Shared Visit Documentation and Reporting

Shared Visit Documentation and Reporting

A split or shared visit occurs when both a physician and a qualified non-physician practitioner (NPP) meet face-to-face with a Medicare patient on the same date of service, and the work of the physician and the NPP are “combined” into a single E/M service. Split or shared visits may improve a physician’s productivity and positively affect patient care; but, to realize these benefits, you must meet documentation and reporting requirements.

Defining Shared/Split

Medicare Part B payment policy (Medicare Claims Processing Manual Chapter 12,§30.6.13.H) defines a split/shared E/M visit as “a medically necessary encounter with a patient where the physician and a qualified NPP each personally perform a substantive portion of an E/M visit face-to-face with the same patient on the same date of service.” The document clarifies that “a substantive portion of an E/M visit” means, “all or some portion of the history, exam or medical decision making key components of an E/M service.”

To bill a shared visit, the physician and the qualified NPP must be in the same group practice, or work for the same employer (the NPP may be a “leased” employee).

The only NPPs Medicare recognizes as eligible to participate in shared/split visits are nurse practitioners (NPs), physician assistants (PAs), clinical nurse specialists (CNSs), and certified nurse-midwives (CNMs). Additionally, services performed by an NPP must be within the NPP’s scope of practice, as defined by the state law.

Not Every E/M Service May Be Shared/Split

Only select evaluation and management (E/M) services may be reported as shared/split visits, to include:

  • Hospital inpatient services
  • Hospital outpatient services
  • Hospital observation services
  • Emergency department services
  • Hospital discharge services
  • Office and non-facility clinic visits
  • Prolonged visits associated with any of the above E/M services

You may never report consultation services (99241-99245, 99251-99255), critical care services (99291-99292), or nursing facility (SNF or NF) services as shared/split visits.

Rules Differ According to Setting

The requirements to report a shared/split visit depend on the setting in which the service is provided.

In the office or clinic: Per the Claims Processing Manual Chapter 12, §30.6.1.B, in the office or clinic setting, shared/split visits must meet all “incident to” requirements.

Medicare requirements for incident-to payment are specified Medicare Benefit Policy Manual, Chapter 15, Section 60, and include:

  1. The service must take place in a “non-institutional setting,” which the Centers for Medicare & Medicaid Services (CMS) defines as “all settings other than a hospital or skilled nursing facility.”
  2. A Medicare-credentialed physician must initiate the patient’s care. If the patient has a new or worsened complaint, a physician must conduct an initial evaluation and management (E/M) service for that complaint, and must establish the diagnosis and plan of care. Incident to services cannot be rendered on the patient’s first visit, or if a change to the plan of care occurs.

In other words, to meetincident requirements, the NPP can see only existing patients with a physician-established plan of care.

  1. Subsequent to the encounter during which the physician establishes at a diagnosis and initiates the plan of care, an NPP may provide follow-up care under the “direct supervision” of a qualified provider. Direct supervision means, “The supervisory physician must remain present within the office suite where the service is being furnished and must be immediately available to furnish assistance and direction throughout the performance of the procedure. The supervisory physician is not required to be present in the room where the procedure is being performed” (see CMS Manual System Pub 100-02 Medicare Benefit Policy, Transmittal 152)
  2. A physician must actively participate in and manage the patient’s course of treatment. This requirement typically is defined precisely by the state licensure rules for physician supervision of NPPs (e.g., the physician must see the patient every third visit).
  3. Both the credentialed physician and the qualified NPP providing the incident to service must be employed by the group entity billing for the service (if the physician is a sole practitioner, the physician must employ the NPP)
  4. The incident to service must be the type of service usually performed in the office setting, and must be part of the normal course of treatment of a diagnosis or illness. The Medicare Benefit Policy Manual specifies, “Where supplies are clearly of a type a physician is not expected to have on hand in his/her office or where services are of a type not considered medically appropriate to provide in the office setting, they would not be covered under the incident to provision.”

Note that the “incident to” rules (like the shared/split visit rules) apply only to Medicare.

In the Hospital Inpatient/Outpatient and Emergency Department Setting: In the hospital setting (inpatient, outpatient, or ED), a shared visit may be reported under the physician’s provider number only if the physician provides any face-to-face portion of the E/M encounter with the patient. If the physician does notsee the patient face-to-face (for instance, if the physician only reviews the patient’s medical record and discusses the case with the NPP), the service must be reported under the MLP’s provider number.

How to Document a Shared Visit

When documenting a shared/split visit, each provider sign and date their own portion of the visit. Additionally, each provider’s documentation should:

  • Identify both the physician and the NPP involved in the patient care at that encounter
  • Link the physician’s notes to the NPP’s notes
  • Confirm that the physician performed at least one E/M element (e.g., history, exam, or medical decision making), face-to-face with the patient
  • Substantiate that both providers saw the patient face-to-face. If the physician does not see the patient face-to-face, the visit does not qualify as shared/split.

The Medicare Claims Processing Manual Chapter 12, § 30.6.1.B, offers these examples of shared/split visits.

  1. If the NPP sees a hospital inpatient in the morning and the physician follows with a later face-to-face visit with the patient on the same day, the physician or the NPP may report the service.
  2. In an office setting the NPP performs a portion of an E/M encounter and the physician completes the E/M service. If the “incident to” requirements are met, the physician reports the service. If the “incident to” requirements are not met, the service must be reported using the NPP’s UPIN/PIN.

Complete Payment Depends on Compliance

When documentation and reporting requirements have been met, you may report a shared visit under the physician’s provider number. This allows for reimbursement at 100 percent of the fee schedule amount. If a shared/split visit does not meet all documentation and reporting requirements, you must report the service using the qualified NPP’s provider number, which results in lower reimbursement (85 percent of the fee schedule amount).

Evaluation and Management – CEMC

The above shared visit guidance is specific to Medicare payers. Private and non-Medicare government payers specify their own guidelines, which may differ (e.g., some private payers do not credential NPPs).

John Verhovshek

John Verhovshek

John Verhovshek, MA, CPC, is Managing Editor at AAPC. He has covered medical coding and billing, healthcare policy, and the business of medicine since 1999. He is an alumnus of York College of Pennsylvania and Clemson University, and a member of the Asheville-Hendersonville AAPC Local Chapter.
John Verhovshek

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John Verhovshek, MA, CPC, is Managing Editor at AAPC. He has covered medical coding and billing, healthcare policy, and the business of medicine since 1999. He is an alumnus of York College of Pennsylvania and Clemson University, and a member of the Asheville-Hendersonville AAPC Local Chapter.

One Response to “Shared Visit Documentation and Reporting”

  1. jay kozlowski md says:

    Can my APP/ mid level provider take a history from a patient that is new to our office? I would then take a directed history, do a physical exam, outline an assessment and plan. I would do all the charting. Can I see a new patient this way (with the APP taking a history and reviewing pertinent old or outside records)?

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