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Will RAC Change RCM?

April 22, 2010
by Steven K. Wagner
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Hospital leaders are gearing up for the potential of RAC audits to impact the revenue cycle management process

As the federal government's Medicare Recovery Audit Contractor (RAC) program moves forward, one thing is clear: healthcare organizations are responding to the RAC audits program in diverse ways. And how they respond will affect their revenue cycle management (RCM) effectiveness going forward, with a range of potential results in terms of their ability to offset real or anticipated losses coming out of such audits.

Industry experts say they can see the challenges and opportunities in the overlap of these concepts quite clearly.

“I would hope [revenue cycle management figures into this],” says Bruce Hallowell, partner and practice director for revenue cycle/healthcare sector with the Falls Church,.-based CSC Corporation, a technology solutions and services company.

Suzanne Whitworth, director in the Healthcare Provider Practice at the New York-based Deloitte Consulting LLP, goes a step further.

“[Hospital executives] know this is coming, and I certainly think organizations are taking a hard look at their revenue cycle practices, as well as their processes and policies, making sure they have strong internal controls, metrics and ways to monitor how the revenue cycle is functioning,” the Atlanta-base Whitworth says. “You have that middle revenue cycle where the clinical and financial merge, and RAC has found that there are weaknesses in the way that hospitals manage that convergence.”

Anticipation fuels action

In 2003, Congress directed the Department of Health and Human Services to conduct a three-year demonstration program using audit contractors to detect and correct improper Medicare payments. The program was designed to determine whether using RACs would cost-effectively ensure that correct payments are made to providers and suppliers. The program operated between 2005 and 2008 in New York, Massachusetts, Florida, South Carolina and California, returning more than $900 million in overpayments to the Medicare Trust Fund.

Some liken RAC audits, which are being rolled out nationwide, to IRS audits, which often encourage taxpayers who are fearful of having deductions disallowed to re-examine their receipts in advance of scheduled audits to make sure that all deductions have been claimed-in effect, to minimize their tax burden. Montgomery County Memorial Hospital (MCMH) in Red Oak, Ia., is taking a similar approach.

Established in 1920, MCMH is a 25-bed critical access facility situated in America's heartland. Although auditing has not yet begun there, staff are preparing for the eventuality, said Ron Kloewer, the hospital's CIO.

According to Kloewer, a primary challenge facing MCMH is the subjective nature of certain coding and medical necessity parameters. Staff members at the hospital are meeting that challenge by re-examining specific billing categories to make sure that all documentation is in order. In fact, two nurses have been assigned the task of ensuring that admitting and medical necessity criteria are being met and that documentation compliance is in order, in essence ushering the clinical and RCM worlds toward a more seamless interface. Additionally, stand-alone software may eventually be purchased to further automate and streamline these administrative processes-at an expected cost of “tens of thousands of dollars.”

“Our approach has been to look at the entire revenue cycle management (RCM) process to see how the clinical documentation processes match up,” says Kloewer, adding that Montgomery County's net revenue of $28 million is 65 perceived derived from Medicare. “For us, documentation equals coding. The old adage is really true: if it's not documented, it didn't happen.”

Success means getting specific

Being closely examined by MCHC are elements of the RAC audits that have received particular attention elsewhere, including admitting criteria and the administration of IVs and medication. Real costs to the hospital so far, including the two full-time nurses, is less than $200,000; roughly half of that has been “recouped” in the form of potential revenue denials that were identified and thus mitigated by specifically scrutinizing IV therapy billing.

Meanwhile, the RCM has been bolstered in other areas as the audits approach: the hospital's electronic medical record system has been optimized, billing has been enhanced and collection of late payments has intensified.

“HIM has had to step it up, the IT department has had to step it up, and so have our registrars and clinicians,” Kloewer says. “It's all about finding the holes and getting them plugged.”

‘Substantial’ revenue risk

At e Burlington, Vt.-based Fletcher Allen Health Care, which is licensed for 562 beds and has a 40 percent Medicare mix, leaders initiated a diagnosis-related group (DRG) validation audit in February with a request for records involving 10 respiratory patient encounters.

“There is direct revenue at risk that could be substantial,” Todd Moore, vice-president/revenue cycle, says of the RAC effort. “This program is not set up to not find anything.”