Here are some steps to help you get started with the ICD-9 to ICD-10 Conversion Process. It is important that you have completed some ICD-10 training so you are familiar with the upcoming changes and become familiar with the codes you will be using.
This process is to identify the steps you will need to take to have everything set up correctly in VitaLogics before the October 1, 2015 deadline.
PLEASE NOTE: We also have a video available for this process. It is found in the VitaLogics Support Center or you can click on this link: https://vitalogics.zendesk.com/hc/en-us/articles/205631225
***EXTRA MULTI BUTTON functionality video is here- please watch both videos for full process: https://vitalogics.zendesk.com/hc/en-us/articles/205802689-ICD-10-New-Update-Multiple-Codes-on-one-ICD-Button
1) Add ICD-10 Codes. Your VitaLogics software currently has approximately 2000 of the most commonly used ICD-10 codes. Therefore, you should not have to add any new ICD-10 codes. However, if there is a code you need which is not already in VitaLogics you will need to add the ICD-10 code to the VitaLogics system. Click here to watch a refresher video on managing ICD Codes.
2) Map ICD-10 Codes to Buttons. In most cases, clinics have their ICD Code Categories and Buttons set up how you like them. Therefore, you simply need to recreate the categories so you can map the respective ICD-10 codes.
- We recommend creating a duplicate category to house the new ICD-10 codes ex: 9 Neuro - Head and 10 Neuro - Head
- Once your categories are created, you will map the appropriate ICD-10 buttons.
- Start with your first ICD-9 code and determine the appropriate ICD-10 to match. You can use a ICD converter to find the appropriate ICD-10 code. VitaLogics has provided a link to an online converter in the ICD Codes Button under Admin. However, please be advised that determining the appropriate ICD-10 code to use for each patient is the sole responsibility of the provider. VitaLogics has provided an online converter to assist in this process however, VitaLogics is not liable for the accuracy of the converter. Note: You can also search using the ICD description to find the ICD-10 code you need.
- Once the new ICD-10 code is found, select the new code, hold left mouse and drag and drop the code onto a new button. Click here if you have not already watched the refresher video above on Managing ICD Codes.
- Or you can drag and drop multiple codes to one button
- Here is the video to show you how to do this: https://vitalogics.zendesk.com/hc/en-us/articles/205802689-ICD-10-New-Update-Multiple-Codes-on-one-ICD-Button
3) Add ICD Codes to Visits. VitaLogics has been set up where you can start adding ICD-10 codes to your patient's visit now, well in advance of the October 1st deadline. During this transition period, ICD-10 codes can be added and mapped to CPT codes, without them printing on the HCFA forms. The ICD-10 codes can be done at the time of each patient visit, or you can go into a completed appointment at the end of each day to add them. Follow the steps below to add the ICD-10 codes to the patient's visit and map the ICD code to the appropriate CPT code.
- When in the patient visit, click on EDIT ICDs - this will show you the ICD-9 codes for this visit.
- In Edit ICDs, add the appropriate ICD-10 codes using the ICD-10 categories and ICD-10 buttons that you previously created. If you find that you do not have a button for the ICD-10 code you are needing, please repeat steps 1 and 2 above.
- Once you have added all ICD-10's for this claim, click on the EDIT CHARGES panel.
- In Edit Charges panel click on the ICDs under the ICDs column.
- ICD Mapping tool will open. You must ensure that that newly added ICD-10 codes are mapped appropriately to the CPT codes. Then click Save.
- You will need to do the ICD Mapping for each CPT code
- Once completed, click CHECK OUT
4) CHANGE PRINTING OPTIONS FOR EACH PAYER. When you would like to start having the ICD-10 codes print on the claim forms, you must change the Printing Options in each Payer. This step must be done starting October 1st when it is required to start using the ICD-10 codes and no sooner.
- Go to Admin -> Payers. Select the Payer you would like to change the Printing Options for and click Edit and then select the Printing Options tab.
- You must ensure it is set to use the HCFA 1500 version - 02/12.
- On OCTOBER 1st and for TESTING change Printing options of box 21 from 9 to 10 and then click save.
PLEASE NOTE: If you need to bill Dates of Service BEFORE 10/1/15 you will need to change the Payer - Printing Options box 21 select 9 for the HCFA to show ICD-9 codes.
Then you must change this BACK to 10 so all billing for on and after 10/1/15 will show ICD-10 codes on the HCFA.
TESTING ICD-10's Before October 1, 2015 Transition
You may temporarily change the printing options to conduct testing with your clearinghouse and payers to ensure a smooth transition. Contact your Clearinghouse and payers to find out what their process is for testing. If you are testing claims prior to October 1st, you will change the Printing Options from ICD-9 to ICD-10 but you MUST change this printing option back to indicate ICD-9 codes in order to continue to have your claims processed appropriately prior to October 1st.
If you use Office Ally, here is a link for Office Ally Testing procedures for Providers:
When testing claims, be sure to use claims that have already been billed out using the ICD-9 codes as to not delay payment. To create a claim that has already previously been billed you will need to REBILL the claims using the ICD-10 codes. Click here to review a refresher article on how to Rebill a Claim.