MedLook Weekly Tip For 04/17/2006

Box 21 of the HCFA/CMS 1500 form contains from 1 to 4 codes.  These codes are then used either directly or by reference for each procedure charged in Box 24 E.  Often times an office may specialize in certain treatments that use the same code combinations over and over.  In situations like this we have a handy little "helper" to aid in speedy data entry (and to help mitigate errors).  The Helpers contains a sub-folder called Box 21 Groups.  This folder can be populated with data items for quick selection on the Charge dialog.

To create entries just determine a Group Name and what codes are to be associated with it.  Generically this would be Diagnosis-1 with ICD9 values of ICD9-1, ICD9-2, etc.  Enter the Group Name and then select the first and subsequent codes and press Enter when finished.  The data is not entered until you press Enter and the items drop down into the existing list.  You can edit any item by selecting a new code or changing the Group Name and then pressing Enter.  Make sure the little pencil on the left of the selected row disappears or you are still in edit mode.  You have to press Enter to make your edit final.  You can also cancel your edit using the Esc key.

You use the Box 21 Groups list on the Patient Charge dialog in the Box 21 Group field.  Just select the item from the drop downlist box and the Diagnosis codes will automatically be filled in.  If you or another user add to the list while a patient account is currently displayed you will probably have to use the Refresh command to make the new entry appear.

The last thing to note is that the Box 21 Groups data items can be patient specific.  This could be helpful if you have a specific, recurring appointment with a patient.  In this case just enter the patient's account number and it will be recalled only for that patient.

Normally you wouldn't want to have too many of these items that are not patient specific as it would defeat the purpose of having a shortcut.  Probably 10 to 20 is about what you would find useful.  You might however have one that's unique for every patient.

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