Manage CPTs and ICD-10s | Admin Portal

Purpose

This article will provide information and guidance on the configurations available within the Manage CPTs/ICDs tab of the admin portal. 

Audience

DocNow administrators 

Overview

The Manage CPTs/ICDs tab in the Admin Portal allows administrators to view and configure the following items: 

• ICD-10 Codes
• CPT codes including their RVU values, places of service, and modifiers 

Table of Contents

ICDs

Company ICD Association

CPTs

Company CPT Association

CPT Place of Service

CPTs - Relative Value Units (RVUs)

CPT Time Based Coding 

Configurations

This section guides users through the available information and configurations found in the sub tabs of the Manage CPTs/ICDs tab in the admin portal. 

ICDs 

The ICDs tab allows users to view and edit all available ICD-10 codes within DocNow. 

Searching

Users may filter for the status between active and expired codes, and search using exact codes or keywords from the description. 

Adding Codes

While codes are automatically updated for each account in DocNow, users may still want to add their own custom codes for certain uses cases. 

To add a new code: 

1. Select Add ICD
2. [Required] Enter a code and a description. Descriptions are displayed when searching for and adding codes to documentation in the user interface. 
3. [Optional] Enter a Medium Description and an Expiration Date. The medium description will be pulled into documentation when using the .icd10detailedplan@dn dot phrase. When a code is expired it will no longer be selectable to use for charges. 
4. [Optional] Enable PDPM which will change the text color of a code to green when a provider is searching for it within the provider interface. 
   
   
5. Select Add New Code when finished. 

Editing Codes

Edit any code by selecting the edit icon. 

Available fields to edit: 

• Description: Descriptions are displayed when searching for and adding codes to documentation in the user interface. 
• Medium Description: The medium description will be pulled into documentation when using the .icd10detailedplan@dn dot phrase. 
• Expiration Date: When an ICD-10 code is expired it will no longer be visible or selectable to use for charges. 
• PDPM Status: Enabling PDPM will change the text color of a code to green when a provider is searching for it within the provider interface.

Company ICD Association

Search for and associate ICD-10 codes for your practice using the Company ICD Association Tab. Users will see the options selected here in the Company tab of their charge capture interface. 

1. Search for and select codes. 
   
   
    
2. Selected codes appear in Company tab of the charge capture interface. 
   
   

Initial Evaluation and Follow Up Mapping

This is currently under development. 

CPTs

The CPTs tab allows users to view and edit all available CPT codes within DocNow. 

Searching

Users may search using exact codes or keywords from the description. 

Adding New Codes

To add a new CPT code: 

1. Select Add CPT. 
2. [Required] Enter code. The code is the primary piece of data used for billing. 
3. [Required] Enter a description. The description is used primarily for provider decision making on which code to use. Normally descriptions are not sent as part of billing data. 
4. [Optional] Choose a place of service. When Place of Service is selected then when this CPT code is selected in the charge capture interface users will have the option to attach the configured place of service to use in conjunction with the CPT code. Multiple Places of Service may be configured for each CPT code. 
5. [Optional] Choose a modifier. When a modifier is selected then when this CPT code is selected in the charge capture interface users will have the option to attach the configured modifier to use in conjunction with the CPT code. Multiple modifiers may be configured for each CPT code. 
6. [Optional] Choose units. By default all CPT codes will populate in the charge capture with a unit of 1 when selected. Administrators have the option of changing this default by configuring the units here. This is most often done for biologicals or equipment. Users may still change the unit in the charge capture even if a default has been configured. 
7. [Optional] Choose an expiration date. Expired codes will be highlighted red and unselectable in the charge capture interface. They are still able to be viewed in historical reports. 
8. [Optional] Toggle "Use once per admit". This is currently under development. 
9. [Optional] Toggle "Must be submitted as sole CPT" When selected users will not be able to choose any other CPTs in the charge capture interface in the same encounter that they are using a code with this designation enabled. 
10. Select Add New Code when finished. 

Editing Codes

Edit any code by selecting the edit icon. 

1. Select Edit Icon. 
2. Edit Description. The description is used primarily for provider decision making on which code to use. Normally descriptions are not sent as part of billing data. 
3. Choose a place of service. When Place of Service is selected then when this CPT code is selected in the charge capture interface users will have the option to attach the configured place of service to use in conjunction with the CPT code. Multiple Places of Service may be configured for each CPT code. 
4. Choose a modifier. When a modifier is selected then when this CPT code is selected in the charge capture interface users will have the option to attach the configured modifier to use in conjunction with the CPT code. Multiple modifiers may be configured for each CPT code. 
5. Choose units. By default all CPT codes will populate in the charge capture with a unit of 1 when selected. Administrators have the option of changing this default by configuring the units here. This is most often done for biologicals or equipment. Users may still change the unit in the charge capture even if a default has been configured. 
6. Choose an expiration date. Expired codes will be highlighted red and unelectable in the charge capture interface. They are still able to be viewed in historical reports. 
7. Toggle "Use once per admit". 
8. Toggle "Must be submitted as sole CPT" When selected users will not be able to choose any other CPTs in the charge capture interface in the same encounter that they are using a code with this designation enabled. 
9. Select Save when finished. 

Company CPT Association

Search for and associate CPT codes for your practice using the Company CPT Association Tab. Users will see the options selected here in the Company tab of their charge capture CPT interface. Additionally, CPTs must be added to the Company CPT Association to configure the CPT POS.

1. Search for and select codes. Any custom CPT codes that your practice has added into the system will automatically be selected here when added. 
   
   
2. Selected codes will display in the Company tab of the charge capture CPT interface. 
   
   

CPT Place of Service 

Administrators may assign Place of Service options to individual codes for their practice, and may also choose which Place of Service is the default for each code. 

Note: Only codes that are associated in the Company CPT Association tab will be available for configuration here. 

1. Use the POSs drop down to apply one or more Places of Service to a given CPT code. 
   
   
2. Use the Default POS drop down to apply one of the selected Place of Service codes as the default for that CPT code. 
   
   
3. Now when users select one of the configured CPT codes they will have Place of Service(s) available to submit as part of their charge. 
   
   
    

CPTs-RVUs

The CPTs-RVUs tab allows administrators to view and edit the current Relative Value Unit assigned to each CPT code. 

Note: There will only be information here if an administrator has configured RVUs for their practice. 

1. Search or scroll to find available CPT codes, then choose the edit icon to edit the RVU value for a given code. 
   
   
   
   2. Enter the desired value and select Update when finished. 
   
   
   
   3. The customized value will now display next to the given CPT code. 
   
   
    

Note: Custom RVUs will not be overwritten if uploading default RVU values using CMS files. 

CPT Time Based Calculation Tool 

This tab will only be visible if your practice has the company permission Note Time Logs enabled by DocNow Account Manager or Implementation Specialist. 

The CPT Calculation Tool allows administrators to configure automatic application of CPT codes to a user's charge capture corresponding with the recorded time of their visit. 

1. Add New Threshold 
   
   Add Threshold time values to determine which time periods will be available to automatically apply codes. 
   
   For instance, if an administrator were to set 00:00 - 01:00 then when a provider utilizes the timer within a note interface, any codes associated with that threshold will be applied if the visit is between 0 minutes and 0 seconds and 1 minute and 0 seconds when the .time_spent@dn dot phrase is applied in the note. Only whole minutes may be used. 
   
   
    
2. Associate Codes
   
   Administrators may associate codes while creating new threshold time ranges or after. Use the drop down interface to add codes for any given time range. When multiple codes are selected they will all be added to the charge capture when the given threshold is is used. 
   
   

Example Workflow 

1. Provider starts visit timer in the note interface. 
   
   
2. Providers stop timer and uses the time_spent@dn dot phrase. When the dot phrase is resolved the system will automatically add the admin configured CPT codes into the charge capture area. 
   
   

Notes: 

• The CPT codes that automatically populated may be manually removed from the Charges interface
• Selecting Start Timer again after stopping it will restart the time.