Billing Settings: Codes

  • Updated

From the Billing Settings tab, you can configure the CCodes, RCodes, and HCodes used by your organization.

Quick Code Refresher

  • Professional Claims (CMS-1500) bill using CCodes.
  • Institutional Claims (UB-04) billing using Rcodes (required to bill) and Hcodes (optional for AveaOffice). 

Create Codes

The process for setting up these codes is the same whether your organization integrates with CollaborateMD or AveaOffice. However, AveaOffice attempts to match using the Code Description first, so please ensure that data matches the description as entered into Avea. 

Use the following steps to add billing codes into the Kipu EMR.

  1. Click on your initials and select Settings.

  2. Open the Billing tab. The Codes section is opened by default.
  3. Click Add item.
  4. In the Add/Edit Code window:
    • Select a Coding System from the drop-down.
      • CCode: 5-digit CPT or HCPCS codes that you want to show up on Professional (CMS-1500) claims.
      • HCode: 5-digit CPT or HCPCS codes that you want to show up on Institutional (UB-04) claims. These are optional for Institutional Claims.
      • RCode: Revenue Codes are 4-digit numbers that are used in institutional billing to indicate the general type of services that were provided. For example, 0900 is "General Behavioral Health Treatment and Services" and 0905 is "Intensive Outpatient Psychiatric Services". These are required for Institutional Claims.
    • Code: Enter Code.
    • Description: Enter the description of the code. For AveaOffice users, this field should match what is entered in Avea. Additionally, please do not use parenthesis in the description to prevent errors in matching the codes between the systems. 
    • Effective Date: Select when the code can start to be used for services. Note: We recommend using the first day of the current month, unless the patient has prior dates of service that need to be billed.
    • End Date: Leave this field blank.
    • Duration From/Duration To: Fill out the Duration fields if you want the system to automatically select this code if the duration on an ancillary evaluation or group session matches.
      • Important: If more than one billing code contains the same duration, the system will be unable to automatically select any codes.
  5. Click Submit.
  6. Repeat until all codes have been entered.

Managing Codes

Use the drop-down to toggle between the available coding sets.

Important: Custom Codes are not supported by the billing integration. 

To make updates to a code, click on the Edit icon.

To make a code inactive, please set the End Date to today and click Submit.

Click on the clock icon to view a code's editing history.

 

The Code History pop-up appears as follows.

To view inactive codes, click the Show Inactive checkbox.

Only active codes will be available for selection.

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