Version 14.19

Path: Billing tab > Procedure (CPT) Codes

Overview

Office Practicum updates the CPT code table annually to include the most up-to-date codes. Before adding a code, take the time to search the table and ensure the code is not already in the code table. Miscellaneous codes can be added to charge for miscellaneous procedures.

Add a CPT code

1. Navigate to the CPT Code table using the path above.
2. Search for the CPT code that you would like to create to ensure it does not already exist. When conducting this search, use the Complete List search option. If you search using Frequently Used or a Category, an existing entry may be overlooked.
3. If no match is displayed, click the Edit button. The CPT-4: Physicians Current Procedural Terminology window opens.

1. Click the Add button.
2. Enter the following information:

• CPT Code: the code that is displayed on claims. This field has a 6 character limit.

• Name of Procedure and/or Short Description (up to 40 characters): a brief description of the CPT code.
• NDC ID: 11-digit NDC number plus unit of measure as required for billing medications. Only one NDC ID may be entered per CPT code. If additional instances of a medication code must be billed with a different NDC than what is entered in this table, that NDC will have to be manually entered during charge entry.

• Long Description (up to 100 characters): a most extensive description of the CPT code.
• Patient-friendly description: a description of the CPT code that is easier for patients and parents to understand. This is the description that will appear on patient statements.
• Category: use dropdown menu to select a category if desired. If you do not see a category that suits your needs, simply add a new category name to an existing or new CPT code in the table. Once you enter a category in the CPT code table, it will appear in the dropdown menu. CPT codes can be searched by category and will appear on the electronic superbill under the same category.
• Sort #: Use the up/down arrows to select the sort number for this code. The lower the sort number, the higher it will appear on the list. For example, a sort # of 1 will show the code at the top of the list. A sort number is required for viability.
• Include in Frequently Used List: To include this procedure in the Frequently Used list, click to check the appropriate check box. To exclude this procedure from the Frequently Used list, leave the checkbox blank.
• Cost: a cost for a medical or vaccine can be entered here for reference purposes only.
• Fee Schedules: Enter the amount charged for this procedure in the appropriate fee schedule.
• Normally patient responsibility only: Click to check the box if the patient is always responsible for the fee.

1. Click the Save button to save your entry.

Edit a CPT Code Description or Details

1. Navigate to the CPT Code table using the path above.
2. Search for and select the CPT code you would like to edit.
3. Click the Edit button.
4. Make necessary edits.
5. Click the Save button.

Delete a CPT Code

Deleting a CPT code can only be done for CPT codes that have not previously been documented in a note or billed on a claim. Should it be determined that a previously used code should no longer be used, it is recommended to alter the description to say DO NOT USE ahead of the short description. To delete a CPT code:

1. Navigate to the CPT Code table using the path above.
2. Search for and select the CPT code you would like to delete.
3. Click the Delete button . You will be presented with the following confirmation window. 

1. Click Exit to close the window.

Viewing Contracts for CPT Codes

1. Navigate to the CPT Code table using the path above.
2. Search for and select a CPT code.
3. Click the Contracts button. The Contracts for CPT window opens and you can view all of the existing contracts for the selected CPT code. Click here to learn how to edit or create a new contract.

Version 14.10

Path: Utilities Menu > Manage Codes > Procedure (CPT) Codes (Keyboard Shortcut keys: [Alt][U][C][C])

Overview

Office Practicum updates the CPT code table annually to include the most up-to-date codes. Before adding a code, take the time to search and ensure the code is not already in the code table. Miscellaneous codes can be added to charge for miscellaneous procedures.

Add a CPT code

1. Navigate to the CPT Code table using the path above.
2. Search for the CPT code that you would like to create to ensure it does not already exist.

1. If no match appears, click the Edit record button . The CPT-4: Physicians Current Procedural Terminology window will open.

1. Click the Add record button.
2. Enter the following information:

• CPT Code: the code that will appear on claims. This field has a 6 character limit.

Example: Previous versions allowed CPT codes to be created with more than 6 characters. OP 14 allows codes that already existed in your system to remain at more than 6 characters. They will not be invalidated. However, upon editing any code in the CPT Code table, you will be advised to shorten any codes longer than 6 characters in the following window: Select the CPT Code you would like to edit. Click the Edit Record button . Edit the code in the CPT Code column. Click the Post Edit button to save your change.

• Name of Procedure and/or Short Description (up to 40 characters): a brief description of the CPT code.
• NDC ID: 11-digit NDC number plus unit of measure as required for billing medications. Only one NDC ID may be entered per CPT code. If additional instances of a medication code must be billed with a different NDC than what is entered in this table, that NDC will have to be manually entered during charge entry.

• Long Description (up to 100 characters): a most extensive description of the CPT code.
• Patient-friendly description: a description of the CPT code that is easier for patients and parents to understand. This is the description that will appear on patient statements.
• Category: use dropdown menu to select a category if desired. If you do not see a category that suits your needs, simply add a new category name to an existing or new CPT code in the table. Once you enter a category in the CPT code table, it will appear in the dropdown menu. CPT codes can be searched by category and will appear on the electronic superbill under the same category.
• Sort #: Use the up/down arrows to select the sort number for this code. The lower the sort number, the higher it will appear on the list. For example, a sort # of 1 will show the code at the top of the list. A sort number is required for viability.
• Include in Frequently Used List: To include this procedure in the Frequently Used list, click to check the appropriate check box. To exclude this procedure from the Frequently Used list, leave the checkbox blank.
• Cost: a cost for a medical or vaccine can be entered here for reference purposes only.
• Fee Schedules: Enter the amount charged for this procedure in the appropriate fee schedule.
• Normally patient responsibility only: Click to check the box if the patient is always responsible for the fee.

1. Click the Post Edit button  to save your entry.

Edit a CPT Code Description or Details

1. Navigate to the CPT Code table using the path above.
2. Search for and select the CPT code you would like to edit.
3. Click the Edit Record button.
4. Make necessary edits.
5. Click the Post Edit button.

Delete a CPT Code

Deleting a CPT code can only be done for CPT codes that have not previously been documented in a note or billed on a claim. Should it be determined that a previously used code should no longer be used, it is recommended to alter the description to say DO NOT USE ahead of the short description. To delete a CPT code:

1. Navigate to the CPT Code table using the path above.
2. Search for and select the CPT code you would like to delete.
3. Click the Delete Record button. You will be presented with the following confirmation window. 

1. Click Exit to close the window.

Viewing Contracts for CPT Codes

1. Navigate to the CPT Code table using the path above.
2. Search for and select a CPT code.
3. Click the View Existing Contracts button . The Contracts for CPT window will open and you can view all of the existing contracts for the selected CPT code. Click here to learn how to edit or create a new contract.

Version 14.8

Path: Utilities Menu > Manage Codes > Procedure (CPT) Codes (Keyboard Shortcut keys: [Alt][U][C][C])

Overview

Office Practicum updates the CPT code table annually to include the most up-to-date codes. Before adding a code, take the time to search and ensure the code is not already in the code table. Miscellaneous codes can be added to charge for miscellaneous procedures.

Add a CPT code

1. Navigate to the CPT Code table using the path above.
2. Search for the CPT code that you would like to create to ensure it does not already exist.

Note: When conducting this search, be sure to use the 'Complete List' search option. By searching using 'Frequently Used' or a 'Category', an existing entry may be overlooked.

1. If no match appears, click the Edit record button . The CPT-4: Physicians Current Procedural Terminology window will open.

1. Click the Add record button.
2. Enter the following information:

• CPT Code: the code that will appear on claims. This field has a 6 character limit.

Note: Previous versions allowed CPT codes to be created with more than 6 characters. OP 14 will allow codes that already existed in your system to remain at more than 6 characters. They will not be invalidated. However, upon editing any code in the CPT Code table, you will be advised to shorten any codes longer than 6 characters in the following window: Select the CPT Code you would like to edit. Click the Edit Record button . Edit the code in the CPT Code column. Click the Post Edit button to save your change.

• Name of Procedure and/or Short Description (up to 40 characters): a brief description of the CPT code.
• NDC ID: 11 digit NDC number plus unit of measure as required for billing medications. Only one NDC ID may be entered per CPT code. If additional instances of a medication code must be billed with a different NDC than what is entered in this table, that NDC will have to be manually entered during charge entry.

If your practice has not yet gone live with the EHR side of the program and is not utilizing Vaccine Inventory, this NDC ID field will also house the NDC number and Unit of Measure for vaccine products.

• Long Description (up to 100 characters): a most extensive description of the CPT code.
• Patient-friendly description: a description of the CPT code that is easier for patients and parents to understand. This is the description that will appear on patient statements.
• Category: use dropdown menu to select a category if desired. If you do not see a category that suits your needs, simply add a new category name to an existing or new CPT code in the table. Once you enter a category in the CPT code table, it will appear in the dropdown menu. CPT codes can be searched by category and will appear on the electronic superbill under the same category.
• Sort #: Use the up/down arrows to select the sort number for this code. The lower the sort number, the higher it will appear on the list. For example, a sort # of 1 will show the code at the top of the list. A sort number is required for viability.
• Include in Frequently Used List: To include this procedure in the Frequently Used list, click to check the appropriate check box. To exclude this procedure from the Frequently Used list, leave the checkbox blank.
• Cost: a cost for a medical or vaccine can be entered here for reference purposes only.
• Fee Schedules: Enter the amount charged for this procedure in the appropriate fee schedule.
• Normally patient responsibility only: Click to check the box if the patient is always responsible for the fee.

1. Click the Post Edit button  to save your entry.

Edit a CPT Code Description or Details

1. Navigate to the CPT Code table using the path above.
2. Search for and select the CPT code you would like to edit.
3. Click the Edit Record button.
4. Make necessary edits.
5. Click the Post Edit button.

Delete a CPT Code

The deletion of CPT codes should only be done when a miscellaneous code is no longer being used. For billable codes, it is recommended to alter the description to say DO NOT USE ahead of the short description rather than deleting the code record.

1. Navigate to the CPT Code table using the path above.
2. Search for and select the CPT code you would like to delete.
3. Click the Delete Record button. The code will be immediately deleted and this action cannot be reversed.
4. Click Exit to close the window.

Viewing Contracts for CPT Codes

1. Navigate to the CPT Code table using the path above.
2. Search for and select a CPT code.
3. Click the View Existing Contracts button . The Contracts for CPT window will open and you can view all of the existing contracts for the selected CPT code. Click here to learn how to edit or create a new contract.