Veterans Affairs (VA) users must ensure VA sensitive data is properly protected in compliance with all VA regulations. This component is a service that communicates with an outside `Adjudication Engine` which scrubs claims data and sends back scrub results to the service via a secure Pretty Good Privacy (PGP) Secure Sockets Layer (SSL) web service connection. There are delays in the processing of Fee Basis claims. Values for Fee Purpose of Visit (FPOV), HCFA Payment Type (HCFATYPE), Treatment Code (TRETYPE), Place of Service (PLSER), and Vendor Type (TYPE) appear in Appendix B. For example, there are observations in which INTIND = 1 and INTAMT = $0. VA Palo Alto, Health Economics Resource Center; October 2013. http://www.va.gov/opa/choiceact/documents/FactSheets/Veterans_Choice_Program_Eligibility_Details_August_1_Removal.pdf. [FeeInpatInvoiceICDProcedure] table. Yes. VINCI. Table 8 denotes on which CDW servers Fee Basis data are housed. Care provided to persons associated with a particular VA station can be found by selecting records by STA3N. Payment guidelines for non-VA are outlined in federal regulations 17.55 and 17.56. Veterans Crisis Line: Veterans Health Administration. FBCS is an auditing system which provides instructional prompts designed to interface with the Veterans Information Systems and Technology Architecture (VistA) package to track, report, and analyze fee claim data. Data Quality Program. 21. Patient identifiers are also different across SAS and SQL data. Race and ethnicity are found in the [PatientEthnicity], [PatSub]. VA Information Resource Center VHA Corporate Data Warehouse [webpage]. For emergency care of service connected conditions, there is a two-year limit to submit any bills. Note: records with status= R can have missing values for the variables vistapatkey and vistaauthkey, depending on whether or not these were linked before rejecting as a re-route to HAC. Accessed October 16, 2015. b. Researchers will notice a high degree of concordance between SAS and SQL data in most years of analysis. Many classes of Veterans are eligible for travel payments. VA contracts out its hospice; therefore, the Fee Basis files contain a great deal of data related to hospice care. Information from this system In FY 2014, the longest length of stay associated with a single nursing home invoice was 31 days. VA regulations 38 CFR 17.1000-17.1008. Address. Review the Corrections and Voids page for more information. The payment category (PAYCAT) is missing for all records in the inpatient services (ANCIL) file. Unauthorized user attempts DSS Fee Basis Claims Systems (FBCS) - oit.va.gov It is the patient identifier that uniquely defines a patient across all facilities. field. A missing value of the primary diagnosis code should therefore be treated as truly missing. This component distributes fee workload to particular users using the FBCS MS SQL database and the VistA Gateway. Each prescription record has a fill date and a patient identifier (either PatientICN or scrambled social security number). Journal of Rehabilitation Research and Development. Accessed October 16, 2015. URLs are not live because they are VA intranet only. The Veterans Access, Choice, and Accountability Act (Veterans Choice Act), passed in 2014, expanded veterans access to non-VA care. YESElectronic Remittance (ERA)YESICD- 1. Many URLs are not live because they are VA intranet only. The Implementer of this technology has the responsibility to ensure the version deployed is 508-compliant. Documentation in support of a claim may include: *NOTE: Documentation not required includes flowsheets and medication administration. HERC Veterans Choice Program - Fee Basis Claims System in CDW Fee Basis Claims System (FBCS) in the VA Corporate Data Warehouse All Choice claims are processed by VISN 15. In the SAS data prior to FY 2007, the disbursed amount (DISAMT) had an implied decimal point whereas the payment amount (AMOUNT) did not. These clams contain charges and are known as claimed amounts (PAMTCL in SAS, ClaimedAmount in SQL). SAS data are housed in 8 ready-to-use datasets per fiscal year. Table 1 in the Data Quality Analysis teams guide Linking Patient Data in the CDW Updateprovides a brief summary for each identifier (Available atthe VHA Data Portal. Attention A T users. Researchers interested in linking SQL Fee Basis data to the rich patient-level or vendor and/or provider information available in the rest of the Corporate Data Warehouse should apply for permissions to access these other datasets. Available at: http://www.va.gov/opa/choiceact/documents/Choice-Program-Fact-Sheet-Final.pdf. We tried to link the UB-92 form to identify Choice authorizations; however, we found few records and decided to use obligation number. The 275 transaction process should not be utilized for the submission of any other documentation for authorized care. VA calculates PAMT from CMS pricer software on the basis of DRG and length of stay. It is available in the PHARVEN and VEN files, albeit with a high degree of missingness. In SAS, the cost of an inpatient stay can be determined by summing the cost from DISAMT in the inpatient files with the DISAMT from the ancillary observations that correspond to the inpatient stay; however, the inpatient and ancillary files alone may not be sufficient to account for the entire cost of care. The electronic 275 transaction process may be utilized to supply Remittance Advice documentation for timely filing purposes. In order to evaluate the care received, length of stay and/or costs associated with a single inpatient stay, the user will often have to roll up multiple claims. The Fee Basis VA program allows Veterans to be seen by a community provider. Then, to see which ICD procedure codes were coded for this inpatient stay, one must link to the [Dim]. We suggest using only the first 3 characters from sta3n for the merge. _________________________________________________________________. Researchers with the appropriate DART permissions can ask the studys VINCI data manager to create a crosswalk file. The discussion below pertains to both SAS and SQL data. The Choice Act represents one of the largest shifts in the organization and financing of healthcare in the Department of Veterans Affairs (VA) in recent years. The SQL prescription data are housed in the [Fee]. The Fee Basis program or Non-VA Care is health care provided outside VA. NVCC Office coordinates services and payments for Veterans receiving non-VA care for emergent and non-emergent medical care. To learn more, please visit the Provider Training section on the MES website . If it still cannot be found, then the stay may have ended on the day the person stabilized. To enter and activate the submenu links, hit the down arrow. We continue on this process until we find a gap greater than 1 day or we have evaluated all observations with that patient ID, STA3N and VEN13N. For These variables relate to the VA station at which the Fee Basis care requests and claims are input. For more information, please visit the Data Access Request Tracker (DART) Request Process page on the VHA Data Portal(VA intranet only: http://vaww.vhadataportal.med.va.gov/DataAccess/DARTRequestProcess.aspx#resources). Veterans Choice Program (VCP) Overview [online]. [FeeInpatInvoice] table, one must first link that table to the [Fee]. PatientIEN and PatientSID are found in the general Fee Basis tables. The process of linking can be complex; analysts should take care to reduce errors during this process. U.S. Department of Veterans Affairs | 810 Vermont Avenue, NW Washington DC 20420. or use of this system constitutes user understanding and acceptance of these terms Health - Veterans Affairs Providers are not required to accept VA payment in all cases. The [Fee]. Some Fee Basis data will also appear in the non-VA medical SAS inpatient file (formerly called the Patient Treatment File). Guidance can be found under "VHA Data Quality Program Reports. [FeePharmacyInvoice] table contains information on vendor, amount claimed, and amount paid. If FIPS 140-2 encryption at the application level is not technically possible, FIPS 140-2 compliant full disk encryption (FOE) must be implemented on the hard drive where the DBMS resides. Data Quality Program. April 08, 2014. Updated August 26, 2015. Find out More Consult the latest CDW schematic diagrams to understand the tables in which your variables of interest are housed and the primary key and foreign keys needed to link each pair of tables. As noted earlier, there are often multiple records that indicate a single inpatient stay each record pertains to a unique invoice number. The quantity dispensed. Medical specialty type (SPECCODE) is a provider-specific variable and indicates the specialty type of the provider rendering the service. April 14, 2014. Prosthetic items. visit VeteransCrisisLine.net for more resources. Technology must remain patched and operated in accordance with Federal and Department security policies and guidelines in order to mitigate known and future security vulnerabilities. Once the process is exhausted for a particular patient, STA3N and VEN13N combination, we calculate length of stay as the difference between the admission date of the first record and the temporary end date.. The Routing tool manages how Health Care Finance Administration (HCFA) and Uniform Billing (UB) claims will electronically flow through the FBCS program. Reimbursements appear in the Travel Expenses (TVL) file. It appears that starting in FY2016, Choice data is now bypassing FBCS and residing in the PIT. This guidebook describes characteristics of Fee Basis care data such as contents and missingness, and makes recommendations about its use for research purposes. There is also a host of non-emergency surgery provided through Fee Basis mechanisms that may be of interest to researchers. It is only relevant for claims linked to VistA patients. The diagram below (Figure 1) displays how payment is processed and sent to the non-VA provider. The dates of service are represented by the covered from/to fields of the UB-92. The impact on inpatient and emergent care is unclear, however, as the definition of prosthetic in VA is so broad as to include items placed inside the body, such as internal fixation devices, coronary stents, and cardioverter defibrillators. SQL inpatient data contain up to 5 diagnoses and 5 procedure codes, while SAS inpatient data contain up to 25 diagnosis codes and up to 25 procedure codes. Business Product Management. The VHA Office of Community Care is the contact for all VA community care programs. If disbursed amount is missing, use payment amount instead. Working with the Veterans Health Adminstration: A Guide for Providers [online]. The DSS Fee Basis Claims System (FBCS) is a web-based claim management system. [XXX] tables, but also the [DIM]. For these reasons, the program does not pay for 100% of care that was otherwise eligible. Mailing Address for Disability Compensation Claims - Veterans Affairs If the provider declines VA payment then it may be able to charge the patient a greater total amount. See 38 USC 1725 and 1728.). This table contains information on inpatient care. [FeeTravelPayment] contain information on travel type and payment. Regardless of whether the care was pre-authorized or not, non-VA providers submit claims to VA if they wish to be reimbursed for care. Persons working with SPatient or Patient data are also recommended to refer to the CDW guidance about how to delete test observations. This latter table contains a variable called InitialTreatmentDateTime. For these reasons, VA strongly encourages Veterans to consider important factors, risks and benefits before making any changes to their private health insurance. This is helpful in determining the location of care in inpatient claims in which MDCAREID is missing, and in outpatient claims for hospital-provided services. Please switch auto forms mode to off. National Non-VA Medical Care Program Office (NNPO). In the SAS data, the provider component of the inpatient stay is captured in the ancillary file. We compared the service date (TREATDTO in inpatient and ancillary, TREATDT in outpatient, and FILLDTE in pharmacy files) to the FMS processing date (PROCDTE) (See Table 1). Accessed October 07, 2015. Call: 988 (Press 1), U.S. Department of Veterans Affairs | 810 Vermont Avenue, NW Washington DC 20420. Health Information Governance. SQL data contain the following vendor information: NPI, FeeVendorSID, FeeVendorIEN, NPI, VendorType and FeeSpecialtyCodeName. - The information contained on this page is accurate as of the Decision Date (11/02/2022). Office of Accountability & Whistleblower Protection, Training - Exposure - Experience (TEE) Tournament, Outreach, Transition and Economic Development Home, Warrior Training Advancement Course (WARTAC), Staff Appraisal Reviewer (SAR) Information, How to Apply for Nonsupervised Automatic Authority, VALERI (VA Loan Electronic Reporting Interface). VA employees working on research studies cannot create their own crosswalk file as they do not have permission to use these files. In the Fee Basis inpatient data, each record represents a separate claim; these separate claims must be aggregated to capture the totality of the inpatient stay. Important: The mailing address below only pertains to disability compensation claims. FBCS is moving to a centralized system in the near future, where there will be centralized rules and national policies with 3 distinct groups: CCN (network), CCRA (authorization), and CCRS (reimbursement system; an IBM product). [ICDProcedure] table through the ICDProcedureSID. [ SFeeVendor] table. Most ED visits will be identified through FPOV values of 32 or 33. The FPOV variable can be found in both the SAS and SQL data. This technology is not portable as it runs only on Windows operating systems. Most, if not all, of this care should be emergency care. American Society of Health-System Pharmacy (ASHP). The status value R stands for re-routed, meaning the claim was re-routed to the Health Administration Center (HAC). Sign up to receive the VA Provider Advisor newsletter. Both the SAS and SQL Fee Basis are housed at VINCI; the SQL data is also found at the Corporate Data Warehouse (CDW). Each VA facility has a local Fee Office to which the non-VA provider submits a claim for reimbursement. one episode of care, which can have multiple dates within the prescribed treatment, one provider, as identified by the Tax Identification Number (TIN), and. Fee Basis Services - VetsFirst This act expands the non-VA care veterans were able to receive before the act was passed. For education claims, refer to the appropriate Regional Processing Office. All instances of deployment using this technology should be reviewed to ensure compliance with. Multiple claims can be paid against a single authorization. Among non-missing observations, HERC analyses found a many-to-many relationship among NPI and VEN13N. The Fee Card (VET) file contains only summary payment figures by month, although researchers can match the records to other data by SCRSSN and other identifiers. Hospice also appears to be billed monthly, with longest length of stay for a single hospice invoice of 31 days. This schema contains sensitive information such as SSNs, bank accounts, and the actual name of personnel. Most importantly, they do not represent all care provided during the fiscal year. 1. It can be difficult to determine the provider and the location of the Non-VA care provider. For some years, there may be high rates of missingness of ICD-9 data in the Ancillary files. While there is limited information about the vendor available in the SAS datasets; the most comprehensive information about the vendor can be found in the SAS VEN and SAS PHARVEN datasets. Bowel and Bladder Care. 17. The Florida Department of Veterans' Affairs has Claims Examiners co-located with the VA Regional Office in Bay Pines, each VA Medical Center and many VA Outpatient Clinics. This is in line with the way VHA Office of Productivity, Efficiency & Staffing (OPES) ascertains ED visit. Available at: http://www.blogs.va.gov/VAntage/23201/va-implements-the-first-of-several-veterans-choice-program-eligibility-expansions/. One can evaluate which encounters were unauthorized by joining the FeeUnauthorizedClaim table through the FeeUnauthorizedClaimSID key. The Fee Basis files are stored in two formats: SAS and SQL. Payment for care provided under the Veterans Choice Act may not exceed the Medicare Fee Schedule (i.e. A claim without errors or omissions is said to be clean. If VA has authority to pay the claim and the submitted documentation is sufficient then the claim is approved for payment. NPI and Medicare IDs have an M to M relationship. The codes for the procedures provided for a given hospital stay are kept in a separate table, a table of procedures. VA will not pay merely a deductible, copayment, or COB (coordination of benefits) amount. Steps to collapse records into a single inpatient stay: 1. Community Care Network Region 5 (authorized), Office of Accountability & Whistleblower Protection, Training - Exposure - Experience (TEE) Tournament, Indian Health Service/Tribal Health Program, CHAMPVA In-house Treatment Initiative (CITI), Indian Health Services/Tribal Health/Urban Indian, Spina Bifida Health Care Benefits Program, Veterans Health Information Exchange Program, Durable Medical Equipment/ Pharmacy Requirements, War Related Illness & Injury Study Center, Clinical Trainees (Academic Affiliations), Medical Document Submission Requirements for Care Coordination, Azure Rights Management Services (Azure RMS), Call TTY if you In SAS, these data can be found in the Vendor file. 6. If you have additional questions about the form or your portal account access, please contact the Provider Services Solution (PRSS) help desk at 888-829-5373. 1725 when remaining liability to the Veteran is not a copayment or similar payment. Review the Supporting Documentation section below to learn how to properly submit supporting documentation with your claim. Non-emergency care must be approved before the Veteran seeks care in the community.3 For traditional Non-VA care, a Veterans VA provider will submit a request at the local VA facility for Veteran care provided by Fee Basis. Mail to: DEPARTMENT OF VETERANS AFFAIRS. Lump sum payments are not paid via FBCS. VA-station related information includes STA3N, STA6A and STANUM in SAS and Sta3n and PrimaryServiceInstitution in SQL. Please visit Provider Education and Training for upcoming events. To access the menus on this page please perform the following steps. Download the tables here. There are a number of different variables that denote the category of care a Veteran received through Fee Basis (see Table 2) Appendices B and H present more details about the values these variables can take. For example, sta3n 589A5 will be found as 589. If it cannot be located in the PTF Main file or DSS NDE for inpatient care, search other inpatient files. If researchers wish to identify ED visits, they may want to use CPT codes or Place of Service codes, rather than FPOV. However, the VA may pay a rate higher than the Medicare Fee Schedule rate for care provided in highly rural areas, as long as this rate is determined to be fair and reasonable by VA. One can find more information on payment rates under the Veterans Choice Act in federal regulation 17.1500. In some cases it may appear that single encounters have duplicate payments. It is not necessarily the station at which the Veteran receives most VA care or the station which will pay for a particular Non-VA Medical Care service. In SQL, these variables can be found in the [Dim]. Accessed October 16, 2015. Users must ensure their use of this technology/standard is consistent with VA policies and standards, including, but not limited to, VA Handbooks 6102 and 6500; VA Directives 6004, 6513, and 6517; and National Institute of Standards and Technology (NIST) standards, including Federal Information Processing Standards (FIPS). To access the menus on this page please perform the following steps. There is a strong, but imperfect, concordance, between the observations housed in the SAS and SQL data. For more information call 1-800-396-7929. The deadline for claims submission is dependent upon which program the care has been authorized through or which program the emergency care will be considered under. Austin Information Technology Center (AITC) is one of the VAs five national data centers. 1725 (the Mill Bill) by enabling VA to pay for or reimburse Veterans enrolled in VA health care for the remaining cost of emergency care if the liability insurance only covered part of the cost. Plan Name or Program Name," as this is a required field. This rule applies even when the patient is incapable of making a call. The key field indicates which invoice they appeared on. The veteran must wait over 30 days past their preferred appointment date or the date deemed medically necessary by their provider, b. A single inpatient encounter may generate zero, one, or multiple ancillary records, depending on the number of ancillary procedures and physician services received. http://www.mssny.org/Documents/Enews/Aug%208%202014/VA%20ProvidersGuide.pdf, http://www.blogs.va.gov/VAntage/23201/va-implements-the-first-of-several-veterans-choice-program-eligibility-expansions/. Billing & Insurance - New York/New Jersey VA Health Care Network [FeePharmacyInvoice] and the [Fee]. Claims and other FBCS data will be found in PIT or Community Care Referral & Authorization domains. This improves claim accuracy and reduces the amount of time it takes for us to process claim determinations. If a patient saw two different providers on the same date who use the same vendor for billing, it will not be possible to distinguish the two encounters. Include the authorization number on the claim form for all non-emergent care. 10. The status value A stands for accepted, meaning the claim was paid.
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