Behind a Reliable IME: The Critical Need for Quality Assurance

(Published in November 2023)

BY: DONNA BRADSHAW

In the realm of workers’ compensation and claims processing, the independent medical exam (IME) holds immense value. These exams play a pivotal role in moving claims forward. However, the significance of a meticulous review process cannot be overstated. In this article, we will explore the importance of a strong quality assurance (QA) program in IME services.

The Role of QA in IMEs

A robust QA process is essential in meeting payer needs and expectations. Payers might operate in various sectors such as workers' compensation, auto or disability. Each domain might have specific regulatory or policy requirements that must be adhered to strictly.

Having a meticulous QA process not only builds trust with clients but also assures them of adherence to regulatory requirements. An integral part of this approach involves creating a client-specific protocol. This is achieved through collaboration between the operations team, and the client, ensuring consistent quality and alignment with client expectations.

Elements of a Good QA Process

The QA process begins as soon as a client's referral is received. The referral must undergo a stringent review to ensure compliance with regulations, and that any questions posed are clear and direct.

Additional aspects include:

• Confirming that the requester includes all necessary forms

• Involvement of a medical director to perform random quality audits to ensure high-quality standards

Evaluating an IME: The “Seven Cs”

When assessing an IME report, the "Seven Cs" should be used:

• Correct: Verify basic information and avoid grammatical errors

• Consistent: Use consistent data throughout

• Complete: Answer all posed questions directly

• Clear: Offer a straightforward and easily understandable medical opinion

• Corroborated: Ensure medical opinions are supported by clinical evidence and guidelines

• Confined: Limit opinions within the scope of the case and relevant medical specialty

• Conciliatory: Maintain a professional tone devoid of subjective opinions

Ensuring Quality: The Two-Tier QA Process

For an IME report to stand its ground, it must be subjected to a rigorous two-tier QA review.

Tier 1: A specialist reviews the medical aspects of the report. This includes checking listed medical records and diagnostic test results, assessing the clarity and ensuring the physician’s medical opinion is grounded in evidence-based medicine.

Tier 2: This step ensures the report's compliance with relevant state and federal laws and policy language if applicable. Knowledge of various jurisdiction requirements is crucial here. Non-adherence to state rules could result in the invalidation of an IME.

In conclusion, for an IME to truly serve its purpose, rigorous quality assurance is paramount. An inaccurate date of loss or other seemingly minor mistakes can jeopardize the validity of the entire IME report. If regulatory requirements are not met, the report could be invalidated. Additionally, any unprofessional remarks in a report might raise doubts about a provider’s objectivity. Following the outlined principles ensures that the report is not just accurate but also resonates with the highest standards of credibility and professionalism.