User-Defined Fee Schedules

You can use your own Third-Party Payer Fee Schedule if you wish. User-defined Fee Schedules can be added, removed, shared or exported and you can also view the change history of any Fee Schedules you define. If you want to use your own fee schedule, you must have the information in the form of a CSV text file.

• Data Format

  Chargemaster Toolkit can read Comma Separated Value data files (.csv), which define any FeeSchedule. The file name will note the schedule name, for example an Optometry Fee Schedule should have a filename optometry.csv.

  You must NOT include any spaces before/after the CPT code or between the commas.

  A Fee Schedule is a series of text information lines in the following format:

  CPT/HCPCS Code1, Modifier 1,Modifier 2, Price

  CPT/HCPCS Code2, Modifier 1,Modifier 2, Price

  CPT/HCPCS Code3, Modifier 1,Modifier 2, Price

  This Fee Schedule can be created in a text editor such as notepad or wordpad but MUST be saved as a Comma Separated Value (.CSV) file. This file can then be saved either on your PC or onto a mapped network drive.

• Using Modifiers

  There can be up to three separate entries in the Fee Schedule for every CPT/HCPCS code. In this example we show the entry defining a price for the CPT/HCPCS with No Modifier, with an LH Modifier and with a RH Modifier:

  • No Modifier — 12345,,,230
  • LH Modifier — 12345,LH,,350
  • RH Modifier — 12345,,RH,480

  There must be NO exact duplicate line items in the CSV file — if this occurs the duplicate line item will NOT be read.

  You will see that when there is no modifier, the commas are still included; this is because the software requires the 3 commas to be present and will not read the line of text if they are not.

• User-defined fee schedule tool
  1. Open Chargemaster Toolkit and review your hospital file.
  2. Select View > Options. The Options screen displays. [Picture]
  3. Click on the Fee Schedule tab. [Picture]
  4. In the User Defined Fee Schedules section click on the Select button. The Select a Fee Schedule screen displays. [Picture]

   

• Adding a new Fee Schedule
  1. From the main menu select View > Options. The Options screen displays. [Picture]
  2. In the Fee Schedule tab click on the Select button. The Select a Fee Schedule screen displays. [Picture]
  3. Click on the icon. A Windows Open screen displays.
  4. Select a Fee Schedule then click on the Open button. (You can find demonstration Fee Schedules at: C:\Program Files\Active Chargemaster\Professional Toolkit\GenericFeeSchedules.) [Picture]

   

• Removing a Fee Schedule
  1. Select View > Options. The Options screen displays. [Picture]
  2. In the Fee Schedule tab click on the Select button. The Select a Fee Schedule screen displays. [Picture]
  3. Click on the name of the Fee Schedule you wish to remove then click on the icon. The Confirm screen displays. [Picture]
  4. Click on the Yes button. The Select a Fee Schedule screen displays (with the file removed).

   

• Viewing and Exporting a Fee Schedule
  1. From the main menu select View > Options. The Options screen displays. [Picture]
  2. In the Fee Schedule tab click on the Select button. The Select a Fee Schedule screen displays. [Picture]
  3. Highlight the name of the Fee Schedule you wish to view then click on the icon. The View/Export User Defined Fee Schedule screen displays. [Picture]
  4. Click on the Export button. The Save As screen displays. [Picture]
  5. Navigate to the folder where you want to save the file. Enter a name for the file in the File Name field then click on the Save button.

   

• Updating a Fee Schedule
  1. From the main menu select View > Options. The Options screen displays. [Picture]
  2. In the Fee Schedule tab click on the Select button. The Select a Fee Schedule screen displays. [Picture]
  3. Highlight the name of the Fee Schedule you wish to update then click on the icon. The Select Fee Schedule screen displays. [Picture]
  4. Select the file that will update the Fee Schedule. Click on the Open button to update the Fee Schedule.

  When a Fee Schedule is updated it will retain its original name, no matter the name of the incoming file.

   

• Sharing a Fee Schedule with other user
  1. Select View > Options. The Options screen displays. [Picture]
  2. In the Fee Schedule tab click on the Select button. The Select a Fee Schedule screen displays. [Picture]
  3. Click on the check box (in the Shared column) of the Fee Schedule you wish to share. The User Defined Fee Schedule is now available to all other users.

  If another user is working in the User Defined Fee Schedule screen a message displays. [Picture]

   

• Information Screen
  1. Select View > Options. The Options screen displays.
  2. In the Fee Schedule tab click on the Select button. The Select a Fee Schedule screen displays.
  3. Click on the icon. The User Defined Fee Schedule Extra Information screen displays. [Picture]

   

• Fee Schedule History
  1. Select View > Options. The Options screen displays.
  2. In the Fee Schedule tab click on the Select button. The Select a Fee Schedule screen displays. [Picture]
  3. Double-click on the icon to view the history of changes to that Fee Schedule. [Picture]

   

• Renaming a Fee Schedule
  1. Select View > Options. The Options screen displays. [Picture]
  2. In the Fee Schedule tab click on the Select button. The Select a Fee Schedule screen displays. [Picture]
  3. Right-click on a Fee Schedule. A pop-up menu displays. [Picture]
  4. Select Rename from the menu. The Rename UDFS screen displays. [Picture]
  5. Enter a new name for the Fee Schedule then click on the OK button.
  6. The new name is displayed in the Select a Fee Schedule screen.

   

• Using A User Defined Fee Schedule in the Toolkit
  1. Select View > Options. The Options screen displays. [Picture]
  2. In the Fee Schedule tab click on the Select button. The Select a Fee Schedule screen displays. [Picture]
  3. Click on a radiobutton to select the Fee Schedule.
  4. Click on the OK button. The Options Screen displays. [Picture]

  The Selected Fee Schedule is now shown in the User Defined Fee Schedules section.

  5. Click on the OK button to return to the Toolkit main screen.
  6. In the Fee Schedules tab click on the drop-down list and select the User Defined Fee Schedule. [Picture]

   

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