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ICD-10 Information / Updates (January 2015) 1/29/15
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Hello <<First Name>>,
 
In 2013 and early 2014 we sent a series of special ICD-10 newsletters to our customers outlining the steps you needed to take to meet the October 1, 2014 transition deadline.  On March 31, 2014 the deadline was delayed until October 1, 2015 which at the time seemed very far away.  But here we are, in January 2015, with the deadline just 8 months away. 
 
Following are the checklist items that were included in the first ICD-10 newsletter.  We hope that you successfully accomplished these items in late 2013 and just need to make sure everything is in order. You should have a team meeting to discuss where you are in the process and to get back on track.   If you didn’t begin the process in 2013 or 2014, get moving now!  We will guide you step-by-step over the coming months so it does not seem so overwhelming.  Stay tuned for the next set of checklists which will be available shortly.  

Appoint someone to manage the ICD-10 project
  • For a small to mid-sized practice, the project will most likely be handled by a team. Input will be needed by anyone currently using ICD-9 codes in their daily workflow.  However, it is necessary for one person to take the lead so you stay on track. 
  • This person could be the office manager, the biller or anyone who understands the coding process to oversee all of the details.  This person will be known as the ICD-10 project manager. 
  • Make sure to empower the ICD-10 project manager and provide them with the time needed to understand and educate the entire practice on the ICD-9 to ICD-10 transition.  Meetings will be required to review changes that must occur in your practice.
Purchase an ICD-10 Code Book
  • Even though ICD-10 code files are included with The ChartMaker Medical Suite upgrade it makes sense to begin familiarizing yourselves with the new codes that pertain to your specialty.  In some cases there will be several ICD-10 codes related to a single ICD-9 code.  Over the next few months you will have to identify the ICD-10 codes that will be used in your practice. 
  • Listed below are links we have found to 2 companies where you may purchase ICD-10 code books. 
             Optum Codinghttp://tinyurl.com/m6zer4p
             American Academy of Professional Codershttp://tinyurl.com/kfxndrk
  • If you choose to go without a code book, The ChartMaker Medical Suite has a comprehensive crosswalk program incorporated into various modules in the system.  If you would like to see more about the process of reviewing codes in the crosswalk go to www.sticomputer.com, click “CUSTOMERS” and log in. Then click the “Videos” link in the STI University section.  Look for the “ICD-10 Diagnosis Transition Introduction” and watch it as often as you would like.  
Begin Financial Preparation
  • While we all hope that everything goes according to plan on October 1, 2015, there may be issues that are out of your control.  Although there will be a great deal of testing and preparation done by STI and the Payers, we really won’t know the true effect until implementation.  It is possible that you may face disruption in your payments so the time to begin preparing is now. 
  • The healthcare industry recommendations are that a practice should reserve at least enough money to cover payroll, rent, utilities and medical supplies for at least 3 months.  In other words: everything required to keep a practice running smoothly.  The HIMSS ICD-10 Playbook, a manual for provider and payer ICD-10 implementation, recommends that practices should have a minimum of 6 months of cash reserves. This is especially difficult for small practices.  You may not be able to accumulate that much cash in the next 8 months but you need to have resources available.  It is better to talk with your bank now, before the funds are needed.  You may want to establish a line of credit, or if you already have one in place, ask for an increase.  The bank will be more open at this time than if you come to them in desperation because you are behind in paying your bills.  
Hope for the best and prepare for the worst!


In the Coming Months:
Over the next several months, we will continue to communicate with you regarding the ICD-10 transition.  You will be reminded about:
  • Documents!  Evaluate your existing charge slips and cross reference the ICD-10 codes to the ICD-9 codes listed.
  • EMR Usage!  If you are using our EHR product, ChartMaker Clinical, review the charge items feature when entering a note.  
  • Education!  STI Computer Services will begin webinars in May to assist you in the transition.  Sign up in STI University as soon as possible as space is limited.  

Thank you!
STI Computer Services, Inc.

 
Training Offer:
If you need assistance in preparing for Meaningful Use in 2014, STI is here to help!  We are offering a setup and consultation package that includes 2 onsite sessions and 1 web session for only 
$1250.  Click here to submit your interest and have someone contact you with more information!
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