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ICD-9-CM ICD-10-CM Preparing for the Conversion

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Presentation on theme: "ICD-9-CM ICD-10-CM Preparing for the Conversion"— Presentation transcript:

1 ICD-9-CM ICD-10-CM Preparing for the Conversion
Implementing ICD-10-CM Preparing for the Conversion Long Term and Post Acute Care Practice Council

2 Background ICD-9-CM Current coding classification system
Introduced 30 years ago No longer fits with 21st century health system ICD-10-CM International standard Track, report & compare morbidity & mortality Transition to ICD-10 required by federal regulations (HIPAA standards)

3 Background ICD-10 Available since 1992
Approximately 100 countries use ICD-10 including Canada, Australia, and the United Kingdom United States: Only industrialized nation not using ICD-10 United States: ICD-10 go-live date was October 1, 2013 NOW revised to be implemented October 1, 2014

4 Global Use of ICD-10

5 The WHO - What – Why ??? ICD-9 Developed by the WHO
ICD-9-CM Overview ICD-9 Developed by the WHO (World Health Organization) 1979 U.S. developed the Clinical Modification to ICD-9-CM 2000 HIPAA transaction and code set: ICD-9 -CM for electronic transactions Now updated for ICD-10-CM

6 Where - How – When ??? ICD-10-CM All health care settings as well as other industries which utilize the ICD system, e.g. Insurance Providers ICD-10-PCS for inpatient hospital) A single implementation date for all providers Current Implementation Date: October 1, 2014

7 Code Freeze Last regular, annual updates to both ICD-9 and ICD-10 was Oct. 1, 2011 Oct. 1, there will be only limited code updates to both code sets Oct. 1, 2014 there will be only limited updates to ICD 10 code set Limited updates will capture new technology or new diseases only Oct. 1, 2015 regular annual updates to ICD-10 will begin, ending the freeze

8 ICD-10-CM Significant improvement for reporting clinical data
Measuring the quality, safety, and efficacy of care Conducting clinical trials, epidemiological studies, research Setting health policy Tracking public health and risks

9 ICD-10-CM Significant Improvements
Strategic planning and designing healthcare delivery systems Monitoring resource utilization Improving clinical, financial, and administrative performance Detecting and preventing healthcare fraud and abuse

10 ICD-10-CM Significant Improvements
Fewer miscoded, rejected & improperly reimbursed claims Improved disease management Increased Specificity Data comparability internationally

11 What remains the same? Use of code books or encoder
Tabular List Chapters similar to ICD-9-CM with some exceptions Main Term, indented sub term Alphabetic Index of External Causes Table of Neoplasms Table of Drugs and Chemicals

12 What remains the same? Conventions – abbreviations, punctuation, symbols, code first, use additional code, includes, excludes Code to highest level of specificity Adherence to HIPAA and official guidelines (ICD-10-CM) Nonspecific codes still available

13 What remains the same? Inconsistent, missing, conflicting, documentation must still be resolved by the Provider—both today under ICD-9-CM, as well as in the future with ICD-10-CM

14 Coding and Documentation
The goal is always to work toward better documentation for the following reasons: Avoid misinterpretation by third parties (such as auditors, payers, attorneys) Justify medical necessity Provide a more accurate clinical picture of the quality of care provided Support current & future initiatives aimed at improving quality and reducing costs, such as value-based purchasing

15 ICD-10-CM Differences Increase codes: 14,000 to 68,000
Flexible – Incorporate emerging diagnoses, advances in medicine and medical technology Uses current medical terminology Codes are Alphanumeric all codes begin with a letter Uses all letters of the alphabet except the letter U

16 ICD-10-CM Differences Expanded length 3-7 characters vs. 3-5
Increased precision in diagnosis code Full diagnostic titles for each code Added Laterality (right/left, bilateral) Code extensions for injuries and external causes of injuries Combination codes for etiology & manifestations Episode of Care designation

17 ICD-10 Differences EXCLUDE NOTES Excludes 1: not coded here
The 2 conditions contradict each other Acquired condition vs. congenital Codes cannot be reported together Excludes 2: not included here The condition excluded is not a part of the condition represented by the code Both codes can be reported together

18 ICD-10 Difference Acute MI – Time Frame Change ICD – 9 8 weeks or less
Hemiplegia / Monoplegia Dominant vs. Nondominant Example: G Hemiplegia, unspecified affecting right dominant side

19 Difference & Similarities
Hypertension Table eliminated Only 1 hypertension code in ICD-10 Same rules apply in ICD-10 as in ICD-9 for combining Hypertension codes with heart disease and chronic kidney disease.

20 Hypertension ICD-9-CM ICD-10-CM I10 Essential Primary Hypertension
401.0 Essential Hypertension, Malignant 401.1 Essential Hypertension Benign 401.9 Essential Hypertension Unspecified I10 Essential Primary Hypertension

21 Asthma with Acute Exacerbation
ICD-9-CM ICD-10-CM – Asthma, unspecified with acute exacerbation J Mild intermittent asthma with acute exacerbation J Mild persistent asthma with acute exacerbation J Moderate persistent asthma with acute exacerbation J Severe persistent asthma with acute exacerbation

22 Etiology, anatomic site,
ICD-10-CM Code Format . X X X X X X X Category Etiology, anatomic site, severity Extension

23 ICD-10 Placeholder “X” Addition of dummy placeholder “X” is used in certain codes to: Allow for future expansion Fill out empty characters when a code contains fewer than 6 characters and a 7th character is required When placeholder character applies, it must be used in order for the code to be considered valid Example: S32.9XXD Fx Pelvis d/t fall, routine healing, subsequent episode of care

Coding Fractures No longer will we use Aftercare codes for healing fractures V Aftercare for healing traumatic fracture of hip Will use the acute fracture code followed by an appropriate 7th character extension to indicate subsequent episode of care

25 Closed Fracture 7th character extensions:
A – Initial encounter for closed fracture hospital, ER, clinic D – Subsequent encounter for fracture routine healing G – Subsequent encounter for fracture delayed healing K – Subsequent encounter for fracture nonunion P – Subsequent encounter for fracture malunion


27 Coding Guidelines A Fracture not indicated as displaced or nondisplaced should be coded to displaced. A fracture not indicated whether open or closed should be coded to closed

28 Coding Guidelines Initial vs. subsequent encounter for fractures:
Initial care involves active treatment Subsequent care occurs after active treatment and receiving routine care during the healing or recovery phase Sequela – complications or conditions that arise as a direct result of an injury (previously called ‘late effect’)

29 ICD 10 Structure FRACTURES S72 Fracture Femur
S Pertrochanteric fx femur S Intertrochanteric fx femur S Displaced Intertrochanteric fracture of right femur S72.141D Displaced Intertrochanteric Fx of right femur, subsequent encounter for closed fx with routine healing

30 Closed fracture of the greater trochanter of the right femur (hip fracture)
S72.111A - Initial encounter for closed fracture: Patient admitted for initial treatment in ER and hospital with resulting surgical repair S72.111D - Subsequent encounter for closed fracture with routine healing: Admission to long-term care (LTC) for rehabilitation after hip replacement

31 Examples: Subsequent Encounter
S72.111D, Subsequent encounter for closed fracture with routine healing: Discharged from LTC Home Health for continued PT S72.111D, Subsequent encounter for closed fracture with routine healing: Patient visits hospital radiology department for X-ray S72.111D, Subsequent encounter for closed fracture with routine healing: Patient to physician office for follow-up visit

32 ICD-10-CM ‘Snapshot’ Diabetes mellitus 59 to ~ 200+
Pressure ulcer to ~ 125 Path. fracture to ~ 150 Under dosing NEW section

33 ICD-10-CM ‘Snapshot’ Z43.1 Attention to gastrostomy
Z Aftercare following surgery on digestive system (cholecystectomy) F Unspecified Dementia, w/o behavior L Pressure ulcer right heel, stage III

34 ICD-10-CM ‘Snapshot’ E11.40 Type II DM with neuropathy
Z Long Term use of insulin J COPD Z Oxygen dependent Z Prednisone dependent

35 MI – Myocardial Infarction
Time frame for coding acute myocardial infarctions changes with ICD-10 ICD weeks ICD weeks As long as treatment is required, regardless of care setting

36 MI – Myocardial Infarction
I21.4 Non-ST elevation (NSTEMI) myocardial infarction Use acute code for 4 weeks regardless of treatment facility I25.2 Old myocardial infarction After initial episode of 4 weeks, then use “healed / old MI” code

37 Residual Effects of Cerebrovascular Disease
ICD-10-CM Hemiplegia following nontraumatic subarachnoid hemorrhage Hemiplegia following nontramatic intracerebral hemorrhage Hemiplegia following other intracranial hemorrhage

38 Residual Effects of Cerebrovascular Disease
ICD-10-CM Hemiplegia following cerebral infarction Hemiplegia following other cerebrovascular disease Hemiplegia following unspecified cerebrovascular disease

39 Hemiparesis following CVA
ICD-9-CM ICD-10-CM Hemiplegia following CVA affecting dominant side I Hemiplegia and hemiparesis following nontraumatic subarachnoid hemorrhage affecting right dominant side I Hemiplegia and hemiparesis following nontraumatic subarachnoid hemorrhage affecting left dominant side

40 CVAs Terminology “Late Effects” is eliminated from ICD-10
Sequela is the new term for Late Effects Sequela of cerebral hemorrhage Sequela of cerebral infarct Sequela of cerebrovascular disease

41 CVAs I69.0 – I69.298 Sequela of hemorrhages I69.3 – I69.398
Sequel of cerebral infarction Occlusion of artery Default for “stroke” I69.8 – I69.998 Sequela of cerebrovascular disease

42 CVAs Coder will have to pay close attention to the type of CVA which occurred to obtain the correct code No more flipping to the 438 section and looking for your code! Flipping to I69 will only confuse you more! Use alphabetic index to look up what is documented in the record.

43 ICD-10-CM Project Planning
Resources: Coding Manuals Coding Instruction Resources Training costs (Biomedical science & ICD-10)

44 ICD-10-CM Transition Budget $$$ Considerations
Hardware/software system upgrade, maintenance fees Data Conversion Clinical & financial Forms redesign & reprinting Consultant Fees Outsourcing

45 ICD-10-CM Transition Budget Considerations
Temporary staff needed to assist during transition period Lost productivity during training & implementation phase Increased coding time with ICD-10

46 ICD-10 Project Planning Clearinghouses, outside billing service, health Insurance payers When will upgrades be completed? When can claims with ICD-10-CM codes be transmitted for testing? Re-negotiate provider contracts or electronic data interchange agreements (EDI)

47 ICD-10-CM Project Planning
Who Assigns or Uses ICD-9-CM Codes: Health Information Management (Medical Record Staff) Nursing, MDS Coordinators Admissions Billing Therapy Lab, X-ray

48 Early Preparation A well-planned, well-managed implementation process will increase the changes of a smooth, successful transition Experience in other countries has shown that early preparation is the key to success & earlier realization of benefits An early start allows for resource allocation, such as costs for systems changes and education, process evaluation and change, as well as staff time devoted to implementation processes to be spread over several years

49 Inadequate Preparation
Potential Consequences Decreased coding accuracy Decreased coding productivity Increased compliance risks Increased claims rejection An adverse impact on patient care and administrative decision-making Decrease in key staff morale

50 Preparation – When to Start
. Don’t Delay! Get Started Today!


52 Methods of Training Current in-house SNF on-line Education System
Online self-study courses including AHIMA Webinars/WebEx

53 Methods of Training Videos on specific body systems Seminars/workshops
Local Educational Institutions ICD-10-CM Workbooks (self learn)

54 Methods of Training Local hospital educational programs ICD-10-CM ONLY
NOT ICD-10-PCS) Qualified HIM Professionals / HIM Consultants (e.g. AHIMA Approved)

55 Coder Preparation Intensive Training: Not until 6 – 9 months prior to implementation 10/1/2014 LTC Coders: 16 hours (ICD-10-CM only for current trained coders) (Check with our timeline for consistency)

56 Coder Preparation Obtain ‘refresher’ training for biomedical sciences Anatomy and Physiology Medical Terminology Pathophysiology Pharmacology

57 Transitioning from ICD-9 to ICD-10 LTC
1st Quarter 2014 (January – March) Formal training for staff followed by “hands-on practice” Determine if coders have been using ICD-9-CM code lists (e.g. ‘cheat’ sheets). These will require updating if processes are appropriate. (e.g. list of codes for unit clerks for lab requisitions) Determine if there are any forms which will need to be revised to allow for 7 characters Determine whether software is compatible with ICD-10-CM

58 Transitioning from ICD-9 to ICD-10 LTC
2nd Quarter 2014 (April – June) Begin using ICD 9 codes with clear diagnostic descriptions, similar to those used in ICD 10 for ease in re-coding. Print diagnosis lists of current residents and code diagnoses with ICD-10-CM (Take sample number each week) for practice Maintain ICD-10-CM coded diagnosis lists (in case resident remains in facility) Continue to practice, practice, practice!!

59 Transitioning ICD-9 to ICD-10 LTC
3rd Quarter 2014 (July – September) Dual code using both ICD-9 & ICD-10 By July 1, 2014 Determine if your software will be available and capable of dual coding All new admissions, hospital returns, and continued stay PLEASE NOTE: ICD-10-CM CONVERSION DOES NOT APPLY IN WORKMEN’S COMP CASES Continue updating diagnosis lists and codes according to MDS schedule until all residents’ diagnosis lists have been updated.

60 Transitioning from ICD-9 to ICD-10 LTC
4th Quarter 2014 (Oct. – December) Apply ICD-10-CM codes for all diagnoses for all admissions and MDSs starting October 1, 2014. Maintain Legacy ICD-9-CM Coding System Monitor claims & denials for coding errors and vendor problems

61 Billing Claims CMS working to address claims that overlap from September 30, 2014 into October 2014 (SNFs) All Claims submitted for services on or before September 30, 2014 will use ICD-9 codes ICD-10 codes will not be recognized/accepted on claims BEFORE

62 Billing Claims All claims submitted for services provided on or after October 1, 2014 will use ICD 10 codes Claims cannot contain BOTH ICD-9 codes and ICD-10 codes Claims using ICD-9-CM after 10/1/14 will be rejected

63 Billing Claims Facilities behind in billing Medicare?
Use added transition time to get caught up with billing. Be current on go-live date

64 RESOURCES American Health Information Management Association American Association of Professional Coders Centers for Medicare and Medicaid Services Centers for Disease Control





69 Special Thanks to the AHIMA 2012 LTPAC Practice Council Coding & Reimbursement Strategy Team
Nancy Benson, RHIA Molly Cahill, RHIA Michelle Dick, RHIA Deborah Johnson, RHIT, CHP Leslie Joyner, RHIT Kathie McClary, RHIT Tamela McQuiston, RHIT, RAC-CT Renae Spohn, RHIA Monica Tormey, RHIA Carol Young, RHIT

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