Video documentation - detailed responses
Irving, Paul
Description
Collection
Title:
Video documentation - detailed responses
Creator:
Irving, Paul
Date:
9/17/2013
Text:
Per a request from the list for the detailed responses regarding video documentation, see below:
Consider printing out a series of screen shots from the vide in the event that they do not play the media file.
Paul E. Prusakowski,
They do not recognize videos according to our last audit. But with that said, you get a different answer depending on who you talk with.
M. Britt Spears, CPO, FAAOP
I have submitted video evidence for about fifteen audits. None have yet reached the ALJ yet, though some have been sent in and are waiting to be put on the judge's docket. Some of them I have won at lower levels, so I have no real way of knowing if the video was viewed or considered. The DME MAC once said to me that they have no way of watching the videos, nor do they plan on ever making an effort to do so.
I submit the videos as Windows Media files on a CD-ROM. That is what one of the ALJ staffers told me to do. She had to go ask her tech support people and she was nice enough to actually call me back. The staffer said that appeals almost never contain video evidence, and that most appeals are from hospital systems -- where one appeal can have hundreds of patients involved.
Using Windows Movie Maker, I label each video with captions describing what the video shows, such as variable cadence ambulation, stair climbing, walking on uneven surfaces, etc.
Be sure that you submit a list of exhibits and that the CD-ROM is listed. I have had problems with the DME MAC and the QIC either completely ignoring the existence of the video CD or mysteriously losing it (throwing it in the garbage is my best guess). Mentioning the CD in a letter to the judge at least lets someone know that video evidence exists.
I have received Redetermination and Reconsideration denials (from the DME MAC and the QIC, respectively) in which the denial letter stated, we received the following materials from you... and they list every item I sent except for the CD-ROM. Make an effort to let the judge know that your evidence has been ignored by the QIC.
Lastly, you asked about packaging. I hope you don't think I'm too OCD about it, but I package the CD-ROM in its own padded envelope. I staple the corner of the envelope to the appeal. I don't like to put it on the outside... I like to put it a few pages in so that it is less likely to be lost. I use a book stapler that is capable of stapling really thick piles of paper, so I staple the entire appeal and the CD envelope together.
Best of luck to you with your appeal.
Bill Lifford, CP
(a specialist in Medicare and State-level External Appeals)
We have submitted at all levels. They have not made any direct comments
.Tony Gutierrez CP
I submitted comments on the electronic clinical template and one of the comments was that the template should have a place for the MD to attach PDF's, video, and photos from the LPO, PT/OT's so that information can be officially included in the doctor's medical record.
Computerized gait lab analysis (i.e. G-Walk) may prove especially helpful
Robert Meier
Kassel Group Inc.
I am in the understanding that Medicare will not view the videos. They say they do not have a a program to view them. I hope to hear the responses from others in the community to see if anyone has had success here. My company makes software for video gait analysis. We have developed research-based reports for gait analysis that can be used for documentation. You can even use our iOS apps to capture the video. I have attached examples of the reports. You can add your medical decision making along with the video analysis in the comment section.
Cara Negri
BSME, CP
PnOData Solutions
Paul Irving
Practice Manager
UCSF Orthotics and Prosthetics Centers
(415) 502-7259
Consider printing out a series of screen shots from the vide in the event that they do not play the media file.
Paul E. Prusakowski,
They do not recognize videos according to our last audit. But with that said, you get a different answer depending on who you talk with.
M. Britt Spears, CPO, FAAOP
I have submitted video evidence for about fifteen audits. None have yet reached the ALJ yet, though some have been sent in and are waiting to be put on the judge's docket. Some of them I have won at lower levels, so I have no real way of knowing if the video was viewed or considered. The DME MAC once said to me that they have no way of watching the videos, nor do they plan on ever making an effort to do so.
I submit the videos as Windows Media files on a CD-ROM. That is what one of the ALJ staffers told me to do. She had to go ask her tech support people and she was nice enough to actually call me back. The staffer said that appeals almost never contain video evidence, and that most appeals are from hospital systems -- where one appeal can have hundreds of patients involved.
Using Windows Movie Maker, I label each video with captions describing what the video shows, such as variable cadence ambulation, stair climbing, walking on uneven surfaces, etc.
Be sure that you submit a list of exhibits and that the CD-ROM is listed. I have had problems with the DME MAC and the QIC either completely ignoring the existence of the video CD or mysteriously losing it (throwing it in the garbage is my best guess). Mentioning the CD in a letter to the judge at least lets someone know that video evidence exists.
I have received Redetermination and Reconsideration denials (from the DME MAC and the QIC, respectively) in which the denial letter stated, we received the following materials from you... and they list every item I sent except for the CD-ROM. Make an effort to let the judge know that your evidence has been ignored by the QIC.
Lastly, you asked about packaging. I hope you don't think I'm too OCD about it, but I package the CD-ROM in its own padded envelope. I staple the corner of the envelope to the appeal. I don't like to put it on the outside... I like to put it a few pages in so that it is less likely to be lost. I use a book stapler that is capable of stapling really thick piles of paper, so I staple the entire appeal and the CD envelope together.
Best of luck to you with your appeal.
Bill Lifford, CP
(a specialist in Medicare and State-level External Appeals)
We have submitted at all levels. They have not made any direct comments
.Tony Gutierrez CP
I submitted comments on the electronic clinical template and one of the comments was that the template should have a place for the MD to attach PDF's, video, and photos from the LPO, PT/OT's so that information can be officially included in the doctor's medical record.
Computerized gait lab analysis (i.e. G-Walk) may prove especially helpful
Robert Meier
Kassel Group Inc.
I am in the understanding that Medicare will not view the videos. They say they do not have a a program to view them. I hope to hear the responses from others in the community to see if anyone has had success here. My company makes software for video gait analysis. We have developed research-based reports for gait analysis that can be used for documentation. You can even use our iOS apps to capture the video. I have attached examples of the reports. You can add your medical decision making along with the video analysis in the comment section.
Cara Negri
BSME, CP
PnOData Solutions
Paul Irving
Practice Manager
UCSF Orthotics and Prosthetics Centers
(415) 502-7259
Citation
Irving, Paul, “Video documentation - detailed responses,” Digital Resource Foundation for Orthotics and Prosthetics, accessed November 2, 2024, https://library.drfop.org/items/show/235627.
