In order to bill for a CPT code on the Flow Sheet, it must first exist in your Charge Codes table (Admin | General Information | Billing | Charge Codes). Then it will need to be linked to a function on the Flow Sheet.
To Add a Charge Code:
- Go to Admin | General Information | Billing | Charge Codes.
- Search for the code first, to make sure it does not already exist.
- Right-click Add.
- Fill out all information. Keep in mind that CPT codes must be 5 digits, so for non-CMS codes you could use letters, such as: SLFPY (for Self Pay fee) or both, such as: SELF1, SELF2, etc.
- The Category can be typed in or chosen from the drop-down. This way you can have custom categories, such as: Self Pay codes, or Wellness.
- Take care to pay attention to the "Ins Billable" box. IF the code will never be billed to insurance, you will want to uncheck this. By default, this box is checked. This cannot be edited after the code is created.
- Take special care when choosing the Classification as this tells the system how to charge. For example, the Classification is 'Evaluation' and you have Charge Validation Rules that effect Evaluation charges. Or for reporting, when calculating how many Evaluation charges you billed out in a month, etc.
To Create a New Flow Sheet Function:
- Go to Admin | Flow Sheet Functions & Templates | find the closest function to what you want to record (looking at parameters) | right-click Clone Function (example, if you are wanting a new exercise that records sets and reps, you will clone one that has those). If you are adding a simple unit-based CPT code, you could clone Hot Pack or Cold Pack. For a simple timed-based CPT code, you could clone Manual Therapy.
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Rename this fxn (so it isn't the same as the original i.e. DW Stretch instead of Doorway Stretch) | Click Next.
- Right-click Edit on the parameters you want to change (if you do not need to change any parameters, click Next) | change the Type, etc. as needed OR right-click Add (to Add any additional parameters) | Enter name | for Type select type of Parameter you would like (Text, Drop Down, Up-Down) | click Next.
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Daily Note Template: IMPORTANT: this is how you choose what gets pulled onto your daily note from the flow sheet function | Change the Name of the Function listed first on the Flow Sheet Daily Note Template to the new name of your function | right-click to insert any Parameters you added | type in any labels you would like for these by clicking in between the { and the [ for example Comment: would look like this {Comment: [Comment]} | after you have all parameters on your FS Template | click Next.
IMPORTANT: Click Test to make sure it works the way you like | click Finish.