NCPDP Pharmacy Reference Guide to the ASC X12/ØØ5Ø1ØX221A1 Health Care Claim Payment/Advice (835)

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Payment/Advice (835)

V

ERSION

4.Ø

This paper offers guidance to the pharmacy industry in preparing for the implementation of the ASC12/ØØ5Ø1ØX221A1 Health Care Claim Payment/Advice (835).

November 2Ø12

National Council for Prescription Drug Programs 924Ø East Raintree Drive

Scottsdale, AZ 8526Ø Phone: (48Ø) 477-1ØØØ Fax: (48Ø) 767-1Ø42 E-mail: ncpdp@ncpdp.org

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Version X.X March 2012 ***OFFICIAL RELEASE***

©National Council for Prescription Drug Programs, Inc.

- 2 -

NCPDP Pharmacy Reference Guide to the

ASC X12/ØØ5Ø1ØX221A1 Health Care Claim

Payment/Advice (835)

Version 4.Ø

NCPDP recognizes the confidentiality of certain information exchanged electronically through the use of its standards. Users should be familiar with the federal, state, and local laws, regulations and codes requiring confidentiality of this information and should utilize the standards accordingly.

NOTICE: In addition, this NCPDP Standard contains certain data fields and elements that may be completed by users with the proprietary information of third parties. The use and distribution of third parties' proprietary information without such third parties' consent, or the execution of a license or other agreement with such third party, could subject the user to numerous legal claims. All users are encouraged to contact such third parties to determine whether such information is proprietary and if necessary, to consult with legal counsel to make arrangements for the use and distribution of such proprietary information.

Published by:

National Council for Prescription Drug Programs

Data Interchange Standards Association on behalf of ASC X12. Format © 2Ø11 Washington Publishing Company. Exclusively published by the Washington Publishing Company.

No part of this publication may be reproduced, stored in a retrieval system, or transmitted in any form or by any means, electronic, mechanical, photocopying, recording or otherwise, without the prior written permission of the copyright owner.

All rights reserved.

Permission is hereby granted to any organization to copy and distribute this material as long as the copies are not sold.

National Council for Prescription Drug Programs 924Ø E. Raintree Drive

Scottsdale, AZ 8526Ø (48Ø) 477-1ØØØ ncpdp@ncpdp.org

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T

ABLE OF

C

ONTENTS

1. PURPOSE ... 5

2. HIGH LEVEL SUMMARY ... 6

2.1 TRANSACTION SET LISTING ... 6

2.2 THE NCPDP835RECOMMENDED TRANSACTION SET ... 7

2.3 SEGMENTSWITHSAMEUSAGEASØØ5Ø1ØX221A1 ... 8

2.4 SEGMENTSNOTINCLUDEDINGUIDE ... 8

3. 835 BALANCING ... 9

4. BALANCE FORWARD PROCESSING ... 10

5. EFT AND 835 LAG TIME ... 11

6. MATCHING PAYMENT DOLLARS TO REMITTANCE DATA (835) ... 12

7. SEGMENT AND FIELD REQUIREMENTS ... 13

8. APPENDIX A – EXTERNAL 835 FREQUENTLY ASKED QUESTIONS CMS FAQS & X12 HIRS 17 9. APPENDIX B. HISTORY OF CHANGES ... 18

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NCPDP Pharmacy Reference Guide to the ASC X12/005010X22A1 Health Care Claim Payment/Advice (835)

Version X.X March 2012

***OFFICIAL RELEASE***

Disclaimer

This document is Copyright © 2Ø12 by the National Council for Prescription Drug Programs (NCPDP). It may be freely redistributed in its entirety provided that this copyright notice is not removed. It may not be sold for profit or used in commercial documents without the written permission of the copyright holders. This document is provided “as is” without any express or implied warranty.

While all information in this document is believed to be correct at the time of writing, this document is for educational purposes only and does not purport to provide legal advice. If you require legal advice, you should consult with an attorney. The information provided here is for reference use only and does not constitute the rendering of legal, financial, or other professional advice or recommendations by NCPDP. The listing of an organization does not imply any sort of endorsement and the NCPDP takes no responsibility for the products or tools.

The existence of a link or organizational reference in any of the following materials should not be assumed as an endorsement by the NCPDP.

The writers of this paper will review and possibly update their recommendations should any significant changes occur.

This document is for Education and Awareness Use Only.

This Reference Guide must be used in conjunction with the ASC X12/ØØ5Ø1ØX221A1 Health Care Claim Payment/Advice (835). This document does not supersede ØØ5Ø1ØX221A1. There may be other fields that must be populated that are not noted in this reference guide. This guidance only addresses claims submitted through NCPDP transactions or paper claim forms.

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1. PURPOSE

Payers may use this guidance to convey the important features of supporting ASC X12/ØØ5Ø1ØX221A1 Health Care Claim Payment/Advice (835) to their business partners. The document should not be used as a standard form to be filled in by payers to provide information that is important to pharmacy providers, pharmacy reconciliation vendors, and other implementation units. Payers may use this reference guide for specific field information as it relates to the NCPDP Telecommunication Standard vD.Ø.

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2.2 T

HE

NCPDP

835

R

ECOMMENDED

T

RANSACTION

S

ET

Header:

Pos. Seg. Loop Notes and

No. ID Name Usage Repeat Repeat Comments

Ø1ØØ ST Transaction Set Header R 1

Ø2ØØ BPR Financial Information R 1

Ø4ØØ TRN Re-association Trace Number R 1

Ø6ØØ REF Receiver Identification S 1

Ø7ØØ DTM Production Date S 1

Ø8ØØ N1 Payer Identification R 1

1ØØØ N3 Payer Address R 1

11ØØ N4 Payer City, State, Zip Code R 1

12ØØ REF Additional Payer Identification S 1

13ØØ PER Payer Business Contact Information S 1

13ØØ PER Payer Technical Contact Information R >1

13ØØ PER Payer WEB Site S 1

Ø8ØØ N1 Payee Identification R 1

1ØØØ N3 Payee Address S 1

11ØØ N4 Payee City, State, Zip Code S 1

12ØØ REF Additional Payee Identification S >1

Detail:

Pos. Seg. Loop Notes and

ØØ3Ø LX Header Number S 1

ØØ5Ø TS3 Provider Summary Information S 1

Ø1ØØ CLP Claim Payment Information R 1

Ø3ØØ NM1 Patient Name R 1

Ø3ØØ NM1 Insured Name S 1

Ø3ØØ NM1 Corrected Patient/Insured Name S 1

Ø3ØØ NM1 Service Provider Name S 1

Ø3ØØ NM1 Crossover Carrier Name S 1

Ø3ØØ NM1 Corrected Priority Payer Name S 1

Ø3ØØ NM1 Other Subscriber Name S 1

Ø4ØØ REF Other Claim Related Information S 5

Ø4ØØ REF Rendering Provider Information S 1Ø

Ø5ØØ DTM Coverage Expiration Date S 1

Ø5ØØ DTM Claim Received Date S 1

Ø7ØØ SVC Service Payment Information S 1

Ø8ØØ DTM Service Date S 3

Ø9ØØ CAS Service Adjustment S 99

1ØØØ REF Line Item Control Number S 1

11ØØ AMT Service Supplemental Amount S 9

13ØØ LQ Health Care Remark Codes S 99

Summary:

Pos. Seg. Loop Notes and

Ø1Ø PLB Provider Adjustment S >1

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NCPDP Pharmacy Reference Guide to the ASC X12/005010X22A1 Health Care Claim Payment/Advice (835)

2.3 SEGMENTS

WITH

SAME

USAGE

AS

ØØ5Ø1ØX221A1

Segments within the 835 which NCPDP recommends following the same usage as ØØ5Ø1ØX221A1:

Segment ID Loop ID Segment Name

ISA Interchange Control Header

GS Function Group Header

ST Transaction Set Header

TRN Re-association Trace Number

REF Receiver Identification

DTM Production Date

N1 1ØØØA Payer Identification

N3 1ØØØA Payer Address

N4 1ØØØA Payer City, State, Zip Code

PER 1ØØØA Payer Business Contact Information

PER 1ØØØA Payer Technical Contact Information

PER 1ØØØA Payer WEB Site

N1 1ØØØB Payee Identification

N3 1ØØØB Payee Address

N4 1ØØØB Payee City, State, ZIP Code

REF 1ØØØB Additional Payee Identification

LX 2ØØØ Header Number

NM1 21ØØ Insured Name

NM1 21ØØ Corrected Patient/Insured Name

NM1 21ØØ Crossover Carrier Name

NM1 21ØØ Corrected Priority Payer Name

NM1 21ØØ Other Subscriber Name

REF 21ØØ Rendering Provider Information

DTM 21ØØ Claim Received Date

REF 211Ø Line Item Control Number

PLB Provider Adjustment

SE Transaction Set Trailer

GE Function Group Trailer

IEA Interchange Control Trailer

2.4 SEGMENTS

NOT

INCLUDED

IN

GUIDE

Segments within the 835 which are not included in the Reference Guide and are not recommended or required for Pharmacy use.

Segment ID Loop ID Segment Name

CUR Foreign Currency Information

REF Version Identification

RDM 1ØØØB Remittance Delivery Method

TS2 2ØØØ Provider Supplemental Summary Information Corrected

CAS 21ØØ Claim Adjustment

MIA 21ØØ Inpatient Adjudication Information

MOA 21ØØ Outpatient Adjudication Information

PER 21ØØ Claim Contact Information

DTM 21ØØ Statement From or To Date

AMT 21ØØ Claim Supplemental Information

QTY 21ØØ Claim Supplemental Information Quantity

REF 211Ø Service Identification

REF 211Ø Rendering Provider Information

REF 211Ø HealthCare Policy Identification

QTY 211Ø Service Supplemental Quantity

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3. 835 BALANCING

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NCPDP Pharmacy Reference Guide to the ASC X12/005010X22A1 Health Care Claim Payment/Advice (835)

4. BALANCE FORWARD PROCESSING

The total payment amount in BPRØ2 cannot be negative. However, when refunds from reversals and corrections exceed the payment for new claims and results in a net negative payment, utilize PLBØ3-1 with a code of FB (Forwarding Balance) to adjust the BPRØ2 to zero. The dollar amount in the PLBØ4 will be the same as the current negative balance in the BPRØ2. Once the adjustment is made in the PLBØ4, applying the formula will result in a BPRØ2 value of zero. When a balance forward adjustment was reported in a previous 835, a subsequent 835 must use the PLBØ3-1 (Code FB) to add that money back in order to complete the process. The PLBØ4 will then contain the same dollar amount as the previous 835 but as a positive value. The positive value reduces the payment in the most current 835.

Example 1: Pharmacy scenario:

Total $1ØØ two claims at $5Ø each from Pharmacy1 (P1) One reversal $-15Ø from the same pharmacy

Forward Balance $-5Ø BPR*I*Ø*C*CHK************2ØØ9Ø723~ TRN*1*PRN-1*122222222~ CLP*RX1*1*75*5Ø**13*P1-clm1-cyc1~ CLP*RX2*1*75*5Ø**13*P1-clm2-cyc1~ CLP*RX3*22*-18Ø*-15Ø**13*P1-clm3-cyc1~ PLB*1111111111*2ØØ91231*FB:PRN-1*-5Ø.~

When a balance forward adjustment was reported in a previous 835, a subsequent 835 must use the PLBØ3-1 (Code FB forwarding balance) to add that money back in order to complete the process. The PLBØ4 will then contain the same dollar amount as the previous 835 but as a positive value. The positive value reduces the payment in the most current 835.

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5. EFT AND 835 LAG TIME

Providers have encountered difficulties posting payment information when the funds are received and there is a significant delay in receiving the corresponding 835 transaction.

To avoid delays in applying the data, this rule requires the payer to send the 835 no later than two business days after the corresponding EFT transaction or paper check is sent (when the payment amount is greater than zero). The 835 may be sent ahead of the corresponding EFT or Check being issued. This minimal gap in time will result in a smaller time lag overall, and the provider will be able to simplify their processes and reduce costs.

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NCPDP Pharmacy Reference Guide to the ASC X12/005010X22A1 Health Care Claim Payment/Advice (835)

6. MATCHING PAYMENT DOLLARS TO REMITTANCE DATA (835)

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7. SEGMENT AND FIELD REQUIREMENTS

A data element corresponds to a data field in data processing terminology. A data segment corresponds to a record in data processing terminology.2

Each simple data element or composite data structure in a segment is provided a structured code that indicates the segment in which it is used and the sequential position within the segment. The code is composed of the segment identifier followed by a two-digit number that defines the position of the simple element or composite data structure in that segment3 .

Financial Information – BPR – This segment is required.

Field # Loop ID Implementation Name Code Field R/S

NCPDP Comments Map

BPRØ1 Transaction Handling

Code

H, I, R For Pharmacy, only the following code values may

be used:

H=Notification Only (use when BPRØ2 is zero), I=Remittance Information Only (Use when BPRØ2 is

greater than zero)

BPRØ3 Credit/ Debit Flag Code C R For Pharmacy, only the following code value may be

used:

C = Credit

Additional Payer Identification – REF – This segment is situational but required when the 835 is not being created by the payer, i.e. the Payer or Third Party Administrator sends the necessary data to a clearinghouse who creates the 835 and then forwards to the payee.

Field # Loop ID

Implementation Name Code Field R/S

REFØ1 1ØØØA Reference Identification

Qualifier

EO R EO=Submitter Identification Number

Provider Summary Information –TS3 – This segment is situational but pharmacy requires it for reporting of claims summary by provider.

NCPDP Comments Map

TS3Ø1 2ØØØ Provider Identifier R

Claim Payment Information – CLP – This segment is required.

CLPØ1 21ØØ Patient Control Number R Prescription/Service Reference Number or when

mutually agreed upon the Prescription/Service Reference Number and Fill Number with the characters ‘FILL” preceding the Fill Number.

4Ø2-D2 Or 4Ø2-D2

and 4Ø3-D3

CLPØ2 21ØØ Claim Status Code R NOTE: Claim Status Code 4 (deny) may only be

returned if the patient is not found and LQ should be returned with NCPDP Reject Code N1 – No Patient

Found.

CLPØ3 21ØØ Total Claim Charge

Amount

R Gross Amount Due 43Ø-DU

CLPØ4 21ØØ Claim Payment Amount R Total Amount Paid 5Ø9-F9

CLPØ5 21ØØ Patient Responsibility S Patient Pay Amount 5Ø5-F5

2

Accredited Standards Committee X12, Insurance Subcommittee, ASC X12N. “B1.1.2.1 Basic Structure” Health Care Claim Payment/Advice (835), ØØ5Ø1ØX221A1. Washington Publishing Company, Apr. 2ØØ6. <http://www.wpc-edi.com>. B.2 3

Accredited Standards Committee X12, Insurance Subcommittee, ASC X12N. “B1.1.3.4 Data Segment” Health Care Claim Payment/Advice (835), ØØ5Ø1ØX221A1. Washington Publishing Company, Apr. 2ØØ6. <http://www.wpc-edi.com>. B.11

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NCPDP Pharmacy Reference Guide to the ASC X12/005010X22A1 Health Care Claim Payment/Advice (835)

©National Council for Prescription Drug Programs, Inc. Field # Loop

ID

Amount Please Note: This field is not to be used for reversal

transactions

CLPØ6 21ØØ Claim Filing Indicator

Code

R For reporting of Low Income Subsidy Co-Pay Adjustment the value of ZZ Mutually Defined is

used.

Patient Name – NM1 – This segment is required.

NM1Ø3 21ØØ Patient Last Name S Patient Last Name is required for pharmacy. Report

as submitted on the claim.

311-CB

NM1Ø4 21ØØ Patient First Name S Patient First Name is required if submitted on the

claim.

31Ø-CA

NM1Ø8 21ØØ Identification Code

Qualifier

MI R For Pharmacy, only the following code value may be

used: MI=Member ID

NM1Ø9 21ØØ Patient Identifier R Cardholder ID or when mutually agreed upon the

Cardholder ID and the Person Code as submitted on the claim.

3Ø2-C2 Or 3Ø2-C2 3Ø3-C3

Service Provider Name – NM1 – This segment is situational but required when the Rendering Provider is different from the Payee.

NM1Ø3 21ØØ Rendering Provider Last

Name or Organization Name

S If submitting pharmacy is not equal to payee, return name of pharmacy as on file from payer.

Other Claim Related Identification – REF – This segment is situational.

Field # Loop ID

REFØ2 21ØØ Other Claim Related

Identifier

R One occurrence is required with the REFØ1=BB,

then NCPDP Field 5Ø3-F3 (Authorization Number) If REFØ1=1L, then NCPDP Field 3Ø1-C1 (Group ID)

If REFØ1=G1, then NCPDP Field 462-EV (Prior Authorization Number Submitted) If REFØ1=CE, then enter Network ID (545-2F)

5Ø3-F3 3Ø1-C1 462-EV 545-2F

Statement From or To Date – DTM –This segment is situational. For Retail Pharmacy claims use the 211Ø Loop for Prescription Fill Date. Use 21ØØ only when 211Ø cannot be populated. The Claim Statement Period Start Date (232) should be used to indicate the fill date of the prescription.

DTMØ1 21ØØ Date Time Qualifier 232 R 232=Claim Statement Period Start

DTMØ2 21ØØ Claim Date R Date of Service 4Ø1-D1

Coverage Expiration Date – DTM – This segment is situational but required when payment is denied because of expiration of coverage and NCPDP Reject Code (F11-FB) is equal to 68 or 69.

Service Payment Information – SVC (Note: An Rx is a service) - This segment is situation but required for pharmacy transactions.

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Implementation Name Code Field R/S NCPDP Comments Map SVCØ1-1 211Ø Product or Service ID Qualifier N4, HC, R N4=NDC HC=HCPCS Code

For Multi-Ingredient Compound report as N4

SVCØ1-2

211Ø Adjudicated Procedure

Code

R Report Product/Service ID without dashes

For Multi-Ingredient Compounds report a valid Product/Service ID as submitted in compound

4Ø7-D7 Or 489-TE

SVCØ2 211Ø Line Item Charge Amount R NCPDP Gross Amount Due

For Multi-Ingredient Compound report amount for the entire compound and not individual ingredients.

43Ø-DU

SVCØ3 211Ø Line Item Provider

Payment Amount

R Total Amount Paid

For Multi-Ingredient Compound report amount for the entire compound and not individual ingredients.

5Ø9-F9

SVCØ5 211Ø Units of Service Paid

Count

S Quantity Dispensed 442-E7

Service Date – DTM – This segment is situational, but required for pharmacy claims.

DTMØ1 211Ø Date Time Qualifier 472 R 472=Service

DTMØ2 211Ø Service Date R Date of Service 4Ø1-D1

Service Adjustment – CAS – This segment is situational. NCPDP recommends that the CAS Segment should be created in 211Ø Loop.).

Implementation Name Code Field R/S

NCPDP Comments _Map

CASØ1 211Ø Claim Adjustment Group

Code

R See the NCPDP Claim Adjustment Reason

Code/NCPDP Reject Code Mapping document at: http://www.ncpdp.org/members/members_downloa d

CASØ2* 211Ø Claim Adjustment Reason

Code

R See the NCPDP Claim Adjustment Reason

Code/NCPDP Reject Code Mapping document at: http://www.ncpdp.org/members/members_downloa d.aspx

Code

S See the NCPDP Claim Adjustment Reason

Code

Code/NCPDP Reject Code Mapping document at:

CAS11* 211Ø Claim Adjustment Reason

Code

* A single CAS segment may contain up to six repetitions of the “adjustment trio” composed of adjustment reason code, adjustment amount, and adjustment quantity. These six adjustment trios are used to report up to six adjustments related to a particular Claim Adjustment Group Code (CASØ1). The first adjustment is reported in the first adjustment trio (CASØ2-Ø4). The

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NCPDP Pharmacy Reference Guide to the ASC X12/005010X22A1 Health Care Claim Payment/Advice (835)

second adjustment is reported in the second adjustment trio (CASØ5-CASØ7), and so on through the sixth adjustment trio (CAS17-CAS19).

Service Supplemental Information – AMT – This segment is situational but required for pharmacy.

Field # Loop ID

AMTØ1 211Ø Amount Code Qualifier T For Pharmacy, only the following code values may

be used:

T - Tax

AMTØ2 211Ø Service Supplemental

Amount

R If AMTØ1=T, report tax as the sum of Flat Sales

Tax Amount Paid (558-AW) and Percentage Sales Tax Paid (559-AX)

Health Care Remark Codes – LQ

LQØ1 211Ø Code List Qualifier Code RX R RX=NCPDP Reject Code when available

LQØ2 211Ø Industry Code R Most current External Code List as found under

members only standards downloads at http://www.ncpdp.org

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8.

APPENDIX A – EXTERNAL 835 FREQUENTLY ASKED

QUESTIONS CMS FAQS & X12 HIRS

Appendix A –External 835 Frequently Asked Questions

CMS FAQs & X12 HIRS

Additional information can be found concerning ØØ5Ø1ØX221A1 on the CMS website:

http://questions.cms.hhs.gov

· #8449 · #845Ø

And the ASC X12N Interpretations Portal:

http://www.x12n.org/portal

· #451 · #462

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NCPDP Pharmacy Reference Guide to the ASC X12/005010X22A1 Health Care Claim Payment/Advice (835)

9. APPENDIX B. HISTORY OF CHANGES

1. Version 1.Ø of the guide was never published

2. December 2Ø1Ø – Version 1.1 included editorial modifications for typographical errors found in document and the modifications to the TR3 name due to the errata.

3. April 2Ø11 – Version 2 never published

4. April 2Ø11 – Version 3 included modifications made for creation of the 835 Operating Rules for pharmacy. Changes include the following:

a. Part 1 – added section D – EFT and 835 Lag Time and removed AMT in loop 21ØØ from the transaction setting list and section E – NCPDP Telecommunication VD.Ø Rejections..

b. Added N3 (Payee Name), N4 (Payee City, State, ZIP Code), NM1 (Insured Patient Name) and MN1 (Corrected Patient/Insured Name) to the “Segments Within the 835 which NCPDP recommends following the same usage as ØØ5Ø1ØX221A1” table.

c. Added AMT (Claim Supplemental Information) in the 21ØØ loop to the “Segments Within the 835 which are not included in the Reference Guide and are not recommended or required for Pharmacy use” table.

d. Part III – Segment and Field Requirements

i. Made required and situational statements consistent

ii. Removed the Payee Address, Payee City, State, ZIP Code, Insured Name, Corrected Patient/Insured Name, Claim Supplemental Amount (in 21ØØ loop) segments

iii. Added clarification to BPRØ1 (Transaction Handling Code) and BPRØ2 (Credit/Debit Flag)

iv. Removed reference to Appendix A in TS3Ø1 (Provider Identifier)

v. Added additional mapping and comments to CLPØ1 (Patient Control Number) vi. Added ‘Please note:” to CLPØ5 (Patient Responsibility Amount) comments

vii. Added additional comments to NM1Ø3 (Patient Last Name) and NM1Ø4 (Patient First Name)

viii. Removed NM1Ø5 (Patient Middle Name or Initial) and MN1Ø7 (Patient Name Suffix) from the Patient Name Segment

ix. Added additional mapping and comments to NM1Ø9 (Patient Identifier)

x. Removed NM1Ø4 (Rendering Provider First Name), NM1Ø5 (Rendering Provider Middle Name or Initial) and NM1Ø7 (Rendering Provider Name Suffix)

xi. Added additional mapping and modified the comments in REFØ1 (Other Claim Related Identification)

xii. Added additional mapping and modified comments in SVCØ1-2 (Adjudicated Procedure Code)

xiii. Removed SVCØ4 (National Uniform Billing Committee Revenue Code)

xiv. Added AMTØ1 (Amount Code Qualifier) and added comments for allowed values xv. Modified comments in AMTØ2 (Service Supplemental Amount)

xvi. Added CAS and LQ segments into Part III

xvii. Removed CAS and LQ segments from “Segments Within the 835 which are not included in the Reference Guide and are not recommended or required for Pharmacy use” table.

xviii. Removed citation appendix and made citations footnotes. xix. Modified situation on Health Care Remark Codes.

e. Removed Appendix C

5. March 2012 – Corrected name of SVCØ3 to Line Item Provider Payment Amount and added DISA copyright for 2012.

a. August 2012 - Removed DTM Segment in the 2100 Loop from the table of NCPDP 835 Recommended Transaction Set

b. Added DTM in 2100 Loop to Segments Not Included in Guide

c. Added CLP06 Claim Filling Indicator Code to CLP Segment with note that the value of “ZZ” is to be used to represent Low Income Subsidy Co-Pay Adjustments.

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e. Removed segment repeat on the Service Adjustment (CAS) Segment f. Removed situation from Health Care Remark Codes Segment