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N385 Remark Code: Late Notification of Admission

N385 means the facility or provider did not notify the payer of the patient's admission within the time frame required by the plan's published procedures, so the payer denied or reduced payment.

Quick facts

Code
N385 (RARC N385)
Status
Active In use since April 1, 2007; last modified November 5, 2007.
Code set
Remittance Advice Remark Codes (RARC)
Group codes
  • CO (Contractual Obligation): Late notification is typically a provider responsibility under network contracts. The amount is not billed to the patient.
Official description
Notification of admission was not timely according to published plan procedures.
X12 Remittance Advice Remark Codes, retrieved September 25, 2026
Last verified
against the official X12 list.

What N385 means

Managed care plans usually want to hear about inpatient admissions quickly so they can start case management and review. N385 says that notice came too late compared with the plan’s published procedures. The admission itself may have been appropriate; the problem is procedural.

It is usually paired with CARC 197 or 210, and sometimes CARC 95 (plan procedures not followed).

Common causes

  • A weekend or holiday admission wasn’t reported until the next business day, past the payer’s window.
  • The patient gave the wrong insurance at admission, and the correct plan was identified later.
  • A patient moved from observation to inpatient status and the change wasn’t reported.
  • Notification was sent to the wrong payer, delegated vendor, or fax number.
  • The notice was sent but the payer has no record of receiving it.

What to do

  1. Pin down the timeline. Record the admission date and time, when the insurance was verified, and when notice was sent.
  2. Look for proof. Fax confirmations, portal submission receipts, or call reference numbers show when you notified.
  3. Check the payer’s exceptions. Many provider manuals allow late notice in specific circumstances, such as when insurance information was unavailable.
  4. Appeal with the timeline, proof, and medical records supporting the admission.
  5. Request a retro review if the payer offers one for late-notified admissions.

See authorization and referral denials for building a stronger notification process.

How to prevent it

Assign admission notifications to a specific team with weekend coverage. Verify insurance at admission and again within a day, send notices through the payer’s preferred channel, and keep every confirmation with the account.

Codes that may appear with N385

  • CO-197 (Precertification/authorization/notification/pre-treatment absent.): Precertification, authorization, or notification was absent.
  • CO-210 (Payment adjusted because pre-certification/authorization not received in a timely fashion): Pre-certification or authorization was not received in a timely fashion.
  • CO-95 (Plan procedures not followed.): Plan procedures were not followed.
  • N54 (Claim information is inconsistent with pre-certified/authorized services.): Says claim information is inconsistent with pre-certified or authorized services.
  • MA40 (Missing/incomplete/invalid admission date.): Used when the admission date is missing or invalid.
  • N351 (Service date outside of the approved treatment plan service dates.): Denies services that fall outside the approved treatment plan dates.

N385 FAQ

How long do I have to notify a payer of an admission?

It depends on the payer and the type of admission. Many plans require notice within a short window after an emergency admission. Check the provider manual.

Can I appeal a late notification denial?

Often yes, especially when the delay was caused by circumstances such as the patient's condition or incorrect insurance information at admission. Include documentation of the reason.

Does notification mean authorization?

Not always. Some plans only need to be told about the admission; others also review medical necessity. Both may have deadlines.