FAQs
We've included answers to common questions below.
You should also check our new ZapBill message board which has a good archive of questions and answers:
Anyone can view the messages on this board. If you want to post a question or respond to a message on the board, you'll need to go through a simple registration process.
If you don't see the answer to your question, send an email to Email Contact Form or post your question on the ZapMed Yahoo Group (link above) and we'll get right back to you.
Frequently Asked Questions:
What code sets are included with ZapBill?*
Can I customize the code sets in ZapBill?*
What information does ZapBill collect?*
How can I transfer my billing information to my office billing system?*
Can I print a HCFA-1500 insurance form?*
How can I get my patient identification information into my Palm each day?*
How do I search for a diagnosis code?*
Which set of HCFA guidelines does ZapCode use?*
Sometimes I get a different E&M code from my other coding program. Why is there a difference?*
HIPAA Compliance
The new HIPAA rules are due to take effect in 2002. It is not too early to start planning for the rules. ZapCode and ZapBill can be an important part of your compliance plan. Read more about HIPAA Compliance.
What code sets are included with ZapBill?
We have complete procedure code and diagnosis code sets available as well as subsets
for various specialties.
The complete code sets are rather large so you may want to use one of the subsets.
We have various subset available and we keep working on new sets. If you don't seen the set you need, just ask.
Can I customize the code sets in ZapBill?
You have several options for creating your own custom code sets:
- you can add, edit, and delete codes directly on the Palm (this is best if you have only a few changes)
- you can use a simple text editor to enter code sets into the Palm MemoPad (desktop) and import these codes into
the Palm.
- we also offer a service to create Palm code sets from a spreadsheet file that you send us. The charge is $50.00
per code set.
What information does ZapBill collect?
ZapBill is designed to help physicians gather all of the essential billing information
necessary to submit insurance billing.
This includes procedure codes, diagnosis codes, patient identification, referring doctor, and date of service.
Physicians can gather this information at the point of care and transfer it to the billing office which can complete
the patient billing.
ZapBill is not a complete medical billing program. It does not keep patient balances or store insurance or guarantor
information.
ZapBill is designed to be used to gather information that will be entered into a billing system.
How can I transfer my billing information to my office billing system?
ZapBill can transfer your billing information it collects in several ways.
The easiest is to save the information to the MemoPad and hotsync the Palm to the desktop machine. This transfers the MemoPad records to the desktop where they can be printed or posted to the billing system electronically.
ZapBill maintains a list of patients for whom you have collected billing information. You can easily switch to any of these patients to update their record. When the billing is complete for any patient, you can send that record to the Palm MemoPad. The MemoPad records are then automatically transferred to your desktop when you hotsync.
You also have the option of sending all of your patient records to the MemoPad as a group. You can use this to download all of your billing at the end of each day.
From the MemoPad, you can print the billing record directly using the Palm's infrared (IR) beam and a printer that's capable of receiving IR (many HP printers as well as those from Canon, Epson, etc.) This will give you a hard copy to send to your billing company. You can also print from your desktop computer if it is available. Some offices prefer to use this paper trail.
Note: Printing directly from the Palm IR requires additional software (we recommend PalmPrint from Stevens Creek Software $39.00).
http://www.stevenscreek.com/pilot/palmprint.shtml
or... TealPrint $19.95
http://www.tealpoint.com/softprnt.htm
We are also working on automatic linking from ZapBill to various popular billing programs. Unfortunately, this depends on the capabilities of the billing software and cooperation of the vendor. We are happy to work with any vendor or dealer on linking to your system. Contact us for details.
You can also transfer information directly from one Palm to another using the built-in IR beam. Just beam the MemoPad entry to your colleague's Palm using the built-in capability of the Palm.
Can I print a HCFA-1500 insurance form?
It would be possible to print properly formatted information directly on a HCFA-1500 insurance form. However, this form would need additional information (insurance company and guarantor information as well as additional patient demographic information) before it could be submitted to an insurance company. If you think your office could use this feature, contact us.
How can I get my patient identification information into my Palm each day?
The easiest way to get your patient list into the Palm is to have your office staff enter your hospital patients in the Palm desktop Datebook. When you hotsync, these names will be transferred to your Palm.
When you see the patient, ZapBill can pick up the patient name and ID number from the Palm Datebook (Menu/File/PtAppt).
This will work with any scheduling program that links with the Palm Datebook. There are a large number of scheduling programs that are "Palm aware". Some of these permit scheduling over the Internet so you have maximum flexibility in updating schedules.
How do I search for a diagnosis code?
There are several ways to search for an ICD code:
The Structured Index Search is the most useful since it allows you to drill down by disease category and you do not need to know any numeric codes.
1. Structured index search
Leave the ICD entry line blank and press the ICD button on the right side of the screen.
This will give you a list of the Major Diagnostic Categories.
Tap a Major diagnostic category.
You will see the Sub-Categories for the MDC.
Tap a Sub-Category.
You will see all of the three digit codes for that sub-category.
Tap a three digit code.
You will see a list of all ICD codes starting at that three digit code.
2. Search by number
If you know the approximate ICD code number, enter it on an ICD line and press the ICD button. You will see a list
of all ICD codes starting at the number you entered.
3. Search by text
If you want to search for text in the description, type the key word or partial word on an ICD line and press the
ICD button.
You will get a list of all ICD codes that have the text you entered.
Note on text search: In order to keep the size of the ICD database as small as possible, we have used the short description HCFA ICD database. These short descriptions have many abbreviations and truncations so your search may not find these abreviated terms. (i.e. staphlococcus is abreviated staph)
ZapCode FAQ
Which set of HCFA guidelines does ZapCode use?
The program implements the 1997 HCFA Evaluation and Management Guidelines.
There is an earlier, simpler set of guidelines (1995) which some people still use. However, these guidelines are simple enough that you really don't need a computer to follow them.
There is a set of new guidelines that is currently in draft form and will be adopted after they have gone through a lengthy review process. The new guidelines are projected to be implemented in 2002.We have reviewed the draft of these new guidelines and it does not appear that there will be many changes from the 1997 guidelines.
As soon as the new guidelines are available in final form, we will update ZapCode to implement them.
Sometimes I get a different E&M code from my other coding program. Why is there a difference?
The rules published by HCFA for the determination of the proper E&M code are fairly complex (that's why we developed ZapCode). They also have some leeway for "interpretation". Different coding programs that we have seen sometimes have a different interpretation of the rules which can lead to different codes in some situations.
We have adopted a strict and literal interpretation of the rules. Some other coding programs have added additional categories that can lead to higher codes in some situations. We believe that our coding is very accurate and reliable.
One difference we have noticed with another coding program is that the other program has added additional categories for the "Amount and Complexity of Data to be Reviewed" section. The HCFA guidelines specify six categories of information and that is how we have developed our program. The other coding program has seven categories and these do not seem to correspond well with the HCFA defined categories.
One other set of manual coding sheets we have seen not only adds additional categories, but also weighs some categories more heavily than others. This is not supported in the original HCFA documentation.
If you encounter an inconsistency, we would appreciate knowing about it. We want to
make sure that our program is operating correctly. Just send us the full output record (removing patient identification)
and why you thing the code should be something different.
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