Reopenings
Medicare Claims Processing Manual (Pub. 100-04, Ch. 3).
CGS performs three types of reopenings:
- Claim Correction Reopening (for claims that require correction beyond the claim timely filing limit)
- Untimely Filing (for claims rejected (R B9997) or processed (P B9997) with reason code 39011)
- 56900 Reopenings (for claims denied due to non-receipt of medical record documentation in response to an Additional Documentation Request (ADR)
Review the information below to determine the appropriate reopening request type and process.
Claim Correction Reopening
When the need for a claim correction is discovered, and the claim is beyond the timely filing limit (one calendar year from the "through" date on the claim), a reopening request (type of bill (TOB) XXQ) must be submitted to remedy the error. When a claim requires correction, and the claim is within the timely filing limit, an adjustment (type of bill XX7) may be submitted.
Reopenings are typically used to correct claims with clerical errors, including minor errors and omissions, and are conducted at the discretion of CGS. Minor errors or omissions may include:
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Note: Omissions do not include failure to bill items/services, such as late charges. A reopening may be requested to change a claim determination that resulted in an overpayment or underpayment, even though the decision was correct when the claim was processed. Reopenings are separate from the appeals process, and therefore, do not count towards the five levels of appeal.
Note: Reopenings (TOB XXQ) cannot be submitted with a hardcopy (paper) UB-04 claim form. They must be submitted via the 5010 format or entered directly into the Fiscal Intermediary Standard System (FISS) Direct Data Entry (DDE) system.
For reopening requests entered via DDE: From the FISS Main Menu, select Claims Correction (Option 03) and the appropriate Claim Adjustments option. In addition to the usual field locators and the information being adjusted, reopenings (TOB XXQ) must include the following information.
If there is a medically denied line item on the claim, FISS may not allow you to complete the adjustment electronically. If you are unable to submit the reopening electronically or via DDE, you may submit a hardcopy adjustment using the Clerical Error Reopening Adjustment Request Form.
Reminder: If a claim in a P status has been reviewed by Medical Review, and has one or more line items denied, adjustments can be made to the paid line items. Adjustments cannot be made to any part of a denied line item on a partially paid claim.
Field Name/Requirement |
Description |
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TOB (FISS Page 1) |
XXQ Once the claim is selected, change the third digit of the TOB to 'Q' to identify the claim adjustment as a reopening request. |
COND CODES (FISS Page 1) |
Enter the appropriate condition code. R1 – Mathematical or computational mistake |
COND CODES (FISS Page 1) |
Enter a condition code that best describes what is being changed. D0 – Changes in service date When D9 is used, an explanation must be included in the REMARKS field (FISS Page 4). |
COND CODES (FISS Page 1) |
Enter 'W2' (duplicate of original bill) to attest that the reopening request is for a claim already sent to Medicare and there is no appeal in process. A reopening request cannot be submitted if an appeal has been requested, and a decision is pending or in process. |
ADJUSTMENT REASON CODE (FISS page 3) |
FISS will automatically assign one of the codes below. R1 – Less than 1 year from the initial determination (Remittance Advice (RA) date) *Requires "Good Cause" in the "Remarks" field. |
REMARKS (FISS page 4) |
Remarks are always helpful in processing a reopening; however, the REMARKS field is required when the R2 or R3 Adjustment Reason Code is submitted. Remarks should be formatted for a change or addition (C-A), new and material evidence (NME) and faulty evidence (F-E) with a narrative explanation. NOTE: The first 15 characters of the remark must match exactly as shown below.
Example: Good Cause- C-A to add revenue code 0550 because… If the change or addition affects a line item, please indicate which line(s) is/are being changed. |
Untimely Filing
Claims are rejected for untimely filing when the claim is submitted 12 months after the date the services were furnished. The Centers for Medicare & Medicaid Services have established exceptions to the one calendar year time limit. For additional information, refer to the Medicare Claims Processing Manual, CMS Pub. 100-04, Ch. 1, §70.7. At this time, a hardcopy UB-04 adjustment, or a reopening request, may be submitted if one of the exceptions apply.
Reason for Untimely Filing |
Submitting Hardcopy Adjustment |
Submitting a Reopening – Can only be submitted via 5010 or FISS Direct Data Entry (DDE) |
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Claim rejected (R B9997 or processed (P B9997) with reason code 39011 due to timely filing edits |
NOTE: To determine the correct DCN to report on your adjustment, select the denied claim. Go to Page 02 and press F2. The DCN of the claim will appear in the upper left corner in the "DCN" field. Requests for untimely filing reopenings, along with supporting documentation, must be mailed to: J15 Part A Claims |
Detailed coding information can be found under the "Claim Correction Reporting" heading of this Web page.
If additional information is requested by CGS, the reopening adjustment will be RTP'd with a note on the Remarks page. Please note, no letter will be sent by CGS. |
56900 Reopenings
Claims deny with reason code 56900 when a medical review contractor doesn’t receive your documentation in response to an additional documentation request (ADR) letter within the required timeframe (45 calendar days for CGS). Review the Additional Documentation Request Process: What to Send page to learn how to avoid these claim denials.
A 56900 reopening request allows the Medical Review department to complete a review without using the Medicare Appeals process.
When to Submit |
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How to Submit |
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What to Submit |
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Updated: 10.20.23