Transcript Slide 1
Evaluation and Management Strategies For Success American Academy of Professional Coders Woodland Hills California Chapter Meeting June 2010 1 Part One Fundamentals of Coding Evaluation and Management Services Presented by: Elizabeth McAllister, CPC, CPC-H, CPC-I, CEMC 2 Evaluation and Management … 3 Identify traditional physician (or physician extender) encounter Account for approximately 30% of charges received by third party payers In some practices, these services generate between 80-90% of total revenue E/M Services have been included in every work plan issued by OIG Chart auditing is a component of an effective compliance plan Documentation Principles 4 The medical record should be complete and legible. The documentation for the encounter should include the following: – reason for the encounter and a relevant history, physical examination findings and prior diagnostic test results; – plan for care and – date and legible identity of the observer Documentation Principles 5 Past and present diagnoses should be accessible to the treating and/or consulting physician. Appropriate health risk factors should be identified. The patient’s progress, response to and changes in treatment, and revision of diagnosis should be documented. S O A P Note S Subjective O Objective A Assessment P Plan 6 Subjective includes all of the information that the patient tells the provider. Objective: includes the physical exam, diagnostic testing and observations. Physician’s documentation of the diagnosis or problem. Further work up that is planned. Evaluation and Management Definitions and Guidelines 7 A new patient is defined as one who has not received face-toface services rendered by a physician or a physician of the same specialty who belongs to the same medical group within the last three years. On Call Service Exception If a patient is seen by a physician who is “on call” or “covering” for a colleague – the patient encounter is considered an established patient. New Patient California Workers’ Compensation Cases A new patient is one who is new to the physician or an established patient with a new industrial injury or condition. 8 Evaluation and Management Definitions and Guidelines 9 Transfer of care is the process whereby a physician who is providing management for some or all of the patient’s problems relinquishes the responsibility to another physician who explicitly agrees to accept responsibility, and who, from the initial encounter is not providing consultative services. (New for 2010) The physician transferring the care is then no longer providing care for these problems though he or she many continue providing care for other conditions as appropriate. Evaluation and Management Definitions and Guidelines (New for 2010) A consultation is a type of evaluation and management service provided by a physician at the request of another physician or appropriate source to either recommend care for a specific condition or problem or to determine whether to accept responsibility for ongoing management of the patient’s entire care of for the care of a specific condition or problem. 10 CMS Consultation Code Update 11 Effective January 1, 2010 CMS will eliminate the use of all consultation CPT/HCPC codes. This includes inpatient codes (99251-99255) and office/outpatient codes (99241-99245) for various places of service, instead of consultation codes, providers are instructed to bill initial hospital care (99221-99223), initial nursing facility care (99304-99306) or initial office visits (99201-99205), as applicable. Evaluation and Management Definitions and Guidelines 12 Physician assistant, NP, OT, psychologist, social worker, attorney are all considered appropriate source for requesting a consultation. “Consultation” requested by the patient and/or family is reported by using the office visit, home visit or other evaluation and management codes. Evaluation and Management Definitions and Guidelines 13 Concurrent care is the provision of similar services to the same patient by more than one physician on the same day. Evaluation & Management Components KEY COMPONENTS 14 History Examination Medical Decision Making Counseling Coordination of Care Nature of Present Problem Time* History 15 The history is one of the three key components of E/M documentation. Acts as a narrative which provides information about the clinical problems or symptoms being addressed during the encounter. History Four Elements The selection of the level of history obtained will depend on the following factors: Chief Complaint History of Present Illness Review of Systems Past, Family & Social History 16 Chief Complaint 17 The chief complaint should be the first notation in the medical record. It is required for all levels of service. The physician uses the chief complaint to : derive a diagnosis discover if any additional body systems or anatomical areas are affected. History of Present Illness Chronological description of the development if the patient’s present illness from the first sign and/or symptom or from the previous encounter to the present. 18 History of Present Illness Every type of encounter requires some form of HPI. When documenting a follow-up encounter, it is acceptable to label the HPI an Interval History. The physician must personally complete and record the HPI. The HPI is the only part of the history which cannot be recorded by ancillary staff. 19 History of Present Illness HPI Eight Elements 1. 2. 3. 4. 5. 6. 7. 8. 20 Location Quality Severity Duration Timing Context Modifying Factors Associated Signs & Symptoms Brief and Extended HPIs are distinguished by the amount of detail needed to accurately characterize the clinical problem(s). Location The area of the body where the pain or discomfort occurs. Quality This is a description of the character of the symptoms. Dull, Throbbing, Burning, Stabbing……. Severity Describes the Magnitude of the Presenting Problem. May be stated using a scale of one out of ten, with one being the least amount of pain or severity. Ten is the most severe. Duration Describes when the symptoms first appeared. Timing This may further describe the symptoms, describes whether the symptoms are constant, transient or appear at specific times throughout the day. Context Describes Modifying Factors This is a list of interventions that the patient may have taken to relieve the symptoms. This may include medications, therapy, rest, whether they were successful or not. Associated Signs & Symptoms 21 Identifies additional problems associated with specific symptoms. May indicate a new disease or underlying problem. “The Big Picture” Brief 1 – 3 Elements Extended 4 – 8 Elements or (using the 1997 documentation guidelines) the status of at least three inactive chronic conditions. 22 Extended HPI 23 HPI: Patient complains of chest pain which began three hours ago duration. Pain has been off and on since that time with each episode lasting two to three minutes. The pain is described as “crushing” and at times is rated as an eight on a scale of one to ten. The pain occurs with minimal exertion and is associated with nausea and shortness of breath. The pain was relieved with sublingual NTG in the ambulance. Location Duration Timing Quality Severity Context Associated signs and symptoms Modifying factors Review of Systems ROS 24 An inventory of body systems obtained through a series of questions seeking to identify signs and or symptoms which the patient may be experiencing or may have experienced. Helps define the problem, clarify the differential diagnosis, identify needed testing or serves as baseline data for other systems that might be affected by any possible management options. ROS CMS/AMA Systems 25 Constitutional Symptoms Eyes Ears, Nose, Mouth & Throat Cardiovascular Respiratory Gastrointestinal Genitourinary Musculoskeletal Integumentatry System Neurological Psychiatric Endocrine Hematologic/Lymphatic Allergic/Immunologic Review of Systems General/Constitutional Average weight, weight loss or gain, general state of health, sense of well-being, strength, ability to conduct usual activities, exercise tolerance 26 Eyes/Ears/Nose/Mouth/Throat Headaches (location, time of onset, duration, precipitating factors), vertigo, lightheadedness, injury Vision, double vision, tearing, blind spots, pain Nose bleeding, colds, obstruction, discharge Dental difficulties, gingival bleeding, dentures Neck stiffness, pain, tenderness, masses in thyroid or other areas Review of Systems Cardiovascular Precordial pain, substernal distress, palpitations, syncope, dyspnea on exertion, orthopnea, nocturnal paroxysmal dyspnea, edema, cyanosis, hypertension, heart murmurs, varicosities, phlebitis, claudication 27 Respiratory Pain (location, quality, relation to respiration), shortness of breath, wheezing, stridor, cough (time of day, of productive, amount in tablespoons or cups per day and color of sputum), hemoptysis, respiratory infections, tuberculosis (or exposure to tuberculosis), fever or night sweats Review of Systems Gastrointestinal Appetite, dysphagia, indigestion, food idiosyncrasy, abdominal pain, heartburn, eructation, nausea, vomiting, hematemesis, jaundice, constipation, or diarrhea, abnormal stools (clay-colored, tarry, bloody, greasy, foul smelling), flatulence, hemorrhoids, recent changes in bowel habits Genitourinary Urgency, frequency, dysuria, nocturia, hematuria, polyuria, oliguria, unusual (or change in) color of urine, stones, infections, nephritis, hesitancy, change in size of stream, dribbling, acute retention or incontinence, libido, potency, genital stores, discharge, venereal disease 28 (Female) Age of onset of menses, regularity, last period, dysmenorrhea, menorrhagia, or metrorrhagia, vaginal discharge, post-menopausal bleeding, dyspareunia, number and results of pregnancies (gravida, para) Review of Systems Musculoskeletal Pain, swelling, redness or heat of muscles or joints, limitation, of motion, muscular weakness, atrophy, cramps Neurologic/Psychiatric Convulsions, paralyses, tremor, coordination, parathesias, difficulties with memory of speech, sensory or motor disturbances, or muscular coordination (ataxia, tremor) Predominant mood "nervousness" (define), emotional problems, anxiety, depression, previous psychiatric care, unusual perceptions, hallucinations 29 Review of Systems Allergic/Immunologic/ Lymphatic/Endocrine Reactions to drugs, food, insects, skin rashes, trouble breathing Anemia, bleeding tendency, previous transfusions and reactions, Rh incompatibility Local or general lymph node enlargement or tenderness. Polydipsia, polyuria, asthenia, hormone therapy, growth, secondary sexual development, intolerance to heat or cold 30 Skin/Breast Rash, itching, pigmentation, moisture or dryness, texture, changes in hair growth or loss, nail changes Breast lumps, tenderness, swelling, nipple discharge Review of Systems 31 Problem Pertinent ROS - positive or negative responses for at least 1 system related to the presenting problem Extended ROS – Inquires about the system directly related to the problem(s) identified in the HPI and a limited number of additional systems. Positive or negative responses for 2 – 9 systems. Complete ROS – positive or negative responses for all additional body systems. At least 10 identified. Past (Medical) Family and/or Social History (PFSH) 32 Past History - Review of patient’s previous illness, injuries, hospitalization, current medications, allergies, immunization status. Family History – Review of patient’s family health status or cause of death of parents, siblings, children. Also includes a review of any diseases that may be hereditary, that may put patient at risk. Social – Review of current activities, may include alcohol, tobacco use, marital status, occupation, sexual history. Past Medical Family & Social History Pertinent PFSH Describes 1 – 3 components Complete PFSH Describes 1 from each of the 3 components 33 The Problem Focused History 34 The Problem Focused History is the lowest and least descriptive level of history. This history requires only a chief complaint and a Brief HPI (which requires one to three HPI elements). No ROS or PFSH are required. Chief complaint: Follow-up nephrolithiasis Interval History: The patient’s left flank pain has resolved. chief complaint is clearly stated and only one HPI element (location) is utilized. The Expanded Problem Focused History The Expanded Problem Focused History is the second lowest level of history. This history requires a chief complaint, a brief HPI (containing one to three HPI elements), plus one ROS. No PFSH is required. CC : Follow-up for allergic rhinitis . Interval History: The patient’s nasal congestion has significantly improved with steroid nasal spray and is now described as “mild” in severity. ROS is negative for cough, hoarseness, or shortness of breath. Expanded Problem Focused History does not require a lot of information. In this case, 2 HPI elements were used - location and severity. The ROS required review of only one system. In this case the respiratory system was reviewed. 35 The Detailed History CC : Follow-up hypertension and diabetes Interval History : The patient’s hypertension is stable on current medications. Diabetes, however, remains sub-optimally controlled with hgbA1c greater than 7. There is also a history of osteoarthritis, which requires only intermittent Tylenol for symptomatic relief . ROS General--Negative for fatigue, weight loss, anorexia Cardiovascular--Negative for CP, orthopnea, PND Endocrine--Negative for polyuria, polydipsia, cold intolerance 36 Pertinent PMH is positive for CAD, which has been quiescent Extended HPI was constructed by commenting on the status of three chronic or inactive problems (hypertension, diabetes, OA). The ROS described three systems, although technically only two systems are required. This example utilized an element of PMH (CAD) to satisfy the requirement of one pertinent PFSH. The Comprehensive History The Comprehensive History is the highest level of history and requires a chief complaint, an extended HPI (four HPI elements OR the status of three chronic or inactive problems - if using the 1997 E/M guidelines), plus a 10 system ROS, plus a Complete PFSH . 37 The Comprehensive History CC : Chest pain HPI : The patient is a 65 year old male who developed sudden onset of chest pain, which began early this morning. The pain is described as “crushing” and is rated nine out of 10 in terms of intensity . PMH is remarkable for GERD and hypertension FH : Mother died at 78 of breast cancer; Father at 75 of CVA. No history of premature cardiovascular disease in first degree relatives. SH : Negative for tobacco abuse; consumes moderate alcohol; married for 39 years ROS Constitutional--Negative for fevers, chills, fatigue Cardiovascular--Negative for orthopnea, PND, positive for intermittent lower extremity edema Gastrointestinal--Positive for nausea without vomiting; negative for diarrhea, abdominal pain Pulmonary--Positive for intermittent dyspnea on exertion, negative for cough or hemoptysis All other systems reviewed and are negative 38 Putting it together Determining the Level of History Type of History Review of Patient, Family, Systems (ROS) Social History (PFSH) History of Present Illness (HPI) Problem Focused N/A N/A Brief (1 – 3) Expanded Problem Focused Problem Pertinent (1 system) N/A Brief (1 – 3) Detailed Extended (2-9 Systems) Pertinent (1 area) Extended (2 – 9) Complete (2 or 3 areas) Extended (4 or more) Complete Comprehensive (10 0r more) 39 Examination Key Component 40 Examination Determining the Extent Factors to consider: Documentation Clinical judgment Nature of the presenting problem(s). Ranges from limited examinations of single body areas to general multisystem or complete single organ system examinations. 41 Evaluation and Management Examination - Four Levels 42 Problem Focused -a limited examination of the affected body area or organ system. Expanded Problem Focused -- a limited examination of the affected body area or organ system and other symptomatic or related organ system(s). Detailed -- an extended examination of the affected body area(s) and other symptomatic or related organ system(s). Comprehensive -- a general multi-system examination or complete examination of a single organ system. Examination For purposes of examination, the following body areas are recognized: 43 Head, including the face Neck Chest, including breasts and axillae Abdomen Genitalia, groin, buttocks Back, including spine Each extremity Examination The following organ systems are recognized: 44 Constitutional (e.g., vital signs, general appearance) Eyes Ears, nose, mouth and throat Cardiovascular Respiratory Gastrointestinal Genitourinary Musculoskeletal Skin Neurologic Psychiatric Hematologic/lymphatic/immunologic 1997 Problem Focused Examination One to five bullets from one or more organ systems Example Vitals: 120/80, 88, 98.6 General appearance: NAD, conversant Lungs: CTA CV: RRR, no MRGs 45 Three vital signs general appearance auscultation of lungs auscultation of the heart 1997 Expanded Problem Focused Exam At least six bullets from any organ systems Example Vitals: 120/80, 88, 98.6 General appearance: NAD, conversant Lungs: Clear to auscultation CV: RRR, no MRGs Abdomen: Soft, nontender Extremities: No peripheral edema 46 Three vital signs general appearance auscultation of lungs auscultation of the heart examination of the abdomen examination of extremities for edema The Detailed Physical Exam 47 The Detailed Physical Exam is the second highest level of physical exam. 1997 Detailed Exam requires at least 12 bullets from any organ systems. 1997 Detailed Exam At least two bullets from six organ systems OR 12 bullets from two or more organ systems Vitals: 120/80, 88, 98.6 General appearance: NAD, conversant Neck: FROM, supple Lungs: Clear to auscultation CV: RRR, no MRGs; normal carotid upstroke and amplitude without bruits Abdomen: Soft, non-tender; no masses or HSM Extremities: No peripheral edema or digital cyanosis Skin: no rash, lesions or ulcers Psych: Alert and oriented to person, place and time 48 1997 Detailed Exam 49 three vital signs general appearance examination of neck auscultation of lungs auscultation of the heart assessment of carotid arteries examination of the abdomen examination of liver and spleen examination of extremities for edema examination and/or palpation of digits and nails inspection of skin and subcutaneous tissue brief assessment of mental status—orientation 1997 Comprehensive Examination Vitals: 120/80, 88, 98.6 General appearance: NAD, conversant Eyes: anicteric sclerae, moist conjunctivae; no lid-lag; PERRLA HENT: Atraumatic; oropharynx clear with moist mucous membranes and no mucosal ulcerations; normal hard and soft palate Neck: Trachea midline; FROM, supple, no thyromegaly or lymphadenopathy Lungs: CTA, with normal respiratory effort and no intercostal retractions CV: RRR, no MRGs Abdomen: Soft, non-tender; no masses or HSM Extremities: No peripheral edema or extremity lymphadenopathy Skin: Normal temperature, turgor and texture; no rash, ulcers or subcutaneous nodules Psych: Appropriate affect, alert and oriented to person, place and time 50 1997 Comprehensive Examination Constitutional three vital signs, general appearance Eyes inspection of conjunctivae and lids, examination of pupils and irises) Lymphatic examination of lymph nodes in neck examination of lymph nodes in extremities Ears, Nose, Mouth and Throat external inspection of ears and nose— “atraumautic” examination of oropharynx Skin of skin and subcutaneous tissues palpation of skin and subcutaneous tissues Neck examination of neck examination of the thyroid Respiratory auscultation of lungs assessment of respiratory effort 51 Cardiovascular auscultation of heart examination of extremities for edema or varicosities Gastrointestinal examination of the abdomen examination of liver and spleen Psychiatric description of patient’s judgment and insight assessment of mental status— orientation Medical Decision Making 52 Medical Decision Making Four Levels Medical decision making refers to the complexity of establishing a diagnosis and/or selecting a management Option(s). 53 Straight-forward Low complexity Moderate complexity High complexity Nature of the Presenting Problem 54 Five types of presenting problems are defined. The presenting problem, similar, to the chief complaint, it is the disease, condition, injury, symptom, finding, complaint or other reason for the patient encounter. The diagnosis may or may not be established during that encounter. Nature of the Presenting Problem Minimal – may or may not require a physician’s presence. Self-limited or Minor problem Definite & prescribed course Transient in nature Unlikely to alter health status permanently Good prognosis with management Low Severity Without treatment: Risk of morbidity is low. Little or no risk of mortality Full recovery without impairment is expected 55 Nature of the Presenting Problem Moderate Severity Increased probability of prolonged functional impairment Without treatment risk of morbidity and or mortality is moderate Uncertain prognosis 56 High Severity Without treatment: risk of morbidity is high to extreme. Without treatment risk of mortality is moderate to high Prolonged Functional Impairment Medical Decision Making Levels Straightforward is the lowest level of Medical Decision-Making. It is impossible not to qualify for it. Low Complexity Medical Decision-Making requires only slightly more intellectual energy than straightforward MDM. The degree of risk remains quite low and corresponds to a patient with one chronic illness which is completely stable. If there is an acute problem, it should be an uncomplicated clinical issue such as allergic rhinitis, cystitis or a sprained ankle. 57 Medical Decision Making Levels Detailed Complexity Medical Decision-Making describes a patient with one chronic illness with a mild exacerbation or two stable chronic illnesses would satisfy the risk requirement for this level of medical decision-making. Clinical Example An established office patient with diabetes, hypertension and dyslipidemia all of which are optimally controlled. Routine labs are checked and routine labs and schedule return visit in four months. No changes are made to any medications. 58 Medical Decision Making Levels 59 High Complexity Medical Decision-Making truly is complex. Either the patient is quite ill or the physician must review a significant amount of primary data. The patient would need to have a severe exacerbation of a chronic problem or an acute illness which threatens life or bodily function to qualify for this level of risk. Medical Decision Making 60 The number of possible diagnoses and/or the number of management options that must be considered; the amount and/or complexity of medical records, diagnostic tests, and/or other information that must be obtained, reviewed and analyzed; and the risk of significant complications, morbidity and/or mortality, as well as comorbidities, associated with the patient's presenting problem(s), the diagnostic procedure(s) and/or the possible management options Medical Decision Making Number of Diagnoses or Management Options 61 Based on the number and types of problems addressed during the encounter. The complexity of establishing a diagnosis and the management decisions that are made by the physician. The number and type of diagnostic tests employed may be an indicator of the number of possible diagnoses. Problems which are improving or resolving are less complex than those which are worsening or failing to change as expected. The need to seek advice from others is another indicator of complexity of diagnostic or management problems Medical Decision Making Amount and/or Complexity of Data Reviewed 62 Based on the types of diagnostic testing ordered or reviewed. A decision to obtain and review old medical records and/or obtain history from sources. Discussion of contradictory or unexpected test results with the physician who performed or interpreted . The physician who ordered a test may personally review the image, tracing or specimen. Medical Decision Making Risk of significant complications 63 The risk of significant complications, morbidity, and/or mortality is based on the risks associated with the presenting problem(s), the diagnostic procedure(s), and the possible management options. Comorbidities or underlying diseases are not considered in selecting E/M unless their presence significantly increases the complexity of the decision making. Time Determining Factor 64 In the case where counseling and/or coordination of care dominates (more than 50%) of the physician/patient and/or family encounter (face-to-face time in the office or other outpatient setting or floor/unit time in the hospital or nursing facility), time is considered the key or controlling factor to qualify for a particular level of E/M services. If the physician elects to report the level of service based on counseling and/or coordination of care, the total length of time of the encounter (face-to-face or floor time, as appropriate) should be documented and the record should describe the counseling and/or activities to coordinate care. Counseling & Coordination of Care Discussion with Patient and or Family 65 Diagnostic results, impressions and/or recommended studies Prognosis Risks & benefits for treatment and follow-up Instructions Importance of Compliance with treatment plan Risk factor reduction Patient and family education Evaluation and Management Information Flow 66 Evaluation and Management CPT Guidelines 67 Most categories and many of the subcategories have special guidelines or instructions unique to that category or subcategory. Be sure to review the special instructions preceding the levels of E/M services in your CPT book. CPT Coding Conventions 68 Who is the Patient? Where was the Service Rendered? Level of Service Key Components Levels of Key Components Determine Level of Service Performed Evaluation and Management The Fundamentals 69 1. Identify the Category of Service 2. Identify the Subcategory of Service 3. Determine the Extent of History Obtained 4. Determine the Extent of Examination Performed 5. Determine the Complexity of Medical Decision Making 6. Record the Approximate Amount of Time 7. Verify Compliance with Reporting Requirements 8. Verify Documentation 9. Assign the Code Putting it all together 3 of 3 Key Components Required 70 New outpatient Inpatient admission Consultation Hospital Observation Emergency Department New Patient Codes Office or Other Outpatient Visit 3 of 3 Key Components Required 71 CPT Code History Examination Medical Decision Making 99201 Problem Focused Problem Focused Straight Forward 99202 Expanded Problem Focused Expanded Problem Focused Straight Forward 99203 Detailed Detailed Low Complexity 99204 Comprehensive Comprehensive Moderate Complexity 99205 Comprehensive Comprehensive High Complexity Established Patient Codes Office or Other Outpatient Visit 2 of 3 Key Components Required 72 CPT Code History Examination Medical Decision Making 99211 Minimal May Not Require Presence of Physician 99212 Problem Focused Problem Focused Straight Forward 99213 Expanded Problem Focused Expanded Problem Focused Low Complexity 99214 Detailed Detailed Moderate Complexity 99215 Comprehensive Comprehensive High Complexity Putting it all together 2 of 3 Key Components Required 73 Established patient Subsequent Inpatient Encounters Part Two – Next Month 74 Inpatient and Outpatient Hospital Services Consultations Chart Audits …..and more