Coding 101 Taken from Beginning Coding Intermediate Coding

Coding 101 Taken from “Beginning Coding”, “Intermediate Coding”, and “I Hate Coding” by Dianne Demers

Ice Breaker 2

Coding and Documentation l Objectives: The Participant will be able to ● Define CPT, ICD 9, and DSM 4 Coding ● Explain the reasons why appropriate coding and documentation is so important in SBHC settings. ● Demonstrate correct use of CPT and ICD 9 codes 3

Coding Background and Terminology

Coding Definition l Coding is an alphanumeric system used to translate medical procedures and services into data 5

Types of Coding l l l Current Procedural Terminology (CPT) International Classification of Diseases (ICD 9 Clinical Modification - CM) Diagnostic and Statistical Manual of Mental Disorders (DSM IV-TR) 6

Coding Is Not The Same As Billing 7

Coding is Medicare Drive l Pediatrics was not considered in original coding guidelines, so some of the things we do in SBHCs may not fit well 8

SBHC Coding l There is no difference between coding in a SBHC and any other setting – the coding assumptions are the same. l You provide the same level of care regardless of the location. 9

Why Code Correctly? ● Reimbursement depends on it. ● Codes describe the services you provide ● Codes justify these services ● Services not documented “never happened” PS: Never code for the purpose of getting more money 10

The Coding Process has 2 Parts 1. “What you did” = CPT 2. “Why you did it” = ICD-9 or DSM-4 TR YOU MUST ALWAYS USE BOTH a what and a why (NO EXCEPTIONS) 11

When a provider is undercoding they tell the wrong story This wrong story is: Ø SBHC Providers are seeing very few patients with multiple problems. Ø SBHC Providers should see more patients since they are not seeing complicated patients. Ø The SBHC should decrease the number of physicians and add more mid-level providers. 12

There Are Two Coding Guidelines - 1995 & 1997 Both 1995 and 1997 guidelines are approved for use by CMS l Agencies may specify use of 1995 or 1997 guidelines l 1997 guidelines are more specific than 1995 in the examination portion (they are more computer friendly) l New guidelines have been proposed, but have not yet been accepted l 13

Coding Guidelines 1995 vs. 1997 This lecture is based on the 1995 guidelines because they are 15 pages long vs. 57 pages of the 1997 version. www. cms. hhs. gov/MLNProducts/Download s/1995 dg. pdf 14

Fraud l Intentional deception or misrepresentation ● Deliberately billing for services not performed ● Unbundling of services ● Intentionally submitting duplicate claims 15

Abuse l Improper billing practices ● Billing for non-covered services ● Misusing codes on a claim form 16

Errors l l Accept it, you will make them. Your best defense is having a plan for your coding and being able to explain it. 17

Coding Does Not Equal Good Medicine 18

But - Coding is Good Documentation 19

CPT Codes document: l Level of Service l Procedures Provided 20

Examples of CPT codes Evaluation & Management 99211 99212 99213 99214 99215 Preventive Health 99391 99392 99393 99394 99395 99397 21

ICD-9 Codes document: The reason behind the visit (They must support the CPT codes) 22

General Coding Principles Coding gets you paid for your services l Coding can be used to justify the need for services to your funders l 23

Coding with ICD-9 l ICD-9 codes have 3, 4 or 5 digits ● The greater the number of digits, the higher the specificity ● Use a 5 -digit code when it exists ● Use a 4 -digit code only if there is no 5 digit code with the same category ● Use a 3 -digit code only if there is no 4 digit code within the same category PS: Omitting the required 4 th or 5 th digit will result in the denial of a claim. Do not add any additional digits, even zero 24

ICD-9 -CM Codes Range from 001. 0 to V 82. 9 l They identify: ● Diagnoses ● Symptoms ● Conditions ● Problems ● Complaints ● Other reason for the procedure, service, or supply provided 25

ICD-9 -CM Codes l Three volumes ● Volume 1 Tabular List of Diseases ● Notes all exclusive terms and 5 th-digit instructions ● Volume 2 Alphabetic Index of Diseases ● Does not contain detail – Do Not code from this volume ● Volume 3 Procedures ● Used almost exclusively for hospital services PS: (All 3 Volumes are generally found in one binding) 26

“V” Codes l l For circumstances other than disease or injury Three categories: ● Problem – Could affect overall health status, but is not a current illness or injury ● Ex. : V 14. 2 Personal history of allergy to sulfonamines ● Service – Circumstances other than illness or injury ● Ex. : V 68. 1 Issue of a repeat prescription ● Factual – Certain facts that do not fall into the “problem” or “service” categories 27

“V” Codes l Can be used as a: ● Solo Code ● Principal code ● Secondary code l May represent check-ups, screenings, administrative requests, prescription refills 28

Rules for Coding Outpatient Visits

Determine Type of Office Visit l Evaluation and Management New Patients vs. Established Patients l Preventive Health Visits New Patients vs. Established Patients l Counseling Visits Medical Visit – talker only l Mental Health Visits New Patients vs. Established Patients 30

Determine Medical Necessity Services are reasonable and necessary for the diagnosis and treatment of illness or injury. l All payors define necessity differently l Clinical rationale must be documented through coding. l You cannot write more, to get paid more. l 31

Determine Chief Complaint l The reason for the patient’s visit ● S of a SOAP note Codes used must relate to chief complaint or they are invalid l And, the chief complaint must be documented in the chart l 32

Evaluation/Management (E / M) Services Used for acute care visits l Five levels of service l Seven components within the levels l ● Key components – history, exam and medical decision making ● Contributory components – counseling, coordination of care, nature of presenting problem, and time 33

Evaluation/Management (E / M) Services l Beginning information about coding deals with the three key components: ● History ● Examination ● Medical Decision Making 34

Evaluation/Management (E / M) Services There are 5 Levels of service 1. Minimal 2. Self-Limited or Minor 3. Low Severity 4. Moderate Severity 5. High Severity 35

CPT Codes Used for E/M Visits New Patients Level 1 Level 2 Level 3 Level 4 Level 5 99201 99202 99203 99204 99205 Established Patients 99211 99212 99213 99214 99215 37

Coding Steps 38

Coding Steps l First Step - Determine if your patient is: A New Patient or An Established Patient 39

Definition of a new patient: It is the patient’s first visit to the provider l The patient has not received any professional services from the provider or another provider of the same specialty who belongs to the same group practice, within the past three years. l PS: Any time a patient is seen in an Emergency Room they are considered a new patient 40

If your patient does not meet the definition of a New Patient, then they are an Established Patient 41

Coding Steps l Second Step - determine the level of service for the visit, To do this you need to determine the level of service for each key component separately There are 3 key components They are: 1. History (HPI, ROS, PFSH) 2. Examination 3. Medical Decision Making 42

Coding Steps New Patients Within the 3 key components, there are 5 levels of service l Remember to Consider the Key Components separately: l ● HPI, ROS, PFSH ● Examination ● Medical Decision Making 43

Example - New Patient The Level of Service for a new patient visit is determined by the lowest level of service (1 through 5) of the three key components HPI, ROS, PFSH 4 Examination 4 3 Medical Decision Making This is the lowest level 44

Coding Steps Established Patients l Again Consider the Key Components Separately: ● HPI, ROS, PFSH ● Examination ● Medical Decision Making l The level of service (1 – 5) is determined by the level that appears in 2 of the three components, or by the middle level 45

Example – Established Patient HPI, ROS, PFSH 3 This is the middle level EXAM 2 Medical Decision Making 4 46

Why is this? 47

Answer. . . There has to be a system, and this is what AMA came up with. 48

How to Steps of Coding 49

How to Steps of Coding: Determine Level of Medical Decision Making Determine Level of History Component Determine Level of Physical Examination (You will need to reference the chart – examination notes for this) 50

Determine Level of Medical Decision Making l Medical Decision Making consists of three sections: ● Diagnosis or Management Problems ● Diagnostic Procedures ● Treatment of Management Options l Level is determined by the level found in two of the three categories – or the middle number if all three are different 51

Determine Level of Medical Decision Making Section I: Diagnosis or Management of Problems 99201 99202 99203 99204 99205 99211 99212 99213 99214 99215 One selflimited or minor problem Two or more selflimited or minor problems One stable chronic condition Acute uncomplicated illness One or more chronic illnesses with complications Two or more stable chronic conditions Undiagnosed new problem w/uncertain prognoses Acute illness with systemic symptoms One or more chronic illness with severe complications Acute or chronic illness or injury that is life or limb threatening Abrupt change in neurologic status Acute complicated injury 52

Determine Level of Medical Decision Making Section II: Diagnostic Procedures 99201 99202 99203 99204 99205 99211 99212 99213 99214 99215 Lab X-ray EKG UA Ultrasound, etc. Venipuncture KOH Physiologic tests not under stress Pulmonary Function Barium Enema Arterial puncture Skin biopsies Physiologic tests under stresscardiac stress tests Diagnostic endoscopies with no risk factors Deep needle or incisional biopsy Obtained fluid from body Cardiovascular imaging with contrast Invasive diagnostic tests Cardiac Electrophysiological tests Diagnostic endoscopies with identified risk factors Discography 53

Determine Level of Medical Decision Making Section III: Treatment or Management Options 99201 99202 99203 99204 99205 99211 99212 99213 99214 99215 Rest Gargles Elastic bandages Dressings OTCs Minor surgery PT OT IVs without additives Minor surgery with risk factors Elective major surgery— no risk factors Prescription drug management IV fluids with additives Closed facture or dislocation treatment w/o manipulation Therapeutic nuclear medicine Elective Surgery with identified risk factors Emergency major surgery Parenteral controlled substances Drug treatment requiring intensive monitoring Decision not to resuscitate or deescalate care because of poor prognosis 54

How to Steps of Coding: Determine Level of History Component l History component consists of three sections: ● History of Present Illness (HPI) ● Review of Systems (ROS) ● Patient, Family, and Social History (PFSH) 55

Determine Level of History Component Section I: History of Present Illness l l l l Location Quality Severity Duration Timing Context Modifying factors Associated signs and symptoms 56

Determine Level of History Component Section II: Review of Systems l l l l Constitutional symptoms (fever, wt loss, etc. ) Eyes Ears, nose, mouth, throat Cardiovascular Respiratory Gastrointestinal Genitourinary Musculoskeletal Integumentary (skin and/or breast) Neurologic Psychiatric Endocrine Hematologic/lymphatic Allergic/immunologic 57

Determine Level of History Component Section III: Patient, Family and Social History l l l Past medical history ● Medication allergies Patient’s family history Patient’s social history ● Age-appropriate review of past and current activities ● Tobacco usage 58

History Component Matrix (Number of components of each HPI, ROS & PFSH required for each level) New 99201 99202 99203 99204 99205 Established 99211 99212 99213 99214 99215 HPI 0 1 1 4 4 ROS 0 0 1 2 10 PFSH 0 0 0 1 2 59

How to of Coding Steps: Determine Level of Physical Examination l l l Constitutional Eyes Ears, Nose, Mouth, Throat Cardiovascular Respiratory Gastrointestinal Genitourinary Musculoskletal Skin Neurologic Psychiatric Hematologic/Lympatic/Immunologic 60

Determine Level of Physical Examination: # of body systems required for each level New 99201 99202 99203 99204 99205 Established 99211 99212 99213 99214 99215 Exam 0 1 4 5 8 61

Coding Matrix Example: New Patient History 3 Established Patient 3 Exam 2 2 Medical Decision Making Level of Coding 3 3 2 3 62

Coding Matrix Example: History New Patient Established Patient 4 4 Exam 2 2 Medical Decision Making 4 4 Level of Coding 2 4 63

Coding Exercise 64

Coding Exercise for Evaluation/ Management Services Suzy Q is a 16 y/o female with c/o severe “female” cramps - worse than usual. She states she took Midol and it only helped a little. She is a new patient. Document on the exam and encounter form to a level 3, using audit sheet as reference. 65

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How to Verify this is correct level of documentation to support level 3

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Count the components HRI 1 - Midol Exam 1 -const Med Decision ROS 1 - cramps 2 -Abd - acute/uncomp PFSH - 0 3 -back - OTCs 4 -genito ____________ Level 3 70

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Preventive Services 72

Preventive Services l These visits include a comprehensive history and examination, as well as appropriate counseling/anticipatory guidance/risk factor reduction, interventions, and the ordering of age-appropriate laboratory/diagnostic procedures. 73

Preventive Services l “Comprehensive” in a preventive service examination is not synonymous with a “comprehensive” E/M examination. 74

Preventive Service Codes Age <1 1 -4 5 -11 12 -17 18 -39 40 -64 65+ New 99381 99382 99383 99384 99385 99387 Established 99391 99392 99393 99394 99395 99397 75

Preventive Services Appropriate ICD-9 codes would be: l V 20. 2 for a Routine Infant or Child Health Check l V 70. 3 for a Sports Physical 76

Preventive Services l Additional services provided at the time of the visit should be reported with their specific CPT codes listed separately: ● Examples: ● Snellen Test ● Laboratory ● Immunizations ● Administration of Immunizations 77

Common Pitfalls in Coding 78

ICD-9 CM (Clinical Modification) Coding Guidelines Order to list ICD-9 codes Coding Order is Important 1. 2. 3. Acute Reason patient is being seen needs to be listed first. Co-morbid diagnosis affecting treatment of principal diagnosis are listed next. List all other documented conditions coexisting at the time of the visit that require or affect patient care, treatment or management. Chronic diseases may be listed as often as they are treated 79

ICD-9 -CM Coding Guidelines l DO NOT CODE: ● Conditions previously treated that no longer exist. ● Conditions that do not affect treatment or management at the current visit. ● Rule-out, suspected, questionable or probable diagnoses. 80

ICD-9 -CM Coding Guidelines Review of Systems Documentation Cannot say “all other negative” l Must list pertinent and negative findings l Must have a way to determine which systems were reviewed l A check list is acceptable l 81

About Time With the Patient Do not base your level of service on time spent with patient. l Time only comes into play if you are billing for counseling within an acute visit or if all you are doing is counseling l 82

Sports Physicals They are not meant to be comprehensive physicals – their focus is different l Check www. aafp. org for an appropriate form l You can bill for a complete PE and a sports PE within the same year l 83

Acute Problems within a Comprehensive Physical l l When doing a preventive health visit (V 20. 2) and there is a separate health acute problem – you can list both the preventive health visit code (first) and the acute visit code (second) – BUT THERE MUST BE ICD-9 CODES THAT JUSTIFY BOTH (the billing department must add a modifier) 84

Be sure to know the Reason for the Visit 85

Late Effects of Burns Late effects means the burn has healed. There should not be dressing changes. 86

Counseling Visits Counseling visits are when client comes in to discuss a problem only. No hands are laid on the patient. 87

Example Dietary Surveillance & Counseling There must be a dietary problem in order to justify this code. 88

Be Specific with the codes you use 89

784. 1 Throat Pain l EXCLUDES: ● Dysphagia 787. 2 ● Neck pain 723. 1 ● Sore throat 462 ● Chronic 472. 1 90

AGAIN - About Over-coding and Under-coding CPT and ICD-9 codes must always relate l The first ICD-9 code you use drives the relationship to the CPT code l 91

Poor example incorrect coding for documentation See Handouts of Completed Note Sample 10 a (handout 9) & Encounter Form 10 a (handout 10) 92

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Analysis of incorrect coding for documentation 95

Coding Audit Cheat Sheet Top half of form PATIENT IDENTIFIER____10 a CODING AUDIT CHEAT SHEET TYPE OF SERVICE PROVIDED: Preventive Health – New patient ______ Preventive Health – Established patient ______ Counseling Services– No Physical Complaint Is time recorded in chart? YES _____ NO _____ Is a counseling code used? YES _____ NO _____ Evaluation / Management Visit: where counseling determines time Is the total time of the visit recorded YES _____ NO _____ Is the time spent in counseling recorded YES _____ NO _____ Is a counseling code used? YES _____ NO _____ Evaluation / Management Visit – NEW PATIENT Evaluation / Management Visit – ESTABLISHED PATIENT CPT & ICD-9 CODES USED CPT CODES: 99203 ICDE-9 CODES: 625. 3 DO THE CPT/ICD-9 CODES CORRELATE? YES __X___NO ______ 96

Coding Audit Cheat Sheet Bottom Half of Form HISTORY AND EXAMINATION l l New Established 99201 99211 99202 99212 99203 99213 99204 99214 99205 99215 l l HPI ROS PFSH 0 0 0 1 1 0 4 2 1 4 10 2 l EXAM 0 1 4 5 8 l CHART AUDIT LEVELS FOR E/M VISITS l HPI, ROS, PFSH 3 l EXAMINATION 2 l MEDICAL DECISION MAKING 2 NEW PATIENT LEVEL Lowest level supports level ESTABLISHED PT LEVEL ____ 2 of 3 or middle level supports level 3 97

Medical Decision Making Section I: Diagnosis or Management of Problems 99201 99202 99203 99204 99205 99211 99212 99213 99214 99215 One selflimited or minor problem Two or more selflimited or minor problems -One stable chronic condition -Acute uncomplicated illness One or more chronic illnesses with complications Two or more stable chronic conditions Undiagnosed new problem w/uncertain prognoses Acute illness with systemic symptoms Acute complicated injury One or more chronic illness with severe complications Acute or chronic illness or injury that is life or limb threatening Abrupt change in neurologic status 98

Medical Decision Making Section II: Diagnostic Procedures 99201 99202 99203 99204 99205 99211 99212 99213 99214 99215 Lab X-ray EKG UA Ultrasound, etc. Venipuncture KOH Physiologic tests not under stress Pulmonary Function Barium Enema Arterial puncture Skin biopsies Physiologic tests under stresscardiac stress tests Diagnostic endoscopies with no risk factors Deep needle or incisional biopsy Obtained fluid from body Cardiovascular imaging with contrast Invasive diagnostic tests Cardiac Electrophysiological tests Diagnostic endoscopies with identified risk factors Discography Other levels of Diagnostic procedures do not usually apply to SBHC, but you only need to have 2 of the 3 areas of medical decision making to agree. 99

Medical Decision Making Section III: Treatment or Management Options 99201 99202 99203 99204 99205 99211 99212 99213 99214 99215 Minor surgery with risk factors Elective major surgery— no risk factors Prescription drug management IV fluids with additives Closed facture or dislocation treatment w/o manipulation Therapeutic nuclear medicine Elective Surgery with identified risk factors Emergency major surgery Parenteral controlled substances Drug treatment requiring intensive monitoring Decision not to resuscitate or deescalate care because of poor prognosis Rest Gargles Elastic bandages Dressings OTCs Minor surgery PT OT IVs without additives 100

Unfortunately – Because of this documentation/coding error - you will not get paid for this visit. This is why it is very important to verify that charting supports all levels of coding decision making. 101

Questions & Answers 102