Codes

The Codes section allows you to add, edit and find CPT, HCPCS and Revenue codes. You can manually set a default price for each code or create a custom Fee Schedule. You can also create Diagnosis codes, credit and debit Adjustments, Remittance remark and adjustment reason codes, ICD Procedure codes and Inventory codes. Within the Codes section, you can also configure your insurance Contracts.

The following help pages are supported by the current version of CollaborateMD. Please follow the curriculum outline to receive the proper training associated with this section.



Billing & Procedure

Diagnosis

Adjustment

Remittance

Institutional

Inventory

Contracts

Fee Schedules


Button Overview

Below you will find a description of the buttons located within the Codes section:
  • New Diagnosis: Selecting this option will allow you to manually add a new Diagnosis code.
  • Show All: Selecting this option will show all codes in your database.
  • Add From Master List: Selecting this option will allow you to add codes from the master diagnosis list.
  • ICD Crosswalk: Selecting this option will allow you to map ICD-9 codes to ICD-10 codes or vice versa. 

New Diagnosis Code


Diagnosis codes, also known as ICD codes, describes a patients medical condition. 

Follow the instructions below to manually add a new Diagnosis Code:

Note: To avoid duplication, a best practice is to search the system to see if the diagnosis code already exists. Once you confirm that the code does not exist please proceed in adding the Code. 
  1. Go to the Codes section.
  2. Click on the Diagnosis tab.
  3. In the Code field, enter a code (numbers or letters).
  4. Click on the Code Type drop-down menu to select the type of diagnosis code.
  5. In the Description field, enter a description for the code. 
  6. Under the Defaults tab, enter an Effective/Termination Dates and configure your Superbill Options if applicable. Note: The Superbill options configured within this section only apply to Text Based or CMD Default Superbills.
  7. Click on the Alerts tab to configure alerts for the selected diagnosis code. See Add Alerts for instructions on how to configure alerts for diagnosis codes.
  8. Once you're satisfied with your changes, click Save.

Add from Master List


Adding codes from the master list will make that code available to all users within your account that has the appropriate permissions. 

Follow the instructions below to add a code from the Diagnosis master list: 
  1. Go to the Codes section.
  2. Click on the Diagnosis tab.
  3. Select Add From Master List.
Master ICD Selection Window Details:
  • Select ICD version to display: Select the version of diagnosis codes you would like to display. 
  • Select Range to Display: If you know the range in which the codes are located, you can choose it from the drop down, or leave it set to All Codes to search for all codes in the database.
  • Enter Code to Search For: If you know the code you would like to add, you can enter it in this field.
  • Enter Keyword to Search For: If you are not completely sure of the exact code, but you know what is in the description, you can enter a keyword in this field.
  • Order Results By: Select the drop down to order results by Description or Code.
  1. Once you've entered your search criteria, select Search.
  2. Select the code(s) you wish to add. 
    • Tip: To add more than one code, press Ctrl and click on the codes you wish to add or check the box in the "Selected" column. 
    • Tip: If you want to select a consecutive list of codes, hold the Shift key, click the first code you wish to add and then select the last code you wish to add. All codes in between will be highlighted. 
  3. Once you are done selecting your codes, click Add.


Find Diagnosis Code


Follow the instructions below to find a Code:
  1. Go to the Codes section.
  2. Click on the Diagnosis tab.
  3. Enter the code you are looking for in the Search bar or select Show All.

Edit Diagnosis Code


Follow the instructions below to edit a Code:
  1. Go to the Codes section.
  2. Click on the Diagnosis tab.
  3. Select Show All.
  4. Select the code you wish to edit. 
  5. When you're done, click on the Save button.

Inactivate Diagnosis Code


Follow the instructions below to inactivate a Code:
  1. Go to the Codes section.
  2. Click on the Diagnosis tab.
  3. Select Show All.
  4. Select the code you would like to inactivate. 
  5. Deselect the checkbox that says Inactive Code.
  6. When you're done, click on the Save button.

Reactivate Diagnosis Code


Follow the instructions below to inactivate a Code:
  1. Go to the Codes section.
  2. Click on the Diagnosis tab.
  3. Select the check box that says Search inactive diagnosis codes.
  4. Select Show All.
  5. Select the code you would like to reactivate. 
  6. A pop-up will appear indicating “This ICD code is currently inactive”. Click OK.

  7. Select the check box that says Inactive Code.
  8. When you're satisfied, click on the Save button.

ICD Crosswalk


To aid the ICD-10 transition, we have implemented an ICD Crosswalk tool within the Code & Claim section which will allow you to translate ICD-9 codes into ICD-10 codes and vice versa. The ICD-9 to ICD-10 crosswalk is meant to prepare organizations for the impending change, and allow practitioners to train and learn the new diagnosis coding system prior to the implementation of ICD-10. When using the ICD Crosswalk you’ll be provided with the Recommended Mapping followed by the CMS/CDC Equivalency Mappings

Follow the instructions below to begin using the ICD Crosswalk:
  1. Go to the Codes section.
  2. Click on the Diagnosis tab.
  3. Click on the ICD Crosswalk button. When the ICD Crosswalk window opens, select which mapping you would like to look up. 
  4. Click on the magnifying glass to search for the ICD codes you've added to your personal list.
  5. Once the code is selected, click on the Search button. 
  6. Select the Recommended Mapping or CMS/CDC General Equivalency Mapping that best matches. ImportantRecommended Mapping is the recommended mapping option in case of multiple alternatives. GEMs do not have such analog as they will just list all alternatives letting you decide which one to use. We provide recommended mapping based on the General Clinical equivalence information as well as on the statistical use by Health Plans and Provider Organization.
  7. Once you're satisfied, click on the Add button.
Note: The ICD Crosswalk tool is based on the Centers for Medicare and Medicaid (CMS) General Equivalency Mappings (GEMs) documents. This mapping tool should be used to help users navigate the complexity of translating meaning from one code set to the other. Using the crosswalk tool within the Code or the Claim section will help users understand analyze, and make distinctions that manage the complexity and to derive their own applied mappings if that is the goal. To find our more read the General Equivalence Mappings Frequently Asked Questions


Alerts


Use this feature to specify an alert whenever the selected diagnosis code is used on a claim. Diagnosis Alerts can be used to help remind users how and when to use a specific diagnosis code. For example. "Do not bill to Medicare" or "Only bill POS 21". 

Add Alert

Follow the instructions below to add an alert:
  1. Click the Alerts tab.
  2. Add a New Code or Find an existing code. 
  3. Once the Code is displayed, select the Alerts tab. 
  4. Click on the Add Alert button. 

Begin entering the alert information:

  • Message: Enter the Alert message
  • Display Options: Select where you want to the alert to appear. Clicking on the question mark next to each option will give you an explanation of each option.
    • Global Alert: Shows this alert anytime the ICD code is used.
    • Show Alert in Patient Section: Show this alert whenever a patient that has this ICD code as a default is opened OR this ICD is selected as a default on a patient’s record.
    • Show Alert in Claim Section: This alert will show whenever this ICD is selected on a claim OR a claim is opened with this ICD on a line item. 
  • Alert Date Range (Optional): Set a date range for how long you would like this alert to appear.
    • Alert Start Date: Enter or select the alert start date from the calendar.
    • Alert End Date: Enter or select the alert end date from the calendar.
  1. Once you're satisfied with your changes, click Save.

Edit Alert

Follow the instructions below to edit an alert:

  1. Click the Alerts tab.
  2. Double click on the alert you wish to edit.
  3. When the Alert window opens, make the necessary changes and click Save.

Delete Alert

Follow the instructions below to delete an alert.

  1. Click the Alerts tab.
  2. Check the Delete box next to the Alert you wish to delete or double click on the alert and check the box called Delete Alert.
  3. When you're done click on the Save button.