CMS 1500 Paper Claim Form Standard v3.3

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Purpose: The purpose of the UHIN Professional Claim (CMS 1500 02/12) Standard is to clearly describe the standard use of each Box (for print images) and its crosswalk to the HIPAA 837 005010X222A1 Professional implementation guide.  This Standard is compatible with all HIPAA requirements.

Applicability: All professional claims and encounters. For Property and Casualty claims please refer to the Property and Casualty Professional Claim (CMS 1500) Standard.

Basic Concepts: Boxes are derived from the CMS 1500 claim form.  A crosswalk from the Boxes to the ASC X12 837 005010X222A1 Professional Implementation Guide[1] is listed below showing loop and segment/element (e.g., 2010AA NM104 means Loop 2010AA, segment NM1, element 04). 

Detail:

  1. Explanations of the use of each Box are given below.
  2. Explanations regarding the use of the ASC X12 data elements are given in the ASC X12 837 005010X222A1 (the ERRATA) implementation guides.
  3. If a Box is marked “Not cross walked” this means that this data element is not carried in the implementation guide.
  4. If a Box is marked SETUP then that information will be entered in a setup screen if the provider is using UHINT. If the Box is marked (setup) then some of the information will come from the setup screen and some from the page.  Other translators may handle this information differently.
  5. An ** indicates that this requirement is unique to UHIN. None of the UHIN requirements contradicts the HIPAA use of the implementation guide.
  6. All Boxes which are required by the implementation guide for all claims are marked REQUIRED. Everything else is used under the conditions described in the implementation guide.  Providers are responsible for knowing when certain Situational data elements are required in the implementation guide.
  7. All data edits on electronic data will conform to the edits outlined in the HIPAA implementation guide.
  8. Claim forms must be type-written (computer generated, typed, machine generated, etc.). Hand-written claim forms may be returned.

 

Crosswalk to the HIPAA Professional Implementation Guide/Addenda

Box Detail:

Out of Form:  Top-right

            X12 map:

                  Line 1: Destination Payer[2] Name    REQUIRED

                        2010BB NM103

                  Line 2 & 3: Destination Payer address           (Not Required)

                        2010BB N3

                  Line 4 City, State and Zip

                        2010BB N4

                  Line 5 left: Destination Payer - Payer responsibility sequence number                  REQUIRED

                        2000B SBR01

Out of Form:  Top-Left

Scannable QR code that takes the user to the NUCC CMS-1500 landing page.

Box 1.        Type of Health Insurance Coverage.   REQUIRED  

Check the type of health insurance coverage applicable to the claim.                    

X12 map:

2000B SBR09  

 

Box 1a.      Insured’s ID number (individual to each carrier).   REQUIRED if the Insured is a person

The box allows for 20 spaces. Do not use any dashes (-) or spaces.                              

                   X12 map:

                        2010BA NM109                

Box 2.        Patient’s Name.     REQUIRED

Use a comma as the indicator to separate the last name, first name and middle initial.  

                   X12 map:

                        When patient = subscriber:

2010BA NM103, NM104, NM105, NM107 (Last, First and Middle Name and generation respectively)

                        When patient ≠ subscriber:

2010CA NM103, NM104, NM105, NM107 (Last, First and Middle Name and generation 

Box 3.        Patient’s Birth Date and Sex.  REQUIRED

The century must be used. (MMDDCCYY).  Translator will read the code in Box 6 (Relationship). Translator will read the checked box in Sex and crosswalk to the appropriate X12 code.  Use X12 code “U” as needed for Unknown.   Print X12 code “U” to the right of the Female check box.                

                   X12 map:

                        When patient = subscriber:

                             DOB: 2010BA DMG02

                             Sex: 2010BA DMG03 

                        When patient ≠ subscriber:

                             DOB: 2010CA DMG02

                             Sex: 2010CA DMG03

Box 4.        Insured’s Name.   REQUIRED

The patient’s name can be different than the name of the insured.  Name of Insured will be left blank if Medicare is primary or insured equals patient. Use a comma as the indicator to separate the last name, first name and middle initial.  For Workers Compensation the “Policy Holder/Owner” could be a non-person (the Employer or Business name would be sent here)                    

                   X12 map:

2010BA NM103, NM104, NM105, NM107 (Last, First and Middle Name and generation respectively)

Box 5.        Patient’s Address.  REQUIRED IF KNOWN

If unknown for STREET (N301), enter, “UNKNOWN”.

                   X12 map:

      When patient = subscriber: 2010BA N301, 02, N401, 02, 03

      When patient ≠ subscriber: 2010CA N301, 02, N401, 02, 03

Box 6.        Patient’s Relationship to the Insured.  REQUIRED

Mark an X in the appropriate box if “Self”, “Spouse”, “Child” or “Other” is sufficient.  Translator will read the checked box in Box 6 (Relationship) and crosswalk to the appropriate X12 code.  Use X12 codes as needed for additional relationships.   For relationships other than spouse, child or other, print X12 code in the “Other” check box.  Translator will read code. 

                  X12 crosswalk codes for paper

                        Self = 18

                        Spouse = 01

                        Child = 19

                        Other relationship= G8

                  ‘Other’ codes for X12:

20 Employee

21 Unknown

39 Organ Donor

40 Cadaver Donor

53 Life Partner

 

                        When patient = subscriber: 2000B SBR02 (only “Self” is allowed in this case)

                        When patient ≠ subscriber: 2000C PAT01

Box 7.        Insured’s Address. Required when Box 4 is populated. If unknown, leave blank.

For Workers Compensation the Employer or Business address would be sent here. If unknown for street (N301), enter, “UNKNOWN”.

                  X12 map:

2010BA N301, 02, N401, 02, 03

Box 8.        RESERVED FOR NUCC USE. Not cross walked

Box 9.        Other Insured’s Name. 

If the insured is covered under a second policy enter the last name, comma, first name, comma and middle initial of the person who holds the secondary insurance.  If there is no secondary insurance carrier, leave Boxes 9 and 9(a-d) blank.

In the case where there are more than two payers on a claim, and the provider is sending the claim to a payer who is not primary (the payer receiving the claim is called the destination payer), Boxes 9 will always carry the primary insurance company information.  Boxes 11 will always carry the destination payer information. 

            X12 map:

                        2330A NM103, NM104, NM105, NM107

Box 9a.      Other Insured’s Policy or Group Number. 

The policy or group number of the insurance policy         mceclip0.png

                  X12 map:   

                        2320 SBR03

If the person has a group# and a policy# put them side by side and separate the two with a “/” (forward slash).                  

If both the group and policy number are needed the SBR segment will need to be repeated.

                  X12 map: (group number)   

                        2320 SBR03                                                                

                  X12 map (policy number)

                        2320 SBR03

Box 9b.      RESERVED FOR NUCC USE

Not cross walked 

Box 9c.      RESERVED FOR NUCC USE

Not cross walked

Box 9d.      Insurance Plan Name or Program Name. 

The plan or program name of the insurance policy.  For example: Regence Blue Cross Blue Shield (plan name) ValueCare (program name). Right justified “Other” payer responsibility sequence code

                  X12 map:

                        2330B NM103, or 2320 SBR04

                  “Other” payer responsibility sequence code

                        2320 SBR01                      

Box 10. Is Patient’s Condition Related to:    

mceclip1.png         

Box 10a.    Employment?                                                                               

                  Check “Y” or “N” or leave blank if not known.

                  X12 map:

                        2300 CLM11-1, -2, (Output an ‘x’ in appropriate box.  Translator

                        will map correctly.)

Box 10b.    Auto Accident?  

                  Check “Y” or “N” or leave blank if not known and indicate State code.

                  X12 map:

2300 CLM11-1, -2, CLM11-4 (state code) 1. (Output an ‘x’ in appropriate box.  Translator will map correctly.)

Box 10c.    Other Accident?  

Check “Y” or “N” or leave blank if not known.   (Output an ‘x’ in appropriate box.  Translator will map correctly.)

                  X12 map:

                        2300 CLM11-1, -2

Box 10d.    CLAIM CODES (Designated by NUCC)

 

Box 11.      Insured’s Policy, Group or FECA Number.           

Boxes 11a and 11 contain information on the insurance company to which the claim is being submitted (destination payer). Boxes 11 (a-d) always contain information on the destination payer.        

If the destination payer subscriber’s identification card shows a Policy, Group, or FECA number, then output that number here.

            X12 map:

                  2320 SBR03

If the person has a group# and a policy# put them side by side and separate the two with “/” (forward slash).        

                      mceclip2.png

                      Always list the group number first.

                      Note: Insured’s ID number is out-put in box 1a.

            X12 map:

                   2000B SBR03 

The SBR segment is repeated only once the payer must choose to crosswalk either the policy or group number                    

Box 11a.    Insured’s Date of Birth and Sex 

The century must be used. (MMDDCCYY). Translator will read the checked box in Box 11a (Sex) and crosswalk to the appropriate X12 code. To use “Unknown” print “U” to the right of the Female check box (see example in 9a). Translator will read code.  

                  X12 map:

                        DOB: 2010BA DMG02

                        Sex: 2010BA DMG03

Box 11b.    OTHER CLAIM ID (Designated by NUCC)

Not cross walked 

 

Box 11c.    Insurance Plan Name or Program Name. 

This is the insurance plan or program name of the insured. The name of the payer is carried at the top of the form. 

            X12 map:

                  2000B SBR04

mceclip3.png     

Box 11d.    Is there Another Health Benefit Plan? ”Y” or “N”.     

                  Not cross walked

Box 12.      Patients or Authorized Person’s Signature and Date.  REQUIRED

mceclip4.png
Box 12 indicates that the patient has given their permission for the provider to share their medical data for the purposes of collecting payment. {SOF = signature on file}  

Use X12 codes : SOF                                 

            X12 map:

                  2300 CLM09

The date does not cross walk (The claim date is equal to the date the claim was transmitted.)

If more than one payer is involved on the claim, the provider must indicate for the other payer (the payer in Boxes 9) whether they have a signature on file.  See the example in Box 13 (below).

            X12 map:

                  2320 OI06

Box 13.      Insured’s or Authorized Person’s Signature for the Assignment of Benefits.  REQUIRED

Box 13 indicates that the patient has given their permission for the provider to collect payment from the insurer. {SOF = signature on file}  

mceclip5.png

            Use X12 codes 

            X12 map:

                 2300 CLM08

Box 14.      Date of Current Illness, Injury, Pregnancy:

Give the date of the first symptom on the illness, the date of the injury or the last menstrual period as appropriate.  If accident (Box 10b or 10c) is “Y”, this box must be completed (MMDDCCYY).

 mceclip6.png

            X12 map:

                  2300 DTP03 when DTP01 = 431 (first symptom)

                  2300 DTP03 when DTP01 = 439 (accident)

Date of Accident):  REQUIRED when CLM11-1 or CLM11-2 has a value of “AA”, “OA” or “EM” (and this claim is the result of an accident)

                  2300 DTP03 when DTP01 = 484 (LMP)

                  Print the DTP01 code on the right side of the box. Only one date is allowed.

Box 15.      OTHER DATE

Not cross walked 

Box 16.      Unable to Work. 

Dates patient is unable to work in current occupation.  From (MMDDCCYY) to (MMDDCCYY). This information is required when a provider has given a work release to the patient for a specific period of time.

 

            X12 map:

                  From Date: 2300 DTP03 (DTP01 = 297)

                  To Date: 2300 DTP03 (DTP01 = 296)

Box 17.      Name of Referring Provider or other source. 

UHIN recommends that providers standardize how this information is entered into their practice management system.   UHIN recommends that providers enter name of referring physician as last name, first name, middle name.

Recommend entering the primary care provider if appropriate.  If unknown, then enter physician who referred patient to the provider submitting this claim.  Enter qualifier to identify which provider is being reported. Translator must determine how to assign the correct qualifier (NM101).

2310A NM103, NM104, NM105, NM107 (Last, first, middle, name and generation respectively)

Box 17a.    ID Number of Referring Provider.  

The ID of the referring provider is assigned by the payer.  Do not use any spaces or dashes (-). 

            X12 map:

                  2310A REF02   REF01 = Qualifier (See CMS 1500 Instructions for Box 17A for List of qualifiers)

mceclip7.png

 

Example: To the Right of Box 17A the Qualifier G2 is used to identify the type of number (333224444) sent in the next box.  (Please note there are no spaces or special characters in the number)

Box 17b.    NPI Number of Referring Provider.  

Enter NPI without spaces or special characters. (See example for 17A)

            X12 map:

                  2310A NM109 NM108=XX

Box 18.      Hospitalization Dates Related to Current Services. 

Fill in the “From” and “To” dates.

            X12 map:

                  From Date: 2300 DTP03 (DTP01 = 435)

                  To Date: 2300 DTP03 (DTP01 = 096)

Box 19.      Reserved for local use:

Use KEY WORDS to allow the provider to map many things to this box.  Providers do not have to use these mappings but they may find it helpful in avoiding ‘off-claim’ data” The use of key words may also be used on the printed form.  See the implementation guide.  Limit of three data elements. 

Date format = CCYYMMDD.

mceclip8.png

To use Box 19 for notes:  Output “ADD” for a claim level note, 2300 NTE02 [NTE01=ADD]

mceclip9.png

Claim Level Patient Responsibility – If the amount due in Box 30 is different than claim level pt responsibility then report as PR (patient responsibility):01(use appropriate CARC code) and the amount

Example PR:01:100.52 = Patient Responsibility $100.52 (2320 CAS)

mceclip10.png

Box 20.      Outside lab? 

Not cross walked

Box 21.      Diagnosis or Nature of Illness or Injury. Required

ICD-9.CM or ICD-10.CM codes are placed in this section. To differentiate between ICD-9-CM and ICD-10-CM Diagnosis Codes use the “ICD Ind.” Field located in Box 21. The indicator options are (9) for ICD-9 or (0) for ICD-10.The paper form allows for twelve diagnosis. If more diagnoses need to be sent please see the electronic claim format.

A maximum of 12 diagnoses may be recorded.

mceclip11.png 

 

                        X12 map:

                        HI01-1 through HI08-1

                        HI09-1 through HI12-1 (Use if you need to report additional diagnoses).

Box 22       Payer’s Original Claim Number  

Use for Payer claim number (for any payer) on resubmitted claims. When the claim number is sent use one of the following claim frequency codes in the Box 22 Code field:

                        7 = Replacement

                        8 = Void

                  X12 map:

                        2300 CLM05-3 Use appropriate Claim Frequency Code

                        2300 REF02 (REF01=F8 Original Reference Number)

Box 23.      Prior Authorization Number.   

Three different numbers may be placed in this box: CLIA (Clinical Laboratory Improvement Act), prior authorization, and/or referral number.  Any combination of these numbers can be output as long as they fit into one line. Providers must output the qualifier for each type of number so that the translator can know which field to crosswalk the number to (see example).  Each qualifier is followed by a colon as shown in the example.  Individual numbers are separated by a “/” (forward slash)

CLIA: Providers must output highest level CLIA Number.  If additional CLIA numbers are needed they must go on another page. The qualifier for CLIA is X4.

 mceclip12.png

Prior authorization: Providers would output the

Prior authorization number (if any) for the destination payer. The qualifier for the prior authorization number is G1.

Referral:  Providers would output the referral number (if any) for the destination payer.  The qualifier for the referral number is 9F.

                  X12 map:

                        2300 REF02 (when REF01 = 9F, G1, or X4)            

 

Box 24 Shaded Area Uses –all information should be left justified using the appropriate qualifiers

Line level Note: Enter ADD or ZZ to indicate a line level note. A narrative description for an unspecified code can be a line level note. For notes in X12 map to 2400 NTE02 (NTE01 = ADD)

Anesthesia Minutes: Report begin and end time and/or minutes. Minutes must be preceded by an MJ or 7 qualifier. Example: “MJ60” = 60 minutes. For minutes in X12 map to 2400 SV104 where SV103=MJ.

Payments reported from other payers – See Example below

If multiple payers have paid on the claim payment totals must be combined. Patient responsibility must reflect the final remaining amount owed.

NDC Billing – See Example Below

Use when required by payer per contract

 

Other Payer Payment Example

The Group COB code, Adjustment Reason Code and the amount should be reported in the line that is affected.  Example Line 1 shows:

                  Prior payer(s) payment (T) 400.00

                  Patient Responsibility (PR:01) 100.00

                  Prior payer(s) contractual write-off or adjustment amounts (CO:45) 67.00

                     Please use the x12 reason codes for the adjustments returned in the Electronic or Paper EOB.

 mceclip13.png

                  X12 map:                       

                        2430 SVD02 = Prior Payer(s) Payments [T]

                        2430 CAS03 = Patient Responsibility

                        2430 CAS03 = Adjustment Amounts

 

NDC Billing

If a provider is billing using NDC code (done under contract with a payer), then the shaded line boxes are used as shown below: If procedure has multiple NDC’s (compound drug) report additional NDC’s on subsequent lines.

                  X12 map:

                        2410 LIN02 = NDC number preceded with N4 qualifier (LIN01=N4).

2410 REF02 = Prescription number (Place a forward slash “/” immediately after the NDC number followed by the prescription number)

2410 CTP05-1 = Units qualifier. (GR, MI, ME, UN, F2, ML)

2410 CTP04 = Number of units (place the number of units immediately after the units qualifier)

Example of One service line with 3 drugs                                                            

 mceclip14.png 

Box 24a.    Dates of Service.  REQUIRED

(MMDDYY)

                  X12 map:

                        2400 DTP03 (DTP01 = 472) Payers will need to assume century 2000 in keying instructions.

Box 24b.    Place of Service.  REQUIRED

Use CMS Place of Service Standard Codes (see http: //www.hcfa.gov/medicaid/poshome.htm. for the complete code list)

                  X12 map:

                        2400 SV105

Box 24c.    Emergency Indicator

Y” for Yes or “Blank” for No

                  X12 map:

                        2400 SV109

Box 24d.    Procedures, Services or Supplies and appropriate modifiers.  REQUIRED

Use standard HCPCS/CPT codes. 

                  X12 map:                                                                                                            

                        2400 SV01-2 (proc code) and SV101-3 -4, -5, -6 (Modifiers)

Procedure codes will be mapped to the HCPCS (CPT) qualifier unless the provider outputs another allowed procedure code qualifier (IV = HIEC code, ZZ = Worker’s Compensation Jurisdictional code are allowed for non-HIPAA claims).

Box 24e.    Diagnosis Pointer.  REQUIRED

This is an indicator box (pointer box) for Diagnosis Code (Box 21).  The letter A-L in the appropriate order refers back to the diagnosis code(s).  The position of A-L references the diagnosis for which the service was rendered as indicated in Box 21. There are six Diagnosis Pointer lines and only four pointers (letters) are allowed per line (e.g. “ABCD”), even though the paper form allows 12 diagnoses. Electronic submission allows for 12 diagnosis codes. The pointer in the electronic transaction may be different than the paper form.

                  X12 map:

                        2400 SV107-1, -2, -3, -4

Box 24f.     Dollar Charges.  REQUIRED

The monetary charges for each line item.  Zero is an acceptable amount. Negative charges are not     allowed.

                  X12 map:

                        2400 SV102

Box 24g.    Days or Units.  REQUIRED

Days or Units.  Units are equal to the number of times the procedure was performed.  If no minutes are present, units have to be at least “1".  When both minutes and units are required to be sent, send the units in 24 G, report the minutes and other supplemental information in the shaded area provided above line 24.

The qualifier is assumed to be UN. If reporting minutes use qualifier MJ before the number of minutes.

                   X12 map:

                        2400 SV103 (unit qualifier), SV104 (unit amount)

Box 24h.    EPSDT Family Plan.

Early and periodic screen for diagnosis and treatment of children (EPSDT) involvement indicator.   An “X” in this box will crosswalk to a “Y” in SV111 indicating there is EPSDT involvement.

                  X12 map:

                        2400 SV111

Family planning involvement indicator.  A “Y” in this box will crosswalk to a “Y” in SV112 indicating family planning.  

                  X12 map:

                        2400 SV112

Box 24i.     Rendering Provider ID Number Qualifier (Shaded Area)

This qualifier indicates the type of number being sent for the Rendering Provider in the shaded area of Box 24J.

  • 0B State License Number
  • 1G Provider UPIN Number
  • G2 Provider Commercial Number
  • LU Location Number
  • ZZ Provider Taxonomy

                  X12 map:

                        2420A REF01 (See CMS 1500 Instructions for Box 24i for List of qualifiers)

                        2420A PRV02 (ZZ=PXC).

Box 24j.     Rendering Provider Identifier - Only one rendering provider allowed per claim

Non-NPI number output in shaded area with appropriate qualifier

                    See CMS 1500 Instruction Manual

NPI number output in un-shaded area. This identifier is required when different from the NPI sent in Box 33A.

 mceclip0.png

                  X12 map (Non-NPI/shaded area):

                        2420A REF02 (REF01 Appropriate Qualifier)

                        2420A PRV03 (REF02 =PXC)

                  X12 map (NPI/un-shaded area):

                        2420A NM109 NM108 = XX                                          

Box 25.      Federal Tax ID.  REQUIRED 

Federal Tax ID or SSN of provider who receives reimbursement.  Do not use any spaces or dashes (-).

                  X12 map:

                        2010AA REF02

                        Paper claim:  Print TIN of provider receiving reimbursement and check EIN or SSN box.

 

Box 26.      Patient’s Account Number.  REQUIRED

This number is assigned by the provider to identify this individual claim.  It should be unique to each submitted claim (like an invoice number). Providers are limited to a maximum of 20 characters (alpha-numeric).

                  X12 map:

                        2300 CLM01

Box 27.      Accept Assignment? REQUIRED 

Does the provider accept Medicare assignment: “Y” or “N”?

                  X12 map:

                        2300 CLM07

Box 28.      Total Charge.  REQUIRED

Total of all charges reported in box 24f.

                  X12 map:

                        2300 CLM02

Box 29.      Amount Paid. 

Indicate amount previously paid on claim by other payer(s). It is recommended only money received should be reported in this box.

                  X12 map:

                        2320 AMT02 when AMT01 = D (Payer amount paid).  

Box 30.      Rsvd for NUCC Use

Not cross-walked.

                  X12 map: (if there is information in box 29)

                        2320 CAS03 (CAS01=PR)

Box 31.      Physician’s Signature, Credentials and Date. REQUIRED

The information carried here is for the Rendering provider.  Date format MMDDCCYY

                  X12 map:

                        Date: Header BHT04 – REQUIRED (assigned by translator; don’t need to output)

                        Signature:  2300 CLM06.  REQUIRED

                                    Print “Y” or “N” in Box 31 or type “Provider signature on file” (crosswalk to “Y”).

                  Output name of rendering provider.  If the Rendering provider is not the Billing/Pay-to provider, then

                  X12 map:

                        2310B NM103, 04

Box 32.      Name and Address of Facility where Services were rendered (other than home or office).

This box may be used to enter Service Facility Location (2310C)

                  X12 map:

                        2310C NM101 qualifier

                        2310C N301, N401, N402, N403, N404 for service facility location

 

Box 32a     Facility NPI

Required when information is sent in Box 32

                  X12 map

                        2310C NM109 

Box 32b     Facility Secondary Identifier

Additional secondary identifiers (legacy) when the primary identifier is sent in box 32a  or primary identifiers for those entities that do not have or are not eligible for an NPI and no data is sent in box 32a. 

                  X12 map

                        2310C REF02

                  Qualifiers are required for all identifiers placed in this box.

                        0B State License Number

                        G2 Provider Commercial Number

                        LU Location Number

                        ZZ Taxonomy                

Example: 1CXXXXXXXXXX (Please note there are no spaces or special characters in the number)

 

Box 33.      Billing Provider Name, Address, Zip Code and Phone Number. Required

This is information on the provider who receives reimbursement.  This Address may be the address affiliated to the payers contract address.

Output the name of the reimbursement provider. 

                  X12 map:

The translator vendor must have a method to distinguish which X12 loop to map this information into. 

                  Name - REQUIRED

                        2010AA NM103, NM104, NM105, NM107

                  Address  - REQUIRED

                        2010AA/AB N301, N401, N402, N403

                        It is recommended that a 9 digit zip code is used

                        This address is where the provider would like to have payment sent.

Payers may use this address or an address maintained in their enrollment system for payment distribution.

                  Phone Number

                        2010AA/AB PER04

 

Box 33a     Billing Provider NPI REQUIRED when assigned

                  X12 map:

                        2010AA NM109

Note: The rendering provider is carried at the line level.

Box 33b     Billing Provider Secondary Identifier

Additional secondary identifiers when the primary identifier is sent in box 33a  or primary identifiers for those entities that do not have or are not eligible for an NPI and no data is sent in box 33a. 

                  X12 map:

                        2010AA REF02 (Tax ID number).

                        2000A PRV03 (ZZ=PXC)

                        Qualifiers are required for all identifiers placed in this box.

                            EI Employer’s Identification Number

                            SY Social Security Number The social security number may not be used for Medicare.

                            ZZ Taxonomy

 

Example: 1CXXXXXXXXXX (Please note there are no spaces or special characters in the number)

 

Implementation Issues:

  1. This Standard shall be implemented with the implementation of the HIPAA 5010 Professional implementation guide.
  2. The HIPAA 837 transactions shall be implemented in conjunction with a 999 Functional Acknowledgement and a 277Claim Acknowledgement transaction.

 

Payer Implementation Issues:

  1. The first pointer designates the primary diagnosis. Remaining diagnosis pointers indicate declining level of importance. Only six pointers are allowed even though the paper form allows 12 diagnoses. The pointers in the electronic transaction may be different than the paper form.

Provider Implementation Issues

  1. The Standard must be implemented by Jan 2012 or with implementation of 5010.
  2. Due to Optical Character Recognition system parameters, it is preferred that the CMS1500 form that is printed in red be used by the provider.
  3. Transition Timeline to revised 1500 Claim Form (version 02/12)

January 6, 2014: Payers begin receiving and processing paper claims submitted on the revised 1500 Claim Form (version 02/12).

January 6 through December 31, 2014: Dual use period during which payers continue to receive and process paper claims submitted on the old 1500 Claim Form (version 08/05).

January 1, 2015: Payers may choose to only accept the new form (version 02/12) and reject the old form (version 08/05).

  1. When multiple services are performed, a certain service may relate to a certain diagnosis. When multiple services are performed on a single encounter, providers must enter the diagnosis reference number in “Diagnosis Pointer” field box 24E, to point each service to the appropriate diagnosis.

Form Locator Detail

Box 1.         Type of Health Insurance Coverage. Check the type of health insurance coverage applicable to the claim.

Box 1a.       Insured’s ID number (individual to each carrier).  The box allows for 29 spaces. Do not use any dashes (-) or spaces.

Box 2.         Patient’s Name. Use a comma as the indicator to separate the last name, first name and middle initial.

Box 3.         Patient’s Birth Date and Sex.  (MMDDCCYY) The century must be used.

Box 4.         Insured’s Name.  The patient’s name can be different than the name of the insured.  Name of Insured will be left blank if Medicare is primary.  Use a comma as the indicator to separate the last name, first name and the middle initial.

Box 5.         Patient’s Address. 

Box 6.         Patient’s Relationship to the Insured. 

Box 7.         Insured’s Address. 

Box 8.         Reserved for NUCC Use

Box 9.         Other Insured’s Name.  If the insured is covered under a second policy enter the last name, comma, first name, space and middle initial of the person who holds the secondary insurance.  If there is no secondary insurance carrier, leave Boxes 9 and 9a - d blank.

Box 9a.       Other Insured’s Policy or Group Number.  The policy or group number of the secondary insurance policy.  If Medigap, then indicate as “Medigap” prior to name.

Box 9b.       Reserved for NUCC Use

Box 9c.       Reserved for NUCC Use

Box 9d.       Insurance Plan Name or Program Name.  The plan or program name of the secondary insurance policy.

Box 10a.     Is Patient’s Condition Related to Employment?  Check “Y” or “N”, or leave blank if not known.

Box 10b.     Is Patient’s Condition Related to an Auto Accident?  Check “Y” or “N”, or leave blank if not known and indicate State code.

Box 10c.     Is Patient’s condition Related to Other Accident?   Check “Y” or “N”, or leave blank if not known.

Box 10d.     Claim Codes (Designated by NUCC)

Box 11.       Insured’s Policy Group or FECA. Boxes 1 and 1a contain information on the insurance company to which the claim is being submitted.  Boxes 11 (a-d) contain information on the primary insurance unless the claim is being submitted to the primary insurer.  If there is not insurance prime to that listed in Boxes 1/1a, providers must write “none” in Box 11.  If the claim is being submitted to the secondary or other insurance carrier, then Box 11 has information on the primary insurance company.

Box 11a.     Insured’s Date of Birth (MMDDCCYY) and Sex. The century must be used. If box 11 = “none”, then leave box 11a blank.

Box 11b.     Other Claim ID (Designated by NUCC)

Box 11c.     Insurance Plan Name or Program Name.  Primary Insurance Plan Name or Program Name.  Medicare will put an address here.  If Box 11 = “none”, then leave box 11c blank.

Box 11d.     If there another Health Benefit Plan? “Y” or “N”.

Box 12.       Patients or Authorized Person’s Signature and Date.  “Y” or “N” in electronic format, meaning the signature either is, or is not on file at the provider’s office.  Box 12 indicates that the patient has given their permission for the provider to share their medical data for the purposes of collecting payment.

Box 13.       Insured’s or Authorized Person’s Signature for the Assignment of Benefits.    “Y” or “N” in electronic format, meaning the signature either is, or is not on file at the provider’s office.  Box 13 authorizes the provider to collect payment for the services described on the claim.

Box 14.       Date of Current Illness, Injury, Pregnancy (LMP).  Give the date of the first symptom on the illness, the date of the injury or the last menstrual period as appropriate.  If accident (Box 10b or 10c) is “Y”, this box must be completed (MMDDCCYY).

Box 15.       Other Date.  If patient has had the same or similar illness, give first date (MMDDCCYY).

Box 16.       Unable to Work.  Dates patient is unable to work in current occupation.  From (MMDDCCYY) to (MMDDCCYY).

Box 17.       Qualifier and Name of Referring Physician or other source.  UHIN recommends that providers standardize how this information is entered into their practice management system.   UHIN recommends that providers enter name of referring physician as last name, first name, middle name.

Box 17a.     ID Number of Referring Provider.   Referring Provider ID is unique to each payer.  Do not use any spaces or dashes (-). 

The qualifier indicating what the number represents should be reported in the qualifier field to the immediate right of17a:  See appendix A

Box 17b.     NPI Number of Referring Provider.

NPI number of the referring provider, ordering provider, or other source in Box 17b.

Box 18.       Hospitalization Dates Related to Current Services.  Fill in the from (MMDDCCYY) to (MMDDCCYY).

Box 19.       Local Use – see above for usage

Medicare has a list of data elements which should be included in Box 19.  Probably the most common use is “date last seen” or “date of last x-ray”.  However, there are also words (e.g., “Homebound” which could be put in Box 19.  Therefore, if one is submitting claims electronically, the K3 segment in the CLM should be linked to Box 19 rather than a DTP.

Providers may send Claim Level Patient Responsibility Amount PR01:25 = Patient Responsibility $25.00 or PR01:25.50=Patient Responsibility $25.50

Box 20.       Outside lab? $Charges    Does the claim include charges from an outside lab?  “Y” or “N”.

Charges:  The charges that were incurred by the lab work.

Box 21.       Diagnosis Codes. There is room for 12 diagnosis codes (A-L) on paper. They are referenced in Box 24E. It is recommended that Diagnosis Codes be a required field using a valid ICD-9.CM or ICD-10CM code.

Box 22.       Payer’s Original Claim Number.  List the resubmission code in the Code area and the original reference claim number for resubmitted claims. See payers’ specific regulations for code usage.

The list of valid resubmission code are: 7 = Replacement 8 = Void

Box 23.       Prior Authorization Number.   Enter any of the following Prior Authorization, Referral Number, Mammography pre-certification number or Clinical Laboratory Improvements (CLIA) Number.  For insurance companies which utilize the prior authorization process.  Up to 15 positions, alpha-numeric.  The number is unique to each claim and each insurance company.

Box 24        Shaded Area Uses

Information that can be entered in the shaded areas of Box Number 24 A – F when required by payer

  • Start and end times for Anesthesia
  • Anesthesia minutes
  • Narrative description of unspecified codes
  • National Drug Codes (NDC) for drugs
  • Vendor Product Number – Health Industry Business Communications Council (HIBCC)
  • Product Number Health Care Uniform Code Council – Global Trade Item
  • Number (GTIN), formerly Universal Product Code (UPC) for products
  • The following identifiers are to be used when reporting these services.
  • N4 National Drug Codes (NDC)
  • VP Vendor Product Number Health Industry Business Communications
  • Council (HIBCC) Labeling Standard
  • OZ Product Number Health Care Uniform Code Council – Global Trade Item
  • Number (GTIN) services.
  • Line level Third Party Payment/Patient Responsibility/Reason Codes for COB. (Use ANSI 837 Standard Claim Adjustment Reason Codes)

Box 24a.     Dates of Service (MMDDCCYY). 

Box 24b.     Place of Service.  Place of Service Standard Codes are available on the CMS web site. See Appendix B for the link.

Box 24c.     Emergency Indicator.  Use a “Y” to indicate the services are defined as emergency.  Leave the field blank if not an emergency.

Box 24d.     Procedures, Services or Supplies and appropriate modifiers.  Use standard HCPCS/CPT codes.  Anesthesia minutes should be noted in this field on the line following the procedure performed.  This is a required field.

Box 24e.     Diagnosis Pointer Indicator Box.  This is an indicator box for Diagnosis Code (Box 21).  The letters A-L in the appropriate order refer back to the diagnosis code. Do not use commas. The position of the letter (example ABCDEFGHIJKL), references the diagnosis for which the service was rendered as indicated in Box 21.

Box 24f.      Dollar Charges.  The monetary charges for each line item.

Box 24g.     Days or Units.  Units are equal to the number of times the procedure was performed. If no minutes are present, units have to be at least “1".  When both minutes and units are required to be sent, send the units in 24 G, report the minutes and other supplemental information in the shaded area provided above line 24.

                  Please see UHIN Anesthesia Standard for complete Anesthesia requirements

Box 24h.     EPSDT Family Plan. 

Box 24i.      Rendering Provider ID Number Qualifier. Enter the qualifier identifying the number sent in box 24j.  Valid values are in Appendix A.

Box 24j.      Rendering Provider Identifier. Enter the NPI number in the non-shaded area of the box. Enter the non-NPI number in the shaded area of the box.

Box 25.       Federal Tax ID.  Federal Tax ID or SSN of service provider.  Do not use any spaces or dashes (-).

Box 26.       Patient Account Number.  This number is assigned by the provider to identify this account.  This is an alpha-numeric non-standard field for the providers.

Box 27.       Accept Assignment? Does the provider accept Medicare assignment: “Y” or “N”?

Box 28.       Total Charge.

Box 29.       Amount Paid.  Indicate amount previously paid on claim (by patient or other payer).

Box 30.       Rsvd for NUCC Use

Box 31.       Physician’s Signature, Credentials and Date.

Box 32.       Name and Address of Facility where Services were rendered (other than home or office).

Box 32a.     Facility NPI Number. Indicate the NPI number of the Servicing Facility in box 32.

Box 32b.     Facility Secondary Identifier. Enter the two digit qualifier of the non-NPI number followed by the number.  Valid qualifiers are in Appendix C.

                  EXAMPLE: 1D870000000000

                  Please note there are no spaces or any special characters between the qualifier and the actual number.

Box 33.       Billing Provider Name, Address, Zip Code and Phone Number

Box 33a.     Billing Provider NPI.  Indicate the NPI number of the Physician, Supplier in box 33

Box 33b.     Billing Provider Secondary Identifier. Enter the two digit qualifier of the non-NPI number followed by the number.

 

 

History: (MM/DD/YY)

 

 

Original

(v 3.0)

A* 1

A 2

A3

ORIGINATION DATE

4/06/2010

8/1/2013

12/20/2013

6/11/2014

APPROVAL DATE

08/01/2012

10/09/2013

1/9/2014

8/4/2014

EFFECTIVE DATE

09/01/2012

11/06/2013

2/5/2014

8/6/2014

 

* A = Amendment

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

CMS 1500 (02/12) Cross Walk Example

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[1] Available at the Washington Publishing Company web site, http::/www.wpc-edi.com

[2] The destination payer is the payer receiving the claim.

 

 

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