Why Can’t I See the Billing Code I Need?

If you do not see the billing code that you need or you do not see any billing codes at all, there are a few things that you can do to resolve the issue.

First, and most common issue, is the client services page. The system populates billing codes for you based on the Client Services page of each client - pictured below. The client services page works as a filter for billing codes.

All four parts of the client service can have an impact on what billing codes you see when creating a new client session.

1. Yellow: Start and End Dates for the service. If you choose a session date that does not fall within a client service start and end date, you will not be able to choose a billing code. *We recommend not giving client services end dates until you are certain services will no longer be provided.

2. Purple: Service Type. In order to see billing codes for a certain service, there must be a service in the client's services page that those codes fall under. For Example: If the service is listed as Therapeutic Beh. Services (TBS), you would not see codes for Comm. Psych. Supportive Tx (CPST). 

3. Red: Staff. Multiple staff people can be assigned to a client at one time, and one staff person can be assigned to the same client for multiple different services. A staff person must be assigned to a service for the client in order to create a session for that client. 

4. Green: Role. This field can also impact what billing codes are shown. For example: If Aaron Smith's role had been "Administrative Staff," he would not be able to see any billing codes when creating a session. This is because administrative staff are not authorized to bill therapy. *In some states, the role chosen can affect what modifiers the provider will see when creating a client session

If the client services page is correct, make sure that you are selecting the correct information for the following fields on the Client Service Add page:

1. Correct Service

2. Correct Date (which falls between the start and end date of the service selected).

If all of the above information is correct, check in with your system controller or supervisor to make sure the code you're looking for has been added to your agency's billing code list.

*It is the responsibility of the provider/agency to request billing code or code modifier additions.