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


Fee Schedules allow users to create and manage the prices of the procedures or services rendered based on a claim, location, payer, and more. Once CPT/HCPCS and Revenue codes are entered, a Default Fee Schedule will be created automatically based on the codes default prices, or $0 if no default prices are entered.

Add New Fee Schedule


Follow the instructions below to create a new fee schedule:


  1. Go to the Codes section > Fee Schedule tab.

  2. Select New Fee Schedule.

Note: At least one CPT/HCPCS and Revenue code must be added to the Codes tab in order to create a new fee schedule.

  1. Within the New Fee Schedule window, select from the following options:

    • Create an empty fee schedule: This option will allow you to create a new fee schedule from scratch.

    • Set prices based on another fee schedule: This option allows you to create a new fee schedule based on the pricing entered on an existing fee schedule.

    • Set prices based on the Medicare Fee Schedule: This option allows you to create a fee schedule based on the pricing Medicare has suggested.

    • Set prices based on a Contract: This option allows you to create a fee schedule based on the code pricing for the contracts you have set up with your payers within the Contracts tab of the Codes section.

    • Set prices based on charges entered: This option allows you to create a fee schedule based on the maximum amount billed for each code within x number of days entered.

    • Import prices: This option allows you to create a fee schedule by importing a spreadsheet.  

  1. Select the Show Preview button.

  2. Enter your fee schedule name in the Name field.

  3. Enter the Effective From and To dates

  4. Enter a Description of your fee schedule.

  5. Within the Configuration tab, select how you wish to apply your fee schedule. Note: You will not be able to apply Configurations to your Default Fee Schedule:

    • Apply this fee schedule on payer, payer type, or patient type: This option will allow you to apply this fee schedule to a specified primary payer, primary payer type, or patient type.

    • Apply this fee schedule based on location or provider: This option will allow you to apply this fee schedule to a specified rendering provider, rendering provider’s practice, facility, or facility and provider.

    • Apply this fee schedule based on POS or TOS: This option will allow you to apply this fee schedule to a specified place of service or type of service.

  1. Within the Fee Schedule tab, a list of your CPT/HCPCS and Revenue codes will appear. Begin adding your prices to the codes.

  2. Once you are done, click the Save button.

Find / Edit  Fee Schedule


Follow the instructions below to find a fee schedule:

  1. Go to the Codes section > Fee Schedules tab.
  2. Select Show All or search for the fee schedule using the Search field.
  3. Select the fee schedule you would like to edit. 
  4. Once you are satisfied with your changes, click the Save button.

Update Prices


Follow the instructions below to update prices within a fee schedule:


  1. Go to the Codes section > Fee Schedules tab.

  2. Select Show All or search for the fee schedule using the Search field.

  3. Select the fee schedule you would like to edit.

  4. Once opened, click on the Update Prices button.

  5. Within the Update Fee Schedule window, select from the following options:

    • Adjust existing prices: This option will allow you adjust your fee schedule pricing by increasing, decreasing, or rounding the price.

    • Set prices based on another fee schedule: This option allows you to change your existing fee schedule based on the pricing entered on another existing fee schedule.

    • Set prices based on the Medicare Fee Schedule: This option allows you to change your existing fee schedule based on the pricing Medicare has suggested.

    • Set prices based on a Contract: This option allows you to change your existing fee schedule based on the code pricing for the contract selected you created within the Contracts tab of the Codes section.

    • Set prices based on charges entered: This option allows you to change your existing fee schedule based on the maxim amount billed for each code within x number of days you enter.

    • Import prices: This option allows you to change your existing fee schedule by importing a spreadsheet you have created.

  • Select the Show Preview button to see the changes.

  • Once you are satisfied, click the Save button to save your changes, or Cancel to disregard your changes.

Export Fee Schedule Contract


Follow the instructions below to export your fee schedule:

  1. Go to the Codes section > Fee Schedules tab.
  2. Select Show All or search for the fee schedule using the Search field.
  3. Select the fee schedule you would like to export. 
  4. Select the Export button.
  5. When the Save window opens, choose the location you wish to save the file (I.e Desktop, My Documents, etc.) and click on the Save button. 

Print Fee Schedule


Follow the instructions below to print a fee schedule:

  1. Go to the Codes section > Fee Schedules tab.
  2. Select Show All or search for the fee schedule using the Search field.
  3. Select the fee schedule you would like to print. 
  4. Select the Print button.

Inactivate Fee Schedule


Follow the instructions below to inactivate a fee schedule:

  1. Go to the Codes section > Fee Schedules tab.
  2. Select Show All or search for the fee schedule using the Search field.
  3. Select the fee schedule you would like to Inactivate.
  4. Select the checkbox that says Make this fee schedule inactive.
  5. Once you are satisfied, click the Save button.

Please Note: You cannot make the Default Fee Schedule inactive.

Reactivate Fee Schedule


Follow the instructions below to reactivate a fee schedule:

  1. Go to the Codes section > Fee Schedules tab.
  2. Select the checkbox that says Include inactive.
  3. Select Show All or search for the fee schedule using the Search field.
  4. Select the fee schedule you would like to reactivate.
  5. A pop-up will appear indicating “This fee schedule is currently inactive”. Click OK.

  6. Deselect the check box that says Make this fee schedule inactive.
  7. Once you are satisfied, click the Save button.

Options


Follow the instructions below to modify the fee schedules order of precedence:

  1. Go to the Codes section.

  2. Click on the Fee Schedules tab.

  3. Select the Options button.

  4. The Fee Schedule Options window will appear.

  5. By default, the system will always use HCPCS Code prices on Institutional claims. However, if you wish to base prices for Institutional to always be based on Revenue Code prices, click on the drop-down menu and select Revenue Code. Note: This only applies to Institutional claims.

  6. Drag and drop or click on a row and use the arrows to change the order of precedence.

  7. Once you are satisfied, click the Save button.

Note: These changes apply to ALL fee schedules created for your customer account.

https://sites.google.com/a/collaboratemd.com/training/helppages/codes/fee-schedules