The process of updating your existing diagnoses records to maintain side-by-side diagnoses with ICD-9 and ICD-10 codes is the first step in the transition process.  To complete this process do the following:

1. For EACH CURRENT DSM-IV Axis I and Axis II diagnosis:

1. Leave the current Axis I/Axis II diagnosis in the system as is.
2. Create a second diagnosis record for the same condition using DSM-5/ICD-10.  

• Type - Select "DSM-5."
• Condition - Type in the name of the condition or, if your agency has purchased a subscription to the optional IMO service, search for and select the condition.
• Code Set - Select "ICD-10."
• Code - Enter the ICD-10 code for the condition.  If your agency has purchased a subscription to the optional IMO service, the code is populated automatically.

2. For EACH CURRENT DSM-5 diagnosis:

1. Confirm that the code set for the current DSM-5 diagnosis is ICD-9; otherwise, leave it in the system as is.
2. Create a second diagnosis record for the same condition using DSM-5/ICD-10.

• Type - Select "DSM-5."
• Condition - Type in the name of the condition or, if your agency has purchased a subscription to the optional IMO service, search for and select the condition.
• Code Set - Select "ICD-10."
• Code - Enter the ICD-10 code for the condition.  If your agency has purchased a subscription to the optional IMO service, the code is populated automatically.

 For a demonstration of the above process, please take a look at one of the following short training films:

This step is only necessary if your agency uses the AWARDS BillingBuilder.

The BillingBuilder has configuration options for each billing type that determine which diagnosis code set will be used, and which specific codes are allowed within that set.  It also has an option for each payer that is used to indicate the date from which ICD-10 codes should be accepted on invoices.  When you are ready to begin billing for services delivered on October 1st 2015 and later, you must update these settings for each billing type and payer.  To complete this process, do the following:

1. For EACH PAYER and BILLING TYPE combination:

1. From the AWARDS Home screen, go to Administration > Fiscal/Program > BillingBuilder > Configure Billing Types (in the Billing Setup portion of the page).
2. Select the Payer, and then click VIEW BILLING TYPES.
3. Select the Billing Type, and then click EDIT BILLING TYPE.  Included on the screen that is then displayed are the following options:
4. 
5. Click the DSM 5 check box, and if necessary adjust the Axis to use.  For example:

• With both the DSM 5 option checked and either Axis I or Axis II selected, AWARDS will include the DSM-5 diagnosis where it is found in a client's record; if no DSM-5 is found, AWARDS will use the Axis I or Axis II diagnosis.
• To prevent AWARDS from using DSM-IV Axis I or II entirely, check off the DSM 5 option and select No DSM IV Axis.

6. To further limit which diagnoses are allowed for this billing type, use the Valid Diagnoses DSM Heading field.  You may need to update this list in order to accommodate the specific DSM-5 codes you can bill for.
7. Once all necessary changes are complete, click SAVE BILLING TYPE.

2. For EACH PAYER:

1. From the AWARDS Home screen, go to Administration > Fiscal/Program > BillingBuilder > Configure Payers (in the Billing Setup portion of the page).
2. Select the Payer, and then click UPDATE.  Included at the bottom of the screen that is then displayed is an ICD-10 accepted date field in which you can set the date as of which an ICD-10 code can be reported on invoice.

3. In the ICD-10 acceptance date field, enter 10/1/2015, or select that date using the available date picker icon.

If you have payers that will accept an ICD-10 code prior to 10/1/2015, you can enter an earlier date in this field.

4. Click SAVE.

The process of updating your BillingBuilder configuration is now complete.  

When I create a parallel ICD-10 record for an existing ICD-9 diagnosis, what diagnosis date should I use?

When creating a parallel ICD-10 record, we recommend making the diagnosis date for the ICD-10 record the same as the diagnosis date on the original ICD-9 record.  If there is no equivalent DSM-5/ICD-10 code for the original diagnosis, you will need to re-diagnose your client and enter the new diagnosis into AWARDS using DSM-5/ICD-10.  In such cases the diagnosis date should be the date of re-diagnosis.

Why do I need to maintain two code sets?

We anticipate that you will need to maintain both code sets for each condition for the foreseeable future; for example, you will need to bill using an ICD-9 diagnosis for services prior to October 1st 2015. 

 Information Sheet