Cathy Carver of CTF shares documentation tips

A big question for complex rehab providers in the middle of the coronavirus pandemic in April: What is the documentation you need to have on file to bill for a claim?

Stakeholders were pleased to see CMS waive a number of requirements in the wake of the pandemic, but they were waiting for the agency to provide some kind of guidance on how to operate in a more relaxed environment.

“We understand and appreciate the waiving of the in-person encounter (for physicians)—that does go a long way toward allowing access to continue,” said Don Clayback, executive direct of NCART. “But suppliers are still on hold in terms of what documentation needs to be on file.”

During a recent webcast, Cathy Carver, executive director of the Clinician Task Force, provided these tips:

Document who you talk to, when and how (phone, email, televideo and if in-person, where)

Document the nature of the call

Document actions taken

Document recommendations

Document any follow up needed

Document who else was in communication

Document use of PPE protocols if in-person

“From the clinicians out there, we're doing everything we can,” she said. “We're feeling pressure from suppliers to keep doing all that we can to keep them in business but also feeling pressure from our patients to help them get what they need in a safe manner. Everyone is doing their best.”

Stakeholders expected guidance to be forthcoming, with the DME MACs in April advising them to watch out for listserv updates and other
announcements.

“They have us on their radar screen,” Clayback said. “It's a matter of soon we will get the information we need.”