DCS Healthcare

Provider Additional Documentation Submission Requirements

Provider Additional Documentation Submission Requirements

If you would like to download a copy of the CDs or DVDs instructions please click here.

Record Requirements

 

  • Please note that the additional documentation and medical records are due 45 days from the date of the additional documentation request letter. An extra 10 days will allowed for shipping time to ensure that the providers have the full 45 days to assemble the medical records.
  • Please be sure documentation submitted is legible
  • Please submit required documentation and any additional documentation that supports the procedures/codes billed for all dates of services related to the claim.

Medical Record (MR) Submission Requirements (Paper/CDs or DVDs)

Paper Medical Records

  • Include the original or copy of the additional documentation request letter (ADR) from the RAC.
  • If possible, highlight claims on the letter identifying the medical record attached.

CDs or DVDs Medical Records

  • Scanned image resolution must be clear and legible. 300 dpi and in black and white is preferred, though images with less resolution will be accepted as long as the quality is sufficient for the medical review staff.
  • Image format must be in either TIFF or PDF format (TIFF is preferred).
  • One image file per medical record, i.e., multiple-page image file. For example, a two hundred page medical record will be one file.
  • The image file name must be “provider NPI-Claim number”. For example, if the claim number 123456 is requested and the provider NPI was 654321, the filename would be 654321-123456.pdf or 654321-123456.tiff

Medical Records Submission

  • Label the CD or DVD according to the following naming convention for easy communication, tracking, and reconciling purposes: <Provider NPI>_<sent date in MM_DD_YYYY format>_<number of images>
  • For security purposes it is recommended that all images sent should be encrypted or password protected.
    • A password will be provided in the medical records request letter
    • If medical images are encrypted using PGP, public and private keys to decrypted image files must be established prior to shipment
  • We strongly suggest sending all medical records to DCS via trackable carriers (FedEx, UPS, DHL, registered USPS mail, etc.) 
  • Please send CD/DVD images in a tamper-proof package
  • Send all medical records to:

DCS Healthcare Services
2815 Southwest Blvd
San Angelo, TX 76904