The Medicare program offers suppliers and beneficiaries the right to appeal claim determinations made by the carrier. The purpose of the appeals process is to ensure the correct adjudication of claims. Appeals activities conducted by Medicare carriers are governed by the Centers for Medicare & Medicaid Services. For further detail of the Appeals process please visit the Jurisdiction C DME MAC Supplier Manual.
Levels of the Appeals Process
|Appeal Level||Time Limit for Filing Request||Monetary Threshold|
|Redetermination||120 days from the date of issuance of the initial determination or overpayment demand letter||None|
|Reconsideration||180 days from the date of receipt of the Redetermination notice||None|
|Administrative Law Judge (ALJ)||60 days from the date of receipt of the Reconsideration notice||For requests filed on or after January 1, 2013, at least $140 remains in controversy|
|Departmental Appeals Board (DAB) Review||60 days from the date of receipt of the ALJ decision/dismissal||None|
|Federal Court (Judicial) Review||60 days from the date of receipt of the DAB decision or declination of review by DAB||For requests filed on or after January 1, 2013, at least $1,400 remains in controversy|
These time limits may be extended if good cause for late filing is shown. When an appeal request appears to be filed late, the contractor makes a finding of good cause using the guidelines established in the Internet Only Manual (IOM), Publication 100-04, Chapter 29, Section 240 before taking any other action on the appeal.
Where to File Your Appeal
|Level||Where to File|
DME MAC Jurisdiction C
P. O. Box 20009
Nashville, TN 37202
|Reconsideration||C2C Solutions, Inc.
ATTN: DME QIC
P.O. Box 44013
Jacksonville, Florida 32231-4013
|ALJ Hearing||(ADQIC) HHS Office of Medicare Hearings and Appeals (OMHA) field office|
|DAB Review||DAB or ALJ Hearing Office|
Who Can Request an Appeal
- Medicare beneficiaries or their authorized representatives, or Medicaid state agencies or parties authorized to act on behalf of Medicaid state agencies for the beneficiaries.
- Medicare providers, practitioners, or suppliers participating with the Medicare program and accepting assignment on all services performed.
- Medicare providers, practitioners, or suppliers not participating in the Medicare program and not accepting assignment but are held liable for indemnification under §1842(I)(1)(A).
What is the First Step in the Appeals Process?
The first step in the appeals process is a Redetermination, which is conducted by the DME MAC carrier. A redetermination is a completely new, critical reexamination of a disputed claim or charge. The Redetermination Department considers all evidence submitted by the appellant and applies all applicable statutory and regulatory provisions including CMS rulings, Medicare manual instructions, Change Requests, National Coverage Determinations (NCDs), Local Coverage Determinations (LCDs), and Policy Articles.
When the supplier has made a minor error or omission in filing the claim the supplier should not request a redetermination. The supplier can request a reopening. Suppliers can request a reopening for minor error or omissions either by telephone or in writing. Suppliers have one year to request a reopening from the date on the remittance notice. Please refer to the Reopenings section of our website for additional information on the Reopening process.
The DME MAC Redetermination Department has 60 days to complete a redetermination. If additional documentation is requested, the processing time limit is 74 days from the date of initial receipt.
Additional information about the appeals and reopening process can be found in the Jurisdiction C DME MAC Supplier Manual.
Filing a Redetermination Request
To file a Redetermination Request please fill out the Medicare DME Redetermination Request form. This form is used by all the DME MAC carriers. Please review your Remittance Notice to ensure you are submitting your request to the appropriate carrier.
All Redetermination requests must contain the following information:
- The printed name (including the last name) and signature (first and last name) of the person filing the request
- The beneficiary's name
- The Medicare health insurance claim number of the beneficiary
- The specific service(s) and/or item(s) for which the redetermination is being requested; and
- The specific date(s) of service
It is important that any documentation or remittance notices submitted with the redetermination request match the information listed on the request. In order to perform a complete and accurate review of your case we must be confident that we are addressing the issues you intended to submit. Therefore, when there are attachments that contain information that do not match the information on the form the request will either be dismissed or returned for clarification.
Common examples of conflicting attachment information:
- The date of service listed on the form is January 10, 2010 for a wheelchair and the remittance advice and/or other information is for a different date of service or item.
- A date of service and a claim control number (CCN) are provided on the request form. The CCN does not match what we have on file for that date of service. In this case the redetermination will be conducted based on the date of service only.
Incomplete requests will be dismissed with an explanation of the missing information. You will be instructed to resubmit the request with all of the missing information. Incomplete requests that are resubmitted for a redetermination must be submitted within the 120 day timely filing limit. Incomplete requests that are resubmitted past the 120 day timely filing limit will be dismissed.
Redetermination Requests for an Overpayment
When requesting a redetermination on overpayments there are some key elements that should be submitted with your request. Submitting these key elements will allow us to properly address all the issues in your request and will expedite the processing of your redetermination.
Please provide the following elements when sending in an overpayment redetermination request:
- A copy of the audit results letter. (For example, a notification letter from the contractor who audited your claims such as the ZPIC's, RAC, PSC or Medical Review.)
- A copy of the overpayment demand letter. (This letter is the official demand letter that is issued by CGS or the RAC. It contains the total amount of the overpayment, information on where to send payment and appeal rights.)
- Clearly state the Beneficiary's name, Date of Service and HCPCS Code of the item(s) that you wish to appeal. If you wish to appeal every claim or the entire amount of the overpayment demand letter you must specify this in your request.
Note: You can also send in an overpayment spreadsheet or list containing all of the items identified in bullet three above.
How to Determine the Timeliness of a Redetermination Request
Simply enter the initial determination date that appears on your Medicare Remittance Notice, Medicare Summary Notice, or Demand Letter into the Appeals Time Limit Calculator. The tool will then calculate the date that your Redetermination Request must be submitted by in order to meet the timeliness requirement.
What is the Second Step of the Appeals Process?
The second step of the appeals process is a reconsideration. The reconsideration is conducted by the Qualified Independent Contractor (QIC). A redetermination must be issued on the claim(s) in dispute before requesting a reconsideration.
To exercise your right to a reconsideration, you must file a request in writing, to the QIC, within 180 days of receiving the redetermination letter. The QIC has 60 days to render a reconsideration decision.
To request a reconsideration, complete the Reconsideration Request form included with the Redetermination letter or complete the Reconsideration Request form on the Forms page of our website. Mail your request to the QIC at the address below. Sending the Reconsideration request to the DME MAC carrier will delay the processing time of your request.
C2C Solutions, Inc.
ATTN: DME QIC
P.O. Box 44013
Jacksonville, Florida 32231-4013
Important Appeals Links
- Code of Federal Regulations (CFR)
- Social Security Act
- CMS Internet-Only Manuals
- Local Coverage Determinations (LCDs)
- Supplier Manual
- DME MAC Insider