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 ICD Procedure: Selecting this option will allow you to add a new ICD Procedure Codes manually.
  • Show All: Selecting this option will show all codes in your database.
  • Add From Master List: Selecting this option will allow you to add ICD Procedure Codes from the Master List.

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Please note, in order to see this tab, users need permission to Institutional Claim within the Claim section. Click here to learn more.

ICD Procedure


ICD Procedure Codes, also known as ICD10-PCS are used to classify procedures performed in an inpatient health care setting. 

Manually Add ICD Procedure Code

Follow the instructions below to manually add a new ICD Procedure Code:

  1. Go to the Codes section > Institutional tab.

  2. Click on the ICD Procedure sub-tab.

  3. Click on the New ICD Procedure button.

  1. Enter your code name in the Code field.

  2. Choose the code Type from the drop down.

  3. Enter the code Description.

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


Add ICD Procedure Code from Master List

Follow the instructions below to ICD Procedure Codes from the Master List:

  1. Go to the Codes section > Institutional tab.

  2. Click on the ICD Procedure sub-tab.

  3. Select Add From Master List.

  1. When the ICD Procedure Selection window opens, search for your codes using the appropriate search options.

    • Select ICD version to display: Click on the drop-down menu to search for a specific

    • Enter Code to Search For: If you know the exact code that you're searching for, enter the code in this field.

    • Enter Keyword to Search For: If you know a keyword in the description of the ICD Procedure code, enter the keyword in this field.

    • Order Results By: When results are returned, select your sorting preference. For example, you can choose to display results based on their description or code.

  1. When the ICD Procedure Master Search window opens, select the code(s) you wish to add by checking the box next to the code in the “Selected” column. To add more than one code, press Ctrl and click on the codes you wish to add. 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.

  2. Once you’re satisfied with your selections, click Add.

  3. Optional: Click on the Show All button when you’re done to confirm the codes added.


Find/Edit ICD Procedure Code

Follow the instructions below to find your ICD Procedure Code:


  1. Go to the Codes section > Institutional tab.

  2. Click on the ICD Procedure sub-tab.

  3. Select Show All or search for your code using the Search bar.

  1. Click on the code you would like to view or edit.

  2. Once you are satisfied with your changes, click the Save.


Inactivate ICD Procedure Code

  1. Go to the Codes section > Institutional tab.

  2. Click on the ICD Procedure sub-tab.

  3. Select Show All or search for the specific code in the Search bar.

  4. Open the code you would like to inactivate.

  5. Select the checkbox that says Make this code inactive.

  1. Once you are done with your changes, select the Save button.


Reactivate ICD Procedure Code

Follow the instructions below to reactivate an ICD Procedure Code:

  1. Go to the Codes section > Institutional tab.

  2. Click on the ICD Procedure sub-tab.

  3. Select the checkbox that says Search inactive codes.

  4. Select Show All or search for the specific code in the Search bar.

  5. Open the code you would like to reactivate.

  6. Uncheck the box that says Make this code inactive.

  1. Once you are done with your changes, select the Save button.


Revenue Codes


Revenue Codes are used to define where a patient received treatment (e.g., 0450 - Emergency Room), or what type of service/item a patient may have received during their stay (e.g., 0273 - Medical/Surgical Supplies and Devices/Take-home supplies) in an inpatient healthcare setting. In most scenarios, a Procedure Code must be accompanied by a Revenue Code, however, CollaborateMD supports billing claims with just a Revenue Code when required by the payer. 

Add New Revenue Code

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

  1. Go to the Codes section > Institutional tab.

  2. Click on the Revenue sub-tab.

  3. Select New Revenue.

  1. Enter your code name in the Code field.

  2. Enter your default price for this code in the Price field.

  3. Enter the code Description.

  1. If applicable, enter a default price for specific Fee Schedule or Contract.

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


Add Revenue Code from Master List

Follow the instructions below to add Revenue Codes from the Master List:
  1. Go to the Codes section > Institutional tab.

  2. Click on the Revenue sub-tab.
  3. Select Add From Master List.
  4. Select the code(s) you wish to add. To add more than one code, press Ctrl and click on the codes you wish to add or select the check boxes. 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. Additionally, you can use right-click capabilities to check or uncheck selected codes. 
  5. Once you are done selecting your codes, click Add.

Find/Edit Revenue Code

Follow the instructions below to find or edit an existing Revenue code.
  1. Go to the Codes section > Institutional tab.
  2. Click on the Revenue sub-tab.
  3. Select Show All or search for your code using the Search bar.
  4. Select the code you would like to view or edit.

  5. If applicable, make your changes and click Save.

Inactivate Revenue Code

Follow the instructions below to inactivate a Revenue Code:
  1. Go to the Codes section > Institutional tab.

  2. Click on the Revenue sub-tab.
  3. Select Show All or search for the specific code in the Search bar.
  4. Open the code you would like to inactivate. 
  5. Select the check box that says Make this code inactive.
  6. Once you are done with your changes, select the Save button.

Reactivate Revenue Code

Follow the instructions below to reactivate a Revenue Code:
  1. Go to the Codes section > Institutional tab.

  2. Click on the Revenue sub-tab.
  3. Select the check box that says Search inactive codes.
  4. Select Show All or search for the specific code in the Search bar.
  5. Open the code you would like to reactivate. 
  6. Uncheck the box that Make this code inactive.
  7. Once you are done with your changes, select the Save button.

Using the 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 Institutional 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