Arkansas Administrative Code
Agency 016 - DEPARTMENT OF HUMAN SERVICES
Division 06 - Medical Services
Rule 016.06.14-001 - Updates to the Dental Provide Manual: Sections 215.000, 226.400, 262.400, and 500.00

Universal Citation: AR Admin Rules 016.06.14-001

Current through Register Vol. 49, No. 9, September, 2024

Section II Dental

215.000 Child Health Services (EPSDT) Dental Screening

The Child Health Services (EPSDT) periodic and interperiodic dental screening exams consist of an inspection of the oral cavity by a licensed dentist. The purpose of the dental screening exams is to check for obvious dental abnormalities and to assure access to needed dental care. Regular screening exams should be perfonmed in accordance with the recommendations of the Child Health Services (EPSDT) periodicity schedule.

The Child Health Services (EPSDT) periodic dental screening exam is limited to two screening exams every six (6) months plus one (1) day for individuals under age 21. These benefits may be extended if documentation is provided that verifies medical necessity. See Section 262.100 to view the procedure code for periodic dental screening exams.

Individuals under age 21 enrolled in the EPSDT Program may receive an interperiodic dental screening exam twice per SPY. Extension of benefits is available in cases of medical necessity. View or print form ADA-J4S0.See Section 262.100 for the interperiodic dental screening exam procedure code.

NOTE: ARKids First-B beneficiaries may also receive an interperiodic dental screening exam twice per SFY. There is no extension of benefits for ARKids First-B beneficiaries.

Extension of benefits requests, in addition to a narrative and any supporting documentation, should be submitted to the Division of Medical Services Dental Care Unit - ATTN Dental Extension of Benefits. View or print the Division of Medical Services Dental Care Unit contact information.

Infant oral health care examinations must be based on the recommendations of the American Academy of Pediatric Dentistry. Essential elements of an infant oral health care visit are a thorough medical and dental history, oral examination, parental counseling, preventive health education and determination of appropriate periodic re-evaluation. See Section 201.500 for infomiation regarding the dentist's role in the EPSDT Program.

226.400 Prior Authorization for Orthodontics

When requesting prior authorization for orthodontic services, the provider must complete and submit the Request for Orthodontic Treatment form (Form DMS-32-0), the ADA[GREATER THAN]i436 claim form for the orthodontic records and a written treatrnent p[an along with the orthodontic records. View or print form DMS-32-0. View or print form ADA-J43Q."

Mail the requested information to'thet)ivislon of Medical Services Dental Care Unit. For electronic submissions options, contact the Division of Medical Services Dental Care Unit. View or print the Division of Medical iServices Dental Care Unit contact information.

262.400 Billing Instructions - ADA Claim Fonm - Paper Claims Only

Dental providers must complete the ADA claim form when;

A. Billing for services when using the ADA procedure codes

B. Requesting prior authorization

C. Approving prior authorization

D. Requesting prior authorization for all orthodontic services For prior authorizations, tlie provider should send the ADA claim form to the Arkansas Division of Medical Services Dental Care Unit. View or print the Division of Medical Services Dental Care Unit contact information.

Claims submitted on paper will be paid only once a month. The only claims exempt from this process are those that require attachments or manual pricing.

The same ADA claim form on which the treatment plan was submitted to obtain prior authorization must be used to submit the claim for payment. If this Is done, the header information and the "Request for Payment for Services Provided" portions of the form are to be completed.

The provider should carefully read and adhere to the following instructions so that claims can be processed efficiently. Accuracy, completeness and clarity are important. Claims cannot be processed if applicable information is not supplied or is illegible. Claims should be typed whenever possible. Handwritten claims must be completed neatly and accurately.

If this fomn is being used to request Prior Authorization, it should be forwarded to the Division of Medical Services Medical Assistance Attention Dental Services. View or print the Division of Medical Services Dental Unit contact information.

Completed claim forms should be forwarded to the HP Enterprise Services Claims Department. View or print the HP Enterprise Services Claims Department contact information.

To bill for dental or orthodontic services, the ADA claim form must be completed. The following nunibered items correspond to the numbered fields on the claim form. View or print form ADA-5430.

NOTE: A provider rendering services without verifying eligibility for each date of service does so at the risk of not being reimbursed for the services.

COMPLETION OF FORM

Field Number and Name

Instructions for Completion

HEADER INFORMATION

1. Type of Transaction

Check one of the following:

Statement of Actual Services

EPSDT/TitleXIX

Request for Predetennination/Preauthorization

2. Predetermination/

Preauthorization Number

If the procedure(s) being billed requires prior authorization and authorization is granted by the Medicaid Dental Program, enter the 10-digit PA control number assigned by the Medicaid Program.

INSURANCE COMPANY/DENTAL BENEFIT PLAN INFORMATION

3. Company/Plan Name,

Address, City, State, Zip Code

Enter the canler's name and address.

OTHER COVERAGE

4. Dental'? Medical?

jCheck the applicable box and complete items 5-11. if none, leave blank. (If both, complete 5-11 for dental pniy)

5. Name of

Policyholder/Subscriber in #4.

Enter Policyholder/Subscriber's name. Format: Last name, first name.

6. Date of Birth

Enter Policyholder/Subscriber's date of birth. Format: MM/DD/CCYY.

7. Gender

Check M for male or F for female.

8. Policyholder/Subscriber ID

Enter the Social Security number or ID number of the Policyholder/Subscriber.

9. Plan/Group Number

Not required.

10. Patient's Relationship to Person Named in #5

Check one of the following:

Self Spouse

Dependent Other

11. Other Insurance

Company/Dental Benefit Plan Name, Address, City, State, Zip Code

Enter the name and address of the other company providing dental or medical coverage.

POLICYHOLDER/SUBSCRIBER INFORMA TION {For Insurance Company Named in #3)

12. Policyholder/Subscriber Name {Last, First, Middle Initial) 3uffix)/"Ad"dress;"City, State, Zip Code

Enter the name and address of the policyholder/subscriberof the insurance identified in item 3.

13. Date of Birth

Enter the policyholder/subscriber's date of birth. Format: MM/DD/CCYY.

14. Gender

Check M for male or F for female.

15. Policyholder/Subscriber ID

Enter the Social Security number or ID number of the Policyholder/Subscriber.'

16. Plan/Group Number

Enter the plan or group number for the insurance identified in item 3.

17. Employer Name

Not required.

PATIENT INFORMATION

18. Relationship to

Policyholder/Subscriber in #12 Above.

Check one of the follovifing: Self Spouse

Dependent Child Other

19. Reserved for Future Use

20. Name (Last," Fiiit," Middle ilnitial'Suffix),'Address, City, State, Zip Code

Enter last name, first name, middle initial, suffix, address, city, state and Zip code.

21. Date of Birth

Enter the patient's date of birth. Format: MM/DD/CCYY.

22. Gender

Check "M" for male or "F" forfemale.

23. Patient ID/Account # (Assigned by Dentist)

Enter the patient IID/Accdurit # assigned byth'e dentist.'

RECORD OF SERVICES PROVIDED

24. Procedure Date

Enter the date on which the procedure was performed. Fomfiat: MM/DD/CCYY.

25. Area of Oral Cavity

Not required.

26. Tooth System

Not required.

27. Tooth Number(s) or Letter(s)

Required if applicable. List only one tooth number per line.

28. Tooth Surface

Required if applicable. Enter one of the following: M - Mesial D - Distal L - Lingual 1 - Incisal B - Buccal 0 - Occlusal L - Labial F - Facial

29. Procedure Code

Required for Medicaid. These codes are listed in Section 262.100 for beneficiaries under age 21 or Section 262.200 for medically eligible beneficiaries age 21 and older.

29aTDiag: Pointer

Diagnosis Code"Pointer. Enter A-D as applicable from item 34a.'

29b"'Qtx?

Quantity. Indicates the riurhber of unitsof the procedure code(s) listed in field 29i

30. Description

Required for Medicaid.

31. Fee

List the usual and customary fee.

31a. Other Fee(s)

Enter the total of payments previously received on thjs claim from any private insurance. Do not include amounts previously paid by Medicaid. Do not inclucle in this total the automatlcally deducted Medicaid or ARKids First-B copayments.'

32. Total Fee

Required for Medicaid. Enter the total fee charged.

33. Missing Teeth Inforrnation (Place an 'X' on each missing tooth),

Draw an X through the number of each missing toothl

34. Diagnosis Code List Qualifier

pntef B fo7lCD-9-CM oTAB foTlCD-10-CM.'

34aT biagnosirCo3e(s)'(Primary IBiagnosis in "A")

[Eriterup to'four diagnosis codes in A-D. Enter the Iprimary diagnosis in A.'

35. Remarks

Not required.

AUTHORIZATIONS

36. Agreement of responsibility

Patient or guardian must sign and date here.

37. Authorization of direct payment

Subscriber must sign and date here.

ANCILLARY CLAIM/TREATMENT INFORMATION

38. Place of Treatment (e.g.

11=Office: 22=0/P Hospital) (Use "Place of Service Codes for Professional Claims")

Enter the two-digit Place of Service Code for Professional Claims, a HIPAA standard malritllned by the Centers for Medicare and Medicaid Services.' Frequently used codes are:

11-Office

12-Home

21-lnpatlent Hospital

22-Outpatlent Hospital

31-Skllled Nursing Facility

32-Nursing Facility

The full list is available online at

httD://www.cms.qov/PhvsiciariFeeSched/DownJoad

s/Websife POS database.pdf.

39. Enclosures (Yor N)

If there are enclosures such as radiographs, oral images or models, enter Y for Yes. _ If there are no lenclosur;es, enter N for No.

40. Is Treatment for Orthodontics?

Check No or Yes. If No, skip Items 41 and 42. If Yes? complete itemsjtl and 42]

41. Date Appliance Placed

Enter date appliance placed. Format: MM/DD/CCYY.

42. Months of Treatment Remaining

Enter months of orthodontic treatment remaining.

43. Replacement of Prosthesis

Check No or Yes. If Yes, complete item 44.

44. Date pf Prior Placement

Enter the date of prior placement of the prosthesis. Format: MM/DD/CCYY.

45. Treatment Resulting from

Check one of the following, if applicable; Occupational illness/injury Auto accident Other accident

If item 45 is applicable, complete item 46. If Item 45 is "Auto accident," also complete item 47.

46. Date of accident

Enter date of accident. Format: MM/DD/CCYY.

47. Auto Accident State

Enter two-letter abbreviation for state in which auto accident occurred.

BILLING DENTIST OR DENTAL g jSubmiWng claim on behalf of tfie

V7/7Y (Leave biahk'if 'dentist "oTdental entity is hoi patient or insured/subscriber.)

48. Name, Address, City, State, Zip Code

Enter the name and address of the billing dentist or dental entity.

49. NPI

Not required.

50. License Number

Optional.

51. SSNorTIN

Optional.

52. Phone Number

Enter the 10-digit telephone number of the billing dentist or dental entity, beginning with area code.

52a. Additional Provider ID

Enter the Dentist or Oral Surgeon's 9-digit Arkansas Medicaid billing provider number. The provider number should end with "08" for an individual Dentist number or "31" for a Dental group. The pnDvider number should end in "79" for an Individual Oral Surgeon number or "80" for an Oral Surgeon group.

TREATING DENTiSTAND TREATMENT LOCATION INFORMATION

53. Certifrcation

The provider or designated authorized Individual must sign and date the claim form certifying that the services w/ere personally rendered by the provider or under the provider's direction. "Provider's signature" is defined as the provider's actual signature, a rubber stamp of the provider's signature, an automated signature, a typevk/rltten signature or the signature of an individual authorized by the provider rendering the service. The name of a clinic or group is not acceptable.

54. NPI

Not required.

55. License Number

Optional.

56. Address, City, State, Zip Code

Enter the complete address of the treating dentist.

56a. Provider Specialty Code

Indicates the type of dental professional who delivered ihe treatment. The general code listed as "Dentisf _ may be used instead of any of the other codes. For a complete list of codes, see the Provider Specialty table in the instructions accompanying the ADA-J430 claim form. View or print form ADA-J430.'

57. Phone Number

Enter the 10-digit telephone number of the treating dentist, beginning with area code.

58. Additional Provider ID

If the billing provider number In Field 52a is a group or clinic ending in "31" for Dentists or "80" for Oral Surgeons, the individual provider number must be entered for the provider rendering the service. The provider number should end with "08" for an individual Dentist number or "79" for an individual Oral Surgeon number.

Section V

FORMS

500.000

Claim Forms

Red-ink Claim Forms

The following is a list of the red-ink claim forms required by Arkansas Medicaid. The forms below cannot be printed from this manual for use. Information about where to get the forms and links to samples of the forms is available below. To view a sample form, click the form name.

Claim Type

Where To Get Them

Professional - CI\/IS-1500

Business Form Supplier

Institutional - CMS-1450*

Business Form Supplier

Visual Care-DMS-26-V

1-800-457-4454

Inpatient Crossover - HP-MC-001

1-800-457-4454

Lena Term Care Crossover - HP-MC-002

1-800-457-4454

Outoatient Crossover - HP-MC-003

1-800-457-4454

Professional Crossover - HP-MC-004

1-800-457-4454

* For dates of service after 11/30/07 - ALL HOSPICE PROVIDERS USE ONLY FORM CMS-1450 (formerly UB-04) for billing.

Claim Forms

The following is a list of the non-red-ink claim forms required by Arkansas Medicaid. Information about where to get a supply of the forms and links to samples of the forms is available below. To view a sample form, click the form name.

Claim Type

Where To Get Them

Alternatives Attendant Care Provider Claim Form -

Client Employer

AAS-9559

bentar-ADA-J430

Business Form Supplier

Arkansas Medicaid Forms

The forms below can be printed from this manual for use.

In order by form name:

Form Name

Form Link

Acknowledgement of Hysterectomy Information

DIVIS-2606

Address Change Form

DMS-673

Adjustment Request Form - Medicaid XIX

HP-AR-004

Adverse Effects Form

DMS-2704

AFMC Prescription & Prior Authorization Request for iVledical Equipment Excluding Wheelchairs & Wheelchair Components

DMS-679A

Amplification/Assistive Technology Recommendation Form

DMS-686

Application for WebRA Hardship Waiver

DMS-7736

Approval/Denial Codes for Inpatient Psychiatric Services

DMS-2687

Arkansas Early Intervention Infant & Toddler Program Intake/Referral/Application for Services

DDS/FS#0001.a

ARKids First Mental Health Services Provider Qualification Form

DMS-612

Authorization for Automatic Deposit

autodeposit

Authorization for Payment for Services Provided

MAP-8

Certification of Need - Medicaid Inpatient Psychiatric Services for Under Age 21

DMS-2633

Certification of Schools to Provide Comprehensive EPSDT Services

CSPC-EPSDT

Certification Statement for Abortion

DMS-2698

Change of Ownership Information

DMS-0688

Child Health Management Services Enrollment Orders

DMS-201

Child Health Management Services Discharge Notification Form

DMS-202

CHMS Benefit Extension for Diagnosis/Evaluation Procedures

DMS-699A

CHMS Request for Prior Authorization

DMS-102

Claim Correction Request

DMS-2647

Consent for Release of Information

DMS-619

Contact Lens Prior Authorization Request Form

DMS-0101

Contract to Participate in the Arkansas Medical Assistance Program

DMS-653

DDTCS Transportation Log

DMS-638

DDTCS Transportation Survey

DMS-632

Dental Treatment Additional Information

DMS-32-A

Disclosure of Significant Business Transactions

DMS-689

Disproportionate Share Questionnaire

DMS-628

Early and Periodic Screening, Diagnosis and Treatment (EPSDT) Prescription/Referral For Medically Necessary Services/Items Not Specifically Included in the Medicaid State Plan

DMS-693

Early Childhood Special Education Referral Form

ECSE-R

EPSDT Provider Agreement

DMS-831

Explanation of Check Refund

HP-CR-002

Gait Analysis Full Body

DMS-647

Home Health Certification and Plan of Care

CMS-485

Hospital/Physician/Certified Nurse Midwife Referral for Newborn Infant Medicaid Coverage

DCO-645

Inpatient Psychiatric Medicaid Agency Review Team Transmittal Sheet

DMS-2685

Individual Renewal Form for School-Based Audiologists

DMS-7782

Lower-Limb Prosthetic Evaluation

DMS-650

Lower-Limb Prosthetic Prescription

DMS-651

Media Selection/E-Mail Address Change Form

HP-MS-005

Medicaid Claim Inquiry Form

HP-CI-003

Medicaid Form Request

HP-MFR-001

Medical Equipment Request for Prior Authorization & Prescription

DMS-679

Medical Transportation and Personal Assistant Verification

DMS-616

Mental Health Services Provider Qualification Form for LCSW, LMFT and LPC

DMS-633

Notice Of Noncompliance

DMS-635

NPI Reporting Form

DMS-683

Occupational, Physical and Speech Therapy for Medicaid Eligible Beneficiaries Under Age 21 Prescription/Referral

DMS-640

Ownership and Conviction Disclosure

DMS-675

Personal Care Assessment and Service Plan

DMS-618Enalish DMS-618SDanish

Practitioner Identification Number Request Form

DMS-7708

Prescription & Prior Authorization Request For Nutrition Therapy & Supplies

DMS-2615

Primary Care Physician Managed Care Program Referral Form

DMS-2610

Primary Care Physician Participation Agreement

DMS-2608

Primary Care Physician Selection and Change Form

DMS-2609

Procedure Code/NDC Detail Attachment Form

DMS-664

Provider Application

DMS-652

Provider Communication Form

AAS-9502

Provider Data Sharing Agreement - Medicare Parts C & D

DI\/IS-652-A

Provider Enrollment Application and Contract Package

ApDiication Packet

Quarterly Monitoring Fomn

AAS-9506

Referral for Audiotogy Services - School-Based Setting

DMS-7783

Referral for Certification of Need Medicaid Inpatient Psychiatric Services for Under Age 21

DMS-2634

Referral for Medical Assistance

DMS-630

Request for Appeal

DMS-840

Request for Extension of Benefits

DMS-699

Request for Extension of Benefits for Clinical, Outpatient, Laboratory and X-Ray Services

DMS-671

Request for Extension of Benefits for Medical Supplies for Medicaid Beneficiaries Under Age 21

DMS-602

Request for Molecular Pathology Laboratory Services

DMS-841

Request For Orthodontic Treatment

DMS-32-0

Request for Private Duty Nursing Services Prior Authorization and Prescription - initial Request or Recertification

DIVIS-2692

Request for Targeted Case Management Prior Authorization for Beneficiaries Under Age 21

DMS-601

Research Request Form

HP-0288

Service Log - Personal Care Delivery and Aides Notes

DMS-873

Steriiization Consent Form

DMS-615Enqli5h DMS-615 Spanish

Sterilization Consent Form - Information for Men

PUB-020

Sterilization Consent Form - Information for Women

PUB-019

Upper-Limb Prosthetic Evaluation

DMS-648

Upper-Limb Prosthetic Prescription

DMS-649

Vendor Performance Report

VendorDerformreoort

Verification of Medical Services

DMS-2618

In order by form number:

AAS-9502

DMS-2618

DMS-618

DMS-664

ECSE-R

AAS-9506

DMS-2633

Ennlish

DMS-671

HP-0288

AAS-9559

DMS-2634

DMS-618 Spanish

DMS-675

HP-AR-004

Address

DWIS-2647

DMS-619

DMS-673

HP-CI-003

Chanqe

DMS-2685

niuiQ COD

DMS-679

HP-CR-002

AutodeDosit

DMS-2687

DMS-630

DMS-679A

HP-MFR-001

CMS-485

DMS-26g2

DMS-632

DMS-683

HP-MS-005

CSPC-EPSDT

DMS-2698

nuiQ coo

DMS-686

MAP-8

DCO-645

DMS-2704

DMS-635

DMS-689

Performance

DDS/FS#0001.a

DMS-32-A

DMS-638

DMS-693

Report

DMS-0101

niui«s-'i5_n

DMS-640

Provider

DMS-0688

DMS-601

DMS-640 DMS-(i47

DMS-699A

Enrollment Application

DMS-102

DMS-602

DMS-648

DMS-7708

and Contract

DMS-201

DMS-612

DMS-649

DMS-7736

PUB-019

DMS-202

DMS-615

DM$-650

DMS-7782

PUB-020

DMS-2606

Enqlish

DMS-7783

DMS-2608

DMS-615

DMS-651

DMS-831

DMS-2609

Spanish

DMS-652

DMS-840

DMS-2610

DMS-616

DMS-652-A

DMS-841

DMS-2615

DMS-653

DMS-873

Arkansas Medicaid Contacts and Links

Click the link to view the information.

American Hospital Association

Americans with Disabilities Act Coordinator

Arkansas Department of Education, Health and Nursing Services Specialist

Arkansas Department of Education, Special Education

Arkansas Department of Human Services. Division of Aging and Adult Services

Arkansas Department of Human Services. Appeals and Hearings Section

Arkansas Department of Human Services. Division of Behavioral Health Services

Arkansas Department of Human Services. Division of Child Care and Early Childhood Education, Child Care Licensing Unit

Arkansas Department of Human Services. Division of Children and Family Services. Contracts Management Unit

Arkansas Department of Human Services. Children's Services

Arkansas Department of Human Services, Division of County Operations, Customer Assistance Section

Arlransas Department of Human Services, Division of Medical Services

Arkansas DHS, Division of IVIedical Services Director

Arkansas DHS. Division of IWedical Services, Benefit Extension Requests, UR Section

Arkansas DHS. Division of IWedical Services, Dental Care Unit

Arkansas DHS, Division of Medical Services, HP Enterprise Services Provider Enrollment Unit

Arkansas DHS. Division of Medical Services, Financial Activities Unit

Arkansas DHS. Division of Medical Services, Hearing Aid Consultant

Arkansas DHS. Division of Medical Services. Medical Assistance Unit

Arkansas DHS. Division of Medical Services, Medical Director for Clinical Affairs

Arkansas DHS. Division of Medical Services. Pliarmacy Unit

Arkansas DHS. Division of Medical Services. Program Communications Unit

Arkansas DHS. Division of Medical Services. Program Integrity Unit (PI)

Arkansas DHS. Division of Medical Services. Provider Reimbursement Unit

Arkansas DHS. Division of Medical Services. Third-Party Liability Unit

Arkansas DHS. Division of Medical Services. UR/Home Health Extensions

Arkansas DHS, Division of Medical Services. Utilization Review Section

Arkansas DHS. Division of Medical Services. Visual Care Coordinator

Arkansas Department of Health

Arkansas Department of Health. Health Facility Services

Arkansas Department of Human Services, Accounts Receivable

Arkansas Foundation For Medical Care

Arkansas Hospital Association

ARKids First-B

ARKids First-B ID Card Example

Central Child Health Services Office fEPSDT)

ConnectCare Helpline

County Codes

CPT Ordering

Dental Contractor

HP Enterprise Services Claims Department

HP Enterprise Services EDI Support Center (formerly AEVCS Help Desk)

HP Enterprise Services Inquiry Unit

HP Enterprise Services Manual Order

HP Enterprise Services Pharmacy Help Desk

HP Enterprise Services Provider Assistance Center (PAC)

HP Enterprise Services Supplied Forms

Example of Beneficiary Notification of Denied ARKids First-B Claim

Example of Beneficiary Notification of Denied Medicaid Claim

First Connections Infant & Toddler Program. Developmental Disabilities Services

Flow Chart of Intake and Prior Authorization Process For Intervention/Treatment

Health Care Declarations

ICD-9-CM. CPT. and HCPCS Reference Book Ordering

Immunizations Registry Help Desk

Medicaid ID Card Example

Medicaid Managed Care Services (MMCS)

Medicaid Reimbursement Unit Communications Hotline

Medicaid Tooth Numbering System

National Supplier Clearinghouse

Partners Provider Certification

Primary Care Physician (PCP) Enrollment Voice Response System

Provider Qualifications. Division of Behavioral Health Services

QSource of Arkiansas

Select Optical

Standard Register

Table of Desirable Weights

U.S. Government Printing Office

ValueQptions

Vendor Performance Report

Disclaimer: These regulations may not be the most recent version. Arkansas may have more current or accurate information. We make no warranties or guarantees about the accuracy, completeness, or adequacy of the information contained on this site or the information linked to on the state site. Please check official sources.
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