How to avoid 2 common data entry issues

WWC reviews the quality of data entered into eCaST each month to ensure the program is reimbursing appropriately and accurately for services your agency has provided. Below are tips for avoiding two common data entry issues identified through monthly review: 

December bill run is complete!

Your December 2015 grant activity statement is now available. Please run your grant activity statement from eCaST using December 1-31 as your date parameters. Make sure to select fiscal year 2016. When choosing the contract type, select "WWC" for WWC clinical services or "CCGP" for the care coordination grant program

Please contact either Nick Roth or Marina Milzer for any questions regarding viewing your reports.

If you have questions about your bill or spending in general, contact your WWC program coordinator, either Ivy Hontz or Kris McCracken.

Updates to caution flags in eCaST

Several updates to the "Pending screenings not complete" caution flag have been made in eCaST aimed to streamline data entry and review processes. Please let us know if you have questions or concerns with any of these changes. Changes include: 

November bill run is complete!

Your November 2015 grant activity statement is now available. Please run your grant activity statement from eCaST using November 1-30 as your date parameters. Make sure to select fiscal year 2016. When choosing the contract type, select "WWC" for WWC clinical services or "CCGP" for the care coordination grant program

Please contact either Nick Roth or Marina Milzer for any questions regarding viewing your reports. Nicholas.Roth@state.co.us or Marina.Milzer@state.co.us

If you have questions about your bill or spending in general, contact your WWC program coordinator, either Flora Martinez, Ivy Hontz, or Kris McCracken.

Remember: Check insurance status before each procedure!

Recently we have had a few agencies report to us that clients seen through WWC Clinical Services last fiscal year (June 30, 2014 to June 29, 2015) were actually billed to and paid by Medicaid. While agencies are not required to switch funding from WWC Clinical Services to Medicaid for services rendered between the client’s enrollment notification date and back-dated enrollment date, it is not allowable to charge the same service to two funders (i.e., WWC Clinical Services and Medicaid). When another funder has been charged for services rendered in a previous fiscal year, agencies must refund CDPHE funds paid for these services by sending CDPHE a check. If your agency identifies a change in funding source for services performed during the active fiscal year, simply update the funding source for affected procedures and the funds will be automatically reversed on your next grant activity statement.

While we know this may be inevitable for services performed last fiscal year, below are some best practices to help you avoid this in the future. We will remind agencies during our major mid-year and end-of-year data entry pushes. 

• Follow the new policy that insurance status be assessed before each clinical service is provided with WWC funds. 
• Verify regularly that WWC Clinical Services clients have not retroactively been billed to Medicaid. 

Please contact Emily, Marina or your WWC program coordinator with any questions.

Clinical Corner - 3D Mammography Reimbursement

Question: Does WWC reimburse for 3D mammography (i.e. tomosynthesis)? What are the tomosynthesis CPT codes we should be aware of?