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Updated Encounter Forms Lead to Clean ClaimsClean claims are claims that are correct prior to submission. A clean claim provides accurate and sufficient information, including date and place of service, patient demographic and insurance information, diagnosis and service provided. The initial step required to ensure clean claims is a current encounter form. Encounter forms include updated procedure and diagnostic codes and adequate space for additional services provided, if not already pre-coded on the form, and space for patient and physician signature. Encounter forms must be updated annually to reflect coding changes on both the Common Procedural Terminology (CPT-4) and International Classification of Disease (ICD-9) manuals. Encounter forms must encompass the full range of levels within each coding category. For example, a new patient office visit category must include all levels for that service, including codes 99205, 99204, 99203, 99202, and 99201. This ensures that the physician has the choice of the most appropriate level of service for that encounter. After completion of an original encounter form, the physician must initial any changes that are made. Encounter forms, after billing and collection has been completed, must be filed with billing and financial records. All records should be maintained in keeping with Columbia University’s Record Retention Policy. The Record Retention Policy requires administrative and billing records be retained in their original or legally reproducible form for a minimum of six years from the date of the last encounter or three years after the patient’s age of majority. The submission of clean claims facilitates receipt of payment and reduces the number of re-submissions and adjustments. This translates into a more efficient claim processing procedure, and provides time to devote to other areas of responsibility within the practice. Please contact the Office for Billing Compliance for additional assistance in the format or revision of any encounter forms. |