Do you use Athenahealth for neurology billing every day? Are time-based codes confusing your billing staff often? Studies show 40% of neurology claims get denied initially. Wrong time codes cost practices $100,000 per year on average. About 55% of denials come from time-based coding errors. Insurance companies reject 1 in 3 neurology claims submitted. A proper Athenahealth setup can reduce denials by 75% or more.
Neurology billing has unique time-based coding requirements. These codes depend on the exact minutes spent with patients. Athenahealth has built-in tools to track time correctly. Research shows 50% of the time, code errors come from poor tracking. Many practices lose 15-25% revenue from coding mistakes. Understanding Athenahealth features helps prevent costly claim denials. A simple system setup improves your claim acceptance rates a lot.
This guide shows proven tips for managing neurology time codes. We cover Athenahealth setup, templates, and workflow best practices. Learn how to track time accurately in the system. Improve your practice revenue starting today with better tools. These tips work for neurology practices of all sizes. Follow these steps to get paid faster.
Set Up Time-Based Templates
Athenahealth templates save time and improve accuracy. Custom templates ensure correct code selection. Proper setup prevents most time-based coding errors.
Create Neurology-Specific Templates
Build templates for common neurology visit types. Include fields for start and stop times. Add automatic time calculators in templates. Set up dropdown menus for CPT codes. Include prompts for required documentation elements. Save templates for easy access daily. Custom templates reduce manual entry errors.
Configure CPT Code Rules
Set time ranges for each neurology code. Code 99213 for 20-29 minute visits. Code 99214 for 30-39 minute visits. Code 99215 for 40+ minute visits. Configure alerts for incorrect time entries. Build in edit checks before claim submission. Automated rules catch errors before billing.
Add Documentation Prompts
Include reminders for medical necessity documentation needed. Prompt staff to document exact times. Add fields for the complexity of the visit. Include assessment and plan sections clearly. Set the required fields that must be completed. Build in signature and date requirements. Prompts ensure complete documentation every time.
Track Time Accurately
Accurate time tracking prevents most code denials. Athenahealth has built-in time tracking tools. Use these features to document minutes correctly.
Use Built-In Time Stamps
Start the timer when entering the patient’s room. Stop the timer when leaving the patient room. The system automatically calculates the total time spent. Review the calculated time before code selection. Adjust time if needed with notes. Save time with encounter notes. Automated tracking reduces human error rates.
Document Face-to-Face Time
Only count direct patient contact time. Exclude time for chart review alone. Do not count the time waiting for the patient. Include counseling and coordination time spent. Document interruptions that affect total time. Note time spent on phone with patient. Face-to-face rules vary by payer type.
Calculate Time for Multiple Codes
Some visits include multiple time-based services. Add times together for the total visit. Check if codes bundle or bill separately. Verify payer rules for multiple codes. Document the time for each service provided. Use correct modifiers when needed, always. Bundling errors cause automatic claim denials.
Configure Charge Capture
Proper charge capture ensures no missed billing. Athenahealth automates many charge capture steps.
Enable Automatic Charge Suggestions
The system suggests charges based on the documentation entered. Set rules for common visit types. Configure alerts for unusual charge patterns. Enable charge reconciliation reports daily. Review suggested charges before finalizing. Adjust suggestions based on actual services. Automation catches missed charges quickly.
Set Up Charge Review Workflow
Assign staff to review charges daily. Create approval steps before claim submission. Flag charges needing additional documentation review. Set time limits for charge finalization. Generate reports for pending charges regularly. Track days to bill for monitoring. Workflow prevents delayed billing and denials.
Build Custom Charge Sheets
Create charge sheets for common procedures. Include the most used neurology CPT codes. Add modifiers used frequently in practice. Set default diagnosis codes for conditions. Include fields for time documentation clearly. Save custom sheets for quick access. Custom sheets improve billing speed and accuracy.
Utilize Reporting Features
Athenahealth reports identify billing problems early. Regular monitoring prevents revenue loss quickly.
Run Time Code Denial Reports
Track denial rates for time-based codes. Identify which codes get denied the most. Review denial reasons by code type. Compare denial rates between providers monthly. Monitor trends over time for patterns. Use data to improve documentation practices. Regular reports drive continuous improvement efforts.
Monitor Coding Accuracy Metrics
Measure the percentage of claims with time codes. Track average time per visit type. Review code distribution across all providers. Identify outliers needing additional training help. Compare coding patterns to industry benchmarks. Generate reports for compliance audits regularly. Metrics help identify training needs quickly.
Generate Revenue Cycle Reports
Track days in accounts receivable regularly. Monitor clean claim submission rates achieved. Review payment posting lag times daily. Measure collection rates by payer type. Identify bottlenecks in the billing workflow process. Set goals for improvement in problem areas. Revenue reports show financial health clearly.
Train Staff on System Features
Well-trained staff use Athenahealth features correctly. Regular training improves billing accuracy rates.
Conduct System Training Sessions
Train staff on time tracking features monthly. Review template usage and customization options. Practice charge capture workflows together regularly. Show how to run and read reports. Test knowledge with system scenarios often. Document training sessions for compliance records.
Create Quick Reference Guides
Build guides for common neurology codes. Include time requirements for each code. Add screenshots of key system screens. Document step-by-step workflows clearly written. Make guides easily accessible to all. Update guides when system changes occur. Quick references reduce confusion and mistakes.
Assign System Super Users
Designate expert staff for system questions. Train super users on advanced features. Have super users help other staff members. Create backup super users for coverage. Hold regular meetings with super users. Share tips and best practices discovered. Super users improve team performance overall.
Implement Quality Checks
Regular quality checks catch errors early. Athenahealth tools support quality review processes. Checking work prevents denials before submission.
Review Claims Before Submission
Check the time documentation matches the codes billed. Verify diagnosis codes support medical necessity. Confirm modifiers are used correctly when needed. Review units of service for accuracy. Ensure all required fields are completed fully. Look for common errors before sending. Pre-submission review reduces denial rates significantly.
Conduct Random Chart Audits
Review the sample of charts weekly. Check if the documentation supports the codes used. Verify that time tracking is done correctly always. Look for missing signatures or dates. Identify patterns in documentation errors found. Provide feedback to staff on findings. Regular audits improve documentation quality over time.
Monitor Real-Time Edits
Athenahealth flags potential errors during entry. Pay attention to system warnings shown. Investigate and fix flagged issues immediately. Do not override edits without a good reason. Track the most common edit types seen. Use edit data to improve workflows. Real-time edits prevent many denials early.
Conclusion
Athenahealth has powerful tools for neurology time-based billing. Proper setup and templates improve coding accuracy rates. Time tracking features ensure correct code selection. Charge capture automation prevents lost revenue from unbilled services. Regular reports identify problems needing attention quickly. Staff training and quality checks reduce errors. Following these tips improves claim acceptance and cash flow.
FAQs
How do I set up time-based templates in Athenahealth?
Go to settings and select encounter templates. Create a new template for neurology visits specifically. Add time fields and CPT code dropdowns. Configure automatic time calculations in the template.
What time tracking features does Athenahealth offer?
Built-in timers track face-to-face patient time. Automatic time calculations reduce manual entry errors. Time stamps record start and stop times.
How often should I run denial reports?
Run denial reports weekly for time-based codes. Monthly reports track trends over longer periods. Daily reports help during high-volume times.
Can Athenahealth suggest the correct CPT codes automatically?
Yes, the system suggests codes based on the time documented. Rules engine matches time to appropriate codes. Suggestions appear during the charge entry process.
How do I train staff on Athenahealth features?
Schedule monthly training sessions for all staff. Use the Athenahealth training resources and videos available. Create custom guides for your practice workflows.
