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15 Utilization Review
Objectives
After completing this module, you will be able to:
state the main purposes of utilization review;
describe prospective, concurrent, and retrospective UR;
list the criteria used by plans to decide which services will be subject to UR;
identify the main care settings that UR may direct members to; and
identify the main steps of the authorization process.
In the last module we looked at the types of programs that health plans use to manage
utilization of healthcare services. In this module we further explore one of these,
utilization review.
Utilization Review
In utilization review (UR) a clinical professional working for a health plan reviews a
healthcare service that another clinical professional proposes providing to a plan
member or has already provided to her and makes a determination of whether that
service is medically necessary and appropriate in her case and, therefore, whether the
health plan will cover it. UR can be conducted before treatment begins (prospective
review), while it is in progress (concurrent review), or after it ends (retrospective review).
It is used most often for hospital admissions but also for some outpatient services.
UR commonly involves authorizationa member or provider submits a request to the
plan for a proposed service, and the plans UR staff make a determination of whether it
will be covered. UR also involves the collection of information and data that a plan uses
not only to make particular authorization decisions but also to monitor utilization and
promote quality and cost-effective care.
It should be noted that utilization review may be conducted by entities other than health
plans. When a medical group provides healthcare services to the members of a health
plan and is compensated by the plan by capitation, the group bears the financial risk for
high utilization of services. Therefore, to manage utilization the group may design and
operate its own UR and authorization system. However, the group typically provides
utilization data to the plan so that it can exercise oversight and guard against
underutilization.
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The Purposes of UR
Utilization review and authorization have three main functions in a health plan.
Authorization helps ensure that benefits are paid correctly.
Quality and cost-effectiveness are promoted, in part through clinical practice
guidelines.
Information and data collected is used for utilization management and other
purposes.
Benefit Payment
A health plan authorizes payment for a healthcare service only if it is:
covered by the plan and
medically necessary and appropriate.
Whether a service is covered of course depends on the health plans benefit structure
and the language of the insurance contract, and this may be determined by nonclinical
employees.
Clinical staff (usually physicians) make decisions about medical necessity and
appropriateness. A healthcare service is considered medically necessary if it provided by
a physician or other healthcare provider in order to identify or treat an illness or injury
and is:
consistent with the symptoms, diagnosis, and treatment of the members
condition;
in accordance with the standards of good medical practice;
not solely for the convenience of the member, members family, physician, or
other healthcare provider; and
furnished in the least intensive type of medical care setting required by the
members condition.1
A service is appropriate if the expected health benefits exceed the risks by a margin
wide enough to justify the service.2
It is important to clarify that in UR health plan staff make a determination of whether the
plan will pay for a service, not whether the member may receive the service. If payment
is not authorized for a service, because it is not covered or not considered medically
necessary and appropriate, the member may obtain it by paying for it herself. For
instance, a person might at her own expense have cosmetic surgery or undergo a
treatment that is experimental and of unproven effectiveness and safety.
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before entering the hospital. Otherwise a member may be admitted, have a test
result that requires postponing the procedure, and be discharged, resulting in an
unnecessary stay. Preadmission testing also allows a member to be admitted on
the day the procedure is performed instead of earlier, shortening his stay.
Discharge planning addresses what will happen when a patient leaves the
hospital. During prospective UR, discharge planning typically involves
determining what treatments and services should be completed before the
member is discharged, where he will go (for instance, to his home or to a skilled
nursing facility), and what equipment and services he may need there (such as a
wheelchair or home healthcare). It may also identify members who could benefit
from case management and disease management and have these services in
place by the time they are discharged.
Concurrent Review
Concurrent review takes place while treatment is in progress. It is typically used for a
long hospital stay and for outpatient services that continue over a considerable time,
such as chemotherapy and/or radiation therapy; physical, occupational, and/or speech
therapy; home health care; and counseling.
Concurrent UR involves tracking a patients progress and any complications, directing
him to appropriate and cost-effective services, and updating goals. UR staff may
evaluate and authorize in advance requests for additional services (that is, grant prior
authorization) and help direct the course of care by recommending that the patient
receive a different level of care or move to a different care setting. For inpatient hospital
care, a UR nurse gathers information about the patients progress, tracks the total length
and cost of care, and continues discharge planning.
Retrospective Review
Retrospective review is performed after treatment has been completed. In some cases
such as emergency care, there may be an immediate retrospective review of the medical
necessity and appropriateness of services provided to a member. But more typically,
retrospective review consists of an analysis of claims data and medical records.
Retrospective UR obviously cannot direct the course of care, but it enables a health plan
to identify areas where utilization can be improved. For instance, a retrospective analysis
of provider practice patterns might reveal that certain specialists prescribe expensive
drugs when comparable outcomes can be achieved using less costly alternatives. It
might show many hospital admissions of diabetic patients, indicating the need for more
member education. It might identify the inappropriate use of services, which exposes
members to health risks and adds to costs. In such cases, UR staff can identify
providers whose practice patterns fall outside the norm, discuss their utilization criteria
with them, and thereby improve the quality and cost-effectiveness of care.
Billing Errors and Fraud
Retrospective review of claims data can also reveal billing errors and sometimes even
fraud. Such cases often involve billing codes, numerical codes that correspond to
medical services or procedures and that providers use in submitting bills. Honest coding
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errors often occura provider inadvertently uses the wrong code for a service, resulting
in a payment that is too high or too low. But in some cases a provider may engage in
fraudulent billing schemes, such as upcoding and unbundling.
Upcoding is deliberately using the code for a service that is similar or related to
the service actually provided but is more expensive. For instance, a doctor might
submit a claim using the code for an office visit, when in fact he merely spoke to
the patient over the telephone.
Unbundling is the submission of separate claims for services that should be
billed together as one combined service. Health plans require that certain related
services, or certain services performed at the same time, be billed together as a
combined service, using one billing code. By unbundling, the provider receives
more in total fees than he would have received had the claims been properly
submitted as one. For example, instead of submitting a single claim for multiple
tests performed at the same time, a laboratory bills each test separately and
improperly receives a greater payment.
Software can be used to analyze claims data and indentify inconsistencies and patterns
that may indicate errors or billing schemes. When fraud is suspected, the case is
normally turned over to the plans special investigations unit.
Services Subject to UR
Health plans cover a very large number of healthcare services, and it would be
impossible to apply UR to all of them. And even if it were feasible, it would not be
desirable, as UR is not worthwhile or cost-effective for many services. How many
services is UR used for, and which ones? This varies by plan, and it depends on a plans
size, structure, and level of management control. The following factors are taken into
account:
access requirements,
frequency of utilization,
cost and risk,
total expenditures,
level of inappropriate utilization, and
cost of review.
Access Requirements
In all types of health plans, members can directly access their primary care providers
(PCPs)they do not need a referral from anyone or authorization from the plan for an
office visit. In most plans members can also directly access certain nonprimary care
such as obstetrics/gynecology (OB/GYN), pediatrics, and dental and vision care. Some
plans allow a member with a serious chronic condition (such as AIDS, diabetes,
advanced rheumatoid arthritis, and congestive heart failure) to select a specialist as her
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PCP, so that referral or authorization is not required to see the specialist. Some states
also require direct access to chiropractics and other forms of complementary and
alternative medicine (CAM). For other types of nonprimary care, members may be
required to obtain a referral from their PCP or authorization from the plan.
Frequency of Utilization
Some services are performed so frequently and consistently that they are considered
part of a providers normal practice. For example, PCPs routinely have certain laboratory
tests done in conjunction with annual physical examinations, OB/GYN specialists
routinely order Pap tests as part of a gynecological examination, and cardiologists
routinely administer electrocardiograms (EKGs) during regular office visits. Authorization
and utilization review is typically not required for these services.
On the other hand, procedures that are not routine usually require authorization and UR.
For example, a PCP would typically be free to order X-rays of a members broken leg but
would have to obtain authorization for an MRI study, and a cardiologist could administer
an EKG as part of a regular office visit but would probably need authorization for an
echocardiogram.
Cost and Risk of a Service
Low-cost, low-risk services generally do not require authorization and UR, while highcost or high-risk procedures and treatments generally do. Authorization is also typically
required for services that are not widely accepted as effective, are being proposed
before trying less costly or more conservative treatment, or must be performed by a noncontracted provider.
Total Expenditures on a Service
In addition to the cost of a service, the total amount the plan spends on that service in a
year is an important consideration. A low-cost service can have a high total cost for a
plan if it is provided frequently. For instance, physical therapy costs less than many
healthcare services, but many members receive it the plans total expenditures on it
might be considerable, making authorization and UR desirable.
Level of Inappropriate Utilization
If authorization is frequently denied for a service, this may be an indication that the
service is often used inappropriately. Therefore the higher the denial rate for a service,
the more likely the service will require authorization and UR.
Cost of Review
UR takes time and resources, and another consideration in deciding whether a service
should be subject to UR is whether the savings realized or the improvement in quality of
care justify the costs of conducting UR. Plans must periodically review the services
covered by their UR programs in terms of value and cost-effectiveness and eliminate
unnecessary or ineffective requirements, especially for frequently used services. In
many plans most PCP requests for authorization for nonprimary care services are
approved, indicating that PCPs are adequately managing utilization of these services,
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and in this case UR is an unnecessary cost for the plan and an unnecessary
administrative burden for PCPs. Many plans also allow specialists to perform certain
services without authorization because the cost savings of UR do not outweigh the cost
of performing it.
Care Settings
One of the primary purposes of both prospective and concurrent UR is to determine the
setting of care (level of care) most appropriate for a patient. Acute care facilities such as
hospitals are necessary for severe medical problems that require around-the-clock
intensive treatment by healthcare professionals. But they are not always appropriate for
patients who need immediate evaluation and treatment, which can often be provided
more effectively in emergency departments, urgent care centers, and observation care
units. And for those recovering from an acute illness or injury, continued care can often
be delivered more cost-effectively in alternative settings such as subacute care facilities,
step-down units, or patients homes, rather than in a hospital.
Emergency Departments
Sometimes the immediate diagnosis and treatment of a severe injury or critical illness is
needed, and this is usually best provided by an emergency department (ED), such as
the emergency room of a hospital.
On one hand, health plans encourage members to use EDs when necessary, as this can
both improve outcomes for the member and reduce the long-term utilization of
resources. For example, emergency treatment for a patient suffering a severe asthma
attack can often reduce the length of subsequent inpatient care or even eliminate the
need for hospitalization.
On the other hand, a plan can incur high costs when members use EDs unnecessarily or
inappropriately, as when a member repeatedly goes to an emergency room when he
really should make an appointment with his PCP. In response to this problem, plans
often require members or providers to obtain authorization for an ED visit within 24 hours
after treatment, and if this is not done benefits may be denied or reduced. Some plans
also conduct a retrospective review of ED claims and may deny payment if it is
determined that emergency care was not really needed.
However, some states prohibit health plans from requiring authorization for emergency
services. And many states require plans to use the prudent laypersons standard in
determining whether emergency care was appropriate and should be paid for, and most
plans have adopted this standard. This means that a condition is considered a legitimate
emergency if a prudent layperson (a person with an average knowledge of health and
medicine) could reasonably expect the absence of immediate medical attention to put
her health in jeopardy. It should be clarified that the prudent laypersons standard is
based on the symptoms that lead a person to seek emergency care, not her eventual
diagnosis. For example, it is considered reasonable for a person with severe chest pain
to think he may be having a heart attack and go to an ED, even if it turns out to be only
severe indigestion.
Urgent Care Centers
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People with injuries or illnesses that require immediate attention but are not a serious
threat to their health or life, such as cuts, sprains, or fevers, may best be treated in an
urgent care center. Some centers are located in or near hospital EDs, which refer
patients to them, while others are free-standing. Although the cost of care in an urgent
care center is generally higher than in a physicians office, it is lower than in a hospital
ED, so many health plans cover it. But other plans do notthey require emergency care
to be delivered in an ED and all other care to be coordinated by the members PCP.
Observation Care Units
Hospital observation care units are for patients who have conditions requiring
continuous monitoring but who do not currently need either emergency interventions or
acute care. Examples include women with symptoms of pre-term labor, diabetic patients
waiting for glucose levels to stabilize following treatment for an acute episode, and
people with cardiac irregularities who are waiting for test results. Most patients directed
to hospital observation care units have a reasonable chance of stabilizing and being
released to a non-acute care setting within 24 hours. Those patients whose conditions
do not resolve satisfactorily in the observation unit can be admitted for inpatient care.
The facilities, equipment, and staffing requirements for observation care units are much
less costly than for emergency departments, so their use can result in lower costs for a
health plan.
Subacute Care Facilities
Subacute care facilities provide the continuing care needed by people who are too sick
to be cared for at home but do not need the intensive treatment and supervision of a
hospital. These facilities typically provide 24-hour professional nursing care, physician
direction and contact, and extensive ancillary and rehabilitative services (such as
physical therapy). The goal is to optimize the patients medical condition and functional
ability so that she can be sent home or to a lower level of care.
Step-Down Units
A step-down unit is a section of a hospital that provides subacute care to patients
following a period of acute care. They provide the same services as stand-alone
subacute care facilities and are an alternative to them (and are more convenient for
physicians and UR nurses). There are also step-down units that provide an intermediate
level of care between a critical care unit and a regular nursing unit of a hospital. For
example, a heart attack patient who no longer needs the services of a critical care unit
but who still needs more monitoring than patients on a regular nursing unit may be
transferred to such a step-down unit. Because step-down units use fewer medical
resources than higher levels of care, the cost is generally lower.
Home Healthcare
Home healthcare is for people who need some nursing care, therapy, or assistance
with activities of daily living (ADLs) such as bathing, dressing, and getting around their
homes, but who generally do not need 24-hour care. Most of those receiving home
healthcare are elderly or disabled people who have an ongoing need for help with ADLs
because of a chronic physical impairment or supervision because of a cognitive disorder
such as Alzheimers disease, and health plans do not cover such care. (Long-term care
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insurance does.) But health plans do cover home healthcare for members who need it
for a limited time (such as a few weeks) while they are recovering from an acute illness
or injury. Services include basic nursing care, wound care, administering of medications,
help with ADLs, and therapy and rehabilitation. Durable medical equipment (such as
walkers and wheelchairs) may be provided, and in some cases a nonprofessional home
health aide may prepare meals and do housekeeping and laundry.
Hospice Care
Hospice care consists of services and support for the dying and their families. The
purpose is not primarily to treat the medical condition of the patient, which is incurable,
but rather to improve the quality of life for the time that remains. Care focuses on pain
and symptom management, social services, and emotional and spiritual support for the
individual and family members. Hospice care may be provided in the patients home or in
a facility. Care is provided by a team that includes nurses, home health aides, social
workers, therapists, chaplains, and bereavement counselors. Volunteers are also
involved.
Most health plans that cover hospice care model their coverage on Medicare, specifying
that benefits are available only to those who have a life expectancy of six months or less
and have agreed to forego medical or surgical interventions that prolong life and receive
only healthcare services that support comfort.
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Telephone Transmittal
In telephone transmittal providers call a central number and either speak to a plan
employee or report information to an interactive voice response (IVR) system. For
doctors, a well-designed telephone system is faster, less cumbersome, and less laborintensive than paper transmittal. But poorly structured systems can result in long delays
and unnecessary repetition, especially when telephones are busy or operators put
providers on hold. For example, in systems with multiple levels of input, a clerk may ask
for demographic information and then transfer the provider to a nurse or physician who
collects clinical information. The provider is often put on hold during each transfer. In
addition, if information is not carried forward, it must be repeated at each level.
For the health plan, telephone transmittal is often more accurate and complete than
manual transmittal. Providers are less likely to omit necessary information when dealing
with a service representative or following instructions on automated systems. Telephone
transmittal also reduces data entry errors because data are entered only once (either
directly by the provider through an IVR system or by plan personnel).
Electronic Transmittal
Electronic systems allow providers to transmit UR information through computers linked
to the health plans network (intranet) or over the Internet. Electronic transmittal is
generally faster, less labor-intensive, and more complete than other transmittal methods,
and because it has less opportunity for human error (such as data entry errors), it also
tends to be more accurate. However, electronic transmittal of healthcare information is
subject to more stringent regulatory requirements than other methods. For example,
HIPAA includes extensive guidelines related to electronic transmittal of personal and
protected health information.
Data Evaluation and Decisions
The data evaluation and decision-making stage of authorization and UR consists of two
components, an administrative review and a clinical review.
Administrative Review
Administrative review addresses coverage issues: Basically, is the patient covered by
the plan, and is the proposed service covered by the patients benefit package? If the
answer is no, authorization is denied and no further evaluation is necessary. For
example, authorization is denied during administrative review if the proposed service is
specifically excluded under the benefit plan (for instance, cosmetic surgery or
experimental procedures). In some plans administrative review is conducted by
employees who are not medical professionals, while in others it is performed by UR
staff.
Medical Review
If the patient and proposed service are covered, a medical review is conducteda
medical professional (usually a nurse or physician) evaluates the medical necessity and
appropriateness of the proposed service. Typically, nurses only have the authority to
approve authorization requests that meet certain criteria; the decision to deny
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Mark A. Shuster MD, Elizabeth A. McGlynn, and Robert H. Brook MD. 1997. Why the Quality of
U.S. Health Care Must Be Improved, National Coalition on Health Care, October 1997.
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