Hearing Aid Services
Overview
A hearing aid is a small electronic device that an individual wears in or behind their ear. It makes some sounds louder so that a person with hearing loss can listen, communicate, and participate more fully in daily activities. A hearing aid can help people hear more in both quiet and noisy situations.
Eligible Providers
Before providers dispense a hearing aid, a physician, physician assistant or nurse practitioner must rule out medical or surgical indications contrary to fitting the member with a hearing aid. The medical clearance must be performed within six months prior to dispensing. After ruling out contraindications, the physician then refers the member for an audiologic evaluation to determine if a hearing aid is necessary. An audiologist or otolaryngologist must provide the audiologic testing and if a hearing aid is indicated, prescribe a specific hearing aid offered under the hearing aid contract. An individual enrolled as a hearing aid dispenser, but is not an audiologist or otolaryngologist, may not perform audiologic evaluations or prescribe hearing devices.
The hearing aid service provider must dispense the hearing aid according to the hearing aid exam, selection, and prescription of the otolaryngologist and audiologist. The member shall see an audiologist within the hearing aid trial period so that the audiologist may determine the effectiveness of the hearing aid.
Out-of-state hearing aid service providers (including audiologists) who do not sell hearing aids or aids in Minnesota must comply with licensing and certification requirements of the other state but are not required to meet Minnesota certification requirements.
Eligible Members
Eligible MHCP members except those of programs with limited benefit sets such as Emergency Medical Assistance (EH) and Alternative Care (AC).
Covered Services
Contracted hearing aids and related services are MHCP covered services. Hearing aid services include the following:
Contracted Hearing Aids
All hearing aids must be purchased directly from manufacturers participating on the hearing aid contract. Refer to the Hearing aid contract, vendors, models, prices and codes webpage for more information.
Hearing aid service providers may bill the contract price plus a dispensing fee. Hearing aids must:
The hearing aid contract requires the following:
Hearing aids do not include ear molds and accessories not included in the cost of the hearing aid but that are necessary to the member’s use of the hearing aid:
No extra charge may be made for the following:
The Hearing aid contract, vendors, models, prices and codes webpage includes available hearing aid models and pricing, vendor contact information and links to former hearing aid contracts.
Non-contracted Hearing Aids
Hearing aid service providers must provide hearing aids under the terms of the contract. If the audiologist prescribes a non-contract hearing aid, the hearing aid service provider must first obtain authorization by providing either:
The hearing aid service provider who bills for the repair of a non-contract hearing aid must include the dates of purchase and the purchase warranty expiration of the hearing aid. If the hearing aid is under warranty, MHCP will not reimburse providers or manufacturers for repairs or the cost of returning the hearing aid to the manufacturer.
Dispensing Fee
MHCP will reimburse the hearing aid service provider one dispensing fee for fitting and dispensing a monaural or set of binaural hearing aids for a member. Do not submit a claim until after the hearing aid is dispensed.
The dispensing fee includes:
Providers may submit dispensing fee claims when providing replacement hearing aids. If a dispensing fee has already been paid, authorization is required. For example, providers may bill (with authorization) an additional dispensing fee when hearing aids are replaced under the manufacturer’s loss and damage warranty. No additional dispensing fee is payable for replacing an unsatisfactory hearing aid(s) during the required trial period.
Hearing Aid Checks and Programming
Hearing aid checks, including setting or resetting volume, programming and reprogramming and other adjustments of digital hearing aids are billable services only after the hearing aid trial period. Hearing aid checks are limited to four checks per year. Claims for hearing aid checks with date of service prior to 90 days following the date of service for dispensing new aids will deny.
Hearing Aid Repairs
Repairs, including re-casing, re-makes and shell modifications, are MHCP covered services.
Non-warranty Repairs
Manufacturers must provide a minimum warranty period of six months on all non-warranty repairs and will continue to honor the repair pricing of the contract under which the hearing aid was acquired for the life of the hearing aid. Manufacturers must include an invoice when returning a repaired aid to the audiologist or the hearing aid dispenser.
If repairs are persistent due to equipment failure or parts are no longer available, the manufacturer must replace the hearing aid with a new model equal to or better than the failed aid. Replacement equipment includes a full warranty from the date of receipt by the provider.
Parts and Accessories
Replacement of hearing aid parts and accessories are covered if necessary for the function of the hearing aid. These include the following:
Batteries
Providers must include the provision of at least three standard hearing aid batteries when dispensing the hearing aids.
Standard replacement batteries may be dispensed if the member needs batteries and requests them. Replacement batteries are limited to a 90-day-supply beginning with the hearing aid dispensing date. Medical Assistance will reimburse a maximum of 36 batteries for each 90-day-supply.
Replace and bill rechargeable batteries as necessary. Battery chargers are included with hearing aids purchased of the MHCP Hearing Aid Contract. Chargers for rechargeable hearing aids are included with hearing aids purchased through the MHCP Hearing Aid Contract. If a charger is broken or lost, one replacement charger can be provided per year using code V5267.
Ear Impressions and Molds
Ear impressions for in-the-ear (ITE) hearing aid and ear molds for behind-the-ear (BTE) hearing aids are reimbursed as a separate service from the dispensing fee.
Replacement ear molds for BTE hearing aids including RIC and sleeve style ear molds (not disposable) that molds that requirement replacement about every three months.
Bone-Anchored Hearing Aids
Refer to Bone-Anchored Hearing Aids (Osseointegrated Auditory Devices) under Hearing Aid Services in the MHCP Provider Manual for coverage criteria, documentation requirements and HCPCS codes.
Cochlear Implants
Refer to Cochlear Implants under Hearing Aid Services in the MHCP Provider Manual for coverage criteria, documentation requirements and HCPCS codes.
Warranty Equipment
Contracted hearing aids include a one-year loss and damage warranty and a minimum 24-month warranty for parts and labor. Check the contract for specific warranty information. Excluded from warranty are earpieces, cords, tubes and batteries. Manufacturers are responsible for all shipping costs on warranty repairs.
Trial Period
The trial period for a new hearing aid(s) is 90 days. Hearing aids obtained under the contract that are not satisfactory to the user may be returned to the manufacturer within 90 days after the dispensing date, but no sooner than 30 days. The trial period consists of consecutive days beginning the day the hearing aid is provided to the member and must extend at least 30 days, but no more than 90 days. The hearing aid service provider must inform the member of the beginning and ending dates of the trial period and refer the member to the prescribing audiologist when the aid cannot be adjusted to the member’s satisfaction. If the audiologist prescribes a hearing aid to replace the unsatisfactory aid, the hearing aid service provider must order the prescribed replacement aid.
Replacement Aids
MHCP covers one hearing aid or set of binaural hearing aids every five years for an eligible member aged 21 years and over. If hearing aids need replacement due to change in hearing, hearing aid loss, theft, or irreparable damage, the provider must request authorization for a new aid. There are no hearing aid replacement limitations for children under 21 years old. Always verify member eligibility before dispensing hearing aids or requesting an authorization for non-contract hearing aids.
MHCP will not replace a lost, stolen or broken hearing aid after providing two replacement hearing aids due to loss, theft or damage within the five-year period before the date of a new request. Per federal requirements, this replacement limitation does not apply to children under 21. In cases when MHCP does not provide a replacement hearing aid, the hearing aid service provider may provide the eligible adult member with a contract hearing aid at the contract price. The member will pay the hearing aid and dispensing fee. Review Noncovered Services in the Billing the Member (Recipient) section under Provider Basics in the MHCP Provider Manual.
Noncovered Items and Services
Documentation Requirements and Approval Criteria
The following documentation requirements for medical records apply regardless of whether or not the hearing aid requires authorization. Attach this information to the authorization form, if authorization is required.
For new hearing aid(s):
For replacements aid(s):
Authorization Requirements
Submit authorization requests and documentation on the MHCP Authorization Form (DHS-4695) to the authorization medical review agent.
Authorization is required for all:
Authorization is required in certain cases when billing binaural aids not dispensed on the same day. See Binaural Aids in the Billing Section for details.
Non-Contracted Hearing Aids
Authorization is required for hearing aids or other hearing devices not listed on the MHCP hearing aid contract. The audiologist must address each of the following points:
Billing
Providers are responsible to coordinate services. Review MHCP Billing Policy for general billing requirements and guidance when submitting claims.
Bill Hearing Aid Services using the MN–ITS (837P). For billing instructions refer to the MN–ITS User Guide for Billing for Hearing Aid Services.
Refer to Hearing Aid Services Codes for HCPCS and CPT code descriptions, additional billing and authorization information.
Dispensing Fee Claims
Private practice audiologists and hearing aid dispensers | Claims are payable to the provider in private practice, for example, audiologist or hearing aid dispenser. |
Group practice/facility billing: For purposes of billing hearing aid dispensing services, group practice or facility are defined as outpatient hospitals, clinics, corporation or partnerships and other health care providers who employ audiologists, otolaryngologists and/or hearing aid dispensers – see definition under Eligible Providers. | Claims are payable to the group practice/facility: |
Note: Follow billing instructions above for services provided by audiologists or hearing aid dispensers in private practice who also work part-time in a facility setting. Determine the setting where the dispensing services occurred and follow the instructions for either private practice or group practice/facility billing. | |
Do not bill a separate hearing aid when billing a CROS or BiCROS per the National Correct Coding Initiative (NCCI). All contracted CROS and BiCROS systems now include a compatible hearing aid.
Do not bill accessories or the three batteries that are included with the initial hearing aid purchase.
Binaural Hearing Aids
Billing Examples | Billing Instructions |
Member’s binaural hearing aid consists of matching hearing aid models | Bill the binaural set using the appropriate binaural procedure code, 1 unit, and other required modifiers (NU) and billing information. |
Member’s binaural hearing aid consists of two different hearing aid models, dispensed on the same day | Bill each hearing aid model with appropriate monaural procedure code, 1 unit and other required modifiers (LT, RT, NU) and billing information. |
Member’s binaural hearing aid consists of two different hearing aids, dispensed on different dates of services. Authorization is required for the second aid (and dispensing fee) if the DOS are more than 6 months apart. | Bill each aid with appropriate monaural procedure code, 1 unit, and required modifiers (LT, RT, NU) modifiers. Second claim will deny due to member’s benefits exhausted. Contact provider help desk for assistance if date of service is less than 6 months from provision of first hearing aid. Authorization is required for the second aid (and dispensing fee) if the dates of service are more than 6 months apart. |
Unsatisfactory Hearing Aid(s)
During trial period, hearing aid(s) prove unsatisfactory to member | Member wants different aid(s) |
| |
Provider has billed for unsatisfactory aid(s) | |||
Provider has not billed for unsatisfactory aid(s) | |||
Repair Claims
Hearing aid repairs consist of parts and labor required to maintain the operation of the hearing aid.
Document if repair is for a non-contract hearing aid and include manufacturer’s pricing invoice if repair is performed by the manufacturer.
Hearing Aid Repairs - After Warranty
HCPCS Code | Description | Special Instructions |
V5014 | Repair/modification of a hearing aid. Use for in-house (office) repairs by the audiologist Use for labor only. | Requires a claim line description or attachment describing repair. Use modifier LT, RT, or both as appropriate. Use for: replacing battery door, shell modification and minor repairs. Provide a general description of repairs. Do not include cost of replaced parts. Use V5267 for parts on a separate claim line. Do not use for general hearing aid maintenance. Do not use when billing remakes or recasing. |
V5171, V5181, V5211, V5221, V5256, V5257, V5260, V5261 | Repairs performed by the manufacturer including remakes, replates and recasing. | Repair claims must include: |
V5299 | Hearing Service, Miscellaneous | Requires a clear claim line description or attachment for more detailed service. Use for servicing hearing aids: for example, removal of wax, or routine maintenance, such as receiver or tube change. |
V5267 | Hearing aid or assistive listening device supplies or accessories Use for hardware only. | Requires an attachment to show provider’s cost. Use for: Headbands, neck loop, tubes, audio shoes, rechargeable battery replacement. Do not use for ear molds. If item is pulled from provider’s bulk stock, bill fair cost of the item. |
Hearing Aid Batteries
Bill standard hearing aid batteries in quantities of one unit per battery using HCPCS code V5266.
Providers may bill replacement batteries in quantities not exceeding the amount necessary to operate the hearing aid for a period of not more than 90 days, beginning with the hearing aid dispensing date. Bill a maximum of 36 batteries for each 90-day period.
Bill rechargeable replacement batteries using HCPCS code V5267.
Hearing Aid Checks
Hearing aid checks may not be billed during hearing aid trial period. Bill hearing aid checks according to the provider type providing the service (treating provider):
Provider Type | Procedure code(s) | Description/Instructions |
Audiologist | 92592 | Monaural hearing aid check. Service includes cleaning; do not bill cleaning separately, See Audiology Services Procedure Codes for thresholds. |
92593 | Binaural hearing aid check. Service includes cleaning; do not bill cleaning separately. See Audiology Services Procedure Codes. | |
Hearing Aid Dispenser | V5011 | Hearing aid checks and reprogramming Monaural hearing aid check: bill 1 unit |
Definitions
Audiologic Evaluation: An assessment administered by an audiologist or otolaryngologist to evaluate communication problems caused by hearing loss
Dispensing Audiologist: An audiologist who meets the requirements of Minnesota Statutes, 148.515
Hearing Aid: A small electronic device that an individual wears in or behind their ear. It makes some sounds louder so that a person with hearing loss can listen, communicate, and participate more fully in daily activities and improve access to and use of auditory information.
Hearing Aid Accessory: Items necessary to use the hearing aid, but not included in the cost of the hearing aid, these may include tone and ear hooks, carrying cases, T-coils, audio boots and neck loops.
Hearing Aid Service Provider: A person who meets the requirements of Minnesota Statutes, 153A and is certified by the Department of Health as a hearing aid dispenser
Hearing Aid Services: Services to dispense hearing aids and provide hearing aid accessories and repairs
Otolaryngologist: A physician specializing in diseases of the ear and larynx who is certified by the American Board of Otolaryngology or eligible for board certification.
Usual and Customary Charge: The amount paid for a medical service in a geographic area based on what providers in the area usually charge for the same or similar medical service.
Legal References
Minnesota Statutes, 148.515 (Qualifications for Licensure)
Minnesota Statutes, 153A (Hearing Instrument Dispensing)
Minnesota Statutes, 256B.0625, subdivision 8; subdivision 8a; subdivision 8c (Covered Services PT, OT, SLP)
Minnesota Statutes, 256B.0625, subdivision31a (Augmentative and Alternative Communication Systems)
Minnesota Rules 4658.0525 (Rehabilitation Nursing Care)
Minnesota Rules 9505.0175 (Definitions)
Minnesota Rules 9505.0210 (Covered Services, General Requirements)
Minnesota Rules 9505.0220 (Health Services not covered by Medical Assistance)
Minnesota Rules 9505.0287 (Hearing Aid Services)
Minnesota Rules 9505.0385 (Rehabilitation Agency Services)
Minnesota Rules 9505.0386 (Comprehensive Outpatient Rehabilitation Facilities)
Minnesota Rules 9505.0390 (Rehabilitative and Therapeutic Services)
Minnesota Rules 9505.0391 (Therapists Eligible to Enroll as Providers)
Minnesota Rules 9505.0392 (Compliance with Medicare Requirements)
Minnesota Rules 9505.0410 (Long-Term Care Facilities; Rehabilitative and Therapeutic Services to Residents)
Minnesota Rules 9505.0411 (Long-Term Care Facilities; Rehabilitative and Therapeutic Services to Non-Residents)
Code of Federal Regulations, title 42, section 440.110
Code of Federal Regulations, title 42, section 483.45
Code of Federal Regulations, title 42, sections 485.701 to 485.729, subpart H
CPT codes, descriptions and other data only are copyright 2002 American Medical Association (or such other date of publication of CPT). All Rights Reserved. Applicable FARS/DFARS Apply.
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