ICD-10 Transition Task - MicroMD

ICD-10 Transition Task

Practice ICD-10 Transition Planning Including identifying your admin and clinical ICD-10 project leaders, creating your project plan, identifying documentation gaps and starting to coach clinicians on specificity required for ICD-10 coding, identifying and mapping top ICD-9 codes to ICD-10, documenting and communicating new policies and procedures, etc.

Who Handles?

Client

Target Date

Start today

Program MicroMD PM + EMR ICD-10 Software Version

MicroMD Completed

MicroMD Preferred Clearinghouses participate in CMS National Test Week

Preferred MicroMD Clearinghouses + MACs

Mar 3-7, 2014

MicroMD PM + EMR ICD-10 Software Release Target

MicroMD Dec 2014

Upgrade to Version 10 Client + MicroMD Jan through Apr 2015

Train on MicroMD software changes and code mapping

Client + MicroMD Upon Upgrade

Map ICD-9 codes to ICD-10 in PM + EMR, update templates, etc.

Client Upgrade through Sep 2015

MicroMD Tests with Interface Partners (Labs and other PMs and EMRs)

MicroMD May through Sep 30, 2015

Work with MicroMD to schedule test of MicroMD PM ICD-10 claim submission

MicroMD + Client + Clearinghouse

Upgrade through Aug 2015

Go live with ICD-10 Client + MicroMD Oct 1, 2015

Monitor documentation, coding + claims

Client After Oct 1, 2015

Ongoing coaching + training Client After Oct 1, 2015

MICROMD ICD-10 TIMELINE

ABOUT THIS TRANSITION GUIDEDear Valued MicroMD Clients:

We know that the ICD-10 transition is daunting and the October 1, 2015 deadline is fast approaching. While we know our job is to program your MicroMD PM + EMR software to include tools and functionality to assist you in making the transition to ICD-10, we also want you to see us as a trusted partner to connect you with ICD-10 education, tools and resources to minimize the administrative, financial and clinical impact.

With the ICD-10 delay until October 1, 2015, the ICD-10 Version of MicroMD PM + EMR software is retargeted to release in December 2014. In the months before the 2015 transition, your MicroMD Team will be busy upgrading and training clients to use the new ICD-10 tools and functionality in MicroMD PM + EMR Version 10 and we know you’ll have questions.

In the meantime, we’ve created this step-by-step “MicroMD Transition Guide” to share information on some key milestones in preparing your administrative, billing and clinical staff for the transition with MicroMD. Please review it and share it with your staff members.

If you would like to download a copy of this guide, it’s accessible on the MicroMD Lounge (www.micromd.net) under the “ICD-10 Resources” folder. There you can also find all of the Client Alert operational communications and other tools to help you and your staff make a successful ICD-10 transition.

Sincerely,

The Entire MicroMD Team

ICD-

ICD-10 Transition Guide 1

10

STEP 1: PLAN + BUDGET FOR YOUR ICD-10 PROJECTWHAT TO EXPECT

Planning Your ProjectIf your practice has not already created a project plan for the ICD-10 transition, we recommend you start today. ICD-10 will impact everything but your kitchen sink. Doing an ICD-10 impact assessment and creating, communicating and monitoring a detailed project plan will assist your practice in making a smooth transition.

• Identify your administrative and clinical project leaders.

• Begin documenting all of the areas ICD-10 will impact in your practice, including patient registration, authorization and pre-certification, coding, billing, clinical documentation, internal policies and processes, lab orders, staff training, payor contracting, etc.

• Establish a budget and funding sources for ICD-10 resources and purchases, as well as a potential cash reserve in case any of your payors are not prepared for the transition.

• Start mapping your top ICD-9 codes to ICD-10 codes and reviewing clinical documentation for gaps in the required specificity needed to support billing for the new codes.

• Plan for upgrading your MicroMD PM + EMR software, training on the new tools and functionality and doing some work to map over codes that don’t have an established one-to-one match.

• Have a plan in place for addressing issues once you’ve gone live on October 1, 2015, including ways for staff to report and resolve issues.

• Once you’ve gotten through the go-live, continue to monitor for staff training and process changes needed to continue with a successful transition.

Budgeting for Your ICD-10 Project with MicroMD: Many practices have asked about additional MicroMD costs to plan for as part of the ICD-10 transition. Below are some items to budget for:

• Upgrade to MicroMD PM + EMR Version 10 (Upgrade Required): Upgrades are FREE for Clients on an Annual Support Contract. Clients not on a Support Contract should plan for hourly charges associated with their upgrade. Currently, we’re estimating upgrades from older versions of MicroMD to Version 10 to last one to six hours; upgrade time may vary depending on current version number and database size.


• ICD-10 Optum MapSelects Charge (Required): MicroMD PM + EMR Version 10 utilizes the MapSelects code sets from Optum. The MapSelects code sets feature more one-to-one and one-to-many ICD-9 to ICD-10 code matches (9O%+) than the standard GEMs file (about 40%) to improve accuracy and reduce the time needed for code mapping. The new code set also allows all MicroMD PM clients to utilize Code Scrubbing at no additional charge. While we’re able to offer your Version 10 software upgrade for free with your Annual Support Contract, there will be a charge for Optum MapSelects. MicroMD PM clients will see the charge as a $40 increase to their per- user annual “3rd Party License Fees.” MicroMD PM + EMR and EMR-only clients will see the charge as a $40 increase to their per-provider and non-provider user annual “3rd Party License Fees.” The charges will be effective at the time of upgrade. If you have transitioned over to monthly billing, you’ll see an increase of $3.33 per user in your monthly license fees to reflect this change.

• MicroMD Version 10 Software Training (Add-on Purchase through

MicroMD): We highly recommend that you purchase Version 10 Software Training. Training will include guidance through the new ICD-10 tools and functionality, a plan to identify areas of your MicroMD PM + EMR software that will require code updates and instructions for how to make those updates in the most efficient way possible. While MicroMD will offer some self-help tools, those tools will be most effective after training as a refresher for staff on the new ICD-10 tools and functionality. Your MicroMD Upgrade Specialist will connect you with a training resource to identify training needs and purchase training.

TIMING: Today

HELPFUL TOOLS + RESOURCES

• CMS: The CMS ICD-10 webpages feature a host of planning and educational resources. Use keywords “CMS ICD-10” in your internet browser to locate their website.

• MicroMD ICD-10 Education Series: Choose from in-person sessions in our Boardman, OH headquarters or purchase video recordings of the online sessions. Visit www.micromd.com/icd-10-education for topics and registration

4 ICD-10 Transition Guide

WHO TO WORK WITH

Dedicated ICD-10 Consulting Services: Another option is to engage dedicated consulting services. MicroMD recommends these resources based on your location and practice size:

• Medsys Consulting: Local NE Ohio practice consulting » E-mail: [email protected] » Phone: 866-758-4862 » Web: medsysconsulting.com

• DoctorsManagement: National complex, large practice consulting » 10% discount to Henry Schein clients, mention coupon code HS2013 » Phone: 855-476-3648 » Web: doctors-management.com


STEP 1: PLAN + BUDGET FOR YOUR ICD-10 PROJECT

STEP 2: UPGRADE + TRAIN ON MICROMD PM + EMR VERSION 10WHAT TO EXPECT

MicroMD PM + EMR Version 10 is targeted for release in December 2014, so that clients may upgrade and schedule software training resources in time to comply with federal regulations. All MicroMD PM + EMR clients will need to upgrade their software prior to the ICD-10 deadline. The MicroMD upgrade process includes contacting you to discuss your upgrade, upgrade contacts and what to expect. Your Upgrade Specialist will also e-mail you an “ICD-10 Survey” to complete and return so that we can help you identify training needs and tasks to complete in the software to map codes, update templates, etc. We recommend working with your MicroMD Upgrade Specialist as soon as you’re contacted to provide your practice the time needed to train and make updates to codes within your software. Waiting until close to the deadline will impact our ability to provide you with the individual attention needed to successfully use the new version of your software.

If you’re hosting MicroMD on your own server (Client server-based), plan for some system downtime in order to complete the upgrade. Currently, we’re estimating upgrades from older versions of MicroMD to Version 10 to last one to six hours; upgrade time may vary depending on your current software version and the size of your database. The MicroMD Upgrade Team will work with you to coordinate an upgrade date and time. If you use Cloud-based MicroMD, your software will be upgraded automatically on a pre-scheduled date. MicroMD will issue Client Alerts notifying Cloud-based clients of upgrade dates and any other special considerations.

TIMING: Jan 2015 through Apr 2015 (Cloud-based upgrade will occur automatically on a pre-scheduled date)


• MicroMD Upgrade Specialists: Once MicroMD PM + EMR Version 10 is released, a MicroMD Upgrade Specialist will contact you to discuss your upgrade, including reviewing software training options, self-help resources and add-on tools, as well as getting you connected to the Training and Upgrade Teams to schedule and complete your upgrade.

• Version 10 Software Training, Self-help Resources and Add-on Tools: MicroMD will be offering Version 10 ICD-10 software training, as well as self-help tools to boost post-training knowledge on the MicroMD Lounge. Visit the MicroMD Lounge often. New ICD-10 resources will be added as they become available.


• Register for the MicroMD ICD-10 Education Series: MicroMD has partnered with ICD-10 consulting resource and AAPC Leader, Colleen D. Grope, CPC, CCS of Medsys Consulting, Inc. to present six critical ICD-10 topics, including ICD-10 basics, what you need to prepare for ICD-10, ICD-10 coding, self-auditing and a preview of the new ICD- 10 functionality in MicroMD PM + EMR. Choose from two half-day onsite sessions at MicroMD Headquarters in Boardman, OH on two available dates or purchase access to the recorded webinar sessions.

Visit www.micromd.com/icd-10-education for topics and registration.

WHO TO WORK WITH

Clients on Version 7.1 or Lower: If you’re utilizing a version of MicroMD PM or EMR software below 7.1, you should already be working with an Upgrade Specialist to review your hardware to ensure it meets the requirements for the most current version. If you’re not already working on your upgrade, please contact MicroMD Client Support, Phone: 330-758-8832, Option 2 or E-mail: [email protected]

Clients on Version 7.5 or Higher: A MicroMD Upgrade Specialist will be in touch with you starting in May to discuss your upgrade.

8 ICD-10 Transition Guide

STEP 2: UPGRADE + TRAIN ON MICROMD PM + EMR VERSION 10

STEP 3: MAP CODES IN MICROMD PM + EMRWHAT TO EXPECT

Once upgraded to MicroMD PM + EMR Version 10 ICD-9 codes in select areas of your MicroMD software with a one-to-one match will be automatically mapped over to the matching ICD-10 code using the new Optum MapSelects ICD-10 mapping file. While we would like to have the software do all the work for your ICD-10 transition, there are some things that only you can do. There will be work to plan for in your ICD-10 project plans to make the transition. One of these areas is mapping over ICD-9 codes that don’t have an identified one-to-one match. With so many new codes in the ICD-10 code set with more detailed, specific descriptions, there won’t always be a one-to-one automatic match. It will be your responsibility to map unmapped codes to the matching ICD-10 code where appropriate and to update plans, cases and other areas of MicroMD PM + EMR that need to transmit current and accurate ICD-10 codes.

TIMING: Upgrade through September


• Version 10 Software Training: MicroMD Training staff will work with you to purchase Version 10 training that will assist in identifying areas of the software that will need review and update, as well as to schedule purchased training with your staff on the new Version 10 ICD-10 tools and functionality.

• MicroMD Version 10 ICD-10 Quick Guide: During your upgrade, MicroMD will provide a “MicroMD Version 10 ICD-10 Quick Guide” document which will highlight the ICD-10 functionality in both the PM + EMR software, as well as share tips for identifying areas in the software that will require code updates and special considerations for using and transmitting ICD codes.

WHO TO WORK WITH

Once MicroMD training is completed, work with your administrative, billing and clinical staff to train and complete needed updates in your PM + EMR software and rely on MicroMD Client Support to assist you with questions and additional training tools and resources.


STEP 4: TEST CLAIM FILE WITH PREFERRED CLEARINGHOUSE, INTERNAL PROCESSES + CLINICAL DOCUMENTATIONWHAT TO EXPECT

CMS conducted a National Testing Week, March 3-7, 2014, to give “trading partners access to the Medicare Administrative Contractor’s (MACs) and Common Electronic Data Interchange (CEDI) for testing”. This means that clearinghouses and providers that submit claims direct (Not though a clearinghouse) participated. Individual practices using a MicroMD Preferred Clearinghouse did not need to plan for testing as part of the National Testing Week. Each of our Preferred Clearinghouse partners (Practice Insight, Availity RCM/RealMed, GatewayEDI and ECP) confirmed that they participated in the testing that included claim files produced from the upcoming MicroMD Version 10.

While Preferred Clearinghouses participated in the National Testing Week, once upgraded to Version 10, MicroMD will work with you to connect with your Preferred Clearinghouse to schedule and submit a test claim file prior to the ICD-10 deadline.

TIMING: Upgrade through September


• Use Code Scrubbing in MicroMD PM (FREE Add-on Feature): With Version 10, PM-only clients may now opt to add the Code Scrubbing feature to their MicroMD PM software at no additional charge. Code Scrubbing checks claims for issues according to NCCI guidelines before submitting the file to your clearinghouse to help identify and fix common issues before even sending your claim. Upon upgrade, you will need to request to have Code Scrubbing turned on.

WHO TO WORK WITH

MicroMD will work with you after your upgrade to outline steps and timing for direct testing of claim files with your Preferred Clearinghouse.


STEP 5: GO LIVE + MONITOR, MONITOR, MONITORWHAT TO EXPECT

Prior to ICD-10 deadline, submit any claims with a date of service prior to October 1, 2015, using ICD-9 codes. Any claims with dates of service on or after October 1, 2015, should be submitted with ICD-10 codes (unless you work with a plan for a non-HIPAA covered entity that only accepts ICD-9 codes). Monitor internal processes, vendor systems, clinical documentation, coding practices, reimbursements and claim rejections (you should expect some rejections). If issues are identified, ensure you’re executing the processes you established in your ICD-10 Project Plan for reporting and resolving those issues quickly.

Finally, when the ICD-10 dust settles and your practice is starting to feel more confident about the transition, be sure to share the positives with your practice and celebrate the victories. If you’ve created a solid transition plan for such a complex change and worked it through with your staff and partners, you’ll have reason to celebrate that the biggest hurdles are behind you.

TIMING: October 1, 2014 + Beyond


Monitor news for industry challenges, the CMS website for announcements and new tools to help meet challenges after the transition, as well as announcements from MicroMD, your clearinghouse and payors.

WHO TO WORK WITH

• Stay in touch with your payors for changes and other info

• Rely on your clearinghouse for reporting and tools to help you identify and fix claim rejections quickly

• Contact MicroMD for Support and Training


Henry Schein MicroMD760 Boardman-Canfield RoadBoardman, OH 44512

micromd.com

330-758-8832

ICD-10 Transition Task - MicroMD

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