Practice Administrator Meeting November 20, 2014 \ I. Mid-Level Surveys 9:30 – 9:35 II. Physician ICD-10 training 9:35 – 9:40 III. Coding 2015 – What Coming? 9:40 – 11:10 Richard Tuck, MD, FAAP IV. CIN Update 11:10 – 11:25 V. KHF Group Health Insurance 11:25 – 11:30 VI. Contract Updates 11:30 – 11:35 UHC Medicaid LOI Next PA Meeting will be held on Thursday, January 22, 2015 at 9:30 Scottish Rite Auditorium Have a wonderful and safe Thanksgiving 2015 Practice Administrator Meeting Schedule Most of these meetings will be held in the Scottish Rite Auditorium But there will be several held as Webinars. You will be notified of those in advance Thursday, 1/22/2015 – 9:30 am – 12:00 pm Thursday, 2/19/2015 – 9:30 am – 12:00 pm Thursday, 3/19/2015 – 9:30 am – 12:00 pm Thursday, 4/16/2015 – 9:30 am – 12:00 pm WEBINAR Thursday, 5/21/2015 – 9:30 am – 12:00 pm NO MEETING IN JUNE NO MEETING IN JULY Thursday, 8/20/2015 – 9:30 am – 12:00 pm NO MEETING IN SEPTEMBER, will be replaced by OSHA Training on September 17th, 2015 Thursday, 10/15/2015 – 9:30 am – 12:00 pm Thursday, 11/19/2015 – 9:30 am – 12:00 pm NO MEETING IN DECEMBER CODING 2015 What’s Coming ? Kids Health First Richard H. Tuck, MD, FAAP 11/20/2014 SOAPM PPMA Behind Every Successful Pediatrician is a Very Skilled Practice Manager ! IMPORTANCE OF ACCURATE APPROPRIATE CODING INCREASED PAYMENT DECREASED LIABILITY IMPROVED INFORMATION FLOW CODING CHANGES 2015 2015 Topical Fluoride Varnish 99188 – Application of topical fluoride varnish by physician or other QHCP -25 modifier most likely needed on the associated E/M service 2015 Advanced Care Planning 99497 – Discussion of advanced directives with completion of forms, when performed – Physician or other QHCP – First 30 minutes face to face 99498 – Each additional 30 minutes Do not report on same date as critical care Case Management Services 2015 Care Plan Oversight 99339, 99340, 99374-99380 Prolonged Services w/o direct pt contact- 99358-99359 Medical Team conferences 99366-99368 Education and Training 98960-98962, 99071, 99078 Telephone Services 98966-98968, 99441-99443 Online Medical Evaluation 98969, 99444 Prep of Special Reports99080 Transitional Care Management - 99495, 99496 Chronic Care Management99490-99489 Med Therapy Management99605-9960 2015 Care Management Services Provided by clinical staff under the direction of a physician of other QHCP Establishing, implementing, revising, or monitoring care plan and educating the patient or caregiver Reported once per calender month by single physician or other QHCP (99487-99490) Do not count time on day when patient has E/M visit with physician or other QHCP 2015 Care Management Services Extensive additional language re requirements and description of management activities Requires establishing a complete patient care plan Office/Practice capabilities – 24/7 access to physicians – Continuity of care with timely access – Utilize an electronic health record E/M services reported separately during same calender month 2015 Chronic Care Management Services 99490 – Chronic Care Management Services, at least 20 minutes clinical staff time – Multiple (two or more) chronic conditions(>12 months) – Patient at significant risk – Comprehensive care plan established Moderate or high medical decision making 99487- Complex Chronic Care Management – 60-89 minutes clinical staff time 99489- Each additional 30 minutes (99488 deleted) Chronic Care Coordination 2015 Scenario You care for a premature infant with ongoing feeding issues associated with poor weight gain, as well as, bronchopulmonary dysplasia with a persisting low O2 requirement. A comprehensive care plan is documented and shared with the family. Your special needs nurse coordinates care with the home health agency, PT, OT, and provides supporting calls to the family. 99490 is billed monthly for these time intensive nurse services (over 20 minutes per month) Documentation is critical ! Transitional Care Management Services (TCM) 2013 Established patient requiring mod or high complexity decision making during transitions from inpatient hospital setting, partial hospital, observation, or skilled/nursing facility to patient’s community setting (home, domiciliary,assisted living) TCM commenses on date of discharge Continues for next 29 days Transitional Care Management Services (TCM) 2013 99495 Transitional Care Management with: Communication with pt or caregiver within 2 business days of discharge Minimum of moderate complexity decision making Face to face visit within 14 calender days of discharge 99496 Transitional Care Management with: As above but requiring: Face to face visit within 7 calender days of discharge Transitional Care Management Services (99495 and 99496) / 2014 Revisions were made to this code set. Now can be reported for new or established patients. Clarifies that a discharge service may not constitute the required face-to-face visit. Clarifies that the same individual should not report TCM services provided in the postoperative period of a service that the individual reported Transitional Care Management Services (TCM) 2015 You have a 5 year old established patient who is hospitalized for pneumonia and hypoxia. She is managed by a hosptialist who calls you on discharge, briefly reviewing her stay, and recommending a followup visit in 5 days. Your staff make a followup call to the mother within 48 hours, checking her status and answering her questions. She is then seen in a face to face visit by you within 1 week CPT code: 99496 Careful documentation is a must! Preventive Medicine Ancillary Services Screening 2014 Medicare Hearing testing - Select picture 92583 $51.94 Hearing testing – Puretone 92551 $11.82 Hearing testing – Puretone(threshold) 92552 $30.81 Vision screening 99173 $2.87 Developmental Screening 96110 $8.24 Lab Hemoglobin 85018 $3.26 Urine (dip only) 81002 $3.24 Routine Venipuncture 36415 $3.00 Finger/Heel Stick 36416 $4.95 Immunizations Immunization administration 90471/90460 $25.08/$25.08 90472/90461 $12.54$/12.54 Vaccine/Toxoid product 90476-90479 Other Injection/other 96372 .76/ $25.08 Developmental Screening Code Central Nervous System Assessments/Tests 96110 Developmental Screening Performed by office nurse or other trained non-physician personnel Parent/guardian report of behavior $8.24 2014 Medicare Modifier 25 may be attached to associated E/M visit Modifier 59 to multiple additional tests Interpretation and report Documentation in progress report of E/M visit 96110 Examples 2014 Ages and Stages Questionnaire (ASQ) Brigance Early Preschool Developmental Profile II Early Language Milestone Scales PEDS PDQ Vanderbilt MCHAT NOT direct physician observation or general developmental assessment with checklist of milestones appropriate for age 2015 CNS Assessments / Tests 96110 – Developmental screening with scoring and documentation, per standardized form 96127 – Brief emotional/behavioral assessment (depression inventory, ADHD scale, with scoring and documentation, per standardized instrument Depression Screening 96110 Adolescent depression screening ($8.24 - 2014 Medicare) 99420 Maternal depression screening ($10.75 - 2014 Medicare) 2015 Vaccines, Toxoids *90651 – Human Papillomavirus (HPV) Types 6, 11, 16, 18, 31, 33, 45, 52, 58, 3 dose schedule 90654 – Influenza, trivalent (HV3) split virus, preservative free, intradermal microinjection 90630 – Influenza, quadrivalent (HV4) split virus, preservative free, intradermal proprietary microinjection system *90697 – DTaP-IPV-Hib-HepB (hexavalent vaccine) Pediatric Component Immunization Administration Codes 90460 Immunization administration through 18 years of age via any route of administration, with counseling by physician or other qualified health care professional; first vaccine/toxoid component 90461 Each additional vaccine/toxoid component (List separately in addition to code for primary procedure) Vaccine Administration Payments Per Vaccine codes 2014 medicare 2014 medicare – 90471 – $25.08 90472 – $ 12.54 – 90473 – $25.08 90474 – $ 12.54 Component Based codes – 90460 – $25.08 90461 – $12.54 Immunizations 2014/2015 How are you doing ? What are your problems? 2013-2015 ICD Changes ? NONE ! Freeze on ICD-9 and ICD-10 changes in anticipation of ICD-10 implementation in October 1, 2015 ICD-10-CM READY OR NOT ? ! October 1, 2015 ICD-10 is a new language Diagnosis and Procedure Codes are the foundation of all healthcare transactions and information flow The transition to ICD-10 diagnosis and procedure codes is one of the most profound changes the health care industry has ever faced ICD Change… ICD-9 no longer supported by the WHO Insufficient detail Function exhausted ICD-10 in use since 1994 worldwide for epidemiological tracking of illness and injury Expandable and sufficiently detailed HIPAA standard for reporting ICD-10-CM Will become effective October 1, 2015 – NO EXCEPTIONS if you are a covered entity under HIPAA. – Currently there is a freeze on new ICD-9-CM and ICD-10-CM codes to prepare for the changeover. Significant change ICD-9-CM (Diagnosis) 5 characters 14,000 codes → ICD-10-CM 7 characters >68,000 codes ICD-9-CM (Procedure) 5 characters 4,000 codes → ICD-10-PCS (Inpatient) 7 characters >72,000 codes ICD-10 Benefits Flexible Quickly incorporates emerging diagnoses More specific – Better identifies precise diagnosis Improves ability to measure health care services Supports improved public health surveillance Reflects advances in medicine/ technology Room for expansion Value to Providers More accurately reflects the acuity of the patient population More accurately reflects application of advances in medical knowledge Better defined and automated referrals and approvals More detail for preauthorization medical review Enhanced Care Management More detail to support effective engagement and interventions Enhanced knowledge sharing, communication, and coordination Improved analytics and compliance Better identification of gaps in care Innovation Supports: Patient Centered Primary Care Clinical Integration Strategies Accountable Care Organizations Value Based Reimbursement Using and Reporting ICD-9 (10)-CM Codes Code to the highest degree of specificity Code to the highest degree of certainty for the encounter such as symptoms, signs, abnormal test results, Probable, suspected ,questionable, or rule out should not be coded List the ICD code that is identified as the main reason for the service first. Next list any current coexisting conditions. Chronic disease treated on an ongoing basis may be coded Do not code for conditions that were previously treated and no longer exist ICD-10-CM Code Format and Structure S60 Superficial injury of wrist, hand and fingers* S60.4 Other superficial injuries of other fingers S60.45 Superficial foreign body [splinter] of fingers** S60.451 Superficial foreign body [splinter] of left index finger S60.451A Superficial foreign body [splinter] of left index finger, initial encounter*** Required to use the 7 digit code for this condition »*category, **subcategory, ***code How Do Codes Translate ICD-9-CM ICD-10-CM? ICD-9-CM ICD-10-CM Some codes will have the same wording between the 2 codes sets and basically “crosswalk” over ICD-9-CM 003.21 Salmonella meningitis to = 745.2 Tetralogy of Fallot = ICD-10-CM A02.21 Salmonella meningitis Q21.3 Tetralogy of Fallot ICD-9-CM ICD-10-CM Some codes won’t match because of changes in definitions in ICD-10-CM ICD-9-CM to 764.0 "Light-for-dates" without mention of fetal malnutrition birthweight 2,500 grams and over ≠ ICD-10-CM No diagnosis for infant with this birthweight code set is for weights <2500 grams ICD-9-CM ICD-10-CM When there is more specificity in I-10, there may be multiple codes to describe the condition or disease. Increased physician documentation will be vital ICD-9-CM Source to ICD-10-CM Target 599.72 Microscopic hematuria ≈ R31.1 Benign essential microscopic hematuria 599.72 Microscopic hematuria ≈ R31.2 Other microscopic hematuria ICD-9-CM ICD-10-CM When ICD-10-CM contains a combination code, it will relate back to 2 distinct ICD-9-CM codes What used to require 2 or more codes, now only requires a single code ICD-10-CM Source to ICD-9-CM Target R65.21 Severe sepsis with septic shock ≈ 995.92 Severe sepsis and 785.52 Septic shock Otitis Media ICD-10 Specific Variables – Acuity » Acute/subacute vs. chronic – Specific Type » Serous, mucoid, suppurative, sanguineous – Rupture of eardrum – Laterality » Right, Left, Bilateral – Recurrence Terminology matters Acute suppurative otitis media without spontaneous rupture of ear drum – H66.001, right ear – H66.002, left ear – H66.003, bilateral – H66.004, recurrent, right ear – H66.005, recurrent, left ear – H66.006, recurrent, bilateral – H66.007, recurrent, unspecified ear – H66.009, unspecified ear Asthma Documentation Improved State of the asthma Uncomplicate, acute exacerbation, status Frequency Mild intermittent Mild, moderate, severe persistent Triggers Ex tobacco smoke Asthma ICD-10 J45.2x J45.3x J45.4x J45.5x Mild intermitent Mild persistent Mod persistent Severe persistent X= – 0 Uncomplicated – 1 With acute exacerbation – 2 With status asthmaticus Z 77.22 Exposure to tobacco smoke Case Scenario You see an est pt, 4 year old boy, with a hx of asthma. Exp Prob Focused Hx: Intermittent night time cough, with occasional episodes of wheezing, relieved using an albuterol MDI; No restrictions of activity noted FHx: No others ill; SHx Parents smoke “outside” Vitals wnl, pulse ox 98%; No respiratory distress; Detailed exam: rare expiratory wheezes. You make a diagnosis of asthma using current asthma dx guidelines. You discuss the diagnosis in detail, including management of asthma using rescue (albuterol) and controller (inhaled steroid) MDIs. The use of MDI’s with a spacer is discussed, demonstrated, and documented. Followup visit is scheduled in two weeks. Asthma Scenario Coding CPT – E/M 99214 – Pulse Ox 94760 – MDI Teaching 94664-59 ICD-9 – 493.00 Asthma, Childhood w/o status ICD-10 – J45.21 Asthma, Mild Intermittent, Exacerbation – Z77.22 Exposure to tobacco smoke Dermatitis Atopic/eczematous – Flexural – Infantile – Ear – Eyelid L20.82 L20.83 H60.541- H60.543 (laterality) H01.131- H01.135 (laterality) Due to substances taken internally – Generalized skin eruption L27.0 – Localized skin eruption L27.1 Dermatitis Diaper – Erythema to dermatitis Dry skin Seborrheic – Cradle cap – Seborrheic infantile L22 L85.3 L21.0 L21.1 Dermatitis Contact dermatitis – Allergic L23.1 – L23.9 » Adhesive, cosmetics, drugs, food, metals, plants (poison ivy, etc.) » Ear H60.531-3 Eyelid H01.111-5 – Irritant L25.3 – L24.9 » Cement, cosmetics, drugs, etc. – Not specified as Allergic or Irritant L25.3 – L25.9 » Cement, dyes, food Symptom/Compliant Based Coding A 3 yo child presents with a cough, fever and vomiting. It appears the symtoms are due to a viral process, but this is not a firm diagnosis. Code for the symptoms and complaints: ICD-9 ICD-10 – Fever – Cough – Vomiting 780.60 R50.9 786.2 R05 787.03 R11.11 (w/o nausea) R11.10 (unspecified) “Inherent” conditions Do not separately code for presenting problems or findings inherent to a condition – Vomiting and diarrhea are inherent in acute gastroenteritis, Do not code separately – Ear pain (otalgia) is inherent in otitis media Do code for conditions not inherent in a diagnosis – Hypoxia is not inherent in pneumonia ? Urinary Tract Infection An 8 yo girl presents with 2 days of urgency and burning on urination. There are no other complaints and the exam is normal. An office urinalysis is indeterminate and a culture is sent. Code only for the symptoms – Dysuria – Urinary frequency ICD-9 ICD-10 788.1 788.63 R30.0 R39.15 Neonate Neonatal period is the first 28 days of life Neonatal codes should be used for conditions in this age group – Newborn vomiting P92.01-P92.09 – Newborn seizure P90 May be used after the neonatal period if the condition affects the visit – Infant of substance abusing mother P04.3-P04.49 – Bronchopulmonary dysplasia P27.1 Z-codes (The New “V” Codes) Encounter for healthcare exams Must be recognized by third party payors May be used as primary diagnosis Preventive Medicine/Vaccine ICD-10 Coding ICD-10 effective October 1, 2015 Preventive Care V20.2 crosswalks: Z00.129 w/o abnl findings Z00.121 with abnl findings Vaccine product V codes all crosswalk to one ICD-10 code: Z23, encounter for immunization Vaccination not carried out (V64.00- V64.09) crosswalk with Z28.20-Z28.9 codes Vaccines not given Z28.20 Z28.21 Z28.29 Z28.81 Z28.82 Z28.89 Z28.9 Due to patient decision for unspecified reason Due to patient refusal Due to patient decision for other reason Due to patient having had the disease Due to caregiver refusal For other reason For unspecified reason Other Routine Health Visits Z01.818 Pre-operative examination Z02.0 School physicals Z02.5 Sport physicals Z02.82 Pre-adoption exam Overweight/obesity Add BMI code if concern about: – Underweight – Overweight – Obesity ICD-9 ICD-10 783.22 278.02 278.00 R63.6 E66.3 E66.01 (excessive calories) E66.09 (other obesity) E66.8 (unspecified) Diet surveillance and counseling Overweight/obesity – Z68.51 pediatric BMI – Z68.52 pediatric BMI – Z68.53 pediatric BMI – Z68.54 pediatric BMI <5th% for age 5th<85th% for age 85th–<95th% for age ≥95th% for age Healthcare Services Z09 Follow-up exam, after treatment – Use additional code to identify any applicable history of disease code (Z86.-. Z87.-) Z48.02 Suture removal Z48.817 Post I&D aftercare Z71.0 Parent (family) conference Z71.3 Diet management (for obesity) Z76.81 Parents pre-birth or pre-adoption visit Follow-up Visit A 2 yo is seen for a f/u visit after completing a course of antibiotics for otitis media. The ears are normal to examination and the child is eating and acting well. ICD-9 ICD-10 Follow-up after Rx V67.59 Z09 PMHx respiratory disease Z86.09 Code condition if still present or other What if nothing’s wrong? When unable to find specific conditions then code for “ Observation (exam) for:” – following transport accident (Z04.1) – for work (school) related incident (Z04.2) – for alleged child rape or sexual assault (Z04.42) – for suspected child abuse or neglect (Z04.72) – for alleged assault (Z04.72) – for other suspected disease or condition ruled out (Z03.89) – for suspected neonatal condition (P00.-) Transition Encounters that take place on or after October 1, 2015 are reported with ICD-10-CM codes Encounters that take place before October 1, 2015 are reported with ICD-9-CM codes You will have to run simultaneous systems of ICD-9 and ICD-10 until all your claims from before October 1, 2015 have cleared ICD-10 Implementation Business and Practice Considerations Touches every area of the Practice Everyone needs some basic training Coder and billing staff education to include hands-on use of ICD-10-CM and PCS code sets Analyze Your Top Dxs By frequency By revenue Know replacement codes Include additional details on Superbill EMR Train staff ICD-10 Implementation Business and Practice Considerations Download GEMS free Convert your top diagnosis codes – Start with the top ten – Complete the top twenty to thirty Conduct chart audits End to End testing is the ultimate test – Send claims – Receive payment Determine Impact on Your Systems Update superbills, charge sheets 2-4 hours Add additional details in HER Train staff on added detail requirements 2-8 hours Outpatient Coders 16 hours Certified coders must pass test to maintain certification Train physicians 8-12 hours ICD-10 Implementation Business and Practice Considerations Y 2 K ?? Initial Loss of Productivity – Up to 40% ! Line of Credit to support the Transition – CMS recommends 6 mos line of credit Minimum 30 –60 days cash reserve – AMA estimates cost of $10,000 per physician – May need to hire an additional coder Hardware and software impact 7 Step Planning and Implementation PLAN – Complete by Winter 2014 Establish structure and leadership Physician champion Project manager / Team COMMUNICATE – Ongoing with all “stakeholders” Education and Planning with confidence IMPACT ASSESSMENT -Now Business and policy impacts Technology impacts 7 Step Planning and Implementation IMPLEMENTATION – To follow Identification of systems issues Preparation for training TESTING – Early 2015 Vendors, payers, billing companies BUDGETING – Early 2015 Financial Impact / Line of Credit TRANSITION – Summer 2015 Go live environment for October 1, 2015 PHYSICIANS: DO IT FOR ME ! Detailed Documentation Is Critical Tell the Story with Documentation Coder/Biller cannot make a Diagnosis Do Your Part ! How Your Performance is Measured How You Get Paid You are Ultimately Responsible ! ICD-10 GEMs General Equivalence Mappings Tool for converting ICD-9-CM databases to ICD10-CM or ICD-10-PCS Backward and forward mapping Move to coding books and encoder systems October 1, 2015 Free GEMS download: www.cdc.gov/nchs/icd/icd10cm.htm#icd2014 Transition: What you can do NOW? Communicate the implementation process with everyone! Look at the current systems/resources that exist Determine workflow and process changes Review your EMR/HER programs to verify they are ICD10-CM ready and what steps you have to take to update If you don’t have an EMR or billing program look in to one that supports ICD-10-CM – Capability to run both codes a bonus Look at costs of the change-over and start planning now Transition: What you can do NOW ? Encourage physicians to document and use more specific codes – Especially those who tend to use unspecified codes or whose documentation leads to an “unspecified” code Work with those physicians on their documentation and in areas where you know more documentation is needed (e.g. Otitis Media) Remember that all HIPAA covered entities are required to adhere to the transition to ICD-10-CM – So do you! Transition: What can you do THEN? Communicate with everyone! Internal system design and development Work with system vendors Policy change development Develop education and training plan Work with physicians and clinical staff on documentation Plan for a coding process slow down Check commercial payors status GO LIVE – implementation compliance ICD-10-CM + Leverage your investment Move beyond mere compliance to achieve strategic advantage Thanksgiving ICD-10 ! Y93.63 Activity Cooking and Baking W26.0 Contact with knife W61.42 Struck by Turkey W71.43 Pecked by Turkey W61.49 Other contact with Turkey W21.01 Struck by Football Resources For additional information go to the NCHS ICD10-CM website cdc.gov/nchs/icd/icd10cm.htm – 2010 Version of Documentation and User’s Guide, Diagnosis Code Set General Equivalence Mappings – General Equivalence Mappings, Documentation for Technical Users Resources For provider resources from CMS go to cms.gov/ICD10/05a_ProviderResources.asp#TopOf Page – Implementation manuals for large practices, small hospitals and small/medium practices – Download these to start your practice’s implementation plan AAP Coding Resources ICD-10 Principles of Pediatric ICD-10-CM Coding Pediatric Code Crosswalk: ICD-9-CM to ICD-10CM ICD-10-CM Implementation Set for October 1, 2015 – Small and Medium Practices – Large Practices – Communication Plan for External Resources AAP Coding Resources ICD-10 Webinars ICD-10-CM, June 25, 2013: Postponed, Not canceled! Jeff Linzer, MD, FAAP Preparing for ICD-10 Implementation: Business and Practice Considerations, January 13, 2014 ICD-10-CM Coding: Part I, February 11, 2014 Jeff Linzer, MD, FAAP ICD-10-CM Coding: Part II, March 25, 2014 Jeff Linzer, MD, FAAP AAP Coding Resources Coding for Pediatrics 2015 Transitioning to ICD-10-CM highlights included AAP Pediatric Coding Newsletter Quick Reference Tools AAP Coding Resources AAP Coding Hotline [email protected] is the resource for AAP members to submit coding questions and receive a response from AAP coders. Practice Management Online Practice Management Online (PMO) (http://practice.aap.org) supports pediatricians in running a practice that is fiscally sound and efficient and provides quality health care to children and families. Practice Support / Coding Resources Turn to AAP for Help – State AAP Pediatric Councils SOAPM National PPAC (Ped Practice Adv Council) PPMA (Ped Practice Managers Alliance) aap.org PMO
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