Mobile Imaging and Diagnostic Center Billing and Coding Process:  IDTF

Mobile Imaging and Diagnostic Center Billing and Coding Process and Regulations (IDTF Billing and Coding)

Independent Diagnostic Testing Facilities (IDTF) are those setups that perform diagnostic tests without having a partnership or affiliation with hospital and physician centers. Their services have personal rates and billing processes. They can have a specific and fixed location or provide services through a mobile entity. Accuracy in billing and coding is essential for mobile imaging centers to maintain financial stability. Accurate arrangements also help comply with regulatory guidelines and prevent penalties during audits. Authentic diagnostic centers can get better patient retention and enhance their industry viability. 

Several regulatory bodies overview compliance rates and conduct audits to ensure the authenticity of IDTs. For example, CMS regulations are set to introduce general compliance standards and reimbursement guidelines. AMA is specific to issuing coding updates and implementation guidelines for successful reimbursement. Additional state-specific regulations can vary for each location and are essential to follow for local IDTFs. A detailed overview of mobile imaging and diagnostic centers’ billing, coding, and regulation requirements is here.

IDTF Setup and Compliance

Medicare enrollment process for IDTFs 

An IDTF owner must download the CMS-855B form from their official website and fill it out with the required information. The form requires details about providing facility and management data and disclosing affiliation with a hospital or physician center. The application form is submitted to the regional MAC with the supportive documents attached, and the owner receives further notification for approval or more authentication steps to follow. If the form is approved, a Medicare number is provided to the IDTF setup.

State-specific licensing requirements 

Compliance with local, state, and federal laws is also essential for IDTFs, which helps to run operations smoothly and build customer satisfaction. For this purpose, management should thoroughly research state licensing requirements, which vary in every state. Then, the owner should apply for these certificates, which require equipment certificates, staff qualification degrees, and facility registration documents. The management should follow the local health and safety guidelines and stay informed about changes in compliance requirements.

IDTF performance standards (42 CFR 410.33) 

According to the standards outlined in 42 CFR 410.33, the diagnostic test units should apply quality plans to monitor their reliability. Their hired staff must have the qualifications and training certificates to perform efficiently. The test center’s office space and equipment must meet operational safety standards. IDTFs should securely record all procedures and test results to ensure a ready review in emergency scenarios.

Accreditation requirements (e.g., ACR, IAC) 

Accreditation is important to maintain a viable presence and patient satisfaction or ensure the quality standards of the facility. ACR and IAC are the common accrediting organizations, and facility owners have to submit the application form with the required documents. Accrediting bodies conduct a detailed on-site evaluation to ensure compliance standards. After completing all verification, accreditation is provided, requiring frequent facility audits and staff training to ensure ongoing compliance.

Billing Basics for Mobile Imaging Services

Medicare billing guidelines for IDTFs 

According to updated billing guidelines, IDTFs must have all Medicare licenses and certificates. Their claim forms should have accurate CPT and HCPCS codes to match the billing standards. They should affiliate with at least one physician to supervise their services and billing claims. Staff should attend training to stay updated about changes in reimbursement rates.

Difference between global, technical, and professional component billing 

Professional components are reports prepared by physicians or healthcare professionals, while single technical billing refers to reimbursement for equipment and other technician services. Global billing covers both factors collectively for a single service. Global billing is applied when a single facility performs imaging tests and then interprets the required services to cure the problem.

Place of Service (POS) codes specific to mobile services 

Comprehensive knowledge of the following codes is essential for successful reimbursement and enhancing mobile imaging revenue.

• POS 15 – Besides traditional facilities, if a mobile unit provides services.
• POS 41 – When mobile imaging services are provided in transport or land ambulance, services are used to assist patients.
• Other relevant POS codes: The POS-11 Office code claims billing for a facility’s services in their allocated office.  Another modifier, POS-12 Home, is used for billing the mobile imagining facility’s services at the patient’s home.

Modifier usage in IDTF billing 

• TC refers to reimbursement for the imaging facility’s technical services.
• 26 – applies when the imaging facility provides interpretation about diagnostic tests.
• PI – equipment to perform imaging tests is included in the transport.
• Other relevant modifiers, such as RT/LT, differentiate between left and right body parts in the test. 

Coding for Mobile Imaging Services

Code accuracy plays a vital role in claims approval, so mobile image practices must have detailed knowledge of using relevant code for each rendered service.  Some general codes used for common diagnosis are as follows:  

CPT codes for common mobile imaging procedures 

• X-ray codes (70000-79999 series):
  • 71045: used in chest X-ray having single
  • 71046: describes a double view of chest X-ray
  • 73030: used in acute series to describe abdominal X-ray
  • 73560: knee X-ray with double view
  • 74018: complete abdominal X-ray process
• Ultrasound codes (76000-76999 series)
  • 76536 refers to the process of thyroid ultrasound
  • 76700: ultrasound of the retroperitoneum organs
  • 76801: complete abdominal ultrasound
  • 76815: used to describe pelvic ultrasound
  • 76830: describe the soft tissues, especially neck ultrasound
  • 76856: ultrasound of carotid arteries
• CT scan codes (70450-75635 range)
  • 70450: head CT scan for headaches, dizziness, or trauma
  • 70486: the code is used in acute or chronic sinusitis to perform a CT scan of the nasal cavity.
  • 70470: head CT scan in masses and metastatic disease.
  • 75635: CT scan of arteries. 
• MRI codes (70336-75635 range)
  • 70336: MRI of head and neck in arthritis.
  • 70540: MRI of face and neck without contrast procedure
  • 70543: MRI of orbit, face, and neck with contrast process
  • 73221: used to refer to MRI of any joint in the upper body
  • 75635: used in computed tomographic angiography of abdominal aorta

HCPCS Codes for Equipment and Supplies

A4468: The code used for neuromuscular patients who attend technology-based treatment to clear lung secretions.

A4540: The code applies to a device used to manage pain in the upper arm. It delivers electrical impulses to foster blood flow and reduce pain effects.

A4541: This code applies to reimburse those patients who use monthly device supplies from the E0733 code series.

ICD-10-CM Coding for Medical Necessity

ICD-10-CM codes are essential for demonstrating medical necessity in mobile imaging services. Here are some fundamental guidelines:

1. Principal Diagnosis: Always list the main reason for the medical service or procedure.
2. Specificity: Assign codes to the highest level of specificity.
3. Symptoms vs. Diagnoses: Use symptom codes if no definitive diagnosis is determined.
4. Acute vs. Chronic: Distinguish between acute and chronic conditions.
5. Emergency Situations: Identify acute emergency conditions, such as coma or hemorrhage.
6. Secondary Diagnoses: Include chronic complaints or secondary diagnoses when they impact patient care.

Accurate coding ensures that services are reimbursed appropriately and claims are approved without issues.

Transportation Codes and Billing

HCPCS codes for transportation services 

• R0070: This code represents the portable X-ray and personnel transportation to the patient’s home or nursing home to perform diagnostic processes for a single patient. Its price is charged according to per patient and trip expenses.
• R0075: It also showcases portable X-ray and personnel services in nursing homes or other locations for multiple patients. 
• R0076: Radiology diagnostic services fall under this code, and it represents the transportation of EKG equipment to a location or facility. It is used to claim single-patient services.

When to Use Each Code:

R0070: Used to reimburse the portable x-ray services for a single patient.

R0075: this code applies when the x-ray equipment is used for multiple patients in a single trip.

R0076: When EKG equipment is used in the diagnosing process.

Regulations Around These Codes:

• The mentioned code must be aligned with the Medicare and Medicaid guidelines about transportation billing.
• Claims should have complete documentation to justify the reimbursement rate and rendered services type. 
• Billers should maintain a complete transportation log to describe dates, the start and end points of travel, and the purpose of services.

Mileage coding and documentation requirements 

1. A0425: Ground mileage, per statute mile.

The service providers must maintain a log to enter details of total travel distances. In this log, the starting and ending points of transportation use should also be mentioned with specific service dates. The purpose of using the service must be relevant to medical guidelines.

Set-up fees and coding 1. Q0092 – Set up portable X-ray equipment

The code is used for radiological procedures. The mobile imaging facility should mention accessible locations for patients to use the service. They must highlight the medical situations under which the portable X-ray setup is available.

Multiple patient transport scenarios and billing

It is necessary to document each patient’s details separately when applying for multiple patients’ transportation. Using relevant code according to service specifications is a real matter to consider. The rendered services and patients’ numbers must be mentioned clearly, and if multiple patients are transported in a single trip, then total mileage and service details are provided to payers. 

Reimbursement Considerations

Factors affecting reimbursement for mobile imaging procedures 

The complexity level of a mobile imaging procedure affects the reimbursement rate. For example, a complex process requires more expertise and advanced technology, so its billing rate must be high. Similarly, the rate can vary according to the body parts’ perceiving difficulty. The process that involves contrast agents for consultation can charge high reimbursement rates.

Transportation reimbursement factors 

Transportation billing rates vary according to distance traveled because shorter coverage requires less fuel and time, while long-way transportation demands a higher fuel cost and more time. Specialized imaging vans and standard vehicles can charge different rates for their efficiency and cover long distances in less time. Multiple patients transfer in single transport prove economical for the payer to divide the reimbursement charges evenly for each patient.

Key influencers of overall reimbursement 

Geographical location affects the reimbursement rates because each state has different living costs and market conditions. The distribution of reimbursement payments among different payers affects the overall revenue of the mobile imaging facility because each payer has specific guidelines and rates. Billing experts should claim after understanding service providers’ and payers’ contracts and general fee schedules for services.

Documentation Requirements

Medical necessity documentation 

This category deals with all documents that show the importance of diagnosis and treatment for a patient’s health. Clinical notes describe a patient’s medical condition before receiving service and justify using services necessary for reimbursement. Treatment-related imaging results and diagnostic tests are also included.

Physician orders and requisitions 

Physician orders are instructions given by a professional physician to allow for the patient’s treatment and diagnostic tests. The order documents should explain the need and importance of the required services. The physician’s signature, the patient’s visiting date, and personal information are essential to mention on the order documents.

Patient consent forms 

The consent forms are necessary for successful billing because they ensure patients’ understanding and agreement regarding the chosen treatment. The form must have details about the treatment process and potential risks or benefits. The patient’s signature on these forms is mandatory with a treatment date.

Transportation logs and mileage records

Transportation logs should include details about the date and time of service usage. They must also provide information regarding patients’ picking and drop locations, including the driver’s name and vehicle number. The transportation record must mention covered mileage and traveling purposes.

Claim Submission and Processing

Electronic claim submission (837P format) 

837P is the standard format for claim submission through online platforms, and it needs to provide the patient’s identification number, insurance coverage details, and other required data regarding the patient. Providers mention their NPI number with rendered services and accurate coding. Billing information must be mentioned in the claim submission, which includes the received payment from the patient and additional adjustments about reimbursement rates.

Common claim denials and how to avoid them

The medical billing service providers can face eligibility issues in claim submission due to non-covered insurance plans or incomplete documents and ambiguity in provided information results in denials. Wrong codes or submission after the deadline is another common cause to affect submission approval. To prevent all these last-moment hassles, billing experts must verify the information and documents before submission. They must have updated knowledge about changes in codes and modifiers.  

Appeals process for denied claims

The submission party must analyze the denial form to know the reason and then attach the missing documents or correct the wrong information to appeal the denials. An official appeal letter with details about the reason behind non-compliance must be attached. After reviewing, the appeal should be submitted within the deadline, and continuous follow-ups are essential to actively resolve further issues.

Compliance, Auditing, and Technology for IDTF Billing

IDTFs should ensure robust compliance with state and local regulations, which prepare the facility for internal and external audits. They must join field-related gatherings and membership to stay informed about CMS regulatory changes and follow the policies that provide compliance with HIPAA regulations. Administrative staff should maintain thorough documents regarding patients’ information and IDTF billing records. To make their external audits successful, IDTFs must arrange frequent internal audits to identify the errors and compliance gaps before regulatory penalties.

The latest technology and automation tools reduce manual errors. Therefore, practices must use technology to submit claims and track the reimbursement ratio. With the integration of billing software, EHR plays a significant role in accuracy. Its usage in documentation and data transfer minimizes the error chances. The team should generate detailed reports about the reimbursement ratio, audit results,  and denial claims to guide the owners to make informed decisions.

Best Practices for Maximizing Reimbursement

• The billing team should apply the modifiers meticulously after knowing the regulation’s guidelines about them and ensuring the documents are used according to the modifier applied.

• The code selection also needs proper review and thorough consideration of its compliance with rendered clinical treatment. IDTFs should apply the latest code manuals to enhance their reimbursement revenue.
• The claim documents must be submitted within the given timeline because delayed submission can cause denials. The billing team should constantly follow up on the application status to check potential risks promptly.
• IDTF must arrange cross-training and frequent workshops for staff to keep them informed about the latest regulatory changes and coding updates.

Conclusion

Accuracy in the billing process and applied codes is essential for IDTF facilities to boost their revenue and patient satisfaction. They cannot get a reputed presence in the industry without following the regulatory guidelines and providing efficient financial support to patients. They should collaborate with billing experts to enhance their practices and get updated information regarding HCPCS, CPT, and ICD codes. Updated codes filling in submission claims save from denials and heightens revenue.