Health Claim Processing
Health Claim Processing
Health Claim Processing
CLAIM SYSTEM FEATURES Data and processing criteria stored in tables Fully developed set of reporting tools Robust processing engine Configurable access to data
A system should have a robust processing engine with a high auto-adjudication rate. Manual processing is expensive, and the failure to promptly adjudicate properly payable claims adds to the health plans exposure and increases frustration among plan participants. A system must be configurable by each business unit, so each health plan employee is able to efficiently access needed information on customized screens without having to spend time navigating. This is one of the better attributes of an SOA, but mainframe systems can be manipulated into providing the right data without requiring the IT department to create new CICS screens. Table storage is of primary importance for two reasons. First, the effectiveness of the processing engine will be negated if users cannot quickly edit tables to modify plan or benefits criteria. Second, no matter how much detail is paid to accurately programming the processing engine, some claims will not be processed. Table storage facilitates the implementation of reporting tools to help the health plan to more easily identify those claims. Legacy systems used by some of the larger health plans have processing logic hard-coded in the claims engine. The reason is simple: three or so decades ago, when the mainframe
Figure 1. Submission of a Health Claim This does not mean that the health plan will actually pay the claim. The electronic format could be proper, but there could be a number of reasons for the health plan to deny payment or suspend processing. For example, the provider could have entered the wrong patient information, or a diagnosis code could conflict with a treatment code. If that is the case, the adjudication process will reject the claim, requiring the provider to resubmit. In a scenario involving a suspended claim, the health plan may need prior approval or medical records before further adjudication of the suspended claim can occur. Most providers will submit paper claims using a HCFA-1500 form, available at http://www.dol.gov/esa/regs/compliance/owcp/OWCP-1500.pdf. Hospitals, outpatient clinics, and ambulatory surgery centers will typically submit claims using a UB-92 form, available at http://www.dol.gov/esa/regs/compliance/owcp/UB-92.pdf. With these federally
EDI TRANSACTIONS 837 Medical claims, including professional, institutional, and dental 835 Electronic remittances (e.g. refunds from providers to insurers) 834 Benefits enrollment 820 Payroll deduction and premium payment 278 Requests for health services review 276-277 Claim status inquiry and response 270-271 Eligibility inquiry and response
Health plans may vary in their process for paper submissions, but they will generally provide a form with fields to capture the basic identifying information for the beneficiary and will require a copy of a detailed bill from the provider. Because the health plans form will likely be completed by hand and the bill from the providers office will be in a nonstandardized format, submissions from beneficiaries will need to be manually loaded on to the claims system. Adjudicating the Claim After the claim is loaded on to the claims processing system, it still needs to be adjudicated. The adjudication process involves numerous gateways the claim must go through before becoming payable. The claim will either pass all of the way through the processing logic, or it will be denied at one of the gateway/decision points in the processing logic. The processing logic, or system logic, is the code stored in the claims processing engine. For a mainframe system, the processing logic will typically be written in COBOL. For client/server systems, the code will be written in any number of computer languages. The adjudication process is the process of passing the claim through the processing logic until the claim is settled (paid or denied). There are four main components to the adjudication process. The adjudication process begins with a determination of whether or not the patient is eligible for benefits. Next, the adjudication process will determine whether the particular plan of benefits covers the patients treatment. Then, the adjudication process will evaluate the status of the provider. Finally, the adjudication process will determine the payment obligations of the health plan and the insured. For the first process components in the diagram below, the claim must actually pass through a number of hurdles before proceeding to the next step. In determining whether or
Figure 2. Adjudication of a Health Claim If the patient is determined to be an eligible insured, the plan number associated with the patients enrollment data is referenced to a coverage table to determine whether or not the particular type of service is covered under the beneficiarys plan of benefits. The processing logic will match the claim criteria with the benefits and exclusions in the plan of benefits. With all of the coverage options available to groups seeking coverage, a large health plan will have many thousands of coverage configurations to reference within its system. Some larger employers may sponsor coverage options requiring hundreds of sub-groups. The plethora of funding options makes hard-coding benefits into the system logic impractical. Customization of offerings is often driven by employers. A plan of benefits is going to be insured or self-funded. An insured plan is funded by premium contributions, where the participants are only responsible for the premiums and their out of pocket contributions for each claim and the health plan covers any amounts exceeding the participant contributions. A self-funded plan is funded by contributions from the participants and the employer or organization sponsoring the plan. If the claims incurred by the participants exceed the contributions collected, the participants, or more likely the employer, will be responsible for funding the difference. Employer-sponsored benefit plans are often administered by health plans. Where a health plan offers an administrative services only (ASO) option, it will
At this point, the accident questionnaire and a contemporaneously generated explanation of benefits (EOB) are sent to the insured. The standard language printed on an EOB for a given denial does not typically change based on how the claim was processed at previous points along the adjudication process. As a result, the language on the EOB in this example is likely conflicting with the DOL mandated start of an appeal period. Under the DOL regulations, there is no way to properly extend the adjudication process beyond a 45-day period before the 180-day appeal timeframe begins. Failure to fully adjudicate a claim
Table 1. Representative Benefit Structure Whether a claim is submitted for an in-network or out-of-network provider, the health plan is going to establish an approved amount for the claim. The method for determining the approved charge will vary, but it will typically be based on the usual and customary charges found in the providers region for the treatment. A provider may, however, have specially contracted rates, which would require cross-referencing to the data source for that provider. Once the approved amount has been determined, the health plan will need to determine how much of the approved amount it is obligated to pay the provider. Whether the claim is
Figure 3. Sample Explanation of Benefits The health plans payment obligations will only begin after the beneficiary has met the yearly deductible. The allowed amount will be reduced by the amount to be applied toward the deductible, and then the percentages will be calculated. For an out-of-network provider, the beneficiary will be obligated to pay the difference between the allowed amount and the total charge submitted by the provider.
Table Storage
The IT department does not need to be the gatekeeper for all modifications. In a dynamic industry, where health plan, groups, and providers are constantly looking for ways to reduce costs, the health plans processing system needs to be nimble enough for business units to make accommodations when issues arise. With all of the regulatory and economic pressures facing business units at health plans, systems need to be properly architected so that systems do not limit sound or necessary business changes.
Figure 4. Mainframe Access Schematic Take into account the third-party recovery functions. Subrogation or workers compensation cases are primarily identified by generating an accident questionnaire for a claim with a traumatic diagnosis code. If a beneficiary is treated for a back injury, the claims system will generate a questionnaire to inquire the beneficiary about the cause of the injury. Although a back injury could occur in a number of ways, it is also a common injury in an auto- or workrelated accident. Diagnosis codes can be hard-coded into the system logic, but they will more preferably be loaded onto an easy-to-amend table. Hard-coded logic requires IT department intervention to change. To add or remove a diagnosis code from a table can be simpler than completing a change request form to enlist the IT departments assistance. Aside from the additional resources consumed in making changes to system logic, this scenario is even more problematic in light of the human element. Often times, the more difficult a process is, the less likely it will be initiated. Rather than a diagnosis code relating
Reporting Capabilities
Sophisticated reporting capabilities are required throughout the healthcare industry, and health plans have accumulated vast stores of claims data that, when properly analyzed, could be used to benefit the entire healthcare value chain. Effective reporting does not just provide health plan executives with summary information to sway and support strategic decisions; it can also enable operating units to ensure that
REPORTING NEEDS Executive: Upper management requires macroscopic data analysis to quantify inefficiencies and assist in recognizing opportunities Operations: Fielding and responding to customer service calls is not enough. To reduce risk, health plans must proactively identify and adjudicate claims that should be processed Customers: As the employer and beneficiary shares of the healthcare burden continue to grow, customers need more information to respond. Getting health plan data in the hands of its customers can facilitate cost reductions.
The IT report creation process is not sufficient to meet executive reporting needs. Upper management needs an executive information system, which includes a dashboard for recurring data needs and allows for interactive, parameter driven queries, to access current information with the ability to select, filter, sort, and compile systems data on the fly. Similarly, business units need to be able to select, filter, sort, and compile system data impacting the customers. This is especially important for contact with plan representatives. If a representative from an employer-sponsored plan calls to ask about pending claims for the plan, the customer service representative needs to be able to access that data. If there are HIPAA concerns regarding some of the solicited data, then the reporting tool needs to be programmed to filter the questionable data. The system data can be an education tool for the health plans customers, including the plan participants and employers. Claims data can and should be effectively compiled to let customers know how much medical procedures cost and which providers care provide the most effective care. Health plans can direct customers to the best valued care by sharing claims data.
Figure 6. Pulling Data from Different Sources The application will interface with a mainframe system through a 3270 gateway. 3270 is an IBM portal used to access a mainframe system. Because all commands will continue to be executed through a 3270 gateway, the mainframe will continue to be secure. An application could be written to query and write directly to the tables storing the health plans data; however, the system would not be as secure and the application would not be able to take advantage of the mainframe programs already in place for adjudicating claims. Figure 6 depicts an application used to pull information from a variety of systems into one interface. The interface application can simultaneously pull and push data to non-mainframe data stores. Depending on the information displayed, the user would be able to press one or more buttons to perform the users job functions. Ideally, a broad range of command combinations would be programmed into building blocks (web parts in the case of a web-
Denouement
The majority of this paper is focused on health claims processing in a mainframe environment; however, the necessary aspects of a mainframe system are common to all health claims processing systems. In order to be competitive, a health plans claims processing systems must have data and processing criteria logically stored in tables, a fully developed set of reporting tools, a robust processing engine, and configurable access to data.
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