MCC will take the following action to halt, identify and correct these inaccuracies:
Dental CDT Codes Correction:
Due to new electronic health record implementation few dental CDT codes were not properly configured to attach the discount. The issue has been quickly identified by the billing team and corrected in March 2023, however some patients had an inaccurate balance although they had the correct documentation and the correct discount assigned and charged to them. The patients are not additionally charge as the billing team is adjusting the remaining balance.
The billing team will run a report and identify all affected patients.
Timeline - a report for the CDT codes will be run by end of Q4-FY24.
Completion: All balances will be adjusted by end of Q4-FY24.
Team Training
• MCC will continue to conduct trainings for all Clinic Managers, Front Office staff and Call Center staff.
• The topics at these trainings covered:
o The overall philosophy and purpose of collecting accurate data
o The importance of collecting all necessary forms and documents from patients in order to insert their financial status into MCC’s sliding fee scale.
o Definition of income; how to accurately calculate income.
o Definition of family size / household.
o The call center role in scheduling the patient appointments and how to set the document expectations.
o The importance of collecting all necessary forms and documents from patients in order to insert their financial status into MCC sliding fee scale.
o How to enter accurate information into all the applicable forms in the EHR.
o Operational workflow.
Team Training Timeline - the training will continue of a quarterly basis throughout 2024.
Completion: We attest that Fourth Quarter of calendar year 2023 was completed.
Internal Audits:
Timeline: Internal audit will be conducted on a monthly basis and discussed with clinic operation teams.
Completion: We attest that monthly audits are implemented and discussed with clinic operations.
Responsible- There are multiple team members that are actively responsible for documentation and preservation of these documents in the correct patient charts: Clinic Manager, Front Office Supervisors, Director of Patient Services.
Ultimately, MCC views this as a measure that the Chief Executive Officer, Chief Financial Officer, Chief Health Services Officer and Chief Compliance Officer all hold responsibility to ensure this policy is adhered to closely.
Contact person for Corrective Action Plan listed above:
Isabela Mihai, CHC, CHPC, Chief Compliance Officer
Tel: 415-755-2509
Email: imihai@marinclinic.org