Introduction: In 2025, using the feca number in medical billing remains critical for accurate claims under the Federal Employees’ Compensation Act (FECA). Accurate entry in CMS‑1500 Box 11 ensures timely processing through OWCP systems. This article guides billing professionals through updated payer requirements, common errors to avoid, and best practices relevant to U.S. practitioners.
What Is the FECA Number?
The FECA number is a nine‑character alphanumeric identifier assigned by the Office of Workers’ Compensation Programs (OWCP) to federal employees with accepted work‑related injuries. It serves as the patient’s case number for billing under FECA programs :contentReference[oaicite:1]{index=1}.
How the FECA Number Is Used in Medical Billing
CMS‑1500 Form: Box 11
On the CMS‑1500 claim form, put the FECA number exactly as it appears on the claimant’s OWCP documentation into Box 11 (“Insured’s Policy Group or FECA Number”). This field is required and failure to complete it can result in delays or denials :contentReference[oaicite:2]{index=2}.
Alternate Identifiers
If no FECA number is available, include the claimant’s SSN, date of birth (DOB), and date of injury (DOI) per OWCP guidance—but FECA number is preferred when assigned :contentReference[oaicite:3]{index=3}.
Recent 2025 Updates for FECA Billing
OWCP’s portal updates have added new documentation requirements effective June 28, 2025: providers may now upload additional documentation for authorization requests under review. These changes affect billing timelines and required identifiers :contentReference[oaicite:4]{index=4}.
Also effective July 19, 2025: providers enrolling in OWCP must complete pending provider applications within 90 days of the most recent update. While not directly about FECA numbers, this affects whether a provider can submit valid claims at all :contentReference[oaicite:5]{index=5}.
Impact on Claim Submission and Processing
However, missing or incorrect FECA numbers can trigger automatic scrubbing and rejection. Billing systems like daisyBill now enforce inclusion of the FECA number or acceptable alternates before allowing claim submission :contentReference[oaicite:6]{index=6}.
Best Practices for Using the FECA Number in 2025
- Verify accuracy: always match the OWCP-provided FECA number exactly.
- Validate items: Box 1 (plan type), Box 1a (insurer ID), Box 4 (insured name), Box 11 (FECA number) must all align :contentReference[oaicite:7]{index=7}.
- If using alternate data (SSN + DOB + DOI), ensure injection into the appropriate fields and confirm format.
- Document uploads: after June 28, 2025, attach authorizations or supporting docs via the portal, and include FECA case number on all uploads.
- Train staff on newly required servicing provider NPI for group practices—effective August 9, 2025—even though unrelated to Box 11; this ensures full OWCP compliance :contentReference[oaicite:8]{index=8}.
Common Errors and How to Avoid Them
- Typographic mistakes in the 9-character FECA number.
- Leaving Box 11 blank or writing “N/A”—claims will be deemed unprocessable under OWCP rules :contentReference[oaicite:9]{index=9}.
- Using patient’s issuance SSN instead of FECA number when one exists.
- Failing to upload required documents in portal after June 2025 update.
Sample Workflow for Claim Preparation
- Obtain FECA case number from employee or employer documentation.
- Enter it exactly in Box 11 on the CMS‑1500 form.
- Complete Box 1a, Box 4, Box 14 (injury date) as required.
- Upload authorization or supporting documentation via OWCP portal if needed.
- Submit claim; monitor scrubbing alerts—correct FECA number errors promptly.
FAQ
What if the FECA number is unknown?
If the FECA number isn’t assigned yet, submit the SSN, DOB, and DOI as interim identifiers. Add the FECA number once available to avoid claim reprocessing.
Can the FECA number be alphanumeric?
Yes. FECA case identifiers include letters and numbers in a nine‑character field as designated by OWCP :contentReference[oaicite:10]{index=10}.
Conclusion
In 2025, correct use of the feca number in medical billing within Box 11 remains essential for FECA claim compliance. Updated portal requirements from OWCP require ongoing attention to documentation uploads and provider enrollment. Therefore, billing teams should validate identifiers carefully, keep pace with recent OWCP circular guidance, and integrate new procedures into their workflows. Stay current and keep those claims clean.
For deeper guidance on claim denials and ICD‑10 coding under FECA, see related articles like ICD-10 coding tips, common denial reasons, or prior authorization guidance on cms1500claimbilling.com.