office of long-term living icd-10 diagnosis code changes
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>www.dpw.state.pa.us >www.dhs.state.pa.us
Office of Long-Term Living
ICD-10 Diagnosis Code
Changes in HCSIS
October 1, 2015
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• Program & Additional Diagnosis Screens
• Medications/Supplements Screen
• Print Plan & Print Plan History Screens
• New Service Note Screen & Service Note Pop-Up
• Provider Service Details Report
OLTL HCSIS Screens with Diagnosis Code Changes
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Entering Program and Additional
Diagnoses in HCSIS
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Searching for Participants
• Click the HCSIS menu items Individual > Demographics > Diagnosis to
open a Search window where you can find the participant you need.
Enter the participant’s name or MCI in the Search window and click
[Search].
• After a few moments, a screen like this appears:
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Opening the Diagnosis Screen
• Click the [Add] button in the middle of the screen, and the Diagnosis type
selections appear (shown in the inset), letting you choose to enter a
program diagnosis or an additional diagnosis.
Click the [Add] button to begin adding a diagnosis.
Click Program Diagnosis and then the [Continue] button.
• Click the [Program Diagnosis] option button and then click the [Continue]
button. The Diagnosis screen changes as shown on the next slide.
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Entering the Program Diagnosis
• Note that this screen has the same field layout as the current screen, but it also has some
changes. The Diagnosis Description is not a drop-down box. The Comments field has been
removed (ICD-9 comments are retained in History). The Diagnosis Category is read-only.
• If the waiver/program has a diagnosis component to its eligibility requirements (e.g., CommCare
requires a traumatic brain injury), the applicable diagnosis must be entered as the Program
Diagnosis
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Entering the Program Diagnosis
• The biggest change is how you enter a diagnosis code. Click the
Diagnosis Description field in the screen and enter the first few
letters and numbers of the ICD-10 diagnosis code you need. Watch
as you enter the first characters of the code. A drop-down box
opens to reveal all the available codes that begin with the
characters you enter.
The drop-down box opens here as you start to type in the code.
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Entering the Program Diagnosis
• Scroll in the drop-down box to the code you need. Let your mouse pointer hover over
the code so it appears in boldface type and then click it. The code number, followed by
the short diagnosis description, appears in the Diagnosis Description field.
You MUST click a boldface code from the list for it to appear
in this field and be saved to the record!
As you type the code in this field, watch the drop-down box list, which changes with each character entered. When you see the code you need, wait for it to appear in boldface type and then click it to enter it in the Diagnosis Description field.
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Entering the Program Diagnosis
• After the code number appears in the Diagnosis Description field,
the long diagnosis description appears in the Diagnosis Long
Description field. You can use the long description to confirm that
you have selected the correct diagnosis code for your participant.
• If you find you have selected an incorrect diagnosis code, repeat
the steps given on Slides 6 through 8 to enter the correct code.
As you type the code in this field, watch the drop-down box list, which changes with each character entered. When you see the code you need, click it to enter it in the Diagnosis Description field.
The long descriptionappears below the short description.
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Entering the Begin Date of the Program Diagnosis
• Select a start date for the diagnosis using the date picker in the Diagnosis
Begin Date field. The date selected cannot be earlier than 10/01/2015, the
date the ICD-10 code set becomes active in HCSIS. Select a date before
10/1/2015 – or a future date – and you get an error message when you click
the [Save] button.
• Leave the end date blank for now. When a new program diagnosis needs to
be created at some point in the future, end-date this diagnosis as of the day
before the new diagnosis is to take effect. You currently cannot enter a future
date as the diagnosis end date.
Use the date picker so you can be sure that the date you enter is formatted correctly. HCSIS will not accept a begin date before October 1, 2015.
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Entering the Age at Onset of the Program Diagnosis
• Fill in the fields Age at Onset – Years and Age at Onset – Months with the
age in years and months the participant is or was when the diagnosis was
received. Please make certain to populate these fields.
• Click [Save] if you need to enter one or more additional diagnoses. Click
[Save And Continue] if you need only the program diagnosis and have more
screens to fill in.
Age At Onset fields.
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Preparing to Select an Additional Diagnosis
• After you click [Save], confirming text like that shown below appears above
the Diagnosis Details window. It summarizes information on the program
diagnosis just entered.
• Click [Add], and the window changes to display the option button shown
below.
Click this [Add] button to start an additional diagnosis.
A participant can have only one program diagnosis at one time. You can-
not add another program diagnosis unless any existing one is end-dated.
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Selecting an Additional Diagnosis
• After you click the [Additional Diagnosis] option button and the [Continue]
button, a Diagnosis Details window almost identical to the program
diagnosis window appears. All of the screen functions are the same for
entering additional diagnoses. The only difference is “ICD-10” is displayed
as the category of the additional diagnosis.
• Repeat the steps given in Slides 6-11 to define the code, description,
begin date, etc., for the additional diagnosis.
Please note:
A participant can have only one program diagnosis at one time.
Participants can have none, one or more additional diagnoses.
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Using Other Screens
Displaying Diagnosis Codes
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Using the Medication/Supplements ScreenPlan > Medical >Medications/Supplements
• There is only one change to this screen. The Diagnosis label now reads
Diagnosis/Reason to facilitate recording a medication, like ibuprofen, etc.,
that is not associated to a formal diagnosis.
• The Diagnosis/Reason field does not have the drop-down box the Diagnosis
screen has. You can copy and paste valid program and additional
diagnoses, or type them, into this field for each medication you record.
This label has been updated. Paste or type in a valid program
or additional diagnosis, or a reason, for the medication.
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Viewing Diagnosis Codes in Print PlanPlan > Plan Admin > Print
• For any participant who has a diagnosis code selected from the drop-down box
and who is then assigned an ICD-10 code, you see both codes in the Print Plan
screen (as shown below) in FY 15-16 plans. Labels after the code indicate
whether the codes are ICD-9 or ICD-10. When FY 16-17 plans become
effective, only the ICD-10 codes will appear.
The labels are new and let you identify which kind of code the
diagnosis is. Some ICD-9 codes can resemble ICD-10 codes.
Both codes will appear when you view a Print Plan for FY 15-16 plans.
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Using the New Service Note Screen & Service Note Pop-UpSC > Service Notes > New Service Note | SC > Service Notes > Search
• A field has been added to the header of both the screen and the pop-up, as
illustrated below. When the screen or pop-up first opens, the current diagnosis
code appears.
The diagnosis code that appears in this new field is ICD-10 if the date of service/contact entered is 10/01/2015 or later. If the date of service/contact entered is 09/30/2015 or before, an ICD-9 code is displayed.
• When you enter a service/contract date of 9/30/2015 or earlier, and then click “off”
or press Tab on the keyboard, an ICD-9 code is displayed. When you enter a
service/contract date of 10/1/2015 or later, and then click “off” or press Tab on the
keyboard, an ICD-10 code is displayed.
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Using the Provider Service Details ReportTools > Reports > Reports Request | Tools > Reports > Reports Inbox
• Two columns have been added to right side of the report to display ICD-9 and
ICD-10 codes as follows:
• Choose 2014-2015 as the fiscal year, codes appear only in the ICD-9 column.
• Choose 2015-2016, codes can appear in both the ICD-9 and ICD-10 columns (example
below).
• Choose 2016-2017, codes appear in only the ICD-10 column.
• The most current program diagnosis code, based on the service end date, appears
in the respective column. Note that the codes here do not display periods.
Last
Authorized
Date
ICD-9
Diagnosis
Code
ICD-10
Diagnosis
Code
10/7/2015 2990 S062X0A
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Resources in the Learning Management System
• OLTL HCSIS Data Entry Guidebook - v7.13 -10-01-2015
• Large Print Service Plan Manual-Guidebook - v7.13 -10-01-2015
• OLTL: Individual and Plan Guidebook - v7.13 -10-01-2015
• OLTL HCSIS Data Entry Training FAQs - v7.13 -10-01-2015
• OLTL HCSIS Reports Guide - v7.13 - 10-1-2015
• OLTL SC-8.0 Service Notes Tip Sheet - v7.13 - 10-1-2015
…And this presentation:
• OLTL HCSIS ICD-10 September 2015 Webinar
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• If you don’t already have access to the HCSIS Learning
Management System (LMS), please contact your
agency’s designated HCSIS Business Partner (BP)
Administrator for the appropriate access permissions.
• If you experience HCSIS technical issues, please contact
the HCSIS HelpDesk Monday through Friday: 7:45AM to
5:00PM. Telephone: 1(866)444-1264 or Support Via
Email: c-hhcsishd@pa.gov
• If you have questions about the purpose or content of
these specific slides, please contact OLTL’s Bureau of
Participant Operations at:
• RA-PWOLTLOperations@pa.gov with the subject line:
HCSIS ICD-10
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