Hassle Factor Log

Is your practice filing appeal after appeal with no resolution? Has something gone awry with your payer network status? Let TMA Reimbursement Specialists help you navigate the various coding and billing requirements, and seek resolution directly from payers to address your concerns when necessary.  

Submit an online Request for Information for your practice. 

TMA helps you resolve your insurance related problems. TMA meets regularly with Medicare, Medicaid, health care payment plans, and large insurers to discuss specific problems that you bring to our attention.  

The Texas Medical Association accepts Hassle Factor Logs from current TMA members only. TMA's Hassle Factor Log is currently available only to download and submit manually. 

  • Download the Hassle Factor Log in  PDF  format. 
  • All physicians must have a current Business Associate Agreement (BAA) on file with TMA. A copy of the BAA can be found here.

If you have any questions, please contact the Payment Advocacy Department at (800) 880-1300 ext. 1414.   


Hassle Factor Log Program User Guide  

Please observe the following Hassle Factor Log (HFL) guidelines to help us expedite processing while maintaining the integrity and credibility of the HFL program.

General Guidelines  

  • The Texas Medical Association accepts HFLs from current TMA members only.
  • Submit HFLs by fax to (512) 370-1632; or by secure file-drop at https://files.texmed.org/filedrop/RRR.
  • Exhaust and document reasonable attempts to resolve your claim issues, including the appeals process, before submitting an HFL (unless you are submitting an HFL as “informational only”). 
  • Clearly identify health plans and/or contractual relationships on the HFL form. 
  • Keep in mind that Medicare’s Correct Coding Initiative (CCI) determines bundling standards. 
  • Do not report slow-pay issues until 45 to 60 days after you have submitted the claim and you have received confirmation that the claim is being processed. 
  • TMA copies the physician on any letter we send a health plan regarding his or her HFL.  
  • TMA generally processes HFLs within two to four weeks of receipt. TMA cannot guarantee a response from the health plan. 


Attachments should contain only the protected health information (PHI) that is relevant to the patient(s) for which a physician is submitting an HFL. Physicians should delete all other patient information from the attachments. TMA will return to the practice any HFLs that have non- pertinent PHI.

Examples of frequently needed attachments are:

  • CMS-1500 claim forms
  • Remittance notices (e.g., EOBs, RAs, R&S reports) with definitions of comment indicators and/or denial messages
  • Copies of relevant prior correspondence to and from the health plan, including appeal letters and/or denial letters
  • Reports for proof of timely filing (e.g., batch acceptance reports from the payer or clearinghouse showing the payer accepted the claims)
  • Operative notes/Medical records
  • Patient insurance identification cards
  • Preauthorization/Referral forms  

Informational Only HFLs

TMA adds the following types of HFLs to its database as “informational only”:

  • The HFL was submitted to TMA expressly for “informational only” purposes.
  • The claim currently is being appealed with the health plan for the first time.
  • The claim is for services older than 12 months.
  • The physician office failed to follow up timely on the claim.
  • The information submitted is a copy of a complaint filed with the Texas Department of Insurance.
  • The hassle is not clear, legible, or understandable.
  • The HFL contains unclear issues and /or conflicting information.
  • Physician billing errors are construed as payer hassles.
  • The HFL lacks appropriate attachments.

Last Updated On

August 04, 2020