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Billing Diagnoses Tab Data Entry

ICD Selection Functionality

Functionality exists for the selection of a Diagnosis (DX) Code from various lists in The AIM System.

ICD Codes are handled in the Injuries Area of the Diagnoses Tab of the Billing Module.

Free-Form Data Entry of Codes

Diagnosis (DX) Codes can be typed directly into a slot of the Injuries Grid. If the code is valid, the description populates from the lists established in The AIM System.

Hint: If no description populates, it is likely an invalid code.

 

Injuries Grid Slots

See the last section on ICD Formatting for more information. Typically, there are up to four (4) slots expected for Diagnosis Codes, which are sent on claims from The AIM System.

 

Add from Common DX Codes

With this functionality, the user can select from an established list of codes. Keep in mind this functionality does not show the full List of ICD Codes. Both code and description should be confirmed with outside references, and must be determined outside of this functionality.

 

What are Common DX Codes?

These are expected to be codes that are billed on a regular basis, or to help the user select         codes known to be valid (especially for a Medicare Jurisdiction).

 

Who Enters the Common DX Codes?

The Common List is created by users in The AIM System, and can be added to, deleted, or edited by most users, either in the moment or in the Billing Module Setup.

 

Steps for Selecting a Common DX Code

  1. Click Add from Common DX Codes for the Select Injury Code Screen
  2. Select a code from the list
  3. The selected code populates the Code and Descriptions fields in the next available slot of the grid.

    Adding a Common DX Code

    Click the Add Button to the lower right of the Select Injury Code Screen, the new entry must have both a code and a description.

     Hint: Descriptions can be shortened for reference purposes, but make sure to fully describe the code, especially if many users access the Common List  

    Add from Condition Codes

    This functionality is to select of an ICD Code by Medical Condition (Signs or Symptoms, as provided by CMS). This is a pre-set list. By CMS Guidelines, these codes are voluntary and alone do not determine reimbursement for the ambulance service.

    With this pre-set list, a user can select a Condition Code based on Primary ICD Code, General Conditions or Specific Conditions, with a Service Level reference (ALS or BLS).

    Condition Codes – A comprehensive list of medical conditions and the corresponding ambulance service levels required to transport a patient in that condition, developed for CMS by the Negotiated Rulemaking Committee. The medical conditions list was developed to include the most common conditions where a medically necessary ambulance could be required.

    DX Code Search

    This functionality provides a full search with results from the complete lists of ICD-9 or ICD-10 codes in the program. Remember that the code set (ICD-9 or ICD-10) is marked before searching.

    Click the ICD Search Button for the Search Results Screen:

    Mark either the Keyword or Code Radio Button.

    Search by Keyword: This search is based on the descriptions and other text provided by CMS. At least three characters must be entered (and must match) to provide results. A search can include multiple words or text to help narrow the search.

    Note: If the text is very common, and appears on the descriptions of multiple codes, it may take longer to provide those results.

    Search by Code: This search is based on the actual code. Enter at least three numbers, which must match, to provide results.

    Long Descriptions: Many codes have lengthy descriptions. Drag the slidebar to see the hidden text. Enter data in the top field, and click Search.

    Selecting a Valid ICD Code Entry

    Click the right arrow in front of an entry to expand the entry for additional subcodes or valid codes. Continue clicking the arrows until no arrow appears in front of the code.

    Note: A valid ICD Code does not have the arrow in front of the entry.

    Search for more ICD Codes, if needed, by typing a new search (either keyword or code) and entering new search data. Click Search for new search results.

    Note: This keeps the Selected DX Codes in the Ordering Box.

     

    Functionality is available on DX Codes in the Ordering Box: Move Up, Move Down, Add to Common and <.

     

    Ordering the DX Codes

    With multiple DX Codes selected, the order can be chosen from the Ordering Box.

     

    With a DX Code highlighted, Click the Move Up or Move Down Buttons to order the codes. Prompts guide this functionality, especially when the code is at the top or bottom of the ordering.

    Note: See the last section on ICD Formatting about the order of DX Codes.

     

    Removing a DX Code

    A highlighted code can be removed by clicking the < Button.

     

    Add to Common

    Add a highlighted code to the Common DX Codes List by clicking Add to Common.

     

    If an entry is not needed, click the down arrow to hide the subcodes and valid codes. Move the valid ICD Code to the Ordering Box.

    Only a valid code activates the > Button. Click > to move a code to the Ordering Box:    

     

    Invalid Code Prompts

    Prompts provide a warning if the ICD Codes are invalid. These prompts appear with various actions (data entry, marking the ICD set, selecting, saving). The AIM System does not automatically remove invalid codes, nor does it change codes. A user must determine whether codes should be billed.

     

    With these prompts:

    • Click Yes to keep the code (so the program sends a code that may otherwise be invalid, likely due to payer requirements).
    • Click No to stop the action (and change the code).

     

    Prompt when Changing the Code Set: If codes are selected from one code set and the radio button is marked to change to the other code set, the following prompt appears. This is the first warning about mixing ICD code sets.