From Registration to Accounts Receivable – The Whole Can of Worms 2007 UBO/UBU Conference 1 Briefing:The Standard Insurance Table Date:20 March 2007 Time:

2007 UBO/UBU Conference From Registration to Accounts Receivable 2 Objectives Know what the Standard Insurance Table (SIT) is Understand the importance of the SIT Table Learn how to use the SIT Table appropriately Be aware of, and able to find resources

2007 UBO/UBU Conference From Registration to Accounts Receivable 3 Standard Insurance Table (SIT) What is the SIT Table? – Insurance Table – List of insurance companies – Database of Health Insurance Carriers (HIC)and their claim’s addresses

2007 UBO/UBU Conference From Registration to Accounts Receivable 4 Standard Insurance Table (SIT) Where is the SIT Table? – It resides on the Defense Enrollment Eligibility Reporting System (DEERS) DEERS is considered to be the central repository for: – Health Insurance Carriers (HIC) – SIT Table – Other Health Insurance (OHI) information

2007 UBO/UBU Conference From Registration to Accounts Receivable 5 Standard Insurance Table (SIT) What information is needed? – Other Health Insurance / Health Insurance Carrier information – OHI Information starts the SIT Table process Where is OHI obtained from? – DEERS OHI Search/Eligibility – DD 2569 – Insurance Card – Beneficiary (patient) – Other

2007 UBO/UBU Conference From Registration to Accounts Receivable 6 Standard Insurance Table (SIT) Who uses the information? – Military Treatment Facility (MTF) business offices use the Health Insurer’s Claims address, stored on DEERS, to bill for beneficiary services rendered – Other Entities (See next diagram)

2007 UBO/UBU Conference From Registration to Accounts Receivable 7 Other Entities CHCS 1 TDEFIC & MCSCs Claims DOES MCSCs & DP PDTS Local OHI Local SIT TPOCS Master SIT OHI DEERS Local OHI Local SIT Local OHI Local SIT Local Holders of the SIT: Subscribe daily to DEERS for updates to the SIT VPOC validates and approves all adds/updates to the Master SIT

2007 UBO/UBU Conference From Registration to Accounts Receivable 8 Standard Insurance Table (SIT) How does it work? – SIT Table has the Health Insurance Company (HIC) name and claims address – Other Health Insurance (OHI) has the individual’s policy information – OHI policy is “pointed” to the appropriate HIC address – Bill drops and is sent to the insurance company for payment

2007 UBO/UBU Conference From Registration to Accounts Receivable 9 Logical Questions Is the Other Health Insurance (OHI) on the SIT Table? – No, the OHI has its own separate database on DEERS How is the OHI linked to the SIT Table? – OHI coverage is “pointed” to a Health Insurance Carrier (HIC) entry on the SIT Table for the claims address of the HIC

2007 UBO/UBU Conference From Registration to Accounts Receivable 10 Standard Insurance Table (SIT) Why is the SIT Table important? – Allows MTFs to bill Other Health Insurance for services rendered – Payment - Increases Third Party Collections

2007 UBO/UBU Conference From Registration to Accounts Receivable 11 Standard Insurance Table (SIT) How is the SIT Table accessed? – Via local MTF Composite Health Care System (CHCS) – The business office staff enters Health Insurance Carrier (HIC) information and Other Health Insurance (OHI) data in the local CHCS system – The HIC and OHI data is transmitted directly to DEERS – Bi-directional flow of information

2007 UBO/UBU Conference From Registration to Accounts Receivable 12 Information Flow CHCS 1 TDEFIC & MCSCs Claims DOES MCSCs & DP PDTS Local OHI Local SIT TPOCS Master SIT OHI DEERS Local OHI Local SIT Local OHI Local SIT Local Holders of the SIT: Subscribe daily to DEERS for updates to the SIT VPOC validates and approves all adds/updates to the Master SIT

2007 UBO/UBU Conference From Registration to Accounts Receivable 13 More Facts What happened during the SIT/OHI conversion? – Global access – Multiple coverages can be added under one HIC – New fields under OHI – Other system enhancements

2007 UBO/UBU Conference From Registration to Accounts Receivable 14 Now What? You have OHI information so..... What’s Next?

2007 UBO/UBU Conference From Registration to Accounts Receivable 15 Verify OHI Information Next step with the OHI – Contact insurance company (valid telephone number) – Obtain claims address – Verify benefits – Any other pertinent information – Begin to enter data into local CHCS for the SIT Table

2007 UBO/UBU Conference From Registration to Accounts Receivable 16 VPOC Queue VPOC Screen For a Complete Visual of HIC Entry

2007 UBO/UBU Conference From Registration to Accounts Receivable 17 Sample HIC Entry /VPOC Queue

2007 UBO/UBU Conference From Registration to Accounts Receivable 18 CHCS Composite Health Care System Screens

2007 UBO/UBU Conference From Registration to Accounts Receivable 19 CHCS Menu Screen CFS Common Files Supplementary Menu DEP Department and Service File Enter/Edit HOS Hospital Location File Enter/Edit HPN Host Platform Name Enter/Edit MCD Medical Center Division File Enter/Edit MTF Medical Treatment Facility File Enter/Edit PRO Provider File Enter/Edit STM Standard Insurance Company Table Menu UIC UIC Management Menu ZIP Zip Code File Enter/Edit ACT Inactivate/Reactivate File Entries Select Common Files and Tables Maintenance Menu Option: STM SIT Standard Insurance Company Table VIC View Attorney Data ATT Attorney Enter/Edit REP Attorney Report Select Standard Insurance Company Table Menu Option: SIT

2007 UBO/UBU Conference From Registration to Accounts Receivable 20 CHCS Menu Screen Standard Insurance Table Menu Options – Add, Update, View, Cancel, Deactivate, Report, Subscribe, TPOCS, Exit *

2007 UBO/UBU Conference From Registration to Accounts Receivable 21 Commonly Used Menu Options Add – Heath Insurance Carrier (HIC) or Coverage – First do a partial look-up to see if company or coverage is already on table Update – On hold Cancel – Opportunity to cancel an entry, if mistake – Only available to original site that entered – Must be in an unverified state Deactivate - Do not use this option

2007 UBO/UBU Conference From Registration to Accounts Receivable 22 Completed HIC Add Screen SIT ID: STANDARD INSURANCE TABLE ADD INS CO Insurance Company Name: Aetna Health Care Additional Description: State School System Carrier Website: Customer Service HIC Status Code: T (Temporary) HIC Verification Code: U (Unverified) Coverage/Payer Type: XM/B (Medical – Inst/Prof) HIC Loc Commt: Local MTF HIC Std Commt: VPOC (Verification POC)

2007 UBO/UBU Conference From Registration to Accounts Receivable 23 Completed Cov Add Screen SIT ID: AETCA0034 STANDARD INSURANCE COMPANY ADD INS CO Insurance Company Name: AETNA HEALTH CARE Coverage Type: MEDICAL Payer Type Code: B (BOTH) INSTITUTIONAL AND PROFESSIONAL Coverage Status Code: T Coverage Verification Status: U ATTN: Medical Claims P.O. Box/St Address: PO BOX 246 Zip Code: Zip Ext: State/Country: CALIFORNIA City: SAN DIEGO Phone Number: Phone Ext: FAX Number:

2007 UBO/UBU Conference From Registration to Accounts Receivable 24 Point of Contact (POC) Screen Last Update System Name: System name of current user defaults here Last Update User Name: Current user name defaults here Last Update User Phone: Ext: Last Update User

2007 UBO/UBU Conference From Registration to Accounts Receivable 25 HIC Fields Specific HIC Fields

2007 UBO/UBU Conference From Registration to Accounts Receivable 26 HIC Entry Fields HIC ID Aetna of California = AETCA0001 – Assigned by DEERS – Cannot be edited – Composed of first 3 characters of insurance name – 2-character state abbreviation – 4-digit number assigned by DEERS The SIT ID in the old system is now the HIC ID

2007 UBO/UBU Conference From Registration to Accounts Receivable 27 HIC Entry Fields Insurance Company Name: – Spell out entire name – Do not use abbreviations (unless it is the actual name) – Example: Blue Cross = BLU not BCB Additional Description: (Insurance Company Name) – Third Party administrator – Local 210 Union Shop Carrier Website: Customer Service

2007 UBO/UBU Conference From Registration to Accounts Receivable 28 HIC Entry Fields Coverage Type/Payer Type combination – Common Coverage Types: XMComprehensive Medical MD Medical RX Pharmacy VI Vision DN Dental

2007 UBO/UBU Conference From Registration to Accounts Receivable 29 Coverage Type Key points when selecting coverage types: – The HIC Coverage Type generally reflects the OHI that will be entered – Use “XM” only if Medical and Pharmacy coverage known, otherwise use separate coverage types

2007 UBO/UBU Conference From Registration to Accounts Receivable 30 Coverage Type/Payer Type Coverage Type Codes XM = Comprehensive Medical (default) MD = Medical DN = Dental IP = Inpatient OP = Outpatient LT = Long Term Care RX = Pharmacy MH = Mental Health VI = Vision PH = Partial Hospitalization SN = Skilled Nursing Payer Type Codes B = Both Institutional and Professional (default) I = Institutional Only P = Professional Only N = Nonbillable

2007 UBO/UBU Conference From Registration to Accounts Receivable 31 Coverage Type/Payer Type Example: Coverage Type/Payer Type MD / B Medical / Institutional and Professional

2007 UBO/UBU Conference From Registration to Accounts Receivable 32 Another Look at HIC entry SIT ID: STANDARD INSURANCE TABLE ADD INS CO Insurance Company Name: Aetna Health Care Additional Description: State School System Carrier Website: Customer Service HIC Status Code: T (Temporary) HIC Verification Code: U (Unverified) Coverage/Payer Type: XM/B (Medical – Inst/Prof) HIC Loc Commt: Local MTF HIC Std Commt: VPOC (Verification POC)

2007 UBO/UBU Conference From Registration to Accounts Receivable 33 Another Look at the Add Screen SIT ID: AETCA0034 STANDARD INSURANCE COMPANY ADD INS CO Insurance Company Name: AETNA HEALTH CARE Coverage Type: MD Payer Type Code: B (BOTH) INSTITUTIONAL AND PROFESSIONAL Coverage Status Code: T Coverage Verification Status: U ATTN: Medical Claims P.O. Box/St Address: PO BOX 246 Zip Code: Zip Ext: State/Country: CALIFORNIA City: SAN DIEGO Phone Number: Phone Ext: FAX Number:

2007 UBO/UBU Conference From Registration to Accounts Receivable 34 Other HIC Fields HIC Status Code S = Standard (already verified) T = Temporary D = Deactivated P = Placeholder (not enough information) C = Cancelled HIC Verification Status D = Unverified Data (OHI) U = Unverified Carrier V = Verified

2007 UBO/UBU Conference From Registration to Accounts Receivable 35 OHI Coverage Status Fields Coverage Status Code S = Standard (already verified) T = Temporary D = Deactivated P = Placeholder (not enough information) C = Cancelled Coverage Verification Status U = Unverified Coverage V = Verified

2007 UBO/UBU Conference From Registration to Accounts Receivable 36 HIC Entry Field HIC Loc Comment – MTF comments remain local Ex: Insurance contact is Mary – Additional telephone numbers – Include any special instructions for VPOC Ex: Need attention line as stated HIC Std Comment – Verification Point of Contact (VPOC) – comments shared globally Ex: Insurer merged with United

2007 UBO/UBU Conference From Registration to Accounts Receivable 37 Pharmacy Pharmacy Entries

2007 UBO/UBU Conference From Registration to Accounts Receivable 38 Pharmacy Entries Two Methods of Entry: – Coverage under a Carrier HIC Name/Carrier: First Choice HIC_ID: FIRVA 0001 Coverage Type: RX – As a Carrier (HIC) Pharmacy Benefit Mgr (PBM) HIC Name/Carrier: Express Scripts HIC_ID: EXPVA0001 Coverage Type: RX

2007 UBO/UBU Conference From Registration to Accounts Receivable 39 Another Look at the Add Screen SIT ID: AETCA0034 STANDARD INSURANCE COMPANY ADD INS CO Insurance Company Name: AETNA HEALTH CARE Coverage Type: RX Payer Type Code: B (BOTH) INSTITUTIONAL AND PROFESSIONAL Coverage Status Code: T Coverage Verification Status: U ATTN: Pharmacy Claims P.O. Box/St Address: PO BOX 264 Zip Code: Zip Ext: State/Country: CALIFORNIA City: San Jose Phone Number: Phone Ext: FAX Number:

2007 UBO/UBU Conference From Registration to Accounts Receivable 40 Pharmacy Benefit Manager All PBMs will be entered into the SIT table as a separate HIC rather than as a coverage type under another HIC carrier – Example: HIC name field: Caremark HIC ID CARVA0001 Coverage Type RX

2007 UBO/UBU Conference From Registration to Accounts Receivable 41 VPOC Queue VPOC Screens

2007 UBO/UBU Conference From Registration to Accounts Receivable 42 Sample HIC Entry/VPOC Queue

2007 UBO/UBU Conference From Registration to Accounts Receivable 43 HIC Carrier

2007 UBO/UBU Conference From Registration to Accounts Receivable 44 HIC Coverage

2007 UBO/UBU Conference From Registration to Accounts Receivable 45 OHI Fields Specific OHI Fields

2007 UBO/UBU Conference From Registration to Accounts Receivable 46 OHI New Coverage Fields Insurance Type Code And Claim Filing Code

2007 UBO/UBU Conference From Registration to Accounts Receivable 47 CHCS OHI Screen

2007 UBO/UBU Conference From Registration to Accounts Receivable 48 Insurance Type Code CI = Commercial (default) CP = Medicare Conditionally Primary GP = Group Policy (Self funded /employer based) HM = HMO AP = Auto Policy IP = Individual Policy LD = Long Term Policy LT = Litigation MB = Medicare Part B MC = Medicaid MI = Medigap Part B MP = Medicare Primary OT = Other PP = Personal Payment SP = Supplemental Policy

2007 UBO/UBU Conference From Registration to Accounts Receivable 49 Claim Filing Code Values 09 = Self-pay (default) 10 = Central Certification 11 = Other Non-Federal Programs (Self insured programs, etc.) 12 = Preferred Provider Organization (PPO) 13 = Point of Service (POS) 14 = Exclusive Provider Organization (EPO) 15 = Indemnity Insurance (Old traditional policies) 16 = Health Maintenance Organization (HMO)Medicare Risk AM= Automobile Medical BL = Blue Cross/Blue Shield CH = CHAMPUS CI = Commercial Insurance Co. (Aetna, Cigna, etc.) DS = Disability HM = Health Maintenance Organization LI = Liability LM = Liability Medical MB = Medicare Part B MC = Medicaid OF = Other Federal Program (use for Medicare) TV = Title V (Medicare Maternal Child program) VA = Veteran Administration Plan WC = Workers’ Compensation Health Claim ZZ = Mutually Defined Unknown

2007 UBO/UBU Conference From Registration to Accounts Receivable 50 Resources TMA/UBO Web site – SIT/OHI Business Rules – SIT/OHI Post Conversion Guide – SIT/OHI Implementation User Guide (IUG) TMA/UBO Helpdesk – Functional Support

2007 UBO/UBU Conference From Registration to Accounts Receivable 51 UBO Web Site TMA/UBO Web site

2007 UBO/UBU Conference From Registration to Accounts Receivable 52 Web Site

2007 UBO/UBU Conference From Registration to Accounts Receivable 53 Web Site

2007 UBO/UBU Conference From Registration to Accounts Receivable 54 Take Home Message Keep in mind: – Data quality is extremely important – Query SIT to see if your intended entry is already on the SIT Table – Use “XM” Coverage type only if pharmacy coverage is known – Cancel an entry if you make a mistake – Do not deactivate any HICs

2007 UBO/UBU Conference From Registration to Accounts Receivable 55 Summary Know what the Standard Insurance Table (SIT) is Understand the importance of the SIT Table Learn how to use the SIT Table appropriately Be aware of, and able to find resources

2007 UBO/UBU Conference From Registration to Accounts Receivable 56 Quiz True or False? The SIT Table contains the claims address of a Health Insurance Carrier (HIC) that is used for billing A valid HIC telephone number is important for verification The MTF point of contact must use their commercial telephone number