Pediatric Coding Alert

Reader Question:

Avoid Paybacks for Cloned Documentation

Published on Fri Sep 28, 2007

Question: I often use previous electronic medical record (EMR) charts with the same chief complaint and then change the pertinent details. Is this OK?

South Carolina Subscriber

Answer: Tread carefully when using templates or carrying forth medical records. The HHS Office of Inspector General and several Medicare carriers warn against using cloned documentation.

Cigna Government Services states on its Web site that " 'copied and pasted' and/or cloned documentation (as available in electronic medical records) that is not medically necessary should not be counted towards the level of service billed." Doing so can constitute electronic upcoding.

To make sure your records do not appear identical, leaving you open to paybacks, follow these guidelines:

1. Show the medical necessity for the history and examination you perform.

2. Always start the history of present illness (HPI) from the ground-up. The pediatrician must record this new each time.

3. List associated signs and symptoms as appropriate. If you use a typical otitis media chart that includes only ear pain for a patient who also has a fever and vomiting, you could overlook including the additional diagnoses, which support 99214 (Office or other outpatient visit for the evaluation and management of an established patient, which requires at least two of these three key components: a detailed history, a detailed examination; medical decision-making of moderate complexity) instead of 99213 (... an expanded problem-focused history; an expanded problem-focused examination; medical decision-making of low complexity), which consultants associate with straightforward otitis media cases.

-- Answers to You Be the Coder and Reader Questions provided/reviewed by Joel Bradley Jr., MD, FAAP, medical director for the Cumberland Pediatric Foundation in Tennessee; and Richard H. Tuck, MD, FAAP, a national pediatric coding speaker and educator.

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