Configure PCC EHR for Telemedicine Encounters
Read the sections below to learn how to configure PCC EHR for telemedicine encounters.
Read or Watch a Telemedicine Procedure in PCC EHR: How will your front desk, clinicians, and billers perform telemedicine in PCC EHR? Before you dive into the configuration options below, read or watch Schedule, Chart, or Bill a Telemedicine Encounter in PCC EHR (watch video, read article).
- 1 Create Telemedicine Visit Reasons for Scheduling
- 2 Select Your Telemedicine Vendor
- 3 Configure Telemedicine Links for Your Providers and Patients
- 4 Add New Visit Statuses to Help Manage Telemedicine Visits
- 5 Create a Telemedicine Visit Protocol
- 6 Add Telemedicine Procedure Codes and Prices to Your PCC System
- 7 Update Your Electronic Encounter Form w/ Telemedicine Billing Codes
- 8 Configure Your Telemedicine Place(s) of Service
Create Telemedicine Visit Reasons for Scheduling
When you schedule, perform, or bill a telemedicine visit, it should be clear to everyone at your practice that the encounter is happening remotely.
Open the Visit Reasons Editor from the Configuration menu and create one or more visit reasons for telemedicine.
Click “Add” to create a new visit reason. You can name the visit reason, indicate the Visit Type (for helping schedulers pick appropriate times), set whether your practice should print paper forms for the visit, and set both a default duration and optional specific default durations for each clinician.
If your practice commonly performs sick visit and ADHD telemedicine visits, you could create a visit reason (and an accompanying chart note protocol) for each type of visit.
Select Your Telemedicine Vendor
Your practice can choose from a wide range of telemedicine vendors.
PCC has done some research and developed a list of telemedicine vendor options that we believe can provide efficient, safe, and reliable interactions with your patients and families.
Once you’ve chosen a vendor, your practice will need to figure out your workflow for connecting to visits.
Configure Telemedicine Links for Your Providers and Patients
If everyone in your practice is using the same tool, and the vendor supports it, you may have a persistent set of URL web addresses that patients and providers can use to connect.
You can enter those addresses in Practice Preferences.
If you have persistent links for patients, you can enter them in the Patient Access fields
Your practice can then quickly select a link when they schedule or edit appointments.
If you have a persistent link for provider access, you can enter it in the Provider Access field.
Both the provider and patient links will appear at the top of the chart note protocol for a telemedicine visit.
Add New Visit Statuses to Help Manage Telemedicine Visits
The Visit Status on the Schedule screen (and the Visit Status counters in the lower-right corner of your screen) help your practice track what’s going on with all of today’s encounters.
Your practice can create one or more custom Visit Statuses to help understand the status of telemedicine encounters.
Open Visit Status Configuration from the Configuration menu and create one or more visit statuses for telemedicine.
Your practice can use visit statuses so everyone at your practice can know who is on hold, who’s connected, and who is waiting for the provider to join the video chat.
Create a Telemedicine Visit Protocol
In PCC EHR, you can create and customize chart note protocols for different visit types. PCC recommends you create a “Telemedicine Sick” protocol, along with other telemedicine-based protocols you expect to schedule. You can then have that protocol appear automatically for Telemedicine visits.
You can include any typical component in your chart note protocol, and you may want to create custom components or new orders that relate specifically to the types of services that will occur as a result of a telemedicine visit.
To learn how to create and customize a Telemedicine protocol, and find out what other pediatricians are making, read Create a Telemedicine Chart Note Protocol.
Add Telemedicine Procedure Codes and Prices to Your PCC System
Before you can code and bill for telemedicine procedures, you need to add those procedures to your PCC system, along with codes and your practice’s prices.
Create a Telemedicine Procedure Group
If you create a telehealth or telemedicine procedure group, you can easily report on telemedicine A/R and income. You should perform this step first so you can select the group when you create new procedures.
Run the Table Editor (
ted) and Select Procedure Groups
Run the Table Editor (
ted) from the Practice Management Configuration window or by typing
ted at a command prompt. From the list of tables, select #18, Procedure Groups.
From the procedure group list, press A on your keyboard to add a new procedure group.
Enter Procedure Group Information
Give the new procedure group a name and an abbreviation, determine the order it should appear on screen, and indicate “Yes” to display totals for the new group in PCC reports.
Save the New Procedure Group
Press F1 – Save and Quit to save your new procedure group.
For more help in setting up new procedure groups, contact PCC Support.
Add Telemedicine Procedures, Codes, and Prices
Next, add new telemedicine procedures to your PCC system. Include codes (with modifiers, if appropriate) and prices.
What procedures are currently in use? Your practice may need to consult with insurance payers to understand how to code for telemedicine procedures. PCC recently published a Guide to COVID-19 Billing Codes, which includes full descriptions of different types of telemedicine visits and how to code for them. PCC also created a Telemedicine Timing reference sheet.
Telephone Service Codes: Use the time-based 99441-99443 for Telephone E&M performed by a MD, DO, NP, or PA. Use 98966-98968 for A&M performed by a RN or MA.
Realtime Audio/Video Visit Codes: Use 99211-95 through 99215-95 for live or “synchronous” telemedicine services with realtime audio and video. Note that some payers use a -GT modifier instead of -95 for asynchronous communication (sending and receiving video messages).
The procedure below explains how to add a new procedure to your PCC system.
Run the Table Editor (
ted) and Select Procedures
ted from the Practice Management Configuration window or by typing
ted at a command prompt. From the list of tables, select #6, Procedures.
From the procedure list, press A on your keyboard to add a new procedure.
Enter Procedure Information
Give the new procedure a name, select your new telemedicine procedure group, enter the associated CPT code (and copy to each line) and set the price for the service (and copy to each line).
What Should We Charge?: The average PCC client charges 176% of Medicare’s payment, using the RVU pricing approach.
Save the New Procedure
Press F1 – Save and Quit to save your new procedure.
For more help in setting up new procedures, contact your PCC Support.
Update Your Electronic Encounter Form w/ Telemedicine Billing Codes
When your clinician is ready to make a visit “Ready for Billing”, they’ll need the right visit codes easily available for a telemedicine visit.
Open Billing Configuration under the Configuration menu and add procedures (and optionally diagnoses) to your practice’s Electronic Encounter Form.
Configure Your Telemedicine Place(s) of Service
When you submit a claim for a Telemedicine visit, you usually need to include a different Place of Service code than for a standard office visit. For example, an “in-office” visit appears on claims with a place of service of 11, and Telemedicine typically need an 02 or a 10.
In most cases, you want to schedule a provider’s time in a single location. In PCC EHR, you can configure appointments scheduled for an office (your main location) to default to a specific Telemedicine location when you post charges. Your biller can change the place of service as they post charges, when needed.
What About Two Encounters?: If a patient is seen for both a telemedicine and an in-person encounter on the same date, with the same clinician, charges with different places of service will result in two separate claims (as of PCC 9.4).
Create New Telemedicine Places of Service
To create a telemedicine place of service for an existing physical location, clone the location and give it a Telemedicine name. Run the Table Editor (
ted) in your Practice Management window and visit table 15, “Places of Service”.
Clone your main office location and adjust the POS Name, Short Name and the Default and HIPAA codes.
Watch Configure Your Telemedicine Places of Service for a walk through.
The “Default” code is typically used on paper claims, and the “HIPAA” code is typically used on electronic claims. The “Schedule” codes are used for special configuration needs by individual payers. As with other claim requirements, check with your carriers to determine billing requirements. For example, some payers may require an 11, 10, or 02 place of service code for telemedicine visits, depending on circumstances. PCC can also help you configure schedules so the correct place of service appears on claims.
Also: always use the full “zip +4” code for places of service!
New Place of Service Codes in 2022: Place of service codes for telemedicine visits are changing in 2022. Depending on your payers’ requirements, your practice may need to create an additional location for telemedicine encounters in which the patient is at home. You can do that by repeating the process above: clone a location, give it a new name, and enter “10” in the location codes. Contact PCC Support for more information and help making changes.
For more information about place of service codes and the changes in 2022, read 2022 Updates to Telehealth (Telemedicine) Place of Service Codes or watch Configure Your Telemedicine Places of Service.
Set a Default Billing Place of Service for Telemedicine Visits
When you schedule a telemedicine visit, it makes sense to use your typical office location in the Appointment Book. Then your doctors can see their whole schedule, and your practice can see what’s happening that day at a glance.
When it’s time to bill, as noted above, payers typically require a special telemedicine place of service on the claim.
It’s cumbersome to manually switch the billing place service each time you post telemedicine visit charges. To make posting easier, you can set a default billing place of service for telemedicine visits for each of your scheduling locations. Follow the procedure below to learn how.
Open Practice Preferences
Click on the Configuration menu and select “Practice Preferences”.
Find Telemedicine Place of Service Mapping
Scroll down the page until you find Telemedicine Place of Service Mapping.
Link Your Scheduling Locations to a Telemedicine Place of Service
Open the Telemedicine Place of Service drop-down next to each of your Scheduling Locations. For each location, pick a default billing place of service for telemedicine visits.
If you don’t want to bill telemedicine visits using a special place of service, use ‘Appointment/Encounter Location’ as the Telemedicine Place of Service default.
The drop-down will show you all of the places of service in your PCC system configured with HIPAA code ’02’ (or ’10’, as of PCC 9.3), which are telemedicine place of service codes.
Log Out and Back In
Log out and back into PCC EHR to load the new settings.
Post Telemedicine Visit Charges in PCC EHR
When you post telemedicine visit charges in PCC EHR, the billing place of service will default to the Telemedicine Place of Service you set in Practice Preferences for that scheduling location.
Use the Billing POS drop-down if you need to change the billing place of service on the fly for a particular visit.
Alternative: Post Telemedicine Visit Charges in ‘checkout’
When you post telemedicine visit charges in Practice Management, the billing place of service will default to the Telemedicine Place of Service you set in Practice Preferences for that scheduling location.If you need to change the billing place of service on the fly for a particular visit, clear out the ‘POS’ field, type in an asterisk (*), and then type ‘Enter’ to see your other options. Highlight an item in the list using your arrow keys and type ‘Enter’ confirm your selection.