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Clinical Trials – Medical Policy Article

A52840

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Draft Article
Draft Articles are works in progress and not necessarily a reflection of the current billing and coding practices. Revisions to codes are carefully and thoroughly reviewed and are not intended to change the original intent of the LCD.
NOT AN LCD REFERENCE ARTICLE
This article is not in direct support of an LCD.

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General Information

Source Article ID
N/A
Article ID
A52840
Original ICD-9 Article ID
A49286
Article Title
Clinical Trials – Medical Policy Article
Article Type
Article
Original Effective Date
10/01/2015
Revision Effective Date
N/A
Revision Ending Date
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Retirement Date
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CMS National Coverage Policy

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Article Guidance

Article Text
Abstract:

From the inception of the Medicare program, items and services that were deemed "experimental or investigational" were statutorily excluded from Medicare coverage. In recent years, there has been a growing number of exceptions to this statutory exclusion, and the rules for coverage under these exceptions have become increasingly complex. Currently, Medicare coverage is available for Category B Investigational Devices (42 CFR 405.201-205, CMS Pub. 100-04, Medicare Claims Processing Manual, Chapter 32, Section 68), services under CMS' Coverage with Evidence Development trials, and other qualifying clinical trials. CMS National Coverage Determination (NCD) for Routine Costs in Clinical Trials (CMS Pub. 100-03, Section 310.1) and CMS Pub. 100-04, Claims Processing Manual, Chapter 32, Section 69 provide instructions for coverage of these clinical trials. This article summarizes and discusses Medicare coverage of the routine costs of these other qualifying trials.

CMS covers the "routine costs" of clinical trials for Medicare beneficiaries. These routine costs include the provision of the investigational item, but not the investigational item itself, the prevention, diagnosis, and treatment of complications, and generally all items and services that would be covered for a Medicare beneficiary absent the clinical trial.

Indications:

There are several criteria for which clinical trials are eligible for coverage of their routine costs.

Trials that are deemed to be automatically qualified include:
  • trials funded by NIH, CDC, AHRQ, CMS, DOD, and VA;
  • trials supported by centers or cooperative groups that are funded by NIH, CDC, AHRQ, CMS, DOD, and VA;
  • trials conducted under an investigational new drug application (IND) reviewed by the FDA; or
  • IND exempt drug trials under 21 CFR 312.2(b)(1) will be deemed automatically qualified until the self-certification process is in place.
Other clinical trials, not falling into the above categories, must meet all the following requirements:
  • The trial must evaluate an item or service that falls within a Medicare benefit category
  • The trial must not be designed exclusively to test toxicity or disease pathophysiology. It must have a therapeutic intent
  • Trials of therapeutic interventions must enroll patients with diagnosed disease, not healthy volunteers
Note: Trials of diagnostic interventions may enroll healthy patients as a control group.

In addition to these requirements, covered clinical trials should have the following desirable characteristics:
  • Tests whether the intervention potentially improves the participants' health outcomes
  • Is well supported by available scientific literature, or is intended to clarify the health outcomes of interventions already in common clinical use
  • Does not unjustifiably duplicate existing studies
  • Design is appropriate to answer the research question
  • Is sponsored by a credible organization or individual
  • Is in compliance with Federal regulations on protection of human subjects
  • All aspects are conducted according to the appropriate standards of scientific integrity
The local contractor may provide assistance in determining whether a clinical trial that is not automatically deemed to qualify meets Medicare requirements for coverage of routine costs.

In general, the routine costs of a clinical trial include those costs that a Medicare beneficiary would be eligible for if there were no clinical trial. This principle tries to ensure that Medicare beneficiaries are not penalized nor have items or services taken away from them if they participate in a qualifying clinical trial. These routine costs include:
  • Items or services typically provided absent a clinical trial (e.g., conventional care);
  • Items or services required solely for the provision of the investigational item or service;
  • Clinically appropriate monitoring of the effects of the investigational item or service;
  • Prevention of complications; and
  • Items or services for reasonable and necessary care arising from the provision of an investigational item or service, especially for the diagnosis and treatment of complications.
Limitations:

Items and services not covered as "routine services" in a clinical trial include:
  • The investigational item or service itself, unless otherwise covered outside the clinical trial;
  • Items and services for the purpose of determining eligibility for the study not related to medically necessary clinical care;
  • Items and services provided solely to satisfy data collection and not necessary for clinical management; and
  • Items and services customarily provided by the research sponsors free of charge for any enrollee in the trial.
The investigational items or services themselves are not covered as routine costs, unless those items or services are available to Medicare beneficiaries absent a clinical trial. For instance, if a qualifying clinical trial is studying a drug for a non-FDA approved indication, the drug is not covered because it is not otherwise available to Medicare beneficiaries for that experimental indication, even if the drug is FDA approved for other indications. Conversely, if an investigator is doing a head-to-head study of two standard-of-practice procedures to see which one is superior in a given circumstance, then the procedures under study are also covered, even though they are the "experimental service," because these services are otherwise covered for Medicare beneficiaries.

Items and services provided solely for data collection are important non-routine costs to separate out from the costs constituting the standard of care. Patients in clinical trials often have laboratory and radiological studies which exceed the requirements for the ordinary clinical care of a patient because the requirements for the study's data collection are higher than what is required for the clinical care of the patient (e.g., monthly CT scans for a condition usually requiring only a single scan). All the tests and services in excess of what is required for ordinary clinical care are considered non-routine, and are not covered. Providers should document which items and services are required as a part of ordinary clinical care, which are required in addition to meet the data collection requirements of the study, and should bill these respectively as covered or noncovered, respectively. Documentation of covered vs. noncovered services for each study will support the appropriateness of the bills submitted to Medicare, should these services be reviewed.

Items and services customarily provided by the research sponsors free of charge for any enrollee in the trial should likewise not be billed to Medicare. Items and services provided regularly free of charge to any segment of the study's enrollees are not included as routine costs and are not dependent on payer type. For example, because Medicare may pay for certain costs in the study, but other payers will not and the study sponsor provides those items or services for free to those study participants, then Medicare likewise must not be billed for those items and services. Medicare's potential willingness to pay for an item or service does not determine whether that item or service is covered. Medicare must be on a level playing field with all payer types regarding billing for the routine costs in clinical trials. The one exception to this rule is for patients who are indigent and for whom the hospital routinely offers care without payment. Services to such individuals who do not have the ability to pay and for whom the hospital policy is to provide free care would not inhibit the hospital from billing Medicare for those same items and services it has furnished to these individuals without reimbursement.

Other items and services not covered as routine costs include otherwise non-covered items and services, including items and services for which payment is statutorily prohibited, unless required for the treatment of complications. Guidance from the contractor may be required to determine if such treatment of complications are covered. Also, investigational items and services in a qualifying clinical trial that are not covered by virtue of a NCD remain not covered for patients in the trial, although the routine costs may still be covered. In addition, coverage of routine costs in a clinical trial is subject to any applicable coverage provisions in the contractor's local coverage determinations that may be in effect.

Providers are expected to review the items and services that may be billed to Medicare for each qualifying clinical trial they participate in and to make a determination for each item and service, whether it is covered or not covered under these rules. For unusual situations for which the provider may be unable to make their own determination, the Medicare contractor to which you submit your claims may be of assistance.

Utilization:
Not applicable

Documentation Requirements:

The medical record must contain documentation that the services billed to Medicare meet the criteria defined in the Indications and Limitations section of this article.

In addition, documentation must be available in the medical record of covered vs. noncovered services for each study that will support the appropriateness of the bills submitted to Medicare, should these services be reviewed.

Advance Beneficiary Notice of Noncoverage (ABN) Modifier Guidelines
An ABN may be used for services which are likely to be non-covered, whether for medical necessity or for other reasons. Refer to CMS Publication 100-04, Medicare Claims Processing Manual, Chapter 30, for complete instructions.

Response To Comments

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Coding Information

Bill Type Codes

Contractors may specify Bill Types to help providers identify those Bill Types typically used to report this service. Absence of a Bill Type does not guarantee that the article does not apply to that Bill Type. Complete absence of all Bill Types indicates that coverage is not influenced by Bill Type and the article should be assumed to apply equally to all claims.

Code Description
011x Hospital Inpatient (Including Medicare Part A)
012x Hospital Inpatient (Medicare Part B only)
013x Hospital Outpatient
021x Skilled Nursing - Inpatient (Including Medicare Part A)
022x Skilled Nursing - Inpatient (Medicare Part B only)
071x Clinic - Rural Health
073x Clinic - Freestanding
077x Clinic - Federally Qualified Health Center (FQHC)
085x Critical Access Hospital
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Revenue Codes

Contractors may specify Revenue Codes to help providers identify those Revenue Codes typically used to report this service. In most instances Revenue Codes are purely advisory. Unless specified in the article, services reported under other Revenue Codes are equally subject to this coverage determination. Complete absence of all Revenue Codes indicates that coverage is not influenced by Revenue Code and the article should be assumed to apply equally to all Revenue Codes.

Revenue codes only apply to providers who bill these services to the Part A MAC. Revenue codes do not apply to physicians, other professionals and suppliers who bill these services to the Part B MAC.

Please note that not all revenue codes apply to every type of bill code. Providers are encouraged to refer to the FISS revenue code file for allowable bill types. Similarly, not all revenue codes apply to each CPT/HCPCS code. Providers are encouraged to refer to the FISS HCPCS file for allowable revenue codes.

All revenue codes billed on the inpatient claim for the dates of service in question may be subject to review.

This article applies equally to all Revenue Codes.
Code Description
99999 Not Applicable
N/A

CPT/HCPCS Codes

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Group 1

(1 Code)
Group 1 Paragraph

Procedure codes may be subject to National Correct Coding Initiative (NCCI) edits or OPPS packaging edits. Refer to NCCI and OPPS requirements prior to billing Medicare.

For services requiring a referring/ordering physician, the name and NPI of the referring/ordering physician must be reported on the claim.

Part B Services
Providers should enter clinical trial and non-clinical trial services on separate lines when both types of services are submitted on the same claim form.

Items and services provided free of charge by research sponsors should not be billed to Medicare. If these items are required for payment of another payable service, providers should submit the items as non-covered (use modifiers FB and GX or GY). For OPPS claims, a token charge must be entered on the line for a no-cost item.

Routine costs of a clinical trial should be submitted to the Part B MAC as follows:

  • Report modifier "Q1" with each service. ICD-10-CM code Z00.6 (examination of participant in clinical trial) should be reported as the secondary diagnosis.
  • It is mandatory to report a clinical trial number on claims for items and services provided in clinical trials that are qualified for coverage. However, for physicians, providers, and suppliers who do not have the capacity at this time to report the clinical trials identifier number associated with trial-related claims, CMS is providing an option to submit a generic number in place of the actual National Clinical Trials (NCT) number. Beginning January 1, 2014, and continuing no later than through December 31, 2014, those above-mentioned physicians, providers, and suppliers may instead report an 8-digit, generic number 99999999, following the instructions in transmittal #R2805CP.

    Group 1 Codes
    Code Description
    XX000 Not Applicable
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CPT/HCPCS Modifiers

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Group 1

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 Group 1 Codes

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ICD-10-CM Codes that are Covered

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Group 1

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 Group 1 Codes

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ICD-10-CM Codes that are Not Covered

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 Group 1 Codes

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ICD-10-PCS Codes

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Group 1

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 Group 1 Codes

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Additional ICD-10 Information

Bill Type Codes

Code Description
011x Hospital Inpatient (Including Medicare Part A)
012x Hospital Inpatient (Medicare Part B only)
013x Hospital Outpatient
021x Skilled Nursing - Inpatient (Including Medicare Part A)
022x Skilled Nursing - Inpatient (Medicare Part B only)
071x Clinic - Rural Health
073x Clinic - Freestanding
077x Clinic - Federally Qualified Health Center (FQHC)
085x Critical Access Hospital
N/A

Revenue Codes

Code Description
99999 Not Applicable
N/A

Other Coding Information

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Group 1

Group 1 Paragraph

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 Group 1 Codes

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Coding Table Information

Excluded CPT/HCPCS Codes - Table Format
Code Descriptor Generic Name Descriptor Brand Name Exclusion Effective Date Exclusion End Date Reason for Exclusion
N/A N/A
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Non-Excluded CPT/HCPCS Ended Codes - Table Format
Code Descriptor Generic Name Descriptor Brand Name Exclusion Effective Date Exclusion End Date Reason for Exclusion
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Revision History Information

Revision History Date Revision History Number Revision History Explanation
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Associated Documents

Medicare BPM Ch 15.50.2 SAD Determinations
Medicare BPM Ch 15.50.2
Related Local Coverage Documents
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Related National Coverage Documents
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SAD Process URL 1
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SAD Process URL 2
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Statutory Requirements URLs
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Rules and Regulations URLs
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CMS Manual Explanations URLs
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Public Versions
Updated On Effective Dates Status
04/02/2014 10/01/2015 - N/A Currently in Effect You are here

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