Remittance and Status (R&S) Reports
The R&S Report provides information on pending, paid, denied, adjusted, and incomplete claims. TMHP provides R&S Reports to give providers detailed information about the status of claims submitted to TMHP. The R&S Report also identifies receivables resulting from inappropriate payments. These receivables are recouped from payments of subsequent claim submissions.
Providers receive an R&S Report for each National Provider Identifier (NPI) with claim activity.
Providers can determine the program associated with the R&S Report by looking at the top center of the R&S Report. The line below Texas Medicaid & Healthcare Partnership identifies the program associated with the R&S Report.
Online R&S Reports are available as a PDF every Monday morning at 6 a.m., Central Time, following the claims processing cycle. Providers must have a provider administrator account on the TMHP website at www.tmhp.com to receive online R&S Reports.
Refer to: Chapter 41, “TMHP Electronic Data Interchange (EDI)” for information about electronic billing.
Providers must retain copies of all R&S Reports for a minimum of 5 years. Do not send original R&S Reports back to TMHP; instead, submit copies of the R&S Reports when submitting a corrected claim or when resubmitting a previously incomplete claim.
Samples of the R&S Report are provided at the end of this chapter. The R&S Report provides information using the following general formatting guidelines:
•Information is displayed in rows rather than columns
•Incomplete claims appear in the “Claims — Paid or Denied” section
•Explanation of benefits (EOB) and explanation of pending status (EOPS) codes are five characters in length (up to four messages can be displayed at the claim level and up to five at the detail level)
•Descriptions of EOBs and EOPS are in an appendix at the end of the R&S Report
•Financial transactions appear in one of the following categories: accounts receivable, Internal Revenue Service (IRS) levies, claim refunds, payouts (system and manual), claim reissues, and claim voids
•The internal control number (ICN) is 24 digits
•The primary diagnosis submitted on the claim appears with the claim header information
6.1.1Electronic Remittance and Status (ER&S) Reports
Using Health Information Portability and Accountability Act (HIPAA)-compliant Electronic Data Interchange (EDI) standards, the ER&S Report can be downloaded through the TMHP-EDI Gateway using TexMedConnect or third-party software. ER&S Reports contain the same information as a paper R&S Report and can be downloaded in any format.
ER&S Reports are available on the Monday following the weekly claims processing cycle. To obtain an ER&S Report, providers must complete and submit an ER&S Agreement. The ER&S Agreement is located in the Forms section of the EDI page on the TMHP Provider home page at www.tmhp.com and can be submitted to the TMHP-EDI help desk by mail or by fax to 1-512-514-4228.
Additional information about ER&S Reports can be accessed via the EDI companion guide ANSI ASC X12N 835. Companion guides are available in the Technical Information section of the EDI Provider home page on the TMHP website.
Banner pages are used to inform providers of changes in policies, claims, and procedures. The title pages include the following information:
•TMHP address for submitting paper copies of corrected and resubmitted claims
•Provider’s name, address, and telephone number
•Unique R&S Report number specific to each report
•NPIs
•Report sequence number (a cumulative number of R&S Reports the provider has received for the calendar year)
•Date of the week reported on the R&S Report
•Federal tax identification number
•Page number (the R&S Report begins with page 1)
•Automated Inquiry System (AIS) telephone number for AIS inquiry calls
•Taxonomy code
•Benefit code
6.1.3Explanation of R&S Report Row Headings
Row Heading/Section | Explanation |
|---|---|
Patient name | Lists the client’s last name and first name as indicated on the provider’s claim. This field is truncated to display 13 characters. |
Claim number | The 24-digit ICN assigned by TMHP for a specific claim. The format for the TMHP claim number is PPPCCCMMMYYYYJJJBBBBBSSS. PPP: COMPASS21 Program 400: CSHCN Services Program Code CCC: Claim Type 020: Physician supplier/Genetics 021: Dental 023: Outpatient hospital/Home Health Agency (HHA) 040: Inpatient hospital 060: Medical Transportation Program MMM: Media Source (Region) 010: Paper 011: Paper adjustment 020: TDHconnect 021: TDHconnect adjustment 030: Electronic (including TexMedConnect) 031: Electronic adjustment (including TexMedConnect) 041: AIS adjustment 051: Mass adjustment 071: Retroactive eligibility adjustment 080: State action request 081: State action request adjustment 110: Postal mail 990: Default media type 991: Default/summary for all adjustments 999: Default/summary for all media regions YYYY: Year in which the claim was received JJJ: Julian date on which the claim was received BBBBB: TMHP internal batch number SSS: TMHP internal claim sequence within the batch |
Benefit code | These codes are submitted by the provider to identify state programs. |
CSHCN number | The client’s CSHCN Services Program number. |
Medical record number | If a medical record number is used on the provider’s claim, that number appears here. |
EOB | Any EOB code that applies to the entire claim (header level) prints here. Up to four EOB codes display at the header level. |
Diagnosis | The primary diagnosis listed on the provider’s claim. |
Patient account number | If a client’s account number is used on the provider’s claim, that number appears here. |
Service dates | Format MMDDYYYY (month, day, year) in From and To dates of service. |
Type of Service (TOS)/Procedure/Accommodation Code | Indicates by code the specific service provided to the client. The two-digit TOS appears first, followed by a Healthcare Common Procedure Coding System (HCPCS) procedure code. A three-digit code represents a hospital accommodation or ancillary revenue code. |
Billed quantity | Indicates the quantity billed per claim detail. |
Billed charge | Indicates the charge billed per claim detail. |
Allowed quantity | Indicates the quantity allowed per claim detail. |
Allowed charge | Indicates the charges allowed per claim detail. |
Place of service (POS) column | Includes the POS to the left of the Paid Amount. A two-digit numeric code identifying the POS is indicated in this field. |
Paid amount | The final amount allowed for payment per claim detail. Also appearing in this field is the amount paid by another insurance resource. The other insurance (OI) amount is preceded by a minus (-) symbol, and this amount is subtracted from the total of the paid amounts appearing in this field. The total paid amount for the claim appears on the claim total line. |
EOB codes | These codes explain the payment or denial of the provider’s claim. EOB codes are printed next to and directly below the claim. An explanation of all EOBs appearing on the R&S Report are printed in the appendix at the end of the R&S Report. |
EOPS code | The EOPS codes appear only in the “Claims In Process” section of the R&S Report. The codes explain the status of pending claims and are not an actual denial or final disposition. |
MOD | Modifiers describe and qualify the services that were provided. For dental services, two modifiers are printed. The first is the tooth identification (TID) and the second is the surface identification (SID). |
6.1.4Explanation of R&S Report Section Headings
The title, “Claims — Paid or Denied,” is centered on the top of each page in this section. Claims in this section are finalized the week before preparation of the R&S Report. The claims are listed by claim status, claim type, and in client name order. The reported status of each claim does not change unless the provider, CSHCN Services Program, or TMHP initiates further action. TMHP cannot process incomplete claims.
Only paper claims are denied as incomplete. Incomplete claims may be submitted as original claims only if the resubmission is received by TMHP within the original filing deadline. Otherwise, the claim must be received within 120 days of the date on the R&S Report.
If a provider determines that a claim cannot be appealed electronically or through the Automated Inquiry System (AIS), the claim may be appealed on paper by completing the following steps:
•Submit a copy of the R&S Report page on which the claim is paid or denied. A copy of any other official notification from TMHP may also be submitted.
•Submit one copy of the R&S Report for each claim appealed.
•Circle only one claim per R&S Report page.
•Identify the reason for the appeal.
•If applicable, indicate the incorrect information and provide the correct information that should be used to appeal the claim.
•Attach a copy of any supporting medical documentation that is required or has been requested by TMHP. Supporting documentation must be on a separate page and not copied on the opposite side of the R&S Report.
Refer to: Chapter 5, “Claims Filing, Third-Party Resources, and Reimbursement.”
Chapter 7, “Appeals and Administrative Review.”
Claims filed electronically without required information are rejected. Users are required to retrieve the response file to determine the reason for rejections. Providers receiving TMHP EDI rejections may resubmit an electronic claim within 95 days from the date of service.
A paper appeal may also be submitted with a copy of the rejection report. Appeals must be received by TMHP within 120 days of the rejection report date to be considered. A copy of the rejection report must accompany each corrected claim submitted on paper.
6.1.4.2Adjustments to Claims
The title, “Adjustments to Claims,” is centered at the top of each page in this section. Adjustments are listed by claim type, client name, and CSHCN Services Program client number. Media types 011, 021, 031, 041, 051, 071, and 081 appear in this section. An adjustment is printed in the same format as a paid or denied claim.
The adjusted claim is listed first on the R&S Report. EOB 00123, “This is an adjustment to previous claim XXXXXXXXXXXXXXXXXXXXXXXX which appears on R&S Report dated XX/XX/XX” follows this claim. The dollar amounts on the original claim are followed by a minus (-) symbol indicating the original payment is voided.
The net adjustment amount is the difference between the claim total for the original claim and the claim total for the adjusted claim. If the total amount of money to be recouped is not available on the current R&S Report, it is taken from future payments.
EOB 00601 prints the following message below the claim indicating the amount is to be recouped later: “A receivable has been established in the amount of the original payment: $_______. Future payments will be withheld or reduced until such amount is paid in full.”
When an adjustment is set up (EOB 00601) and enough money is available on the next R&S Report, EOB 00097 prints, “Payment adjusted on following client.” The original ICN and R&S Report date appears. The dollar amount to be recouped is listed in the Original Amount column. The amount changes until all money is recouped.
In the “Adjustments to Claims” section, the amount identifying the net difference (difference between the original claim payment and the adjusted claim payment) appears below the prior claim payment. If the net difference is a positive amount, the amount is added to the amount of the current check. If the net difference is a negative amount, a minus sign appears before the dollar amount, and that amount is deducted from the amount of the current check.
6.1.4.3Financial Transactions
All accounts receivables, IRS levies, payouts, refunds, reissues, and voids appear in this section of the R&S Report. The financial transactions section does not use the R&S Report form column headings. Additional subheadings are printed to identify the financial transactions. References to fiscal year end (FYE) represent the provider’s FYE based on cost report information and does not apply to all providers. The following are descriptions of the six types of financial transactions.
6.1.4.3.1Accounts receivable identifies money that was subtracted from the provider’s current payment because it is owed to the CSHCN Services Program. Specific claim data is not given on the R&S Report unless the accounts receivable setup is claim-specific. An accounts receivable control number is provided that should be referenced when corresponding with TMHP. If the withholding amount is related to a specific claim and not an EOB 00601 (as described in Section 6.1.4.2, “Adjustments to Claims” in this chapter), a separate letter with this information is sent to the provider. Accounts receivable appears on the R&S Report in the following format:
Row Heading/Section | Explanation |
|---|---|
Control number | A control number that should be referenced when corresponding with TMHP. |
Recoupment rate | The percentage of the provider’s payment withheld each week unless the provider elects to have a specific amount withheld each week. |
Maximum periodic recoupment amount | The amount to be withheld each week or month. This field is blank if the provider elects to have a percentage withheld each week or month. |
Original date | The date the financial transaction was originally processed. |
Original amount | The total amount owed to the CSHCN Services Program. |
Prior date | The date the last transaction on the accounts receivable occurred. |
Prior balance | The amount owed from a previous R&S Report. |
Applied amount | The amount subtracted from the current R&S Report. |
FYE | The fiscal year end for cost reports. |
EOB | The EOB code that corresponds to the reason code for the accounts receivable. |
Patient name | If the accounts receivable is claim specific, the name of the client listed on the claim. |
Claim number | If the accounts receivable is claim specific, the ICN of the original claim. |
Balance | Indicates the total outstanding accounts receivable (AR) balance that remains due. |
If TMHP receives a notice from the IRS of a levy against a provider, payments will be withheld from the provider’s payment. These are displayed in the IRS Levies section of the R&S Report. Payments are withheld until the levy is satisfied or released. Although the current payment amount is lowered by the amount of the levy payment, the provider’s 1099 earnings are not lowered. IRS levies are reported in the following format:
Row Heading/Section | Explanation |
|---|---|
Control number | Control number to reference when corresponding with TMHP. |
Maximum recoupment rate | The percentage of the provider’s payment withheld each week unless the provider elects to have a specific amount withheld each week. |
Maximum recoupment amount | The amount to be withheld on a periodic basis. This field is blank if the provider elects to have a percentage withheld each week. |
Original date | The date the levy was originally set up. |
Original amount | The total amount owed to the CSHCN Services Program. |
Prior balance | The amount owed from a previous R&S Report. |
Prior update | The date the last transaction on the levy occurred. |
Current amount | The amount subtracted from the current R&S Report. |
Remaining balance | The amount still owed on the levy (this amount becomes the previous balance on the next R&S Report). |
Payouts are dollar amounts owed to the provider. TMHP processes two types of payouts: system payouts that increase the weekly payment amount and manual payouts or refunds that result in a separate payment issued to the provider. Specific claim data is not given on the R&S Report for payouts. If the payout is claim-related, a separate letter with this information is sent to the provider. A control number is given that should be referenced when corresponding with TMHP.
Payouts appear on the R&S Report in the following format:
Row Heading/Section | Explanation |
|---|---|
Payout control number | Control number to reference when corresponding with TMHP. |
Payout amount | Amount of the payout. |
FYE | The fiscal year for which this refund is applicable. |
EOB | The EOB code that corresponds to the reason code assigned. |
Refund check number | The number of the refund check issued by TMHP. |
Refund check amount | The amount of the refund check mailed to the provider. |
Patient name | The name of the client (if available). |
PCN | The CSHCN Services Program number of the client (if available). |
DOS | The date of service (if available). |
Claim reissues are identified by EOB 00122, “This claim is a reissue of a previous claim.” For example, EOB 00122 is used if a check is lost in the mail and must be reissued to the provider. The message follows each claim that was reissued. Every claim paid on the original check is reprinted in the financial section. The claims appear on the R&S Report in the following format:
Row Heading/Section | Explanation |
|---|---|
Check number | The number of the original check. |
Check amount | The amount of the original check. |
R&S number | The number of the original R&S Report. |
R&S date | The date of the original R&S Report. |
Claim voids are identified by EOB 00134, “Voided claims – this amount has been credited to your net IRS liability.” This occurs when the TMHP check has been returned and voided. Claims originally paid on the check are listed and the amounts credited to the provider’s 1099. Claim voids are printed in the same format as claim reissues.
Claim refunds are identified by EOB 00124, “Thank you for your refund; your 1099 liability has been credited.” This message verifies that money refunded to the CSHCN Services Program for incorrect payments was received and posted. The provider’s check number and the date of the check are printed on the R&S Report. Claim refunds appear on the R&S Report in the following format:
Row Heading/Section | Explanation |
|---|---|
ICN | The claim number of the claim to which the refund was applied this cycle. |
Patient name | The client’s first name, middle initial, and last name on the applicable claim. |
CSHCN number | The client’s CSHCN Services Program number. |
Date of service | The format MMDDYYYY (month, day, year) in From date of service. |
Total billed | The total billed amount of the refunded claim. |
Amount applied this cycle | The refund amount applied to the claim. |
EOB | The EOB code that corresponds to the reason code assigned. |
6.1.4.4Financial Transactions/Void and Stop—“Stale-Dated Checks”
Stale-dated checks (i.e., checks older than 180 days) that have not been cashed are voided and applied to either IRS levies or outstanding accounts receivable. Once a check has been voided, the associated claims may not be payable, and the transaction will be finalized after 24 months. Providers may submit a voided check appeal to TMHP Cash Financial at the following address:
Texas Medicaid & Healthcare Partnership
Attn: Cash Financial
12365-A Riata Trace Parkway
Austin, TX 78727
The CSHCN Services Program encourages providers to receive payment via electronic funds transfer (EFT) to eliminate stale-dating issues. EFT ensures that providers receive payments via direct deposit in a bank account of their designation. To enroll in EFT, use the Electronic Funds Transfer (EFT) Notification or call the TMHP Contact Center at 1-800-568-2413, Monday through Friday from 7 a.m. to 7 p.m., Central Time, and select Option 2.
Refer to: Chapter 41, “TMHP Electronic Data Interchange (EDI).”
This section summarizes payments, adjustments, and financial transactions listed on the R&S Report. The section has two categories: one for the current weeks totals and one for the year-to-date totals.
Example:If the provider is receiving a payment on this particular R&S Report, the following information is given: “Payment summary for check number (check #) or (directly deposited by EFT) in the amount of ($amount). Note that items marked with an asterisk (*) do not affect your 1099 earnings.” The check number is also printed on the check that accompanies the R&S Report.
The Claims Payment Summary appears on the R&S Report in the following format:
Heading | Explanation |
|---|---|
Claims paid | The number of claims processed for the week, as well as the year-to-date total. |
System payouts | The total amount of system payouts issued to the provider by TMHP. |
Manual payouts | The total amount of manual payouts issued to the provider by TMHP (remitted by a separate check or EFT). |
Amount paid to IRS for levies | The amount remitted to the IRS and withheld from the provider’s payment due to an IRS levy. |
Amounts paid to IRS for backup withholding | The amount paid to the IRS for backup withholding. |
Accounts receivable recoupment | The total amount withheld from the provider’s payment for accounts receivable. |
Amounts stopped or voided | The total amount of the payment that was voided or stopped with no reissuance of payment. |
System reissues | The amount of the reissued payment. |
Claims related refunds | The net amount allowed for the week’s payment. If there are no adjustments recouping money showing negative paid amounts, the claim’s amount is the total of all paid amounts on the individual claims. If there are adjustments showing negative paid amounts, the claim’s amount is the total paid amount minus the total amount of claim-related refunds applied during the weekly cycle. |
Nonclaim-related refunds | The total amount of nonclaim-related refunds applied during the weekly cycle. |
Amount affecting 1099 earnings | The amount added for this week to the provider’s earnings. This figure is the claim’s amount minus any withheld or credit amounts. This column also shows weekly and year-to-date totals. The year-to-date IRS amount is the net total of reportable payments for tax purposes. |
Held amount | The total amount withheld from the provider’s payment. |
Payment amount | Amount of the payout |
Pending claims | The total amount billed for claims in process beginning with the cutoff date for the report. |
Claims that are in process appear in the section titled “The Following Claims are Being Processed.” The R&S Report may list up to five EOPS messages per claim. The claims listed in this section are in process and cannot be resubmitted for any reason until they appear in either the “Claims - Paid or Denied,” or “Adjustments - Paid or Denied” sections of the R&S Report. TMHP lists the pending status of these claims only for informational purposes. The pending messages should not be interpreted as a final claim disposition.
All claims and claims resubmitted for reconsideration that TMHP has in process are listed on the R&S report weekly. TMHP provides the following information on the R&S Report:
•Client name
•Claim number
•EOPS
•International Classification of Diseases, Tenth Revision, Clinical Modification (ICD-10-CM) number
•Initial date of service
•Billed charge (total billed)
6.1.5.2EOB and EOPS Codes Section
The “Explanation of Benefits Codes Messages” section lists the descriptions of all EOBs and EOPS that appeared on the R&S Report. EOBs and EOPS appear in numerical order.
Electronic Data Interchange ANSI X12 5010 835 files will display the appropriate Claims Adjustment Reason Code (CARC), Claims Adjustment Group Code (CAGC), and Remittance Advice Remarks Code (RARC) explanation codes that are associated with EOB denials.
The 835 file will include the CARC, CAGC, and RARC explanation codes that are associated with the highest priority detail EOB to provide a clearer explanation for the denial.
The following pages provide examples of R&S Reports.
6.1.6.1Physician R&S Report Example: Banner Page
6.1.6.2Physician R&S Report Example: Blank Page
6.1.6.3Physician R&S Report Example: Claims – Paid or Denied
6.1.6.4Physician R&S Report Example: Blank Page
6.1.6.5Physician R&S Report Example: Payment Summary Page
6.1.6.6Physician R&S Report Example: Explanation of Benefits (EOB) Page
6.1.6.7Ambulatory Surgical Center (ASC) R&S Report Example: Banner Page
6.1.6.8ASC R&S Report Example: Adjustments R&S Report
6.1.6.9ASC R&S Report Example: Blank Page
6.1.6.10ASC R&S Report Example: Adjustments R&S Report
6.1.6.11ASC R&S Report Example: Adjustments R&S Report
6.1.6.12ASC R&S Report Example: Adjustments R&S Report
6.1.6.13ASC R&S Report Example: Blank Page
6.1.6.14ASC R&S Report Example: Claims in Process R&S Report
6.1.6.15ASC R&S Report Example: Claims in Process R&S Report
6.1.6.16ASC R&S Report Example: Payment Summary Page
6.1.6.17ASC R&S Report Example: Explanation of Benefits (EOB) Page
6.2TMHP-CSHCN Services Program Contact Center
The TMHP-CSHCN Services Program Contact Center at 1-800-568-2413 is available Monday through Friday from 7 a.m. to 7 p.m., Central Time, and is the main point of contact for the CSHCN Services Program provider community.