Coding Overview and the Commander’s Statement August 2008 DQMC

Why this matters to Data Quality Coded data is used to make decisions regarding: –Population health –Funding –Anticipating the needed mix of providers –Justifying new equipment You need to know the quality of your data to decide how much to trust it

How this affects DQ This talk is mostly about –How to ensure your reported data are correct –How to do an audit that actually tells you something

Ways to employ this info in your DQ programs We will discuss the most successful ways to improve your coding –Teach –Use –Audit – this includes taking action on issues found during the audit and correcting them, permanently

Goal Quality data on which to base sound decisions –For you –For your Commander –For your Service –For the Military Health System (MHS)

Suggested Coding “Solution” Have each new provider, prior to receiving privileges to practice at your MTF, spend 4 hours with a good coding trainer –Option to “test out” of the class by passing test composed of examples of quality documentation which the provider will enter the correct diagnoses/external causes of injury, evaluation and management code(s) with modifiers, procedure code(s) and any other applicable HCPCS code(s)

Coding Basics International Classification of Diseases –Diagnoses, why patients seek/receive care –Also used for inpatient institutional workload –Explains why the provider did the service Used to support medical necessity Current Procedural Terminology –Type of service furnished, office visit, x-ray –Used for professional services workload –Used for outpatient institutional workload

Coding Basics Codes are assigned based on documentation Diagnosis codes are assigned differently based on the setting (inpatient or outpatient) Military Health System has special coding requirements, which are logical, and are needed to accurately reflect services

One-on-one Training Overview Each training is specific to the specialty involved (e.g., training is different for obstetrics, orthopedics and occupational therapy) 1 hour documentation/diagnoses 1 hour evaluation and management/modifiers/quantity 1 hour procedures/supplies/training 1 hour practice

Training Goals Learn basics of good documentation Learn basics of outpatient (not inpatient or APV) ICD/E&M/CPT/HCPCS coding Learn when to ask for coding assistance Become comfortable asking coder questions (it also gets the coder comfortable working with the provider)

Measure Success of Training Random audit of provider’s first week of documentation/coding and provide immediate feedback Random audit of provider’s first month and provide immediate feedback Continue to audit/provide one-on-one feedback until documentation and coding are consistently at acceptable level

Professional Staff Meeting Arrange to have coder auditor have maximum of 5 minutes at professional staff to review issues common to the facility Arrange to have coders permitted to attend professional staff –This will permit a non-threatening environment for providers and coders to interact –Coders need continuing education too

Coder Training If you have AHLTA, your coder must be trained to use AHLTA –Need to know so coder can figure out why something happens Have periodic training on military unique issues in UBU Coding Guidelines Review updated ICD codes in September Review updated CPT/HCPCS codes in December Recommend a goal be that coder becomes certified – AAPC or AHIMA is fine

Use Your Data If you try to learn a foreign language, but don’t ever need to use it – how much effort will you put into learning the new language? If you get plunked down in a different country where no one speaks your language – how much effort will you put into learning the new language?

Use Your Data A provider wants to go to a conference to learn to treat autistic children (in Banff, Alberta in January) Radiology wants another fluoroscopy unit A provider wants to go to an 8-week dermatology course at another medical center A provider wants a piece of equipment to do hip replacements

1. What does this tell you?

Answer: You have ten fewer hips that need replacing in May than you did in December, if your population did not change. What you need to know is – DEMAND/BACKLOG, –PRODUCTION, –IS THERE IN-HOUSE CAPACITY, –COST IN-HOUSE, –COST DOWNTOWN

Graphs 8 points make a trend IF they reflect a changing variable Weekly/monthly/annual grafts do NOT indicate a trend UNLESS time is a variable For hip replacements TIME is NOT a variable Looking at DQ metrics over time do not represent at “trend”

Looking at DQ Metrics If there is a change – up or down –Something happened A change indicates you need to know what changed –A provider who understands how to code came/left –A new coder was hired –A coder took a class and trained the department

Ad Hoc? Does it work?

Timeliness – Your Comments

APV records ready for pick-up?

Inpatient Coding Comments

Outpatient Comments

Why are DD 2569 and PATCATs important? Can You Beat This? Wilford Hall Medical Center UBO COLLECTED $4.2M in May This includes TPCP, MSA, and MAC.

This is $$$ for your MTF

May 08 comment

This month’s input from same facility I like how this MTF repeated the background. It keeps me from having to go back through every month to figure out what is going on. BUT, inpatient documentation should NOT be in the outpatient documentation system we call AHLTA.

Objectives Use your DQ metrics appropriately Understand “Random” When Applied to Audits

Running a Business Would you like to know –Your customers needs –Your customers wants –How much it costs to make your product –For how much you can sell your product

Running a Business Would you like to know –Your customers ICD-9-CM diagnosis data (6c) Demographic data (e.g., age, gender, OHI) Patient categories (PATCATs) –How much it costs to make your product Medical Expense Performance and Reporting System (MEPRS) Provider specialty codes/HIPAA taxonomy (resident or physician) –For how much you can sell your product Relative Value Units (RVUs) and Relative Weighted Products (RWPs) (6b, 5)

Data Quality = $$$ Patient Registration –PATCATS - $$$ - $180 M last year (get your Coast Guard, VA, DoD civilians, cosmetic surgery, and civilian emergencies correct…) –Identifying injuries (Medical Affirmative Claims) - $$$ $16.5M last year – demonstrates how poorly we identify these cases –Other Health Insurance (DD 2569) - $$$ $103.1 M last year Documentation - $$$ –Must have document filed in record –Coding - $$$

Close Close counts in atomic bombs Close counts in horseshoes Close does not count in coding –If there is no code, then there is no code and we use an “unlisted code” Yes, we do bill for Active Duty services (in MSA we bill Coast Guard, in MAC will bill)

Bottom Line It appears that for most bases, there is no problem getting outpatient documentation. Is this what you are hearing from your doctors? –For AHLTA documentation, I sure hope it is there –How are you doing for things not in AHLTA such as Emergency Department, Obstetrics, Physical Therapy, etc?

What do these slides tell us? If TMA has coding resources, they should only be offered to the bases reporting coding below 80%? How is your Service interpreting these data? How is your Service dividing funds? Manpower? Training slots?

Audits All data included population –Each encounter equally likely to be selected –Right now there are encounters in the D and F MEPRS not being audited, telephone calls… Random selection of sample from entire population A person will continue to code in the same manner he has coded unless acted upon by an outside source

Random vs Targeted Do random to find problem areas –For instance, 100 records with SADRS in a month from all SADRS in the MTF Then do targeted to better define the problem –For instance, you find a nurse practitioner in pediatrics with diagnosis errors on both records audited. Will you do a more detailed audit of nurse practitioners, or pediatric providers, or all records with the diagnoses that were wrong?

Objectives Use your DQ metrics appropriately Understand “Random” When Applied to Audits

Questions