OfficeMate Knowledge Base : ExamWRITER : Diagnosis/Procedure Coding

Procedure Codes Not Displayed in Templates or Copied Forward Exams (ExamWRITER)

Customer Care — Wed, 13 Mar 2013 09:30:00 GMT

Abstract:

If procedure codes in ExamWRITER templates are not displayed, or if they are not copied forward from previous exams, follow the instructions below to correctly populate the procedure codes in exams. Note that Level II CPT codes, as designed, do not display in templates, nor are they copied forward from previous exams.

Open OfficeMate/ExamWRITER Administration.
Click Setup and select Third Party Setup.
Click the Procedure Codes tab.
Ensure that the Level II CPT Codes check box is deselected for each procedure code.
Click Save.
Close OfficeMate/ExamWRITER.
Reopen OfficeMate/ExamWRITER
The procedure codes will now correctly display in exam templates and exams that are copied forward.

CMS Quality Reporting Measure NQF 0421 - Preventive Care and Screening: Body Mass Index (BMI) Screening and Follow-Up

Customer Care — Tue, 26 Feb 2013 05:33:00 GMT

Abstract:

The following information from CMS will help you meet CMS quality reporting measure NQF 0421 - Preventive Care and Screening: Body Mass Index (BMI) Screening and Follow-Up. This article lists the codes for the denominator, numerator, and exclusions metrics for NQF 0421.

NQF 0421 POP1 NUM1
Percentage of patients aged 65 years and older with a calculated BMI in the past six months or during the current visit documented in the medical record AND if the most recent BMI is outside parameters, a follow-up plan is documented.

Denominator: Patients aged 65 and older with one exam from any of these: 90801, 90802, 90804, 90805, 90806, 90807, 90808, 90809, 97001, 97003, 97802, 97803, 98960, 99201, 99202, 99203, 99204, 99205, 99211, 99212, 99213, 99214, 99215, 99324, 99325, 99326, 99327, 99328, 99334, 99335, 99336, 99337, 99341, 99342, 99343, 99344, 99345, 99347, 99348, 99349, 99350

Numerator: Patients from the denominator with BMI < 23 or > 30 OR with Diagnosis code: V65.3

Exclusions: Patient from the denominator with CPT G8421 with a 1P or 2P or 3P modifier, OR with diagnosis code of: 630, 631, 632, 633, 633.0, 633.00, 633.01, 633.1, 633.10, 633.11, 633.2, 633.20, 633.21, 633.8, 633.80, 633.81, 633.9, 633.90, 633.91, 634, 634.0, 634.00, 634.01, 634.02, 634.1, 634.10, 634.11,

Diagnosis Codes in OfficeMate & ExamWRITER

Customer Care — Thu, 18 Oct 2012 04:30:00 GMT

Abstract:

Occasionally, an update to OfficeMate/ExamWRITER includes the most recent diagnosis codes. Check the enhancements document, which can be found under the Help menu by selecting What's New, for information about any codes atat are added. None of your current diagnosis codes are overwritten; only new codes were added. If you need to add or update diagnosis codes manually, follow the instructions below:

In OfficeMate

From the OfficeMate Administration main window, click Setup and select Third Party Setup.
Note: If you are using ExamWRITER as a standalone application, open ExamWRITER Administration.
Click the Diagnosis Codes tab.
Click The following information from CMS will help you meet CMS quality reporting measure NQF 0038 - Childhood Immunization Status. This article lists all of the codes for the denominator, numerator, and exclusions metrics for NQF 0038. Note that you do not need to request copies of patients' immunizations records and send them to CMS when you are attesting to meaningful use.
NQF 0038: The percentage of children 2 years of age who had four diphtheria, tetanus and acellular pertussis (DTaP); three polio (IPV); one measles, mumps and rubella (MMR); two H influenza type B (HiB); three hepatitis B (Hep B), one chicken pox (VZV); four pneumococcal conjugate (PCV); two hepatitis A (Hep A); two or three rotavirus (RV); and two influenza (flu) vaccines by their second birthday. The measure calculates a rate for each vaccine and two separate combination rates.
Denominator (for each numerator): Patient age >=1 AND <2 with 1 exam from any of these: 99201, 99202, 99203, 99204, 99205, 99211, 99212, 99213, 99214, 99215, 99217, 99218, 99219, 99220, 99241, 99242, 99243, 99244, 99245, 99341, 99342, 99343, 99344, 99345, 99347-99350, 99384, 99385, 99386, 99387, 99394, 99395, 99396, 99397, 99401, 99402, 99403, 99404, 99411, 99412, 99420, 99429, 99455, 99456 OR diagnosis code of these: V24, V25, V26, V27, V28, V45.5, V61.5, V61.6, V61.7, V69.2, V72.3, V72.4, V70.0, V70.3, V70.5, V70.6, V70.8, V70.9
NQF 0038: NUM1
To set up OfficeMate or OfficeMate Enterprise to participate in the Physician Quality Reporting System (PQRS), you must first designate the PQRS diagnosis codes and then designate the Level II procedure codes. To set up PQRS reporting, perform the following steps:
Designate the Qualifying Diagnosis Codes
From the OfficeMate or Administration/Home Office main window, click Setup.
Select Customization (OfficeMate v8 and below and OfficeMate Enterprise 1.0 users) or select Third Party Setup (OfficeMate Enterprise 2.0 and OfficeMate v9 and above users).
Click the Diagnosis Codes tab.
Select the diagnosis code from the list on the left.
Select the PQRI (Voluntary) check box.
Repeat steps 4 and 5 for each qualifying diagnosis code.
Click OK when you are finished.
The International Statistical Classification of Diseases and Related Health Problems 10th Revision (ICD-10) is a coding of diseases and signs, symptoms, abnormal findings, complaints, social circumstances and external causes of injury or diseases, as classified by the World Health Organization (WHO). The code set allows more than 69,000 different codes and permits tracking of many new diagnoses and procedures, a significant expansion on the 14,000 codes available in ICD-9.
ICD-10-PCS is the new procedure coding system that is being developed as a replacement for ICD-9-CM, Volume 3. ICD-10-CM is the new diagnosis coding system that is being developed as a replacement for ICD-9-CM, Volumes 1 & 2.
Go to the CMS Web site at http://www.cms.hhs.gov/ICD10/ for more information on ICD-10 codes and implementation timetables. In April 2010, CMS released the "ICD-10-CM/PCS: An Introductio

ExamWRITER Does Not Display PQRI Code G8553 in ePrescribing Exams

Customer Care — Wed, 21 Mar 2012 08:02:00 GMT
Abstract:
If ExamWRITER is not displaying PQRI code G8553 in ePrescribing exams, ensure that the following information is set up properly:
Navigate to the OMATE32\DATA or OfficeMate\DATA folder, open the InstalledVersion.dat file with Notepad, and verify that your correct OfficeMate/ExamWRITER version is listed in the [Install] Build section.
Open the Products window in OfficeMate and ensure that G8553 is set up as a service.
Open the Diagnosis/Procedure Coding window in ExamWRITER, click the Procedures tab, and ensure that G8553 is listed as a procedure.
Open the patient's Demographic window in OfficeMate, click the Insurance tab, and ensure that Medicare is selected as the patient's insurance carrier.
Open the Insurance Billing Initial Setup window in OfficeMate, select Medicare from the Select Carrier drop-down menu, click the Preferences tab, and ensure that the Yes radio button next to the Automate PQRI preference is selected.

What Category I ophthalmic code changes appear in the 2012 Current Procedural Terminology manual?

Customer Care — Fri, 17 Feb 2012 05:55:00 GMT
Abstract:
CPT code 92070, Fitting of contact lens for treatment of disease, including supply of lens, has been deleted and replaced by the following two new codes:
92071: Fitting of contact lens for treatment of ocular surface disease
92072: Fitting of contact lens for management of keratoconus, initial fitting. (For subsequent fittings, report using Evaluation and Management services or General Ophthalmological Services.)
The CPT manual specifies that you should not report 92071 in conjunction with 92072 (or 92072 in conjunction with 92071) and that you should report a supply of lenses separately with 99070 or the appropriate supply code.

For more information about the PQRS, see the CMS Web site at https://www.cms.gov/PQRS/.

Why are some ExamWRITER items in green text?

Customer Care — Fri, 21 Oct 2011 07:07:00 GMT
Abstract: Green text signtifieds that the item is associated with a PQRS procedure or diagnosis code. Refer to the attached related articles for more information about using PQRS procedure codes in ExamWRITER.

Physician Quality Reporting System (PQRS)

Customer Care — Fri, 21 Oct 2011 07:04:00 GMT
Abstract:
For information on the CMS Physician Quality Reporting System (PQRS), go to https://www.cms.gov/PQRS/. For information on how to use ExamWRITER and OfficeMate to participate in the PQRS, see the attached "Participating in the Physician Quality Reporting System" document.

New ICD-9 Codes - Effective 10/1/11

Customer Care — Fri, 30 Sep 2011 09:25:00 GMT
Abstract:
The following new ICD-9 diagnosis codes are effective October 1, 2011:
NEW OR REVISED CODES
365.01 Glaucoma, open angle with borderline findings, low risk (low risk added)
365.05 Glaucoma, open angle with borderline findings, high risk (new code)
365.06 Primary angle closure without glaucoma damage
If you are using an exam template with information pre-recorded in the Review of Systems section of the template, click the Review of Systems category bar in the patient's exam record, select the Reviewed check box, and click Process. The documented elements will now be counted in the E & M Quick Code Check window.

Does OfficeMate/ExamWRITER get updated with new procedure codes yearly?

Customer Care — Fri, 02 Sep 2011 04:05:00 GMT
Abstract:
Procedure codes are not updated yearly in OfficeMate and ExamWRITER because the code list is very long and many clients do not need all of the new codes every year; however, in future versions of OfficeMate, updated yearly codes may be a new feature. If you need to add or update procedure codes, follow the instructions below:
If you are using OfficeMate v8 or below, click Setup and select Customization on the OfficeMate main window. If you are using OfficeMate v9 or above, click Setup and select Third Party Setup on the Home Office/Administration main window.
Click the Procedure Codes tab.
Click New Code to add a new code.
Type a procedure code in the Code text box.
Type a procedure code description into the Description text box.
Select a type of service from the Type of Service drop-down menu.
If you are using OfficeMate v8 or below, select a financial group from the Financial Group drop-down menu.
If you are using OfficeMate v8 or below, select a production group from the Production Group drop-down menu.
Click New Code to enter another procedure code.
OR
Click OK or Save to save the new procedure code.
For a copy of updated procedure codes on CD-ROM, go to http://www.medicalartspress.com/Catalog.asp?DeptID=908002029&ProfID=8&DeptName=Books%20and%20Software&Base_Deptid=908002501&tab=2&DynDeptID=908002501.
For information on procedure code books and training, go to Yes, you can enter different levels of contact lens fittings, complete with pricing information for each fitting. To do this, set up separate products for each level of fitting in the Products window:
Click the Products icon in OfficeMate.
Select Products and Services.
Select Services from the Product Type drop-down menu.
Click New Product to add a new service with a level of fitting.
Record appropriate information in the fields.
Click the Product Details tab to record additional details and add a CPT code to the service. The service cannot be saved unless a CPT code is selected.
Click Save and select Save and New to add another service with a different level of fitting or click Save and Exit to close the Products window.

Procedure & Diagnosis Codes in ExamWRITER Don't Transfer to OfficeMate Fee Slips

Customer Care — Fri, 26 Feb 2010 10:49:00 GMT
Abstract: If you have created an exam in ExamWRITER using a template with pre-selected procedure codes, but the information recorded doesn't transfer to an OfficeMate fee slip, then you need to edit the template. First, ensure that the service is set up properly in the Products window and then open the template and add the procedure code to the template again. See the related article below for more information on reprocessing templates after upgrading.

Error 6 Overflow in ExamWRITER

Customer Care — Thu, 17 Dec 2009 09:15:00 GMT
Abstract: If you receive an Error 6 Overflow message when you are selecting a procedure code to add to the Selected Procedures box in the Diagnosis/Procedure Coding window in ExamWRITER, close ExamWRITER and unzip the ExamWRITER 7.0.exe file attached to this article into your OMATE32 folder.

Can I create and use an ExamWRITER template for billing purposes?

Customer Care — Thu, 21 Aug 2008 13:47:00 GMT
Abstract:
Yes, you can create an ExamWRITER template for billing purposes. Simply create a template in ExamWRITER and record the appropriate billing codes in the template. When you use this template for patient exams, the billing codes will already be a part of the exam and will transfer to separate lines on the OfficeMate fee slip (if you are using OfficeMate).

Open Charges Are Not Created When Exam is Closed/Finalized (Special Case)

Customer Care — Wed, 30 Jan 2008 12:33:00 GMT
Abstract:
If an ExamWRITER exam record has a procedure code recorded within it, open charges will be created in OfficeMate, even if the exam has not been closed or finalized. If the open charges are closed out in OfficeMate before the exam is closed or finalized in ExamWRITER, they will not be billed to the patient. To prevent this scenario from occurring, deselect the procedure code in the Diagnosis/Procedure Coding window in ExamWRITER and then reselect the procedure code prior to finalizing the exam so that the procedure code will appear as an open charge in OfficeMate. If the exam is already finalized and there are no open charges for procedures recorded in the exam, you will have to manually record the charges on an OfficeMate fee slip.

Can I print the Diagnosis/Procedure Coding window in ExamWRITER to use as a router for our staff?

Customer Care — Tue, 17 Jul 2007 05:28:00 GMT
Abstract:
No, you cannot print the Diagnosis/Procedure Coding window from within ExamWRITER. You can take a screen shot of the window (press the Prt Scr key) and print it though. Or, you can simply print the exam (from the Print icon); the diagnosis and procedure codes are listed on the printed exam.
Note that if you record multiple diagnosis and procedure codes in an exam, the sequence in which they are recorded in ExamWRITER (primary, secondary, tertiary, etc.) is the sequence in which they are transferred to the OfficeMate fee slip. If you are concerned about staff members selecting the correct corresponding diagnosis codes and procedure codes, ensure that when you code the exam you properly recorded the primary, secondary, and tertiary, etc., diagnosis and procedure codes. When you close or finalize the exam, the primary diagnosis code will be listed first in the ICD-9 drop-down menu on the fee slip, the secondary diagnosis code will be listed second in the ICD-9 drop-down menu on the fee slip, and so on. Also, when you finalize or close the exam, the primary procedure code will be listed first in the Product/Name Code column on the fee slip, the secondary procedure code will be listed in second in the Product/Name Code column on the fee slip, and so on. Staff members simply have to select the first diagnosis code in the ICD-9 drop-down menu for the first procedure code on the fee slip, the second diagnosis code in the ICD-9 drop-down menu for the second procedure code on the fee slip, and so on.

Are diagnosis and procedure codes in ExamWRITER automatically transferred to OfficeMate fee slips?

Customer Care — Wed, 21 Mar 2007 07:16:00 GMT
Abstract: ExamWRITER transfers up to four diagnosis codes and up to six procedure codes into OfficeMate when an exam is finalized or closed.

When ExamWRITER transfers diagnosis codes into OfficeMate fee slips, it transfers them all (up to four, if there is more than one) into the first row in the ICD-9 column. You must click the drop-down arrow in the ICD-9 column/row and select the appropriate transferred diagnosis code for the procedure code. If there are multiple diagnosis codes, you can record them on separate lines of the fee slip.

For suggestions on how to record and print diagnosis codes in ExamWRITER to give staff completing fee slips information on which diagnosis codes belong with which procedure codes, see the linked related article below.

How do I transfer diagnosis codes from a past exam to a new exam?

Customer Care — Thu, 23 Mar 2006 06:29:00 GMT
Abstract: If you copy forward an exam (right-click on a patient's previous exam record in the ExamWRITER Control Center and select Copy forward to New Exam, the diagnosis codes in the previous exam will copy forward to the new exam record. If you are using a template for a new exam and that template has diagnosis codes recorded in it, the codes will appear in new exams using that template; however, if you modify the diagnosis codes in that template and then use it in new exams, the modified diagnosis codes will appear in the new exam.

How do I properly code an exam for an established patient? When I code an exam now, the Quick Code window states that I am coding for a new patient instead of the established patient that I am actually coding.

Customer Care — Thu, 23 Mar 2006 05:55:00 GMT
Abstract: The Quick Code window looks at the patient's last exam date to establish patient coding levels. When you are coding an exam in ExamWRITER, the Quick Code window will display that you are coding a new patient if this is the patient's first exam in your office OR if the patient has not had an exam in your office in over three years. If the patient you are coding an exam for is not a new patient, but the Quick Code window is still displaying that the patient is new, you need to open the service for which you are coding in the Products window and ensure that the Update Last Exam check box is checked. If this box is checked, every time you code an exam using this service, the correct last exam date will be noted for the new or established patient in ExamWRITER.