As a physician, you are entitled to use all of the codes in the CPT Manual, not just the psychiatry codes. CPT contains an entire section of neurology codes, as well as evaluation and management (E/M) codes that include outpatient visits, hospital visits, and consultations. Depending on the nature of your practice, other sections of the CPT Manual may also be useful to you.
It is extremely important that you use the codes that accurately reflect the service you provide rather than using the same one or two codes for all services in an attempt to simplify your billing. Become familiar with all of the psychiatric codes and any others that describe services you typically provide. When your documentation supports the code you have chosen, you substantially reduce the likelihood of future problems with the payer (documentation tips follow).
CODES DO NOT ALWAYS EQUAL REIMBURSEMENT
Although physicians and other professional caregivers are entitled to use all of the CPT codes, the existence of a code does not guarantee that a payer will reimburse you for it. The primary purpose of the codes is to accurately describe all of the services provided to patients.
Most payers, such as insurance companies, government health programs, and managed care organizations, use the CPT codes voluntarily because they are an established convention for communicating between providers and payers.
There is a great deal of variability, however, in how payers use the codes. For example, some payers want psychiatric services billed using E/M codes, while others require psychiatrists to use only the psychiatric section of the CPT Manual. Other payers, including Medicare, will only pay for services provided with the patient present, so codes that describe the review or preparation of reports will not be reimbursed. Still other payers specifically exclude or restrict the use of particular procedure codes, such as those for family therapy.
If you are providing a unique service or want to bill with an unusual code, you should contact the payer directly before reporting such a service. Youll want to reach an agreement about: 1.) the payers willingness to reimburse you for the service and 2.) the payers preferred method of reporting the service. Taking a proactive approach increases the likelihood that your claim will be processed promptly and correctly. In addition, such an approach gives you the opportunity to establish a positive, collegial working relationship with the payer, which may help you if future problems develop.
DOCUMENTATION IS VITAL
As mentioned above, documentation supporting the use of the procedure code you have submitted can help you defend your selection if its challenged by the payer. If you are using a psychiatric code (90800 series), your documentation should include at least the following information:
Date of service
Length of encounter
Description of the patients mental state
Description of the service provided
Treatments implemented
Response to treatment
Legible signature
For documenting evaluation and management services (E/M), you also need to consult the CPT Manual. It contains a section of E/M guidelines to assist you in selecting and documenting the proper code and level of service.
BE PROACTIVE
If you experience reimbursement problems despite coding and documenting correctly, there are a number of steps you can take.
Fill out all forms completely and legibly. Stamp or write on attachments: please do not separate attachments.
Call the payers provider relations department for feedback and information on policies.
Contact the chair of the Insurance or Managed Care Committee of your local psychiatric society. He or she can put you in touch with colleagues with similar problems, assist you in accessing APA resources, sponsor legislation, and organize and sponsor legal actions.
Call the APAs Managed Care Help Line, (800) 343-4671, to speak with a staff member who has expertise in coding and reimbursement issues.
Another essential resource for information on coding and documentation besides the AMAs manual is the CPT Handbook for Psychiatrists (3rd edition) by Chester Schmidt, M.D., chair of the APAs Work Group on Codes and Reimbursements. The CPT Handbook contains information on the history of the CPT codes, third-party payer policies, documentation for psychiatric and evaluation and management codes, and information on using the new CPT codes for individual psychotherapy. The CPT Handbook can be ordered by calling APPI at (800) 368-5777. or by visiting
www.appi.org.