Recording: Webinar on Code Basket in Folio Views, 2018

Transcript for Webinar on Code Basket in Folio Views, 2018

The Code Basket is a code interface in the Folio Views application software that, when active, will provide enhanced functionality for gathering and organizing classification codes, so that they can be exported for use in patient record abstracting systems. Clients must ask their abstracting system vendor to make the changes necessary to allow the import of codes into their abstracting system.

Instructional page:  Code Basket in ICD-10-CA and CCI Classifications

Slide 1: Introduction

Slide 2: Agenda

On the agenda today, we are going to describe what Code Basket is and what it is able to do, give you a live demonstration of it’s functionality and answer any questions you have pertaining to code basket. 

Slide 3: Code Basket in Folio Views

Slide 4: What is Code Basket?

Code Basket is a feature available in ICD-10-CA and CCI which became available to all end-users in version 2018.

Code Basket enables the gathering of valid ICD-10-CA and CCI codes and easily transfer them to abstracting systems without copying and pasting codes one by one.

Slide 5: Code Basket continued…

It is advised to use Code Basket to gather only valid ICD-10-CA and CCI codes.

It is not advised to select chapter, block, or rubric codes, as they do not have acceptable validations allowed on an abstract.

In ICD-10-CA, most three character category codes cannot be selected if they do not have acceptable validations to allow the code on an abstract. For example, B19 Unspecified viral hepatitis will not be allowed; however, G20 Parkinson's disease is permitted on an abstract.

Slide 6: Dual Functionality

Code basket has two functionalities:

One is the ability to gather all valid ICD-10-CA and CCI codes in Folio Views that are applicable to a coding scenario and seamlessly transfer them to an abstracting system. 

As mentioned previously, it removes the need to copy and paste the codes one by one. To allow the transfer of codes into an abstracting system, facilities must work with their abstracting system vendor to allow for this interface to occur.

It also allows the ability to save the list of ICD-10-CA/CCI codes in a folder to use whenever the same list of codes are needed to abstract the same coding scenario.  This would work well in high volume clinics, for frequently used code lists such as cataract and radiation.

Slide 7: Accessing Code Basket

Code Basket is available for use in both classifications, ICD-10-CA and CCI

The Code basket icon appears in the tool bar in both classifications on the main Folio screen.

Slide 8: Code Basket Functionality

The Code Basket window looks the exact same in ICD-10-CA and CCI.  For ICD-10-CA, the Code basket window is comprised of 4 fields - Accident Code, Location Code, Admission Code and Diagnosis Codes. For CCI, the Code Basket window includes 1 field for intervention codes and mandatory attributes (status, location and extent).

The Accident Code field accepts any external cause of injury code from Chapter 20. However, this field is limited to only 1 code.

The Location Code field is reserved for place of occurrence codes only, otherwise known as a U98 codes and also limited to 1 code.

The Admission Code field can be used to code the admitting diagnosis when it differs from the most responsible diagnosis code however, only if your facility has this requirement and it is limited to 1 code. 

The Diagnosis Codes field accepts up to 25 valid diagnosis codes.

The Interventions field accepts up to 20 valid intervention codes. Note that when an intervention code has mandatory attributes, an asterisk will appear beside the mandatory attribute type: Status (S)*, Location (L)* and/or Extent (E)*.

Slide 9: How to gather ICD-10-CA codes

Valid and complete codes can be gathered from the Alpha Index and from the Tabular List.  There are two options available for gathering codes: 

  1. Using the mouse to paste or 
  2. Manually enter the code

When using the mouse, once you arrive at the valid ICD-10-CA code you are certain of in the Alpha Index or in the Tabular, you would highlight the code, right click to select it, then select the appropriate action (whether it’s to add an accident, admission or diagnosis code) to insert the code into code basket.

Slide 10: How to gather ICD-10-CA codes continued…

Codes may also be entered manually.  To do this, you would:

  • Click on the Add Diagnosis Codes icon.  A popup window appears requesting the diagnosis code. 
  • Enter the complete ICD-10-CA code in the Add Code box, with all decimal points. 
  • Click the Add button and the codes would appear in the Diagnosis Codes box. When complete, click on the OK button to exit the popup window.

Slide 11: How to gather CCI codes

When all ICD-10-CA codes are gathered, you would open up the CCI classification.  The code basket will appear only when the first CCI code is selected.

CCI codes can be gathered from the Tabular List.  Again, there are two options available for gathering codes whether you are using the mouse to paste or manually enter the code.

When using the mouse, you would highlight the valid CCI code in the Tabular list, right click to select it, select the appropriate action Add Intervention to insert the code into Code Basket. 

Slide 12: How to gather CCI codes continued …

Codes may also be entered manually.  Again, to do this, you would click on the Add Intervention icon.  

A popup window appears requesting the intervention code.  

  • Enter the valid CCI code in the Code box, along with mandatory attributes.  The CCI code must contain all decimal points and dashes as shown in the example in the code 1.CL.89.NP-LP.
  • Click the Add button and CCI code and mandatory attributes will appear in the Interventions box. Click OK button to exit the popup window. 

Slide 13: How to transfer ICD-10-CA/CCI codes

When you have completed gathering all the diagnosis and intervention codes, two tasks may take place:  transfer the codes to an abstracting system and/or save the list of codes to a folder of your choice. 

To transfer or save the codes in a folder, click on the Export button to allow this function.

A reminder: To transfer the codes from the Code basket into an abstracting system, a Vendor must be involved to make this happen.  Code basket is a feature in Folio only and does not interface with any abstracting system.

Slide 14: How to retrieve Code Basket template

To retrieve a saved Code Basket list of codes:  Open the Code basket window, click on the Import button. A dialogue box will appear for you to search for the folder. Double-click on the desired basket and the codes will appear in the Code Basket window.

Slide 15: Into to Demo of Code Basket in Folio views

Let’s begin by opening up ICD-10-CA. The code basket icon is located on the top tool bar in Folio.

If the code basket icon is not there, you will find the code basket icon under the Tools tab. Go to “customize” 

There, you would find the code basket icon. Click and drag either below or top to add your code basket icon. 

Today’s coding scenario for code basket is a diagnosis of fractured left patella, due to falling down stairs at home. We will also gather codes for total knee replacement.

You will begin by searching the alpha index using the first binocular for lead term ‘fracture’ and secondary term ‘patella’.

This is why we don’t advise that the ICD-10-CA codes are always gathered in the alpha index as the valid complete code is not always found.

We would validate the code in the tabular.

At this time, we will click on the icon to activate the Code Basket. As you can see, my code basket already houses the diagnosis code and the intervention code from the last coding scenario. You would begin by emptying out the Code Basket for this new coding scenario by clicking on Empty.

To gather the ICD-10-CA code, we would highlight the diagnosis code, right click and click on “add diagnosis code” to add it to the diagnosis code field.

For the external cause code, we will search the second binocular using lead term ‘fall’ and secondary term ‘staircase’.

You would validate that code in the tabular and select it from the tabular.

To gather our external cause code, W10, again, we would highlight the code, right click and click ‘add the accident code’.

A neat little feature of code basket is that when the accident code is gathered, it also asks for the location code. We don’t need to go back to the tabular to find the location code, as all the U98 codes are provided in the dropdown list.

In today’s scenario, we know that the patient fell at home. Once we identify our accident code and location code, click on OK and the codes will automatically populate in the code basket. 

Once we are done with selecting our diagnosis codes, we can move on to selecting our codes for the intervention. The coding scenario for today’s intervention is a total knee replacement, uncemented using a tri component prosthetic device. We would search for the code in the advanced query.

We arrive at rubric, 1.VG.53.^^

Within that rubric, we know that we are searching for uncemented, tri-component, so we select the CCI code 1.VG.53.LA-PP.

As mentioned earlier, when you switch between classifications, and open up CCI, the code basket doesn’t automatically populate until the first CCI code is selected. Highlight the code, right click and ‘add the intervention code’. Another neat feature of the code basket is, when the CCI code is gathered and it requires mandatory attributes, you’ll see an asterisk following the mandatory attribute.

We don’t need to go to the tabular to select our status attributes as those are located in the dropdown lists. Once we select the attributes from the dropdown list, we click on OK and the information will be populated into the Code Basket.

Once all the ICD-10-CA diagnosis codes and CCI intervention codes are gathered, the Code Basket dialogue box is fully populated and can be imported into an abstracting system and/or saved in a folder as a template for future use.

Therefore, the only thing that we can do today, as we don’t have an abstracting system, is to save the list of codes to a folder.  To do so, we would click on Export. Once we click on Export, it asks for the folder where we want to save. I will save it on my Desktop as I have already created a folder for all my Code Basket codes.

Once you have saved it, if you have saved it successfully, a pop up window will let you know that that function has occurred.

I will now empty the Code Basket as I want to import the codes back into the Code Basket.  To import the codes, click on Import.

We can also manually enter codes. However, as mentioned earlier, we need to add the valid and complete code using all decimal points as I have done so by adding M17 point 9. 

Another item code basket is able to do, if we cannot decide on which diagnosis code should come first, we can use the arrows to move them up and down. The external cause code can also be changed.

Always remember once you are done with your coding scenario, to empty out the code basket. 

Thank you everyone for attending today. That is the end of the demo.