Maintain Location Codes

With the Maintain Location Codes function you can review information for a specific code, add new codes to the table, change the information for existing codes, print the table, and inactivate or reactivate a code.

You can also maintain up to five Place of Service Code equivalents to be used for various insurance carriers. This can be helpful if an insurance carrier requires claims to be submitted using different place of service codes than defined by the Centers for Medicare and Medicaid Services (CMS). For example, CMS's code for 'Provider's Office' equals '11', but you may have an insurance carrier that uses their own internal list of codes and they may define 'Provider's Office' as '5'. To accommodate this situation, you could define one of the Equivalent Insurance Carrier Names in the CGM webPRACTICE Integration Options function for that carrier. Then, within the Location code you have defined for 'Provider's Office', select '5' in the Place of Service Code field for that carrier.

Upon accessing this function, the Maintain Location Codes screen displays containing blank data fields.



Data Field Information
Prompt Response Req Len
Location Code Type the code you want or click the magnifying glass to search the table. This code cannot begin with a zero. 6
Location Name Type the name of the location. 60
Printing Name The location name to print on CMS claims.   27
Address Line One Type the address for this location.   25
Address Line Two Type any additional address information for this location.   25
Zip Code Type the zip code.   10
City Type the city.   20
State The state automatically populates based on the Zip Code entered, or you can select one from the list. A Validate Address button is provided to the right of the field.   25
Country Code Select a country from the Country list.   2
Subdivision Type the country subdivision code, or select one from the list, when the country in the address is outside the United States, its territories, or Canada and has country subdivision codes.   3
Phone Number Type the phone number for this location.   20
Fax Number Type the fax number for this location.   20
Override Ins. Billing If you always want to file charges for this location to insurance, select this check box.   1
HCFA Place of Service Code Select the Place of Service code to use on insurance claims for this location. This is the standard code used for carriers that do not have their own equivalent defined below. For more information see the Equivalent Code help section under Introduction, System Processes.   5
MEDICARE Place of Service Code Select the Place of Service code to use on insurance claims for this equivalent insurance carrier. For more information see the Equivalent Code help section under Introduction, System Processes.   5
BCBS Place of Service Code Select the Place of Service code to use on insurance claims for this equivalent insurance carrier. For more information see the Equivalent Code help section under Introduction, System Processes.   5
DMERC Place of Service Code Select the Place of Service code to use on insurance claims for this equivalent insurance carrier. For more information see the Equivalent Code help section under Introduction, System Processes.   5
Medicaid Place of Service Code Select the Place of Service code to use on insurance claims for this equivalent insurance carrier. For more information see the Equivalent Code help section under Introduction, System Processes.   5
UB Billing If this location sends UB (Institutional) claims, select this check box.   1
UB Type of Bill Type the type of bill code for this location, if a location requires a type of bill other than the default set in the UB-04 Integration screen. You can enter any code up to four alphanumeric digits.   4
UB Location Equivalent If an Institutional (UB) claim needs to switch to a location other than the one entered in Procedure Entry, type the location code that the claim should use.   3
Medicare Prov/Facility Number Type the provider/facility number for this location, if applicable.   15
Medicaid Prov/Facility Number Type the provider/facility number for this location, if applicable.   15
BC Prov/Facility Number Type the provider/facility number for this location, if applicable.   15
Tax ID Number Type the Tax ID Number for this location, if applicable. This field is informational only and is not utilized by other functions.   12
Location NPI Number Type the NPI number for this location, if applicable.   10
CLIA Number Type the CLIA Number, if applicable to this location.   30
Mammography Certificate Type the Mammography Certificate Number, if applicable to this location.   30
Fee Schedule Select the Fee Schedule option applicable to this location.   1
Suppress Encounter Community Health Centers only - If procedures posted for this Location code are not considered encounters, select this check box.   1

NOTE: If you are adding Location (Place of Service) Code 12 for the Patient's Home, you must type something in the Address Line One, City, State and Zip Code fields or the claims will appear on the exceptions reports for Invalid Location Address. You should also type a 12 in all of the Place of Service Code equivalent fields.

After you Save the code, the information refreshes on the screen.

Inactive Codes - If you select a code that has been inactivated, CGM webPRACTICE displays the existing information for the code but the data fields will be unavailable and you cannot make any changes. Reactivate will be the only active function in the Action Column. You must reactivate the code before you can change any of the data stored for the code.

If you are the System Manager for CGM webPRACTICE, you should limit access to the Maintain function to select staff members. You should also provide guidelines (customized to your practice) to these staff members for entering table data in a consistent manner. This should protect the integrity of your table information.

Use the Action Column functions to edit or create codes. To create new codes or edit existing codes in the table, a user must have the Allow Table Update check box selected in Maintain Users under System, User Management, and be given the appropriate security level. For additional information about security levels, see the Function Security Menu under System, User Management. For setting up user codes, see Maintain Users. If the Maintain function is accessed and the user is not authorized to 'Allow Table Update', the New, Inactivate, Reactivate, and Save functions in the Action Column will be unavailable. These functions will appear dimmed on the screen and the user will only be allowed to Review codes. If the user does not have the appropriate security level to access the Maintain function, codes can also be reviewed using the Review a Location Code function.

Action Column Functions
The Action Column functions are provided so you can perform multiple functions quickly and efficiently from within the Maintain function.

Select - Displays a new screen with blank data fields so you can select another code.

New - Displays a new screen with blank data fields so you can enter the information for a new code.

Next - Displays the next code in the table. If you are viewing the last code in the table and click Next, CGM webPRACTICE returns to the main Tables menu. If you make changes to the table and click Next, the changes will not be saved. You must click Save to save the changes before proceeding to the next table item.

Previous - Displays the previous code in the table. If you are viewing the first code in the table and click Previous, CGM webPRACTICE returns to the main Tables menu. If you make changes to the table and click Previous, the changes will not be saved. You must click Save to save the changes before proceeding to the previous table item.

Print - You can print all or part of the contents of the table. For additional information on printing, see Print the Location Code Table.

Inactivate - Immediately inactivates any active code currently displayed on the screen. When you inactivate a code in the table, it is not actually removed from the table but is assigned an inactive status. CGM webPRACTICE needs to retain information about the inactivated code for any data that was previously entered with that code. After a code has been inactivated you cannot use it for any data entry operation. An entry will be logged in the Changes to Table category in the System Log under System, File Maintenance, Look-Up Functions.

Reactivate - Immediately reactivates any inactive code currently displayed on the screen and allows it to be used in data entry again.

History - Displays the change history for the code currently displayed on the screen.