Setting Up and Using Q Codes in DocNow

Purpose

• This article explains how to configure and use Q Codes (CPT Q4100–Q4353) for skin substitutes and biologicals within the DocNow platform.

Audience

• Clinicians
• Admins
• Supporting Staff

Considerations

• Q Codes should be submitted to DocNow along with associated product names and sizes before use.
• The configuration may vary by practice; be sure to validate units and modifiers, especially in cases involving wastage.

Instructions / How to

1) Setting up Q Codes in DocNow

To ensure the Q Codes are available for selection, please send the following information to the DocNow support team:

• Product name
• Q Code (e.g., Q4205)
• Available sizes (e.g., 2x3, 2x4, 3x4)

Example submission:
Membrane Wrap, Q4205, 2x3, 2x4, 3x4

 

2) Adding Q Codes to Charges in a Note

When writing a clinical note, Q Codes can be added via the Charge Capture section:

1. Navigate to the Charge Capture section on the right-hand side of the note.
2. Click on the Procedure Codes sub-tab.
3. You will see a list of Q Codes available for your practice configuration.

Charge Capture view with Procedure Codes tab visible:

Available Q Codes displayed:

Note: Based on your setup, you may need to enter the correct units and add modifiers (e.g., for wastage scenarios):

3) Associating Q Codes with Procedure Codes

To configure which Q Codes appear in the Charge Capture area:

1. Navigate to the Admin Portal and click the Wound/Derm tab.
2. Select Procedure Codes.
3. Choose the appropriate skin substitute procedure.
4. Search for and select the Q Codes you want to appear in the Charge Capture section.

Wound/Derm tab navigation:

Procedure code selection area:

💡 These codes can always be searched under “All,” but associating them here makes them easier for providers to access quickly.

4) Adding New Q Codes

If the Q Code you're looking for is not listed, you can manually add it:

1. Go to the Admin Portal and click on Manage CPTs/ICDs.
2. Navigate to the CPT sub-tab.
3. Click Add CPT.
4. Enter the Q Code, update the description, and set the appropriate units.
   • • Description should follow this format: [Product name, per sq cm, product size]
5. Click Add New Code to save.

Manage CPTs/ICDs tab:

Add CPT screen with sample description⚠️ If the size/code combination already exists, you'll see a message. Be careful not to enter duplicate codes.

Troubleshooting

• Q Code not appearing in Charge Capture?

  • • 1. Ensure it’s been submitted to DocNow and properly associated in the Admin Portal.
      2. Try searching under “All” in the Procedure Codes area.

• Getting a duplicate warning?

  • • 1. Confirm whether the size and product name have already been entered. You can update existing entries if needed rather than creating a new one.

Our support team is available to help with any questions or concerns at [e-mail] 

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