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Organ Recovery Invoice Processing (1.02)

Organ Recovery Invoice Processing (1.02) - Policies, Administrative, UWHC, Department Specific, UW Organ and Tissue Donation

1.02



POLICY
Established Date: November 2011
Effective Date: January, 2018
Title: Organ Recovery Invoice Processing Policy Number: 1.02

Electronically Approved By: Michael E. Anderson, PA-C Anthony M. D’Alessandro, M.D.
Executive Director Medical Director


Page 1 of 2

PURPOSE

The purpose of this policy is to delineate the University of Wisconsin Organ and Tissue Donation (UW OTD)
process for cost allocation associated with organ recovery by processing donor hospital invoices. UW OTD
will ensure that all organ recovery related expenses will be accurately allocated to the appropriate organ
acquisition cost center as required by various regulatory agencies such as Centers for Medicare and
Medicaid Services (CMS) and the Association of Organ Procurement Organizations (AOPO) and University of
Wisconsin Health (UW Health) practices.

POLICY

Receiving Invoices
A. UW OTD staff that receives an incoming invoice from a donor hospitals will denote the date the
invoices was identified on the invoice and will give to the UW OTD senior administrative
secretary or his/her delegate.
B. University Hospital invoices will be provided directly to UW Health patient accounting. UW OTD
will not receive or process these invoices.
C. The secretary or designee will obtain detailed statements when this information is not included
on the invoice and will contact donor hospitals and other vendors regarding invoice
discrepancies.

Invoice Review
D. The UW OTD senior administrative secretary or designee will locate the UW OTD patient record
associated with the invoice to confirm patient information as well as the organs that were
intended to be recovered.
E. The secretary or designee will identify the charges that UW OTD will not reimburse which
include but are not limited to:
1. Tests related to the diagnosis of brain death
2. Expenses incurred prior to the declaration of brain death
3. Expenses incurred prior to obtaining consent for organ donation for a donation after
circulatory death (DCD) donor that were not expressly ordered by UW OTD.
F. The secretary or designee will indicate the following information for each item in the invoice:



POLICY
Established Date: November 2011
Effective Date: January, 2018
Title: Organ Recovery Invoice Processing Policy Number: 1.02

Electronically Approved By: Michael E. Anderson, PA-C Anthony M. D’Alessandro, M.D.
Executive Director Medical Director


Page 2 of 2
1. The reason for a denial next to the charges on the invoice when there are any charges
that will not be reimbursed.
2. The cost center of the organs intended to be recovered on the invoice.
3. The charges associated with a specific organ cost center on the invoice, including cardiac
and pulmonary diagnostic tests and organ-specific lab tests, so the charges will be
allocated appropriately.
4. The bill type for the invoice.

Invoice Approval and Processing
G. The secretary or designee will initial and date the itemized invoice and will provide it to the UW
OTD executive director for review.
H. The UW OTD executive director will sign the itemized invoice once approved.
I. The senior administrative secretary will scan the invoice into the OnBase document
management system which will provide the approved invoice to UW Health Accounts Payable.
J. UW Health Accounts Payable will complete the invoice process.