Office of Long-Term Living ICD-10 Diagnosis Code Changes

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Office of Long-Term Living

ICD-10 Diagnosis Code

Changes in HCSIS

October 1, 2015

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• Program & Additional Diagnosis Screens

• Medications/Supplements Screen

• Print Plan & Print Plan History Screens

• New Service Note Screen & Service Note Pop-Up

• Provider Service Details Report

OLTL HCSIS Screens with Diagnosis Code Changes


Entering Program and Additional

Diagnoses in HCSIS


Searching for Participants

• Click the HCSIS menu items Individual > Demographics > Diagnosis to

open a Search window where you can find the participant you need.

Enter the participant’s name or MCI in the Search window and click

[Search].

• After a few moments, a screen like this appears:


Opening the Diagnosis Screen

• Click the [Add] button in the middle of the screen, and the Diagnosis type

selections appear (shown in the inset), letting you choose to enter a

program diagnosis or an additional diagnosis.

Click the [Add] button to begin adding a diagnosis.

Click Program Diagnosis and then the [Continue] button.

• Click the [Program Diagnosis] option button and then click the [Continue]

button. The Diagnosis screen changes as shown on the next slide.


Entering the Program Diagnosis

• Note that this screen has the same field layout as the current screen, but it also has some

changes. The Diagnosis Description is not a drop-down box. The Comments field has been

removed (ICD-9 comments are retained in History). The Diagnosis Category is read-only.

• If the waiver/program has a diagnosis component to its eligibility requirements (e.g., CommCare

requires a traumatic brain injury), the applicable diagnosis must be entered as the Program

Diagnosis



• The biggest change is how you enter a diagnosis code. Click the

Diagnosis Description field in the screen and enter the first few

letters and numbers of the ICD-10 diagnosis code you need. Watch

as you enter the first characters of the code. A drop-down box

opens to reveal all the available codes that begin with the

characters you enter.

The drop-down box opens here as you start to type in the code.



• Scroll in the drop-down box to the code you need. Let your mouse pointer hover over

the code so it appears in boldface type and then click it. The code number, followed by

the short diagnosis description, appears in the Diagnosis Description field.

You MUST click a boldface code from the list for it to appear

in this field and be saved to the record!

As you type the code in this field, watch the drop-down box list, which changes with each character entered. When you see the code you need, wait for it to appear in boldface type and then click it to enter it in the Diagnosis Description field.



• After the code number appears in the Diagnosis Description field,

the long diagnosis description appears in the Diagnosis Long

Description field. You can use the long description to confirm that

you have selected the correct diagnosis code for your participant.

• If you find you have selected an incorrect diagnosis code, repeat

the steps given on Slides 6 through 8 to enter the correct code.

As you type the code in this field, watch the drop-down box list, which changes with each character entered. When you see the code you need, click it to enter it in the Diagnosis Description field.

The long descriptionappears below the short description.


Entering the Begin Date of the Program Diagnosis

• Select a start date for the diagnosis using the date picker in the Diagnosis

Begin Date field. The date selected cannot be earlier than 10/01/2015, the

date the ICD-10 code set becomes active in HCSIS. Select a date before

10/1/2015 – or a future date – and you get an error message when you click

the [Save] button.

• Leave the end date blank for now. When a new program diagnosis needs to

be created at some point in the future, end-date this diagnosis as of the day

before the new diagnosis is to take effect. You currently cannot enter a future

date as the diagnosis end date.

Use the date picker so you can be sure that the date you enter is formatted correctly. HCSIS will not accept a begin date before October 1, 2015.


Entering the Age at Onset of the Program Diagnosis

• Fill in the fields Age at Onset – Years and Age at Onset – Months with the

age in years and months the participant is or was when the diagnosis was

received. Please make certain to populate these fields.

• Click [Save] if you need to enter one or more additional diagnoses. Click

[Save And Continue] if you need only the program diagnosis and have more

screens to fill in.

Age At Onset fields.


Preparing to Select an Additional Diagnosis

• After you click [Save], confirming text like that shown below appears above

the Diagnosis Details window. It summarizes information on the program

diagnosis just entered.

• Click [Add], and the window changes to display the option button shown

below.

Click this [Add] button to start an additional diagnosis.

A participant can have only one program diagnosis at one time. You can-

not add another program diagnosis unless any existing one is end-dated.


Selecting an Additional Diagnosis

• After you click the [Additional Diagnosis] option button and the [Continue]

button, a Diagnosis Details window almost identical to the program

diagnosis window appears. All of the screen functions are the same for

entering additional diagnoses. The only difference is “ICD-10” is displayed

as the category of the additional diagnosis.

• Repeat the steps given in Slides 6-11 to define the code, description,

begin date, etc., for the additional diagnosis.

Please note:

A participant can have only one program diagnosis at one time.

Participants can have none, one or more additional diagnoses.


Using Other Screens

Displaying Diagnosis Codes


Using the Medication/Supplements ScreenPlan > Medical >Medications/Supplements

• There is only one change to this screen. The Diagnosis label now reads

Diagnosis/Reason to facilitate recording a medication, like ibuprofen, etc.,

that is not associated to a formal diagnosis.

• The Diagnosis/Reason field does not have the drop-down box the Diagnosis

screen has. You can copy and paste valid program and additional

diagnoses, or type them, into this field for each medication you record.

This label has been updated. Paste or type in a valid program

or additional diagnosis, or a reason, for the medication.


Viewing Diagnosis Codes in Print PlanPlan > Plan Admin > Print

• For any participant who has a diagnosis code selected from the drop-down box

and who is then assigned an ICD-10 code, you see both codes in the Print Plan

screen (as shown below) in FY 15-16 plans. Labels after the code indicate

whether the codes are ICD-9 or ICD-10. When FY 16-17 plans become

effective, only the ICD-10 codes will appear.

The labels are new and let you identify which kind of code the

diagnosis is. Some ICD-9 codes can resemble ICD-10 codes.

Both codes will appear when you view a Print Plan for FY 15-16 plans.


Using the New Service Note Screen & Service Note Pop-UpSC > Service Notes > New Service Note | SC > Service Notes > Search

• A field has been added to the header of both the screen and the pop-up, as

illustrated below. When the screen or pop-up first opens, the current diagnosis

code appears.

The diagnosis code that appears in this new field is ICD-10 if the date of service/contact entered is 10/01/2015 or later. If the date of service/contact entered is 09/30/2015 or before, an ICD-9 code is displayed.

• When you enter a service/contract date of 9/30/2015 or earlier, and then click “off”

or press Tab on the keyboard, an ICD-9 code is displayed. When you enter a

service/contract date of 10/1/2015 or later, and then click “off” or press Tab on the

keyboard, an ICD-10 code is displayed.


Using the Provider Service Details ReportTools > Reports > Reports Request | Tools > Reports > Reports Inbox

• Two columns have been added to right side of the report to display ICD-9 and

ICD-10 codes as follows:

• Choose 2014-2015 as the fiscal year, codes appear only in the ICD-9 column.

• Choose 2015-2016, codes can appear in both the ICD-9 and ICD-10 columns (example

below).

• Choose 2016-2017, codes appear in only the ICD-10 column.

• The most current program diagnosis code, based on the service end date, appears

in the respective column. Note that the codes here do not display periods.

Last

Authorized

Date

ICD-9

Diagnosis

Code

ICD-10

Diagnosis

Code

10/7/2015 2990 S062X0A


Resources in the Learning Management System

• OLTL HCSIS Data Entry Guidebook - v7.13 -10-01-2015

• Large Print Service Plan Manual-Guidebook - v7.13 -10-01-2015

• OLTL: Individual and Plan Guidebook - v7.13 -10-01-2015

• OLTL HCSIS Data Entry Training FAQs - v7.13 -10-01-2015

• OLTL HCSIS Reports Guide - v7.13 - 10-1-2015

• OLTL SC-8.0 Service Notes Tip Sheet - v7.13 - 10-1-2015

…And this presentation:

• OLTL HCSIS ICD-10 September 2015 Webinar


• If you don’t already have access to the HCSIS Learning

Management System (LMS), please contact your

agency’s designated HCSIS Business Partner (BP)

Administrator for the appropriate access permissions.

• If you experience HCSIS technical issues, please contact

the HCSIS HelpDesk Monday through Friday: 7:45AM to

5:00PM. Telephone: 1(866)444-1264 or Support Via

Email: [email protected]

• If you have questions about the purpose or content of

these specific slides, please contact OLTL’s Bureau of

Participant Operations at:

• [email protected] with the subject line:

HCSIS ICD-10

mailto:[email protected]

mailto:[email protected]

Documents

Office of Long-Term Living ICD-10 Diagnosis Code Changes