Coding Advisor is an add-on program that you can purchase from TotalMD to keep all of your CPT and ICD-10 codes up-to-date in the system. Here is a link to the YouTube for this procedure and the instructions follow.
To add a new CPT code using Coding Advisor, first go to Lists>Service Code Lists:
This will give you a list of your existing CPT codes:
You can manually add codes by clicking New Service Code to the left or hitting F8 on your keyboard:
From within this screen, you can access Coding Advisor by clicking Find CPT Code to the left:
This will automatically launch Coding Advisor in your browser. You will want to make sure that the type of code is CPT and that the choice reflects whether you are filing Part A or Part B if applicable.
You will then type in key words or the code if you know what code you are seeking.
Then you will choose the code that you wish to import and left click and then choose to import the code. Then, returning to TotalMD, you will Retrieve Code:
The system will then populate the information needed for the code you choose:
At this time, you will want to edit this screen to show the Type of service this is, typically most codes are Fee for Service, however, any codes you may bring in that require a CLIA number will need to be changed to a Laboratory charge.
If you wish to add modifiers to this code a good percentage of the time that you use this code, it is productive to put them into this screen.
If it is a drug that needs measurement, you can add that as well:
For Institutional (UB) billing, you can add a Type of Service and a Revenue Code. If this code will always be used in the same Place of Service (such as the office) you can add that to this code. If this code has a period of time that it cannot be repeated, you can add your Global Period days:
If this is a code that you will not be billing insurance for, such as a product that your office sells, you can mark this code Do Not Bill Insurance. You can also mark it Taxable:
The Code 2, 3, 4 refer to subsets of the CPT code. If you are billing one insurance company slightly different for a particular code, you can create these subsets.
If you are administering a drug, you will want to add the NDC number, if there is other information you wish to be with this code, you can add that to the Supplemental.
You can also add this code to a Superbill Group if you wish:
By clicking the Vaccine box, you will be given the chance at the bottom of the box to fill out pertinent vaccine information:
Once you have completed the Information tab, you can go to the Fee Amounts tab and populate the amount you will charge for each of your Fee Schedules:
On the Contract Amounts tab, if you are aware of the amounts that each insurance company will pay for this code, you can add that as well:
Adding diagnoses codes with Coding Advisor is very similar. First go to Lists>Diagnosis Code List:
This will show you any codes that are already in your system:
You can manually add a code by clicking New Code to the left and typing in the information if you wish, however, to use Coding Advisor to retrieve your code, click on New Code or push F8 on your keyboard:
You will then see the Diagnosis Code Entry screen:
To the left, you will click Find ICD to launch Coding Advisor:
You will want to make sure that your search category is ICD-10.
Then you can either type in the code or key words to find your ICD-10 Code. You will then choose your new code and left click and Export Code:
Once you return to TotalMD, you will click Retrieve Code to the left:
The system will then populate all of the information – no need for further typing:
For ease of use, you might want to click either and/or the Favorite or ICD10 boxes to bring the code to the top if you plan to use it quite a bit.
If you have questions regarding this functionality of TotalMD, please contact our support or training departments at 800-613-7597 Option 2 for Support or Option 3 for Training. If you would like a printable copy of this article, please contact Training at Option 3.