Where do I send the appeal paperwork once the date of death is corrected, and how do I confirm it was received? – North Carolina

Short Answer

In North Carolina, Medicare appeal paperwork is usually sent to the Medicare contractor or appeals entity listed on the denial or appeal-rights notice—not to the probate court. After Social Security updates the date of death in its records (which feeds Medicare), the estate’s representative should use the address and submission method on the most recent Medicare notice and keep proof of delivery (for example, certified mail tracking or a fax confirmation page). If the notice does not clearly identify where to send the appeal, calling 1-800-MEDICARE to confirm the correct contractor and address is a practical next step.

Understanding the Problem

In North Carolina probate administration, a personal representative may need to move a Medicare-related appeal forward after learning that Medicare records show an incorrect date of death. The decision point is: once Social Security corrects the date of death, where must the appeal packet be sent so the Medicare appeal can proceed, and what steps confirm the receiving office actually got it.

Apply the Law

Medicare is a federal program, so the “where to send it” rule is driven by the specific Medicare appeal level shown on the notice (for example, an initial appeal/redetermination versus a later-stage appeal). In practice, the correct destination is the address (or fax/portal instructions) printed on the Medicare notice for that appeal level, because Medicare uses different contractors and appeals units depending on the claim type and jurisdiction. For an estate representative, the key is to (1) confirm the Medicare record is updated after Social Security corrects the date of death, and (2) submit the appeal to the exact contractor/address listed on the notice, using a delivery method that creates a receipt trail.

Key Requirements

Use the correct “send-to” instructions for the appeal level: Medicare appeal paperwork should go to the contractor or appeals entity identified on the denial/appeal-rights notice for that specific step in the process.
Show authority to act for the deceased person’s estate: The packet typically needs documentation showing the signer has legal authority (commonly Letters issued in the estate administration) so the contractor can communicate with the estate representative.
Create verifiable proof of receipt: The submission method should generate objective confirmation (tracking, delivery confirmation, fax confirmation, or written acknowledgment) and the estate should keep a complete copy of what was sent.

What the Statutes Say

N.C. Gen. Stat. § 108D-13 (Managed care entity level appeals) – For North Carolina Medicaid managed care appeals (not Medicare), the law requires written acknowledgment of receipt after an appeal request is received, which illustrates why confirming receipt matters in benefits disputes.
N.C. Gen. Stat. § 108A-70 (Medicaid recipient appeals) – For North Carolina Medicaid recipient appeals (not Medicare), the statute describes notice and filing concepts and reinforces that benefits appeal processes are deadline-driven and document-driven.

Analysis

Apply the Rule to the Facts: Here, the appeal is stalled because Medicare records show the wrong date of death. Once Social Security corrects the date of death and the update flows through to Medicare, the executor should send the appeal materials to the claims contractor or appeals address shown on the most recent Medicare notice for the appeal level being pursued. Because the representative plans to submit materials to the contractor in the applicable jurisdiction, the safest approach is to match the packet to the exact address and submission method printed on that notice and keep proof that the contractor received it.

Process & Timing

Who files: The estate’s executor/personal representative (or an authorized representative). Where: The Medicare contractor or appeals entity listed on the Medicare denial/appeal-rights notice for the current appeal level (not the Clerk of Superior Court). What: The appeal request and supporting documents required by that notice, plus documentation showing authority to act for the estate (commonly Letters). When: Follow the deadline printed on the Medicare notice; if the deadline is close, confirm whether the correction affects timing and submit promptly.
Confirm the date-of-death correction posted: After working with Social Security, confirm the update is reflected in the Medicare/contractor system before sending the appeal packet, or include a short cover letter noting the correction request and the date it was confirmed.
Confirm receipt of the appeal packet: Use a trackable method (for example, certified mail/return receipt, a shipping carrier with delivery confirmation, or fax with a confirmation page). Then follow up with the contractor using the phone number on the notice (or 1-800-MEDICARE if the notice is unclear) and request written confirmation that the appeal was logged.

Exceptions & Pitfalls

Sending to the wrong place: Mailing an appeal to a general Medicare address, the wrong contractor, or a probate office can cause delays and may risk missing a deadline; the controlling “send-to” address is typically on the notice for that appeal level.
Not including authority documents: Contractors often will not discuss or process a deceased beneficiary’s matter without proof of authority; failing to include estate authority paperwork can stall the file.
No proof of submission: Regular mail without tracking makes it hard to prove timely filing; a trackable method and a complete copy of the packet help avoid disputes about whether the appeal was received.

For more background on how these kinds of care-related issues can intersect with estate administration, see how a government benefits or care claim gets handled against a deceased person’s estate during probate.

Conclusion

Once Social Security corrects the date of death and the update is reflected in Medicare’s system, the appeal paperwork should be sent to the Medicare contractor or appeals entity listed on the most recent Medicare denial/appeal-rights notice for the current appeal level. The best way to confirm receipt is to submit using a method that produces delivery proof and then request confirmation that the appeal was logged. The next step is to send the complete appeal packet to the address on the notice by the stated deadline.

Talk to a Probate Attorney

If an estate is dealing with a Medicare record issue that is blocking an appeal, our firm has experienced attorneys who can help clarify what documents to provide, how to show authority to act, and how to protect timelines. Call us today at [919-341-7055].

Disclaimer: This article provides general information about North Carolina law based on the single question stated above. It is not legal advice for your specific situation and does not create an attorney-client relationship. Laws, procedures, and local practice can change and may vary by county. If you have a deadline, act promptly and speak with a licensed North Carolina attorney.