Selecting Options and Running the Code Updater Tool

Video Demo: How to update a code set using the Code Updater Tool

Selecting Update Options

1. Access the Code Updater Tool

•   Ensure that all other users are logged out of AmkaiOffice before beginning.

•   Log in to a Business Entity under the Business Group for which you want to perform the update.

•   Navigate to the System Administration Module and select Code Updater from the sheet.

2. If any other users are logged into AmkaiOffice a warning message will appear. Click Details to see a full list of all users logged into the system.

3. If no other users are logged into AmkaiOffice, a confirmation message will appear.

   • Click Yes to continue with the update process at this time. Click No to cancel.

4. Clicking Yes will bring up the Code Updater Main Screen. Select the Code Updater File to use for this update in the Select Update File field. Click the green check mark icon to open a file browser. Select the code updater file that you had previously downloaded from AmkaiCentral and click OK.

5. The system will check to determine whether the selected file is a Code Updater file.

   • If the file type is not correct, a warning message will display.

   • If the file type is correct, then the system will check to see if the file is for a past code set. If the file selected contains codes that are for an earlier effective date than the codes already in AmkaiOffice, or if the file selected contains codes that are for the same effective date as the codes already in AmkaiOffice, the system will present a dialog displaying the list of Code Sets in the selected file. The dialog will list the:

   • • Code Set

     • Its Effective Date

     • The current Effective Date of the Code Sets in AmkaiOffice

     • A Status. The Status will indicate what conflict has been encountered (either earlier Code Set or already applied Code Set).

6. Select the Codes you wish to update by checking the appropriate box in the Apply column on the dialog that displays the list of Code Sets in the selected file.

7. Once a Code Updater File has successfully been loaded to the Code Updater Main Screen, the Code Updater options will become available. This screen will enable you to choose which Code Set(s) to update based on those which are included in the selected Code Updater File. Code Sets which are not found in the file will have their options grayed out.

The options available on this screen include:

1. • CPT CodesCPT Codes

     Check the “CPT Codes” check box to enable updating of this Code Set.

     Once checked, the CPT Codes code set offers the following sub-options:

     • Update CPT OnlyUpdate CPT Only

       Check this box to update only CPT-4 Codes from the current Code Updater File to the CPT Code and Procedure dictionaries. Checking this box will skip updating the HCPCS Codes.
       If selected, the system will add new codes, deactivate codes no longer valid, and modify the description of any codes that have been revised.

     • Update HCPCS OnlyUpdate HCPCS Only

       Check this box to update only HCPCS Codes from the current Code Updater File to the CPT Code and Procedure Dictionaries. Checking this box will skip updating the CPT-4 Codes.
       If selected, the system will add new codes, deactivate codes no longer valid, and modify the description of any codes that have been revised.

     • Update CPT and HCPCSUpdate CPT and HCPCS

       Check this box to update both the CPT-4 Codes and the HCPCS Codes from the current Code Updater File to the CPT Code and Procedure Dictionaries.

       If selected, the system will add new codes, deactivate codes no longer valid, and modify the description of any codes that have been revised.

     • Replace DescriptionsReplace Descriptions

       Check this box to have the system overwrite any custom Descriptions in the Procedure Dictionary. If you do not want to have any custom Procedure Descriptions overwritten, this box should be left unchecked.

     • Use Full DescriptionsUse Full Descriptions

       Check this box to have the system use the “Full” description (up to 48 characters long) when updating the Procedure Dictionary Descriptions.

       To use the “Short” description (up to 28 characters long), leave this box unchecked.

     Dictionaries updated by this Code Set Option:

     • CPT Codes

     • Procedure

   • ICD Diagnosis CodesICD Diagnosis Codes

     Check the ICD Diagnosis Codes check box to enable updating of this Code Set. The system will add new codes, deactivate codes no longer valid, and modify the description of any codes that have been revised.

     Once checked, the ICD Diagnosis Codes code set offers the following sub-option:

     Replace Description

     Check this box to have the system overwrite any custom Descriptions in the Diagnosis Dictionary.
     If you do not want to have any custom Diagnosis Descriptions overwritten, leave this box unchecked.

     Dictionaries updated by this Code Set Option:

     •   ICD-10 Diagnosis

     •   Diagnosis

   • ICD Procedure CodesICD Procedure Codes

     Check the “ICD Procedure Codes” check box to enable updating of this Code Set. The system will then add new codes, deactivate codes no longer valid, and modify the description of any codes that have been revised.

     The ICD Procedure Codes code set does not offer any sub-options.

     Dictionaries updated by this Code Set Option:

     •   ICD-10 Procedure

     •   ICD Procedure

   • DRG CodesDRG Codes

     Check the DRG Codes check box to enable updating of this Code Set. The system will then add new codes, deactivate codes no longer valid, and modify the description of any codes that have been revised.

     This document contains SIS proprietary information and is not to be duplicated or disclosed to unauthorized persons without prior consent.

     The DRG Codes code set does not offer any sub-options.

     Dictionaries updated by this Code Set Option:

     •   DRG Group

Running the Code Updater Tool

1. Click Confirm Changes at the bottom right of the screen to access the Confirm Changes Screen, which displays the options you selected previously. Carefully review the settings.

2. Select one of the following options on the Confirm Changes Screen:

1. •   To change any options, click Change Selections to return to the previous screen.

   •   To cancel the process click Cancel.

   •   To begin the code updater, click Begin Update.

3. If you selected Begin Update, a confirmation message will appear.

1. •   Click Yes to begin the update process.

   •   Click No to return to the Confirm Changes Screen.

   •   Click Cancel to return to the Code Updater Main Screen and clear out all selected options.

The update process may take up to 2 hours to complete based on system speed and performance. The Code Updater should only be run after a recent valid backup of the AmkaiOffice database has been performed.

4. After you click Yes to begin the update process, the system will check to see if any users are accessing AmkaiOffice or if any tools which impact the AmkaiOffice database are currently in use. The system will not allow the Code Updater process to begin until all other users have logged out of AmkaiOffice, or all database tools have been exited. If these conditions are not met, a warning message will appear.

   • Click Details to see a full list of all users logged into the system. A user may appear on the list multiple times if he or she is logged into multiple sessions.

5. If no users are logged in and no tools are in use, the Code Updater will begin and the Code Updater in Progress Screen will be opened. A popup message stating “Initializing Code Update” will appear briefly. Then the Code Updater will begin. The Code Updater in Progress Screen will remain open for the duration of the process.

6. Once the process begins, no users will be able to log into AmkaiOffice for the process duration. If a user attempts to log into the system he or she will receive a warning message. This lock out will expire at the conclusion of the Code Updater Process, or if the Process is canceled or ends unexpectedly.

It is very important that you do not exit AmkaiOffice or shut down the computer on which the process is running.

7. If necessary, click Cancel to stop the Code Updater Process. If you cancel the process, a warning message will appear:

1. •   Click Yes to stop the Code Updater after completion of the currently in progress Code Set.

   •   Click No to allow the Code Updater to continue uninterrupted.

If the process is interrupted at any time, the system will save the last code updated and return to normal functionality, allowing all users to log back in again.

8. During the Code Updater process the system will work through each code set selected for update and:

1. •   Add newly added codes to the selected dictionary(ies)

   •   Inactivate any codes that are no longer applicable in the selected dictionary(ies)

   •   Update any revised codes in the selected dictionary(ies)

   •   If selected, update Descriptions in the selected dictionary(ies) [CPT/HCPCS and ICD Diagnosis only]

9. Once the system has completed updating all selected code sets, the Code Updater Complete screen will open. At that time, all users will be able to log into the system.

Post Update Tasks

1. Review Code Updater Logs:

• On the Code Updater screen, the status of the update for each code set appears beneath the code set name. After the update is complete for a given code set, the screen offers the following options:

• • • Click View Logs to review a list of dictionary items which were added, deactivated, and edited as part of the Code Updater process for that code set.

    • Click View Errors to review any error log that is available and make any manual updates needed to correct the error(s). If there are no errors, this link will not display.

  • Click here to see a detailed view of the Code Updater Screen for a given code set.

  • One line will be added to the Log entry for every code updated, added, or deactivated. Click on an individual line to see its details on the bottom of the screen. You can sort the logs by clicking on the column headers. Click once to sort in ascending order. Click twice to sort in descending order.

  • One line will be added to the Errors log for every error encountered during the update. Click on an individual line to see its details on the bottom of the screen. You can sort the logs by clicking on the column headers. Click once to sort in ascending order. Click twice to sort in descending order.

  • You can also review Logs from the Code Updater Main Screen for all past runs of the Code Updater tool by clicking View Logs and View Errors and then selecting the appropriate log file from the list.

2. Set up Procedure Dictionary items as needed

If the CPT and/or HCPCS codes have been updated during the Code Updater process, it is recommended that the appropriate users review the Procedure Dictionary after the update is complete. Here users will want to be sure to activate any newly added Procedure Codes under each Business Entity that will be needed for Scheduling and Billing.

3. Set up Diagnosis Code Dictionary items as needed

If the ICD Diagnosis Codes have been updated during the Code Updater process, it is recommended that the appropriate users review the Diagnosis dictionary after the update is complete. Here users will want to be sure to set the “External Cause of Injury” check mark on any newly added Diagnosis Codes which will
be needed under Demographics > Case > Additional Information > ECI Code.

4. Review Insurance Contracts

If the CPT and/or HCPCS codes have been updated during the Code Updater process, it is
recommended that the appropriate users review the Insurance Contracts on file to ensure that any newly
added Procedure Codes have a contracted rate set. The newly added Procedure Codes must be
activated and set up in the Procedure Dictionary first.

 

 

 

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