Treatment lines and units

Each treatment line on a visit is one procedure code. Lines keep their order; drag a line by its handle to move it.

Add a line#

Under Treatment lines, click Add treatment line and fill in:

• Procedure code: one of the codes your clinic bills for the visit's discipline on the date of service.
• Minutes: for a timed code, the minutes you spent on it. Codes billed per encounter take no minutes.
• Diagnosis pointers: up to four of the visit's diagnoses this service treats, in claim order. A pointer follows its diagnosis when you reorder the diagnoses. If you remove a diagnosis a line points at, the line asks you to point at another one before you can save.
• Modifiers: up to four, separated by commas. Under the line, NeatPractice shows the modifiers your Setup modifier rules suggest.
• Service description: for a code that is not otherwise classified, the description that goes on the claim.

Switching a line to a code billed per encounter clears its minutes and assistant minutes, and switching to an ordinary code clears the service description.

The section title shows the timed minutes against the length of the visit and updates as you type. Timed minutes cannot add up to more than the visit lasts.

Remove a booked code that was not provided#

A visit started from an appointment begins with the codes booked for the session, marked Booked. If the patient did not receive one of them, click the trash icon on its line and save the visit before it is signed. NeatPractice keeps the removed line in the visit's history and lists it under the treatment lines as Not provided, with when it was removed.

• A visit keeps at least one code: add the service you provided before removing the last booked one.
• A code marked Booked, stays on the visit cannot be removed, only its minutes changed. Your clinic sets this per code with Stays on the visit once booked in the code rules.

Retired codes#

When a line's code is retired on the date of service, the line shows Retired with the codes that replace it and that your clinic has turned on. Until you swap it, the line keeps its saved minutes and units. Click Use followed by a code to swap it in, then click Save Visit. If no replacement is turned on yet, ask an administrator to add one under Procedure codes.

How units are calculated#

Units come from the minutes by the rule on the patient's payer rule set for the date of service (see Payers). A unit counts once more than half of it was delivered: for a 15-minute code, 8 minutes make one unit and 23 minutes make two.

• CMS 8-minute rule: NeatPractice adds up the timed minutes of the whole visit, works out the units for the total, then gives each line its whole units and the remaining units to the lines with the most minutes left over. Two codes of 7 minutes each bill one unit together.
• AMA midpoint rule: each code is counted on its own. Two codes of 7 minutes each bill no units.

Codes billed per encounter always bill their set number of units. Units update as you type and are saved when you click Save Visit. A self-pay visit uses the CMS rule.

Override units#

Turn on Override units on a line to bill a different number, and give the reason. The line keeps both the calculated and the billed units with your reason, and the visit lists the override under Good to know.

Assistant minutes#

When an occupational therapy or speech-language pathology assistant delivered part of a timed service, turn on Assistant delivered part of it and enter those minutes. They are kept for the assistant modifiers on the claim.

Authorization#

Each saved line shows whether an authorization covers it, with its number and the units left. Starting or editing a visit does not use up the authorization. These come from the last save: after you change a line's minutes or the date, they are marked As last saved, refreshed on save, and they disappear when you change the line's code.