Why coding matters? It IS medicine!

I have been asked by a lot of my peers as to why we need to learn coding. As if the 4-5 billion they (coders and billers) siphon off of your hard work isn't incentive enough, I say that communication and documentation via CPT criteria is just about the highest order language in medicine.

They then laugh at what I am saying. But think about it. How many times have you read someone else's note and had no clue WTF they were talking about or what was in their mind.

It turns out that if you just document your thoughts through the CPT system and according to auditing standards YOU WILL be communicating and no one will ever question your thoughts......

How does this type of documentation work? Well, you start by obtaining a history and making note of things such as

* Location
* Quality
* Severity
* Duration
* Timing
* Context
* Modifying Factors
* Associated Signs and Symptoms

Yes, of course you ask these things. But how many of you put this in your notes? You should? In fact if you do, you not only help other doctors out, but you also get paid more for what you do.....by including 4 of these with the problem, you can bill at E and M codes at the highest levels

Then let's obtain a family history......yes, you can do that. At least get the first 2 generations, Parents and Children or parents and grandparents. Why? Because you pick up diseases. But even if you don't pick them up, you at least document it for someone who may be able to see something in that tree.......

Past medical? Past Surgical? Ask your patients when they were diagnosed with their diseases and the medications that they had tried. Ask about ADRs. Even if you do all these things, unless you document it........

My point is, organize your thoughts on paper and in the way which includes recognition of the CPT auditing system. If you train your brain to think this way, you will be a higher order physician and your reimbursements will go up because of it. But most importantly, your patients will be healthier.

99215 is closer than you think!

Once again there is an advantage to having established patients. Often the care for them is easier, you are working on their chronic diseases, preventing others from springing up, and you have great rapport......That does not mean that what you are providing is to be diminished......

What you provide, you should get paid for. Plain and simple. The coding system is a higher level order of communication which also happens to double as legal proof of what we do.........

So without further ado, I present to you that we should be coding more 99215 unlike the 99205, which are reserved for train wrecks dying in your office.

What does a 99215 require. I think we have been through what the majority of E and M codes look for. 3 parts History, Examination AND Medical Decision Making. In this case it requires

1. Comprehensive History
2. Comprehensive Examination
3. Medical Decision Making of High Complexity

Most people look at that and say, wow "High Complexity" I'm not so sure my patient with 5 diseases which I control rather well is complex........I say, "Give yourself some credit!"

Most importantly, with your established patient visits, you only need 2 out of 3 to make the grade for 99215 .......

Let's look at what a 99215 looks like clinically.

CHF exacerbation in a 60 year old man with diabetes and CHF with an EF of 35%. He notes increased SOB/DOE and leg swelling.

Another?

How about a 58 year old male with COPD and DM2 who presents with change in cough and increased medication utilization. He also notes a new fever.

As you can see, these are not TOO COMPLICATED as in not like an ICU patient on a ventilator, but these are sick patients......

99215 is for your sick but not dying patients......The ones you might end up admitting to the hospital, but often show up in the office on Friday afternoon.

Let's look at the cases and the requirements.

1. Comprehensive History.
There are 4 levels of History. Usually we end up doing detailed or comprehensive. This requires

A. 4 elements from History of Present Illness (think PQRI) Or 3 chronic stable problems!
B. 10 point ROS, a given with “All other systems reviewed and are negative.”
C. Plus a complete Past Family/Medical/Social History, which if there is no change you can document "No change since last reviewed fully on Date X". On your initial you need

That is It. That is all that you need for a Comprehensive history...

Oh, the elements for HPI. Didn't I go over those before? Fine! FYE (Edification)

1. Location
2. Quality
3. Severity
4. Duration
5. Timing
6. Context
7. Modifying Factors
8. Associated Signs and Symptoms

And the PFSH? Remember, it only takes ONE element from EACH component of PFSH to qualify for a complete PFSH. Do what is clinically needed. This is an easy one to get.

Next up.
2. Complete Physical Examination. This requires: 2 bullets from Nine of the 14 organ systems. You get one point for VS and One point for General Exam-This is called the constitutional system.......

You then need 2 items in 8 other systems. Here are the systems.
The 1997 E/M guidelines recognize the following organ systems:

• Constitutional
• Eyes
• Ears, nose, mouth and throat
• Neck
• Respiratory
• Cardiovascular
• Chest (breasts)
• Gastrointestinal (abdomen)
• Genitourinary (male)
• Genitourinary (female)
• Lymphatic
• Musculoskeletal
• Skin
• Neurologic
• Psychiatric

14 Systems. You can't count Male and Female genitalia on MOST patients......

So if you do just these 2, then you qualify for a 99215. I should stop here.....
But I won't. The last of the 3 categories is the Medical Decision Making.

3. Medical decision making
Also judged by 3 categories. You only need 2 of the 3 at the highest level to meet the standards......

Those 3 categories are

Problem Points-4 points are Needed
Data Points-4 points are Needed
Medical Risk-High Risk is Needed

Remember, you only need 2 of 3 here.

How does it tally?

Problem Points

• New Problem with work up-4 points
• New Problem with NO work up-3 points
• Established Problem, worsening-2 points
• Established Problem, Stable-1 point

Data Points

• Independent Review of EKG/Film/Specimen-2 Points
• Review of Old Records-2 Points
  
• Labs/EKG/Film/PFTs Ordered/Reviewed-1 Point
• Discussion with Physician regarding test-1 Point

Medical Risk
Check the table or Just hit one of these

• One or more chronic illness, with severe exacerbation or progression
• Acute or chronic illness or injury, which poses a threat to life or bodily function (Tough)
• Cardiovascular imaging, EGD, or EP studies?
• Elective Major Surgery or Emergent Major Surgery
• Drug therapy requiring intensive monitoring for toxicity i.e. Heparin
• Decision to make DNR

Remember you only need 2 of the 3 here too.....Which means you likely will hit Data Points and Problem points more often than Risk points.....

So what I am saying is, if you have a patient with 3 chronic problems or if you have a patient with some new problems which make the patient sick, then you likely have a 99215. Internists used the 99215 to bill for only 4.1% of established office patients in 2003. Which IMHO is too low.

Want to improve your care and billing? Want to put the 5 billion dollars that billers and coders cost you back into your pocket? Email us at modifier25@gmail.com

99214, where we often are.

I am back and kicking! I want to continue our series of coding established patient office visits. Today's topic is the 99214. What I want everyone to appreciate about higher level coding your established patients is that there is a subtle distinction between them and your new patients.....

To code a level 4 99204 for your new patients, you are required to meet a higher standard than that of your established patients.....

In fact, you are required with new patients to meet ALL THREE criteria used to judge your notes. Whereas in an established patient you are only required to meet TWO of the THREE criteria. This is huge when it comes to collecting what you deserve for what you perform.........

This is what it looks like: 48 year old man who comes in for a follow up of his HTN and Hyperlipids and Rheumatoid Arthritis.....all are stable.
Another?
A 38 year old man who comes in with an acute problem and a stable problem....that should cut it as well.....It could be a woman too.....doesn't matter.
In the 99214 you are require to meet 2 of the following 3 criteria
1. A detailed history
2. A detailed examination
3. Medical Decision Making of Moderate Complexity......

Which means, patients with relatively simple conditions that require you to take detailed histories and exams on ARE IN FACT 99214 codes! Unlike as if they were a new patient.... So let's go to how this is judged and review it once again.....

You can look at my post about the 99204 for how new patient visit is judged.....But that level is a little higher than the 99214...... Or maybe we should be more clear the 99214 requires FAR LESS than the 99204....
Huh?
Yes, correct, a 99214 is a lower code than a 99204.....which is why insurance pays less for it.
Not because it is an established patient, but because it is LESS SERVICE!!! FAR LESS SERVICE.
A level 4 established patient is NOT a level 4 new patient.......get the fact that a Level 4 is a Level 4 out of your heads now!!!!

So let's review
1. Detailed History:

Let's examine what the definition of "Detailed" is.

"Detailed History"-Requires a Chief Complaint (CC), "extended" HPI, problem pertinent Review of Systems (ROS) which is "extended" to include a limited review of:

A. Family History

B. Social History

C. Past Medical History

All directly related to patient's problem.....requires a chief complaint, an extended HPI (four HPI elements OR the status of three chronic or inactive problems, plus TWO to NINE ROS, plus at least ONE pertinent element of PFSH .

Do you remember the HPI Elements? What about the 10 Systems for Review or the PFSHx? If yes, then congratulations. If no, then let's begin.

HPI Elements are:

1. Location
2. Quality
3. Severity
4. Duration
5. Timing
6. Context
7. Modifying Factors
8. Associated Signs and Symptoms

There are 2 levels of HPI-Brief and Extended....Most often you are doing an Extended HPI. You essentially have to document 4 of the preceding categories....for ONE problem.

It is as simple as this from EM University: Patient complains of chest pain (location), which began three hours ago (duration). Pain has been off and on since that time with each episode lasting two to three minutes (timing). The pain is described as “crushing” (quality) and at times is rated as an eight on a scale of one to ten (severity). The pain occurs with minimal exertion (context) and is associated with nausea and shortness of breath (associated signs and symptoms). The pain was relieved with sublingual NTG in the ambulance (modifying factors).

This is all you need to do to qualify for Extended HPI, which is wy more often than not, you are doing an extended HPI.

The Review of Systems? Do you remember which they are? In this case we need 2-9 systems, not even the 10 systems......Who does that? Maybe with a hyperacute issue. Which is why you would be billing a level 2-3 for that. The systems, all 14 of them There are fourteen individual systems recognized by the E/M guidelines:

1. Constitutional (e.g., fever, weight loss)
2. Eyes
3. Ears, Nose, Mouth, Throat
4. Cardiovascular
5. Respiratory
6. Gastrointestinal
7. Genitourinary
8. Musculoskeletal
9. Integumentary (skin and/or breast)
10. Neurological
11. Psychiatric
12. Endocrine
13. Hematologic/Lymphatic
14. Allergic/Immunologic
    

There are 3 levels of the ROS
In the case of 99214 you need 2 to 9 systems it is called an "Extended ROS". Whereas the highest ROS is called a Complete ROS.
Why wouldn't you do a complete ROS every time?
Maybe you are pressured to see 20 patients a day and can't provide the highest level of care......
Even better, the staff can do the ROS for you.....Remember that!
Lastly, to meet detailed HPI you have to document one element of pertinent Family/Social/Medical History.
If nothing has changed, you can document no changes since the LAST TIME YOU DOCUMENTED A FULL ROS..........legally that is valid thing to do.
As for PFSH.....do I really have to do this again? You should have been reading the other posts!

There are 2 levels of PFSH, Pertinent and Complete. Pertinent PFSH requires at least ONE in one of the 3 categories-Past Medical, Past Social or Family History. Allergies and Medications are part of Past Medical.
2 key points here. 1. A staff member may take the PFSH, thus freeing you up.
2. You ONLY require one medical, one social and one family item to qualify for a "Complete" PFSH, which is probably what you are doing anyways.....

In the 99214 you need a Detailed History, which once again is: The second highest level of history and requires a chief complaint, an extended HPI (four HPI elements OR the status of three chronic or inactive problems plus TWO to NINE ROS, plus at least ONE pertinent element of PFSH .

I think you get my drift.....Your detailed history is ALMOST ALWAYS PERFORMED......Which is why you may be missing your 99214s.

In 2003 Internists used this code only 1/4 of all visits....My guess is that they are actually about half of all visits!

Now onto.....
2. Detailed Examination.

Remember the 1997 rules for examination. Bullets and Systems....that's how it goes...... It is 12 Bullets (Things examined) in ANY ORGAN SYSTEM.....One Bullet for Vitals, One for General Appearance and it is now only 10 bullets in any of the 14 systems. I am not going into those systems. But once again, if you do this and the history, then you are done and you have hit a 99214.......

Lastly, you can get there by one of those 2 and the medical decision making. The 99214 requires Medical Decision Making of Moderate Complexity, just like the 99204.

Which is probably why you confused the level 4 new visit as the same service as the level 4 established visit.....

Which, we now all know, it is not.

Moderate Complexity once again is divided into 3 parts
A. Problem Points
B. Data Points
C. Medical Risk (morbidity and mortality) Remember you need only 2 out of 3 of these targets to meet moderate complexity.

Problem Points-You need 3 points

• New Problem with work up-4 points
• New Problem with NO work up-3 points
• Established Problem, worsening-2 points
• Established Problem, Stable-1 point

Data Points

• Independent Review of EKG/Film/Specimen-2 Points
• Review of Old Records-2 Points
  
• Labs/EKG/Film/PFTs Ordered/Reviewed-1 Point
• Discussion with Physician regarding test-1 Point

Risk?

• 2 or more stable chronic illnesses-Bingo
• 1 Chronic Illness with mild exacerbation-Bingo
• 1 New undiagnosed problem-You have it
• 1 Complicated Injury-Again, you hit the risk....

How do we define the risk? With a risk table of course......

There you have it! Have you been missing your 99214 codes? I bet you have. 99214 is about 50% of what we are doing! Remember that.

Want to learn more about coding? Want to take the 5 billion dollars back from the coders and billers? Want to keep your practice in the black? Email us at modifier25@gmail.com