Diagnosis Codes

•	Code: Can be a "house code", usually the ICD-9 code. Note: Once a code is entered, the 'house code' cannot be edited. if it needs to be changed, then the code needs to be deactivated.

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ICD9 Code: If a House Code is entered, that same code will default into the ICD9 Code field. The changes are entered manually at CCS from information from the CMS website. These are updated yearly. The effective dates are October 1 - September 30. The ICD-9 code can be edited if the code changes, but the 'house code' will remain the same. Note: This is the code sent to the Insurance Company.

•	Billable: If this code will be used for claims. Note: This option will not affect Charge Entry and is rarely used.

•	Description: Can be customized or the description from the ICD-9 book can be used.

•	Primary Use: Use this code as the primary diagnosis. If this is answered No, a message will pop up in Charge Entry if this code is entered as a primary diagnosis.

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Active Code: Changing this flag to No, the user is deactivating the code and making it no longer valid for billing purposes, regardless of the date of service, effective date or expiration date. Note: Attempting to bill charges with this diagnosis code a message will appear Diagnosis code no longer valid. Any codes will be deactivated 60 days from the Expiration Date when the diagnosis frequency file is rebuilt after the nightly backup.

•	Pod Act Care: Use for Podiatry codes only. Must be set to Y for the review date to be submitted to the Insurance. See Also: Pt/Pod/X-Ray Date

•	Effective Date: This is the date that the diagnosis code has become valid for billing purposes. If the date of service is before effective date, there will be a warning at Charge Entry. Note: Charges billed with this diagnosis code before this date may be rejected or denied by Insurance Company.

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Expiration Date: This is the date that the diagnosis code has become invalid for billing purposes. If the date of service is after the expiration date, there will be a warning at Charge Entry. Note: Charges billed with this diagnosis code after this date may be rejected or denied by Insurance Company. Any codes will be deactivated 60 days from the Expiration Date when the diagnosis frequency file is rebuilt after the nightly backup.

•	Alternative Descriptions: Used to clarify a diagnosis further than what comes up from the ICD-9 code. Different options can be set up for the same code. Examples:

786.50	chest pain unspecified
	chest pain noncardiac related

428.0	congestive heart failure unspecified
	congestive heart disease

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Often a family care Doctor will send a Patient to a specialist (in this case, a cardiologist) with a general Dx code (chest pain unspecified). After the cardiologist sees the Patient, they may still have the same Dx code, but the specialist wants to put a more detailed explanation in their progress note so when they send the note back to the Referring Doctor, they have more information than when they referred the Patient out.

•	The Diagnosis codes are updated each night as part of the MEDENT backup process. If you have added alternative descriptions and want to see them immediately you will need to run the Create Dx and CPT/HCPCS Code Frequency Info for Quick Picks.

Note: This alternative description purposely does not print in any place that is going out for billing purposes, e.g. comp, because this is not an official description.

•	Search Keywords: Search words can be added to a diagnosis to enable faster lookup, e.g. UTI for Urinary Tract Infection.

Note: CCS updates the diagnosis file whenever changes are made to the ICD-9 codes. Please contact Support to run the Diagnosis Upload Update on the 4th Utility Menu.

•	Edit/View: To edit or view existing information.

•	Include Deactivated: Shows all codes that have been deactivated along with the activated codes. The deactivated codes will be highlighted and indicated with an *

•	Deactivate (Reactivate): This will remove an item from Look Up lists and reports. If necessary, these items can be reactivated by clicking Include Deactivated, selecting a code (inactive codes are highlighted in yellow), and answering Yes to Diagnosis Code is Deactivated, Activate it.

•	Print Format: Print this item

•	By House Code: Prints all diagnosis codes with the house code listed first in numerical order. Reports shows the house code, ICD-9 code, description, primary information, and if the code is active.

•	By Description: Prints all the same information as the house code version but in alphabetical order by description.

•	By ICD9 Code: Prints all the same information as the other two options but in numerical order by ICD-9 code.

Troubleshooting - Diagnosis Codes

Diagnosis Selection Screen