Neurosurgery Coding Alert

See who can appropriately record the ROS.

When you report evaluation and management (E/M) services in your practice, how well do you understand the review of systems (ROS) — a key component to determining the correct E/M level?

Take a look at the following tips to become a pro at understanding ROS.

Tip 1: Grasp Why the ROS Matters

“From a medical perspective, a review of systems is needed to better understand the current condition of the patient,” says Suzan Hauptman, MPM, CPC, CEMC, CEDC, director compliance audit at Cancer Treatment Centers of America. “If a patient arrives with problem X, and has an unrelated problem Y, the treatment options for X might be limited based on the Y,” Hauptman further explains.

More formally, as CPT^® guidelines put it, the ROS “helps define the problem, clarify the differential diagnosis, identify needed testing, or serves as baseline data on other systems that might be affected by any possible management options.”

As a coder, however, you know that the ROS plays a different role. “To guide a patient’s E/M, you need a reasonably thorough ROS,” says Mary I. Falbo, MBA, CPC, CEO of Millennium Healthcare Consulting Inc. in Lansdale, Pennsylvania. The extent of the review will, of course, be dependent on the chief complaint and presenting problems.

Tip 2: Delve Into Different Types of ROS

CPT^® identifies 14 different systems (constitutional symptoms [e.g., fever, weight loss, etc.]; eyes; ears, nose, mouth, and throat; cardiovascular; respiratory; gastrointestinal; genitourinary; musculoskeletal; integumentary (skin and/or breast); neurological; psychiatric; endocrine; hematologic/lymphatic; and allergic/immunologic) in total.

CPT^® also provides three different levels of review: a problem-pertinent review (one system); an extended review (two through nine systems); and a complete review (10 or more systems).

These different review levels help determine the extent of the history you will need to justify the different E/M levels. The lowest level of E/M, 99201/99212 (Office or other outpatient visit for the evaluation and management of a new/established patient …) needs no system review. The next level, 99202/99213, requires an expanded problem-focused history as one of the three components needed for a new patient E/M service or it can be one out of the two components needed for an established patient. This requires a problem-pertinent ROS.

To justify a level of 99203/99214, you’ll have to document an extended review, which will help you support a detailed history as one of the E/M components. For the very highest level (99204-5/99215), you will need a complete ROS, which you will need to justify a comprehensive history, one of the three components necessary to justify a level-four or five new patient visit, and it can be one of the two components necessary for a level-five established patient visit.

Tip 3: Observe Who Can Record ROS

“The ROS can be recorded by the patient or any clinical staff within the office; however, the provider’s review of information obtained in the ROS must be evident within the record in order for the coder to use it toward the justification of the code,” Hauptman says. “The important piece for the coder is to be able to see the provider’s review of the questions, the performance of the questioning, and/or the inclusion of that information in the note,” Hauptman adds.

This concurs with the Centers for Medicare and Medicaid Services (CMS) Documentation Guidelines for Evaluation and Management Services, which states that your practice “must provide a notation supplementing or confirming the information recorded by others to document that the physician reviewed the information” (Source: www.cms.gov/Outreach-and-Education/Medicare-Learning-Network-MLN/MLNProducts/Downloads/eval-mgmt-serv-guide-ICN006764.pdf).