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New Information

Message for Remittance Advices Dated May 15th, 2014

TO: Family Practice, OB/GYN, Nurse Practitioner, FQHC Providers            
RE: New CPT Code for BreastCare

CPT Code 81025 (Urine Pregnancy Test) is payable with an effective date of 01/01/13.  This procedure is only payable if billed in conjunction with one of the following biopsy codes (57420, 57421, 57452, 57454, 57455, 57460, 57461, 57500, 57505, 57520 or 57522) for the same date of service and for the same performing provider.  It is not payable when billed alone.

Virtual Training Opportunities on BreastCare Billing:

Do you or your staff have questions about BreastCare billing policy, the claim submission process, or Provider Electronic Solutions (PES) software? Are you unable to travel to BreastCare training workshops held throughout the year at various locations? Then a virtual training workshop is for you! Now you can attend a class without leaving your office. The Arkansas Department of Health and HP Enterprise Services invite you to attend useful classes in an Internet virtual classroom environment. The classes are designed to help you:

  • configure software for prompt and accurate billing
  • understand fundamentals of the claim submission process, issues surrounding claim denials and actions you can take to prevent future denials
  • Set-up and use PES to submit claims
  • register for and use WebRA

Click here to view and register for upcoming classes. For questions, contact Karen Young at kareny@hp.com.

BreastCare’s Resource Directory

January 3, 2014 - BreastCare has a new resource directory for women who have been diagnosed with breast or cervical cancer. This directory consists of a number of breast and cervical cancer treatment resources to aid women who have been diagnosed with cancer. Resources are organized geographically in sections including National, State, Northwest Arkansas, Northeast Arkansas, Central Arkansas, Southeast Arkansas and Southwest Arkansas. Additional resources are available on Patient Assistant Drug Programs, Clinical Trials, Health Coverage and Transportation.
Click here to download the directory.

BreastCare Makes it Easier to Find Referring Providers

December 9, 2013 - Enrolling/primary care providers who need to refer a BreastCare patient, have a new way to find facilities and doctors who accept referrals for BreastCare patients. A list of referring providers has been added to the BreastCare website under the Forms and Manuals section.  The list include surgeons, OB/Gyns, mammography facilities and hospitals.

BreastCare Screening and Diagnostic Services to Continue

Although the Breast and Cervical Cancer Treatment Category 07 Medicaid has ended, BreastCare continues to provide breast and cervical cancer screening and diagnostic services to women just as it has for many years.  Despite the changes in the insurance market, Medicaid, and Health Care Reform, some women between the ages of 40 and 64 will remain eligible for BreastCare. BreastCare will continue to provide these needed services at no cost, for eligible women, across the state of Arkansas. 

Patients may be eligible for health coverage in the Health Care Independence Program (also known as the Private Option) or through the Health Insurance Marketplace. See details of each below.

Health Care Independence Program
(Private Option)

Health Insurance Marketplace

  • Household income at or below 138% of Federal Poverty Level
  • Adults 19-64 years of age
  • Medicaid pays insurance premium and deductibles for covered individuals/family (Small copays may apply for some services depending on income)
  • No date restrictions on enrollment
  • Call 1-855-372-1084 or go to local DHS office, or
  • Go to: www.access.arkansas.gov, or
  • Go to: www.insurark.org
  • Household income above 138% up to 400% of Federal Poverty Level
  • Adults 19-64 years of age
  • May be eligible for financial assistance (subsidy/tax credit) toward insurance premium
  • Open enrollment ends March 31, 2014 for coverage during 2014.
  • Call 1-800-318-2596 for the Federal Call Center, or
  • Go to: www.healthcare.gov, or
  • Go to: www.arhealthconnector.org

BreastCare cannot transition women to either of those programs. For assistance please call 1-855-283-3483 for In-Person Assistance, or going by a local health unit to see an In-Person Assistant (IPA).

IPAs help individuals/families understand their options so they can choose the best plan for their needs.

Changes Made to BreastCare Online System

You may have noticed some recent changes as you have enrolled or reassessed patients in the BreastCare Online System. Several changes have been made to improve data quality and address issues users have experienced.  These changes include:

  • Existing patients can only be assessed for eligibility in the month their current plan/card expires.
  • Assess BC Eligibility button is only visible for open plans in the month the plan is set to end   
  • Adding a Plan History link on the patient management page to track changed made to the plan
  • Adding an Appointment History link on the patient management page to track appointment status changes
  • Moving the referral source question from the cycle page to Patient Management page to be collected at initial enrollments and reenrollments
  • Moving the emergency contact name and number to the Patient Management page
  • Automatically updating the appointment status to kept if the same date is entered as the performed date on CBE
  • Adding a Plan “I” to represent patients with open or closed plans who are determined to be ineligible when assessed (This is not an actual plan but rather a way to count ineligible patients.)
  • Users can print an ineligible letter
  • Adding current provider to Patient Medical History page
  • When adding a procedure to a cycle, a result is required if a performed date is entered.
  • A special needs question has been added to the Patient Management page. This is a required question that is asked when:
    • a new patient is enrolled
    • an existing patient is reassessed
    • the Update Other information button is selected and the answer is blank

      After the question is answered, you do not have to answer it again unless you need to change the answer.
  • The BreastCare card/letter has been updated to include funding information on the various plans. The card/letter also now opens in a new window allowing all providers to print it directly from the system

As other changes are made, we will continue to provide updates to keep you informed.

BreastCare Materials Available to You

As a provider you may request BreastCare outreach materials, brochure stands, educational materials, and much more. To see what items are available please click here.

Taxonomy Code

BreastCare Providers have had several claims denied due to taxonomy code. For more information on how and when to use the taxonomy code click here or visit the Frequently Asked Questions.

Help your Patient Understand

June 10, 2013 - Health literacy toolkits created by the American Medical Association (AMA) Foundation are available to BreastCare Providers at no cost. The health literacy kit includes an instructional video on DVD and CD-ROM, an in-depth manual for clinicians, and additional resources for education and involvement. Email Lisa.Buckner@arkansas.gov to request your copy. Limited availability.

Claim Denial

If your claim is denied, verify that your claim contains correct NPI number, performing provider taxonomy (if it exists), and appropriate office visit procedure code and that the on-line BreastCare system contains the matching patient ID, date of service, exam type and procedure results (CBE, Pap test, if applicable and/or mammogram) and re-file claim.  For questions contact 1-855-661-7830.

2012 US Preventive Services Task Force 2012 Recommendations for Routine Pap Testing

BreastCare is implementing these new recommendations effective immediately.  A woman can choose to have a Pap test every 3 years or if she would like to lengthen the time between testing she can choose to have a Pap test and high-risk HPV test every 5 years.  Established patients who have had normal results, are not high risk, and have a cervix are transitioned to either the 3 year (36 months) or 5 year (60 months) track based on the date of the last documented Pap test.  The laboratory performs the HPV test with each Pap test on the 5 year track.  The provider must mark Pap and HPV on the lab requisition.  For those on the 3 year track, HPV high-risk reflex tests are performed on all ASC-US Pap results.  Once a patient has selected a Pap track she must stay on that track for routine screening.  She cannot alternate between tracks.  It is no longer necessary to have 3 consecutive, negative Pap tests before reducing the frequency.  High risk patients will continue to receive Pap tests every year.  “Know Your Choices for Routine Pap Testing” is an informational sheet developed for the patient so that she can make an informed decision about her Pap frequency.  You can. This informational sheet is available in English and Spanish.  Call Renee House at 501-661-2018 with questions.

Abnormal Vaginal Bleeding

Symptoms of cervical cancer include:

  • post-menopausal bleeding
  • perimenopausal bleeding

Any perimenopausal vaginal bleeding after amenorrhea for six months or any post-menopausal vaginal bleeding after amenorrhea for one year must be considered a symptom of cervical cancer.  This requires a Pap test and a referral for Gyn consultation, regardless of a negative Pap test.

Note:  Patients with post-menopausal vaginal bleeding are referred to the Regional Care Coordinators.  The duration and amount of bleeding should be documented. 

Exception:  Patients who have had benign hysterectomies and do not have a cervix are referred to their primary care provider.  Any patient who still has a cervix receives appropriate cervical services which are reimbursable.

 If  Then
No menstrual cycle for 6 months or more and vaginal bleeding occurs> Perform a Pap test and refer for Gyn consultation with Pap report
No menstrual cycle for less than 6 months, and vaginal bleeding occurs, Do not refer for Gyn consultation.  This is not considered a symptom of cervical cancer.
Woman is only spotting Do not refer for GYN consultation.

Provider Remittance Advice (RA) via WebRA

Arkansas BreastCare no longer prints and mails paper Remittance Advice  (RAs).  RAs are now provided  in a PDF format, which can be viewed and downloaded from a secure website.  The new RA, referred to as a WebRA, looks exactly like the paper RA, while offering the advantage of electronic search functionality.

Providers must register to have access to their WebRAs.  WebRA link is available in the left-hand menu after logging in to the Arkansas Medicaid provider portal. Follow the instructions to register each of your provider’s BreastCare and National Provider Identification numbers. Providers will not have access to their WebRAs until registration is complete.

The WebRA is available for download on the Monday prior to the check being mailed. This is a week earlier than the paper RA. With WebRA, providers may share access to their RAs with other parties, which include other providers such as their affiliated group(s) or non-providers like their corporate office or accountant. Providers control security access to their information via two administrative screens that manage invitations and document access.

WebRAs will be maintained for 35 days to provide a rolling five weeks of PDF RAs online. Providers are encouraged to download and save an electronic copy to their hard drive. After the 35 days, PDF RAs will no longer be available. If you require a copy of an RA that is no longer available in PDF, call the Provider Assistance Center to obtain a paper copy. Standard fees of $.25 per page apply. Providers who currently receive an 835 Electronic Remittance Advice will continue to do so.

Providers who have extenuating circumstances, such as limited or no internet access, may opt out of WebRA by completing a Hardship Waiver application and returning it ADH BreastCare .

If you have questions regarding this notice, please contact the HP Enterprise Services Billing Call Center at -855-661-7830, or locally and Out-of-State at (501) 372-0225.

Ultrasound Required for Palpable mass

Breast ultrasound and diagnostic mammogram must be ordered per BreastCare policy in the presence of a palpable mass. These procedures should be done on the same day for the convenience of the patients and to decrease delay in diagnosis. If the ultrasound is not performed when ordered, the patient will be rescheduled at the same facility for the procedure.  The patient must be referred for a surgical consultation unless the ultrasound reveals a cyst or benign abnormality.

Referrals to Arkansas Tobacco Quitline

The smoking status of all BreastCare clients must be reported to BreastCare on the Screening Form.  Current smokers should be referred to 1-800-Quit-NOW (1-800-784-8669 for assistance to quit smoking.  

Archived Information

Archived Provider Information