8. Once the proper software is in place, assess and hold training sessions, ideally when there’s sufficient downtime for staff to focus on ICD-10. Training may include updates to medical terminology, anatomy, and physiology for non-clinical staff and will need to occur on an ongoing basis so that the dermatologist(s) and practice team are sufficiently proficient and comfortable with the new coding conventions and guidelines for the ICD-10 diagnosis code set. Should the practice need additional training and reference materials, identify how to best fill those gaps.
9. Develop a comprehensive and ongoing outreach plan to all business partners — your clearinghouse, Medicare contractors, state Medicaid agency, and private payers — because your success is, in part, dependent on them. Either visit their respective websites or watch out for emails from them to ensure that they will be ready. Contact your clearinghouse and/or outside billing service to discuss requirements, changes, timing, and the effect of ICD-10 on the processing of your claims. If you don’t see progress from any of the above entities, contact them directly by phone. When checking in with payers, don’t forget to find out when their payment edits will be released. If you bill electronically, your clearinghouse may have advance information regarding these edits, so verify with them if all else fails.
10. If the practice submits paper claims, consider what printed reference resources are available to help your practice team train to become proficient. The Academy offers a coding manual, an ICD-9 to ICD-10 crosswalk, and webinars/webcasts that can help.