ED Coding Grid
ED Coding Grid
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Introduction
In an effort to more clearly and accurately determine the medical decision making (MDM) of charts for Medicare, all governmental
payers, and all private payers, it is our intent to follow CMS guidelines. The Desktop Coding Grid (MDM Physician Component)
and the Desktop Coding Guide have been created to act as adjuncts to assist coders in the use of the CMS guidelines. The following
directions are based upon those guidelines. The Desktop Coding guide provides guidance in the form of definitions and clarifications
to help in determining the level of Medical Decision Making from clinician documentation. This guide defines and explains various
points found on the Desktop Coding Grid in an attempt to obtain a higher degree of clarity and to explain each with a focus on the
practice of emergency medicine.
Fundamentally, CMS adheres to the MDM criteria for evaluation and management services found in the current CPT manual.
Additionally, CMS expands on those criterion in both the 1995 and, 1997 CMS Documentation Guidelines. The levels of EIM services
recognize four types of medical decision making (straight-forward, low complexity, moderate complexity and high complexity).
Medical decision making refers to the complexity of establishing a diagnosis andlor selecting a management option as measured by:
Choice of any emergency medicine E/M code level is dependent upon proper documentation of the History, Exam, and MDM.
Clinician documentation must include the correct number of elements, items, or systems required for the HPI, ROS, PFSH, and Exam.
The documentation requirements for both the history and exam must meet or exceed the code level selected based on the MDM. If the
documentation of the history or the exam is insufficient to reach the code level that could be achieved by way of the MDM level, the
E/M level will be coded to the appropriate level based on the history or exam documentation. Example: A chart is assessed to be a
level 5 by way of the MDM. The history meets the requirements for the HPI, ROS, and PFSH, but the required amount of exam
elements for a level 5 is insufficient and reflects a level 4. The correct code allowed relative to the documentation would be a level 4.
This document is to be used solely as an adjunct to the Coding Policy and Procedures Manual with respect of the MDM component
only and is not meant to replace the general coding guidelines stated in the Coding Policy and Procedures Manual.
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Grid Application
To ensure that TeamHealth Coders correctly determine the level of Medical Decision Making (MDM) Component for Evaluation and
Management Services. TeamHealth coders utilize the Desktop Coding Grid (MDM Physician Component) for evaluation of the
MDM. The grid is developed from the CMS MDM criterion - Number of Diagnosis and Treatment Options; Amount and/or
Complexity of Data Reviewed; and the Risk of Complications and lor Risk of Morbidity and/or Mortality.
The Desktop Coding Grid has been created in a one-step format. Depending on the presentation or the reason for the visit, the final
diagnosis, course in the ED or testing performed; the Coder selects a preliminary level from the 5 columns listed.
In general, the presenting problem is usually the most important factor in dictating the level of service. However, in many cases a
seemingly benign complaint can alert the clinician to underlying risk factors and issues that require some in-depth investigations that
may indicate a more complex case.
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Ancillaries
Labs, EKGs and x-rays. Credit may be given for order, performance, completion, or interpretation. Each test is counted separately.
Credit is not to be given based on an order of "if indicated" alone for the particular test the "if indicated" is addressing. There must be
documentation to support the order as being carried out.
. Diagnostic test ordered or scheduled for a time after a patient leaves the ED can be considered.
o :
Labs - UA, urine culture(s) :2; CBC, PTPTT, amylase 3. Exception: CMP 2 labs. :
o Peak flow is not a lab
o BC or BCX are the most common abbreviations for blood culture(s).
o WC UDS (Workers Comp Urine Drug Screen) is not considered for the purposes of the grid
o BAL (Blood Alcohol Level) is not considered for the purposes of the grid when ordered from an outside source (i.e.
police)
o X-rays: Each x-ray is counted separately; exceptions are indicated in below table
Blood Products
Must be given or started in the ED. Examples: packed cells, FFP, platelets, Factor VIII, albumin, whole blood
Breathing Treatments
Credit may be given for the order or administration.
o Medications in breathing treatments are part of the treatment and not considered for credit as other medication on the grid.
o Examples of meds used in breathing treatments include: albuterol, Atrovent (ipratropium), racemic epinephrine, salbuterol,
Xopenex (levalbuterol), Combivent (albuterol il ipratropium), DuoNeb (albuterol il ipratropium), Brovana (arformoterol).
. They may refer to this as a breathing treatment, breathing tx, nebulizer, neb tx, updraft nebulizer, updraft, continuous neb,
aerosol treatment, hand held nebulizer (HHN), etc.
Cardiac Enzvmes
Credit can be given for order, performance, completion, or interpretation. Cardiac enzymes receive credit for I lab, regardless of how
many are indicated in the record. Examples: Troponin, Creatine Phosphokinase Myoglobin (CPK-MB), and Myeloperoxidase (MPO).
Under certain circumstances, Creatine Phosphokinase (CPK often shortened to CK) and Myoglobin (MB) are used to determine non-
cardiac muscle mjury. Therefore, a Creatine Phosphokinase (CPK or CK) or Myoglobin (MB) alone does not receive credit as a
cardiac enzyme. They must be together or with another cardiac enzyme to receive credit for the purposes of the grid.
Cerebellar Findinqs
Problems with balance such as a Rhomberg test or ataxia. Symptoms that indicate cerebellar findings are positional vertigo from an
inner ear problem, slurred speech, nystagmus, and certain tremors.
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Chemical Cardioversion
99285 - "Critical care scenarios/management options (w/o CC time) such as: Chemical cardioversion"
Often documentation does not indicate "chemically converted" when a patient presents with a rapid heart rate that requires medication
to convert the heart to a normal rhythm; therefore, the focus will need to be on a combination of the diagnosis and the medications
used. There are many diagnoses and many beta blockers that can be used to chemically convert a patient; these are a few common
ones.
. Examples of diagnoses: SVT (supra ventricular tachycardia), rapid atrial fibrillation or rapid atrial flutter, PAT (Paroxysmal
Atrial Tachycardia)
. Examples of medications: Adenocard (adenosine), Cardizem (diltiazem), Lopressor (metoprolol), Toprol (metoprolol), Calan
(verapamil)
Chest Pain
Some equivalent terms: chest achiness, chest discomfort, chest pressure, chest soreness, chest tightness, pleuritic chest pain, and rib
pain.
Chief Comnlaint
Communication between a TH clinician on duty with a TH clinician functioning as another healthcare clinician when not on
duty can be given a consult credit.
A read or report by a radiologist or simply a discussion of the test results does not receive a consult credit, however a
discussion of more than just test results would be given consult credit.
Unacceptable examples: Only an order for a consult. "Order name: Consult PMD: Dr. Smith,,, does not show the TH clinician
actually communicated/discussed with Dr. Smith. This can be viewed as an order for a consult, but not accepted as being
carried out' Nurses' note stating "mobile crisis contacted," or "spoke with poison control" neither example shows the
participation of the TH clinician.
-
Credit may be given for the nurse stating the TH clinician spoke with the consultant.
chA
Chest tube, Central line, Chemical cardio version, CPR throughout visit, BT Intubation, Gastric lavage for overdose or GI bleed,
Lumbar puncture, Thoracentesis, TPA. Credit is given for the performance, not simply the order, of th.r" scenarios/management
options by the TH clinician. If; for any reason, a patient refuses any of these r..nu.ior/*anagement options, no credit is to be given
and other points are to be considered.
Diagnosis
Cannot be extracted from the nursing notes; it must be docurnented by the TeamHealth clinician. The diagnosis cannot be extracted
solely from the ROS or examination.
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Fever
The degree/centigrade must be documented. May be stated by caregiver (history of) and documented by clinician or nurse. "Fever" is
not sufficient.
r > 100.5 F or 38C
. If the fever is given as a range (i.e. "patient's temperature ranges from 100o - l0lo"), can use the highest listed temperature.
a "Additional history from patient's d,aughter" followed by details of that additional history information
a "History obtained from nursing hl6$,,,$ staff'followed by a recording of that information
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lV Fluids
Credit may be given for the order or adrninistration. Orders that are canceled or placed on hold cannot receive credit unless there is
evidence the order has been reinstated or the IV fluid has been administered.
. Examples include: D5 %NS, D5 %NS, D5W, LR, NaCl, NS, normal saline, Ringer's Lactate, Lactated Ringer's
r lcc:1ml
. Examples of IV fluids: "fluid bolus", "IV fluid bolus", "IV bolus", "wide open"
. The fotlowing do not qualifr for IV fluid credit: TKO (to keep open), KVO (keep vein open), heplock, INT (insertion of IV
needle),IV flush, NS flush, "saline lock"
. For adult (14 years old and above) patients, if a drip rate is documented and that rate is 100 ml/hour or less it does not quali$
for credit.
. For adult (14 years old and above) patients, in general bags of IV fluids that are 250 ml or less are not considered IV fluids for
the purposes of the grid. These are not given for rehydration but rather as a vehicle to administer other intravenous
medications. Intravenous medications require dilution with fluids or damage can occur to the veins and surrounding tissue.
Two examples of commercially sold products are "Mini bag" and "Advantage bag." Any IV fluid given as bolus will be
considered as IV Fluids.
Medications
Credit mav be siven for the order or administration of P,,*,,,9.,"1,.19au-,,1*
example, an IM injection of Demerol and Phenergan is considered2 medications. Repeat medications are counted each time they are
given. For example, Phenergan IM at 2 am and Phenergan IM repeated at 5 am counts as 2 medications
. Banana bag or rally pack - credit counts as I IV medication and IV fluids
. GI Mix or GI Cocktail - credit counts as a single medication
. If l. p.tgcedure is performed but not billed, the medications used can be cou--qfg j1,.!.!g,l-{PM,,-qjid
r.l',,j$,6i'ffi:IVrcontrast is NOT counted as a medication. It is included inthe' hen ordered. The contrast
may be found ordered by name.in the medication section of a record byt !! l11o!to p-e.,gj
contrast media naflles in"lud"'
Ioxilan, Iopromide, lodixanol, Ioversol and Isovue.
o Medications without an administration route documented - default to the si
* catedindr'utloW*.
o Patient's own medications - if a patient is given their own routine medications while in the ED, it is not applicable for credit
on the MDM grid.
o Pedialyte is considered a PO medication
o PRN medications/orders are considered "prescription drug management" and should be counted in the MDM as fully executed
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Split medications - Some IM or IV medications require the dose be split in to two or more injections/doses; this still only
counts as one medication. Example: the physician may order Rocephin 500 mg but it will require two injections to two
different sites (250 mg in each injection).
Tetanus IM injection - if patient receives both the Tetanus immunoglobulin and the Tetanus vaccine count as only 1 IM
injection
Topical medications -
o Transdermal patches/pastes are to be viewed as topical medications under level 3 on the MDM grid. This is applicable
to all patches/pastes. There is no distinction made between controlled and non-controlled.
o In the event of a billable procedure being performed and an application of a cream is applied to the area, it is then
considered part of the procedure and not applicable for credit on the MDM grid.
. Xylocaine (lidocaine) IM given with another medication: I IM medication. (e.g. Rocephin lgm wl 1%o Lidocaine IM)
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. Xylocaine viscous (lidocaine); also known as "Magic mouthwash" or "Magic mouth rinse," swish by mouth - is considered a
PO medication
Monitored bed
Telemetry,ICU, CCU, PCU, MICU, SCU, PICU
Neurological Exam
A neurological exam can be varied. It can be quite extensive or very brief. The neurological exam on paper templates and EMRs
differ across our contracts. Due to these reasons, any three distinctly different documented neurological elements, will be considered
as equivalent to "3 of the following" under level 3: 3 BA/OS with neuro exam as follows, 3 of the following.
. Acceptable examples include: cerebellar findings, coordination, DTRs, EOM intact, "neck supple", orientation, PERLA,
reflexes, sensation, "non-focal exam", documentation of Nexus Criteria. If these items are documented in an exam area other
than the neurological exam, they can be pulled and considered neuro.
o Attentiveness and eye contact as neurological elements are only for young pediatric patients, primarily just babies. This
allowance is for 2 years and less, unless there is some degree of mental deficiency involved. It is not to be used for older
pediatric patients or adults. Additional acceptable examples include "awareness", "interactive", "playful appropriate to age",
and "ambulates appropriate for age." If these items are documented in an exam area other than the neurological exam, they
can be pulled and considered neuro.
o The above two bullet points are the only items that can be pulled from other examination areas and used as neuro elements on
the Grid.
. General references to the neuro exam such as: "neuro normal," "neuro at baseline," and "neuro grossly intact" do not receive
credit as a full neuro or as I of "3 of the following" on the Grid.
. "Awake and alert": I neuro element only
. The presence of a neurological examination does not increase the level for a patient that is seen for suture removal
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Ostomv
An operation that creates and opening from an area inside the body to the outside.
Palpitations
Definition of palpitation - abnormal heart beat that causes an awareness. Diagnoses consistent with palpitations (i.e. A fib,
Bradycardia, Tachycardia etc.) can be considered.
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Psvchiatric Diaenosis
Patient presents with a psych related problem and/or physician provides a final psych diagnosis. Psych may include alcohol abuse
sent for medical clearance. This is applicable to all psych points.
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ffP*rrdmission, transfer, or testing is counted as fully executed for medical decision making.
ffi An admission, transfer, or test(s) that is "deferred" is not the same as "refused" and not counted as a refusal.
Presence or absence of an order for the admission/transfer/test is not a determining factor.
Examples
o "Refused (admission, transfer, test)"
. "Refused treatment (medications, medications spit out by pediatric patients, fluids, etc.)"
. "discussed and refused (admission, transfer, test)"
. "declined (admission, transfer, test)"
r "offered and declined (admission, transfer, test)"
o Patient leaves AMA and tests, and/or medications , andlor admission are ordered, this is the same as "refused" and is counted
as fully executed for medical decision making.
o Refusal of a specific exam (pelvic, rectal, or slit lamp/fluorescein) is counted as fully executed for medical decision making.
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Desktop Coding Guide Hpnrxr Caxs FrxeNcrnr Snnvrcns
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However, if a patient presents for routine dialysis and any workup (beyond labs) or routine dialysis treatment (as defined above) is
ordered/performed, and/or the patient has an additional complaint (e.g. high fever, SOB, chest pain, etc.), code to the appropriate level.
Shortness of Breath
Examples that can be considered: wheezing and dyspnea. Coder can also consider "difficulty breathing" or "trouble breathing" if the
context of the visit is lung-related. For example, patient has difficulty breathing and has chest x-ray or VQ scan or d-dimer or receives
rescue inhaler. If the context of the visit is nose/throat related (e.g. difficulty breathing due to a stuffed up nose) these two terms
("difficulty breathing" and "trouble breathing") are not equivalent to shortness of breath.
Special Studies
Each test is counted separately. Credit can be given for order, performance, completion, or interpretation.
o CTs with and without contrast or with both oral and IV contrast receive credit for I CT
. Diagnostic test ordered or scheduled for a time after a patient leaves the ED can be considered
o A Bladder Scan is not considered a special study for the purposes of the grid. This is a nurse-performed, bedside procedure
that is used to assess the amount of urine, if any, in the patient's bladder
o Use of a Doppler for assessment of fetal heart tones (FHT) or peripheral pulses does not receive credit as a Doppler study
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Suture Removal
A return visit for suture removal is considered9929l. The presence of a full neuro examination, andlor documentation of continued
medications, does not increase this service to a higher level. In addition, Bacitracin alone and similar topical antibiotic ointments (e.g.
Neosporin, Neomycin), do not raise the service above that of 99281. Additional treatments or medications, if present, can increase the
level as outlined in this Grid/Guide.
SyncopelNlear Svncope
Some equivalent terms: blackout, fainting, near fainting, (pre) syncope, vasovagal attack. A patient complaint of feeling as if they will
pass out is an acceptable description for near syncope.
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Test
Lab(s), x-ray(s), EKG(s), special study(ies), or any other test ordered. Credit can be given for order, perforrnance, completion, or
interpretation. Test orders that are canceled or placed on hold cannot receive credit unless there is evidence the order has been
reinstated, performed, completed, or interpreted.
. Diagnostic test ordered or scheduled for a time after a patient leaves the ED can be considered.
r Watch for multiple interpretation reports identifuing the same test, e.g., a preliminary report and a final report. This only
receives credit f,or the I test.
o Use of a cardiac monitor, pulse oximetry, and fetal heart tones (FHT) does not receive credit as a test for the purposes of the
grid.
Transfers
"A transfer is for continued care, for further evaluation or treatment" Examples: Transfer by EMS to another hospital offering
"specialty" services for eonditions that the current facility does not, or transfer to a psych facility by Police/Sheriff for additional
treatment of a patient. Patients transported back to their originating facility; ex: patient transferred/transported back to nursing home;
patients transferred/transported to jail do not receive credit for a transfer for the purposes of the grid. Please note; transfers of care
(shift change) between TH clinicians is not considered for the purposes of transfers on the grid.
Without workup
No more than one test
Workup
More than one test
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LITBORATORY STUDIES
ELEltEt{TS/RfSUtTS
* Elements - what are included in the lab test or; Results
I.ABORATORYTEST ABBREVIATION # OFTEST COMMEI{TS
an example of an interpi for considefation on records
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\CCU CHECK 1 :ount each one separatery lesult example - 99 mg/dl or 5.5 mmoyl
\LCOHOL LEVEL .TOH OT ALCOIIUL 1 Jne or more counts as one ooint {esult examole - 80 mo/dL or 0.080/o
II I(AI TNF PHOqPHATASF \lk Phos lev.r drdFre.l elnm Indrrdad in CMP
Jften seen wim abdominal parn. Not usuaily orderec
\MYLASE 1 ilone. Typically ordered with Lipase. Credit when
rapnwifhlinr<e = l lrh
\tsb Eremems - Pamar pressure 0l orygen (Pauz), Pafuar
)ressure of carbon dioxide (PaCO2), pH, Oxygen
\RTERIAL BLOOD GAS \BG 1 ..',r.fi^arc.nf\ ei.,#6+a - /!an2l
\BG Resuft example - PaOz 85 mmHg, PACO2 40 mmHg,
rH 7 4n qan? q7 H,.r)l 74 mFdll
Inese tesE are name dfferenf,y at some tacilr[es, f,errErru - Ldreruil (purr, u.w[ qoxEe (orcarrerErerr
)ut are the same: Chem, SMA or a SMAC 1-8 = lhloride, Creatinine, Glucose, Potassium. Sodium, Urea
]ASIC METABOUC PANEL 3MP 1
lMP. If CMP and BMP are ordered it is only a credit ,litrogen (BUN). GFR (glomerular filtration rate) Renal
rf , +^Bl h^ihk irh*i^h t6d-v
]ETA SUBUNIT lCG or Serum Pregnancy Test 1 (esult examples - negative or positive
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LABORATORY STUDIES
ELEMENTS/RESUtTS
*
LABORATORY TEST ABBREVIATION # OFTEST COMMENTS Elements - what are included in the lab test or; Results
an example of an interp; for consideration on records
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LABORATORY STUDIES
ELEMEI{TS/RESULTS
t Elements - what are included in the lab testor; Results
IABORATORYTEST ABBREVIATION # OFTEST COMMENTS an example of an interp; for consideration on records
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)ENILE CULTURE I :enital exudate culture; Culture - genital discharge o
{erpes simplex
)REGNANCY TEST (blood or urine) 1L(J quiil. HL(l quant/ uP r . ilood HCG and / or Urine HCG = 1 lab; one or both
)f thes tpstq = 1 lah
)ROTHROMBIN T]ME rrl PTT/ APTT or INR
.f ordered witfi influenza and/ or adenovirus. assign
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TEGRETOL LEVEL 1
JRINE DIP 1 JA and urine dipstick during the same visit = 1 lab
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L/TBORATORY STUDIES
ELEMENTS/RESULTS
!.ABORATORYTEST ABBREVIATION # OFTEST * Elements - what are included in the lab test or; Results
COMMENTS
an example of an interp; for consideration on records
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Diazepam Nubain
Dilaudid
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Stadol 'Wi&Wfi
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Geodon
Haldol Thorazine
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Ketamine M|M;WW, Versed
Lorazeoam
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