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 Remittance: Selecting this option will allow you to add a new Remittance code.
  • Show All: Selecting this option will show all codes in your database.
  • Add Remark: Selecting this option will allow you to add a Remark code from the Master List.
  • Add Adj. Reason: Selecting this option will allow you to add an Adjustment Reason code from the Master List.

Remittance

Add New Remittance Code

Follow the instructions below to manually add a new Remittance Code:
  1. Go to the Codes section.
  2. Click on the Remittance tab.
  3. Select New Remittance.
  4. Enter your code name in the Code field.
  5. Next to Type, select whether the code is an Adj. Reason or Remark code.
  6. Select the Information Level.The selected information level is visible within Claim Tracking as a Tracking Status
    1. INFO: This code represents general information only.
    2. WARNING: This code represents a warning, alert or some information requiring further review.
    3. ERROR: This code represents a denial, rejection, or other error interrupting the claim process.
  7. Choose whether you would like to Include this code on my denial reports or Include this code on my adjustment reason reports.
  8. Enter the Report Description.
  9. Enter the Long Description.
  10. Add a Memoline. You can choose whether or not you would like to Use Memoline on Activity and Statements.
  11. When you're done, click on the Save button.

Add Remark from Master List

Follow the instructions below to add a code from the Remark master list: 

  1. Go to the Codes section.
  2. Click on the Remittance tab.
  3. Select Add Remark.
  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. 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. 
  5. Once you are done selecting your codes, click Add.

Add Adjustment Reason From Master List

Follow the instructions below to add a code from the Adjustment Reason master list: 

  1. Go to the Codes section.
  2. Click on the Remittance tab.
  3. Select Add Adj. Reason.
  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. 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. 
  5. Once you are done selecting your codes, click Add.

Find Remittance Code

Follow the instructions below to find a Code: 

  1. Go to the Codes section.
  2. Click on the Remittance tab.
  3. Enter the code you are looking for in the Search bar or select Show All.

Edit Remittance Code

Follow the instructions below to edit a Code:

  1. Go to the Codes section.
  2. Click on the Remittance tab.
  3. Select Show All or enter the specific code in the Search bar.
  4. Select the code you wish to edit. 
  5. When you're done, click on the Save button.

Inactivate Remittance Code

Follow the instructions below to inactivate a Code:

  1. Go to the Codes section.
  2. Click on the Remittance tab.
  3. Select Show All.
  4. Select the code you would like to inactivate. 
  5. Select the check box that says Inactive Code.
  6. When you're done, click on the Save button.

Reactivate Remittance Code

Follow the instructions below to re-activate a Code:

  1. Go to the Codes section.
  2. Click on the Remittance tab.
  3. Select the check box that says Search inactive remittance codes.
  4. Select Show All.
  5. Select the code you would like to reactivate.
  6. Deselect the check box that says Inactive Code.
  7. When you're done, click on the Save button.

Actions

Best Practice Tip: Only have one (1) action per payer type (e.g., Commercial, Medicare). If more than one action exists for multiple payer types the system will first use the specific payer type assigned action (e.g., Medicare), followed by the "All Types" action. 

Best Practice Tip: If an action is created on multiple codes and each code is on the ERA response, the system will use the action in the order the code is received within the ANSI (835) file itself. 

Add Action

Follow the instructions below to Add an Action to a Remittance code:

  1. Go to the Codes section.
  2. Click on the Remittance tab.
  3. Select New Remittance or search for a previously created remittance code.
  4. Click the Actions tab.
  5. Select Add New.
  6. Under Payer Type, select the Payer Type you would like to use. 
  7. Under Action, select what you would like to happen when this payer type is selected with this code.
  8. When you're done, click on the Save button.
Note: Actions do not affect how the payments and adjustments are applied and will not affect the status of a claim if the balance is $0.00 after payments, as the status is then Paid, including full payer adjustments resulting in $0.00 balances.

Find Action

Follow the instructions below to find an action:

  1. Go to the Codes section.
  2. Click on the Remittance tab.
  3. Select Show All or search for the code using the Search bar.

Delete Action

Follow the instructions below to delete an action from a remittance code: 

  1. Go to the Codes section.
  2. Click on the Remittance tab.
  3. Select Show all or search for the code using the Search bar.
  4. Click the Actions tab.
  5. Find the action you would like to delete.
  6. Click the check box that says Delete.
  7. When you're done, click on the Save button.