This section is for when a note has been saved complete and not yet batched by claims. The user will often make mistakes on the note and want to make adjustments after the fact. Once saved complete a note cannot be edited. The user will need to send Axiom support an email requesting any changes.
Adjusting Service Codes in an Encounter not yet Batched
- Gather the information needed from user (via Zoho ticket)
- Gather client ID or name
- Gather date of service and time of the note
- Gather the correct service code that the note needs to be updated with
- Gather the clients payor information. This can be done by you once you obtain the client ID. **You should not have to ask the customer for this**
There are two types of Service Codes:
HCPCS is a collection of standardized codes that represent medical procedures, supplies, products and services.
Current Procedural Terminology (CPT) codes are numbers assigned to each task and service a healthcare provider offers.
Examples of HCPCS include any service code that starts with a Letter (ie T1016, H0004, S7000)
Examples of CPT codes are any 9xxxx codes (ie (99201, 90471)
Each code calculates units differently, knowing the difference between both will assist once you are in the Encounters page making changes.
6. Once the clients payor information has been established you will navigate to the fee schedule page.
7. Search for the service code that the not will be updated with
8. Under the POS drop down look for the clients payor along with the place of service and the dollar amount next to it. Take note of this amount and write it down (or capture screen shot).
POS
Place of service is where the visit took place. You are able to find this once you are in the encounter page looking up a client. You can also ask the user if the POS will remain the same when changing a service code.
ie 12 = Home
11= Office - Lic
53 = Office -Non Lic
99 = Other
3 = School
2 = Telephone (or audio only)
9. Head to the Encounter page once you have gathered all this information.
10. Look up the client the user has sent to you.
11. Narrow down the correct note by matching the time and date the user provided to you.
12. Once you have located the correct note under the action drop down select the Edit option.
Please note that editing an Encounter does take some time. The loading screen will appear and then give you a force close. Do not click on the Force Close. Wait for the page to fully load.
13. In the particular case we have here (see below) we are adjusting a H2019 code to a H0031. The only sections we need to focus on are the Service Code section and the Amount which we will be adjusting.
14. The POS will remain the same and so will the time and dates unless otherwise told by the user. If the user has requested that POS and time need to be changed as well, that could also impact the Units and Amount, so in this scenario those fields would need to be updated as well.
15. When it comes to adjusting the amount after adjusting to the correct service code you will need to take into account the units listed.
16. In this case we have 4 units which we will multiply by the dollar amount we wrote down from the fee schedule page for the new service code.
17. In this case it was $38.06 x 4 =$152.24
18. The total is the amount that will be added.
Once Corrected in the Encounter page you will see the adjustment made.
Keep in mind this can only be done on Encounters that are not batched. You can verify the Batch Status in the far right column of the Encounter page: