Radiation Therapy Documentation Requirements

It is expected that patient's medical records reflect the need for care/services provided. The listing of records is not all inclusive. Providers must ensure all necessary records are submitted to support services rendered. They may include:

Check Brief Description
  Physician/Non Physician Practitioner (NPP) signed treatment plan
  • Diagnosis
  • Number and location of treatment areas
  • Identification of organs at risk
  • Modality planned and support for modality
  • Use of devices or blocks
  Practitioner and physicist progress notes
  • Delivery notes/logs for each date of service under review
  Signed and dated CT or MRI images of the
  • Target and all critical structures
  • Isodose distributions
  Radiation oncologist review of dose-volume histograms for all targets and critical structures
  Documentation of dosimetric verification of treatment setup and delivery, signed by both the radiation oncologist and the medical physicist
  Diagnostic tests, radiological reports, lab results, pathology reports, and other pertinent test results and interpretations to support diagnosis
  Support LCD and NCD requirements, if applicable
  Any other supporting documentation
  Itemization of services
  Advance Beneficiary Notice
  Signature log or signature attestation for any missing or illegible signatures within the medical record (all personnel providing services)
  Facility process of how electronic signature is created if using electronic health record

 

Multiple CMS contractors are charged with completing reviews of medical records. See Identifying Which Entity Completed a Part A Claim Review for detailed information about each of these contractors. 

Documentation Submission

Once a provider compiles all the necessary documentation, it is important to submit them to the appropriate contractor according to the request received. Select the request below to view the appropriate submission instructions. 

View the Outpatient Prospective Payment System (OPPS) webpage for additional information and resources.

 

Last Updated Thu, 20 Aug 2020 14:13:11 +0000

Documentation Requirements Disclaimer

The documentation requirements contents/references provided within this section were prepared as educational tools and are not intended to grant rights or impose obligations. Use of these documents are not intended to take the place of either written law or regulations.

The listing of records is not all inclusive. Providers must ensure all necessary records are submitted to support services rendered.

Important that physician intent, physician decision and physician recommendation to provide services derived clearly from the medical record and properly authenticated.

The submission of these records shall not guarantee payment as all applicable coverage requirements must be met.