Preparing Now for ICD-10

Page 1April 25, 2014

Prepared for Georgia Pediatric Practice Managers Association

Preparing Now For ICD-10-CM

Georgia Pediatric

Practice Managers Association

April 25, 2014



• Updates

• ICD-9 and ICD-10 Comparison

• ICD-10 Organization and Structural Differences

• Vendor Recommendations and Resources Available

• Discuss Transition Planning and Roles

Agenda



What’s new?

• On April 1, President Obama signed into law legislation passed by the House and Senate delaying ICD-10 until at least October 1, 2015.

• CMS has been silent on what the next steps are for healthcare organizations and how to plan accordingly.

• The ICD-10 delay is forcing organizations to reassess their timelines and budgets for complying with the code change, yet at this point there are more questions than answers.

• The American Health Information Management Association has requested clarification from CMS on a number of technical issues surrounding the extension of the ICD-10 deadline, including the exact length of the delay.



ICD-10 vs. ICD-9Issue ICD-9-CM ICD-10-CM

Volume of codes Approximately 13,600 Approximately 69,000

Composition of codes Mostly numeric, with E and V codes alphanumeric.

Valid codes of three, four, or five digits.

All codes are alphanumeric, beginning with a letter and with a mix of numbers and letters thereafter. Valid codes may have three, four, five, six or seven digits.

Duplication of code sets Currently, only ICD-9-CM codes are required . No mapping is necessary.

For a period of up to two years, systems will need to access both ICD-9-CM codes and ICD-10-CM codes as the country transitions from ICD-9-CM to ICD-10-CM. Mapping will be necessary so that equivalent codes can be found for issues of disease tracking, medical necessity edits and outcomes studies.

Source: http://www.aapc.com/icd-10/faq.aspx#why



What are the benefits of ICD-10?

The new, up-to-date classification system will provide much better data needed to:

• Measure the quality, safety, and efficacy of care

• Reduce the need for attachments to explain the patient’s condition

• Design payment systems and process claims for reimbursement

• Conduct research, epidemiological studies, and clinical trials

• Set health policy

• Support operational and strategic planning

• Design healthcare delivery systems

• Monitor resource utilization

• Improve clinical, financial, and administrative performance

• Prevent and detect healthcare fraud and abuse

• Track public health and risks



Why is the United States moving to ICD-10-CM?

Bar

riers

: • ICD-9 is out of room

• Because the classification is organized scientifically, each three-digit category can have only 10 subcategories

• Most numbers in most categories have been assigned diagnoses

• Medical science keeps making new discoveries, and there are no numbers to assign these diagnoses

Ben

efits

: • ICD-10-CM, will allow for better analysis of disease patterns and treatment outcomes that can advance medical care

• Streamline claims submissions (code combinations )

• Details will make the initial claim much easier for payers to understand



But…• ICD-10 will influence billing documentation, provider

contracting, payment, and other major business functions, as well as IT systems for trend analysis and analytics; claims and documentation in both paper and electronic form have been overhauled.

• Moving to ICD-10 is intended to bring the benefits of greater coding accuracy, higher data quality for measuring service and outcomes, more efficiency, lower costs, better use of the electronic health record, and better alignment worldwide, to name a few.



What can we learn from other countries’ implementation?

• Planning and preparation are the keys to success

– Start early to allow time to understand the impact and come up with solutions

• Education and training are all important

– Prepare for productivity loss and longer turn around times

• Collaborate with others

– Share information and experiences to learn what works and what to avoid



What does ICD-10-CMlook like?



ICD-10-CM Organization

Index to Diseases and Injuries

Official GuidelinesTabular List of Diseases and

Injuries

The CM Manual divided into three main parts:

21 Chapters

Expanded injury codes grouped by site vs. type

of injury

Laterality (left and right)

V and E codes incorporated into

main classification

Added a placeholder X



Anatomy of an ICD-10-CM Code

3-7 Alphanumeric characters (digits)

X X X X X X X.

1st character – Alpha (A-Z)

2nd character - Numeric

3rd - 7th characters –

Alpha or Numeric

Decimal placed after

the first 3 characters

• All letters but U are used

• The letters I & O are used only in the 1st character position

• Each letter is associated with a particular chapter (Except C&D Neoplasms )



X X X X

Category

.Etiology, anatomic

site, severity

Added code extensions (7th character) for

obstetrics, injuries, and

external causes of injury

ICD-10-CM Characters and Extensions

X X XAMS 0 2 6. 5 x A

Alpha (Except U)

2 - 7 Numeric or Alpha

Additional Characters



• X Marks the Spot

– ICD-10-CM uses a placeholder character “X”—this will allow the code future expansion

– Where a placeholder, the X must be used in order for the code to be valid (The X is not case sensitive)

XPlaceholder Character



7th Character Extension

• Certain ICD-10-CM categories have a 7th character feature; this “character” must always be in the 7th character field

• These extensions are found predominantly in two chapters

– Chapter 19 – Injury, Poisoning and Certain Other Consequences of External Causes

– Chapter 15 – Pregnancy, Childbirth and the Puerperium



If a diagnosis code requires a 7th digit and the code is a

4-digit code, what do you do?



Place an x in the 5th and 6th digitICD-10-CM utilizes a placeholder: Character “x” is used as a 5th character placeholder in certain 6 character codes

• To fill in other empty characters (e.g., character 5 and/or 6) when a code that is less than 6 characters in length requires a 7th character

Examples:

• T46.1x5A – Adverse effect of calcium-channel blockers, initial encounter

• S03.4xxA- Sprain of jaw, initial encounter

• T15.02xD – Foreign body in cornea, left eye, subsequent encounter



Fetus Identification

When applicable, a 7th character is to be assigned to identify the fetus for which the complication applies

The following are the 7th characters

• 0 - not applicable or unspecified

• 1 - fetus 1

• 2 - fetus 2

• 3 - fetus 3

• 4 - fetus 4

• 5 - fetus 5

• 9 - other fetus

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&docid=jBeJYlUjxF6VCM&tbnid=7IIXF4K0-gSCJM:&ved=0CAUQjRw&url=http://www.ourbabynews.com/category/health/health-care-health&ei=9m4zUvzkNejl4APz7YGQDA&bvm=bv.52164340,d.dmg&psig=AFQjCNHHdv3sUpirxAmA2ZJEpnAOKXG42w&ust=1379188844469328



Episode of Care – Fractures

Fractures

• Assigning episode of care 7th characters for fractures is a bit more complicated because the episode of care provides additional information about the fracture including:

– whether the fracture is open or closed

– whether healing is routine or with complications such as delayed healing, nonunion, or malunion



• Initial encounter. Initial encounter is defined as the period when the patient is receiving active treatment for the injury, poisoning, or other consequences of an external cause. An ‘A’ may be assigned on more than one claim

– For example, if a patient is seen in the emergency department (ED) for a knee injury that is first evaluated by the ED physician who requests a CT that is read by a radiologist and a consultation by an Orthopedist, the 7th character ‘A’ is used by all three physicians and also reported on the ED claim

– If the patient required admission to an acute care hospital, the 7th character ‘A’ would be reported for the entire acute care hospital stay because the 7th character extension ‘A’ is used for the entire period that the patient receives active treatment for the injury

AEpisode of Care – 7th digit



• Subsequent encounter. This is an encounter after the active phase of treatment and when the patient is receiving routine care for the injury during the period of healing or recovery

– For example a patient with a knee injury may return to the office to have joint stability re-evaluated to ensure that it is healing properly. In this case, the 7th character ‘D’ would be assigned.

• Sequela (Late Effects)The 7th character extension ‘S’ is assigned for complications or conditions that arise as a direct result of an injury. There is no time limit when these codes can be used.

– An example of a sequela is a scar resulting from a burn

DEpisode of Care – 7th digit

S



Episode of Care – Fractures• Initial encounter for closed fractureA• Initial encounter for open fractureB• Subsequent encounter for fracture with routine healingD• Subsequent encounter for fracture with delayed healingG• Subsequent encounter for fracture with nonunionK• Subsequent encounter for fracture with malunionP• SequelaS

If the fracture is not documented as open or closed, it is coded to closed

Additionally, if the fracture is not documented as displaced or not displaced, it should be coded as displaced



More Information Reported, Higher Level of Detail in

Coding



ICD-10-CM continued…

Obstetric codes identify trimester instead of episode of care

• 1st Trimester – less than 14 weeks 0 days

• 2nd Trimester – 14 weeks 0 days to less than 28 weeks 0 days

• 3rd Trimester – 28 weeks 0 days until delivery

Example:

• O26.02 – Excessive weight gain in pregnancy, second trimester



New Clinical Concepts

Inclusion of clinical concepts that do not exist in ICD-9-CM (e.g., underdosing, blood type, blood alcohol level)

Examples:

• T45.526D – Underdosing of antithrombotic drugs, subsequent encounter

• Z67.40 – Type O blood, Rh positive

• Y90.6 – Blood alcohol level of 120–199 mg/100 ml



Codes That Have Been Significantly Expanded

A number of codes have been significantly expanded (e.g., injuries, diabetes, substance abuse, postoperative complications)

Examples:

• E10.610 – Type 1 diabetes mellitus with diabetic neuropathic arthropathy

• F10.182 – Alcohol abuse with alcohol-induced sleep disorder

• T82.02xA – Displacement of heart valve prosthesis, initial encounter



Post/intra-operative designation

Codes for postoperative complications have a distinction made between intraoperative complications and postprocedural disorders

Examples:

• D78.01 – Intraoperative hemorrhage and hematoma of spleen complicating a procedure on the spleen

• D78.21 – Postprocedural hemorrhage and hematoma of spleen following a procedure on the spleen



Additional changes in ICD-10-CM

• Injuries are grouped by anatomical site rather than by type of injury

• Category restructuring and code reorganization have occurred in a number of ICD-10-CM chapters, resulting in the classification of certain diseases and disorders that are different from ICD-9-CM

• Certain diseases have been reclassified to different chapters or sections in order to reflect current medical knowledge



Use of External Causes

If a payer required E-Codes with ICD-9, then continue to submit in ICD-10. In the absence of a mandatory reporting requirement, you are encouraged to report these codes as they add valuable data.

http://www.healthcareitnews.com/infographic/infographic-top-zaniest-icd-10-codes

This infographic first appeared in the Healthcare IT News and Healthcare Finance News eSupplement, ICD-10 Compliance and Beyond: Completing the Journey.



http://www.healthcareitnews.com/icd10-2013



Where can I Find the ICD-10-CM Codes?



• Partial solution—these are tools to convert ICD-9 to ICD-10 and vice versa

• To assist with the transition, cross-walking between the code sets will assist you with identifying the differences between ICD-9 and ICD-10

• Not a high percentage of accuracy due to increased complexity of ICD-10 versus ICD-9

Crosswalk



GEMsGEMs are a comprehensive translation dictionary that can be used to accurately and effectively translate any ICD-9-CM-based data, including data for:

– Tracking quality

– Recording morbidity/mortality

– Calculating reimbursement

– Converting any ICD-9-CM-based application to ICD-10-CM/PCS

The GEMs are not a substitute for learning how to use the ICD-10 codes. More information about GEMs and their use can be found on the CMS website at:

• http://www.cms.gov/Medicare/Coding/ICD10/index.html

(select from the left side of the web page ICD-10-CM or ICD-10-PCS to find the most recent GEMs)

http://www.cms.gov/Medicare/Coding/ICD10/index.html



How Does the Mapping Work?

ICD-9-CM

• 493.92 Asthma, Acute Exacerbation

ICD-10-CM

• J45.21 Mild, intermittent, w/acute exacerbation

• J45.41 Moderate, persistent, w/acute exacerbation left

• J45.51 Severe, persistent, w/acute exacerbation



How Does Mapping Work?

ICD-9-CM

• 719.46 Pain in joint, lower leg

ICD-10-CM

• M25.561 Pain in right knee

• M25.562 Pain in left knee

• M25.569 Pain in unspecified knee



Streptococcal Sore Throat

ICD-9

• 034.0 (Streptococcal sore throat) which includes the tonsils/ adenoids and pharynx.

ICD-10

• J02.0 (Streptococcal pharyngitis)

• J03.0 (Acute tonsillitis)

– J03.00 (Acute streptococcal tonsillitis, unspecified)

– J03.01 (Acute recurrent streptococcal tonsillitis)



Documentation Requirements• In ICD-10, the documentation of strep throat alone will no longer

include streptococcal infection of the tonsils.

• Streptococcal infection of the tonsils has a separate entry in ICD-10 with further specificity for recurrence and chronicity.

• If a patient has a history of streptococcal infections of the tonsils along with chronic tonsillitis the proper codes are: J0301 (Acute recurrent streptococcal tonsillitis) and J3501 (Chronic tonsillitis).

• If a patient presents with strep throat and has chronic pharyngitis the proper codes are: J020 (Streptococcal pharyngitis) and J312 (Chronic pharyngitis).

• When documenting strep throat, it is important to note the site(s) involved (pharynx, tonsils, or both).



Infectious mononucleosis

ICD-9

• 075 (Infectious mononucleosis) with the assumed Epstein-Barr as the assumed cause

ICD-10

• B27.90 (Infectious mononucleosis, unspecified without complication



Tobacco Use Disorder

ICD-9– 305.1 (Tobacco use

disorder)

– Includes tobacco dependence

ICD-10– Z72.0 (Tobacco use)

– Does not include tobacco dependence

– Tobacco/Nicotine dependence is indexed to F17.2 (Nicotine dependence)

• Specified according to tobacco/nicotine source and dependency status



Documentation RequirementsIn order to accurately report tobacco use disorder with the greatest specificity, the nicotine source as well as the patient’s dependency status should be noted within physician documentation.

Tobacco/Nicotine dependence—now separately classified according to tobacco/nicotine source (cigarettes, chewing tobacco, or other tobacco products) and the state of the tobacco/nicotine dependency (uncomplicated, in remission, with withdrawal, and with other nicotine-induced disorders).



ACUTE Conjunctivitis

ICD-9

• 372.00 (Acute conjunctivitis, unspecified

ICD-10

• H10.30 (Unspecified acute conjunctivitis, unspecified eye)



Otitis Media• Use additional code for any associated perforated

tympanic membrane (H72.-)

• Use additional code to identify:

– Exposure to environmental tobacco smoke (Z77.22)

– Exposure to tobacco smoke in the perinatal period (P96.81)

– History of tobacco use (Z87.891)

– Occupational exposure to environmental tobacco smoke (Z57.31)

– Tobacco dependence (F17.-)

– Tobacco use (Z72.0)



Diseases of the Respiratory System

41

National Cancer Institute



Asthma

• New terminology for asthma

• Respiratory condition in more than 1 site (not specifically indexed) classified to lower anatomic site

• Additional code notes

Asthma Severity—Frequency of Daytime Symptoms

• Intermittent—Less than or equal to 2 times per week

• Mild Persistent—More than 2 times per week

• Moderate Persistent—Daily. May restrict physical activity

• Severe Persistent—Throughout the day. Frequent severe attacks limiting ability to breathe

42



Coding Note

• In the Tabular there is an Excludes2 note under category J45 for asthma with chronic obstructive pulmonary disease.

• By definition, when an Excludes2 note appears under a code, it is acceptable to use both the code and the excluded code together if the patient has both conditions at the same time.



Acute Bronchitis

ICD-9

• 466.0 (Acute bronchitis)

– Required separate reporting for identity of organism

ICD-10

• J20.9 (Acute bronchitis, unspecified)

• Infectious agent built in to some codes.

– J02.0-Acute bronchitis due to Mycoplasma pneumoniae

– J20.1-Acute bronchitis due to Hemophilus influenzae

– J20.2-Acute bronchitis due to streptococcus



Acute Bronchitis

In ICD-10, diagnosis codes have been created that define the infectious agent that caused the acute bronchitis.

Examples:

• J20.0 Acute bronchitis due to Mycoplasma pneumoniae

• J20.1 Acute bronchitis due to Hemophilus influenzae

• J20.2 Acute bronchitis due to streptococcus

• J20.3 Acute bronchitis due to coxsackievirus

• J20.4 Acute bronchitis due to parainfluenza virus

45



Documentation Requirements

In order to report acute bronchitis with the greatest specificity, the infectious agent should be documented.

46



Croup

ICD-9

• 464.4 (Croup)

ICD-10

• J05.0 (Acute obstructive laryngitis [croup])

47




In order to code a diagnosis of Croup with the greatest specificity, the type (bronchial, diphtheritic, etc.), the infectious agent, and existing conditions such as:

• exposure to environmental tobacco smoke

• history of tobacco use

• occupational exposure to environmental tobacco smoke

• smoke inhalation

• tobacco dependence

• tobacco use should be documented if present

48



Ankle Sprains/Strains

ICD-9

• 845.00 (Ankle sprain, unspecified site)

ICD-10

• S93409A (Sprain of unspecified ligament of unspecified ankle, initial encounter)




Physician documentation should reflect the specific site of the sprain or strain (i.e. long flexor muscle of toe at ankle and foot level, left foot)

Further code specificity is provided given site, laterality, and whether the encounter is initial, subsequent, or the sprain is a sequela of another condition.



Sometimes Unspecified Makes Sense…

The patient may be early in the course of evaluation

The claim may be coming from a provider who is not directly related to diagnosis of the patients condition

The clinician seeing the patient may be more of a generalist and not able to define the condition at a level of detail expected by a specialist



Percentages of Types of Matches

Mapping Categories

ICD-10 to ICD-9

ICD-9 to ICD-10

No Match 1.2% 3.0%

1-to-1 Exact Match 5.0% 24.2%

1-to-1 Approximate Match with 1 Choice 82.6% 49.1%

1-to-1 Approximate match with Multiple Choices 4.3% 18.7%

1-to-Many Matches with 1 Scenario 6.6% 2.1%

1-to-Many Matches with Multiple Scenarios 0.2% 2.9%

Source: http://www.ama-assn.org/ama1/pub/upload/mm/399/crosswalking-between-icd-9-and-icd-10.pdf



Where Should I be in my ICD-10-CM Implementation Process?



Implementation Process

Processes Reports Work Flow Information

Systems and Software

All Forms of Documentation

Analysis of all Departments



Implementation Issues

Training

• Will be required for various users

• Will require coder retraining

– Coding rules and conventions are similar, but not exactly the same

• Some short-term loss of productivity is expected during the learning curve

• Will require changes in data retrieval/analysis

• Will require changes to data systems



TrainingCoding and Billing Staff• Assess training needs and develop a plan

– Professional coding staff – ICD-10-CM

– Determine who will train staff and how this will be accomplished

– Factor in time away from work, consider post-testing and ongoing support

– Make ICD-10 proficiency part of your coding staff’s performance goals

» ICD-9-CM to ICD-10-CM Dual Coding

• Assign staff members to be the “ICD-10 Expert,” looking at the impact from the billing to the clinical side



TrainingClinicians

• Physicians – focus on codes germane to their practice

• Review clinical documentation improvement efforts and develop new strategies

• Incorporate documentation improvement as component to compliance training

• Ancillary staff – identify needs and level of training needed, nursing, financial services, quality, utilization, ancillary departments…

Information Technology

• Training to ensure that codes are accurately cross-walked in organization’s IT systems



ICD-10 Timeline for Small-Medium Practices at a Glance-

Source: http://www.cms.gov/Medicare/Coding/ICD10/Downloads/ICD10SmallMediumTimelineChart.pdf



ICD-10 Timeline for Large Practices at a Glance

Source: http://www.cms.gov/Medicare/Coding/ICD10/Downloads/ICD10LargePracticesTimelineChart.pdf



ICD 10 & EHR • Analyze EHR for functionality and compliance

• Review:

– templates

– interfaces

– default documentation

– level of detail

• Confirm EHR is updated with the ability to communicate to the billing system in ICD-10 language

– Is your PM integrated with your EHR?

– Look for products to include drop down menus and selection edits

– Need appropriate “granularity” to accurately capture correct code

http://www.google.com/url?sa=i&rct=j&q=&esrc=s&frm=1&source=images&cd=&cad=rja&docid=103C7IhoBC-Y5M&tbnid=I-E9l3bTi8_iaM:&ved=0CAUQjRw&url=http://www2.idexpertscorp.com/blog/single/who-owns-patient-data-in-electronic-health-records/&ei=UXQzUrXRItPB4AOIiYDQBA&bvm=bv.52164340,d.dmg&psig=AFQjCNE6GQz1DyHZ52wU7JdhlQSaRG9BXA&ust=1379190222122833



EHR Vendor Questions• Can EHR translate ICD-9 to ICD-10 format?

• Can your EHR differentiate date of service for reporting ICD-9 or ICD-10?

• Will ICD-9 code from previous visit translate in new encounter as ICD-10?

• Will system document ICD-10 on and after October 1, 2013?

• Are diagnoses linked from diagnostic results?

• What are the capabilities of automated and manual documentation entry?

• Do you anticipate any pricing changes due to the switch to ICD-10?



Vendor ReadinessOur billing software vendor indicates they will be ready for these transitions. What can I do in the meantime, besides train for ICD-10 coding?

• Ask your billing software vendor for a detailed schedule of deliverables and begin preparing to test implementation of the modified software at your location.

• Be sure to verify the following:

– The vendor is addressing the ICD-10 upgrades

– The number and schedule of planned ICD-10 software releases

– Their ICD-10 conversion plan accommodates your clearinghouse testing schedule

– Any related costs to your organization

– Customer support and training they will provide



Computer Assisted Coding (CAC)

• Is this the answer?

– Selecting the right codes

– Ensuring that those codes are justified and supported in the documentation

– Interfacing coded data correctly to billing systems

– Educating billing teams about appropriate codes

– Providing documentation and feedback/education to physicians



Physician Work Flow • Will the EMR allow the physician to enter a descriptive

diagnosis rather than a specific diagnosis code?

• Is the physician prepared for the dramatic increase in diagnosis codes now displayed on the drop-down list?

• How will the physician’s workflow change when more time is needed to assign the appropriate diagnosis code?

• Can the EMR support a workflow that sends patient encounters to coders for review and assignment of the most specific diagnosis code based on the physician’s documentation?



Fact or FictionICD-10-CM-based super bills will be too long or too complex to be of much use

Fiction (sort of)

• Practices may continue to create super bills that contain the most common diagnosis codes used in their practices. ICD-10-CM-based super bills will not necessarily be longer or more complex than ICD-9-CM-based super bills. Neither currently used super bills nor ICD-10-CM-based super bills provide all possible code options for many conditions.

• The super bill conversion process includes:

– Conducting a review that includes removing rarely used codes; and

– Cross walking common codes from ICD-9-CM to ICD-10-CM, which can be accomplished by looking up codes in the ICD-10-CM code book or using the General Equivalence Mappings (GEM).

– Vendors electronic superbill and posting scrubber that assist physicians in the transition to ICD-10.

Source: http://www.whiteplume.com/learn-more/icd-10



Payer’s Role

• Communicate with your top payers to see what if any ICD-10-CM changes will take place prior to the Oct 1, 2014 deadline

– When will their testing begin?

– What will be required on your end?

• Additional staff recourses



Payer Response

Will the ICD-10 conversion have an effect on provider reimbursement and contracting?

• “Possibly. We are evaluating the impact of ICD-10 on our contracting and clinical operations. The ICD-10 conversion is not intended to transform payment or reimbursement. However, it may result in reimbursement methodologies that more accurately reflect patient status and care.”

Source: http://www.aetna.com/healthcare-professionals/policies-guidelines/icd_10_faq.html



Industry Readiness Survey• The Workgroup for Electronic Data Interchange (WEDI), the leading authority on the use of

Health IT to improve the exchange of healthcare information, announced submission of the latest ICD-10 industry readiness survey results to the Centers for Medicare & Medicaid Services (CMS).

• Some key results from the survey include:

– Almost half of the health plans expect to begin external testing by the end of this year. In the 2012 survey all health plans had expected to begin in 2013.

– About half of the providers responded that they did not know when testing would occur, and over two-fifths of provider respondents indicated they did not know when they would complete their impact assessments and business changes.

– About two-thirds of vendors indicate they plan to begin customer review and beta testing by the end of this year. This is similar to the number who expected to begin by the end of 2012 in the prior survey.

Source: http://www.wedi.org/news/press-releases/2013/04/11/wedi-provides-vital-icd-10-industry-readiness-survey-results-to-cms



What do I need to do to get the claim

out the door?• Medicare will begin accepting a revised 1500 (version

02/12) on January 6, 2014

– Identify whether they are using ICD-9 or ICD-10 codes

– Use as many as 12 codes in the diagnosis field (the current limit is four)

– Qualifiers to identify the following providers role (on item 17)

• Ordering, Referring, Supervising

• Starting April 1, 2014, Medicare will accept only the revised version of the form

– The revised form will give providers the ability to indicate whether they are using ICD-9 or ICD-10 diagnosis codes



What do I need to know to get the claim out the door?

• Reporting ICD-10 diagnosis codes

• Claims submission of diagnosis codes

– ICD-9 codes no longer accepted on claims with date of service after October 1, 2014

– ICD-10 codes will not be recognized/accepted on claims before October 1, 2014

– Claims cannot contain both ICD-9 and ICD10 codes—they will be returned as “unprocessable”

• Date span requirements

– Outpatient claims—split claim form and use from date

– Inpatient claims—use only through date/discharge date for ICD-10 code submission



National Coverage Determinations (NCDs)

• CMS is responsible for converting approximately 330 NCDs

• Not all are appropriate for translation

– Edits based on HCPCS

– Older, obsolete technology or considered outdated

CMS has determined which NCD should be translated and is in the process of completing system changes for those NCDs

http://www.cms.gov/outreach-and-education/medicare-learningnetworkmln/mlnmattersarticles/downloads/MM7818.pdf



Local Coverage Determinations (LCDs)

• According to CMS, LCDs are made by the individual Medicare Auditing Contractor (MAC – i.e. CAHABA)

• Contractors shall publish all ICD-10 LCDs and ICD-10 associated articles on the Medicare Coverage Database (MCD) no later than April 10, 2014

http://www.cms.gov/Outreach-and-Education/Medicare-Learning-Network-MLN/MLNMattersArticles/Downloads/MM8348.pdf



• Administrators: Confirm capabilities, provide training, review processes

• IT staff: Confirm integration in system and documentation

• Providers:

– Outpatient: Document in support of ICD-10 code selected

– Inpatient: CM and PCS codes will have to be supported

• Billers: Understand how to look up codes, understand how to query physicians, pull new LCDs

• Coders: Understand ICD-10 guidelines and how to properly select ICD-10 codes base on documentation

Roles



Priority List

Buy the ICD-10-CM Effective October 1, 2014, when released ~Sept 2013. (2014 Draft is available)

Make sure all of your systems are up-to-date

Billing should have access to both code sets to properly handle new and old claims

Consider an encoder or mapping resource if EHR or PM does not have mapping options

Update superbill with most used diagnosis codes



Code Analysis

Review top 20-50 diagnosis codes

• Evaluate documentation currently in the notes

• Crosswalk them to ICD-10

• Review new codes for additional required codes, additional code descriptions and “code also” requirements

• Identify areas where additional documentation will be required



BudgetHow much emergency cash should providers keep in case of cash flow disruption?

• Review what happened to your practice with HIPAA 5010—this would be a good baseline; with the transition to ICD-10, there will be delays in reimbursement

• Vendors and clearinghouses have been working hard, but we will not know the true effects until Oct 1, 2014

• It is recommended that you have up to several months' cash reserves or access to cash through a loan or line of credit to avoid potential headaches

• The amount of money that you will need to set aside will be impacted by the preparation work you do for ICD-10

• Will need to cover at a minimum, practice operation expenses for three to six months:

– Medical supplies

– Payroll

– Rent



Budget

• Cost of training/decreased staff productivity

• Cost of hardware/software upgrades

• Forms redesign

• Testing costs/consulting services

• Vendor readiness – external testing

• Temporary maintenance of dual systems

• Cash reserves for denials increase,

payment delays, decreased productivity

Determine financial impact, budget, resources, cash reserve needed for ICD-10 migration



Once I get this claim out the door, am I going to get paid?

• The Department of Health and Human Services (HHS) anticipates that the percent of returned claims following the ICD-10 implementation could be more than double what we have seen in the past with ICD-9 updates.



What do certified coders need to do to get ready for ICD-10?

What is the ICD-10 Proficiency Assessment and is it required? (AAPC)

• The ICD-10 Proficiency Assessment is the only step of this roadmap required for all certified AAPC members. You should prepare yourself as you would for other exams or assessments. To ensure employers continue to have confidence in a certified coder’s ability to accurately code the current code sets, AAPC certified members will have two years to pass an open-book, online, unproctored assessment.

– It will measure your understanding of ICD-10-CM format and structure, groupings and categories of codes, ICD-10-CM official guidelines, and coding concepts.

– Required for AAPC credentialed coders, (excluding CPPM®, CPCO™, and CIRCC®), recommended for all others working with the new code set.

– Two (2) years to take and pass the assessment, beginning October 1, 2013 (one year before implementation of ICD-10) and ending September 30, 2015 (one year after implementation)

**Updated ICD-10-CM proficiency to December 31, 2015.

» 75 questions, 3.5 hours, open-book, online, and unproctored

» Coders will have two (2) attempts at passing (reaching an 80% score) for the $60 administration fee

» ICD-10-CM only (ICD-10-PCS will not be covered in the assessment)

» No CEUs given



AHIMAIn order to validate that an AHIMA Certified Professional has gained knowledge of the ICD-10-CM/PCS coding system, CCHIIM has determined that continuing education hours with ICD-10-CM/PCS content will be required, as applicable and relevant to the specific AHIMA credential(s) held by the individual.• The total number of ICD-10-CM/PCS continuing education

units (CEUs) required, by AHIMA credential, is as follows:

*6 CEUs = 1 day of traininghttp://www.ahima.org/~/media/AHIMA/Files/Certification/ICD10_CEU_FAQs.ashx

– CHPS – 1 CEU– CHDA – 6 CEUs– RHIT – 6 CEUs– RHIA – 6 CEUs

– CDIP – 12 CEUs– CCS-P – 12 CEUs– CCS – 18 CEUs– CCA – 18 CEUs



Predictions



Resources Available• http://www.cms.gov/Medicare/Coding/ICD10/index.html

• http://www.ahima.org/icd10/

• http://www.aapc.com/icd-10/index.aspx

• http://www.cdc.gov/nchs/icd/icd10.htm

• http://www.who.int/classifications/icd/en/

http://www.cms.gov/Medicare/Coding/ICD10/index.html

http://www.ahima.org/icd10/

http://www.aapc.com/icd-10/index.aspx

http://www.cdc.gov/nchs/icd/icd10.htm

http://www.who.int/classifications/icd/en/



Questions?



Thank you!

Kim-Marie Walker, CPC, CCVTC, CHAP

AHIMA-Approved ICD-10-CM Trainer

Pershing Yoakley & Associates, P.C.

(404) 266-9876

[email protected]

www.pyapc.com