BULLETIN – ICD10 PLAYGROUND
This bulletin is for Medical Record and Business Office staff or anyone who works with and will be affected by the transition to ICD-10 diagnosis nomenclature on October 1, 2015.
With the pending ICD-10 effective “go-live” date of October 1, 2015, Logik Solutions has continued to be on top of related MEDIK development. Logik Solutions has developed a “Play Ground” for staff to review and become accustomed to the new ICD-10 screens. These new screens will not affect live data prior to October 1. These options will be deployed in the next few weeks, followed by several subsequent trainings, as well as this documentation.
Please note the trainings schedule at the bottom of this document. if for some reason you are unable to attend one of these scheduled times, please let us know and we can make other arrangements.
Once the programs have been installed, users can access the new screen under POSTING> ICD10 Playground.
There are four options,
- ADMISSION DIAGNOSIS
- CHARGE DIAGNOSIS
The DIAGNOSIS screen is the master ICD9 and ICD10 screen which looks similar to the old ICD9 master screen. The look up option is still there with a few extra FILTER options that will be discussed below.
To look up matching DIAGNOSES, users can enter all or part of the description, and/or all or part of a code.
Notice, on the right-hand side of the Find diagnosis code dialogue there are new check boxes, which constitute “flags” to isolate a subset of codes, as discussed below:
To only look up an ICD9 code, uncheck the INCLUDE ICD10 CODES box. Use the same process to look up only an ICD10 code. If both boxes are checked, the user will get a list of both ICD9 and ICD10 codes matching the search criteria entered by the user. The other filters will be discussed next.
For this example the description of ALCOHOL has been entered and the check box of INCLUDE ICD10 CODES is selected. Once the look up has been completed, select/click the OK/F1 button.
The screen below will display. From this screen the user has the option to;
- SELECT/F1 This is used in the actual code look up when users are looking up and selecting a diagnosis for a claim or charge. This option is not activated in the master screen
- UPDATE/F5 allows the users to update a code. More regarding this option below.
- ADD/F6 a new code (This should not be necessary as LOGIK SOLUTIONS updates this table yearly).
- PRINT/F7 the filtered list selected
- DELETE/F8 a code
- EXIT/F9 this screen.
Once a code is selected to UPDATE/F5 the screen below will display.
Using this screen users can see what version is displayed (ICD9 or ICD10), the SHORT and FULL DESCRIPTION and the EFFECTIVE FROM and EFFECTIVE THRU dates.
The new options on the screen are the check boxes highlighted in RED.
- IS PREFERRED - If your facilities work with a relatively small number of diagnoses, you can flag them as preferred. When your staff is looking up a diagnosis code, they can limit the choices to preferred codes to simplify data entry.
- IS SUMMARY CODE – Similarly, users will have the opportunity to set a flag indicating a diagnosis is a summary code, and may be unsuitable for submission.
- IS PRIMARY DIAGNOSIS – Some diagnoses codes are suitable for submission as a primary diagnosis. Users may flag any diagnosis code to indicate if it can be a primary diagnosis.
- External Cause – Again, diagnoses can be indicated to be an External Cause diagnosis.
- POA Exempt – Diagnosis codes can be indicated as an Exempt code as well.
Logik Solutions purchases the ICD-9 and ICD-10 file listing from third party vendors that rely on CMS to provide designations of SUMMARY CODES, PRIMARY CODES, EXTERNAL CAUSE and POA Exempt codes. These flags will be preset when the ICD -10 tables are loaded to your MEDIK data base. However, in years past sometimes these attributes changed during the middle of the year, and updated files are not furnished until the following year. CMS has indicated that the final version of these files will be available July 1, 2015. Bear in mind that if the CMS designations change, this table can be modified or updated to reflect industry-wide changes or specific, regional requirements.
Once these attributes are indicated, users can filter with these flags from the SELECT DIAGNOSIS screen.
Logik Solutions, Inc. have given our customers an opportunity to look at this screen months in advance of the October 1, 2015 effecting date so IF there is a desire to create PREFERRED codes, there is plenty of time to do so.
The PROCEDURE ICD9 and ICD10 screen look very similar to the DIAGNOSIS screen.
Again, users can search for ICD9 and/or ICD10 PROCEDURE codes. In this example the search is for a word that contains electro. Notice the helpful instructions at the bottom of the screen labeled For “Contains” you may use: to help in searching for a code.
The sample search yielded the following:
Notice under VERSION there are ICD9 and ICD10 PROCEDURES listed.
Just like the DIAGNOSIS screen, the user has the option to UPDATE/F5, ADD/F6, PRINT/F7, DELETE/F9 or EXIT/F9.
Using the UPDATE/F5 the update screen will display. From this screen, users can mark a code as IS PREFERRED and IS SUMMARY CODE.
This screen also has the SHORT and FULL DESCRIPTION as well as the EFFECTIVE FROM and THRU dates.
The ADMISSION DIAGNOSIS screen has the most enhancements related to the changeover to ICD10. The DIAGNOSIS tabs on a patient admit will not be updated until closer to the ICD10 go live date of October 1, 2015. However users will be able to view and “play” with the DIAGNOSIS screen in the playground.
Select a patient by entering part, or the entire patients’ name, or enter the patient’s medical record number. Select OK/F1.
Below is the new diagnosis screen.
Notice this screen now shows a version (ICD9 or ICD10). You may add both types of diagnoses and procedures to an admission. There is also an EFF THRU date. If the diagnosis codes are for the entire admit, an effective date is not needed. However, if a diagnosis grouping changes at a later date during the admit, users may add or remove codes and enter an EFF THRU date on the old set of codes. The ADD and COPY buttons are used for this purpose.
To ADD a diagnosis code, select the DiagCd field. Users can type in the code if it is known, or look up a code by using the F3 look up option. The F3 look up will display the Master Diagnosis codes as discussed on page 1. SPECIAL NOTE: Lvl 1 diagnosis is the primary diagnosis code and must be flagged as such in the diagnosis master. See page 3 above.
To add a new set of diagnosis code(s), select the ADD. The screen above will display. In the Code Set drop down, choose ICD9 or ICD10. If this code set is for the entire stay, an EFFECTIVE THROUGH date is not needed. Select SAVE/F1.
The picture directly above this text is a double screen shot so as to display the two different sets of diagnosis codes for ICD-9 and ICD10 depending on which VERSION is selected.
To add another set of diagnosis codes so new code(s) can be added or removed, users may want to use the COPY button.
Select the line to copy and click the COPY button. Enter the EFFECTIVE THROUGH date for the diagnosis code set and press SAVE/F1.
Now the user has a new line with the same group of diagnosis codes. The user can now add or delete diagnosis codes. You cannot have two diagnosis code sets with the same type and effective date. See the screen shot to the left showing both ICD9 and ICD10 new diagnosis groupings. Users also have the option to delete a set of diagnosis codes by selecting the code set to be selected and clicking on the DELETE button.
ADDING A PROCEDURE is done by selecting the ADD button.
The screen below will display. The user makes the selection of adding an ICD9 or ICD10 PROCEDURE code and SAVE/F1. The user may now key in or look up the desired PROCEDURE CODE and enter the PROC DATE as seen above.
The charge diagnosis is mainly for clinic charges or Facility HCFA charges. When posting a charge in the clinic, the default diagnosis pointer will always be pointer #1 (the first/primary diagnosis). If the user would like to tie charges to a different diagnosis, users will have access tothe screen below. This screen will be accessible from the clinic Charge Posting screen, Review and Revise as well as a standalone screen accessible from a menu. To get familiar with this screen, users have access to this screen from the PLAYGROUND.
Once in the screen, enter the patients’ medical records number or select F3 to look up the patient by name. Once the patient is selected, click on APPLY/F1. The patients charges will display on the left and the effective diagnosis codes will display on the right.
Currently the default will display ICD9 codes, but the user can select the radio button to display ICD10.
To select a diagnosis, first select one or more charges and then check the POST box to the right and APPLY/F1.
There are other FILTERS and OPTIONS on this screen to assist with making the selection simpler or faster.
As users play with these new screens, LOGIK SOLUTIONS would like your feedback so the October 1, 2015 transition is as seamless as possible.
There are three scheduled trainings for the ICD10 Playground. These trainings will be JUNE 11th at 7:30am PDT, JUNE 16th at 11am PDT and JUNE 18th at 7:30am PDT. We strongly encourage all pertinent parties to participate in one of the trainings and to use these screens over the next few months to ensure users will be familiar prior to October 1, 2015. To attend one of the training sessions call the conference phone number below and select the https link about 5 min before the schedule time. If users have never joined a GoToMeeting, software may need to be downloaded.
Please join my meeting.
Dial +1 (213) 493-0603
Access Code: 970-289-962
Audio PIN: Shown after joining the meeting
Meeting ID: 970-289-962
If you have any questions, you may contact any of the LOGIK SOLUTIONS, INC support staff. My information is below.
Director of Application Support and Education