LCD/NCD Portal

L5027

 

SUCTION PUMPS

 

Region IV

DME

Jurisdiction C

 

04/15/2012

 

 

• For any item to be covered by Medicare, it must

o be eligible for a defined Medicare benefit category

o be reasonable and necessary for the diagnosis or treatment of illness or injury or to improve the functioning of a malformed body member

o Meet all other applicable Medicare statutory and regulatory requirements.

 For the items addressed in this local coverage determination, the criteria for "reasonable and necessary", based on Social Security Act §1862(a)(1)(A) provisions, are defined by the following indications and limitations of coverage and/or medical necessity.

• For an item to be covered by Medicare, a detailed written order (DWO) must be received by the supplier before a claim is submitted.

o If the supplier bills for an item addressed in this policy without first receiving the completed DWO, the item will be denied as not reasonable and necessary.

• Refer to the Local Coverage Article for Suction Pumps for additional information about the statutory requirements for payment and information about correct coding.

 

 

• GASTRIC SUCTION

o A gastric suction pump (E2000) is used to remove gastrointestinal fluids under continuous or intermittent suction via a tube.

 Use of a gastric suction pump and related supplies are covered for beneficiaries who are unable to empty gastric secretions through normal gastrointestinal functions.

 Use of a gastric suction pump for other conditions will be denied as not reasonable and necessary.

o Supplies (tubing, tape, dressings, etc.) are covered and are separately payable when they are medically necessary and used with a medically necessary E2000 pump.

 Supplies used with DME that is denied as not reasonable and necessary will also be denied as not reasonable and necessary.

 

 

• RESPIRATORY SUCTION

o A respiratory suction pump (E0600) is covered for beneficiaries who have difficulty raising and clearing secretions secondary to:

 Cancer or surgery of the throat or mouth

 Dysfunction of the swallowing muscles

 Unconsciousness or obtunded state

 Tracheostomy

o Use of a respiratory suction pump for other conditions will be denied as not reasonable and necessary.

o Suction catheters (A4605, A4624, and A4628) and sterile water/saline (A4216, A4217) are covered and are separately payable when they are medically necessary and used with a medically necessary E0600 pump.

 Supplies used with DME that is denied as not reasonable and necessary will also be denied as not reasonable and necessary.

o Codes A4605 and A4624 are only covered for beneficiaries with a tracheostomy (ICD-9 codes 519.00, 519.01, 519.02, 519.09, V44.0 or V55.0) as described below:

o Tracheal suction catheters (A4624) are reasonable and necessary only when all of the following are met:

 The beneficiary has a tracheostomy described by the listed diagnosis codes

 The beneficiary requires the use of a covered respiratory suction pump (E0600) as described above, for tracheostomy suctioning.

o Closed system catheters (A4605) are reasonable and necessary only when all of the following are met:

 The beneficiary has a tracheostomy described by the listed diagnosis codes

 The beneficiary requires the use of a covered respiratory suction pump (E0600) as described above, for tracheostomy suctioning

 The beneficiary requires the use of a covered ventilator (Refer to CMS’ Internet Only Manual 100-3, CH 1, §280.1 for information about the coverage of ventilators.)

o Claims for A4605 and A4624 suction catheters that do not meet all of the criteria above will be denied as not reasonable and necessary.

o More than three A4624 catheters per day will be denied as not reasonable and necessary for tracheostomy suctioning.

o Non-tracheal suction catheters (A4628) are reasonable and necessary for suctioning in the oropharynx.

 The oropharynx is not sterile, therefore the catheter can be reused if properly cleansed and/or disinfected.

 More than three catheters (A4628) per week will be denied as not reasonable and necessary for oropharyngeal suctioning.

o Sterile water/saline solution (A4216, A4217) is covered when used to clear a suction catheter after tracheostomy suctioning.

 Sterile water/saline will be denied as not reasonable and necessary when used for oropharyngeal suctioning.

 

 

• WOUND SUCTION

o Use of suction on wounds (A9272, K0743) is only appropriate in those clinical scenarios where the quantity of exudate exceeds the capacity of conservative measures such as surgical dressings and wound fillers to contain it.

 However, wound suction to remove exudate can be accomplished with the use of noncovered disposable, suction devices (A9272) or with covered DME devices (K0743).

 When a noncovered alternative exists (A9272), it is not reasonable or necessary to use a covered DME item (K0743).

 Therefore, when K0743 is billed it will be denied as not reasonable and necessary.

 Refer to the Local Coverage Article for Suction Pumps for additional information about the statutory requirements for disposable wound suction items (A9270, A9272).

o Wound suction pumps and their associated supplies, which have not been specifically designated as being qualified to use HCPCS code K0743 via written instructions from the Pricing, Data Analysis and Coding (PDAC) Contractor will be denied as not reasonable and necessary.

o Supplies (dressings, tubing, etc.) are covered and are separately payable when they are medically necessary and used with a medically necessary K0743 pump.

 Supplies used with DME that is denied as not reasonable and necessary will also be denied as not reasonable and necessary.

 

 

• REFILL REQUIREMENTS

o For Durable Medical Equipment, Prosthetics, Orthotics, and Supplies (DMEPOS) provided on a recurring basis, billing must be based on prospective, not retrospective use.

 For DMEPOS products that are supplied as refills to the original order, suppliers must contact the beneficiary prior to dispensing the refill and not automatically ship on a pre-determined basis, even if authorized by the beneficiary.

 This shall be done to ensure that the refilled item remains reasonable and necessary, existing supplies are approaching exhaustion, and to confirm any changes or modifications to the order.

 Contact with the beneficiary or designee regarding refills must take place no sooner than 14 calendar days prior to the delivery/shipping date.

 For delivery of refills, the supplier must deliver the DMEPOS product no sooner than 10 calendar days prior to the end of usage for the current product.

 This is regardless of which delivery method is utilized.

 (CMS Program Integrity Manual, Internet-Only Manual, CMS Pub. 100-8, Chapter 5, Section 5.2.6).

o For all DMEPOS items that are provided on a recurring basis, suppliers are required to have contact with the beneficiary or caregiver/designee prior to dispensing a new supply of items.

 Suppliers must not deliver refills without a refill request from a beneficiary.

 Items delivered without a valid, documented refill request will be denied as not reasonable and necessary.

o Suppliers must not dispense a quantity of supplies exceeding a beneficiary's expected utilization.

 Suppliers must stay attuned to changed or atypical utilization patterns on the part of their clients.

 Suppliers must verify with the ordering physicians that any changed or atypical utilization is warranted.

 Regardless of utilization, a supplier must not dispense more than a 3-month quantity at a time.

 

 

Bill Type Codes:

• Contractors may specify Bill Types to help providers identify those Bill Types typically used to report this service.

• Absence of a Bill Type does not guarantee that the policy does not apply to that Bill Type.

• Complete absence of all Bill Types indicates that coverage is not influenced by Bill Type and the policy should be assumed to apply equally to all claims.

 

 

Revenue Codes:

• Contractors may specify Revenue Codes to help providers identify those Revenue Codes typically used to report this service.

• In most instances Revenue Codes are purely advisory; unless specified in the policy services reported under other Revenue Codes are equally subject to this coverage determination.

• Complete absence of all Revenue Codes indicates that coverage is not influenced by Revenue Code and the policy should be assumed to apply equally to all Revenue Codes.

 

 

CPT/HCPCS Codes

• The appearance of a code in this section does not necessarily indicate coverage.

 

 

HCPCS MODIFIERS:

 

• EY - No physician or other licensed health care provider order for this item or service

 

HCPCS CODES:

 

A4216 STERILE WATER, SALINE AND/OR DEXTROSE, DILUENT/FLUSH, 10 ML

A4217 STERILE WATER/SALINE, 500 ML

A4605 TRACHEAL SUCTION CATHETER, CLOSED SYSTEM, EACH

A4624 TRACHEAL SUCTION CATHETER, ANY TYPE OTHER THAN CLOSED SYSTEM, EACH

A4628 OROPHARYNGEAL SUCTION CATHETER, EACH

A7000 CANISTER, DISPOSABLE, USED WITH SUCTION PUMP, EACH

A7001 CANISTER, NON-DISPOSABLE, USED WITH SUCTION PUMP, EACH

A7002 TUBING, USED WITH SUCTION PUMP, EACH

A9272 MECHANICAL WOUND SUCTION, DISPOSABLE, INCLUDES DRESSING, ALL ACCESSORIES AND COMPONENTS, EACH

E0600 RESPIRATORY SUCTION PUMP, HOME MODEL, PORTABLE OR STATIONARY, ELECTRIC

E2000 GASTRIC SUCTION PUMP, HOME MODEL, PORTABLE OR STATIONARY, ELECTRIC

K0743 SUCTION PUMP, HOME MODEL, PORTABLE, FOR USE ON WOUNDS

K0744 ABSORPTIVE WOUND DRESSING FOR USE WITH SUCTION PUMP, HOME MODEL, PORTABLE, PAD SIZE 16 SQUARE INCHES OR LESS

K0745 ABSORPTIVE WOUND DRESSING FOR USE WITH SUCTION PUMP, HOME MODEL, PORTABLE, PAD SIZE MORE THAN 16 SQUARE INCHES BUT LESS THAN OR EQUAL TO 48 SQUARE INCHES

K0746 ABSORPTIVE WOUND DRESSING FOR USE WITH SUCTION PUMP, HOME MODEL, PORTABLE, PAD SIZE GREATER THAN 48 SQUARE INCHES

 

 

ICD-9 Codes that Support Medical Necessity

 

For A4605 and A4624

519.00 TRACHEOSTOMY COMPLICATION UNSPECIFIED

519.01 INFECTION OF TRACHEOSTOMY

519.02 MECHANICAL COMPLICATION OF TRACHEOSTOMY

519.09 OTHER TRACHEOSTOMY COMPLICATIONS

V44.0 TRACHEOSTOMY STATUS

V55.0 ATTENTION TO TRACHEOSTOMY

For the remaining codes in this LCD - Not specified

 

 

Documentations Requirements

• Section 1833(e) of the Social Security Act precludes payment to any provider of services unless "there has been furnished such information as may be necessary in order to determine the amounts due such provider.”

• It is expected that the beneficiary's medical records will reflect the need for the care provided.

• The beneficiary's medical records include the physician's office records, hospital records, nursing home records, home health agency records, records from other healthcare professionals and test reports.

• This documentation must be available upon request.

• PRESCRIPTION (ORDER) REQUIREMENTS

• GENERAL (PIM 5.2.1)

o All items billed to Medicare require a prescription.

 An order for each item billed must be signed and dated by the treating physician, kept on file by the supplier, and made available upon request.

 Items dispensed and/or billed that do not meet these prescription requirements and those below must be submitted with an EY modifier added to each affected HCPCS code.

 

• DISPENSING ORDERS (PIM 5.2.2)

o Equipment and supplies may be delivered upon receipt of a dispensing order except for those items that require a written order prior to delivery.

o A dispensing order may be verbal or written.

o The supplier must keep a record of the dispensing order on file.

o It must contain:

 Description of the item

 Beneficiary's name

 Prescribing Physician's name

 Date of the order and the start date, if the start date is different from the date of the order

 Physician signature (if a written order) or supplier signature (if verbal order)

• For the “Date of the order” described above, use the date the supplier is contacted by the physician (for verbal orders) or the date entered by the physician (for written dispensing orders).

o Signature and date stamps are not allowed. Signatures must comply with the CMS signature requirements outlined in PIM 3.3.2.4.

o The dispensing order must be available upon request.

o For items that are provided based on a dispensing order, the supplier must obtain a detailed written order before submitting a claim.

 

• DETAILED WRITTEN ORDERS (PIM 5.2.3)

o A detailed written order (DWO) is required before billing. Someone other than the ordering physician may produce the DWO. However, the ordering physician must review the content and sign and date the document. It must contain:

 Beneficiary's name

 Physician's name

 Date of the order and the start date, if start date is different from the date of the order

 Detailed description of the item(s) (see below for specific requirements for selected items)

 Physician signature and signature date

 For items provided on a periodic basis, including drugs, the written order must include:

 Item(s) to be dispensed

 Dosage or concentration, if applicable

 Route of Administration

 Frequency of use

 Duration of infusion, if applicable

 Quantity to be dispensed

 Number of refills

o For the “Date of the order” described above, use the date the supplier is contacted by the physician (for verbal orders) or the date entered by the physician (for written dispensing orders).

o Frequency of use information on orders must contain detailed instructions for use and specific amounts to be dispensed.

 Reimbursement shall be based on the specific utilization amount only.

 Orders that only state “PRN” or “as needed” utilization estimates for replacement frequency, use, or consumption are not acceptable. (PIM 5.9)

o The detailed description in the written order may be either a narrative description or a brand name/model number.

o Signature and date stamps are not allowed.

 Signatures must comply with the CMS signature requirements outlined in PIM 3.3.2.4.

o The DWO must be available upon request.

o A prescription is not considered as part of the medical record.

 Medical information intended to demonstrate compliance with coverage criteria may be included on the prescription but must be corroborated by information contained in the medical record. (PIM 5.2.3)

 

 

• MEDICAL RECORD INFORMATION

• GENERAL (PIM 5.7 - 5.9)

o The Indications and Limitations of Coverage and/or Medical Necessity section of this LCD contain numerous reasonable and necessary (R&N) requirements.

o The Nonmedical Necessity Coverage and Payment Rules section of the related Policy Article contains numerous non-reasonable and necessary, benefit category and statutory requirements that must be met in order for payment to be justified.

o Suppliers are reminded that:

 Supplier-produced records, even if signed by the ordering physician, and attestation letters (e.g. letters of medical necessity) are deemed not to be part of a medical record for Medicare payment purposes.

 Templates and forms, including CMS Certificates of Medical Necessity, are subject to corroboration with information in the medical record.

 Information contained directly in the contemporaneous medical record is the source required to justify payment except as noted elsewhere for prescriptions and CMNs.

 The medical record is not limited to physician’s office records but may include records from hospitals, nursing facilities, home health agencies, other healthcare professionals, etc. (not all-inclusive).

 Records from suppliers or healthcare professionals with a financial interest in the claim outcome are not considered sufficient by themselves for the purpose of determining that an item is reasonable and necessary.

 

 

• CONTINUED USE

o Continued use describes the ongoing utilization of supplies or a rental item by a beneficiary.

o Suppliers are responsible for monitoring utilization of DMEPOS rental items and supplies.

 No monitoring of purchased items or capped rental items that have converted to a purchase is required.

 Suppliers must discontinue billing Medicare when rental items or ongoing supply items are no longer being used by the beneficiary.

o Beneficiary medical records or supplier records may be used to confirm that a DMEPOS item continues to be used by the beneficiary.

 Any of the following may serve as documentation that an item submitted for reimbursement continues to be used by the beneficiary:

o Timely documentation in the beneficiary’s medical record showing usage of the item, related option/accessories and supplies

o Supplier records documenting the request for refill/replacement of supplies in compliance with the Refill Documentation Requirements

 (This is deemed to be sufficient to document continued use for the base item, as well)

o Supplier records documenting beneficiary confirmation of continued use of a rental item

o Timely documentation is defined as a record in the preceding 12 months unless otherwise specified elsewhere in this policy.

 

 

• CONTINUED MEDICAL NEED

o For all DMEPOS items, the initial justification for medical need is established at the time the item(s) is first ordered

 Therefore, beneficiary medical records demonstrating that the item is reasonable and necessary are created just prior to, or at the time of, the creation of the initial prescription.

 For purchased items, initial months of a rental item or for initial months of ongoing supplies or drugs, information justifying reimbursement will come from this initial time period.

 Entries in the beneficiary’s medical record must have been created prior to, or at the time of, the initial DOS to establish whether the initial reimbursement was justified based upon the applicable coverage policy.

o For ongoing supplies and rental DME items, in addition to information described above that justifies the initial provision of the item(s) and/or supplies, there must be information in the beneficiary’s medical record to support that the item continues to be used by the beneficiary and remains reasonable and necessary.

 Information used to justify continued medical need must be timely for the DOS under review.

 Any of the following may serve as documentation justifying continued medical need:

 A recent order by the treating physician for refills

 A recent change in prescription

 A properly completed CMN or DIF with an appropriate length of need specified

 Timely documentation in the beneficiary’s medical record showing usage of the item.

 Timely documentation is defined as a record in the preceding 12 months unless otherwise specified elsewhere in the policy.

 

 

• REFILL DOCUMENTATION (PIM 5.2.5-6)

o A routine refill prescription is not needed. A new prescription is needed when:

 There is a change of supplier

 There is a change in the item(s), frequency of use, or amount prescribed

 There is a change in the length of need or a previously established length of need expires

 State law requires a prescription renewal

o For items that the beneficiary obtains in-person at a retail store, the signed delivery slip or a copy of the itemized sales receipt is sufficient documentation of a request for refill.

o For items that are delivered to the beneficiary, documentation of a request for refill must be either a written document received from the beneficiary or a contemporaneous written record of a phone conversation/contact between the supplier and beneficiary.

 The refill request must occur and be documented before shipment.

 A retrospective attestation statement by the supplier or beneficiary is not sufficient. The refill record must include:

 Beneficiary's name or authorized representative if different than the beneficiary

 A description of each item that is being requested

 Date of refill request

 Information documenting that the beneficiary’s remaining supply is approaching exhaustion by the expected delivery date

o For consumable supplies

 i.e., those that are used up

 (e.g., ostomy or urological supplies, surgical dressings, etc.)

 The supplier should assess the quantity of each item that the beneficiary still has remaining, to document that the amount remaining will be nearly exhausted on or about the supply anniversary date.

o For non-consumable supplies

 i.e., those more durable items that are not used up but may need periodic replacement

 (e.g., PAP and RAD supplies)

 The supplier should assess whether the supplies remain functional, providing replacement (a refill) only when the supply item(s) is no longer able to function.

 Document the functional condition of the item(s) being refilled in sufficient detail to demonstrate the cause of the dysfunction that necessitates replacement (refill).

o This information must be kept on file and be available upon request.

 

 

• PROOF OF DELIVERY (PIM 4.26, 5.8)

o Proof of delivery (POD) is a Supplier Standard and DMEPOS suppliers are required to maintain POD documentation in their files.

 For medical review purposes, POD serves to assist in determining correct coding and billing information for claims submitted for Medicare reimbursement.

 Regardless of the method of delivery, the contractor must be able to determine from delivery documentation that the supplier properly coded the item(s), that the item(s) delivered are the same item(s) submitted for Medicare reimbursement and that the item(s) are intended for, and received by, a specific Medicare beneficiary.

o Suppliers, their employees, or anyone else having a financial interest in the delivery of the item are prohibited from signing and accepting an item on behalf of a beneficiary

 (i.e., acting as a designee on behalf of the beneficiary).

 The signature and date the beneficiary or designee accepted delivery must be legible.

o For the purpose of the delivery methods noted below, designee is defined as “Any person who can sign and accept the delivery of durable medical equipment on behalf of the beneficiary.”

o Proof of delivery documentation must be available to the Medicare contractor on request.

 All services that do not have appropriate proof of delivery from the supplier will be denied and overpayments will be requested.

 Suppliers who consistently fail to provide documentation to support their services may be referred to the OIG for imposition of Civil Monetary Penalties or other administrative sanctions.

o Suppliers are required to maintain POD documentation in their files. There are three methods of delivery:

o Delivery directly to the beneficiary or authorized representative

o Delivery via shipping or delivery service

o Delivery of items to a nursing facility on behalf of the beneficiary

 

• Method 1—Direct Delivery to the Beneficiary by the Supplier

• Suppliers may deliver directly to the beneficiary or the designee.

o In this case, POD to a beneficiary must be a signed and dated delivery slip. The POD record must include:

 Beneficiary’s name

 Delivery address

 Sufficiently detailed description to identify the item(s) being delivered (e.g., brand name, serial number, narrative description)

 Quantity delivered

 Date delivered

 Beneficiary (or designee) signature and date of signature

• The date of signature on the delivery slip must be the date that the DMEPOS item was received by the beneficiary or designee. In instances where the supplies are delivered directly by the supplier, the date the beneficiary received the DMEPOS supply must be the date of service on the claim.

 

 

• Method 2—Delivery via Shipping or Delivery Service Directly to a Beneficiary

• If the supplier utilizes a shipping service or mail order, the POD documentation must be a complete record tracking the item(s) from the DMEPOS supplier to the beneficiary.

o An example of acceptable proof of delivery would include both the supplier’s own detailed shipping invoice and the delivery service’s tracking information.

o The supplier’s record must be linked to the delivery service record by some clear method like the delivery service’s package identification number or supplier’s invoice number for the package sent to the beneficiary.

o The POD record must include:

 Beneficiary’s name

 Delivery address

 Delivery service’s package identification number, supplier invoice number or alternative method that links the supplier’s delivery documents with the delivery service’s records.

 Sufficiently detailed description to identify the item(s) being delivered (e.g., brand name, serial number, narrative description)

 Quantity delivered

 Date delivered

 Evidence of delivery

• If a supplier utilizes a shipping service or mail order, suppliers must use the shipping date as the date of service on the claim.

• Suppliers may also utilize a return postage-paid delivery invoice from the beneficiary or designee as a POD. This type of POD record must contain the information specified above.

 

• Method 3—Delivery to Nursing Facility on Behalf of a Beneficiary

• When a supplier delivers items directly to a nursing facility, the documentation described for Method 1 (see above) is required.

• When a delivery service or mail order is used to deliver the item to a nursing facility, the documentation described for Method 2 (see above) is required.

• Regardless the method of delivery, for those beneficiaries that are residents of a nursing facility, information from the nursing facility showing that the item(s) delivered for the beneficiary’s use were actually provided to and used by the beneficiary must be available upon request.

 

 

• POLICY SPECIFIC DOCUMENTATION REQUIREMENTS

o When billing HCPCS code(s) A4605 and/or A4624 for beneficiaries with a tracheostomy, ICD-9 code indicating tracheostomy status must be entered on the claim form.

o Refer to the Supplier Manual for more information on documentation requirements.

Appendices

PIM citations above denote references to CMS Program Integrity Manual, Internet Only Manual 100-8

 

Sources of Information and Basis for Decision

 

A24142 - Suction Pumps - Policy Article - Effective April 2012

 

LCD Attachments

Summary of Comments and Responses

 

Local Coverage Determination (LCD) for Suction Pumps (L5027)