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Intelicode User`s Manual

1. 141 Repair amp 145 Export ooo scum eid uti oed ea c Dao Medica Metas Moon 146 BIG OD 147 X Miscellaneous daga iius ed ccm n A doo DAN d Boal 148 Archive Providers and 148 PURO Matic Updates od led gto Ru 149 Cons lt Verifications ne Sato 149 Customized Visit Grid a t ERA os 149 Date OR Bitlis 151 Provider vs Reviewer 152 EZHIGID M 153 Tally idc e a Da La ea 153 Wrona Cate BOTY oreren enar 153 Pd Res fe pt enn se NN 155 Pec IS ai 156 Corporate Headquarters o s d LOAN de 156 AC CT ORE 156 INTELICOD Intelligent Coding Software Introduction Thank you for choosing INTELICODE We appreciate the fact that you have placed your trust in us Since the early days of our first product in 1998 Intelicode has become and remained the number one software for auditing validating and teaching Evaluation and Management Services E amp M If
2. From the Login screen click the Options menu From the Options menu select the Administrator Panel menu item Enter the Administrator Password You must be an Administrator to load an office The Intelicode Administrator Panel will appear Click the Load Office button Browse to the location of the Intelicode 8 x office file that you would like to import Select the file and click Open Click Yes if you don t mind the process potentially taking several minutes The newly loaded office should now appear in the list of office names 14 4 Intelicode Administrator Panel qp B E 25 Manage Offices Manage Permissions Manage Users Sample Office Basic Steps to use INTELICODE The following simple steps will outline the overall flow as well as the necessary information to perform an audit using Intelicode Below we will define the minimal information required to start the process Patient ID This is the medical record number or whatever number that is used to identify the patient 2 Last Name First Name This is the last name and first name of the patient whose encounter is being audited Note The patient name is not required to perform an audit 15 3 D O B Date of Birth This is the date of birth of the patient Enter the D O B in MM DD YYYY format Note The patient D O B is not required to perform an audit A D O B is only neces
3. 9 Orgar Syama Fesprat n Genera Organ Systeme 9 Organ Sytems Gaetroetestrai Organ Systems Genttourran Eye Exam G7 Reegeratery Exam 3 Organ Systems Musculosicelet si Organ Son Organ Systems Organ Systems Peychuatnc Organ Systems Henatoiogc Aymphabc meunciogc There was a Linted Exammation of the body mesi or organ nyema miang to the preserting protierr _ aea Ss Revieed Date 6 17 2010 Asii Date 3 6 17 2010 39254 93287 are used when phyecian provides prolonged service nyong direct facetoface patert contact thar a the usual serce ether the rpatert or cutpabert Thus serece rrr i iti Aporopnate codes be selected for sunpies provided or procedures in the cane of Decision Screen Diagnosis Management Options Tab On the Diagnosis tab you select the number of diagnoses or problems that are applicable to the encounter being audited l Select the appropriate number from the drop down box for each option 2 WIntelicode keeps track of the counting The level or counts for the Diagnosis Management Options portion of the encounter elements selected will appear in maroon in the upper left corner of the screen 3 When the mouse is positioned over a specific statement the actual corresponding quotation from the Documentation Guidelines will appear in the light blue help box across the bottom of the page as an additional reference Ma
4. 3 Le 7 a Emm Te mer EUM Revised Date 1 10 2012 Audi Date 1 10 2012 Risk Tab Presenting Problem s Screen The Presenting Problem s screen of the three Risk screens is used to indicate the level of risk associated with the presenting problem documented for the encounter being audited l To select the desired level of presenting problem risk click the element on the right side of the screen The selected risk element will be shown in a bold maroon text 2 The elements are categorized by level The highest corresponding Risk Level e g minimal low moderate high will appear in the upper right part of the screen 3 unselect any element simply click that element again It will turn back to a black text 52 4 Toadda risk element right click in the area where the risk elements are listed and click Add Risk Item This will take you to the Risk Elements screen where you can add a risk element Revised Date 6 17 2010 Date 6 17 2010 facetotace patent ra 33354 98357 are reported in addition to other physcian services including evaluation and managemert services at any level Appropnate codes be selected for supples provided or ober peop ua rnit patent Suma ths penod Diagnostic Procedure s Screen The Diagnostic Procedure s screen of the three Risk screens is used to indicate the level of risk associated w
5. Step Four The Decision screen is divided into three tabs Diagnosis Management Options Amount Complexity of Data and Risk Each tab displays the information respective to the tab name Intelicode will calculate the level of each tab as the information is entered Diagnosis Management Options a This tab displays the Number of Diagnosis or Management Options section of the Document Guidelines both 1995 and 1997 Each statement is preceded by a blank box with a drop down arrow Choose the appropriate number s for the encounter being audited by clicking the drop down arrow next to the desired statement and selecting the number of applicable diagnoses 29 d For our audit see image below we entered I Self limited or minor problem Established diagnosis improved well controlled resolving or resolved Established diagnosis inadequately controlled worsening or failing to change as expected New Problem No additional work up planned Mow Mocme F B 7 uj EM m m 4 Se as caer Revised Date 12 28 2011 Aud Date 12 28 2011 Legb ty Some portions or thes entre note includes documentabon where legibility is at least questonable or extremely poor Legibitty General Pericples of Medical Record Documentation include The medical record should be complete and legible A good detintion of egibity s that t must be legible to someone outside the Iprsctioe or sc ty D
6. 1631 31 60 48 25 582 56 107 71 35 12 16 31 532 amp 70010 79999 Radiology E 7 89396 Pathology and Laboratory 90281 39607 Medcine 0001F 7025F Category Codes 00197 0259T Category II Codes 9499 Evaluation and Management 00100 01995 nesthesa NonFaciityFee 1631 31 60 25 82 56 107 71 6 12 16 31 32 96 Work RVU 048 053 142 243 117 018 048 097 FacityPERVU 026 043 072 12 148 008 024 047 Note Macros Facity Tota RVU 0 78 149 22 3 433 027 0 76 151 NonFacttyPERVU 073 1 16 157 214 251 0 37 072 1 05 Note Macros can be an extremely helpful tool for auditors to help them to more clearly elaborate their findings in encounter documentation They can also be extremely beneficial as an educational tool for providing physicians providers with additional information about problems and or recommendations concerning documentation Think of them as saved information tidbits that can be pasted into an encounter as a note anytime you wish l To begin using Note Macros simply click on the Note Macros button appearing in the lower portion of the Patient History Exam Decision and End screens A Note Macros Management pop up screen will appear 2 click on the Management menu at the top of the screen and then click Note Macros 3 Insert Note Macros into a Visit Save Send To Anoth
7. History of Present Illness HPI Review of Systems ROS Constimcoral Symptoms Eyes Ears Nose Mouth and Thro a Canfevascdar Lespersto ry Gastromensersl Genitourinary Mus cosi integumentary Ski Breast Psychiatric Endocrine Hematologic ymoraoc Alle rpcimmuoncioge ial Hi PAST Curen MeScavons Pror eese v inguni Operations and Mospitalizatora Allergen Age MAII FAMILY Health Semus or Cause of Death of Farene Siblings and h iden Heredezry or High Rak Diseases Marital Seamus Sexual History Ute of Alcohol or Tobacco Body Organ Sytems 95 Body Ares Head nduding the face Bod Ares Neck Body Ares Chest breasts aed pdlize Body Ares Abdomen Body Ares Genital groin buttock Body Ares Back chose ipine Organ Spite Com otuooral Organ Systems Eyes Organ Systems Ears nose mouth and throat Organ Systems CarSewascular Organ Systems Respiratory Organ 5 tems Geneounrary Organ Systems Musculoskeletal Organ Systems Skim Medical Decision INTELICOI e se by Copa E EX17X Al tart 75 Report Options When printing various reports from the Visit Summaries screen you will be presented with this dialogue Report Options gives you choices about what report to print how you choose to have the data listed how you want to print or export the report and now
8. poner mae a Modifiers thet t must be legible to someone outside the prsctice orfeciity Dictation should be conmdered to mprove legiblty and reduce potentis clams issues Andit P B aaa and mak to the pesctoe or facility for any powder with poor Aisa Elements Macro Point Value 0 Choose fe macrois you want to insert into the note field Search 860354 History Form RU 708519 ICD 9 incorrect Code 1 Vist Note Macros 660979 ICD 9 Code I I 842506 incorect Date ot Serece 1 Legbiity Ri 738321 Injecton Docurmentaton T 861127 Injecton Docurnertaton R1 707567 Lacking 25 Modifier T 615547 Lacking 25 Moctfier i Leg ty M Fenudis kaam Levei Match 1 lt Assign Medical Necessity 1 Masad Charges 1 Maset Charges Modifier 25 not necessary T Modifier BC 0 Modifier 1 Modiher GE f More Speatic Diagnosis 1 Mare Speafic Diagnosis R Patient 1 New Patient R Provder Incorrect 1 Provider Linidentified D 27 um Bie omn o Seas Revised Date 12 23 2011 Audit Date 12 29 2011 Some conors or tha ertre note ndodes Janeton where legbity z eas questionable or e errety ooo Legbity R Genera of Medical Record Documentation noude The medical recont should be complete and legible good defeibon of legib ty
9. 450 00 778 00 1 2 bck me st Documented Lower Level 0 Tha documentation substantiates lower evel of service than charged 7 reset your columns to their original settings right click on the grid and then click Reset Grid to Default 8 filter the data based on a particular field use the drop down boxes on the left side of the screen Intelicode will remember your filter settings even after exiting the program and returning To reset the filters to their original settings click Clear Filters 9 Seethe Visit Summaries help page for more information Date of Birth In Intelicode the Date of Birth D O B is not required There are a handful of E amp M codes that are based on age i e Preventive Medicine codes 151 intencode En Provider vs Reviewer amp To indicate the Provider or Billed code click on the appropriate or not so appropriate is the the case may be code in the list of E amp M codes under the Provider E amp M heading on the End Screen and Intelicode will calculate a Wariance and an Overbilled or Underbilled amount based on your currently selected fee schedule If you don t have a fee schedule you can still report on those services that are inappropriately coded The Variance is calculated by looking at the Service Category and Sub Category If the software calculates a 99215 for example and the provider billed a 99214 Intelic
10. Audit Date 12 28 2011 Legibity 1 Some portions or this entre note ncludes documentabon where is at leat queseonable or extremely poor Legibity General Penicples of Medical Record Documentation include The medical record should be complete and legble A good detintion of egiblty s that t must be legible to someone outside the Iprsctice orfac ty Dictaton should be considered to improve legb ty and reduce potential clams issues and risk to e practice or facility for any growder wth poor penmanship Step Five End Screen The End screen displays a cumulative total of all information entered up to this point in the audit It is advisable to check the information entered thus far to ensure accuracy l The Visit Information section displays a summary of the information entered on the previous screens 2 The Comparison section is where you can enter in Face to Face and Counseling times The Comparison section displays the Reviewer E amp M audited code and the Provider E amp M code billed by the provider It also displays the Fee Schedule 32 if any used and the total difference in dollars and the level of variance from the audited code i The Time section may be utilized for those situations where time is documented for an encounter a Both the Face to Face time and the Counseling times must be entered for this function to calculate properly b Click on the text box and type the appropriate
11. Chief Comptant The Chef Complaiet for ts encoureer amp ethe or Rated in the manner identified in the Documertation Guidelines Chef Compliant R A chef compart es tated inthe Documentation Gudenes i amp A concise descriteeg the symprom probiem condition diagnoses pty scwn recommended return or txhe factor that 5 the reason for the encounter usually tated in the patent s own words chief compia Erequired for sil levels of zervice Prhe reason tr an exam isto bios chronic or conditions mech comptent shout gate Toliowup of Fatigue Hyhchowteoi en stating the condor s being Check up oct an appropriste chief tomplert 25 Modfer 0 Mee cf thez25 modte 25 10 Recommendation for ehe ofthe 25 modifier Rodne Gen D sz 2231 SRL 2 PAO CRED LEG AMI 928 7 LOWE LEE NOS INTELICODES te Management Reports The Management Reports are printouts of the management data that is maintained under various tables under the Management menu Follow the steps below for any type of Management Report l Click on the Management menu at the top of the screen 2 Select the type of data you would like to run a report on by clicking on it The Management screen opens showing the data for the report you selected on the right side of the screen 3 change the type of report cl
12. up window will appear Select the office s that you would like to send this record s to 141 iv Click OK to send the record s The records remain in this office and are now copied to the corresponding table in the other office s selected v If there is a record from the selected office s that has the same ID as a record in the data you are sending you will be asked if you want to overwrite m The All option will tell Intelicode to overwrite any and all records from this point forward in this process that have an ID that matches the ID in the data you are sending m The None option will tell Intelicode to not overwrite any records for this particular copy from this point forward in this process m Yes option will tell Intelicode to overwrite this one particular record and only this record m The No option will tell Intelicode to not overwrite this one particular record and only this record m The Cancel option will stop the entire Send process b CopyFrom Another Office i Click the Copy From Another Office button ii Select the office s from which you wish to copy all of its records from its corresponding table ii Click OK The records from the office s you selected are now a part of the corresponding table in the current office iv If there is a record from the selected office s that has the same ID as a record from your current table you will be asked if you want to overwrite m The All opt
13. Download the installation file from the Intelicode website intelicode com Find the file at the location on your system where you saved the downloaded file Close all programs Double click on the file kf WN Follow the instructions on the dialog Help for Activating Intelicode 11 Once installation is complete you should see an INTELICODE icon on your desktop 11 To start INTELICODE II Double click the INTELICODE 11 icon OR From the Start menu select All Programs then find the Intelicode folder click on it then click Intelicode 11 A small window will pop up named Intelicode Evaluation If your subscription with Intelicode is current click Activate Intelicode A dialog will appear Leave this window open You will be required to give the System ID number to activate your account Call the number shown to activate your subscription You will be directed over the phone how to activate the subscription from this point Help for Logging In To login to INTELICODE 1 I Before logging in for the first time you must first be entered as a user in the Administration panel See the Administration help page for more information about entering users When you launch Intelicode 11 the first screen that will come up is the Login screen unless you are evaluating or need to activate the software Click the User Name dropdown list find your name and click it f Login SQL Server 1 3 Op
14. E Total Visits Accurately Cod ed Under Coded Billed Over Coded Billed Wrong Category wc 11 4 36 36 1 9 09 1 9 09 5 45 45 Total Diagnoses Diagnoses Comect Diagnoses incorrect Total Procedores Procedures Correct Procedures incorrect 7 1 14 29 6 85 71 15 6 40 00 a Carrington MD Lotta 9729 2007 Eevee 11 22 2007 Frenen Fed 10 29 2007 siyon Poenos Dense 2 13 2007 Sngetwn Sze 21 16 2008 Sures Vere 022007 ezie Total Visits Accurately Coded Under Coded Billed Over Coded Billed 7 3 42 86 2 28 57 2 28 57 Total Dagnoses Diagnoses Correct Diagnoses incorrect Total Procedures Procedures Correct 10 s 90 00 1 10 00 7 5 42 86 get ger wetss Sy Wf CCOT ag eg t tamas 87 Provider Net Fee Totals Choose Visit Summaries from the Visits menu at the top of the screen Choose the criteria you wish to report by i e Status Service Category Service Sub Category Provider etc Select as many as you deem necessary to achieve the results you are looking for This will filter the information to suit your needs Click the Reports button located in the lower left portion of the screen The Report Options screen pops up If the format for your Provider Net Fee Totals report was saved as a Report Format select the name of the desired Saved Report Format by clicking on the name located in the white box below the Sav
15. emere 43 oet A Der ci siae tom eres pi pat 45 Decision Screen eene 47 15 eem 48 Number Of Diagnoses 49 Management Options 50 Amount Complexity of Data 50 Data Reviewed or Ordered 5 RISK aT 52 Presenting Problems 52 Diagnostic mee 53 Management 5 eee 54 End 55 Retrieve Saved pao rate La di i DS cn i 60 Visit SUO TI IBS osos oben 62 Visit Summaries ESL e Reciba Feb gei ads 67 SGV IS FCB a 68 RECTE 70 71 VII Reports and nba ad regia tr ag er pa dd 73 Encounter Detail Report oeste tini erat teda 73 Report Options RR Gai cadet DA de EE Og Pel 76 Summarys eb tse atis cela Io atk wht d 77 Issues and Recommendations
16. see the Note Macros help page Audit Prep a If you want to pre enter information to prepare for an upcoming audit click on the Audit Prep button in the Pending Audits section toward the upper left portion of the Patient screen b Fill in the desired information c Click Save to save the audit prep data The Pending Audits box will show the audit prep data saved by Patient ID d Click Cancel to close the Audit Prep screen without saving any information e If you wish to import your audit prep data from a CSV Comma Separated Values file click on the Import button and browse to the file select the file and click Open 40 First Name Last Name D O B i 167 Betty Bebee 7271952 Be Patient Status Patient Gender New 9 Established Male 9 Female Dx Attending Provider Visit Date Miler John 29999 Thursday October 20 2011 ge Requesting Provider Reviewer Request Roger 2100 gt Auditor 100 RVU Place of Service Non Facility Facility Fee Schedule Foss x Required Fields Note Macros E A Ip Font Microsoft Sans Serif Size 825 Color M Save Cancel 22 Assign Points a To Assign Points and to set Re Audit Criteria click on the Assign Points button in the Re Audits section b Enter the number of points to be deducted from a perfect score of 100 for each item on the left side of the screen c Then enter the Re A
17. were coded within the wrong category f Total Billed The total amount billed for the visits currently showing in the grid g Financial Error The percentage of difference between the amount inaccurately billed and the total amount billed h Under Billed The total amount of the Total Billed that was under billed i Over Billed The total amount of the Total Billed that was over billed j Non Compliant Teaching Reflects only those services the number and percentage that are non Compliant teaching services or those services that did not meet the teaching physician guidelines For Intelicode P A T H only 5 Filters a Visit Date Audit Date i This filter will determine if the encounters displayed will be filtered by the Visit Date or by the Audit Date ii The Visit Date Audit Date filter is found in the upper left corner of the screen iii The Visit Date is the date of service of the audited encounter iv The Audit Date is the actual date the audit was performed Intelicode automatically stores the date each audit is performed v Select which criteria you want to filter with by clicking on Visit Date or Audit Date in the upper left corner vi The date fields which are located directly below the Visit Date Audit Date toggle buttons correspond with whichever type of date is selected vi For example if Visit Date is selected and the date boxes display 7 19 2010 and 7 19 2011 the encounters display
18. 1 5 1961 Othe Co rtt Status Var Billed EAM TERR FR KK FKL OK eee Accurately Coded Under Coded Biled OverCoded BMed Wrong Catagory fe 21 68 2 5 16 10 1 Financial Enor Under Siad Over Blled Non Complart T o 0 00 0 00 D X Deleted Visits When you delete a visit Intelicode keeps the original in the Deleted Visits table 2 You cannot go back and edit an original once you have deleted it To access the Deleted Visits screen click on the Visits menu at the top of the screen Then click on Deleted Visits 4 permanently delete deleted visit s select the deleted visit s you wish to permanently delete and right click on the grid Then click Permanently Deleted 68 Visits You will be asked if you want to permanently delete the visit s Click Yes to permanently delete the visit s 5 restore deleted visit s select the deleted visit s you wish to restore and right click on the grid Click Restore Deleted Visit s The visit s is removed from the Deleted Visits screen and can now be found on the Visit Summaries screen 6 The Deleted Visits screen is very similar to the Visit Summaries screen with a few differences a The visits showing on the Deleted Visits page are only those visits that have been deleted The Visit Summaries screen does not show any deleted visits b While you are allowed to edit a visit from the Visit Summaries page
19. 6 For further instructions on how to use this screen see the Visit Summaries help page Date Range By Stat Service Audi Date 09 Vist Date 12 28 2006 Je 12 28 2011 18 02 16 2008 03 07 2008 10 24 2011 10 24 2011 10 24 2011 10 24 2011 04 01 2007 08 17 2007 10 24 2011 10 24 2011 10 24 2011 10 24 2011 11 15 2007 12 10 2007 10 24 2011 10 24 2011 11 15 2007 12 10 2007 12 40 2007 01 02 2008 11 24 2007 12 90 2007 11 04 2011 11 04 2011 10 24 2011 124 2011 10 24 2011 10 24 2011 10 20 2007 01 2 2008 10 24 2011 10 24 2011 10 24 2011 10 24 2011 1107 2011 1107 2011 11 29 2007 01 02 2008 10 24 2011 10 24 2011 11 04 2011 11 04 2011 1122472011 10 24 2011 315 1926 Nursing Factty Services 6 30 1359 Office or Other Outpatert 2 25 1921 o Other Oulpatiert 12271971 Office or Other Outpatert 6 30 1953 Office or Other Outpatient 2 25 1921 Office or Other Outpatient E 5 1868 Office or Other Ouipatiert 7 1 1943 Office or Other Outpatient 6 5 1968 Office or Other Outpatiert 6 26 1972 Conutations 6 30 1959 Office ox Other Outpatient 2 25 1921 Office or Other Outpatiert 2 5 1943 oF Other Outpatient Office or Other Outpatient 5 21 1961 Hospital Inpetiert Services 1 5 1963 Office or Other Outpatient 6 30 1959 Office or Other Outpatient Office or Other Outpatient 1 5 1963 Office or Other Outpatient Office ar Other Outpatiert 2 25 1821 Office or Other Outpatient
20. Data Roaming Intelicode Office tsidb Canca If you are setting up a SQL Server connection click the dropdown arrow and choose SQL Server Fill in the Server Address Port Username and Password as appropriate Connection Settings SQL Server Server Address Port if blank 1433 is assumed Authentication Windows SQL Server Generate SQL Script Office Database Name Provided Database Name Password Click OK when you are finished Click on the File menu and choose Save Connection Settings Browse to the location that you want to save the Intelicode Connection File tsicn Type in a file name Click Save to save the file c Load Connection Settings Click on the File menu and choose Load Connection Settings 18 ii Browse to the location that has the Intelicode Connection File tsicn that you are looking for iii Select the file with a tsicn extension and click Open 4 Manage Offices a Create Office i Click the Create Office button on the Manage Offices tab The Office Management screen comes up ii the appropriate information iii Click OK when finished b Load Office i Click the Load Office button on the Manage Offices tab ii Browse to the location that has the Intelicode Office File tsi that you are looking for iii Select the file and click Open c Rename Office i Select from the list the office that you wish to r
21. Email Report options are disabled If you do not have Microsoft Excel installed on your machine the Send To Excel option is disabled When you select Save and Don t Print the encounter audit will be saved in the database and no reports will be printed at this time When you select Clear Visit Do not Save all data entered for this encounter will be lost and nothing will be printed The user will be returned to a blank Patient screen upon selecting this option This feature allows the user to audit an encounter for practice or for whatever other reason without saving the information to the database When you select Cancel the Save Confirmation window disappears and the user is returned to the End screen with all the data that was entered intact Keep in mind that at this point your data for this encounter has not yet been saved If you should exit out of the program at this point your data for this encounter will be lost Be sure to save your data before exiting the program If you do attempt to exit without saving the visit Intelicode will prompt you with an opportunity to save the visit before exiting Save Confirmation Ed Save and Print Clear Visit Do not Save Cancel Step Seven Generating and Printing Reports 35 Generating reports could arguably be the most valuable feature of Intelicode Step Six showed you how you can print an Encounter Detail Report at the end of the au
22. Occupational Therapy Md eee Pe pr quy ond CE Revieed Date 6 17 2010 Audit Date 6 17 2010 93354 93357 are used when a physician provides prolonged service mvolving drect facetotace patent contact that ie Muret anzi er tede ree en pated adden to pcr seem services including evaluation and managemert services at any level Appropnate codes be selected for supples provided or olo eoe uar rite End Screen The End screen displays a summary of the information that you have entered up to this point and gives you the opportunity to make changes or add other pertinent data Code The audited code the code produced by the information entered by the reviewer will appear in the upper right corner of the screen in yellow font 2 Visit Information a information shown in this section left side of the screen is a culmination of the encounter information the reviewer has entered up to this point 55 b If information reflected on this portion of the screen is incorrect return to the screen where the original information was entered to make the appropriate changes 3 Comparison a If Time is a factor in the encounter being audited enter the Face to Face time in the appropriate field by clicking on the text box and entering the documented Face to Face time Additionally enter the documented Counseling time in the appropriate field by clicking on the t
23. Other 7 8 a EBM a e Te Sort Sane Sot Revised Date 12 28 2011 Audit Date 12 28 2011 Legibitty General Penicples of Medical Record Documentation include The medical record should be complete and legible good definition of agility s that t must be legible to someone outside the Legb ty I Some portions or thes entre note includes documentabon where legibility is at least questonable or extremely poor or fecity Didon should be considered to improve legb ty and reduce potential clares issues and nsk to the oractice or facility for any orowder with poor penmanship Exam Screen The Exam screen will display the exam elements relevant to the type of exam selected Exam Type a b The Exam Types are displayed on the left side of the screen Select the Exam Type by clicking on the appropriate text The corresponding Systems Body Areas will display in the second column right next to the exam type You may audit any given encounter in multiple exam types and Intelicode will save all of the utilized exam types and will tell you when you have not chosen the exam type displaying the highest level of service 45 d To audit an additional exam type after you have followed the steps below for the current exam type repeat these steps after selecting a different Exam Type 2 1997 Exams a The applicable Systems Body Areas are displayed in the second
24. Rest Home or Custodial Care Visit Date Dormeiliary Rest HomeHome Care Plan Overs Thunday December 29 2011 Prolonged Seraces fsoe to face Prolonged Seraces wio Faceto Face Auditor A 100 Phyercian Standby Senncee Sub Category Revised Date 12 29 2011 Date 12 29 2011 147 Miscellaneous Archive Providers and Residents l Click on the Management menu at the top of the screen 2 Click on Attending Provider Requesting Provider or Resident depending upon what you want to archive A screen will appear corresponding to the option that you selected Select the record s you wish to have archived by clicking on the row 4 Then look for the Archive Provider or Archive Resident heading next to a check box Click on the check box or on the text itself The box will become checked 5 With the record s selected and the box checked click the Save button Farwood MD Otolapngelogy Nose and Throat Exam 97 Feelgood MO Medicine Body Areas Organ Sytems 96 Welmorm MD Family Practice General Multi System Exam 97 5 Click the Update Now button to begin the update process 148 Automatic Updates Intelicode offers automatic updates for our users who are connected to the Internet When Intelicode is launched it will check for any updates If it finds an update it will prompt to download the latest version You can also manually
25. Select the Resident record s you wish to delete b Click the Delete button 4 Edit a Resident a Select the Resident record you wish to edit by clicking anywhere on the Resident s row in the table b change the data click on the text box corresponding to the field that needs to be changed then change the text as appropriate c If you would like to archive this Resident check the box next to the Archive Resident heading or click on the heading itself d Save your changes by clicking on the Save button 5 Print a Report See the Management Reports help page for instructions on how to print a report 6 Search a Choose the field that you would like to search on by clicking on the preferred field name just above the long text box next to the Search heading b Next click on that long text box and begin typing your search Intelicode begins selecting records as you type 7 Send to Another Office a Select the Resident record s that you want to be sent copied to the Resident table in another office s b Click the Send to Another Office button The Pick Office s pop up window will appear C Select the office s that you would like to send this record s to d Click OK to send the record s The Residents remain in this office and are now copied to the Resident table in the other office s selected e If there is a Resident ID from the selected office s that is the same as a Resident ID from the dat
26. Selected Postoperative Mosotal inpatient Sennces Office or Other Outpatient Prevertbive Medcine Services Office or Other Outpabent LS Department Sences Consutshons Office or Other Outpatient Office or Other Outpatiert Office or Other Outpatert Comeuilations Hospital Inpatiert Services Procedure Office or Other Outpatiert Mosntal inpebert Services Office or Other Outpatient Nurang Factty Services Office o Other Outpatiert Consutationa Problem With Documentation Office or Other Outpatent Nina re Cmn Procedure Accuracy Diagnosis Accuracy 15 40 7 65 Precertatrve Vists ae shown n red t 4 Tocustomize the order in which the columns display simply click on one of the column headings at the top of the grid hold down the mouse button and drag it across to the desired location Intelicode will remember your column order even after exiting the program and returning 5 To sort the data according to the ascending or descending order of the data in a particular column simply click on that column heading at the top of the grid Click the column heading again to toggle between ascending or descending order 6 Toalter the width of any given column use your mouse to put the cursor on the column heading bar on the line that separates the columns hold down the mouse button and drag the column divider to the desired position Intelicode will remember your column wi
27. Using the drop down box in the lower right portion of the Open window choose the file type of the file you wish to import Next select the file by clicking on it Click the Open button to import the file You will be asked the question Does this file have headers If the top row in your spreadsheet or CSV file is made up of column headings click Yes Otherwise click No If you clicked Yes you will next have the opportunity to match up the fields in your file to the static Patient table fields Read the text in the light blue box 120 j at the bottom of the Import Fields window for further instructions Click OK when you are confident that the fields are matched up properly If you clicked No you will need to match the column name to the column in your data You can do this by right clicking on a field and matching it up to the number of the order in which it appears in your data The order begins with 0 Your imported data will appear in the table 12 Export to File a d If you d like to export your Note Macro table to a Comma Separated Values csv file click the Export To File button Browse to the location in which you would like to save your exported CSV file Type in a file name for this file in the text box to the right of the File Name heading toward the bottom of the window Click Save to save the CSV file 13 When you are finished with the Note Macros screen click on a different maintenance
28. a visit by clicking on it You can select multiple visits by holding down the Ctrl key as you select You can select a group of visits at one time by holding down the Shift key while selecting When you select a visit the Notes associated with that encounter are displayed in the white box at the bottom of the screen To delete visit s select the visit or visits you wish to delete right click anywhere in the grid and then click on Delete Visit s Otherwise instead of right clicking you can simply press the Delete key on your keyboard To send visit s to another office select the visit or visits you wish to send right click and then click on Send Visit s to Another Office Next pick the office you want to send the visit s to To edit a visit select one visit if you select more than one the one you last clicked on will be edited Then click on the Edit Visit button towards the lower left corner of the screen or you can double click on the visit in the grid The Patient screen will pop up with the visit selected active To print an Encounter Detail Report on the visit s selected click Print Selected The Print Options window will pop up whereby you can print the report For information about the Encounter Detail Report see the Encounter Detail Report help page b Columns Vi Vii viii Totals Each column in the grid is a data field To select which columns you want in the grid right click anywhere
29. all Provider records from this point forward in this process that have a Provider ID that matches a Provider ID in the data that you are copying ii None option will tell Intelicode to not overwrite any Provider records for this particular copy iii The Yes option will tell Intelicode to overwrite this one particular Provider record and only this one iv The No option will tell Intelicode to not overwrite this one particular Provider record If there are any more duplicate records you will asked the question again pertaining to each of the other records so long as you click No or Yes v The Cancel option will stop the entire Copy process 104 9 Import From File a j You can import providers from a Microsoft Excel Spreadsheet xsl xslx or from a Comma Separated File Click on the Import From File button The Open window will pop up Browse to the location of the file you wish to import Using the drop down box in the lower right portion of the Open window choose the file type of the file you wish to import Next select the file by clicking on it Click the Open button to import the file You will be asked the question Does this file have headers If the top row in your spreadsheet or CSV file is made up of column headings click Yes Otherwise click No If you clicked Yes you will next have the opportunity to match up the fields in your file to the static Patient table fields Read the text in
30. asked if you want to overwrite i The All option will tell Intelicode to overwrite any and all Risk Element records from this point forward in this process that have a Payor ID that matches a Payor ID in the data you are copying ii None option will tell Intelicode to not overwrite any Payor records for this particular copy from this point forward in this process iii The Yes option will tell Intelicode to overwrite this one particular Payor record and only this record iv The No option will tell Intelicode to not overwrite this one particular Payor record and only this record v The Cancel option will stop the entire Copy process 8 Import From File a j You can import Payors from a Microsoft Excel Spreadsheet xsl xslx or from a Comma Separated File Click on the Import From File button The Open window will pop up Browse to the location of the file you wish to import Using the drop down box in the lower right portion of the Open window choose the file type of the file you wish to import Next select the file by clicking on it Click the Open button to import the file You will be asked the question Does this file have headers If the top row in your spreadsheet or CSV file is made up of column headings click Yes Otherwise click No If you clicked Yes you will next have the opportunity to match up the fields in your file to the static Patient table fields Read the text in the light blue b
31. exam that are specifically designed to allow the auditor reviewer to reflect examination as accurately as possible These elements indicate a Limited exam or a Detailed exam relating to how the presenting problem was performed d The Limited Examination element will allow the auditor reviewer to keep the level of exam at Expanded when appropriate when 2 to 7 Body Areas or Organ Systems elements are selected e The Extended Examination element will allow the auditor reviewer to make the level of exam Detailed when appropriate when 2 to 7 Body Areas or Organ Systems elements are selected f The Complete Examination element will allow the auditor reviewer to make the level of exam Comprehensive when appropriate when any Organ Systems elements are selected _ General Mum System OT Area Head inckading the face Carthevaneuter Exam 97 Body Aree Nock far Nose and Thesat Exam 9 Body Aree Chest inching breasts and mise Body Aree Abdomen EET rH Body Area Genitourinary Exam F Body Area Back aran lymp Esam 9 Body Area Right upper Muscutos behets Exam 97 Body Left upper Wrurciogecal Exam 3 Body Aree Fight lower extet Peyomawie Esam 97 Body Aes Let cwe evert Organ Systems Corateutonal Organ Systems Eyes Organ Systems Ears nese mouth and throat Body Aress Organ 09 Organ Systems Cardcvescuar Doty
32. face to face Reviewer Prolonged Sers 5 Face to Face Auditor A 2100 Physician Standby Serces Sub Category Follow Up Ir incxdent To 1 is this a Medicare patient or payer that follows Medicare rules 2 15 the nonphysician practitioner billing the service in the physician s name and number 5 The services are rendered in the office setting 4 The services rendered for an established patient 3 B ule Emm Te Sort Mort Sane Sent Revised Date 12 28 2011 Audit Date 12 28 2011 History Screen On this screen you select the various History elements documented for the encounter being audited Intelicode keeps track of the counting As a helpful reference when a mouse is positioned over a particular History element a definition and or explanation is given in the light blue help box across the bottom of the screen History unobtainable from any source a If additional history was not obtainable from any source look toward the bottom of the page to where it says History unobtainable from any source Check the box by clicking on the box or on the text itself A small popup will appear in the middle of the screen b the text box type in an explanation of the reason that the History was unobtainable c Select the appropriate History Level by clicking on the appropriate text or the circle to the left of the text Only one of these can be selected Fie Managemen
33. for the Administrative tools Access the administrative tools by clicking on Options from the Login screen that comes up when you launch the program The Login screen can also be accessed from within the program by clicking on the Change User Connection option on the User Connection menu at the top of the screen To Import Connection Settings l Click on Import Connection Settings on the Options menu 2 Browse to the location that has the Intelicode Connection File tsicn that you are looking for 3 Select the file and click Open To Select Database Type l Hover over Database Type on the Options menu 2 Select the appropriate database type 16 m Login Local Database Type Administrator Panel Alt A Options Import Connection Settings Administrator Panel Alt A Standard SQL Server b Administrator Panel l Click on Administrator Panel on the Options menu 2 Enter the administrator password and click OK The Intelicode Administrator Panel comes up 3 Settings a Connection Settings i Click on the File menu and choose Connection Settings The Connection Settings screen comes up i If you are setting up a local connection browse to the file path of the connection 17 b Save Connection Settings only available when using SQL Server i iv Connection Settings Local File Path C Users tsimathew App
34. from the office s you selected are now a part of your current office s Fee Schedule list If there is a Fee Schedule Name from the selected office s that is the same as a Fee Schedule Name from your current office you will be asked if you want to overwrite i The All option will tell Intelicode to overwrite any and all fee schedules from this point forward in this process that have a Fee Schedule Name that matches a Fee Schedule Name in the data you are copying ii The None option will tell Intelicode to not overwrite any fee schedules for this particular copy from this point forward in this process 115 iii The Yes option will tell Intelicode to overwrite this one particular fee schedule and only this fee schedule iv The No option will tell Intelicode to not overwrite this one particular fee schedule and only this fee schedule v The Cancel option will stop the entire Copy process 10 Import From File a You can import Fee Schedules from a Microsoft Excel Spreadsheet xsl xslx or from a Comma Separated File b Click on the Import From File button The Open window will pop up c Browse to the location of the file you wish to import d Using the drop down box in the lower right portion of the Open window choose the file type of the file you wish to import e Next select the file by clicking on it f Click the Open button to import the file g You will be asked the question Does this file have heade
35. medically reasonable and necessary chrucal laboratory procedures Note Count laboratory panels as one procedure eem Order and or review medically reasonable and necessary diagnostic maging studies in Radiology section Order and or review medically reasonable and necessary amp agnostic procedures in Medical section of CPT sw Independert visualization and interpretation of an image EKG or laboratory specimen not report for seperate payment Note Each visualization and interpretation is allowed one poirt Discuss case with other physician s involved in patient s care or consult another physician i e true consultation meaning seeking opinion or advice af another physician regarding the patient s care This does not include referring patient to another physician for future care Rewew of significant physiologic monitoring or testing of date not reported for seperate payment e g prolonged or serial cardiac monitoring data not qualifying for payment as rhythm electrocardiograms Order Review without summary Order Review with summary Record type and source must be noted earned posers pari aee A OEE Ar aere pomp ique dr VL ale condition Practice or faciity protocol driven record ordering does not require physician work thus should not be considered when coding E M services Perfunctory notation of old record ordenng review soley for coding purposes is inappropriate and counting such is not permitted
36. our support team to better diagnose any problem that you may be experiencing Copyright 1998 2012 Technology Solutions Inc All rights reserved INTELICODE Q is a registered trademark of Technology Solutions Inc TSI All Rights Reserved 157
37. selected office s that is the same as a Modifier from the data you are sending you will be asked if you want to overwrite i The All option will tell Intelicode to overwrite any and all Modifier records from this point forward in this process in the selected office s that have a Modifier that matches a Modifier in the data you are sending ii The None option will tell Intelicode to not overwrite any Modifier records for this particular copy from this point forward in this process iii The Yes option will tell Intelicode to overwrite this one particular Modifier record and only this record iv The No option will tell Intelicode to not overwrite this one particular Modifier record and only this record v The Cancel option will stop the entire Send process 7 From Another Office a Click the Copy From Another Office button b Select the office s from which you wish to copy all of its Modifier records 123 Click The Modifier records from the office s you selected are now a part of your current office s Modifier table If there is a Modifier from the selected office s that is the same as a Modifier from your current Modifier table you will be asked if you want to overwrite i The All option will tell Intelicode to overwrite any and all Modifier records from this point forward in this process that have a Modifier that matches a Modifier in the data you are copying ii The None option will tell In
38. sese eterne 8l Diagnosis and 84 Provider tat cede be Praet E echa efe ET 85 Provider Net Fee 88 Bill d Code Totals ce etant MASSA patti ausi tate aed MN dna 89 Provider Accuracy Report 92 Custom Provider Accuracy mee 94 Management Reports c oe bere ero s cd deese re da atre beate 95 Management cus te Crash tas ba Nites medias etae 99 99 Attending Provide kSrsa ri itat A ci utere Ea 102 Requesting Providers sss 106 Residents e rc 110 Fee Schedules etti Co Gre A t eo ier 114 Note Macr OSs ei debiles debe EE eee er et e 117 C Tm 122 Specialties ae eon AE LEE de OT 125 Risk BIGMEN GS casei oon i reU hope eee pe breed 128 e d 132 P Ee Doses Da ser ba ae tet vile ea 136 Create Office ia hectic dotate sentiat bet dde echa ri 136 Rename Officer eT c r 137 Remove saec ttd detenti bo tte uode edel ac dc 138 Browse for ORICE coquat Acc 139 Multiple 140 Copy and Send Between
39. table from the menu on the left side of the screen or click Close to close the Management screen 121 Macro Type issue Recommendation Macro Conterts Follow up is not an appropaste chief complart See recommendation for CC Macro Point Value 0 Choose the macro s you want to insert into the note field Counseling R Critical Care Code Unsubstantiated I D sgnosss Variation 1 25 I Diagnose Variation 25 Modifier Dictator 1 Follow up 1 Documentabon None Found 1 Documentabon None Found Documented Higher Level f Documented Higher Level R Documented Lesion No Size 1 Documented Lesion No Size Documented Lower Level T Documented Lower Level R Documented Service Unsupported 1 Duplicate Charge I Dupicate Charge Error Correction 1 Error Corrections Form I History Form 1 History Form R ICD 8 Incorrect Code I ICD 9 No Code 1 Modifiers l Adda Modifier a b n f g Click on the text box just below the Modifier heading Type in the Modifier Click on the text box just below the Modifier Description heading Type in a description for the Modifier If you wish to have Help Text associated with this modifier click on the text box just below the Help Text heading Type in the help text Save the new Modifier by clicking on the Save button 2 Select Records a To select o
40. to report on by selecting the appropriate office s located in the white box just below the Office Department s to query heading Select multiple offices by holding down the Ctrl key or the Shift key 6 When you have the desired data set in the grid click on the Reports button in the lower left portion of the screen The Report Options screen will pop up 7 Standard Reports a Located in the upper left portion of the screen the Standard Reports section lists the various standard reports that are available in Intelicode b select a standard report click on its title in the box Notice that there are different options available for different reports For example for two of the reports Audit Summary and Custom Provider Accuracy Report you are able to choose which columns are in the report a feature new to Intelicode HI c Once you have selected your Standard Report you can then begin to select your settings for the report 8 Available Columns a Alist of Available Columns can be utilized for the Audit Summary and the Custom Provider Accuracy Report b columns that are currently selected for the report have a bold maroon font c columns that are within a gray background are the default columns d The columns that have a normal black font are available add to the report Simply click on the column name to add it e columns that have a light gray font are not available due to lack of spac
41. ty and reduce potential clares issues and risk to the orsctioe or for any orsvider wth poor penmanship Step Three Exam Screen l Select the Exam Type General Multi System 97 Cardivascular Exam Eye Exam etc from the column on the left side of the screen 2 Fora 1997 Exam the exam system areas are now displayed in a second column just to the right a select the documented examination elements click on the appropriate body areas organ systems to check the check boxes b the appropriate check boxes have been selected the corresponding examination elements will appear on the right side of the screen c Select the desired individual examination elements by clicking on the element listed on the right side of the screen Once the element has been selected the font will change to maroon d Tounselect an element simply click it again and the font will return to black 27 For 1995 Exam once the desired 1995 examination is selected in the column on the left side of the screen the examination body areas organ systems elements will appear on the right side of the screen a Toselect the desired individual examination elements click on the element listed on the right side of the screen Once the element has been selected the font will change to maroon We chose the 1997 General Multi System Examination and then selected Constitutional for our audit see image below Within Constituti
42. your Issues and Recommendations report was saved as a Report Format select the name of the desired Saved Report Format by clicking on the 81 name located in the white box below the Saved Report Formats heading in the lower left portion of the screen Otherwise click on Issues amp Recommendations under Standard Reports in the upper left portion of the screen The Issues and Recommendations report is static The only Report Options you can change are the Office Name Address and Phone Number information that appears in the report heading See the Report Options help page for more information on how to format your report When you have the desired format Select a Print Option and click Print 82 Sample Office 123 Anywhere Lane Midwest IN 46723 Visit Date Range 12 28 2006 To 12 28 2011 Auditor Auditor A All Prowiders Number of Reports Audited Comments Records Accurately Coded Records Over Coded Records Under Coded Records Wrong Category wc Document and Coding Issues 1 Encourter s had the issues of Diagnosis Variation 1 The documentation for this encounter reflects a diagnos coding variation from what was listed on the HCFA 1500 or superbill 2 Encounter s had the issues of Documented Lower Leve I The documentation substantiates a lower level of service than charged 1 Encounter s had the issues of Assessment 1 The assessment is not clearly stated for this encounter Documentation Guidelin
43. 7 03 03 2008 2 25 1921 Nureng Facity Services 09 04 2007 10 19 2007 Hospital inpatient Services 10 02 2008 10 02 2008 V2 1934 08 02 2007 10 19 2007 3 22 1971 Constatons 11 28 2007 01 02 2008 1 5 1963 Office or Other Outpatiert 0313 2007 1204 2007 amp M4 1945 Office or Othar Outpatient 1115 2007 12102007 6 5 1968 Office or Other Outpatiert 08 24 2008 09 21 2008 S 8 1928 Office or Other Outpetiert 09 17 2007 10 19 2007 8 14 1345 or Other Outpatient 12 00 2007 01 02 2008 1 24 1968 Procedure Oriy 08 28 2008 08 29 2008 2 25 1921 Office or Other Outpatient 09 17 2007 03 04 2006 Consutations 11 08 2007 12 10 2007 9 9 1525 Office or Other Outpatert 12 10 2007 01 02 2008 6 26 1972 Clear All Files 12 10 2007 01 02 2008 7 15 1943 Hospital inpatiert Services E PER 08 28 2007 0313 2007 7 27 1952 Conastabons A 01 29 2008 01 02 2008 0301962 Pevertve Medcine Services Carolina Cardiol Associates 7 08 30 2008 08 30 2008 2 25 1921 Mosotal Inpetert Services mo T m 1001 2007 01 02 2008 32271971 Postoperative 2010 Hospital ng 21 20 amp n28 21 2008 2 06 3801 Dee Citer Co tmn Testi Status Var Billed EAM Under Over Coded Gted Wrong Category wc Procedure Accuracy Diagnosis Accuracy 12 22 16 23 12 22 X 15 40 82 63 Financel Enor Under filled Over Bled Non Compla
44. 924 12 23 1934 2 6 1937 2 12 1947 9 30 1932 1 15 1943 3 8 1940 10 31 1954 2 9 1948 3 21 1929 98 Management Patients Adda Patient aon g g Click on the text box just below the Patient ID heading Type in the Patient ID Press the Tab key and type in the First Name of the patient Press the Tab key and type in the Last Name of the patient Enter the patient s Gender by clicking on either Male or Female Enter the patient s Date of Birth D O B by typing in the MM DD YYYY format Or you can also enter it by clicking on the drop down arrow on the right side of the text box just beneath the D O B heading Select the date from the calendar display Save the new patient by clicking on the Save button 2 Select Records a b To select one record click anywhere on the patient s row in the table To select multiple records that are contiguous within the current table display click on the first record then hold down the Shift key and select the last record in the range To select multiple records that are not contiguous within the current table display click on the first record then hold down the Ctrl key while selecting the other records that you want selected 3 Delete Patients a b C Select the patient record s you wish to delete Click the Delete button Click Yes to confirm the delete 4 Edita Patient a Select the patient record you wish to edit by clicking
45. ARE APPLICATION WITH ANOTHER COPY OR REFUND OF THE INITIAL LICENSE FEE TSI RECEIVED FROM YOU FOR THE DEFECTIVE COPY OF THE PRODUCT IN NO EVENT WILL TSI BE LIABLE TO YOU FOR ANY CONSEQUENTIAL INCIDENTAL OR SPECIAL DAMAGES INCLUDING ANY LOST PROFITS OR LOST SAVINGS EVEN IF TSI OR ANY OF ITS REPRESENTATIVES HAS BEEN ADVISED OF THE POSSIBILITY OF SUCH DAMAGES OR FOR ANY CLAIM BY ANY THIRD PARTY 10 Getting Started System Requirements for Intelicode I Hardware The minimum hardware requirements are CPU gigahertz GHz 32 bit x86 processor or faster or GHz 64 bit x64 processor s Memory gigabyte GB RAM 32 bit or 2 GB RAM 64 bit Available Disk Space 120 MB hard disk space Additional storage is recommended for backups of data Intelicode is not responsible for lost or stolen data Software The minimum software requirements are Operating System Windows SP3 Windows Vista SP2 Windows 7 SPI Internet Browser Internet Explorer 8 or greater Optional Software For Microsoft Word export functionality Microsoft Word 2003 or later s For Microsoft Excel import export functionality Microsoft Excel 2003 or later For view PDF exports Adobe Acrobat Reader X or later latest version recommended NOTE Wireless Connections are not supported and its use may potentially result in data loss Instructions for Installing Intelicode 11 To install Intelicode 11 follow these simple instructions I
46. Check For Updates by clicking on the Help menu at the top of the screen and then clicking the Check For Updates option Consult Verification incident To 1 is the payer following Medicare s 2010 decision to eliminate reimbursement for consultation codes 2 An opinion or advice regarding evaluation and or management of specific problem is requested by another y N To download the latest version of Intelicode click on the Yes button from the Intelicode Update Manager Selecting No will simply continue to run Intelicode After clicking the Yes button to download the update a Download screen that shows the progress of the download While the latest version is downloading you can continue to use Intelicode When the download is finished you will see a pop up window Clicking the Update Later button will allow you to stay in Intelicode and continue auditing The next time Intelicode is run it will update Once the update is complete it will ask you to launch Intelicode Once you have relaunched Intelicode your update will be complete If you had chosen to Update Later the next time Intelicode is launched you will see a screen that informs you that Intelicode is now going to update to the latest version Consult Verification When choosing the Consultations service from the Patient Screen the Consult Verification tab becomes available in the section just below the Service Type section You will be prompted to answer the fol
47. INTELICODE Intelicode User s Manual Version 11 Table of Contents Inge tuiten 5 6 Il What s New Intelicode 1I emm 7 Ill License Rm 8 IV Getting Stal ted eret ett pedem EQ edel c ee dD 11 System Requirement eene 11 CE II occiso a aa a 11 12 Create New 12 cnp Eel 14 15 Adiministration inde Er rere cerae l6 P H 22 Ve Walk eae ees 24 cine C O 25 Step M 26 Step EMEN MR 27 Step 29 Step FiVe oer MEME VAM 32 tete aeta ttt nq 35 Step 36 VI Navigation een etn erret tete etr eet tis teen 37 Patient Seref esta resi sous pid rao deu Dr Datum 37 History Screen
48. Medical Decision Making Level as the key component in determining the level of service a first question determines whether or not you want to override the Reviewer E amp M b Ifyou answer the first question No the second question becomes available second question asks if you want to manually override the Reviewer E amp M d Ifyou answer Yes you are given a list from which you can select the desired code The third question is not necessary e If you answer No to the second question the third question becomes available f The third question asks if you want to base the Reviewer E amp M on the MDM 33 g If you answer Yes the third question the Reviewer E amp M changes accordingly h Ifyou answer to the third question no change is made to the data i lf either the second or third question is Yes the program will place a DC behind your CPT code identifying that the code has been determined by the Medical Decision Making Level of service 5 Diagnosis Codes Procedure Codes a The Agree check boxes will set the Reviewer E amp M code to be equal to the Provider E amp M code b Any modifiers that need to be added can be done with the drop down arrows on the right side of each Procedure Code c When a modifier is added it appears below next to a blue oval d To delete a modifier click on the blue oval Management Visits UserConnecton Office CMS Guidelme
49. None option will tell Intelicode to not overwrite any Patient records for this particular copy from this point forward in this process iii The Yes option will tell Intelicode to overwrite this one particular Patient record and only this one iv The No option will tell Intelicode to not overwrite this one particular Patient record If there are any more duplicate records you will asked the question again pertaining to each of the other records so long as you click No or Yes v The Cancel option will stop the entire Copy process 9 Import From File a You can import patients from a Microsoft Excel Spreadsheet xsl xslx or from a Comma Separated File b Click on the Import From File button The Open window will pop up c Browse to the location of the file you wish to import d Using the drop down box in the lower right portion of the Open window choose the file type of the file you wish to import e Next select the file by clicking on it f Click the Open button to import the file g You will be asked the question Does this file have headers If the top row in your spreadsheet or CSV file is made up of column headings click Yes Otherwise click No h Ifyou clicked Yes you will next have the opportunity to match up the fields in your file to the static Patient table fields Read the text in the light blue box at the bottom of the Import Fields window for further instructions Click OK when you are confident that
50. Send to Another Office button The Pick Office s pop up window will appear Select the office s that you would like to send this record s to Click OK to send the record s The Risk Elements remain in this office and are now copied to the Risk Element table in the other office s selected 129 T 8 e If there is a Risk Element from the selected office s that is the same as Risk Element from the data you are sending you will be asked if you want to overwrite i The All option will tell Intelicode to overwrite any and all Risk Element records from this point forward in this process in the selected office s that have a Risk Element that matches a Risk Element in the data you are sending ii None option will tell Intelicode to not overwrite any Risk Element records for this particular copy from this point forward in this process iii The Yes option will tell Intelicode to overwrite this one particular Risk Element record and only this record iv The No option will tell Intelicode to not overwrite this one particular Risk Element record and only this record v The Cancel option will stop the entire Send process Copy From Another Office a b Click the Copy From Another Office button Select the office s from which you wish to copy all of its Risk Element records Click OK The Risk Element records from the office s you selected are now a part of your current office s Risk Element tab
51. Standby Services Sub Category Note 5 m 14 Sort Sent Audit Date 10 24 2011 A new window will pop up in which you can view and print the various sections of the document guidelines 1997 DOCUMENTATION GUIDELINES Presented by font INTELICOD Intelligent Coding Software Documentation Guidelines for Evaluation and Management Services This is an update of the guidelines jointly produced by the American Medical Association AMA and HCFA in May 1997 It incorporates revisions to the gastrointestinal section of the general multi system exam and the skin section of the single organ system exam of the skin These revisions were approved by the AMA and HCFA in November 1997 American Medical Association _ ee Preferences I To access the Preferences click on the Preferences menu at the top of the screen A new window will pop up in which you can set your Intelicode preferences Select the desired Exam Type by clicking on it 2 Toset which Exam Type will be entered by default click on the drop down box just below the Default Exam Type heading in the upper left part of the Preferences screen 3 Onthe End screen diagnosis codes are entered by typing in either the code or the description and a list pops up with possible entries to select By default Intelicode looks for the user to type in the diagnosis code To s
52. Summary TP pdf 4 Audit Summary with Dx and Proc No pdf Audit Summary with Dx and Proc with Pt 22 Audit Summary with Ox and Proc with Pt w Network A Audit Summary with Dx and Proc pdf 3 Control Panel Local Disk C el DVD RW Drive i 9 BO ROM Drive f tsidbweb xt development common temp Aut Summary with Brunt Suxtem neff File name Audit Summary TP No pdf Visit Summaries The Visit Summaries screen displays the audited encounters for selected office s You may sort by using no filters one filter or multiple filters at the same time The information displayed on this screen can be sorted in multiple ways to make your reports as specific as you desire I Toaccess the Visit Summaries screen click on the Visits menu at the top of the screen Then click on Visit Summaries 2 Offices a Notice first the lower left portion of the screen There is a white box beneath the heading that says Office Department s to Query The office that is selected is the office that is being used to display the data in the grid on the right side of the screen b switch to another office click on the office name c display data from multiple offices hold down Ctrl key and select other offices You can also hold down the Shift key to select a group of offices at one time 3 Grid a Visits i Each row the grid is a visit 62 4 Vi Vii You can select
53. a that you are sending you will be asked if you want to overwrite i The All option will tell Intelicode to overwrite any and all Resident records from this point forward in this process in the selected office s that have a Resident ID that matches a Resident ID in the data that you are sending ii None option will tell Intelicode to not overwrite any Resident records for this particular copy from this point forward in this process 111 iii The Yes option will tell Intelicode to overwrite this one particular Resident record and only this record iv The No option will tell Intelicode to not overwrite this one particular Resident record and only this record v The Cancel option will stop the entire Send process 8 Copy From Another Office a b C Click the Copy From Another Office button Select the office s from which you wish to copy all of its Resident records Click OK The Resident records from the office s you selected are now a part of your current office s Resident table If there is a Resident ID from the selected office s that is the same as a Resident ID from your current Resident table you will be asked if you want to overwrite i The All option will tell Intelicode to overwrite any and all Resident records from this point forward in this process that have a Resident ID that matches a Resident ID in the data you are copying The None option will tell Intelicode to not overwrite a
54. achieve the results you are looking for This will filter the information to suit your needs In our example below we chose Dr Carrington from the Provider list 5 21 1961 Hospital Services MISSUS Facity Services Comtats 6 30 1959 Office or Other Outpatert B M IMS Office or Other Outpatient 2 22 1952 Conmtations X 0 0 0L 0 0 0 0 0 8 8 8 3 149 2 29393 Z ZSA 105 1 ox Rt Financel Eror Under Billed Over Blled Non Complart T hdc en dumired 590 00 2288 7500 60 00 0 t Sek me shown r blue 3 Select a visit by clicking on a row in the grid Or select more than one by using the Ctrl key or the Shift key 73 Next click the Print Selected button located the lower left corner of the screen and choose your Report Options Click Print to print the report See the Print Options section of the Report Options help page for more information about how to use the features on this screen Select A Print Option I Printer Send To Excel SaveR Preview Send To PDF Printer Setings 2 Send To Word J Email Report Close Sample Office 260 555 1212 123 Anywhere Lane 260 555 1215 MidwestJN 46723 Pt Name Siverton Denise Sex DOB 1 24 1968 Vist Dt 9 17 2007 AuditDt 3 3 2008 Carrington MO Lots Pace to Face Preveetws Medicina Services Counseling Fendt Comp rshenz e Status
55. anagement menu at the very top of your screen and then selecting Requesting Provider Reviewer a A Reviewer is required for each visit The Reviewer is the individual performing the audit b Each individual performing audits should be assigned an individual User ID to maintain the most accurate audit data In a new visit the current reviewer is the Reviewer by default c If you wish to change the Reviewer click on the text box for the Reviewer field and select the appropriate Reviewer Payor a The Payor is the entity responsible for payment b To choose a payor click on the text box for the Payor field and select the appropriate payor c If the payor that you are looking for is not on the list you will need to add the payor to the Payor table You can do this by clicking on the text box for the Payor field and selecting Add New Payor The Payors screen will appear where you can add a new payor d See the Payor Maintenance Help page for assistance with adding a payor Fee Schedule a The Fee Schedule is a table that shows and determines what the charge is for each CPT code To choose a fee schedule click on the text box for the Fee Schedule field and select the appropriate fee schedule If the fee schedule that you are looking for is not on the list you will need to add a new fee schedule to the Fee Schedule table You can do this by clicking on the text box for the Fee Schedule field and selecting Add New Fee S
56. and the Login window appears if your User Name has no Password simply press Enter and it will bring up the Offices window b Intelicode also keeps track of the last office that was used If you wish to use the same office simply press Enter again and you are in the program 155 Contact Us Contact Corporate Headquarters We are committed to providing not only the 1 auditing software but excellent customer service and support to go along with it Technology Solutions Inc P O Box 758 Waterloo Indiana 46793 United States of America Address 800 786 423 Telephone 260 837 8200 FAX 260 837 9090 IED www intelicode com Address i Office Monday to Friday Hours 9am to 5pm Eastern Standard Time Contact Sales Contact us for information about the latest products and services Telephone 800 786 423 FAX 260 837 9090 E www intelicode com Address Email sales intelicode com 156 Contact Technical Support Your subscription includes unlimited technical support You may contact us via telephone email or web Please have the following information available to help us to better serve your needs l Determine your operating system version It will typically be either Windows XP Windows Vista or Windows 7 2 Find the version of Intelicode by clicking on the Help menu at the top of the screen Then click on the About Intelicode option Having these pieces of information available will help
57. anywhere on the patient s row in the table To change the data click on the text box corresponding to the field that needs to be changed then change the text as needed To edit the D O B simply click on the text box and type it in in the MM DD YYYY format Or you can also edit it by clicking on the drop down arrow on the right side of the text box just beneath the D O B heading Select the date from the calendar display Save your changes by clicking on the Save button 99 5 Print Report See the Management Reports help page for instructions on how to print a report 6 Search a Choose the field that you would like to search on by clicking on the preferred field name just above the long text box next to the Search heading b Next click on that long text box and begin typing your search Intelicode begins selecting records as you type 7 Send to Another Office a Select the patient record s that you want to be sent copied to the Patient table in another office s b Click the Send to Another Office button The Pick Office s pop up window will appear C Select the office s that you would like to send this record s to d Click OK to send the record s The patients remain in this office and are now copied to the Patient table in the other office s selected e If there is a Patient ID from the current office that is the same as a Patient ID from one of the selected office s you will be asked if yo
58. ard MDM for example Intelicode will not give you a code Wrong Category In situations where the Provider billed the wrong category i e a 99243 rather than a 99203 Intelicode will calculate a WC rather than a Variance The totals in Visit Summaries will reflect the Total Wrong Category in addition to the Overbilled and Underbilled visits 153 7 2 20 Revised Date 6 17 2010 Date 6 17 2010 mom 154 Shortcuts Shortcuts This page includes some tips and shortcuts that you might want to familiarize yourself with Hopefully these will help you to more quickly and efficiently accomplish your work Please do not hesitate to contact us at 800 786 4231 and we will be happy to do a walk through to show you helpful tips I Quickly calculate a level of service a If you simply want to calculate a level of service you only need to enter Patient ID Patient Status Gender and Service Type b When you get to the End screen you simply click Finish then click Clear Visit Do not Save 2 Keeping your offices updated a Each time you enter a new Note Macro Provider or any other item that is found in the Management menu simply select the new item or items b Click the Send to Another Office button choose the office s that you wish to update c Click OK 3 AQuicker way of getting into Intelicode a Intelicode keeps track of the last user that was the program So when you open Intelicode
59. are of moderate 10 high severty and or coordinator of care wth other providers a camalsard wth Barat ofthe or aab iien minutes facetoface with the patent and or tasty 152 EZHelp As you move your mouse over various elements within the Intelicode program you will notice that the text in the light blue window offers useful tips and helpful reminders We call this EZHelp Hoso4a roabent Services 99221 33239 These codes are used 10 report eviluabon and management sennces provided 10 mpaberts Hosptali noabent senacer noude Ios provided 10 in a partial hospital setting These codes are io be used to report these partial hosptalizaton services See also psychiatry notes in the full text of CP Running Tally Intelicode keeps a running tally You will notice the code changing as your History Exam and Decision levels change NOTE Depending on the CPT code the key components required and the documentation you may not see a code even after completing the audit EXAMPLE A Hospital Inpatient Services Initial Hospital Care codes 99221 99223 require documentation in each of the three key components History Exam and Medical Decision Making A 99221 requires a Detailed and Comprehensive History a Detailed or Comprehensive Examination and a Straightforward or Low Complexity MDM If you only document a Detailed History an Expanded Exam and a Straightforw
60. ase character in his her password check Mixed Case v require the user to have at least one letter and at least one number in his her password check Alphanumeric vi require the user to have at least one special character ie in his her password check Special Characters 6 ManageUsers a Create New User 20 File Manage Offices Manage Permissions Manage Users User Permissions User Groups Manage Permissions Read Only Administrator 7 User Custom Change Every 30 Days Permissions Password Requirements Delete Patients F Delete Residents Create Edit Visits Delete Visits Create Edit Patients Mixed Case Create Edit Attending Providers Iz Special Characters F Delete Attending Providers Create Edit Residents Create Edit Fee Schedules Delete Fee Schedules Alphanumeric Select Save Select None To create a new user click on the New User button The information is now blank Fill in the appropriate information To delete existing users s select the user s from the Users list that you wish to delete Click on the Delete User s button Confirm if you indeed wish to delete the user s To alter a user s settings select the user from the Users list whose settings you wish to alter Make the necessary changes to the inform
61. ation To set or change the user s password check the Change Password checkbox To set a user s permission settings select the user from the Users list then check the box under the User Type heading that represents the permission level you would like this user to have 21 vi To designate which office s will be available to a particular user select the user from the Users list then check the appropriate offices under the User Offices heading vii You may save your changes at any time the process by clicking the Save button viii To save your changes and exit the Administrator Panel in one click click the Save and Exit button y Intelicode Ad Ac mi File Manage Offices Manage Permissions Manage Users Manage Users Users User Type E Read Only Auditor B Administrator User Custom Sample Office New User Delete User s User ID 100 First Name Change Password Need Additional Help s Troubleshooting In the near future there will be a Troubleshooting page that will help you to answer the most common questions and solve the most common problems s Technical Support Call technical support at 1 800 786 4231 Our business hours are from 9am 5pm EST Monday Friday 23 Walk Through Step One This topic will show you a walk through of INTELICODE 1 as we go through an audit step by step On
62. b key to tab over to the New or Current Drugs column and type the appropriate number 4 Repeat steps one through three for as many rows are applicable As you were entering information into the table Intelicode was calculating totals for each column on the left side of the screen 6 remove a row click on the part of the row that is just to the left of the Problem column Inteicode Enterpnse Local Sample Office S File Management Visits UseriConnecton Office CMSGuidelines Tools Help Number of Diagnosis Management Options Data Reviewed or Ordered Risk None 0 Trailblazer Number of Diagnosis 0 Number of new or established problem for which the diagnosis and or trealmert plan is evident with or without diagnostic confirmation a g men 2 8 zr one ODD PEA Pee Mcrosoh Sere Sen Revised 1 10 2012 Ax Date 1 10 2012 For new or established peoblem for whech the diagnosis and or ment plan is ol plausible dilferertial diagnoses requiring comorbidities vesper eraai ra ponen t qe aree bier preni deoa oce eee eerta n thagnostic evaluation or vds secet pooni includes same Ram ere depart in therapy specified therapy described e record documents ree yo uorsg Loe Ge it Dose changes for omeni medications are not required however Freier pe reflect conscious decision making to make no dose changes in order to court for coding purposes 49 Management Op
63. ce you have opened your Intelicode program and logged in as a user you will see a blank Patient screen Please note that the field names followed by an asterisk are required fields Patient Screen To begin an audit in the Patient ID field you must enter a number by which you can identify the patient i e medical record number account number etc The Patient ID we have entered for our audit see below is 167 The First Name and Last Name fields can then be completed with the patient s name Completion of the First Name and Last Name fields is not required to complete an audit Any names entered in these fields will appear on reports exactly as they are entered here The patient First Name and Last Name we have entered for our audit is Betty and Bebee The D O B Date of Birth field is only required for those services that are age driven such as Preventive Medicine Services If a date of birth is entered enter it in the MM DD YYYY format You may also enter the date of birth by clicking on the drop down arrow and selecting the date from the calendar display The patient D O B we have entered for our audit see below is 07 27 1952 Choose the Patient Status to indicate if the patient is new or established The Patient Status we entered for our audit see below is Established Choose the patient s Gender The patient Gender we entered for our audit see below is Female Select the Attending Provider physician p
64. chedule The Fee Schedule screen will appear where you can add a new fee schedule See the Fee Schedule Maintenance Help page for assistance with adding a fee schedule RVU Place of Service 38 The RVU Place of Service field shows whether or not the service was provided at a Facility or Non Facility Non Facility is the default selection If you wish to change it simply do so by clicking on the text for Non Facility or Facility as appropriate 13 Service Type a Select the appropriate Service Type for the encounter being audited based on the documentation Once the service type is selected the box just below the service types will be populated with any corresponding Subcategory types i e for an Office or Other Outpatient the potential sub categories would be Initial Visit or Follow Up After selecting the appropriate Service Type select the appropriate Sub Category below if applicable The sub category will be a determining factor of the overall code 14 Teaching Physician a This field will be accessible only in Intelicode P A T H to indicate whether a service is a teaching visit or not If the service being audited is a teaching visit click the text or the check box for the Teaching Physician field to add the Teaching Physician tab to the section just below and activate the Teaching Guidelines The Teaching Physician tab displays a field for the Resident s name followed by a series of questi
65. cking on a field and matching it up to the number of the order in which it appears in your data The order begins with 0 Your imported data will appear in the table 9 Export to File a b If you d like to export your Modifier table to a Comma Separated Values csv file click the Export To File button Browse to the location in which you would like to save your exported CSV file 124 c ina file name for this file in the text box to the right of the File Name heading toward the bottom of the window d Click Save to save the CSV file 10 When you are finished with the Modifiers screen click on a different maintenance table from the menu on the left side of the screen or click Close to close the Management screen Decision for surgery Payor l that al of the excepbon requrements are met present lor key pat of service amp immediately avalble for remainder of viet Muitple procedures Penal Physician of Record EI TIT 4 Mandated services Specialties Add a Specialty a Click on the text box just below the Specialty Code heading b Type in the Specialty Code c Press the Tab key or click on the text box just below the Specialty Code heading d in the Specialty Name 125 2 e Save the new Specialty by clicking on the Save button Select Records a select one Specialty record click anywhere on the row in th
66. column To select a desired Systems Body Area click on the check box beside the System Body Area name itself The individual exam elements for the selected System Body Area will be displayed on the right side of the screen b select individual elements click on the element itself The text will become bold and maroon in color c Intelicode is keeping track of the selected elements and will update the Exam Level If a level is applicable it is shown in yellow at the top of the the screen Visits User Connecson Office CMS Guidelines Tools Help Constitutional Measurement of any three vital signs Carstovascutar Exam 97 Ear Mose and Threat Exam 7 Eye Exam 37 Genitouresary Exam 87 Hematologic Lymphatic tmmunoiog io Exam 97 Moscutceheletal Exam 87 Neurological Exam 87 Psychiatric Exam 87 Respiratory Exam GT Skin Exam 87 Body Areas Organ Systema 96 Genera Body Areas 95 General Organ Systems 95 v 8 Ears Nose Mouth and Throat Neck Reepratory Cardiovascular Chest Breast Gastroirtesbnal Abdomen Gantourrary F Lymphatic Mascuicekelet si Head and Neck Spine Ribs and Pelvs Right Upper Extremty Left Upper Extremity F ght Lower Extremity Let Lower Extremty Peycwainc Constitutional General appearance of patient Feepestory Aaseesnert of resoratory eon Riespest
67. d Report Format by clicking on the name located in the white box below the Saved Report Formats heading in the lower left portion of the screen Otherwise click on Provider Accuracy Report under Standard Reports in the upper left portion of the screen The Provider Accuracy Report is static The only Report Options you can change are the Office Name Address and Phone Number information that appears in the report heading See the Report Options help page for more information on how to format your report When you have the desired format Select a Print Option and click Print 92 Sample Office Provider Accuracy Report 260 555 1212 123 Anywhere Lane 260 555 1215 MidwestJN 46723 Visit Date Range 12 28 2006 to 12 28 2011 PatiD Visit Dt Reviewer oc Prowder Var 578 8 30 2008 32121 2 8 10 2008 iil iu 21 13 2008 5 24 2008 2 19 1008 8 11 2008 11 18 2007 8 1 2005 8 14 2008 1118 2011 11 10 2007 Tatsi Visits u Carrington MD Lotta 257 3 23 2007 11 22 2007 10 20 2007 3 17 2007 1 13 2007 1 18 2008 11 2007 INTELICODES upwigiunciwind by ATL TOt nae gi 222 9 452 ved 93 Custom Provider Accuracy Report Choose Visit Summaries from the Visits menu at the top of the screen Choose the criteria you wish to report by i e Status Service Category Service Sub Category Provider etc Select as many as you deem necessary to achieve t
68. ders remain in this office and are now copied to the Provider table in the other office s selected If there is a Provider ID from the selected office s that is the same as a Provider ID in the data that you are sending you will be asked if you want to overwrite i The All option will tell Intelicode to overwrite any and all Provider records from this point forward in this process in the selected office s that have a Provider ID that matches a Provider ID in the provider data that you are sending ii None option will tell Intelicode to not overwrite any Provider records for this particular copy from this point forward in this process iii The Yes option will tell Intelicode to overwrite this one particular Provider record and only this record iv The No option will tell Intelicode to not overwrite this one particular Provider record and only this record v The Cancel option will stop the entire Send process 8 Copy From Another Office a b Click the Copy From Another Office button Select the office s from which you wish to copy all of its Provider records Click OK The Provider records from the office s you selected are now a part of your current office s Provider table If there is a Provider ID from the selected office s that is the same as a Provider ID from your current Provider table you will be asked if you want to overwrite i The All option will tell Intelicode to overwrite any and
69. dit Intelicode does so much more in the way of reporting See the Report Options or Management Reports help pages for details on how to get the most out of Intelicode s reporting capabilities 36 Navigation Patient Screen This page describes the various elements of the Patient Screen 7 Patient ID This field is required to generate an audit The Patient ID can be the patient s medical record number or any other unique number by which the auditor could identify the encounter being audited First Last Name Patient names are optional fields and are not required to generate an audit D O B a This field is only required to generate an audit if the services are those that are dependent upon the age of the patient e g preventive services b You can select the Date of Birth from a calendar by clicking on the arrow on the right side of the text box or you can type it in Patient Status a This is the status of the patient during the encounter being audited b Intelicode will load all patients as new patients the first time they are entered into the software and will subsequently default existing patients those already loaded into the software as established patients for any additional encounters audited c This should be changed if necessary for the encounter being audited Patient Gender The gender of the patient can be selected by clicking on the circle next to the gender heading or by clicking on th
70. dths even after you have exited the software and returned 150 Date Range By j Sa 008 12 28 2006 J 12 29 2011 g 1210 2007 01 02 2008 09 28 2007 01 12 2007 08 30 2008 08 30 2008 08 30 2008 08 30 2008 08 28 2008 08 25 2008 09 01 2007 03 03 2008 08 24 2008 08 24 2008 08 28 2008 08 28 2008 08 21 2008 08 21 2008 11 15 2007 12 10 2007 10 02 2008 10 02 2008 11 06 2007 08 10 2008 11 17 2007 11 17 2007 08 01 2008 08 01 2008 08 25 2007 03 03 2008 12 10 2007 01 02 2008 02 22 2008 02 22 2008 08 12 2007 10 19 2007 11 24 2007 12 10 2007 08 14 2008 08 14 2008 12 06 2007 01 02 2008 na 24 00c0 amp moana 721852 1 1952 2725 1921 2 25 1921 2725 1321 2725 1921 225 11 2 25 1821 2 25 1921 2 25 31 12 834 1 2 1924 Office or Other Outpatert 7277934 Corsutaliona 31 21 1957 Office or Other Outpatiert 2 15 1943 Problem With Documentation 7 18 1943 Hospital Inpatient Services 6 30 1959 Office or Other Outpatient 6 30 1989 Office or Other Outpatient amp 30 1959 Office or Other Outpatient ears 6 30 1959 Office or Other Outpatient 94 9 1979 I tine nef thee Status Var Billed EAM ae ar ae ea a Under Over Coded Gted Wrong Category Procedure Accuracy Diagnosis Accuracy 27 t 12 25 3 14 29 9 191 15 40 72 65 Financel Enor Under Sied Over Billed Non Complart Prevertatve Vists ave shown n red 363 x
71. e 6 17 2010 Codes 33354 93357 are n t facetotace patert contact that ie the usual service in either he or outpatient setting Thie Sa services including evaluation and managemert services at any level Appropnate codes be selected for supples provided or obere ees rente Management Option s Screen The Management Option s screen of the three Risk screens is used to indicate the level of risk associated with the management options documented for the encounter being audited l To select the desired level of Managment Options Risk click the element on the right side of the screen The selected risk element will be shown in a bold maroon text 2 The elements are categorized by level The highest corresponding Risk Level e g minimal low moderate high will appear in the upper right part of the screen 54 3 Tounselect any element simply click that element again It will turn back to a black text 4 To adda risk element right click in the area where the risk elements are listed and click Add Risk Item This will take you to the Risk Elements screen where you can add a risk element Gargles Elastic Bandages Superhicial Dressings 000 Over the Counter Drugs Physical Therapy IV Fluids without Additwes Minor Surgery with No Identified Risk Factors Occupational Therapy Over the Counter Drugs Physical Therapy IV Fluids without Additives Minor Surgery with No Identified Risk Factors
72. e You would need to remove a column or more from the report to make more room f Theorder in which the columns will appear on the report is shown in blue text just below the Available Columns To change the order of the columns see the instructions above 4 g To adda column to the report click on its text It will now have a bold maroon font h remove column from the report click on a column name that has a bold maroon font It will be removed from the report Its text changes to a normal black font 9 Column Gauge a Notice the long bar just below the Available Columns going across much of the page This is the Column Gauge 77 The green bar represents how much page space is taken up by the current columns in the report The current active columns are shown in order just above the gauge As you add or remove columns the bar lengthens or shortens accordingly letting you know how much more width is available on the report 10 Miscellaneous Options a b Each report has a different set of miscellaneous options available for output The miscellaneous options for a particular report are shown with check boxes toward the top of the screen To add or remove a particular item from your report check the box by clicking on it or on the text itself Diagnosis Procedure Modifiers i The Diagnosis Procedure and Modifiers options are available only for the Audit Summary and the Custom Prov
73. e Abs and Paiva Right Upper Extremty Left Upper Extremity Foght Lower Extremty Left Lower Extremty Neuruloge Peyowainc szu a 4 15 ers Constitutional Measurement of any three vital signs Constitutional General appearance of patient Reepestory Agsecamert of resoratory eton Fieepiestony Percueson of chest Fiespestory Paiptston of chest Respiratory Auscultation ol lungs Cardiovascular Paipation of haat Cardiovascular Auscultation of heart with notation of abnormal sou Cardovescuiar Exeenistion of carotid artenes Carchovascular Emanation of sbdommns sota Cardiovascular Examination of femoral atenes Cardiovascular Examination of pedal pulses Cardiovascular xaesination of extremities for edema and or varicotiier Stan inspection of skin and subcutaneous tissue Slan Palpation of skin and subcutaneous tissue Mereeaht Sans Seat 12 28 2011 Audit Date 12 28 2011 Legb ty I Some portions or thes entre note includes documentabon where legibty is at leat questonable or extremely poor Legbity General Penicples of Medical Record Documentation include The medical record should be complete and legible A good detintion of agibity s that t must be legible to someone outside the practice orfacity Dictaton should be considered to mprsve legb ty and reduce potential class issues and nisk to the orsctioe or facility for any orsider with poor penmanship Decision Screen
74. e Send to Another Office button The Pick Office s pop up window will appear Select the office s that you would like to send this Fee Schedule to Click OK to send the record s The Fee Schedule remains in this office and is now also copied to the Fee Schedule list in the other office s selected If there is a Fee Schedule Name from the selected office s that is the same as a Fee Schedule Name from the data you are sending you will be asked if you want to overwrite i The All option will tell Intelicode to overwrite any and all fee schedules from this point forward in this process in the selected office s that have a Fee Schedule Name that matches a Fee Schedule Name in the data you are sending The None option will tell Intelicode to not overwrite any fee schedules for this particular copy from this point forward in this process iii The Yes option will tell Intelicode to overwrite this one particular fee schedule and only this fee schedule iv The No option will tell Intelicode to not overwrite this one particular fee schedule and only this fee schedule v The Cancel option will stop the entire Send process 9 From Another Office a b C Click the Copy From Another Office button Select the office s from which you wish to copy all of its Fee Schedules Click OK The Fee Schedules from the office s you selected are now a part of your current office s Fee Schedule list The Fee Schedules
75. e appropriate text itself Attending Provider a This is the provider who rendered service for the encounter being audited b Attending Providers can be added all at one time on the Attending Providers screen or they can be added as needed by clicking on the drop down arrow for the Attending Provider field c Next click on the Add Attending Provider option The Attending Providers screen will appear d You may also access the Attending Providers screen by clicking on the Management menu at the very top of your screen and then selecting Attending Provider Visit Date a Enter the date of service for the encounter being audited b This can be done by clicking on the Month Day or Year with your mouse cursor and changing the value You can also click the drop down arrow to the right of the date which will display a calendar 10 2 d See the Miscellaneous Help page for help on the use of the calendar Requesting Provider a This is the provider who sent the patient to the attending provider the requester of service for the encounter being audited b Requesting Providers can be added all at one time on the Requesting Providers screen or they can be added as needed by clicking on the text box for the Requesting Provider field c Next click on the Add Requesting Provider option The Requesting Providers screen will appear d You may also access the Requesting Providers screen by clicking on the M
76. e drop down box just below the Type of Risk heading Click on the Type of Risk in the list Save the new Risk Element by clicking on the Save button Select Records To select one Risk Element record click anywhere on the row in the table To select multiple records that are contiguous within the current table display click on the first record then hold down the Shift key and select the last record in the range To select multiple records that are not contiguous within the current table display click on the first record then hold down the Ctrl key while selecting the other records that you want selected Delete Risk Elements a b Select the Risk Element record s you wish to delete Click the Delete button Edit a Risk Element a b C d Select the Risk Element record you wish to edit by clicking anywhere on the Risk Element s row in the table To change the data click on the text box corresponding to the field that needs to be changed then change the text as appropriate To change the Level Of Risk or Type Of Risk click on the corresponding drop down box and select a different option Save your changes by clicking on the Save button Print a Report See the Management Reports help page for instructions on how to print a report Send to Another Office a Select the Risk Element record s that you want to be sent copied to the Risk Element table in another office s Click the
77. e it in b Next indicate the No of Chronic Diseases Status Documented by clicking on the white box just to the left of this heading c Then indicate the appropriate HPI items i e Location Quality Severity etc by clicking the box or the text itself 3 Review of Systems ROS a Check any ROS item that applies by clicking on the box or the text itself 4 Past Family and Social History PFSH a Check any PAST item that applies by clicking on the box or the text itself b Check any FAMILY item that applies by clicking on the box or the text itself c Check any SOCIAL item that applies by clicking on the box or the text itself 44 5 Notes can also be added from the screen See the white text box at the bottom of the page For help regarding the Note Macros See the Note Macro Maintenance help page File Management Visis User Connecton Office CMS Guidelines Tools Help History Of Present tliness HP Extended Past Family And Social History PFSH PAST Current Medications Operations and Hospitalizations Pror Winesses Injuries Alergres Dietary Status Age Appropriate immunizations FAMILY Health Status or Cause of Death of Parents Siblings and Children Diseases Fielated To Chief Complaint HPL oc ROS Hereditary or High Risk Diseases SOCIAL Living Arrangements Use of Drugs Alcohol or Tobacco Marta Status Extent of Education Senmi History Current Employment Occupational History
78. e table b select multiple records that are contiguous within the current table display click on the first record then hold down the Shift key and select the last record in the range select multiple records that are not contiguous within the current table display click on the first record then hold down the Ctrl key while selecting the other records that you want selected Delete Specialties a Select the Specialties record s you wish to delete b Click the Delete button Edit a Specialty a Select the Specialty record you wish to edit by clicking anywhere on the Specialty s row in the table b change the data click on the text box corresponding to the field that needs to be changed then change the text as appropriate c Save your changes by clicking on the Save button Print a Report See the Management Reports help page for instructions on how to print a report Search Next click on that long text box and begin typing your search Intelicode begins selecting records as you type Send to Another Office a Select the Specialty record s that you want to be sent copied to the Specialty table in another office s b Click the Send to Another Office button The Pick Office s pop up window will appear C Select the office s that you would like to send this record s to d Click OK to send the record s The Specialties remain in this office and are now copied to the Specialty table in t
79. ed Report Formats heading in the lower left portion of the screen Otherwise click on Provider Net Fee Totals under Standard Reports in the upper left portion of the screen If you want a graph on your report check the box near the top of the screen for the With Graph option by clicking on the box or on the text itself Change the Office Name Address and Phone Number information if needed See the Report Options help page for more information on how to format your report When you have the desired format Select a Print Option and click Print 88 Sample Office Provider Net Totals 260 555 1212 123 Anywhere Lane 200 555 1213 Midwest iN 46723 All Providers Visit Date Range 12 28 2006 to 12 28 2011 Service Subcategory Provider 7 Von gita pad sec Services opes Core s2 200 amp 22208 uapa Servicer kitisi Care wa 8 20 8 252008 Oft Ote Over bert 5200 8r amp 242008 Hees Ohe 213 5200 es ee Office cr Dhe D utgatnt mii 20 Waya Office or Other mai E 200 2 Officer Other Outpatient wos vui 1 32008 Courter Gawi 8 1 2008 Of tr Ote ii 5200 vasa P 814200 SOD ss wolyaet 12 28 2051 Office cr Dhe Ditpanert inimi V me 2212 n aws Omas BAADI Procede Oriy micas 23 20 565 00 Carrington Lotta donee Betty 8292007 Corm eet Of
80. ed in the grid will be only those encounters with a visit date service date between those two dates vii Of course the same applies to Audit Date When the Audit Date button is selected the date range displayed in the date field will control the encounters displayed by their actual date of audit b Status i This represents whether the patient is a New patient or an Established patient 64 The Status filter is located just below the Visit Date Audit Date filters on the left side of the screen To filter by Status click on the drop down box and then click on the appropriate Status Var i This filter will allow you to display only those visits that have a certain Variance between the provider code and the auditor code ii The Var filter is located just below the Visit Date Audit Date filters on the left side of the screen iii To filter by Variance click on the drop down box and then click on the appropriate Variance Billed E amp M i This filter will allow you to display only those visits that have a certain Billed E amp M code ii The Billed E amp M filter is located just below the Visit Date Audit Date filters on the left side of the screen iii To filter by Billed Provider E amp M code click on the drop down box and then click on the appropriate code Provider i This filter will allow you to display only those visits that have a certain Provider ii Provider filter is located just belo
81. edule click on the drop down box just below the Default Fee Schedule heading f Click on the Fee Schedule in the list g Save the new Payor by clicking on the Save button 2 Select Records a select one Payor record click anywhere on the row in the table 132 6 7 b select multiple records that are contiguous within the current table display click on the first record then hold down the Shift key and select the last record in the range c select multiple records that not contiguous within the current table display click on the first record then hold down the Ctrl key while selecting the other records that you want selected Delete Payors a Select the Payor record s you wish to delete b Click the Delete button Edit a Payor a Select the Payor record you wish to edit by clicking anywhere on the Payor s row in the table b change the data click on the text box corresponding to the field that needs to be changed then change the text as appropriate c change the Default Fee Schedule click on the corresponding drop down box and select a different option d Save your changes by clicking on the Save button Print a Report See the Management Reports help page for instructions on how to print a report Send to Another Office a Select the Payor record s that you want to be sent copied to the Payor table in another office s b Click the Send to Another Office b
82. ee the Administration help page Click Rename Office The Office Management screen will come up Edit the Office Name and any other necessary information that needs to be changed and click OK The Office Management screen disappears To begin use office click the office name on the Offices and Departments screen and click OK 137 RVU Place of Service Non Facility Facility Remove Office To remove an office 138 After logging the next screen to come up is the Offices and Departments screen You can also access this screen by clicking on the Office menu at the top of the screen and then clicking on Create Change Offices Departments T Offices Offices and Depariments Sample Office Remove Office Browse for Office 2 Click Remove Office The office is removed from the Offices and Departments screen The office file is not deleted from your system Browse for Office To browse for an office After logging in the next screen to come up is the Offices and Departments screen You can also access this screen by clicking on the Office menu at the top of the screen and then clicking on Create Change Offices Departments Click Browse for Office The Pick Office window will appear showing any available offices If the office you are looking for is not showing your Administrator may need to add it To select the office that
83. een and then select Retrieve Saved Reports 2 Open pop up window will appear Select the file name containing your saved report s and click the Open button or double click the file name 60 10 20 2011 a alles BH mm n See Revised Date 12 28 2011 Audit Date ere bee rea pamm re erar a y codem eed an established pabert which requies at laast two of these three key components a problem focused history problem focused sragttionwad medical decison making Counseling and or Venir seipso Age ehe are provided consistent with the nature of the problem s and the patient s and or needs Usually the presenting problen s are sa or mnor Physicians typically spend 10 minutes facetoface with the patent and or 3 m p Network 192168288 webroot imeiode Sample Ifo M t0 Organze New folder E n Music 7 Name My Pict d My Pictures Audit Summary by Provider pdf B My Videos Audit Summary No S pdf 27 2011 10 PM Adobe bat E Audit Summary TP No muon i Adobe Acrobat D de Tracing Audit Summary TP with Dx and Proc 15 2011 1021 AM Adobe Acrobat A Audit Summary TP with Dx and Proc No A a Audit Summary TP with Dx and Proc wit C Audit Summary TP with Dx and Proc wit Audit Summary TP with Dx and Proc pdf Audit Summary TP with Pt No pdf Audit Summary TP with Pt pdl Audit
84. ename You can also change the address and other information ii Click the Rename Office button on the Manage Offices tab The Office Management screen appears with the current information filled in iii Change the Office Name or any of the other fields iv Click OK when finished d Delete Office i Select from the list the office that you wish to delete ii Click the Delete Office button on the Manage Offices tab A Deleting Office alert appears iii Click Yes if you indeed wish to delete the office 5 Manage Permissions a User Permissions i create a custom level of permissions click on Custom and check the appropriate permission settings b Password Settings i To set the number of minimum characters for a user s password click on the dropdown box just under the Minimum Characters heading and select the desired number ii To set the number of maximum characters for a user s password click on the dropdown box just under the Maximum Characters heading and select the desired number 19 aT Intelicode Administrator Panel File Manage Offices Manage Permissions Manage Users ii require the user to change his her password after a set amount of time click on the dropdown box after it says Change Every and select the desired number of days iv require the user to have at least one uppercase character and at least one lowerc
85. er FAM be Office Name Phone Number Sample Office 260 555 1212 Provider EAM Ver Det Address Fax Number 123 Anywhere Lane 260 555 1215 Saved Report Formats City Sae in m 46723 m Summary Comments Select A Print Option Print Printer Send To Excel Send To FOF Save Report Layout Preview Send To Word Email Report PrimerBetinge Close customize a report choose a report from the Standard Reports list The Available Columns will show all of the available data columns from Visit Summaries The jdefoult report fields ore represended by the shaded items The bold moroon items are columns that ore selected You can pick and choese the items from the Available Columns to tailor the report for your needs You will notice the columns appear below along with amp progress bar which shows the available space left on the ireport When you run out of room the available columns will be areved out and will not be able to be selected until somethina else is unchecked Once vou mo Audit Summary l Choose Visit Summaries from the Visits menu at the top of the screen 2 Choose the criteria you wish to report by i e Status Service Category Service Sub Category Provider etc Select as many as you deem necessary to achieve the results you are looking for This will filter the information to suit your needs 3 Click the Reports button located in the lowe
86. er Office New Rename Delele From Another Office Print Report Import From Fite Download e Close Export To File a the box under the heading Choose the macro s you want to insert into the note field find the Macro Name of the Note Macro that you want to insert into your current visit b Double click on any macro name that you want to insert into the current visit c Or select the macro name by clicking on it then click the arrow that points to the right The name will appear in the box to the right and in your current visit d If you change your mind and you wish to remove Note Macro from the visit double click on the macro name in the box on the right side of the screen Or select the macro name in the box on the right side of the screen by clicking on it and then click the arrow button that points to the left It will be removed from the box and from the current visit EB Management 9 86 1 eds Note Macros Attending Pruveder Macro Name Save Send To Another Offic ad x Legisity Fi New EJ inteticode Enterprise wenig Senter Delete Copy From Another Otfice Resadert 7 lt Import From File Macro Type taue Recommendation Othe ES SS SSS Pending Audits General Prnicples of Medical Fiecort Documentation include The medical second should be complete and legible A good detintion of
87. erforming the visit for the encounter being audited If the attending provider is not listed select Add New Provider from the drop down list See Attending Providers for help The Attending Provider we entered for our audit see below is Miller John 9999 Enter the Visit Date the date of service by entering the date in MM DD YYYY format or by clicking on the drop down arrow and selecting the appropriate date from the calendar display Enter the Requesting Provider as necessary in relation to the services being provided If the requesting provider is not listed select Add New Requester to add the provider to the database See Requesting Providers for help We did not enter a Requesting Provider for our audit see below since the service type was Office or Other Outpatient Select the appropriate Service Type i e office visit consult etc for the encounter being audited Next select the appropriate service Sub Category i e initial visit office consultations initial hospital care etc The Service Type we entered for our audit see below is Office or Other Outpatient and the service sub category we entered was Initial Visit 24 Note if Service Type Consultations is selected the Consult Verification questions must be answered to continue with the audit 10 Select the Payor for the encounter being audited If the payor is not listed select Add Payor to add the payor to the database See the Payor Maintenance page
88. ert kita Viet Miler John RSSSS Auditor 2100 4 5 Se 825 Color Revised Date 12 28 2011 Date 12 28 2011 Legb ty m Some portions or this entre note rcludes documentabon where legib ty is at least queseonat e or extremely poor Genera Penicples of Medical Record Documentation include The medical record should be complete and legible A good detintion of s that t must be legible to someone outside the practice orfacity Dictaton should be considered to mprove legb ty and reduce potertai dsrs sses and nisk to the practice or facility for any orsvider wth poor penmanship a comprehensive ratory comprehanave complexty Counseling and or providers or ds ne patted commited athe oben d tea pulled enti mis ndr are of moderate to high severty Physician toicaly spend 40 minutes face tofece wah fre patient 5 Other Services a Provider Section 57 6 7 b i The Other Services tab allows you to choose for both Provider and Reviewer and unlimited number of Procedure Codes and an unlimited number of Diagnosis Codes for each Procedure Code ii Begin typing the first Procedure Code in the white box under the Provider Procedure Code I heading A list of procedure codes will pop up You can then select the appropriate code iii If appropriate select a modifier by clicking on the box underneath the Modifier heading just to t
89. ertsdi Durus AL Oarces errors Cai Cms process Seius or cenis am well as harg t e oroveem aiio prcttce open to potentius ie cows ee ions Aru wey ampie codes provides just cation tor services performed medica neressty andderremes es rrtrg cams and Diagross ICDS coding oadd bereviewed prior ta charge etry Oy TO enaure coding accuracy and compliance 5 n Facdty sercas honno Frin Core fpei Comnpretercive 971 Modest e LER i 2500 Proveter Proc 1 93535 Rewewer Proc 1 29305 Provides Du 1 Reviewer Dx 1 ane Provides Ou 2 Reviewer Dw 2 ALLE Docurented Lower Leve ji The documentation lower me of saree th wga Docurmenteci Lower Leve A morc to otim the level cf caret axitona documenta eon for Pac eem MOM INTELICODES tts HELLO 42 Egon tee wee Page lof 3 Issues and Recommendations Choose Visit Summaries from the Visits menu at the top of the screen 2 Choose the criteria you wish to report by i e Status Service Category Service Sub Category Provider etc Select as many as you deem necessary to achieve the results you are looking for This will filer the information to suit your needs 3 Click the Reports button located in the lower left portion of the screen The Report Options screen pops up 4 Ifthe format for
90. ervation Services Hospis Inpatient Seraces Conaultabone Emergency Department Serices amp Care Seraces Nursing Facility Seraces Darmeiliary Rest Home or Custodia Care Visit Date Darmciliary Rest HomeHome Care Plan Overs Home Services Prolonged Seraces Imce Ip fsce Pu viewer Prolonged Semices wio Face to Face Auditor 2100 Physician Standby Sensce Thursday December 29 2011 Revised Date 12 29 2011 Date 12 29 2011 145 Export Office l This tool is only available and applicable when using the SQL Server database type rather than Local Standard 2 To Export an office from SQL Server to a Standard database click on the Tools menu at the top of the screen Then click the Export Office menu item A Save As dialog will appear 4 Browse to the location where you would like to save the exported office 5 Change the file name if you wish but it is highly recommended that you retain the tsidb extension 6 Click Save The Export should be completed shortly File Management Visits User Connecson Office CMS Guidelines Tools Help ERE o c decision Ena fy See Pending Audits Visit Information C Audit Prep ID First Name Last Name Other Outpatient Hospital Observation Senices import Hospis Inpatient Seraces Patient Status Patient Gender Consultabone 4 Emergency Depar
91. ervice Category 02 22 2008 02 22 2008 U7 10 13 E E 09 17 2007 1071372007 es 12 10 2007 01 02 2008 Eat 878 08 30 2008 2008 Fat Note Macro has mx DENM 8545 12 10 2007 0 02 2008 Es i 6236 12 02 2007 01 02 2008 7896 10 20 2007 01 25 2008 New LA 10 01 2007 01 02 2008 onam ovora amp 14 08 12 2007 10 13 2007 ns antenna had nni 135 08 02 2007 10 19 2007 jw My Office E5432 08 25 2007 03 03 2008 02 21 2007 02 21 2008 x n4 2008 01 04 2008 PrintSetecied Legibsty 1 Some portions or this entre note inciudes documentation where legibility is st least questionable or extremely poor 5 Legib ty General Pnnicples of Medical Record Documentation include The medical record should be complete and legible A 144 Repair Office From time to time a database can get corrupted in one way or another 2 Often times this problem can be corrected with a simple process called Repair 3 This tool is only available and applicable when using the Local Standard database type rather than SQL Server 4 Repair an office click on the Tools menu at the top of the screen Then click the Repair Office menu item The repair should be completed shortly 6 Ifthe Repair does not seem to solve your problem you may call 1 800 786 4231 for technical assistance Service Type Ome or Other Outpabenit Hospital Obs
92. es Otherwise click No If you clicked Yes you will next have the opportunity to match up the fields in your file to the static Patient table fields Read the text in the light blue box at the bottom of the Import Fields window for further instructions Click OK when you are confident that the fields are matched up properly If you clicked No you will need to match the column name to the column in your data You can do this by right clicking on a field and matching it up to the number of the order in which it appears in your data The order begins with 0 Your imported data will appear in the table 9 Export to File a d If you d like to export your Risk Element table to a Comma Separated Values csv file click the Export To File button Browse to the location in which you would like to save your exported CSV file Type in a file name for this file in the text box to the right of the File Name heading toward the bottom of the window Click Save to save the CSV file 10 When you are finished with the Risk Elements screen click on a different maintenance table from the menu on the left side of the screen or click Close to close the Management screen 131 Payors l Adda Payor a Click on the text box just below the Payor ID heading b Type in the Payor ID c Press the Tab key or click on the text box just below the Payor heading d Type in the Payor e To choose the Default Fee Sch
93. es states The documentation for each patient encounter should include assessment clinical impression or diagnosis 1 Encourter s had the issues of Documented Higher Level I The documentation substantiates a higher level of service than charged Recommendations Diagnosis Variation R Diagnosis coding errors may cause claims processing delays or denials aswell as leaving the provider and or practiceopen to potential false claims allegations Accurately assigning diagnosis codes provides justification for services performed medical necessity and decreases resubmitting daims CPT and Diagnosis 9 coding should be reviewed prior to charge entry by qualified individuals to ensure coding accuracy and compliance Documented Lower Leve In order to obtain the level of service charged additional documentation is necessary for hx exam MDM INTELICODES Peet ger we lad by 0 Comer ght B 202 TE arma tame 83 Diagnosis and Procedures Choose Visit Summaries from the Visits menu at the top of the screen Choose the criteria you wish to report by i e Status Service Category Service Sub Category Provider etc Select as many as you deem necessary to achieve the results you are looking for This will filter the information to suit your needs Click the Reports button located in the lower left portion of the screen The Report Options screen pops up If the format for your Diagnosis and Proced
94. et Intelicode to look for the diagnosis description instead click on the drop down box just beneath the Enter Dx Codes by heading Select Description by clicking on it 71 4 set the preference for CPT codes follow the same instructions above only for the dropdown box just beneath the Enter CPT Codes by heading 5 set the Default MDM to be used click on the drop down box just beneath the Default MDM heading Select either Marshfield or Trailblazer 6 To set the criteria by which the RVUs will be calculated click on Work Malpractice Practice Expense PE or Total from the RVU s section 7 To set the Conversion Factor Multiplier for the Fees either type in the percentage in the box just to the left of the Conversion Factor Multiplier heading in the Fees section or click on the arrows to move the percentage up or down by increments of one Practice Expense PE Enter CPT Codes Code Default MDM 100 Conversion Factor Multiplier Marshfield 72 Reports and Printing Encounter Detail Report The Encounter Detail Report can be printed at the end of the audit from the Finish screen or later from Visit Summaries To print from Visit Summaries follow these simple steps I Choose Visit Summaries from the Visits menu at the top of the screen 2 Choose the criteria you wish to report by i e Status Service Category Service Sub Category Provider etc Select as many as you deem necessary to
95. ext box and entering the documented Counseling time If the Counseling time is 50 or more of the total Face to Face time Intelicode will automatically adjust to reflect the appropriate code in the selected service category in relation to the times entered If you wish to remove Face to Face or Counseling times simply double click on the corresponding text box to select the text and press the Delete key Intelicode calculates the Reviewer E amp M based on what has been seleted in each of the screens History Exam Decision Select the Provider E amp M from the list of E amp M codes in the middle of the screen at the top A Variance is calculated based on the code difference When the Reviewer E amp M and the Provider E amp M are from different Service Categories i e Office Outpatient vs Consultation the Variance will show as WC or Wrong Category You are allowed to select a different variance from the drop down list if you wish Fee differences will also be calculated for E amp M Other Services and Total based on the information in the Fee Schedule that you have selected RVU numbers are also calculated for each of the above three categories based on the information in the Fee Schedule that you have selected Provider E amp M The code used by the provider for billing the encounter being audited Reviewer E amp M The audited reviewed code the code produced by the information entered by the reviewer wil
96. fce Constare 33 ME i 5408 1 Fremen Fred 1 24 2007 Office oc Other Ovrga tart 39214 9215 i 53000 Lasd tery 10 20 200 unite Savea bisi sapit s my ass utanar Omne 912372007 Singer Lise IND Office or Dither Dstgsent 911 vu e 5030 se Sulle Marin Nursing Facity barva ss Moning Facity Care xs 15 ease Ond w Constarees 99241 1 33520 sitam INTELICODES taong ousou Jesum peet EDR iagt 8 L s gem ram Page 1074 Billed Code Totals Choose Visit Summaries from the Visits menu at the top of the screen 2 Choose the criteria you wish to report by i e Status Service Category Service Sub Category Provider etc Select as many as you deem necessary to achieve the results you are looking for This will filter the information to suit your needs 3 Click the Reports button located in the lower left portion of the screen The Report Options screen pops up 4 Ifthe format for your Billed Code Totals report was saved as a Report Format select the name of the desired Saved Report Format by clicking on the name located in the white box below the Saved Report Formats heading in the lower left portion of the screen 5 Otherwise click on Billed Code Totals under Standard Reports in the upper left portion of the screen 89 If you want a graph on your report check the box near the top of the screen for the With Graph o
97. for certain reports you can even choose which columns you want in the report l Choose Visit Summaries from the Visits menu at the top of the screen 2 Choose the criteria you wish to report by i e Status Service Category Service Sub Category Provider etc Select as many as you deem necessary to achieve the results you are looking for This will filter the information to suit your needs In our example below we chose Dr Carrington from the Provider list 6 30 1959 Office or Other Outpabert B 14 1545 Office or Other Outpabent 7727 1952 Commutation 3 43 2 2 2 29 5 0 ox 1 0 5 11 82 x Total Bed Financial Emor s Under Slad Non Complant T Peecerturvs Vints me shown n red 590 00 2288 75 00 D t Sok Vets shiner n boe coded preventive madone services 3 Ifyou are going to print an Audit Summary or a Custom Provider Accuracy Report choose what columns you want available for the report by right clicking anywhere on the grid and clicking Select Grid Columns For the other reports the columns are fixed and cannot be changed 4 For the Audit Summary and the Custom Provider Accuracy Report you can determine the order in which the columns will appear on the report To change the position of a column click on its heading and drag it to the location that you desire Repeat this procedure with other columns until you have the column order you are looking for 5 Choose which office s you want
98. for help ll Select the Fee Schedule for the encounter being audited If the fee schedule is not listed select Add Fee Schedule to add the fee schedule to the database See the Fee Schedule Maintenance page for help 12 Choose whether the RVU Place of Service was Non Facility or a Facility by clicking on the appropriate selection File Management Visis User Connecson Office CMS Guidelines Tools Help Hospital Observation Services Hospital Inpatient Senaces Conaullabore Emergency Department Sernices Care Seraces Nursing Facility Seraces Domiciliary Rest Home or Custodial Care Attending Provider Dormeiliary Rest HomeHome Care Plan Overs Home Services Miller John 29209 Thumday October 20 20 Prolonged Seraces fsce to fece Reviewer Prolonged Serv Face to face Auditor 100 Physician Standby 5 Folow Lip To 1 Is this a Medicare patient or payer that follows Medicare rules 2 15 the nonphysician practitioner billing the service in the physician s and number 5 The services are rendered in the office setting 4 The services rendered ere for an established patient NotwMacme 27 7 as Ed mm 4 Tae Sort Sane Sent Revised Date 12 28 2011 Audit Date 12 28 2011 Step Two History Screen l Begin the History screen by indicating the presence of a Chief Complaint by checking the box next to the Chief Complaint Doc
99. hat 4 must be legible to someone outside the ctos orfacity Dictation should be conmdemd to mprove legb ty end reduce potentisi cams and tsk to the practice orfsciity for any provider wth poor 4 Create a New Note Macro a Click the New button toward the top of the screen b Click on the text box just below the Macro Name heading 118 Designate the Macro by clicking on the circle next to the text Issue Recommendation or Other or by clicking on the text itself Click on the text box just below the Macro Contents heading Type in the Macro Contents If you wish to have a Macro Point Value associated with this Macro click on the text box just to the right of the Macro Point Value heading Type in the point value Save the new Note Macro by clicking on the Save button 5 Delete Note Macros a b Select the Note Macro you wish to delete by clicking on the Macro Name in the box in the lower left portion of the screen Click the Delete button Your Note Macro will be deleted 6 Edit a Note Macro a d Select the Note Macro you wish to edit by clicking on the Macro Name in the box in the lower left portion of the screen To change the data click on the text box corresponding to the field that needs to be changed then change the text as appropriate If you wish to change the Macro Type click on the circle next to the text Is
100. he results you are looking for This will filter the information to suit your needs Click the Reports button located in the lower left portion of the screen The Report Options screen pops up If the format for your Custom Provider Accuracy Report was saved as a Report Format select the name of the desired Saved Report Format by clicking on the name located in the white box below the Saved Report Formats heading in the lower left portion of the screen Otherwise click on Custom Provider Accuracy Report under Standard Reports in the upper left portion of the screen Choose the options you would like for your Custom Provider Accuracy Report See the Report Options help page for more information on how to format your report When you have the desired format Select a Print Option and click Print 94 Sample Office Custom Provider Accuracy Report 260 555 1712 123 Anywhere Lane 160 555 1215 Midwest IN 46723 Audit Date Range 12 28 2006 to 12 28 2011 Patient 01 Prov EM Rev EM Diag nos ex Correct Diagnoses rx ett Proceduees Comet Procedures Incorrect Bodine Germs Provider Proc 1 n Reviewer Proc 1 Modifier 1 Modifier 1 Prowider Prac 2 54000 SUTTING OF PREPUCE Brains Proc 2 5000 CF FREFUCE Modifier 1 Modifies 1 Provider Proc 3 SAID SUTTING OF PRERUC Merire Proc 000 SUTTING OF FRE PUCE Provider Proc 4 33000 M MAALLA tinus Review Proc 4 51000 MRATION MAXILLA trys
101. he first column of buttons in the upper right portion of the screen The Print Options window will pop up Select A Print Option Printer 2 Send To Excel Preview Send To PDF Send To Word O Email Report 6 Select the option by which you would like to run your report by clicking on the circle next to the preferred option or by clicking on the text itself 96 7 161831 i 1 4 nim E n Click the Print button Your report will the method in which you chose 97 Sample Office 123 Anywhere Lane Midwest IN 46723 Patient Name Greenfield Joanne Johnson James Jumpup Johnny Bodine Gerald Bebee Betty Santos Miguel Courtner Geraid Milford Millie Public John Swartz Gary Dooley Jamison Henry Georgeann Swizzle Cindy Finkleman Henry Silverton Denise Finestein Fred Babble Durcilla Singleton Suzie Hollywell Holly Sullivan Maria Carlins George Werlington Wilma Bailey Fred Health Joan Hennin Mark Merritt Tim Horn Ralph Kalb Carrie Lacey Mitchell Reither Esther Sayre Hank Sund Eric INTELICODES lt gree etal by Capt 221 As a tamet Date of Birth 6 23 1952 4 27 1955 5 21 1961 2 25 1921 7 27 1952 11 15 1967 3 21 1957 9 27 1933 1 5 1963 2 16 1954 7 15 1943 6 9 2006 3 22 1971 9 3 1928 1 24 1968 6 30 1959 6 26 1972 8 14 1945 6 5 1968 3 15 1926 1 2 1934 8 30 1952 8 29 1
102. he highest level of risk from all three of the Risk sections f For our audit see images below in the Presenting Problem section we choose the Acute uncomplicated illness or injury option 31 Intelicode will calculate the level of Medical Decision Making by compiling the information from all of the tabs on the Decision screen The level of overall MDM will be displayed at the top of the screen as shown in the example image below The Decision elements we have entered for our audit produce a Low Complexity MDM Management Visits UserConnecton Office CMS Guidelines Tools Help TE _ Dragnosia Managenent Options Amount Complexity ol Data Presenting Print Diagnostic Procedure s One Self Lirnited or Minor Problem Management Opton s 2 or More Self Lirmted Problerns 1 Stable Chron ness Acute Uncomplicated injury 1 ox More Chronic llinesses wih Mild Exacerbation Progression or Side Effects of Treatment 2 of More Stable Chronic Ilinesses Undiagnosed New Problern with Uncertain Prognosis Acute lliness with Systemic Symptoms Acute Complicated injury 1 oc More Chronic llinesses with Severe Exacerbation Progression or Side fects of Treatment Acute or Chronic llinssses or Injunes that may Pose a Threat to Lite or Bodily Function An Abrupt Change in Neurologic Status 7 7 w e 4 Tee Sort Moret Sane Sent Revised Date 12 28 2011
103. he other office s selected e fthere is a Specialty Code from the selected office s that is the same as Specialty Code from the data you are sending you will be asked if you want to overwrite i The All option will tell Intelicode to overwrite any and all Specialty records from this point forward in this process in the selected office s that have a Specialty Code that matches a Specialty Code in the data you are sending ii The None option will tell Intelicode to not overwrite any Specialty records for this particular copy from this point forward in this process iii The Yes option will tell Intelicode to overwrite this one particular Specialty record and only this record 126 iv The No option will tell Intelicode to not overwrite this one particular Specialty record and only this record v The Cancel option will stop the entire Send process 8 Copy From Another Office a b Click the Copy From Another Office button Select the office s from which you wish to copy all of its Specialty records Click OK The Specialty records from the office s you selected are now a part of your current office s Specialty table If there is a Specialty Code from the selected office s that is the same as a Specialty Code from your current Specialty table you will be asked if you want to overwrite i The All option will tell Intelicode to overwrite any and all Specialty records from this point forward in this pr
104. he provider d Press the Tab key and type in the Last Name of the provider e Choose the Specialty Sub Specialty of this provider by clicking on the box just below the Specialty Sub Specialty heading and clicking on the appropriate option f Choose the Default Exam Type for this provider by clicking on the box just below the Default Exam Type heading and clicking on the appropriate option 102 g Choose the Default Fee Schedule for this provider by clicking on the box just below the Default Fee Schedule heading and clicking on the appropriate option h If this Provider is a Physician Assistant check the box next to the Physician Assistant heading or click on the heading itself i If you would like to archive this Provider check the box next to the Archive Provider heading or click on the heading itself j Save the new provider by clicking on the Save button Select Records a To select one record click anywhere on the Provider s row in the table b select multiple records that are contiguous within the current table display click on the first record then hold down the Shift key and select the last record in the range select multiple records that are not contiguous within the current table display click on the first record then hold down the Ctrl key while selecting the other records that you want selected Delete Providers a Select the Provider record s you wish to delete b Click the Delete butt
105. he right of the Provider Procedure Code iv Then click in the Dx text box just below the procedure code and begin typing the first Diagnosis Code for this procedure code A list of diagnosis codes will pop up You can then select the appropriate code Repeat as necessary for as many diagnosis codes are needed v For any additional procedure codes repeat the process above starting with Provider Procedure Code 2 Reviewer Section i If the reviewer agrees simply click the Agree check box or click on the text itself The data will be populated to match the provider data ii If there is any disagreement you will need to enter the information just as it was described above for the Provider section iii For any additional procedure codes repeat the process above starting with Reviewer Procedure Code 2 Medical Necessity a When you click on the Medical Necessity button three questions become visible If the first question is answered Y the other two questions are not applicable and are therefore not available to answer If the first question is answered the second question becomes available to answer If you answer Y that you want to manually override the Reviewer E amp M based on the presenting problem a list of E amp M codes will appear Select the appropriate code by clicking on the text The third question is not applicable nor available in the case If the second question is answered the
106. his is the case you will have to either be reassigned as an Administrator or you will have to have an Administrator create the office To learn more about managing offices permissions and users see the Administration help page Offices Offices Departments Create Office Rename Office Remove Office Browse for Office Sample Office Click Create Office The Office Management screen will come up Fill in the necessary information and click OK The Office Management screen disappears To begin using this office click the office name on the Offices and Departments screen and click OK 136 Office Management Office Name Address Phone Number City Fax Number State Zip RVU Place of Service Non Facility Facility Rename Office To create a new office After logging in the next screen to come up is the Offices and Departments screen You can also access this screen by clicking on the Office menu at the top of the screen and then clicking on Create Change Offices Departments You must have Administrator privileges to rename an office If you do not have this privilege the Rename Office button will have gray text If this is the case you will have to either be reassigned as an Administrator or you will have to have an Administrator create the office To learn more about managing offices permissions and users s
107. ick on the title on the menu on the left side of the Management screen 4 sort the data in the order you desire for your report click on the column heading at the top of the top of the table in the lower left portion of the screen 95 Hosptali Observabon Sernces Hospital Inpatent Sernces Consultstons Emergency Department Sereces Cnbcal Care Services Nursing F acity Seraces Domiciliary Rest Home or Custodial Care Domucilary Rest Home or Home Care Home Senices Prolonged Sereces face to tace Prolonged Sernces wo face to face PFhyecian Standby Sernces J r ee Follow Up 1 is this a Medicare patient or payer that follows Medicare rules 2 ts the nonphysician practitioner billing the service in the physician s name and number 3 The services are rendered in the office setting sme Ocal Care Services 39291 95255 care is the drect delivery by tele apad aot dy sip qmd rede organ systems such that there is a high probabiity f or t veatenng in the condition care involves high complexty decision making to assess manipulate and vta system fakse and or to prevert futher Ee freatenng detenoraton the pabert s condon eure E rit ot but are nct imted to Central nervous system fake Eee T S 4 4 ee 5 To print a report click on the the Print Report button in t
108. icking on either the text or on the box itself The Shared Visit tab will appear in the section just below c Choose the Additional Provider by clicking on the box next to this field and then clicking on the additional provider d Choose whether the provider for the visit that you are currently auditing is the Primary Provider or Secondary Provider Incident To To answer questions regarding the Incident To Requirements see the Incident To tab toward the bottom of the screen Audit Date This is the date that the audit took place It is filled in automatically Revised Date This is the last date that this audit was revised It is also populated automatically Notes a This field allows the user to add his her own comments free text about the encounter or the documentation etc for future reference or educational opportunities b To add notes to this field simply click in the white box just below the Note Macros button toward the bottom of the screen and begin typing change the appearance of your notes or to check your spelling use the buttons available just above the Note Macros text box d The Note Macros button allows the reviewer to store specific notes for repetitive use in future audits Using Note Macros can save the reviewer the time and effort of typing the same exact information over and over e For additional instructions on how to use the Notes section which is available from many screens
109. icteton should be considered to improve legb ty and reduce potential clams issues and nsk to e orsctioe or facility for any orsvider with poor penmanship 2 Amount Complexity of Data a This tab displays the Amount and Complexity of Data Options section of the Document Guidelines both 1995 and 1997 Each statement is preceded by a checkbox To choose the appropriate statement s for the encounter being audited simply click on the text or the check box itself to select it To unselect a statement simply click on the text or check box again and the check will disappear For our audit see image below we checked the box for Review and or order of tests CPT radiology section CPT codes in the 70000 series and Review and or order of tests in CPT medicine section CPT codes in the 90000 series 30 Management Visits User Connecson Office CMS Guidelmes Tools Help Review andlor order of clinical lab tests CPT codes in the 80000 series Review and or order of tests in CPT radiology section nuclear medicine and all imaging except echocardiography and cardiac cath CPT Codes im the 70000 series Review and or order of tests in CPT medicine section EEG EKG echocardiography cardiac cath non invasive vascular studies pulmonary function studies CPT codes in the 90000 series Diecuseron of tests with performing physician Independent review of image tracing of specimen Decisi
110. ider Accuracy Report ii When the Procedure box is checked the report will list each procedure for each encounter iii When the Diagnosis box is checked the report will list each diagnosis for each encounter iv When the Modifiers box is checked even if the Procedure box is not checked each modifier will be shown with its corresponding procedure v When both the Procedures box is checked and the Diagnosis box is checked the report will list each diagnosis for each procedure for each encounter With Notes This option if enabled simply designates whether or not the notes will be present on the report By Provider This option if enabled sorts the encounters By Provider in alphabetical order The Provider is shown on the report in a large heading prior to the encounter pertaining to that provider With Graph This option if enabled will place in the report a graph of the current data ll Office Information a This section is located on the right side of the screen almost midway down the page Here you can set various general information i e Office Name Address Phone Number etc about your office This information will appear in the header of the first page of every report The information will be as you left it each time you enter the Report Options screen 12 Summary Comments 78 a If you would like make some summarizing comments that will appear toward the end of your report type y
111. imary user of the computer on which the Software Application is installed may make a second copy for his or her exclusive use on a backup or portable computer so long as each registered copy of the Software Application is used on only one computer at a time Use on a Network You may store install and access the registered version of the Software Application through an internal network provided that you must obtain and pay for a license for each workstation that will access the Software Application through the network For example if 5 different workstations will access the Software Application on the network each workstation must have its own paid up license regardless of whether the workstations use the Software Application at different times or concurrently OTHER LIMITATIONS You may not rent lease or lend the Software Application You may not reverse engineer decompile or disassemble the Software Application except and only to the extent that such activity is expressly permitted by applicable law notwithstanding this limitation TSI may provide you with support services related to the Software Application Support Services Use of Support Services is governed by TSI policies and programs described in the user manual in online documentation and or in other provided materials Any supplemental software code provided to you as part of the Support Services shall be considered part of the Software Application and subject to the term
112. ing on the statement itself 2 Select as many elements or statements as are relevant supported by the encounter documentation 3 unselect an item simply click the check box or statement again 50 4 Asan additional reference when a mouse is positioned over a specific statement the actual corresponding quotation from the Documentation Guidelines will appear in the light blue help box across the bottom of the page 5 ntelicode is keeping track of your selections The level or counts for the Amount Complexity of Data portion of the encounter elements selected will appear in maroon in the upper right part of the screen Management Visis UsecConnecson Office CMS Gudeines Tools ae o Eron _ Risk Amount Complexity of Data Review and or order of clinical lab tests CPT codes in the 80000 series Review and or order of tests in CPT radiology section nuclear medicine and all imaging except echocardiography and cardiac cath CPT Codes in the 70000 series Review and or order of tests in CPT medicine section EEG EKG echocardiography cardiac cath non invasive vascular studies pulmonary function studies CPT codes in the 90000 series Diecuseron of tests with performing physician Independent review of image tracing of specimen Decision to obtain old records and or obtain history from someone other than the patient Review and summarizabon of old records and or obtaining history from someo
113. ion will tell Intelicode to overwrite any and all records that have an ID that matches the ID in the current table m The None option will tell Intelicode to not overwrite any records for this particular copy m Yes option will tell Intelicode to overwrite this one particular record and only this one m No option will tell Intelicode to not overwrite this one particular record If there are any more duplicate records you will asked the question again pertaining to each of the other records so long as you click No m The Cancel option will stop the entire Copy process 2 Sending Visits from Visit Summaries a Select the visit s you wish to send b When you have the visit s selected right click anywhere in the grid and click Send Visit s to Another Office The Pick Office s window appears 142 16 5 38 6 170 4 19 46 c Choose the office s that you want to send the visits to by clicking on the office name d Duplicate visits will be ignored e Use the Shift key and the Ctrl key to select multiple offices 143 Sum D Date Range By van Audi Date 0 Ves Date 1 09 01 2007 03 07 2008 12 28 2006 12 29 2011 Be 10 01 2007 01 02 2008 08 30 2008 08 30 2008 Saus Ver Billed Ine Select Grid Columns Ex Prowder essa Reset Grid to Default s Delete Vist s Specialty Sub Specialty E Send Visit s to Another Office Te S
114. ith the review or ordering of diagnostic procedures or services documented if applicable l To select the desired level of Diagnostic Procedures Risk click the element on the right side of the screen The selected risk element will be shown in a bold maroon text 2 The elements are categorized by level The highest corresponding Risk Level e g minimal low moderate high will appear in the upper right part of the screen 53 3 Tounselect any element simply click that element again It will turn back to a black text 4 Toaddarisk element right click in the area where the risk elements are listed and click Add Risk Item This will take you to the Risk Elements screen where you can add a risk element Chest X Rays ox Other Dxagnoabc X Rays Unnalss KOH Prep LL LLLLLLLLLLLLLLLLLLLOGCOOAAALAAAAAAAAATAAU AUS Physiologsz Tests Not Under Stress Superficial Needie Biopeses Stun Biopsies Non Carcovascular imaging Studies with Contrast Chrucal Laboratory Tests Requiring Arenal Puncture Phymologe Test Under Stress Deep Needle or incisional Bopsy Obtain Flusd From Body Diagnostic Endoscopies with No Indentihed Risk Factors Cardiovascular Imaging Studies with Contrast and No Indentified Risk Factors Cardac Electrophysiologscal Tests Discography Diagnostic Endoscopies with indented Riak Factors T TP 8 M Revised Date 6 17 2010 Audi Dat
115. k on the drop down box and then click on the appropriate Service Sub Category i Note Macro i This filter will allow you to display only those visits that contain a certain Note Macro within the Notes field The Notes Macro filter is located just below the Service Sub Category filter on the left side of the screen ii To filter by Note Macro click on the drop down box and then click the appropriate Note Macro iv The Macros available for this filter are those you have previously added to the Note Macros Management screen v When you select a visit the Notes associated with that encounter are displayed in the white box at the bottom of the screen j Reviewer Auditor i This filter will allow you to display only those visits that were audited by a certain Reviewer Auditor i Reviewer Auditor filter is the last drop down box on the left side of the screen iii To filter by Reviewer Auditor click on the drop down box and then click on the appropriate Reviewer Auditor k Clear All Filters i Intelicode keeps track of your filter settings and retains them even after you have exited the software and returned ii However if you would simply like to set the filters back to their default settings click the Clear Filters button 66 Vist Auta D Dt 12 28 2008 Je 12 28 20 gw 11 16 2007 12 10 2007 85 14 1945 02 21 2007 B 3 1952 Office or Other Outpatiert 08 01 200
116. k the various History elements on this screen Intelicode is calculating the level of History The level of History is displayed at the top of the screen The history elements we entered for our audit produced an Expanded History Level as seen in the example image below 26 File Management Visis UserConnecton Office CMS Guidelines Tools Help Patient Exam Decision Ena 5 cC History Of Present Iliness HP Extended Past Family And Social History PFSH PAST Curent Medications Operations and Hospitalizations Prior Wiriesses Injuries Alepes Dietary Status Age Appropriate immunizations FAMILY Health Status or Cause of Death of Parents Siblings and Children Diseases Aciated To Chief Complaint HPL or ROS Hereditary or High Risk Diseases SOCIAL Living Arrangements Use of Drugs Alcohol or Tobacco Martal Status Extent of Education Senmi History Current Employment Occupational History Other NoteMacme 9 2 138 e ot Revised Date 12 28 2011 Audit Date 12 28 2011 Legibitty General Pericples of Medical Record Documentation include The medical record should be complete and legible A good detintion of agibity s that t must be legible to someone outside the Legb ty I Some portions or thes entre note includes documentabon where legb ty is at leat questonable or extremely poor orfacity Dictaton should be considered to improve legb
117. l Intelicode to not overwrite this one particular Provider record and only this record v The Cancel option will stop the entire Copy process Import From File a You can import providers from a Microsoft Excel Spreadsheet xsl xslx or from a Comma Separated File Click on the Import From File button The Open window will pop up Browse to the location of the file you wish to import Using the drop down box in the lower right portion of the Open window choose the file type of the file you wish to import Next select the file by clicking on it 108 j Click the Open button to import the file You will be asked the question Does this file have headers If the top row in your spreadsheet or CSV file is made up of column headings click Yes Otherwise click No If you clicked Yes you will next have the opportunity to match up the fields in your file to the static Patient table fields Read the text in the light blue box at the bottom of the Import Fields window for further instructions Click OK when you are confident that the fields are matched up properly If you clicked No you will need to match the column name to the column in your data You can do this by right clicking on a field and matching it up to the number of the order in which it appears in your data The order begins with 0 Your imported data will appear in the table 10 Export to File a d If you d like to export your Provider tab
118. l appear in the upper right corner of each screen in yellow font and in the Reviewer E amp M field in the Comparison area Modifier This is the Modifier field located next to the Provider E amp M and Reviewer E amp M fields for the Provider and Reviewer E amp M Select the appropriate modifier if applicable by clicking on the drop down arrow and clicking on the desired modifier Fee Schedule i The Fee Schedule field will display the fee schedule utilized to produce the comparison Overbilled or Underbilled amount ii This field also allows the reviewer to change the fee schedule for the encounter being audited if more than one fee schedule is loaded 56 iii fee schedule amounts are loaded the Overbilled or Underbilled field will remain blank in applicable situations 4 E amp M Services a Begin typing the Diagnosis Code used by the provider when billing the audited encounter when applicable if desired A list of codes will pop up for you to select from b Ifthe reviewer agrees with the provider just click the Agree check box or click on the text itself The fields will populate to agree with the provider data c Otherwise if appropriate in the same manner as was done for the provider select the Reviewer diagnosis code s d The diagnosis codes are pre loaded by Intelicode Management Visits User Connecson Office CMS Guidelmes Tools Help Babee Batty Extabished Office ar Other Outpat
119. le If there is a Risk Element from the selected office s that is the same as a Risk Element from your current Risk Element table you will be asked if you want to overwrite i The All option will tell Intelicode to overwrite any and all Risk Element records from this point forward in this process that have a Risk Element that matches a Risk Element in the data you are copying ii None option will tell Intelicode to not overwrite any Risk Element records for this particular copy from this point forward in this process ii The Yes option will tell Intelicode to overwrite this one particular Risk Element record and only this record iv The No option will tell Intelicode to not overwrite this one particular Risk Element record and only this record v The Cancel option will stop the entire Copy process Import From File a You can import Risk Elements from a Microsoft Excel Spreadsheet xsl xslx or from a Comma Separated File Click on the Import From File button The Open window will pop up Browse to the location of the file you wish to import Using the drop down box in the lower right portion of the Open window choose the file type of the file you wish to import Next select the file by clicking on it 130 j Click the Open button to import the file You will be asked the question Does this file have headers If the top row in your spreadsheet or CSV file is made up of column headings click Y
120. le etc and also two new tables Risk Elements and Payor Import and Export Data The Management screen new includes the new ability to import data from an existing Excel spreadsheet or CSV comma separated file and export data to a CSV file Preferences With Intelicode also comes the introduction of the Preferences screen whereby you can set your default exam type your method code or description by which you will enter diagnosis codes and CPT codes your default MDM and more Office Tools You can now access tools for repairing importing and exporting offices departments Miscellaneous Additions Enhancements and Fixes The major changes above are just the tip of the iceberg There are many other enhancements that are too numerous to mention each by name Be sure to peruse Intelicode You will be sure to find many other new features along with improvements to already existing features End user License Agreement for INTELICODE IMPORTANT READ CAREFULLY This End User License Agreement Agreement is a Assessment legal contract between you either an individual or a single business entity and Technology Solutions Inc d b a TSI for the software product identified above which includes computer software and as applicable associated media printed materials and online or electronic documentation hereinafter the Software Application BY CLICKING THE ACCEPTED ICON A picture or symbol that represen
121. le first click on the drop down box just below the Year heading and select the year from which the Medicare Allowable Fee Schedule is that you wish to download A list of Fee Schedules for you to select from will appear in the drop down box just below the Medicare Allowable Fee Schedule heading Click the Download button to download the fee schedule that you desire If the download finished properly you will now see this Fee Schedule in the Fee Schedule drop down list Delete a Fee Schedule a b Select the Fee Schedule you wish to delete Click the Delete button Rename a Fee Schedule a b d Select the Fee Schedule you wish to Rename Click the Rename button Type the new name Click OK Edit a Fee Schedule a b C In the table find the record and the field that you wish to edit Click on the cell and type in the new number To register the change click off of the cell press the Tab key or the Enter key The Tab key will allow you to move horizontally through a record editing as you go if you wish The Enter key will allow you to move vertically through a field editing as you go if you wish 114 f Save your changes by clicking on the Save button 7 Print a Report See the Management Reports help page for instructions on how to print a report 8 Send to Another Office a b Select the Fee Schedule that you want to be sent copied to another office s Click th
122. le to Comma Separated Values csv file click the Export To File button Browse to the location in which you would like to save your exported CSV file Type in a file name for this file in the text box to the right of the File Name heading toward the bottom of the window Click Save to save the CSV file Il When you are finished with the Providers screen click on a different maintenance table from the menu on the left side of the screen or click Close to close the Management screen 109 Residents Add a Resident a Click on the text box just below the Resident ID heading b Type in the Resident ID c Press the Tab key and type in the First Name of the Resident d Press the Tab key and type in the Last Name of the Resident e Ifyou would like to archive this Resident check the box next to the Archive Resident heading or click on the heading itself f Savethe new Resident by clicking on the Save button 2 Select Records a To select one record click anywhere on the Resident s row in the table 110 b To select multiple records that are contiguous within the current table display click on the first record then hold down the Shift key and select the last record in the range select multiple records that are not contiguous within the current table display click on the first record then hold down the Ctrl key while selecting the other records that you want selected 3 Delete Residents a
123. lowing questions Once the questions have been answered appropriately you may complete the rest of the review physician or other appropriate source 3 is this a shared medical record with the consultant Y N Customized Visit Summaries Grid Click on the Visits menu at the top of the screen 149 2 Select the Visit Summaries option by clicking on it 3 customize which columns are visible in the grid right click anywhere in the grid and click on Select Grid Columns Check on or off the desired columns fields by clicking the column name or on its corresponding check box Date Range By Ai Date Vist Date 12 28 2008 D 1229201 01 02 2008 3 22 1971 G 2 ral Ver Billed EAM Bodine Geraid 08 30 2008 2 25 1921 gt Public Jobn 01 20 2008 1 5 1563 Severin Denise 0303 2008 1 24 1968 554 pinta Hol lLAS2007 12 42007 Est 18 5 1968 Choose Columns u hoss Specialty Sub Specialty 1 4 0 3 Service Category Sub j Seevice Type 945 h37 1 EAM 3 Note Macro 321 962 923 Reviewer Auditor 961 Clear All Fiters Office Department s to query My Office Total Accurately Coded UrcerCoded fided Over Coded Dded Wrong Catagory 48 13 27 t 25 gt 14 29 9 191 Edit Vest Total Billed Financial Enor Under Billed Over Billed Non Complant T 338300 383 X 450 00 77800 2 Print
124. mmaries from the Visits menu at the top of the screen 2 Choose the criteria you wish to report by i e Status Service Category Service Sub Category Provider etc Select as many as you deem necessary to achieve the results you are looking for This will filter the information to suit your needs 3 Click the Reports button located in the lower left portion of the screen The Report Options screen pops up 4 Ifthe format for your Provider Summary was saved as a Report Format select the name of the desired Saved Report Format by clicking on the name located in the white box below the Saved Report Formats heading in the lower left portion of the screen 5 Otherwise click on Provider Summary under Standard Reports in the upper left portion of the screen 85 The Provider Summary is static The only Report Options you can change are the Office Name Address and Phone Number information that appears in the report heading See the Report Options help page for more information on how to format your report When you have the desired format Select a Print Option and click Print 86 Sample Office Provider Summary 123 Anywhere Lane Midwest IN 46723 Visit Date Range 12 28 2006 to 12 28 2011 Rewewer oc TP 5 20 2008 8 20 2008 8 14 2008 8 22 2008 121 2298 11 34 2007 Comms George 8 1 2008 Counner Gersid PEER EERE oe B 14 2008 Thesen fed ch Severn Dense l if
125. n a field and matching it up to the number of the order in which it appears in your data The order begins with 0 j Your imported data will appear in the table 10 Export to File a If you d like to export your Resident table to Comma Separated Values csv file click the Export To File button b Browse to the location in which you would like to save your exported CSV file c Typein a file name for this file in the text box to the right of the File Name heading toward the bottom of the window d Click Save to save the CSV file II When you are finished with the Residents screen click on a different maintenance table from the menu on the left side of the screen or click Close to close the Management screen 113 4 Fee Schedules Add a New Fee Schedule a b C Click on the New button Type in a name for the new Fee Schedule Click OK Choose Category a To only view Fee Schedule records for a certain category of CPT codes click on the desired category in the white box in the middle of the screen The records will appear just below this sectin of the screen Click on the or to expand or contract respectively to see more or less subcategories of CPT codes Select a Fee Schedule a To select a Fee Schedule click on the drop down box just below the Fee Schedule heading and then clicking on the Fee Schedule you wish to select To Download a Medicare Allowable Fee Schedu
126. n the selected office s that have a Provider ID that matches a Provider ID in the provider data that you are sending ii None option will tell Intelicode to not overwrite any Provider records for this particular copy from this point forward in this process iii The Yes option will tell Intelicode to overwrite this one particular Provider record and only this record iv The No option will tell Intelicode to not overwrite this one particular Provider record and only this record v The Cancel option will stop the entire Send process Copy From Another Office a b C Click the Copy From Another Office button Select the office s from which you wish to copy all of its Provider records Click OK The Provider records from the office s you selected are now a part of your current office s Provider table If there is a Provider ID from the selected office s that is the same as a Provider ID from your current Provider table you will be asked if you want to overwrite i The All option will tell Intelicode to overwrite any and all Provider records from this point forward in this process that have a Provider ID that matches a Provider ID in the data that you are copying ii None option will tell Intelicode to not overwrite any Provider records for this particular copy ii The Yes option will tell Intelicode to overwrite this one particular Provider record and only this record iv The No option will tel
127. nagement Visis UserConnecton Office CMS Gudeines Tools Established diagnosis improved well controlled resolving or resolved Established diagnosis inadequately controlled worsening or failing to change as expected New Problem No additional work up planned 8 u e Em Sot Mot Sana Sent Revised Date 12 28 2011 Audi Date 12 28 2011 Legb ty I Some portions or thes entre note includes documentabon where legibility is at least questonable or extremely poor legtity P General Penicples of Medical Record Documentation include The medical record should be complete and legible good detintion of egbity that t must be legible to someone outside the sctioe or sc ty Dictator should be considered to improve legb ty and reduce potential clams issues and nisk to e practice or facility for any orowder with poor penmanship Number of Diagnoses Trailblazer 48 If you are using the Trailblazer MDM you will use the Number of Diagnosis tab to select the number of diagnoses or problems that are applicable to the encounter being audited Begin by clicking in the table just underneath the Problem heading and type the description of the problem 2 Next press the Tab key to tab over to the Plausible Diagnoses column or else you can just click there and type the appropriate number 3 Again press the Ta
128. ne Modifier record click anywhere on the row in the table 122 b To select multiple records that are contiguous within the current table display click on the first record then hold down the Shift key and select the last record in the range select multiple records that are not contiguous within the current table display click on the first record then hold down the Ctrl key while selecting the other records that you want selected 3 Delete Modifiers a Select the Modifier record s you wish to delete b Click the Delete button 4 Edit a Modifier a Select the Modifier record you wish to edit by clicking anywhere on the Modifier s row in the table b change the data click on the text box corresponding to the field that needs to be changed then change the text as appropriate Save your changes by clicking on the Save button 5 Print a Report See the Management Reports help page for instructions on how to print a report 6 Send to Another Office a Select the Modifier record s that you want to be sent copied to the Modifier table in another office s b Click the Send to Another Office button The Pick Office s pop up window will appear C Select the office s that you would like to send this record s to d Click OK to send the record s The Modifiers remain in this office and are now copied to the Modifier table in the other office s selected e If there is a Modifier from the
129. ne other than patient Mote 27 8 u e A Se St t Sane Revised Date 12 28 2011 Audit Date 12 28 2011 Legb ty I Some portions or thes entre note includes documentibon where legibility is at least queseonabie or extremely poor Legibity General Penicples of Medical Record Documentation include The medical record should be complete and legible A good detintion of egiblty i that t must be legible to someone outside the Iprsctice orfac ty Dictaton should be considered to improve legb ty and reduce potential clams issues and risk to the practice or faciity for any orowder with poor penmanship Data Reviewed or Ordered Trailblazer If you are using the Trailblazer MDM you will use the Data Reviewed or Ordered tab l First click on the dropdown arrows for the any of the four items that are applicable and selected the appropriate number 2 Next click on the checkbox for any of the items that apply on the bottom half of the screen You may also click on the text itself 3 Meanwhile Intelicode is continuously updating the code and the levels imelicode Enterprise Local Sample Office DRI E ts Fie Management Visis UserConnecton Office CMS Guidelines Tools Help _Number of Diagnosis Management Options Data Reviewed or Ordered Risk None 0 Trailblazer Amount and Complexity of Date Reviewed or Ordered _ Order and or review
130. ne particular note macro and only this note macro v The Cancel option will stop the entire Send process 10 Copy From Another Office a b Click the Copy From Another Office button Select the office s from which you wish to copy all of its Note Macros Click OK The Note Macros from the office s you selected are now a part of your current office s Note Macro table If there is a Macro Name from the selected office s that is the same as a Macro Name from the data you are sending you will be asked if you want to overwrite i The All option will tell Intelicode to overwrite any and all note macros from this point forward in this process in the selected office s that have a Macro Name that matches a Macro Name in the data you are sending The None option will tell Intelicode to not overwrite any note macros for this particular copy from this point forward in this process iii The Yes option will tell Intelicode to overwrite this one particular note macro and only this note macro iv The No option will tell Intelicode to not overwrite this one particular note macro and only this note macro v The Cancel option will stop the entire Send process Ill Import From File a You can import Note Macros from a Microsoft Excel Spreadsheet xsl xslx or from a Comma Separated File Click on the Import From File button The Open window will pop up Browse to the location of the file you wish to import
131. ny Resident records for this particular copy iii The Yes option will tell Intelicode to overwrite this one particular Resident record and only this record iv The No option will tell Intelicode to not overwrite this one particular Resident record and only this record v The Cancel option will stop the entire Copy process The Copy From Another Office window will disappear 9 Import From File a You can import Residents from a Microsoft Excel Spreadsheet xsl xslx or from a Comma Separated File Click on the Import From File button The Open window will pop up Browse to the location of the file you wish to import Using the drop down box in the lower right portion of the Open window choose the file type of the file you wish to import Next select the file by clicking on it Click the Open button to import the file You will be asked the question Does this file have headers If the top row in your spreadsheet or CSV file is made up of column headings click Yes Otherwise click No If you clicked Yes you will next have the opportunity to match up the fields in your file to the static Patient table fields Read the text in the light blue box at the bottom of the Import Fields window for further instructions Click OK when you are confident that the fields are matched up properly 112 i If you clicked No you will need to match the column name to the column in your data You can do this by right clicking o
132. ocess that have a Specialty Code that matches a Specialty Code in the data you are copying ii The None option will tell Intelicode to not overwrite any Specialty records for this particular copy from this point forward in this process iii The Yes option will tell Intelicode to overwrite this one particular Specialty record and only this record iv The No option will tell Intelicode to not overwrite this one particular Specialty record and only this record v The Cancel option will stop the entire Copy process 9 Import From File a You can import Specialties from a Microsoft Excel Spreadsheet xsl xslx or from a Comma Separated File Click on the Import From File button The Open window will pop up Browse to the location of the file you wish to import Using the drop down box in the lower right portion of the Open window choose the file type of the file you wish to import Next select the file by clicking on it Click the Open button to import the file You will be asked the question Does this file have headers If the top row in your spreadsheet or CSV file is made up of column headings click Yes Otherwise click No If you clicked Yes you will next have the opportunity to match up the fields in your file to the static Patient table fields Read the text in the light blue box at the bottom of the Import Fields window for further instructions Click OK when you are confident that the fields are matched up
133. ode looks at both codes being from the same category 99211 99215 and calculates the difference between the Provider Billed and Reviewer Audited code Regardless of whether or not you use a Fee Schedule Intelicode will keep a running total on Overbilled Underbilled Wrong Category and Non Compliant Teaching Physician visits File Management Visis UserConnecton Office CMSGuidelmes Tools Help Date 12 30 20 cx Time Provider Vanance Foe mU 2 30 2 5 Patient E Face to Face 45 Mrs 99215 133520 051 99217 Fee Schedule Other Sve 5000 000 Patient Babee Batty Min EH e INDIANA STATEWIDE Total 35 20 Estabished Sex F EBM Services Med Serece Type Office ar Other Outpatert Other Sernces Necessity Prowder Reviewer Sub Category Vist Provider Reviewer Provider Camington MD Lotte 23 89214 90018 Requester e Ox Agree Resident Rewewer Auditor A 2100 Payor History Focused Exam Expanded Decision Low Complety NowMacme 27 z e 4 te Ot eee Revised Date 12 30 2011 Audit Date 12 30 2011 38714 Gica or outpatient vet forthe evaluation and managenert of edatidhed puters whe witch rures at two d these fone fey components a Getaled history a detaled examination medca of moderate making complexty Counseling Usuahy the presenting problems
134. on Edit a Provider a Select the Provider record you wish to edit by clicking anywhere on the Provider s row in the table b To change the data click on the text box corresponding to the field that needs to be changed then change the text as appropriate c Tochange the Specialty Sub specialty Default Exam Type or Default Fee Schedule click on the corresponding drop down box and click on the appropriate option d If this Provider is a Physician Assistant check the box next to the Physician Assistant heading or click on the heading itself e Ifyou would like to archive this Provider check the box next to the Archive Provider heading or click on the heading itself f Save your changes by clicking on the Save button Print a Report See the Management Reports help page for instructions on how to print a report Search a Choose the field that you would like to search on by clicking on the preferred field name just above the long text box next to the Search heading b Next click on that long text box and begin typing your search Intelicode begins selecting records as you type Send to Another Office 103 Select the Provider record s that you want to be sent copied to the Provider table in another office s Click the Send to Another Office button The Pick Office s pop up window will appear Select the office s that you would like to send this record s to Click OK to send the record s The Provi
135. on to obtain old records and or obtain history from someone other than the patient Rewew and summarizabon of old records and or obtaining history from someone other than patent a 2 edie ne et Sane St Revised Date 12 28 2011 Audit Date 12 28 2011 1 Some portions or thes entre rote rcludes documentabon where legbity is at leat queseonab e cr exrremel poor Legbity General Penicples of Medical Record Documentation include The medical record should be complete and legible A good detintion of agibity s that t must be legible to someone outside the Iprectice orfac ty Dictaton should be considered to improve legb ty and reduce potential cams issues and risk to the practice or facility for any orsvider wth poor penmanship a This tab is further divided into three sections representing the three columns of the Risk table Presenting Problem Diagnostic Procedure s Ordered and Management Option s Selected b Each section lists the elements as they appear on the Risk table from the Documentation Guidelines both 1995 and 1997 Also included are any risk elements that were added to the Risk Elements tab on the Management screen c To select elements from each section simply click on the risk statement itself The text for the selected elements will turn maroon d Tounselect any element simply click on it again and it will return to a black text e ntelicode will calculate t
136. onal we selected Measurement of any three vital signs and General appearance of patient We also selected under Respiratory Auscultation of lungs and under Cardiovascular Auscultation of heart with notation of abnormal sounds and murmurs Lastly we chose Skin with the individual elements being Inspection of skin and subcutaneous tissue and Palpatation of skin and subcutaneous tissue So we selected a total of six examination elements As we select the varous examination elements on the Exam Intelicode is calculating the Level of Examination The Level of Examination is displayed at the top of the screen The Examination elements we have entered for our audit have produced an Expanded 97 Examination as seen in the example image below 28 Visits Genaral Mutt Sym Exam 87 Carstovascular Exam 97 Eat Mose and Threat Exam 87 Eye Exam 37 Genitouresary Exam 7 Hematologic Lymphatic mmunoiog io Exam 97 Masculcakeletal Exam 37 Neurological Exam 97 Psythiatric Exam G7 Respratory Exam GT ee Shin Exam 87 Body Areas Organ Systema 95 Genera Body Areas 95 General Organ Systema 99 UserConnecton Office CMS Guidelines Tools Help 7 Coratitutonal Eyes Ears Nose Mouth and Throat Neck 4 Respratory J Cardovescvar Chest Breast Gastrointestinal Abdomen Lymphatic Musculoskeletal Head and Neck Spin
137. ons to determine if the encounter being audited meets the Teaching Physician Guidelines as issued by CMS The Resident field operates like the Attending Provider and Requesting Provider fields Simply click the drop down arrow in the field and choose the Add New Resident option The Residents screen will appear Fill in the necessary information then click the Save and Close buttons The questions are answered by choosing the appropriate Y or N answer to each question Once the Teaching Guidelines have been met a GC modifier will be displayed on the Teaching Physician tab An asterisk will be displayed when the Teaching Guidelines have not been met Note Teaching visits not meeting the Teaching Guidelines Identified by will be displayed in the TP field on the Visit Summaries screen 15 Preventive Split Visit a This feature is only accessible when the Preventive Medicine Services service type is selected To audit a preventive split visit click on the Preventive Split Visit text or checkbox A Split Visit tab will appear in the box below with two questions to answer 39 16 18 19 20 21 c Upon saving the visit you will be immediately directed to the patient screen where you can audit the second portion of the split visit Shared Visit a The Shared Visit field is available to audit a visit that involved a secondary provider b When this is the case check the Shared Visits box by cl
138. ony Percusson of chest Respestory Paiptaton of chest Respiratory Auscultation of lungs Cardiovascular Paipation of haat Cardiovascular Auscultation of heart with notation of abnormal sou Cerdavesculer Damnation of carotid artenes Cardovascular Eximristion of sbdomnsi sota Cardovascular Examination of femoral atenes Cardovascuar Examination of pedal pises Cardiovascular Exaesination of extremities for edema and or varicosities Slon inspection of skin and subcutaneous tissue Slan Palpation of skin and subcutaneous tissue 28 Sze 825 Color M Sans Seat Revised Date 12 28 2011 Legb ty Some portions or thes entre note includes documentabon where legb ty is at least questonable or extremely poor Date 12 28 2011 Legibity General Penicples of Medical Record Documertation include The medical record should be complete and legble A good detintion of agiblty is that t must be legible to someone outside the Iprsctice or fac ty Dictaton should be considered to improve legb ty and reduce potertal clares issues and risk to e practice or facility for any orowder wth poor penmanship 3 1995 Exams a Upon clicking on a 1995 Exam Type the applicable Body Areas and Organ Systems will display on the right side of the screen b To select individual elements click on the element itself The text will become bold and maroon in color c There are exam elements the 1995
139. our comments in the white box just below the Summary Comments heading b If there are comments that you would like to show repeatedly on a report you save a report layout by clicking on the Save Report Layout button in the Print Options section below The comments that are in the box at the time you saved the report layout will appear every time you use that report layout 13 Print Options a The Print Options section is at the bottom of the Report Options page This is the same tool as the Print Options window that comes up when running other reports b Selecta Print Option vi vii viii Select a Print Option by clicking on the circle next to the option you prefer or you can click on the text itself Only one option can be active at a time If you do not have Microsoft Word installed on your machine the Send To Word Send to PDF and Email Report options are disabled and cannot be used The same is true for the Send To Excel option if you do not have Microsoft Excel installed on your machine When the Preview option is selected and the Print button is clicked a window will pop up containing a preview of your report Click Print located in the lower left portion of the screen to print the report Click Close to close the window and return to the Report Options screen Preview is the default setting When the Printer option is selected and the Print button is clicked a familiar Print dialog will appear from which
140. ox at the bottom of the Import Fields window for further instructions Click OK when you are confident that the fields are matched up properly If you clicked No you will need to match the column name to the column in your data You can do this by right clicking on a field and matching it up to the number of the order in which it appears in your data The order begins with 0 Your imported data will appear in the table 9 Export to File a b If you d like to export your Payor table to a Comma Separated Values csv file click the Export To File button Browse to the location in which you would like to save your exported CSV file 134 10 c ina file name for this file in the text box to the right of the File Name heading toward the bottom of the window d Click Save to save the CSV file When you are finished with the Payors screen click on a different maintenance table from the menu on the left side of the screen or click Close to close the Management screen 135 To create a new office Offices Create Office After logging in the next screen to come up is the Offices and Departments screen You can also access this screen by clicking on the Office menu at the top of the screen and then clicking on Create Change Offices Departments 2 You must have Administrator privileges to create an office If you do not have this privilege the Create Office button will have gray text If t
141. parts and TSI may suspend or deactivate your use of the Software Application with or without notice TSI does not render any medical or legal advice in support of the use of the Software Application and any use thereof is understood to be done under the sole control determination and responsibility of the medical staff and or physician using the Software Application It is the user s full responsibility to have a working knowledge of the Documentation Guidelines and CPT Furthermore the user assumes full responsibility for the accuracy of the input of data and any subsequent output of data from the Software Application based on the inputted data It is understood that the user will keep current with respect to any changes in the CMS AMA guidelines and is responsible for any and all data inputted and generated using the Software Application TSI will use its best efforts to furnish updates to the product within a reasonable period of time to address such changes in the HCFA AMA guidelines Use on a PC You may install the single registered copy on one hard disk or other storage device for one computer and you may access and use the Software Application at that location so long as only one copy of the Software Application is in operation If you are a private business rather than an individual you may authorize the personnel associated with your business to use the Software Application but only one person at a time on one computer at a time The pr
142. properly If you clicked No you will need to match the column name to the column in your data You can do this by right clicking on a field and matching it up to the number of the order in which it appears in your data The order begins with 0 127 j Your imported data will appear in the table 10 Export to File a If you d like to export your Specialty table to a Comma Separated Values csv file click the Export To File button b Browse to the location in which you would like to save your exported CSV file c ina file name for this file in the text box to the right of the File Name heading toward the bottom of the window d Click Save to save the CSV file II When you are finished with the Specialties screen click on a different maintenance table from the menu on the left side of the screen or click Close to close the Management screen EJ Management Patient Attending Provider Requesting Provider Resident Fee Schedule Note Macros Moders Risk Elements Payor 28 97 45 8E 12 gt x A amp Risk Elements Add a New Risk Element 128 4 p Click the New Risk button Click on the text box just below the Risk Element heading Type in the Risk Element To choose the Level of Risk click on the drop down box just below the Level of Risk heading Click on the Level of Risk in the list To choose the Type of Risk click on th
143. propriate option If this Provider is a Physician Assistant check the box next to the Physician Assistant heading or click on the heading itself If you would like to archive this Provider check the box next to the Archive Provider heading or click on the heading itself Save your changes by clicking on the Save button Print a Report See the Management Reports help page for instructions on how to print a report Search a Choose the field that you would like to search on by clicking on the preferred field name just above the long text box next to the Search heading Next click on that long text box and begin typing your search Intelicode begins selecting records as you type Send to Another Office a Select the Provider record s that you want to be sent copied to the Provider table in another office s Click the Send to Another Office button The Pick Office s pop up window will appear Select the office s that you would like to send this record s to Click OK to send the record s The Providers remain in this office and are now copied to the Provider table in the other office s selected 107 8 9 If there is a Provider ID from the selected office s that is the same as Provider ID in the data that you are sending you will be asked if you want to overwrite i The All option will tell Intelicode to overwrite any and all Provider records from this point forward in this process i
144. ption by clicking on the box or on the text itself Change the Office Name Address and Phone Number information if needed See the Report Options help page for more information on how to format your report When you have the desired format Select a Print Option and click Print 90 SampleOffice Billed Code Totals 123 Anywhere Lane idwest IN 467 23 Visit Date Range 12 28 2006 12 28 2011 visit Date Audited CPT billed CPT Difference 10 2 2008 35243 E zsy2008 35211 Nc Toce 8 14 1008 2 19 1008 we 2 1 2008 35211 Nc Coce E 21 2008 3921 Totals for Code 99203 3202 22202 99203 Totals for Code 39203 Totals for Code Totals for Code 33213 39211 33211 39212 Totals for Code INTELI LIC ODES rsen gat olus by Rot Greg tr ted Provider Accuracy Report Choose Visit Summaries from the Visits menu at the top of the screen Choose the criteria you wish to report by i e Status Service Category Service Sub Category Provider etc Select as many as you deem necessary to achieve the results you are looking for This will filter the information to suit your needs Click the Reports button located in the lower left portion of the screen The Report Options screen pops up If the format for your Provider Accuracy Report was saved as a Report Format select the name of the desired Save
145. r left portion of the screen The Report Options screen pops up Audit Summary is selected by default 4 If the format for your Audit Summary was saved as a Report Format select the name of the desired Saved Report Format by clicking on the name located in the white box below the Saved Report Formats heading in the lower left portion of the screen 80 5 Choose the options you would like for your Audit Summary See the Report Options help page for more information on how to format your report 6 When you have the desired format Select a Print Option and click Print Sample Office Audit Summary Report 123 Anywhere Lane Midhwest IN 46723 Provider Carrington MD Lotta Visit Date Range 12 28 2006 to 12 28 2011 Carrington MD Lotta Preeecte Madicine Services Cangrementee Comprehert ise GS unera IRK 0 Prowiter Proc 1 srs Proc 1 coded prevertyve ser ces Tae 120 207 pts inpatient mitis Compranercue Comi tert SS 0 000 Prowiter Proc 1 eI Reviewer Proc 1 a Provides Dx 1 tee mma tyr Reviewer Ox 1 188 AO Pep y tas Provides Ox 2 414 tt Cw erary ADOTE wrane LtD Reviewer Du 2 4129 Chrome atari ag Demme 4 Vawrion Thedocurnertaticn for then encounter ih mets a digo codon venio form wht wan ned on the HCFA 1500 er sup
146. rnational treaty provisions Therefore you must treat the Software Application like any other copyrighted material subject to the provisions of this Agreement Submissions Should you decide to transmit to TSI by any means or by any media any materials or other information including without limitation ideas concepts or techniques for new or improved services and products associated with the Software Application whether as information feedback data questions comments suggestions or the like you agree such submissions are unrestricted and shall be deemed non confidential and you automatically grant TSI and its assigns a non exclusive royalty free worldwide perpetual irrevocable license with the right to sublicense to use copy transmit distribute create derivative works of display and perform the same DISCLAIMER OF WARRANTY THIS SOFTWARE AND THE ACCOMPANYING FILES ARE PROVIDED AS IS TSI DOES NOT AND CANNOT WARRANT THE PERFORMANCE OR RESULTS YOU MAY OBTAIN BY USING THE SOFTWARE OR SUCH FILES TSI MAKES NO WARRANTIES EXPRESS OR IMPLIED AS TO MERCHANTABILITY OR FITNESS FOR ANY PARTICULAR PURPOSE Good data processing procedure dictates that any program be thoroughly tested with non critical data before relying on it The user must assume the entire risk of using the Software Application ANY LIABILITY OF TSI FOR A DEFECTIVE COPY OF THE SOFTWARE APPLICATION WILL BE LIMITED EXCLUSIVELY TO REPLACEMENT OF YOUR COPY OF THE SOFTW
147. rs If the top row in your spreadsheet or CSV file is made up of column headings click Yes Otherwise click No h Ifyou clicked Yes you will next have the opportunity to match up the fields in your file to the static Patient table fields Read the text in the light blue box at the bottom of the Import Fields window for further instructions Click OK when you are confident that the fields are matched up properly i If you clicked No you will need to match the column name to the column your data You can do this by right clicking on a field and matching it up to the number of the order in which it appears in your data The order begins with 0 j Your imported data will appear in the table ll Export to File a If you d like to export your Fee Schedule to a Comma Separated Values csv file click the Export To File button b Browse to the location in which you would like to save your exported CSV file c ina file name for this file in the text box to the right of the File Name heading toward the bottom of the window d Click Save to save the CSV file 12 When you are finished with the Fee Schedules screen click on a different maintenance table from the menu on the left side of the screen or click Close to close the Management screen 116 n Patient Attending Provider Requesting Provider Resident Fee Schedule FeeTest6 a 10021 69390 Surgery FacttyFee
148. rt Prereertatrve Vists sre shown n red 3 936 02 3799 x 396 65 1 109846 D bck Viets me st Chiel Complaint T The Chief Complaint for thes encounter is missing or not stated in the manner identified in the Documentation Guidelines Chief Complaint R chief complaint as stated in the Documentation Gudelines is A conce statement describing the symptom Visit Summaries Archive When you edit a visit Intelicode keeps the original in its unaltered format 2 The edited visit is saved in Visit Summaries 3 You cannot go back and edit an original once you have changed it but you can print an Encounter Detail Report of it or delete it 4 access the Visit Summaries Archive screen click on the Visits menu at the top of the screen Then click on Visit Summaries Archive 5 The Visit Summaries Archive screen is very similar to the Visit Summaries screen with a few differences a visits showing on the Visit Summaries Archive page are only those visits that have been edited The edited updated version of the visit appears in the Visit Summaries grid while the visit as it was before it was edited appears in the Visit Summaries Archive grid b While you are allowed to edit a visit from the Visit Summaries page you cannot edit an archived visit c With the exception of the Encounter Detail Report reports are not available from the Visit Summaries Archive screen
149. s Tools Help Babee Batty Extabished Sex Office ar Other Outpatert Vist Auditor 2100 Expanded Expanded 537 Low Complexty s z u a Elwm Revised Date 12 28 2011 Audit Date 12 28 2011 Legb ty I Some portions or thes entre note chides documentabon zam legb ty is at leat questionable or extremely poor m Ri General Penicples of Medical Record Documentation include The medical record should be complete and legble A good detintion of agibilty s that t must be legible to someone outside the Dictaten should be considered to mprove legb ty and reduce potertal clama issues and nsk to the practice or faciitty for ary oonde with poor penmanship a comprehensive a comprehenave complesty Counseling e EN are of moderate to high severty Ph cura teicaly spend 40 mites face tofece wih fre patient and or tani 34 Finish Step Six Congratulations You have completed your first Intelicode audit Now you need to save your work Upon clicking the Finish button the Save Confirmation screen will appear Here you will select how you wish to handle your information When you select Save and Print the encounter audit will be saved in the database and a Report Options window will appear from which you can print view or export an Encounter Detail Report If you do not have Microsoft Word installed on your machine the Send To Word Send to PDF and
150. s and conditions of this Agreement With respect to technical information you provide to TSI as part of the registration of your license to the Software Application or in connection with the Support Services TSI may use such information for its business purposes including for product support and development You may permanently transfer all of your rights under this Agreement provided that you retain no copies you transfer all of the Software Application including all component parts the media and printed materials any upgrades and your registration and the recipient expressly agrees to the terms of this Agreement Without prejudice to any other rights TSI may terminate this Agreement if you fail to comply with the terms and conditions of this Agreement In such event you must destroy all copies of the Software Application and all of its component parts and TSI may suspend or deactivate your use of the Software Application with or without notice GOVERNING LAW This Agreement shall be governed by the laws of the State of Indiana PROPRIETARY RIGHTS Copyright All title and copyrights in and to the Software Application including without limitation any images photographs animations video audio music text and applets incorporated into the Software Application any accompanying media and printed materials and any copies of the Software Product are owned by TSI The Software Application is protected by copyright laws and inte
151. sary when auditing services for service types which are age driven 4 Patient Status Each patient will automatically be flagged as a new patient the first time you enter them into the software Change the patient status accordingly Gender Choose Male or Female 6 User This is a required field A User Reviewer must be selected for each visit Note When a user is set up a password is not required 7 Visit Date This is the date of service for the encounter being audited The Visit Date automatically defaults to the current date Change the date accordingly You may enter the date manually by changing the month date or year or you may click on the dropdown arrow and select the date from the display calendars 8 Service Type Select the appropriate type of service basic on the documentation This may differ from what the provider billed 9 Sub Category Make sure you include the appropriate subcategory i e a Consultation could be an Office Consult or Inpatient Consult as this will be a determining factor of the overall code Note If Consultations is selected for the Service Type the Consult Verification questions must be answered to continue with the audit Once the required information is entered the navigation buttons Patient History Exam Decision End will become active Note The Visit Date and User will remain the same from encounter to encounter until you change them or exit the program Instructions
152. sue Recommendation or Other or click on the text itself Save your changes by clicking on the Save button 7 Printa Report See the Management Reports help page for instructions on how to print a report 8 Search Next click on that long text box and begin typing your search Intelicode begins selecting records as you type 9 Send to Another Office a b Select the Note Macro that you want to be sent copied to another office s Click the Send to Another Office button The Pick Office s pop up window will appear Select the office s that you would like to send this record s to Click OK to send the Macro The Note Macro remains in this office and is now copied to the Note Macro table in the other office s selected If there is a Macro Name from the selected office s that is the same as a Macro Name from the data you are sending you will be asked if you want to overwrite i The All option will tell Intelicode to overwrite any and all note macros from this point forward in this process in the selected office s that have a Macro Name that matches a Macro Name in the data you are sending 119 The None option will tell Intelicode to not overwrite any note macros for this particular copy from this point forward in this process iii The Yes option will tell Intelicode to overwrite this one particular note macro and only this note macro iv The No option will tell Intelicode to not overwrite this o
153. t Viete UserlConnection Office CMS Guwdelines Toole ETE o EY History Of Present Hiness HPT I Chief Complaint Documented PAST No of Chrome Deseases Status Documented C ny Allergic immunoclogic All Other Rewewed and Negative J History unobtainable from any source Note Mace 34 amp u e A St mt Past Family And Social History PFSH Parents Slings and Children HPI oc ROS Use of Onaga Alcohol or Tobacco Enen of Education Cent Employment Other Revised Date 10 5 2011 Dae 10 5 2011 1 Some parbons or this entire note includes documentsbon where legi ity s st least questonable or extremely poor Legiblity R General Prricples of Medical Record Documentation include The medical record should be complete and legible A good definition of legibility is that E must be legible to someone outside the pracbce orfacity Dictation should be considered to improve legb ty and reduce potential claims issues and to the practice or faciity for any provider wth poor penmarahip Comolert 2 History of Present Illness HPI a If the chief complaint was documented check the box to indicate this then select the chief complaint by clicking on the white box to the right and then clicking on the appropriate item If the chief complaint you are looking for is not available in the list you can typ
154. telicode to not overwrite any Modifier records for this particular copy from this point forward in this process iii The Yes option will tell Intelicode to overwrite this one particular Modifier record and only this record iv The No option will tell Intelicode to not overwrite this one particular Modifier record and only this record v The Cancel option will stop the entire Copy process 8 Import From File a j You can import Modifiers from a Microsoft Excel Spreadsheet xsl xslx or from a Comma Separated File Click on the Import From File button The Open window will pop up Browse to the location of the file you wish to import Using the drop down box in the lower right portion of the Open window choose the file type of the file you wish to import Next select the file by clicking on it Click the Open button to import the file You will be asked the question Does this file have headers If the top row in your spreadsheet or CSV file is made up of column headings click Yes Otherwise click No If you clicked Yes you will next have the opportunity to match up the fields in your file to the static Patient table fields Read the text in the light blue box at the bottom of the Import Fields window for further instructions Click OK when you are confident that the fields are matched up properly If you clicked No you will need to match the column name to the column in your data You can do this by right cli
155. the fields are matched up properly i If you clicked No you will need to match the column name to the column your data You can do this by right clicking on a field and matching it up to the number of the order in which it appears in your data The order begins with 0 j Your imported data will appear in the table 10 Export to File a If you d like to export your Patient table to a Comma Separated Values csv file click the Export To File button b Browse to the location in which you would like to save your exported CSV file c ina file name for this file in the text box to the right of the File Name heading toward the bottom of the window d Click Save to save the CSV file Il When you are finished with the Patients screen click on a different maintenance table from the menu on the left side of the screen or click Close to close the Management screen 101 8 30 1952 10 31 1954 12 00 00 AM ezenn aans 2 5 1949 120000 AM 30 1832 12 00 00 AM 2 16 1954 3 21 1829 12 00 00 AM 8 29 1824 12 00 00 AM 2 9 1949 12 00 00 AM laasna 1 21 1952 2 9 1949 12 0000 AM 1 24 1968 1521 1361 FRRRG GT PFE fp TEHEDIDBCIUDHEEIEREI Attending Providers I Add a Provider a Click on the text box just below the Provider ID heading b Type in the Provider ID c Press the Tab key and type in the First Name of t
156. the light blue box at the bottom of the Import Fields window for further instructions Click OK when you are confident that the fields are matched up properly If you clicked No you will need to match the column name to the column in your data You can do this by right clicking on a field and matching it up to the number of the order in which it appears in your data The order begins with 0 Your imported data will appear in the table 10 Export to File a d If you d like to export your Provider table to a Comma Separated Values csv file click the Export To File button Browse to the location in which you would like to save your exported CSV file Type in a file name for this file in the text box to the right of the File Name heading toward the bottom of the window Click Save to save the CSV file I1 When you are finished with the Providers screen click on a different maintenance table from the menu on the left side of the screen or click Close to close the Management screen 105 Farwood MD Default Exam Nose and Throat Exam 2 famiy General Mu System Exam 37 MD rtemal Medicine Body Areas Organ Systems 95 Requesting Providers Add a Provider a b Click on the text box just below the Provider ID heading Type in the Provider ID Press the Tab key and type in the First Name of the provider Press the Tab key and type in the Last Name of
157. the provider Choose the Specialty Sub Specialty of this provider by clicking on the box just below the Specialty Sub Specialty heading and clicking on the appropriate option If this Provider is a Physician Assistant check the box next to the Physician Assistant heading or click on the heading itself If you would like to archive this Provider check the box next to the Archive Provider heading or click on the heading itself 106 Save the new provider by clicking on the Save button Select Records a b To select one record click anywhere on the Provider s row in the table To select multiple records that are contiguous within the current table display click on the first record then hold down the Shift key and select the last record in the range To select multiple records that are not contiguous within the current table display click on the first record then hold down the Ctrl key while selecting the other records that you want selected Delete Providers a b Select the Provider record s you wish to delete Click the Delete button Edit a Provider a f Select the Provider record you wish to edit by clicking anywhere on the Provider s row in the table To change the data click on the text box corresponding to the field that needs to be changed then change the text as appropriate To change the Specialty Sub specialty click on the corresponding drop down box and click on the ap
158. third question becomes available to answer If you answer Y that you want to base the Review E amp M on the MDM the code in the upper right corner of the screen will change If you answer the third question there is no change Notes a For instructions on how to use the Notes section which is available from many screens or how to manage the Note Macros see the Note Macros help page 58 7 19 2011 Revised Date 6 17 2010 Aut Date 6 17 2010 3215 Office Vist Establahed Patiert equees at least two of these three key components 1 COMPREHENSIVE HISTORY 2 COMPREHENSIVE EXAM 3 HIGH COMPLEXITY MEDICAL DECISION MAKING Usually the presenting problem s am of moderate to high seventy Physicians typically spend 40 minutes face to face wth the pabent and or famiy 59 Visis UserConnecton Office CMS Gudenes Tools ERM 3000 000 Other Svs 5000 200 Totd 5000 000 1 Does the presenting problem support the level of service Y N ELTTTTA 2 Do you wert to manusiy ovemde the Reviewer EM besed on the presenting problem f CE 3 Do yeu wart to base the Rewew EM on the MDM Ofic Auditor 2100 Revised Date 12 28 2011 Date 12 28 2011 Retrieving Saved Reports Intelicode gives the user the ability to save reports in different formats i e Word Excel PDF I You can access your saved reports by going to the File menu located in the upper left corner of the scr
159. time for each field c We entered in a Face to Face time of 45 minutes and a Counseling time of 30 minutes see image below ii select the Provider E amp M simply scroll down the list of E amp M Codes provided and click on the code billed by the provider being audited iii Intelicode amp will then do a comparison between the Reviewer E amp M and the Provider E amp M to produce a difference if any in the dollar amounts billed and the variance level iv We chose the Provider E amp M of 99214 for our audit see image below v encounter was underbilled by 20 73 and the Variance is The Note Macros field gives the reviewer the ability to document specific information about an audit encounter documentation issue etc a Note Macros can be developed see Note Macro Maintenance for help to insert in the Notes field or the reviewer may type their own text into the Notes field as desired b This aspect of Intelicode provides the reviewer with the ability to enhance their audit reporting without a lot of additional work c For our audit see image below we inserted a Note Macro we developed called Legibility We developed an Issue macro and a Recommendation macro d Thelssues macro explains what the documentation issue is and the Recommendation macro gives the recommended steps to improve that issue The Medical Necessity questions allow the user to override the Reviewer E amp M by setting the
160. tions User Name Auditor A Password Cancel After you have selected your user name type in your password passwords are not required in Intelicode so you may or may not have a password depending upon your organization s policy Click OK or click the Enter key to login Create a New Office To create a new office 3 Click Create Office The Office Management screen will come up 12 I After logging in the next screen to come up is the Offices and Departments screen You can also access this screen by clicking on the Office menu at the top of the screen and then clicking on Create Change Offices Departments 2 You must have permission to create an office If you do not the Create Office button will have gray text If this is the case you will have to either be given permissions by your Administrator or you will have to have your Administrator create the office To learn more about managing offices permissions and users see the Administration help page r T Offices Offices and Departments Sample Office 4 Fill in the necessary information and click OK The Office Management screen disappears 5 begin using this office click the office name on the Offices and Departments screen and click OK 13 G Office Management Load an Office To load an Intelicode 8 x office file into Intelicode 11 l 2 UJ
161. tions Trailblazer If you are using the Trailblazer MDM you will use the Management Options tab to check the options that apply Pil Intelicode Enterprise Local Sample Office gt BR gt File Management Visis UserConnecton Office CMS Guidelines Tools Help NumberolDiagnosis Management Options Data Reviewed or Ordered Trailblazer Management Options Open of percutaneous therapeutic cardia surgical or radiological procedure minor or major Physical occupational or speech therapy or other manipulation Closed treatrnent for fracture or dislocation IV fluid or fluid copmnonent replacement or establish TV sccess when record is clear that such involved physician decision making and was not standard facility protocol Complex insulin prescription SC or combo of SC IV hyperalimention insulin drip or other complex IV admix proscriphon Conservative measures such as rest icefheat specific diet etc Radiation therapy Patent education regarding sell or home care Decisson to admit to hospital Discuss case with other physician Other NoteMacma u oe 4 Sot Sn son Revised Date 1 10 2012 Audi Date 1 10 2012 Amount Complexity of Data Options Tab Recording the Amount Complexity of Data documented in a record being audited is easy Simply select those items that have been documented by clicking on the check box next to the statement or by click
162. tment Senices Care Seraces l Nursing Facility Seraces Domiciliary Rest Home or Custodia Care Darmiciliary Rest HomeHome Care Plan Overs Thumday December 29 2011 Services Prolonged Seraces face to face Fuequestir Provider Hevewer Prolonged Seraces wio Face to Face Auditor 100 Physician Standby Sensces I Sub Category n ji pame Assign Ponts Prevertive Spit Visit Shared Vei Teaching Physician i NoteMacme 7 8 ule Ed mm 4 5 ot Revised Date 12 29 2011 Date 12 29 2011 ESDUFC LAS z ES 146 Sync Office l This tool is only available and applicable when using the SQL Server database type rather than Local Standard 2 To Sync an office with an exported office click on the Tools menu at the top of the screen 3 Then click the Sync Office menu item A Open dialog will appear with the title Sync Intelicode Office 4 Browse to the location of the office you would like the current office to be synced with 5 Select the office file 6 Click Open The Sync should be completed shortly Visis UserConnecton CMS Guidelines Tools Help Sync Office Pending Audits Visit Information Preferences Service Type Oe or Other Outpabeni Hospital Observation Senices Hoepital Inpatient Seraces Consuttabone Emergency Department Serices amp Care Seraces Nursing Facility Seraces Domiciliary
163. ts an object task command or choice users can select by pointing and clicking with a mouse BELOW OR BY INSTALLING COPYING OR OTHERWISE USING THE SOFTWARE APPLICATION YOU AGREE TO BE BOUND BY THE TERMS OF THIS AGREEMENT INCLUDING THE WARRANTY DISCLAIMERS LIMITATIONS OF LIABILITY AND TERMINATION PROVISIONS BELOW IF YOU DO NOT AGREE TO THE TERMS OF THIS AGREEMENT DO NOT INSTALL OR USE THE SOFTWARE APPLICATION AND EXIT NOW LICENSE TERMS Following acceptance of this Agreement you may install and execute and use one 1 registered copy of the Software Application If you are installing this Software Application for the thirty 30 day trial period your license to use this Software Application expressly expires thirty 30 days from the date of installation If you have purchased a fully licensed version of the Software Application or agree to purchase a fully licensed version of the Software Application after the expiration of the trial period TSI hereby expressly grants you a one year license to use the Software Application subject to the terms and conditions contained herein If you already purchased a one year license you are entitled to receive a full refund of any payment made for the Software Application by so requesting and returning any media and materials to TSI within fifteen 15 days after the date of payment In the event you request a refund you agree to destroy all copies of the Software Application and all of its component
164. u want to overwrite i The Always option will tell Intelicode to overwrite any and all Patient records from this point forward in this process that have a Patient ID that matches a Patient ID in the current Patient table ii None option will tell Intelicode to not overwrite any Patient records for this particular copy from this point forward in this process ii The Yes option will tell Intelicode to overwrite this one particular Patient record and only this one iv The No option will tell Intelicode to not overwrite this one particular Patient record If there are any more duplicate records you will asked the question again pertaining to each of the other records so long as you click No or Yes v The Cancel option will stop the entire Send process 8 Copy From Another Office a Click the Copy From Another Office button b Select the office s from which you wish to copy all of its patient records c Click OK d The patient records from the office s you selected are now a part of your current office s Patient table e If there is a Patient ID from the selected office s that is the same as Patient ID from your current Patient table you will be asked if you want to overwrite i The Always option will tell Intelicode to overwrite any and all Patient records from this point forward in this process that have a Patient 100 ID that matches a Patient ID in the office from which you are copying
165. uct Some of the changes are Dynamic Reporting Intelicode introduces a new facet to the already excellent reporting tool Now for the Audit Summary and the Custom Provider Accuracy Report you will be able to determine which columns you want in or out of the report In addition you will be able to put the columns in the order of your choice Intelicode I reporting offers you more options and more flexibility than ever Point System Intelicode now includes the ability to assign a point value to each variance level and thereby track the degree of accuracy Simultaneous use of Multiple Offices You will now be able to query sort and run reports for data from multiple offices simultaneously SQL Server Intelicode allows you to store your data in Microsoft SOL Server giving your organization more flexibility Audit Prep Screen Get a head start on your audits with the Audit Prep Screen There you can enter and save information about a visit prior to actually starting the audit When you are ready to audit the visit simply select the audit prep that you had saved and the information will automatically fill in the appropriate fields Management Screen The Utilities menu is now called Management Enjoy the new Management screen where you will be able to add delete and update data from various tables This includes those the tables that were previously under the Utilities menu i e Patient Resident Fee Schedu
166. udit Criteria by clicking on the appropriate dropdown arrows to select the percentage or click on the textbox itself and type in the percentage d select the dates between which you would run re audit notification for click on the dropdown arrows just below the Re Audit Notification Date Range heading to select the dates from the calendar or you can also type the dates in e You can determine how often you would like the re audit notification to occur Click on the dropdown arrow just to the right of the Re Audit Notification Interval heading to select the number of days or click on the textbox itself and type in the number 41 Points Points Points Points Points Points Points Points Points Points Re Audit Criteria Percertage Range to X Review v to v Review lo Review in to X Review vto Review in Re Audt Notification Date Range 9 201 to 9 9 20 Gr Re Audt Notification Interval Days 42 Management Visits UserConnecton Office CMS Guidelines Tools Help Patient History Exam Decision End Hospital Observation Services Hospis Inpatient Senaces conaulttaborne Emergency Department Saraces racal Care Seraces Nursing Facility Seraces Domiciliary Rest Home or Custodia Care Attending Provider Date Dormciliary Rest HomeHome Care Plan Overs Home Services Miller John 29209 Thursday October 20 2011 Prolonged Sernces
167. umented heading 25 Select a Chief Complaint from the dropdown list to the right or type it in if the desired text is not available in the list Select the number of Chronic Diseases from the dropdown list just below the Chief Complaint line To enter the documented History of Present Illness HPI elements for the encounter you are auditing simply click the appropriate HPI elements and the respective check box will be checked We checked the box for Chief Complaint Documented box and checked off Location Quality Duration Context and Modifying Factors for our audit see below Also notice the level of HPI displayed in red font in the upper right corner of the HPI section We entered five elements giving us an Extended HPI To enter the documented Review of Systems ROS elements for the encounter you are auditing simply click the appropriate ROS elements and the respective check box will be checked We checked off Constitutional Symptoms and Integumentary for our audit see below Also notice the level of ROS displayed in the upper right corner of the ROS section We entered two ROS elements giving us an Extended ROS To enter the documented Past Family and Social History PFSH elements for the encounter you are auditing simply click the appropriate PFSH elements and the respective check box will be checked We have not checked off any PFSH elements therefore we do not have a PFSH level As we chec
168. ures report was saved as a Report Format select the name of the desired Saved Report Format by clicking on the name located in the white box below the Saved Report Formats heading in the lower left portion of the screen Otherwise click on Diagnosis amp Procedures under Standard Reports in the upper left portion of the screen If you want graphs on your report check the box near the top of the screen for the With Graph option by clicking on the box or on the text itself Change the Office Name Address and Phone Number information if needed See the Report Options help page for more information on how to format your report When you have the desired format Select a Print Option and click Print 84 Carrington MD Lotta Total Dsagnos ex Correct Dia gniotes vacorrerct Total Procedures 4 Procedures Correct Procedus Incorrect 1D 9 90 00 1 10 00 7 3 lt 2 BEX a 57 14 rect Dagnosis ncorrec Aagnoss Q T y e Correct edures ncorrect Procedures 96 309b Q u Farthington MD Lawrencio Tota Dis groom Diagnose Correct Die gnowes incorrect Total Proceduees 5 Procedures Cormet Proceres Incnerect 20 00 1 60 00 5 1 16 57 5 33 ry rect Diagnosis ncorrect Diagnosis a Correct Procedures ncorrect Procedures 95 u 9 INTELICODES pert gemma by VECO 9 0 Lom Provider Summary l Choose Visit Su
169. use both 95 and 97 exams and Intelicode will save the highest level if you prefer Visit archive Intelicode archives or stores visits that have been edited Dynamic Reporting Intelicode gives you the flexibility to create reports that fit your needs giving you the information that you want while being able to save them into a variety of formats or even email them And now Intelicode introduces dynamic reporting for the Audit Summary and the Custom Provider Accuracy Report See What s New in Intelicode 11 for more information Enhanced features of INTELICODE Pro and P A T H Stand alone or network Intelicode runs locally yet allows you to network data If you need to be mobile simply copy the data to your local drive and go Supports multiple offices i e databases If you have multiple sites departments or clients Intelicode allows you to maintain as many as you wish Now with Intelicode 11 you can even work with multiple offices simultaneously Copy and Send Data Intelicode allows you to copy and send patients providers diagnosis codes note macros etc from one office to another What s New in INTELICODE 11 While we have retained the work flow and many of the features that have made Intelicode great it won t take long for you to notice that Intelicode 11 is a major update Intelicode 11 includes numerous additions and enhancements that we believe will leave you more than satisfied with the new prod
170. utton The Pick Office s pop up window will appear c Select the office s that you would like to send this record s to d Click OK to send the record s The Payors remain in this office and are now copied to the Payor table in the other office s selected e If there is a Payor ID from the selected office s that is the same as a Payor ID from the data you are sending you will be asked if you want to overwrite i The All option will tell Intelicode to overwrite any and all Payor records from this point forward in this process in the selected office s that have a Payor ID that matches a Payor ID in the data you are sending ii None option will tell Intelicode to not overwrite any Payor records for this particular copy from this point forward in this process iii The Yes option will tell Intelicode to overwrite this one particular Payor record and only this record iv The No option will tell Intelicode to not overwrite this one particular Payor record and only this record v The Cancel option will stop the entire Send process Copy From Another Office 133 Click the Copy From Another Office button Select the office s from which you wish to copy all of its Payor records Click OK The Payor records from the office s you selected are now a part of your current office s Payor table If there is a Payor ID from the selected office s that is the same as a Payor ID from your current Payor table you will be
171. w the Status Var and Billed E amp M filters on the left side of the screen iii To filter by Provider click on the drop down box and then click on the appropriate Provider iv The providers available for this field are those you have previously added to your Provider fields on the Patient screen Specialty Sub Specialty This filter will allow you to display only those visits that have a certain Specialty or Sub Specialty of the providers who performed the encounters visits The Specialty Sub Specialty filter is located just below the Provider filter on the left side of the screen To filter by Specialty or Sub Specialty click on the drop down box and then click on the appropriate Specialty or Sub Specialty Service Category This filter will allow you to display only those visits that have a certain Service Category that was chosen on the Patient screen The Service Category filter is located just below the Specialty Sub Specialty filter on the left side of the screen 65 iii To filter by Service Category click on the drop down box and then click on the appropriate Service Category h Service Sub Category i This filter will allow you to display only those visits that have a certain Service Sub Category that was chosen on the Patient screen i The Service Sub Category filter is located just below the Service Category filter on the left side of the screen iii To filter by Service Sub Category clic
172. within the grid and click on Select Grid Columns You will be given a list of fields with a check box by each field Check or uncheck fields accordingly by clicking on the checkbox next to the field name or on the field name itself Click OK when the desired column names are checked Click Cancel to avoid any changes to the columns To change the order in which the columns appear click on the column heading hold down the mouse button and drag the box to the desired position This order is used for the Audit Summary and Custom Provider Accuracy Report The order is maintained even after exiting the software and returning To alter the width of any given column use your mouse to put the cursor on the column heading bar on the line that separates the columns hold down the mouse button and drag the column divider to the desired position To reset the columns to the default order and width right click anywhere in the grid and select Reset Grid to Default a Total Visits The total number of visits currently showing in the grid 63 b Accurately Coded The number and percentage of visits currently in the grid that are coded accurately c Under Coded Billed The number and percentage of the Total Visits that are under coded and hence underbilled d Over Coded Billed The number and percentage of the Total Visits that are over coded and hence overbilled e Wrong Category The number and percentage of the Total Visits that
173. you cannot edit a deleted visit c Reports are not available from the Deleted Visits screen 7 For further instructions on how to use this screen see the Visit Summaries help page Publ John 11102872007 01 02 2008 1 5 1963 Office or Othar Outpatient ET 09 04 2007 10 13 2007 Hesptal inpatiert Sennces 09 01 2007 10 18 2007 E esse Petia Wah Documentation Wieringean Wina 01 29 2008 01 02 2008 gt 8 20 1952 03 s d Over Blled wh nac nana Kiamensn sades acu idea i CMS Documentation Guidelines 69 To access the CMS Documentation Guidelines for either 1995 1997 click on the CMS Guidelines menu at the top of the screen and select which documentation guidelines you wish to look at Visits ser Connection Office CMS Guidelines Tools Help I EE CMS Documentation Guidelines Help 97 Alt 7_ Service Type First Nome Last Name Office or Other Outpatient Hoeap4al Observation Semces Hoepstal Inpalient Sereces Patent Status Patient Gender Conautatone Emergency Department Seneces 3 New i 9 Male Cntical Care Saraces Nursing Facility Sereces Domiciliary Rest Home or Custodial Care Attending Provider Viet Date Domiciliary Rest Horme Home Care Plan Overs Monday October 24 2011 r Home Senices Prolonged Services face to tce Reviewer Prolonged Services wo Face to Face 100 Physician
174. you are new to Intelicode you are in for a pleasant surprise If you have been already using Intelicode you know how valuable this tool is Now with the release of Intelicode 11 we trust that you will find the many enhancements and new features to be a great benefit to you and your work Intelicode is ideal for auditing or reviewing services for CMS compliance Many are using Intelicode as a monitoring tool to monitor and validate charges prior to submission Others find this program to be ideally suited for training purposes Countless professionals rely upon Intelicode for consistency reliability and credibility for their encounter reviews education appeals and expert witness testimony We are pleased that you have chosen Intelicode We invite you to call us with questions comments or suggestions on how we can continue to deliver an excellent product Thank you TSI Makers of INTELICODE products Features Basic Features of INTELICODE Easy to use Intelicode has a familiar look and feel to the paper audit forms you are used to using Produces a running tally Intelicode starts calculating from the moment you start entering information Excellent reporting A growing selection of reports that improve your productivity and save you time Adheres to both CMS 95 and 97 Guidelines CMS has instructed payors to use whichever set of guidelines is most favorable to the provider Intelicode makes this easy You can
175. you can choose your print options and print When the Send To Excel option is selected and the Print button is clicked the report is sent to a Microsoft Excel file and you are then given the opportunity to name the file and save it to the location of your choice When the Send To Word option is selected and the Print button is clicked the report is sent to a Microsoft Word file and you are then given the opportunity to name the file and save it to the location of your choice When the Send To PDF option is selected and the Print button is clicked the report is sent to an Acrobat PDF file and you are then given the opportunity to name the file and save it to the location of your choice When the Email Report option is selected and the Print button is clicked a new email is brought up with your report file attached to the email c If the layout of the current report is something that you expect to use again click on the Saved Report Layout button Type a significant name and click OK 79 d When you are finished with the Report Options screen click the Close button co Standard Reports Available Columns Report Options CT Pa 10 issues amp Recommendations View OF Procedure Diagroas Modes Wih Notes By Prowder Diagnosis amp Procedures Provider Summar nig Service Type M Sub Category Prowder Accuracy Report History Custom Fronder Accuracy Report Eram Decision Review
176. you wish to add to the Offices and Departments screen click on it Then click OK The Pick Office screen will disappear and the office you had selected will be added to the Offices and Departments screen 139 E Intelicode Enterprise Local Sampie Office LM File Management Visis UserConnecson Office CMS Guidelines Tools Help Serice Type First Name Last or Other Outmabent Hospital Observation Sernces Hospis Inpatient Senaces Patient Gender Conaultabone Emergency Department Searaces m Reaudits Ae Assign Ponts nf i Mote 34 8 J e EB ae saw Fert rt Sane Senit Revised Date 12 28 2011 Audit Date 12 29 2011 Multiple Offices There are many reasons for creating and maintaining multiple offices in Intelicode We need to look at our Intelicode date in much the same way as we would a file cabinet Good filing practices make finding and managing information easier You might create one Office for each for each clinic site department or by client You might wish to create a new Office for each year quarter or month depending upon the amount of data You have a great deal of flexibility See the points below for more tips on using multiple offices I Multiple Offices in Visit Summaries a Notice first the lower left portion of the screen There is a white box beneath the heading that sa
177. ys Select Office Department s to Query The office that is selected is the office that is being used to display the data in the grid on the right side of the screen b To display data from multiple offices hold down Ctrl key and select other offices You can also hold down the Shift key and click to select a group of offices at one time 140 c The data showing in the grid is a combination of the two offices You can sort and filter this data just as if it were all in one office d You 12 29 2006 De 12 29 2011 Be can even run any report using the data from multiple offices 10 01 2007 08 30 2008 09 20 2007 09 17 2007 1 15 2007 12 10 2007 11 16 2007 12 10 2007 02 2008 ovez 2008 08 10 2008 02 22 2008 02722 2008 08 17 2007 10 18 2007 12 10 2007 01 02 2008 08 30 2008 08 30 2008 12 0 00 0102 2008 1270372007 01 02 2008 01 25 2008 11 01 2007 01 02 2000 02 16 2008 03707 2008 08 12 2007 10 19 2007 080272007 10 19 2007 08725 2007 01 03 2008 02 21 2007 02 21 2008 n1 04 2008 MAAMA Copy and Send Between Offices In Intelicode you have the ability to Copy or Send various items from office to office I Copying and Sending from the Management Screen Sen d to Another Office Select the record s that you want to be sent copied to the corresponding table in another office s Click the Send to Another Office button The Pick Office s pop

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