Remark code N385 indicates a claim issue due to untimely admission notification as per the plan's procedures.
Remark code N385 indicates that the notification of admission was not provided within the timeframe required by the plan's published procedures.
Common causes of code N385 are:
1. Delay in the submission of admission notification by the healthcare provider to the insurance plan.
2. Miscommunication between the admitting department and the billing department, leading to a failure in promptly notifying the insurance plan.
3. Incorrect understanding of the insurance plan's notification requirements, including the specific timeframe within which admission must be reported.
4. Technical issues, such as problems with electronic health record (EHR) systems or electronic data interchange (EDI) transmissions, that prevent timely notification.
5. Administrative oversight, where the admission notification was prepared but not sent or was sent to the wrong department or address within the insurance plan.
6. Lack of proper training or procedures in place for staff to follow the insurance plan's published procedures for admission notification.
Ways to mitigate code N385 include implementing a robust system for tracking patient admissions in real-time. This can be achieved by using automated software that alerts your team immediately when a patient is admitted. Training staff on the importance of prompt notification and establishing a clear, streamlined communication protocol between the admitting department and the billing team can also help. Regular audits of admission notifications can identify delays or gaps in the process, allowing for timely corrective actions. Additionally, creating a checklist for the admissions process that includes a specific step for notifying the appropriate parties can ensure consistency and compliance.
The steps to address code N385 involve a multi-faceted approach to ensure compliance with timely notification requirements in the future and to address the immediate financial implications. Initially, review the admission date and time against the notification sent to identify the discrepancy in timing. If the notification was indeed late, prepare a detailed explanation or appeal letter, if applicable, highlighting any extenuating circumstances that led to the delay. This could include emergencies, lack of information at the time of admission, or system errors.
Simultaneously, implement a robust internal process to prevent future occurrences. This could involve training for staff on the importance of timely notifications, establishing a streamlined communication protocol between the admitting department and the billing office, and possibly integrating automated reminders or alerts in your electronic health record (EHR) system to flag admissions that need notification to be sent.
Additionally, analyze patterns of late notifications, if any, to identify systemic issues or specific areas where the process breaks down. Addressing these root causes is crucial for long-term compliance and minimizing financial risk.
Lastly, maintain open communication with the payer to discuss the steps taken to rectify the issue and prevent future occurrences. Demonstrating a proactive approach to compliance can be beneficial in negotiations or discussions regarding penalties or denied claims related to late notifications.
Get paid in full by bringing clarity to your revenue cycle
Subscribe to the
Healthcare Clarified newsletter
Get the latest insights on RCM and healthcare policy in your inbox
