Additional fields for required Office Location numbers by agency office location for Ohio Passport claims are now available with Main office software version 3627 dated 06/05/18. Agencies will need to enter each office Passport location number for each office location in Office tab in software Set Up. When generating claims in the ANSI 5010 billing screen, agencies must generate claims by Office. Agencies will not have to delete the previous Passport location number that had been entered in the ANSI Set Up tab for the Insurance. Agencies do not need to enter the NPI or Tax ID number for each Office if the numbers are the same as the set up in the Agency tab. Agencies should not have an Office applied to the Insurance set up screen.

Agencies now have a new field in Insurances/Insurance Company tab to enter an OASIS M0150 Payment Source for each Insurance Company in the agency data base.  Once a default payment source is entered, the M0150 response will auto-populate based upon the Insurance company applied to the OASIS document being completed by agency staff.  The default will populate for both OASIS Only and Comprehensive OASIS documents.

Available with Main Office Software Version 6109 dated 02/22/2017, a new system security setting has been created specifically for State Surveyors.  State surveyors will only be able to access the Document View screen from the main Menu screen.  Agencies will need to add an Employee as State Surveyor in the Employee database.  In Set Up/System security select the surveyor Employee name and “Add”.  The software will assign the unique user ID.  The agency will need to update the password.  Once the User name and password has been completed, in the General tab, the new setting”Document View” will need either a 1 to only allow the surveyor to view documents or a 2 to allow the surveyor to view and print documents.

Effective April 1, 2017 the HIS discharge will require agencies to report the number of visits performed by discipline on day of patient death and up to 7 days prior to death.

The service types to be included are:  Registered Nurse, LPN, MSW, Physician (also includes physician assistant and nurse Practitioner), Chaplain or Spiritual Advisor, Home health Aide

Service Code Stats Group options have been updated to include the additional options of Physician, Nurse Practitioner and Physician Assistant .

Sub group options have been historically available for the LPN.

Agencies will need to ensure they have the service code established for each of the listed visit types that will be included in the Utilization Summary.

Some of the visit types are not reported on claims such as the Chaplain or Spiritual visit.  Agencies will need to record these visits in the software.  If a service code is not already established for these visits, the software will not include any visit with a zero dollar billing amount on claims.    By leaving the Billing dollar amount in Service Setup as  $ 0.00 for the Chaplain service code, the agency will be able to record the visit for the utilization summary and ensure the visit is not included on a claim.

Agencies that utilize more than one service code with a stats group of HHA or RN or LPN and only certain of service codes for that group should be included in the Hospice HIS Discharge Service utilization Summary and additional check box has been added to the service set up screen.  For those service code not to be included in the service utilization, agencies should mark the check box, “Exclude from HIS Service Utilization Summary”.

Continue to monitor Allegheny Messages for further updates related to the HIS Admission and Discharge Item set availability.

Agencies who have not already established system security for employee access to HHC 3000 are putting patient Protected Health Information at risk under HIPAA requirements.  HHC 3000 System security provides agencies with the ability to assign a unique user name and password for each employee.  Combined with a workstation or managed hosting log in , dual authentication as recommended by HIPAA is achieved.  Establishing system security in HHC3000 also provides agencies with Access Control and Audit Controls required by HIPAA.  Agencies utilizing the software in the Managed Hosting Environment will receive a warning in the Main Menu screen of the software.  Agencies who have not already done so will be required to establish system security by January 1, 2017.

A new security report is now available in System Security/ Security Reports for tracking software user Log in and Log out by date and time with main office software version 6014 dated 08/23/16.  The must be generated with a parameter specifying a specific employee for a specific date range.

Server based agencies will be able to track Main Office software users Log In and Log Out by date and time.

Agencies accessing the software in the Managed Hosting Environment ( accessing the software through the internet) will be able to track both Main office and Clinical Point of Care user log In and Log out times by date.  Users with a recorded log in time and date and no recorded log out time did not log out of the software prior to closing the internet screen.

Agencies will need Main Office software version 5882 dated 12-17-15 or later to accommodate Routine Home Care charges for Medicare Hospice days 1-60 (High Rate) and day 61 and after (low rate) to begin January 1, 2016.  Service set up will now have a new data entry field.  Agencies will need to use their current Routine Home Care service.  NO ADDITIONAL SERVICE CODE SHOULD BE CREATED OR ENTERED IN THE SOFTWARE.  Agencies who enter and update yearly the current Routine Home Care rates in the billing rate field in the Service Billing Rate tab will need to update the billing rate field with the Routine Home Care rate for days 1-60 (high rate).  An additional field has been added under a new section “Hospice Routine Charges Posting”.  The field is labeled “Hospice Routine Charges 61+days rate.  Agencies will need to enter the Routine Home Care rate for day 61 and after (low rate).

If your agency is using the system calculated Hospice rates and the check mark is in place to “Use system calculated Hospice rates based on national payment rates adjusted for wage index”, no updates to the service set up are needed.

The software will calculate and post the correct high and low rates to the routine charge when posting Routine Hospice charges through the Billing Utility- Hospice Routine Charges.  The software will use the Start Of Care date as entered in the patient demographics screen as day one when counting hospice days for each patient.

All agencies will need to indicate if a patient used Hospice days at another agency or in a different election period within the past 60 days of the current election.  The number of days used previously must be counted and a Date entered in the Patient/Insurance/Hospice tab in the Election/Certifications/CHAPS tab to indicate when the low rate, day 61 or after should be applied to generated Routine charges using the Billing Utility to Post hospice Routine Charges.

The software will use the additional fields to calculate the anticipated invoice total and will post this invoice total when Accounts Receivable is updated during invoice or electronic claim generation process in the software.

As a reminder per Medicare requirements, both high and low routine charges will be included in the total dollar amount on the same summary line for routine charges on paper invoices and electronic claims.  You will not see line items separating the two rates.

Medicare will be retiring G Code G0154 for Home Health and Hospice.  Beginning for Hospice date of service on or after January 1, 2016 and for Home Health episodes ending on or after January 1, 2016, agencies will need to report new G/HCPCS Code G0299 for “Direct skilled nursing services of a Registered Nurse- RN in the Home Health or Hospice Setting”.  Agencies will need to use new G/HCPCS Code G0300 to report “Direct skilled nursing services of a Liscensed Practical Nurse-LPN in the Home Healt or Hospice setting.

Agencies must have Main Office Software version 5854 dated 10/28/15 prior to initiating new G Code set up in the software.

Agencies currently using different service codes for RN and LPN visits can update the HCPCS field with the new G code.

Agencies that do not currently differentiate in services between RN and LPN visits will need to update their current Skilled Nursing Visit service to reflect the RN visit and enter the new RN G Code in the HCPCS field.  Agencies will then need to add a new service for the LPN Skilled Nursing Visit using the new G code for services by an LPN in the HCPCS field.  The Service or Revenue code remains the same for both visits and unchanged from previously required 0551.

When invoicing Medicare Home Health and Hospice, the software will look at the date of the visits being reported.  If the date of service is prior to January 1, 2016, the software will replace the new G Codes with Go154.  When invoicing for dates of service on or after January 1, 2016 the software will use the new G codes already attached to the visits by complying with the previously detailed set up instructions.

ADDITIONAL IMPORTANT SERVICE SET UP TO CONSIDER:

Agencies using the Service Billing Rate tab for both Medicare and other Commercial Insurance billing codes and rates will need to add medicare in the Insurance Company Rates tab grid with the new G code/HCPCS with the original revenue code and billing rate.  The new G code is required specifically for Medicare Home Health and Hospice.  Agencies should contact their commercial insurance or Medicare Advantage/ HMO plans to verify if any changes are required for those payers.

Agencies that have Medicare or Medicare Hospice already entered in the Insurance Company Rates tab will just need to update the existing record.  A new record line for Medicare or Medicare Hospice should NOT be added.

Beginning October 1, 2014 the software will no longer allow an employee password of “PASSWORD”.  On this date, as the employee logs into HHC 3000 the software will provide a reset screen allowing entry of a new password that meets recommended strong password criteria.

User I.D. and Password requirements have been changed to assist agencies in complying with HIPAA Security Standards.  Until August 1, 2014, when agencies set up system security for employees or change an existing employee password, agencies will receive an error if a password cannot be used or a warning if a password is considered weak.  After August 1, 2014, agencies will receive an error if a password cannot be used or is considered weak.  Passwords should be unique for each employee,  be at least 8 characters and contain letters, numbers, and special characters.

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