Remote Support Made Easy

In our continuing efforts to make things easier, we’ve set up a tiny little file you can download that can allow us to take control of your computer remotely (for either Mac OS X or Windows XP/Vista). This allows us to troubleshoot your computer problems so much more easily than trying to talk you through it.

Here’s an example of how we used remote access to help a user:

The user was complaining of an error code when trying to save patient information. By logging into their computer, we discovered the problem. The user set up a limited user account with no access to change files on the computer. We deleted the account and had the user log into their computer with full access privileges which solved the problem.

The problem was solved in a matter of minutes rather than frustrating hours having the user follow directions on how to troubleshoot the problem.

If you have a computer expert who can assist you, you can also set up remote access where we are able to make repairs or install updates after your office has closed.

How to Truncate a CPT Code for Billing

There are instances where you may add a letter to a CPT Code so that you can generate different op reports for the same CPT Code.

A good example of this would be the CPT Code 11750 (matrixectomy of nail).

You may set up multiple CPT Codes to use with different op reports, such as:

11750P – Partial Matrixectomy
11750T – Total Matrixectomy
11750S – Subtotal Matrixectomy

The question is:

How do you take off the letter on the end to bill each one as 11750?

Use the new feature (in version 10.3) “BILL AS CODE.”

Go to the Lists menu and Modify code 11750P.

In the lower right hand corner, enter “11750” in the field BILL AS CODE.

Now, whenever you enter 11750P on an invoice, the code will be billed as 11750 on all HCFA forms and electronic submissions.

Please note: You must have a code 11750 already entered as a CPT Code for this feature to work.

Mail Merge Made Easy

Today, I would like to help you share your NPI numbers with all the physicians who refer to you. Of course, you can modify this process to suit any need you may have.

First, I have created a template letter which you can modify for your practice.

Mac users should download the letter (called NPI_Letter.sit) here. Windows users download the letter (called NPI_Letter.4W7.zip) here.

Please note: These files are compressed. You can tell because they end in “.sit” (Mac) and “.zip” (PC). You will need to expand them before you can use them. Mac users need a program called Stuffit Expander to expand files. PC users use WinZip. Both programs come with a free version you can download.

Once you expand the file you downloaded, the Mac version will be called “NPI_Letter” and the PC version will be called “NPI_Letter.4W7”.

Now, go to KIP and choose “Referral Sources” from the “Lists” menu.

Optional: Search for only those Referral Sources you want to send this letter to.

Next, choose “Word Processor” from the “File” menu.

Please note: The word processor window has its own menus. In all the following steps, we will use the menus at the top of the word processor window (not the main KIP menus).

Choose File and then Open (from the word processor window’s menu), and open the NPI_Letter you just downloaded.

You will now see the letter ready to be modified with your information (with references to the referring doctor’s information merged within the letter).

Optional: You can add any field in KIP to this letter by placing the cursor (and clicking it) where you want the information to go, and then choosing “4D Expression…” from the “Insert” menu (from the word processor menus). Then select which field of KIP you want in your letter.

When you are finished editing your letter, you may print the merged letters as follows:

Choose “Print Merge” from the word processor “File” menu.

Click on “Referral Source” in the list which appears (to merge your letter with the Referral Source list) and then click the PRINT button.

This should make sending out letters to your referring doctors a snap.

Printing inconsistencies using Canon Pixma IP 5000

When printing the CMS 1500 form using KIP 10.3, the Canon Pixma IP 5000 printer has been shown to have printing inconsistencies from one form to the next.

The problem was solved by changing the default paper size in the page setup to LEGAL.

On the Macintosh, using OS X, this was done as follows:

1) Choose System Preferences from the Apple menu
2) Click on Print & Fax
3) Set Selected Printer in Print Dialog to Last Printer Used
4) Set Default Paper Size in Page Setup to US Legal

Using Windows XP, the default paper size is set for each printer and varies from printer to printer.

1) Click Start and then Control Panel
2) Open Printers and Faxes
3) Right click on your printer and choose Printing Preferences
4) Change your default paper size to Legal

Common Billing Errors by Medicare providers

The Centers for Medicare & Medicaid Services (CMS) recently published an article on the Medicare Learning Network about common billing errors by Medicare providers. Here are some of the tips:

• All Medicare providers must bill electronically unless they qualify for the “small provider” exemption (see 42 CFR 424.32(d)(1)(vii)). CMS considers physicians with fewer than 10 full-time employees to be a small provider. Small providers do not lose their exemption by submitting some claims electronically (but there could be HIPAA implications).

• Always use the Health Insurance Claim Number (HICN) and patient’s name (without any title such as Dr. or Mr.) as it appears on the Medicare card. A correct HICN has nine numeric digits followed by one alpha suffix. Relatives may share the first nine digits but each of those individual will have a different suffix. Do not use dashes or hyphens. Railroad retirement numbers generally have two alpha characters as a prefix to the numeric digits and should be billed to Railroad Medicare Services.

• Always fill out the name and address of the place of service in item 32 on the Form CMS-1500. Make sure evaluation and management (E&M) procedure codes match the place of service recorded.

• For diagnostic services and consultations, include the referring/ordering physician’s name and unique provider identification number (UPIN) in items 17 and 17a. There are new requirements for National Provider Identifiers (NPIs) taking effect this year.

• When billing for more than one provider within a group, use the additional individual provider number in item 24K because item 33 can only report one provider number.

• Use the appropriate provider identification number for the individual rendering care on each detail line, and make sure that the group number, when applicable, corresponds.

• Don’t add digits to a diagnosis code even if there is space for five characters because some International Classification of Diseases, 9th Edition, Clinical Modification (ICD-9-CM) codes are fewer than five digits.

• Use current CPT books because procedure codes/modifiers no longer have a grace period when they are deleted.

• When Medicare is the secondary payer, complete items 11, 11a, 11b, and 11c.

• Do not use zeros to fill in items requiring an NPI or UPIN.

• See http://www.cms.hhs.gov/MLNMattersArticles/downloads/SE0712.pdf for the article.

Reduce Stress with Remote Access

Sometimes your computer can give you headaches. Maybe installing an update isn’t going as smoothly as you like, or maybe you just want to access your computer from home.

Remote Access is the answer.

Remote Access allows us to work on your computer remotely, to install an update, repair a data file, or other data maintenance.

Remote Access also allows you to use your computer from home (or anywhere in the world).

Enabling Remote Access is not difficult and requires just a few simple steps:

1) Enabling Remote Access on your computer
2) Setting up a dynamic network service
3) Opening ports on your router

You can have someone help you with each of these steps, or you can attempt to do them yourself.

The whole process (for Macintosh) is explained here in an article titled MacWorld Secrets – No Files Left Behind.

Let me explain the three steps here in plain English. Please read the above article for more details.

1) Enabling Remote Access on your computer

You need to turn on the System Preference to allow for Remote Access.

Go to the Apple Menu and select System Preferences.
Click on Sharing and make sure the box next to Apple Remote Desktop is checked.

2) Setting up a dynamic network service

Your computer logs into the internet using an IP address. For remote access, you need to know this IP address, but it can occasionally change. You can create a name for your IP address that remains constant (and easy to remember) using a dynamic network service such as dyndns.org.

You install a little program on your computer that tells dyndns.org whenever your IP address changes. Then all you need do is log in using the same address each time (like mycomputer.dyndns.org) instead of your IP address (like 123.123.123.123, which can change).

3) Opening ports on your router

You need to point a few ports on your router to your computer to allow it to communicate with the outside world.

Let’s say you set your computer on your local network (the network inside your office) to have an IP address of 192.168.0.10. Your router needs to point ports 5900 and 3283 to the IP address 192.168.0.10 (ie. the computer you want to use remotely).

Windows users can use a program like TightVNC to control their computers (opening port 5900).

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By allowing us here at KIP to access your computer as well, you save time whenever you need an update installed or need data repair.

Setting Up KIP 10.3 with your NPI Numbers

Once you have installed your new KIP 10.3 update, you will need to add your NPI numbers and make a few changes to your data to keep it current.

The process is simple and requires only a few steps.

Update the Billing Providers

1) Go to the Lists menu and choose Billing Providers. Open your billing provider, and enter the NPI number in the spot provided.

Please note: If you have a corporate NPI number, put that number here.

2) Click on the Supervising Provider tab and clear the fields PROVIDER, TAX ID, and UPIN #.

Please note: To clear the PROVIDER field, click on the PROVIDER field and then click the ENTER key on the numeric key pad to the right of your keyboard.

3) Click the SAVE button.

4) Close the Billing Providers window.

Update the Treatment Providers

1) Go to the Lists menu and choose Treatment Providers. Open each treatment provider, and enter the NPI number in the spot provided.

2) Go to the TX PROVIDER FOR INVOICES field and make sure this field does not say “False.” Either make this field blank, or choose a provider. The treatment provider you choose will show up on all invoices and electronic claims instead of the information for this treatment provider.

3) Click the SAVE button.

4) Close the Treatment Providers window.

Update the Payor ID List

For information on updating the Payor ID List, please read this post (iPlexus Claim Errors and Insurance Carrier Names).

iPlexus Claim Errors and Insurance Carrier Names

If you are submitting claims via iPlexus.net and are using KIP 10.3.22 or later, please read on.

iPlexus requires specific formatting of insurance carrier names. KIP has already been upgraded to handle these claim errors, but if you have upgraded to KIP 10.3.22 or later, you may not have the the updated Payor ID list on installed. If you are not sure, please install the patch again – it will not harm anything.

How to install the patch to correct iPlexus claim errors:

1) Go to the computer that you use to run KIP (multiuser versions, use a client computer) and download the patch (called PAYOR_ID.txt.zip) by clicking here.

The file you download is compressed as a ZIP file. Expand this file using your preferred expansion software.

Macintosh and Windows users may expand the file using the free program, Stuffit Expander. Go to http://stuffit.com to download this program.

Once expanded, you will find a new file on your computer called PAYOR_ID.txt

2) Place this file in your KIP Deluxe folder (Macintosh) or C:/KIP folder (Windows).

Multiuser versions, place this file in your 4D Client folder (Macintosh) or C:/4D Client folder (Windows).

3) With KIP running, go to the File menu and choose Preferences.

4) Once the main Preferences window is open, you will find a Repair menu to the right of the Graphs menu.

Choose Update Payor ID List from the Repair menu.

The patch should install automatically, and you should receive the message:

Payor ID List Updated Successfully.

If you have not placed the file, PAYOR_ID.txt, in the correct folder (or have modified the name of the file, PAYOR_ID.txt), you will receive the following error message:

Error. Payor ID List not modified.

Updating your Payor ID list will correct naming errors when using KIP and iPlexus.