CMS HCC Coding: Top Mistakes and How to Prevent Them
Last time, we broke down the CMS HCC model and showed how it helps match payments to the real care patients need. Now, it’s time to get into making it better, the most common HCC coding mistakes that silently drain your revenue, plus how to avoid them.
HCC coding isn’t always easy, and even small slip-ups can lead to lost revenue or cause compliance issues. In this blog, we’re keeping it simple: we’ll walk through the usual coding pitfalls, explain why they happen, and share easy tips to keep your coding accurate and your cash flow steady.
Think of this as your go-to guide for dodging costly mistakes and making sure you get paid fairly for the care you provide. Let’s jump in!
Top CMS HCC Coding Mistakes You Need to Know
Before you can avoid HCC coding mistakes, you’ve got to know what they look like. Here’s a quick rundown of the 10 most common CMS HCC coding mistakes to watch out for:
- Incomplete or Vague Patient Records
When documentation is unclear or missing important details, coders lack enough information to assign the right HCC codes.
For example, just documenting “heart issue” without specifics like “congestive heart failure” leaves the condition vague. This makes it tough to capture the complexity of the patient’s health. Without clear notes, coders might skip or undercode the condition.
Why it matters: Vague records mean lower RAF scores, which leads to underpayment for the care your patient needs.
- Forgetting to Update Patient Info Every Year
HCC coding requires conditions to be documented every calendar year. If chronic conditions aren’t recorded annually, they are dropped off the risk adjustment even if the patient still suffers from them.
For example, if diabetes is only coded once and missed the following year, the patient’s risk score will drop. Providers may lose money despite the ongoing care they provide.
Why it matters: Missing annual updates causes revenue loss and inaccurate risk profiles, affecting care planning and reimbursement.
- Using General Diagnosis Codes
General or unspecified codes like “E11.9/E10.9/E13.9-diabetes without complications” might not capture the full severity of a condition.
Using specific codes like E11.29 (Type 2 diabetes with kidney complications) better reflects severity and improves HCC mapping. Coders need precise codes to map conditions correctly to HCC categories.
Why it matters: Using vague codes lowers your RAF score, resulting in less payment for complex patient care.
- Coding More Severe Conditions Than Diagnosed
Overcoding or upcoding means assigning codes for conditions not supported by documentation.
For example, coding “kidney failure” when the patient only has mild kidney impairment, might be risky because it can trigger audits or penalties for fraud.
Why it matters: Overcoding risks compliance issues and potential fines, so accuracy is key to avoid trouble.
- Ignoring the Rules of Condition Hierarchy
Some conditions supersede others in the HCC model.
For instance, if a patient has both mild and severe diabetes codes, only the severe one counts. Missing this means you might code a lower-value condition and miss out on higher reimbursement.
Why it matters: Understanding hierarchies ensures you maximize coding accuracy and payment.
- Missing Important Chronic Conditions
Sometimes chronic illnesses are overlooked or not documented. For example, forgetting to code a patient’s congestive heart failure or COPD. Missing these means the patient’s risk score is underestimated.
Why it matters: Not capturing all chronic conditions reduces payment and misrepresents patient health complexity.
- Not Linking Conditions to the Right Diagnosis Codes
Each chronic condition must be linked to the proper diagnosis code to count towards the RAF.
For example, documenting “chest pain” without linking it to underlying heart disease won’t increase the risk score.
Why it matters: Improper linking results in lost reimbursement opportunities and inaccurate patient profiles.
- Skipping Social and Lifestyle Factors That Affect Health
Social determinants like housing instability or substance abuse can influence patient risk and must sometimes be coded. Ignoring these factors misses an important piece of the patient’s health picture.
Why it matters: Including social factors can increase risk scores and support better care planning.
- Submitting Codes Late or After Deadlines
Delays in submitting HCC codes mean missing the CMS submission window.
For example, if coding isn’t finalized before the annual deadline, your patient’s conditions might not be counted for that year’s risk adjustment.
Why it matters: Late submissions mean no reimbursement for those conditions and lower revenue.
10. Skipping Regular Checks on Coding Accuracy
Without regular audits or reviews, errors go unnoticed. This can include missed codes, outdated info, or incorrect coding. Consistent checks help catch mistakes early and improve accuracy.
Why it matters: Routine audits protect revenue, ensure compliance, and maintain clean records.
Now that you know the most common CMS HCC coding mistakes and why they matter, the next step is learning how to prevent them before they impact your revenue and compliance.
Let’s explore practical strategies and best practices that will help keep your coding aligned with CMS guidelines.
Best Practices to Avoid HCC Coding Mistakes
Avoiding HCC coding errors takes focus and some smart habits. Here are the best practices to keep your coding sharp and your reimbursements on point:
Regular Staff Training: Keep your coding and clinical staff updated on CMS guidelines, coding rules, and best practices. Ongoing education helps everyone stay sharp and aware of changes.
Clear, Complete Documentation: Encourage providers to document thoroughly with specific clinical details, not vague or generic terms. Good documentation is the foundation of accurate coding.
Annual Patient Record Reviews: Reassess and update chronic conditions every calendar year to ensure all relevant diagnoses are captured for risk adjustment.
Use Advanced Coding Tools and Software: Leverage technology that helps identify missing documentation, suggests precise codes, ensures correct code-to-condition mapping, and flags inconsistencies.
Routine Audits and Quality Checks: Conduct regular internal or external audits of coding accuracy to catch errors early, identify trends, and ensure compliance.
Effective Communication Between Teams: Maintain open communication among providers, coders, and billing teams. Clarify unclear documentation before finalizing codes.
Follow Condition Hierarchy Rules: Understand and apply CMS’s HCC hierarchy rules to ensure the highest-value diagnosis is coded, preventing missed reimbursement opportunities.
Accurate Linking of Diagnoses: Ensure each diagnosis is linked correctly to the right ICD-10 codes and that chronic conditions are properly associated with the patient’s health status.
Include Social Determinants of Health (SDOH) When Applicable: Capture relevant social and lifestyle factors (like housing or substance use) that impact patient risk and reimbursement.
Timely Coding Submission: Submit all coding information within CMS deadlines to avoid missing reimbursement cycles.
Stay Updated on CMS and Coding Changes: Keep abreast of annual CMS updates, new HCC models, ICD-10 code changes, and compliance regulations.
Avoid Upcoding and Over coding: Code only what is supported by clinical documentation to reduce audit risk and potential penalties.
Implement Standardized Documentation Templates: Use templates or checklists for common chronic conditions to help providers capture all necessary clinical details consistently.
Monitor Coding Metrics and KPIs: Track error rates, denial rates, RAF score trends, and other key performance indicators to identify issues and improve coding quality over time.
When to Consider Outsourcing to Experienced RCM Providers?
When All Else Fails, Outsourcing Can Be Your Best Bet
Even with the best practices, HCC coding is complex and ever-changing. If keeping up feels overwhelming or your internal team lacks time or expertise, outsourcing to a specialized Revenue Cycle Management (RCM) provider is a smart move. Consider outsourcing coding to specialists like QWay Healthcare who can manage complexities, improve accuracy, and reduce compliance risks.
Here’s why outsourcing can be a game-changer:
- Expertise: RCM specialists live and breathe coding updates and CMS rules, so they catch what’s easy to miss.
- Accuracy: They provide thorough audits and quality checks that protect your revenue and reduce compliance risk.
- Efficiency: Free up your staff to focus on patient care while the experts handle coding and submissions.
Outsourcing means fewer errors, fewer audits, and steady, predictable payments.
At the end of the day, if you want to minimize errors and maximize revenue without burning out your team, partnering with an experienced RCM provider could be your best decision.
