New Medicare Cards Start Mailing April 2018

New Medicare Cards Start Mailing April 2018

How to Handle New Medicare Cards in Practice Manager

Starting April 2018 through April 2019 the Centers for Medicare and Medicaid Services (CMS) will be mailing new cards to people with Medicare benefits. A new, unique Medicare Beneficiary Identifier (MBI) replaces the SSN-based Health Insurance Claim Number (HICN). Be sure your patients are aware of the upcoming change.

This also applies to people who qualify for Medicare under the Railroad Retirement Board (RRB).  (Their new cards will have the RRB logo in the upper left corner and “Railroad Retirement Board” printed at the bottom of the card.) 

Date of service is not a factor – start using the new MBI as soon as it is issued!

How to Handle New Medicare Cards in Practice Manager

There are two ways for your office to replace the patient’s Medicare number currently saved in Practice Manager. Review the options below and decide which is the best method for your office. No matter which option you select, if the patient has multiple cases, adjust accordingly. Make sure all staff members are aware of the upcoming change so that your office is handling the change in a consistent manner.

Option 1:
• Replace the policy number in the current Medicare insurance entry on the Patient Screen.

Option 2:
• Expire the old Medicare insurance entry on the Patient Screen. (Do Not Delete)
• Create a new Medicare insurance entry using the same Medicare IH code.
• Enter the new MBI (policy number).
• Note the activation date is the date the patient became eligible for Medicare benefits as listed on the new card.

Changes on the Medicare Remittance Advice (EOB – 835 File) – Starts October 2018

Beginning in October 2018 through December 2019 when you submit a claim using the patient’s HICN, both the HICN and MBI will be on the remittance advice. If you submit a claim using the patient’s MBI, the MID field will be blank.

Automatic Posting the Medicare 835 File

• On the Remittance Tab, when you select Remittance Type: Medicare, payments will post correctly regardless of the policy number (either HICN or MBI).

• On the Remittance Tab when you select Remittance Type: NEIC, some payments may need to be manually matched depending on the policy number contained in the remittance file.

Additional Reference Information for Your Practice

For the latest information, go to the CMS website https://www.cms.gov/medicare/new-medicare-card/nmc-home.html. Sign up for email notification for the latest news.

Transition Timeline

• April 2018 to April 2019: New cards mailed
• June 2018: Provider MBI Look-up Tool becomes available
• October 2018: MBI on remittance advice (EOB)
• January 2020: Transition period ends, must use the MBI