Show:
Scheduling
Encounter Notes
Important Facts
Patient Census
Miscellaneous
100

What CPT Codes do we use and what do they stand for?

90867 - Cortical mapping

90868 - TMS visit

90869 - Redetermination

96127 - Scales

100

Explain the BEAM measurement process

  • Nasion to edge of cap ___cm
  • Mark Inion ___ cm
  • Nasion to Inion ___ cm 10% @ ___ cm
  • Nasion to Midline (CZ) ___ cm
  • Preauricular to Preauricular (Tragus to Tragus) over midline ___ cm 10% @   ___ cm
  • Mark 4 areas upward around the head by 10%
  • Head Circumference ___ cm
  • (2) X Coordinates ___ cm
  • Y Coordinate ___ cm
  • Stimulator Output ___
100
  • What tabs do you have open on your bookmark?
  • MD EHR and PM
  • Email
  • Calendar.
  • Chat
  • Vonage
  • Patient Census
100

What protocol can we add to standard MDD? 

TB Anxiety

Migraine

100
  • What is the CPT codes and how many units should be used?                     
  • 96127
  • 3 Units. one each for PHQ9, GAD and  BDI
  • 4 Units if CSSRS is added
200
  • What treatment number/s should you do a redetermination that has 36, 38 and 60 treatments approved?

(36) Between 15 – 17 treatments with 1 redetermination

(38) 10th and 20th with 2 redeterminations

(60) 15th and 30th with 2 redetermination

200
  • What should you look at prior to seeing your cortical mapping patient?
  • Doctors progress note and another provider if seen by one. 
  • Aware of patient’s triggers
  • History
  • Medications
  • Protocols recommended
200

What is the importance of the CPT codes?

Insurance claims. Having to folow the guidelines. If you skip or add an extra CPT code insurance may deny claim

200

When do you place a patient on HOLD?

If patient is going to be missing treatment for 2 weeks.

200
  • What are the qualifying scales for insurance purposes and their scores?
  • BDI -31
  • PHQ9 – 20
300
  • How do we converse about adding TB anxiety, mid-way through treatment if you know your patient is suffering from anxiety?
  • We do not discuss adding an anxiety protocol, mid-way through treatment, we ask the patient if they would like us to add an additional protocol that could help more with their symptoms
300
  • If your pt is interested in disability while being treated for TMS, what is the process?


  • Let the pt know you will forward their disability concerns to a care coordinator, never tell the pt that we can put them out on disability. The care coordinator will access, determine eligibility and reach out to the pt quickly

    HB – Galilea

    LB - Brandi

    TO/CM - Cherish

    OR - Nicole

300
  • What cash ay protocols do we offer? Do technicians offer these protocols during treatment?                   


OCD

PTSD

Standard Anxiety

No, technician's encourage MDD and can have a conversation after treatment or have a coordinator call them regarding cash pay protocols that your patient may be interested in.

300

What do you update in row B

Last date of tapering service

If appointment times ever change

Highlight anything Inconsistent with times or days. Not M-F



300

Name Down Time Responsibilities you can do

  • Ensure that your office is supplied with CaviWipes, gloves, disinfectant spray, masks, earplugs, hand sanitizer, tissue, paper towels, etc.
  • Help the front office with scanning.
  • Ask your co-workers if they need help with anything - be a team player!
  • You have 10 consultation bags in your office at any given time.
400
  • Explain Column’s G-L  

X = NS 

O = no copay 

$ = copay due, pt was in tx, but copay has not been collected yet 

Teal = someone else collected 

Green = Collected 

Column L update on Friday what was collected for the week 

Delete Column G-K on Monday 

Vivian deletes Column L when balanced out

400

What are the coordinates of the Depression Protocol?

POWER ( varies per pt ) 

FREQ (10.0) 

DUR (4.0) 

#PULSE (40) 

WAIT Time

TRAINS (75) 

TOTAL PULSES (3000) 

MT% up to 120%

400
  • What is the Safety Protocol on Chat we can use if we need help?
  • HELP if it is NOT an emergency and you only need someone to come into your office and help you get a patient to conclude their appointment

  • 911 if it IS AN EMERGENCY and you need staff to dispatch the police right away

  • 911 and HELP if you need police assistance AND you need staff to come into your office right away
400
  • Can we add standard anxiety at any time?


  •  No, we cannot add standard anxiety and will move away from having conversations about adding different protocols. 
  • We will focus on TMS being FDA approved for standard MDD and explain how this tx helps with a variety of symptoms, depression and anxiety specifically.

    If your pt displays mania symptoms, you will put your pt on hold until their symptoms subside

400
  • What is in a consult bag and how many should you always have made?
  • 1 red stress brain ball
  • 1 Anew Era TMS pen
  • 1 water bottle
  • 1 Anew Era TMS folder containing:
  • Welcome letter
  • Anew Era trifold
  • Anew Era card stock information
  • Anew Era TMS Regional Director business card (Vivian)
  • Should always have at least 10 consult bags ready
500
  • What’s information do you need to input on Patient Census for a new patient?

Column A:  Patient name

Column B:  Days and times of appointments

Column C:  Daily copay

Column D:  Tx # and DOS

Column E:  Missed appointments

Column F:  Redetermination

Columns: G-K:  Money collected  (Will have symbols on another answer)

Column L:  Total Copay/ End of the week collection

Column M:  Provider

Column N:  Dates of Approval

Column O:  Number of approved treatments

Column P:  TMS Protocols

Column Q:  Notes


500
  • Explain the exit interview process

The exit interview takes place within the last 6 treatments 

  • Exit interview survey

  • Schedule a TMS 1-month follow-up with MD if they are not seeing a NP,PA for meds.

  • If the patient has improved by approximately 50%, create depression graph. If they have not improved by that, do not create graph. 

  • If improvement put the document in an Anew Era TMS folder along with their completion certificate and the regional director's business card. Go over the results with the patient and upload it to their chart.

  • Thank you card signed by office staff that have been part of their treatment

  • Yelp review/Starbucks card

  • Complete Patient Census Exit







500
  • Can we add standard anxiety at any time?


No, we cannot add standard anxiety and will move away from having conversations about adding different protocols. We will focus on TMS being FDA approved for standard MDD and explain how this tx helps with a variety of symptoms, depression and anxiety specifically.

o If your pt displays mania symptoms, We will contact the provider to  put your pt on hold until their symptoms subside

500

What’s information do you need to input on Patient Census for a new patient?

  • Patient name
  • Days and times of appointments
  • Daily copay
  • Tx # and DOS
  • Missed appointments
  • In insert type date, reason, if you called and outcome, your initials)
  • Redetermination
  • Treatment # week of
  • Provider
  • Dates of Approval
  • Number of approved treatments
  • Notes
500
  • Explain 
  •  Patient