How To: Add, Edit, and Delete Service Codes

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Service codes, also known as Current Procedural Terminology (CPT) or Healthcare Common Procedure Coding System (HCPCS) codes, designate which services were performed in a session. Currently, these codes are maintained by the American Medical Association and mandated by HIPAA and the Centers for Medicare and Medicaid Services. To search service codes, use the American Medical Association CPT Code Search.

By default, TherapyNotes includes a collection of service codes commonly used in mental and behavioral health. Additional codes can be added to fit the needs of your practice, and existing codes may be modified or deleted. We recommend setting up at least one service code for each service your practice provides, such as Psychiatry Intake, Group Therapy, or Psychological Evaluation.

Role Required: Practice Administrator, Practice Biller, or Clinical Administrator

To add a service code:

  • Click the User Icon > Settings > Service Codes
  • Click the Add Service Code button

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(A) Service Type: The Service Type corresponds with the Type selected when scheduling an appointment and affects the note template available to document the service.

(B) Service Code: If you are using this code to bill to insurance, enter a valid code in the Service Code field. Do not include a modifier in this field; modifiers are added individually to billing items. If this code is an add-on, select the This is an add-on code checkbox and read Add-On Codes for more information.

(C) Description: The Description appears on statements but is not included on claims.

Quick Tip: As long as the Description for each code is different, you may enter the same service code multiple times. This can be useful when you need to set up special billing circumstances (such as EAP billing) or when different payers have different billing requirements.

(D) Default Code: Select the Make this the default service code for <Service Type> checkbox to designate the service code as the default for the selected service type. The codes you set as default for Intakes and Sessions will be available for scheduling appointments on the client portal.

Quick Tip: For default codes that will be used for scheduling on the client portal, set up the Default Appointment Duration to reflect your availability. For example, if you see patients on the hour for 45-minute sessions, change the Default Appointment Duration to 46 minutes to prevent clients from scheduling appointments back-to-back.

(E) Standard Rate: Enter how much you normally charge for the session. TherapyNotes automatically includes your standard rate on claims, reducing the amount of time you spend on billing tasks.

  • Click the Add Service Code button

To edit an existing service code:

  • Click the User Icon > Settings > Service Codes
  • Click on the hyperlinked code
  • Edit the details of the service code as necessary. The service code itself cannot be changed
  • Click the Save Changes button

To delete a service code:

  • Click the User Icon > Settings > Service Codes
  • Click on the hyperlinked code
  • Click on the Delete link at the bottom right corner
  • A dialog titled Delete Service Code will appear. Click the Delete Service Code button
Have more questions? Submit a request

Comments

  • Avatar
    Terri Powell

    how to create service codes that are not billable to insurance i.e. court letters.

    the system is expecting to bill insurance for a consultation. can i create another type of service?

    Edited by Terri Powell
  • Avatar
    Rachael

    Terri,

    I am sorry, but you are unable to add a different type of service; however you are able to add custom service codes by Clicking User Icon > Settings > Service Codes > Add Service Code. If you do not wish to bill the service to insurance, you can change the billing method for these services to 'Direct'. To do this, go to the patient billing tab for the patient and select the service date; you can then set the 'Method' drop down menu to 'Direct'. If you have further questions, please contact our Support Team at 215-658-4550 or by email at Support@TherapyNotes.com. Thank you.

  • Avatar
    angela hardin

    Why is there not a service code type for "family therapy"? And since there is not one, how do I bill for this service?

  • Avatar
    Rachael

    Angela,

    The system is pre-loaded with some commonly used CPT codes. You can edit your list of service codes by Clicking User Icon > Settings > Services Codes > 'Add Service Code'. If you have further questions please contact our Support Team at 215-658-4550 or by email at Support@TherapyNotes.com. Thank you.

  • Avatar
    Will Daggett

    If I create a note and use an incorrect serviced code, 90837 instead of 90834, can I change the code?

  • Avatar
    Rachael

    Will,

    You are able to change the service code for a session by following the steps listed below. If you have any questions, please contact our Support Team at 215-658-4550, or by email at Support@TherapyNotes.com. Thank you.

    If you are switching between service codes under the same service type, for example to change from a 90837 service code code to a 90834, you can change the service code in the note header.

    Click Patients > Patient Name > Documents tab
    Click the edit icon (pencil) to the right of the note.
    Click Edit on the upper right of the header.
    Change the Service Code dropdown.
    Click the Update Note Header button.
    Re-sign and save the note.

    Edited by Rachael