Tools and Resources

Access a variety of tools and resources designed to support efficient practice operations and informed decision-making to help physicians and their staff manage the practice effectively.

Calculators
Resources and Tip Sheets
Health Information Technology
Payer Resources
Quality
Health Equity 
Employment Resources

Payment and Practice Help

The HCMS Payment and Practice Help program has been providing payment and practice management assistance since 2000, and we have collected millions of dollars for our members since inception of the program. The program assists members with claims disputes, credentialing and contracting issues, regulatory guidance, etc. by working closely with our contacts at a multitude of agencies including Houston market payers, the Texas Medical Association, the Texas Department of Insurance, Texas Health and Human Services Commission, CMS, and others. The program helps address and resolve physician issues and concerns or answer questions and provide guidance on various topics free of charge for our members. For assistance, contact us at 713-524-4267 or at paymentadvocacy@hcms.org. Note: Make sure to email protected health information securely. You may also fax information using our secure HIPAA fax line at 713-528-0951.   

The TMA Knowledge Center is also a free resource for members and can assist with legal, legislative/advocacy, research services, and other topics. They can be reached at 1-800-880-7955.

Calculators

• HCMS QPP Charge Master Calculator and HCMS Non-QPP Charge Master Calculator ((based on a percentage of the 2026 Medicare fee Schedule) - All practices should establish a charge master or fee schedule for the services they provide using a methodology that can be defended. Although several methods are available for developing a fee schedule, many require purchasing proprietary data. A simple, cost-free, and most often used alternative is to use the Medicare-Multiplier method. This method sets practice fees at a selected percentage above the Medicare Physician Fee Schedule (MPFS) for a given year. Many private health plans negotiate rates tied directly to a multiplier of the MPFS (e.g., paying 110% or 130% of Medicare rates). This method automatically accounts for the relative complexity and resource usage of different procedures because the CMS RBRVS framework has already done that math for you.

  HCMS has developed two calculators to support the Medicare-Multiplier approach: one for QPPs (physicians participating in MIPS) and another for non-QPPs (physicians not participating in MIPS). These calculators account for the different conversion factors applicable to each group.

  This method offers flexibility by allowing practices to select both the percentage above the Medicare fee schedule and any prior year's fee schedule to base the calculations, provided the selected fee schedule is within the past five years to ensure relevancy. Fee schedules should be reviewed for relevancy annually and adjusted as needed.

• HCMS Work Relative Value Unit (RVU) Calculator - HCMS has developed a work RVU calculator to help physicians determine their total work RVUs. This calculator can be used to track work productivity and to compare one's work productivity to one's compensation. It can also be used to compare work productivity to practice management system reports. The calculator includes the top 50 codes for 40 specialties. If a particular code is not listed within the top 50 codes, additional codes can be entered. To learn more about our wRVU calculator, watch the short informational video below. 



• Patient Responsibility Calculator - Calculates the amount the patient will pay for a given service or procedure.
• National Drug Code (NDC) Unit Calculator - This spreadsheet calculates the NDC billing units to be populated on the NDC claim line. For more information on NDC billing requirements, see our NDC Billing Guidelines.
• Underpayment Penalty Calculator - This spreadsheet calculates the penalties/interest owed on claims partially paid late per SB 418 Texas Prompt Pay Laws.

Resources and Tip Sheets

• Calendar - Physician and Practice Timeline maintained by the ACP that keeps a running tally of important dates related to a variety of regulatory, payment, and delivery system changes and requirements.
• Health Insurance Basics Flyer - A handout for physicians to provide to their patients explaining insurance types and other details
• Key Performance Indicators - A benchmarking tool to measure and manage revenue cycle management processes and productivity. Review the Revenue Cycle KPIs and Productivity KPIs presentations for a more in depth information about this tool. Track KPIs using this  spreadsheet with charts.
• Lease Help - Guide for Leasing and Guide for Subleasing have practical information for physicians leasing office space.
• Letters and Templates - Consent forms, Business Associate Agreements, etc. for your use.
• Locum Tenens - Guidance on locum tenens rules and billing protocols.
• Maintenance of Certification (MOC) Chart - Requirements for each of the specialty and subspecialty boards under the American Board of Medical Specialties (ABMS).
• Medically Unlikely Edits (MUE) - Provides billing instructions for billing units in excess of the edit.
• New Practice Checklist and TMA Practice Start-up Toolkit - Checklist to assist physicians starting their own practice.
• NDC Billing Guidelines - How to bill for physician administered drugs using National Drug Codes (NDC). Use the NDC calculator above to assist with converting units.
• Posters and Notices Fact Sheet - Workplace posters, patient notices, and other documents necessary to comply with State and Federal laws.
• Prompt Pay Penalty Guide, Prompt Pay Penalties Fact Sheet - Late payment penalty regulations by payer type (commercial, Medicare, Medicaid, etc.)
• TMA Educational Quick Tips page - A TMA resource with several practice management, billing guides, and other educational resources.
• Where To File Complaints - Information on where to file complaints against various payers.
• Year End Checklist - A checklist to help start the new year right.

Health Information Technology (HIT)

• Information Blocking  - resources on information blocking and how to comply.
• Six Simple Ways to go Paperless - There are many solutions to improving your practice's workflow. One of those is going paperless. The Harris County Medical Society has put together some steps that could help you create a paperless work environment.
• HIT Consultants Grid (IT Vendors)  - This grid lists IT vendors and consultants with physical offices in Houston and compares the various MIPS and IT services offered by each vendor. 
• EHR Vendor Comparison Tools - HCMS/TMA members can access assessments of EHR products that have a solid Texas market base. These assessments include most used vendors in Texas, side-by-side summary comparisons, vendor pricing comparisons, and EHR vendor profiles.

Payer Resources

• Balance Billing/Surprise Billing - Texas - The Texas Department of Insurance (TDI) provides instruction and resources on the arbitration process for certain billing disputes. For further explanation and resources on the surprise billing law and arbitration, refer to TMA information and summary of the bill.
• Balance Billing/Surprise Billing - Federal - Set to go into effect in 2022, this federal regulation restricts surprise billing for patients in job-based and individual health plans who get emergency care, non-emergency care from out-of-network providers at in-network facilities, and air ambulance services from out-of-network providers. Refer to the AMA resource for additional information.
• Bilateral Indicators and Billing Guidelines - A guide on bilateral billing requirements and payer billing and payment policies.
• Chronic Care Management (CCM) - Information on Medicare patient eligibility, billing, etc.
• Coordination of Benefits-Commercial Plans, Coordination of Benefits-Medicare - Information on determining primary or secondary payer status when a patient has multiple coverage.
• Evaluation and Management Coding and Documentation Guide - Information and guidelines for E/M services coding and documentation. Use the E/M Coding, Billing and Auditing Worksheet for office visits and the BCA tool for inpatient and observation services to assist with code selection and perform periodic audits to ensure proper coding.
• Hospital Services Billing Guide - A guide on the billing rules for observation and inpatient care services for Medicare and commercial payers. 
• Incident-to Billing Guide - This guide provides billing information for physician extenders according to major payers. See our Advanced Practice Providers web page for additional information.
• Recoupments - Rules and information regarding recoupments.
• Resources, contacts, payer policies, and other information for various payers: Commercial, Marketplace, Medicare, Medicare Advantage Plans, Medicaid Plans 
• Telemedicine - Information and links to the major market payers are provided.

Quality

• Quality Initiatives - Resources and guides on Medicare quality payment programs.
• MIPS Participation Lookup Tool - An interactive tool to determine if a physician is exempt from participating in the MIPS program.        
• MIPS Step-by-Step Guide - Comprehensive guide on how to calculate, collect, and report data for the 2023 MIPS performance year.     
• Quality and Efficiency Programs by Managed Health Plans Grid - This grid provides a list of managed care quality bonus incentive or performance rating programs along with their requirements and contact information. 

Health Equity

• Cultural Awareness Checklist - A one-pager for practices to help assess and ensure delivery of culturally competent care.
• Culture Specific Healthcare Data - Provides culture-specific healthcare data for various populations.
• Cultural Awareness Resources - HCMS web page to assist members with caring for a diverse patient population.
• Social Determinants of Health Resources - HCMS web page to provide physicians with information and tools to understand and address social determinants, promoting the idea of "whole-person care" and ensuring patients receive the best care.
• Social Determinant: Referring Patients to Food Resources - Action steps to take for patients who are unable to afford or access nutritious food.
• CMS Office of Minority Health Resource Center  - Resources and tools o help health care professionals, researchers, consumers, and community partners improve health outcomes and address health disparities.

Employment Resources

• Physician Interview Tips - A resource for physicians interviewing for a new position
• Physicians Interviewing Physicians - A resource for physicians who are participating in the physician hiring process
• Employment Offers Evaluation Tool - A spreadsheet to assist physicians when comparing multiple job offers