Vaccine codes

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Office Practicum includes a list of all vaccines listed in the CPT manual. Each vaccine has its own CPT code, as well as a CDC Registry code. Vaccine codes are linked to the billing module and the Vaccine Inventory. Immunization Registry Codes are also used to create a state registry file for vaccinations (to change permission for release of a patient's immunization information, refer to the procedure under "Tab 6: Consent Tracking" in Adding a Patient Register Record).

Connexin Software, Inc. updates vaccine codes annually. Therefore, it is not necessary for your practice to add or delete any vaccine codes to the database. You may, however, wish to change details in a particular vaccine record, such as the ICD-9 codes, administration route (vaccination site codes), or notes.

Contents

[edit] Modifying a vaccine code

  1. Open the Vaccine Codes table by going to the menu bar at the top of the screen and clicking Utilities --> Manage Codes --> Vaccine Info --> Vaccine Codes.
  2. The vaccine list is sorted alphabetically by name of vaccine and includes the CPT code, registry code and family ID.
  3. Scroll to find the desired vaccine name, then click the Image:Ellipses.jpg button to the far left of the name. The vaccine's information will be displayed in a Vaccine Code Table Details window.
  4. Edit any of the fields except Vaccine Name.
    • To change the administration route of a vaccine, click the Image:Down Arrow.jpg next to the Admin. Route field, and select a new route from the drop-down list. If you do not see the route you would like to add, see Vaccination Site Codes and follow the instructions for adding a new code to the Vaccine Site Codes table.
  5. Click the Save button to save changes and exit.

[edit] Note on applying CPT and other codes

When applying administrative, ICD-9 and/or CPT codes to your vaccines, check the CVX codes used by your state registry by going to: http://www.cdc.gov/vaccines/programs/iis/stds/cpt.htm. If you find that some of your vaccines are being rejected, contact your state registry to confirm their updated CVX codes.

Note that you must choose a physician as the counseling provider in order for the admin code to reflect the proper age. For example, if a nurse is the counseling provider for a vaccine admin and that patient is under 8 yrs of age, then the admin code will be 90471, even though the age of the child is less than 8 yrs. The code 90471 would therefore read: "Imm Admin, Non-Phys counsel, OR > 8yrs old".

[edit] Troubleshooting

[edit] Why is a vaccine not appearing in my Vaccine Inventory?

A vaccine may be missing from your Vaccine Inventory for one of two reasons:

  • The vaccine may not have a vaccine inventory ID
  • The vaccine may have been archived

To add a vaccine inventory ID or to check that a vaccine has not been archived, follow these steps:

  1. Open the Vaccine Codes table by going to the menu bar at the top of the screen and clicking Utilities --> Manage Codes --> Vaccine Info --> Vaccine Codes.
  2. Scroll down to the vaccine.
  3. Click the Image:Ellipses.jpg ("...") button to the left of the vaccine entry. The vaccine code details will open in a new window.
  4. Locate the Inventory Vaccine ID field. This field should contain the name of the antigen, and it is what you would have used when adding the vaccine to the Inventory. If the field is empty or contains the wrong name, click on the Image:Edit.jpg (edit) button to the left of the Vaccine Name field and enter the name by which you want to look up the vaccine, such as Pentacel.
    NOTE: If you edit an existing vaccine name in your codes table, you will need to go back to the Vaccine Inventory to update the lots in your office inventory.
  5. Make sure the Archive check box is NOT checked.
  6. If you have made any changes click the Save button.
  7. You will now be able to access the vaccine from the inventory.

[edit] Updating CPT codes

As of Version 1780 Release 1 Build 6, users have the ability to update vaccine, CPT, and ICD-9 code tables. While vaccine codes are updated by Connexin Software automatically each year, you may use this feature to update the codes manually if there are new codes available in between annual updates, or if your practice is using a different code or set of codes. If you have are using Version 1780 Release 1 Build 6 or higher, you can add the 2008 codes by following these steps:

  1. Go to the menu bar at the top of the screen and click Utilities --> System Admin --> System Preferences. The System Preferences form will open.
  2. Click on the Maintenance tab, then select the Database Structural Changes sub tab.
  3. Click the Image:Ellipses.jpg button labeled Run Updates
  4. On the menu bar click Help --> About. The About window will open.
  5. Click on the Web Site tab, then click the Update button.
  6. Log in using the same user name and password you use to log into the Office Practicum website.

[edit] See also

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