentation to support the need for skilled care. Some reasons for services may include, but are not limited to, the following:
1. New onset or acute exacerbation of diagnosis (Include documentation to support signs and symptoms and the date of the new onset or acute exacerbation)
2. New and/or changed prescription medications - New medications: those the beneficiary has not taken recently, i.e., within the last 30 days. Changed medications: those, which have a change in dosage, frequency, or route of administration within the last 60 days.
3. Hospitalizations (include date and reason)
4. Acute change in condition (Be specific and include changes in treatment plan as a result of changes in medical condition, e.g., physician contact, medication changes)
5. Changes in caregiver status or an unstable caregiving situation (e.g., involvement of many services or community resources, unsafe or unclean environment which interferes with putting the plan into action)
6. Complicating factors (i.e., simple wound care on lower extremity for a beneficiary with diabetic peripheral angiopathy)
7. Inherent complexity of services; therefore, the services can be safely and effectively provided only by a skilled professional
8. Lack of knowledge or understanding of the beneficiary’s care, which requires initial skilled teaching and training of a beneficiary, the beneficiary’s family or caregiver on how to manage the beneficiary’s treatment regime
9. Reinforcement of previous teaching when there is a change in the beneficiary’s physical location (i.e., discharged from hospital to home)
10. Any type of re-teaching due to a significant change in a procedure, the beneficiary’s medical condition, when the beneficiary’s caregiver is not properly carrying out the task, or other reasons which may require skilled re-teaching and training activities
11. The need for a nurse to administer an injection of a self-injectable medication such as insulin or Calcimar. Clinical documentation needs to indicate: (a) the beneficiary’s inability to self-inject and the non-availability of a willing/able caregiver, (b) the appropriate diagnosis to warrant administration of the medication, (c) laboratory results (if required to meet Medicare criteria), and (d) dosage of the medication.
12. The need for foley/suprapubic catheter changes and/or assessment/instruction regarding complications
13. The need for gastrostomy tube changes and/or assessment/instruction regarding complications
14. The need for administration of IM/IV medications based on medical necessity, supporting diagnosis, and accepted standards of medical practice
15. Dressing changes for complicated wound care including documentation (at least weekly) of wound location, size, depth, drainage, and complaints of pain
16. The need for management and evaluation of a complex care plan. Answering “yes” to the following questions may be helpful in determining this need:
- Is the patient at high risk for hospitalization or exacerbation of a health problem if the plan of care is not implemented properly (e.g., multiple medical problems or diagnosis, limitations in activities of daily living or mental status, cultural barriers, history of repeated hospitalizations)?
- Does the patient have a complex unskilled care plan (e.g., many medications, treatments, use of complex or multiple pieces of equipment, unusual variety of supplies)?
- Is there an unstable caregiving situation (e.g., involvement of many services or community resources, unsafe or unclean environment that interferes with putting the plan into action)?
- Does it require the skills of a registered nurse or a qualified therapist to ensure safe and appropriate implementation of the plan of care?
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