ICD Codes

1. Pull up the patient from the Select Patient screen (Main Menu). 

2. From Barnestorm Office click the Patient Histories button from the Main Menu. A menu will pop up right underneath that, and from there you will select ICD History.

• From Point of Care select the ICD History button or use the Current ICD > Edit ICDs screen within a visit assessment. 

3. Under the ICD Effective Dates label, click on the drop down arrow to select the from date for the new ICD codes. Or type in the date that you desire. This will be the date of the visit to your patient, when you determined that the condition of the patient has changed. This occurs most frequently on a resumption of care after an inpatient stay.

Note: If you are entering ICD codes for the first time, be sure the From date is at least on or before the patient's admit date.  This could cause billing issues.

4. Click the New Date button. This will populate the date selected into the list of ICD From Date in the panel below.  If a previous date already exist then the most recent ICD codes will copy into the new ICD From Date.

Step 2:  Add/Change/Remove Diagnosis Code for Selected Effective Date:

5.  To add diagnosis:  Select a clinical grouping category above the code search before searching for the ICD code.  This will filter only PDGM codes for you to choose from.  You can still search by number of word as usual when seeking a code after you pick the category.  Select the appropriate code. 

6. A warning message will appear if the primary ICD code is not assigned to a clinical group. Note that if a claim requires a HIPPS code then the primary ICD must be assigned to a clinical group.

7. Select the onset date, O/E, and severity level.  (The Onset Date cannot be dated after the ICD From Date.) Click Save button after each entry.  Proceed with next code entry.

8. The Clinical and Comorbidity group will show up in the ICD list at the bottom of the screen.  You may need to maximize your screen to see the Comorbidity column, or you can size the columns to fit your screen. Yellow = assigned to a clinical grouping; Green = is scored in a comorbidity group; White = not assigned to a group.

9. When finished entering all codes click on the red Save All Changes button and then Exit. 

• Pull up the patient from the Select Patient screen (Main Menu). 
• From Barnestorm Office click the Patient Histories button from the Main Menu. A menu will pop up right underneath that, and from there you will select ICD History.  From Point of Care select the ICD History button.

• A list of the ICD History for the selected patient is displayed on the left. Select the date for which you would like to edit the code. The ICD codes, for the date selected, will be displayed at bottom of the screen.
• Click one of the codes to edit it. The code will be highlighted after you click it.
• Edit the code, onset, O/E, and/or severity as needed.
• Click the Save button. Continue with editing of codes, as needed.
• Click the red Save All Changes button when finished.  Then click on Exit. 

Change the order of codes

You can change the order one of two ways:

ReOrder

• Click the Reorder button to change the order of the ICD codes that are listed. A window will pop up with the codes listed on the left.
• Click the most important ICD code from the list on the left. It will be move to the list on the right at the top as the most important.
• Click the second most important code next and it will move to the right, under the first code.
• After you have reordered all of the ICD Codes, click the Save Changes button.

Move Up / Move Down

• From the list of ICD codes, click on a code and then click on Move Up or Move Down to move it to the position you want it at.
• After you have reordered the ICD Codes, click on the red Save button. 

The following steps are for patient's with expiring ICD codes. You will need to run the report for patient's with expired codes and then update the ICD History screen for each patient - using an appropriate Effective Date. 

• Go to Codes > Other Basic Codes > Diagnosis Codes.
• Select 'Print Patients With Expiring Diagnosis Codes' to print or save this report. No need to continue if a report does not generate. 
• For each patient you'll need to go to their ICD History screen and update their codes. Your clinical or office staff will need to review the patients and codes expired to select an appropriate code to replace it.
• From ICD History you will create a new ICD Date dated October 1, (current year).  Type in the date (ex:  10/01/2023) in the New Date field, then click New Date.  Once created, the previous codes will move to the new date.  Continue with the next step to add, remove and/or rearrange the codes.
  

• Remove or replace the expiring code.  Once you select the code it will give you additional options to select from, if digits were adding.
• Once all codes are updated, re-ordered as needed, click on Save All Changes.

Other – Print PDGMICD Problems

This will give you a list of patients that do not have a primary ICD code assigned to a clinical group.