MU: Calculate Volume per Location

Note: This is step 4 of 7 for configuring a report to indicate volume count   as listed in MU: Introduction to Determining Medicaid Volume using the OP Software.

If your providers practice at multiple locations, then calculate the total volume per location. The point of this report shows (through auditable data) the provider's total volume for each location where the OP software was used. This includes locations where CEHRT* was and was not used.  So, for locations where CEHRT* was used, the provider can indicate that 50% of the encounters were seen in those location(s) during the EMR reporting period.  This is different than the 20-30%+ Medicaid minimum volume rule. This rule applies if any of the following common situations are true:

  • A provider works at two physical locations of a practice (for example, if you practice has two locations owned by the same practice “Pediatric Associates” and “Pediatric Associates, West Main”). Both locations are owned by a single practice and billing occurs under the same tax ID. The provider bills for services rendered at both sites.
  • A provider works at two distinct practices with two separate tax IDs (for example, if the provider works at two practices “Pediatric Associates” and “Pediatric Urgent Center of Anytown”). The provider bills for services rendered at both sites.
  • A provider works in an office setting and also sees patients, and bills for work done, in other outpatient settings (such as school-based clinics, outpatient/”observation” hospital (POS 22), telemedicine (POS 02), etc.).

Most practices who have implemented OP at all their locations will not have any trouble meeting this metric for their clinicians who worked primarily in the office setting. However, we recommend running and saving the results of this SQL anyway, should the practice later be audited and asked for formal proof. Always export and print the result data on the day the SQL is run in order to keep accurate records.

This SQL: Total Volume per Location code calculates the total volume per location metric. This SQL looks at the location breakdown of billed encounters by rendering provider for the period under review. You will be prompted for a date range. Set the date range here for your 90 day or 365 day MU reporting period. The results will report on all encounters in all places of service and all physical locations where billing took place in OP.  

  • It will report accurately for locations where billing took place in OP, even if the work was done at another location (for example: Dr. Martinez went to the hospital and saw an observation patient there; he billed 99217 in OP with POS 22).  

Note: The OP software has no way of knowing patient billed volumes billed outside of OP. You will have to query other systems at those locations to determine volume for those locations.

Below is a sample result:


In this same image above, both Dr. Reed and PNP Powell would like to attest for meaningful use.  
  • Dr. Reed sees patients primarily at Plateau Pediatrics (which  also sees occasional observation [POS 22] patients at Cumberland Medical Center). Plateau Pediatrics has CEHRT, but Cumberland Medical Center does not. Because 867/871 of Dr. Reed’s patients were seen in a location with CEHRT, Dr. Reed passes the 50% threshold.
  • PNP Powell’s only location of practice is at Plateau Pediatrics, which uses the OP software (a certified EHR).  Because all 1239 of her patient encounters took place in a location which uses CEHRT, there is nothing further to document as far as practice location.

Note: It is not uncommon to have a few rows where a location was not assigned or a provider was not assigned.
This is usually due to a data-entry error. While these will rarely be of sufficient number to affect your data attestation, OP support can help you correct them

When you have calculated the volume per location (if you have providers that practice at multiple locations), move onto the next step listed in the introduction.

*See questions 3015, 3215, and 3609 from the CEHRT faq for reference to where CEHRT is used in the EMR reporting period.