Diagnosis Codes

Hey Power Diary friends, Danielle here. So have you heard about our newest feature launched within the Power Diary platform – Diagnosis codes? That’s right! Diagnosis codes allow you to keep accurate records of diseases, disorders, symptoms and other reasons for patient encounters. This is added to the patient profile and then can be uploaded and added to your patient invoices if they need them so they can get reimbursed by their insurance. I’m going to show you today how you can go ahead and view the pre-loaded ICD-10 codes that are already within the system, how you can add your own codes to the Power Diary system, how you can then attach them to your patient profiles and then, if necessary, how you can add them to the invoices or if you want not to add them to the invoices. So let’s get started. I’ve got a lot to show you today about our newest feature. Let’s go!

Viewing Pre-Loaded Diagnosis Codes

Okay, so here we are within the Power Diary system. The first thing I want to show you is where you can find those pre-loaded ICD-10 codes, how you can add your own code type and how you can upload your own codes as well. So let’s get started because there’s a lot to show here.

So the first thing you’re going to want to do is go ‘Setup’, down to ‘Custom lists’. From here in the left toolbar – here we go, you will see ‘Diagnosis codes’. You’re going to go ahead and click on it and go to ‘Diagnosis code list’. Alright, here you will see all, this is under ‘Default codes’, you will see all the ICD-10 codes that are already uploaded into the system. You can quickly search by go ahead and putting perhaps the diagnosis description in here, so let’s say I do ‘Stress’ and the system is going to automatically populate all of the ICD-10 codes associated with the word ‘Stress’. Now if you knew the specific code that you wanted to go ahead and search for, so let’s say I wanted F4312, you could go ahead and search by that specific code. Awesome!

Adding Custom Codes

So all of these are already uploaded into the system so all the most commonly used ICD-10 codes, all the ICD-10 codes, are uploaded into the system but let’s say you’re using ICD 11 or you’re using CPT codes or you just want to use codes that your business uses internally. You can go ahead and create a custom code type and then add custom codes or custom diagnosis to that type. So first thing you do is you go to ‘Diagnosis code Type’ and you’re gonna go ahead, and I’ve got a couple in here that I’ve been playing around with, but you’re gonna do ‘Add diagnosis type’ so this is the code type. So let’s say I want to do ICD 11 because I’m already on 11. I’m going to go ahead and click ‘Save’ and now I’m going to go to ‘Diagnosis code list’ and I’m going to do ‘Add custom diagnosis’. Now you can go ahead and type in that code. So let’s say, and this is by no means a real code, but I’d say I’m making one up here and I’m putting it under my code type. Click the little dropdown, you’ll see the “Code Type” I’ve made. You can add in the diagnosis – “Stress test diagnosis – example”, this is my example again this is not real life. I’m gonna go ahead, I’m gonna click ‘Save’ and now if I go to ‘Custom codes’ I will see that that is added and that is the example and it’s under ICD 11. So there we go! All right, so that is the first step in this new diagnosis code feature.

Adding Diagnosis to Patient Profile

Now I’m going to show you the next step and that is ‘Adding Diagnosis to Patient Profile’ Okay, so now I’m going to show you how to go ahead and add a diagnosis to a patient profile and then how to go ahead and add it to an invoice. I’ll also show you how to remove the diagnosis from an invoice and what happens if you don’t put a diagnosis on a client profile hence you won’t see the area to go ahead and add a diagnosis to an invoice, so let me show you. Okay, so I’m gonna go ahead and I’m gonna look at my client Randy Travis so I’m going to go down to ‘People’ -> ‘Clients’, I’m gonna search by “Randy Travis”. Okay so currently Randy has no information on his diagnosis, on his record so I want to go ahead and add it. So I’m going to click down to ‘Records’ -> ‘Diagnosis’ and I’m going to ‘Add a new diagnosis’ so I saw him last week. I know that he has stress disorder, so I’m going to put in “Stress”. It’s going to pull all the ICD-10 codes associated with stress plus any custom codes that you have added into the system which I’ve gone ahead and I’ve added the ICD 11 mock code into the system so that pulled up as well. But in this case, he just has post-traumatic stress disorder so I’m going to select it, I’m going to put the practitioner that diagnosed him if it’s been resolved which in this case it hasn’t leave it blank, you can set it as default. Now if you have set this as default, this will automatically populate on the invoices and you would have to delete it if you wanted to remove it from the invoices. The other ones by not setting it as default, make it an option that you can add it to the invoice. So we’re not going to set it as default if I wanted to leave a note I could and I’m going to add it to his profile. So there we go, I’ve saved it. Now, let’s say he’s got another diagnosis, let’s say he also is depressed, so I’m going to search “Depression” and it’s going to pull up my depression codes, he has unspecified depression I’m going to add it. Again, Stacy has diagnosed it, I’m not gonna put it as a default, I am going to change the date he was diagnosed and I’m going to save it  – awesome! Okay now, I’ve got two diagnosis that are associated with Randy, it’s on his profile and I want to go ahead and add it to an invoice. 

So you could go to ‘Billing’ and then down to ‘Invoices’ and you can generate an invoice or again you can do this from the calendar panel. So here we go, he had a general therapy session on the 9th. I’m going to go ahead and pull it and look at it. All right, oh it’s pulling up the appointment, let’s over here ,we’re going to edit the invoice. And as you can see, you now have the option here, right here (‘Invoice items’ -> ‘Diagnosis’), for diagnosis you can go ahead and select which diagnosis is associated with this appointment, maybe it’s both! So we’re going to go ahead and add them both in here and that is now associated with the appointment. Okay, so what does it look like on the invoice. So if we do ‘Print’, you will see what it looks like now on the invoice at the very top it will list the two diagnoses and here it will add them to being associated with the actual item or the description of the appointment they attended and there you go. You can now send this to Randy, he can get reimbursed by his insurance because all that information is on there. Now let’s say, you don’t want it on there. Simply ‘X’ it off and that diagnosis will not be on the invoice and as you will see here, you won’t even see them on the invoice at all. So it’s preparing my invoice, give it just a second and here we go. Now you can see that the diagnosis isn’t on there, it’s just the item or the service that was provided, no other information.

Client Invoice with no Diagnosis Associated

All right, so now what happens if you are a client that doesn’t have any diagnosis associated with them. So let’s go ahead and let’s look here and find a client view of that doesn’t… we’re going to look at… oh, we’re gonna do all practitioners. Let’s see what that looks like. So let’s find or let’s add in an appointment or a client that hasn’t seen anyone. All right, let’s look at Dottie. So Dottie has no diagnosis associated with her profile but I want to show you what it looks like on the invoice side of things. Okay, so here she attended her appointment now let’s look at the invoice. All right, so Dottie has no diagnosis on her profile, as you can see that little area for the diagnosis to add it in there, is not in there. So you will not be able to select it, to add it to the invoice because you’ve given her no diagnosis. So now when you look at the invoice again – no diagnosis, no diagnosis on the invoice whatsoever, so again this is an optional feature – you do not have to use it. If you don’t use it, you won’t even have the option on the generate invoice but if you do that’s how you use it as well. So we really hope that you are super excited about this new feature of diagnosis codes. We know it’s going to help you keep better information on your clients and help you to better service them in the long run. So if you have any questions, please reach out to our Customer Success team at [email protected] and until next time, I’ll see you later. Bye-bye.