FREQUENTLY ASKED QUESTIONS ABOUT
ICD-10-CM
Version 10 - May 2014
Disclaimer: At this time, a new effective date for ICD-10-CM has not been established.
Please check with CMS for any additional information.
© eCLINICALWORKS, WESTBOROUGH, MA. ALL RIGHTS RESERVED.
Topics
Introduction _____________________________________________________ 4
eClinicalWorks Newsletter_____________________________________________ 4
Frequently Asked Questions about ICD-10-CM _________________________ 5
Will eClinicalWorks support ICD-10-CM codes before or after the effective date? 5
How will eClinicalWorks process unspecified codes? ________________________ 5
Is eCW dependent on other vendors for ICD-10-CM compliance?______________ 6
Does the application maintain a crosswalk between ICD-9-CM and ICD-10-CM
codes? _____________________________________________________________ 6
Can the crosswalk be customized, or can we load an external crosswalk into the
application? ________________________________________________________ 6
What phase of remediation is eCW in currently regarding ICD-10-CM? _________ 6
Have any risks been identified with meeting the compliance date? ____________ 7
How will eCW keep clients informed of ICD-10-CM and implementation
instructions? ________________________________________________________ 7
Will eCW store ICD-10-CM codes in the same field as the ICD-9-CM (Single-Field
Strategy) or will the codes be stored in different fields (Dual-Field Strategy)? ___ 7
Not all payers may be ready on/before October 1st; if this occurs, will a practice
still be able to submit ICD-9-CM codes to specific payers? ___________________ 8
How will the ICD-10-CM-compatible version interface with other applications? __ 8
Does the eCW application maintain a master set of ICD-10-CM codes internally
within master tables? ________________________________________________ 8
What reports within the eCW system currently utilize ICD-9-CM codes and how
will ICD-10-CM affect them? ___________________________________________ 9
Which reports will be added or modified to support ICD-10-CM codes? ________ 9
How will reports (including prompts, parameters, drop-lists, and menus) be
enhanced to support both ICD-9-CM and ICD-10-CM codes? ________________ 10
Will the embedded CodeCorrect and IMO apps within eCW also be ICD-10-CM
compliant? ________________________________________________________ 10
When will eCW provide a testing guide? ________________________________ 10
© eCLINICALWORKS, WESTBOROUGH, MA. ALL RIGHTS RESERVED.
INTRODUCTION
Has eCW scheduled testing on our system with our insurance payers? Will eCW
assist with testing claims adjudication with payers? _______________________ 11
Will a conversion of any ICD-9-CM data to ICD-10-CM data be required? If so, who
will perform the conversion—a vendor or client? _________________________ 11
Are additional vendor support services available?_________________________ 11
What types of professional services/training does eCW offer to clients to assist
them with 5010/ICD-10-CM transition? _________________________________ 12
What steps can clients take now to prepare for the ICD-10-CM implementation,
not only in the Practice Management modules, but also in the EMR modules?__ 12
Is eCW using the same segments in the interface that are currently being used by
ICD-9-CM codes to exchange ICD-10-CM information with other applications? __ 12
Are delivery and maintenance of the ICD-10-CM release covered under the client's
current maintenance contract? ________________________________________ 13
What additional hardware requirements are associated with ICD-10-CM-related
software changes? __________________________________________________ 13
Will additional training be needed for ICD-10-CM functionality in eCW? _______ 13
Appendix: Notices _______________________________________________ 14
Trademarks ________________________________________________________ 14
Copyright _________________________________________________________ 14
3
INTRODUCTION
Introduction
eClinicalWorks® Version 10 is ICD-10-CM compliant and currently available. The upgrade to
V10 is included in your current Support and Maintenance contract. Please refer to your
contract for specific information.
Version 10 includes two types of ICD-10-CM tools:
1. An ICD-9-CM to ICD-10-CM GEMs-based mapping tool is available for use within the
Progress Note and Billing/Claims windows. Simply enter any known ICD-9-CM code
and then select from mapped ICD-10-CM options. This mapping tool is also
available as a standalone utility for use in your implementation and education
efforts.
2. Additionally, eCW recommends using Smart Search (Powered by IMO®) to help
providers search easily for ICD-10-CM codes using text descriptions and keywords.
Smart Search may be a good fit for your practice. This additional product can be
activated using the eClinicalWorks On-Demand Activation tool, which is available
under the Admin band in the left navigation pane.
eCW will provide webinars on how to use our lookup tools; however it is important to note
that each practice is responsible for learning and understanding how to code using ICD-10CM before the effective date.
Be sure to view ICD-10 in Version 10 for more information about what V10 has to offer.
Testing of all third-party interfaces (lab Practice Management, etc.) will be required before
you can start using ICD-10-CM codes with your vendors. eCW is currently working directly
with our preferred third-party interface vendors and will inform you, through newsletters,
when the testing process has been completed.
eCW is testing claim formatting with our preferred clearinghouses. Our clearinghouses are
offering help in testing full-cycle with payers that make testing available.
For assistance with implementing the ICD-10-CM changes in your practice, contact
[email protected].
eClinicalWorks Newsletter
Subscribe to the eCW newsletter e-mailing list to stay informed about eClinicalWorks and
ICD-10-CM progress as the effective date approaches.
To subscribe to the newsletter:
Click the link available on the Customer Care Portal: https://my.eclinicalworks.com
OR
Click the link available on the eClinicalWorks website: http://eclinicalworks.com
OR
Use this direct link: eCW Newsletter
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FREQUENTLY ASKED QUESTIONS ABOUT ICD-10-CM
Frequently Asked Questions about ICD-10CM
Will eClinicalWorks support ICD-10-CM codes before or after the effective
date?
eClinicalWorks will include both ICD-9-CM and ICD-10-CM code sets in Version 10 of eCW
before and after the effective date, which is unknown at this time.
Tags: Effective Date, ICD Compliance
Back to Topics
How will eClinicalWorks process unspecified codes?
Entering a known ICD-9-CM code returns possible ICD-10-CM code(s), and the provider may
choose the appropriate code. If a one-to-one mapping is found, the ICD-10-CM code will
populate automatically in the Progress Note or Claim.
GEMs
The ICD-9-CM to ICD-10-CM conversion solution offered by eCW is based on GEMs (General
Equivalence Mappings); the crosswalk created by the Centers for Medicare & Medicaid
Services (CMS) and the Centers for Disease Control and Prevention (CDC). This tool was
created to aid with the forward and backward conversion of ICD-9-CM and ICD-10-CM
codes.
For more information on GEMs:
https://www.cms.gov/Medicare/Coding/ICD10/downloads/GEMs-CrosswalksBasicFAQ.pdf
IMO Smart Search
eCW is also collaborating with IMO® (Intelligent Medical Objects) to provide a list of
qualifiers to help users narrow their search for the correct ICD-10-CM code. If a user selects
an unspecified code, the system presents a list of qualifiers and related ICD-10-CM codes via
a blue hyperlink. Once the user selects the correct qualifier(s), the system narrows the list
to the specific code, and adds the selected code to the assessment list.
As users become familiar with ICD-10-CM, providers and billers will become more familiar
with the code set and will become knowledgeable enough to select codes directly from the
eCW-provided ICD-10-CM code list, eventually decreasing the reliance on mapping tools.
Tags: GEMs Conversion Utility, Third Party, IMO, Smart Search, and Clearinghouses
Back to Topics
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FREQUENTLY ASKED QUESTIONS ABOUT ICD-10-CM
Is eCW dependent on other vendors for ICD-10-CM compliance?

IMO Smart Search is prepared with both the ICD-9-CM codes and ICD-10-CM codes,
and will provide a crosswalk between the two sets.

There will be no changes from eClinicalWorks side of the interface. Based on the
practice’s selection of ICD codes within an encounter, the interface will send the
selected codes (whether ICD-9-CM and/or ICD-10-CM) in a single feed. For inbound
charge interface, you need to confirm that your vendor is sending the correct codes
to ensure billing is accurate.

Unlike the transition to ANSI 5010 electronic claim formatting, clearinghouses will
not be able to assist with code conversion. The primary role of clearinghouses is to
ensure that ICD-10-CM codes selected by the provider and/or biller are correctly
formatted before being passed on to payers.
NOTE: Practices must be sending electronic claims in 5010 format by the effective date as
ANSI X4010 does not support ICD-10.
Tags: IMO, Crosswalk, ICD-10-CM Code List, and Third-Party Vendor
Back to Topics
Does the application maintain a crosswalk between ICD-9-CM and ICD-10CM codes?
No. eCW hosts two crosswalks between ICD-9-CM and ICD-10-CM codes:

A GEMs Conversion Utility (supplied by CMS)

IMO (Intelligent Medical Objects) crosswalk. eCW stores this crosswalk within the
eCW application; however the data housed is not managed by eCW.
Tags: IMO and Crosswalk
Back to Topics
Can the crosswalk be customized, or can we load an external crosswalk
into the application?
eCW cannot support the ability to customize the crosswalks (GEMs and IMO) because eCW
merely hosts the crosswalks from these two external sources.
Tags: Crosswalk and Customize
Back to Topics
What phase of remediation is eCW in currently regarding ICD-10-CM?
eCW is currently in the Implementation and Testing phase of our ICD-10-CM project.
eClinicalWorks is conducting internal and external testing to make sure that an ICD-10-CM
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FREQUENTLY ASKED QUESTIONS ABOUT ICD-10-CM
code flows seamlessly from the Progress Notes, to a claim, and to other preferred thirdparty vendor interfaces (Labs, DI, etc.).
We strongly recommend each practice conduct their own testing with their preferred
clearinghouses, non-preferred clearinghouses, and payers before the effective date to
ensure a seamless transition.
Tags: Timeline and Phase
Back to Topics
Have any risks been identified with meeting the compliance date?
No risks have been identified at this time. eCW V10 is compliant with the ICD-10-CM
deadline. If you upgrade to eCW V10 before the effective date, you will be compliant with
ICD-10-CM. Your claims must be submitted in ANSI 5010 format. If you need help
converting from ANSI 4010 to 5010, please log a support case. Act now to avoid delays as
the deadline approaches.
Tags: Risk and Compliance date, Effective Date
Back to Topics
How will eCW keep clients informed of ICD-10-CM and implementation
instructions?
eCW will continue to send client notifications via newsletters on a periodic basis. These
notifications will include deadlines, implementation strategies, and any other
communication related to ICD-10-CM. A copy of these newsletters will always be accessible
from the my.eclinicalworks.com Customer Portal.
Tags: Newsletter, Broadcast, and Deadlines
Back to Topics
Will eCW store ICD-10-CM codes in the same field as the ICD-9-CM (SingleField Strategy) or will the codes be stored in different fields (Dual-Field
Strategy)?
eCW is following the Single-Field Strategy, in which the correct code (ICD-9-CM or ICD-10CM), based on the encounter date, is stored in one field.
Tags: Single-Field Strategy
Back to Topics
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FREQUENTLY ASKED QUESTIONS ABOUT ICD-10-CM
Not all payers may be ready on/before October 1st; if this occurs, will a
practice still be able to submit ICD-9-CM codes to specific payers?
Version 10 has been set up with a global effective date. For non-HIPAA mandated payers
who may not make the change on the global effective date, eClinicalWorks V10 provides an
insurance-level override; allowing you to set individual compliance dates by payer. Be
proactive – begin contacting your payers now, especially those not covered by HIPAA (such
as Auto and Liability insurers), to ask about their planned implementation date.
Tags: Insurance and Payers
Back to Topics
How will the ICD-10-CM-compatible version interface with other
applications?
eCW V10 saves ICD-10-CM codes in the same manner that it saves the ICD-9-CM codes. This
results in significantly lower risks to any interfaces that utilize these codes. No changes are
needed on the eCW side to support ICD-10-CM.
For inbound charge interfaces, please confirm that your vendor is sending the correct codes
to ensure billing is accurate.
Tags: Interfaces, Partners, and Vendors
Back to Topics
Does the eCW application maintain a master set of ICD-10-CM codes
internally within master tables?
Yes, eCW will ship ICD-10-CM codes as it did with the ICD-9-CM codes in V9.
Tags: ICD-10-CM Compendium
Back to Topics
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FREQUENTLY ASKED QUESTIONS ABOUT ICD-10-CM
What reports within the eCW system currently utilize ICD-9-CM codes and
how will ICD-10-CM affect them?
Reports Utilizing ICD-9-CM Codes
13.01 Daily Scorecard
13.02 Monthly Scorecard
41.09 Patient Analysis
Report
22.11 Monthly Scorecard
(same report, different
folder)
41.16 CPT *-Level ICD Codes
with Patient Demographics
39.01 Collections Report
Account Based
51.01 Analysis by Diagnosis
39.02 Collections Report
Claim-Based
43.02 Diagnosis Codes
51.02 Analysis by Diagnosis
with Age Group
51.03 Analysis by Diagnosis
with Age Group and Visit
Type
51.04 Analysis by Diagnosis
with ICD Group and Visit
Type
51.05 Analysis by Diagnosis
with Visit Type
52.01 Analysis by Diagnosis
(Dashboard)
52.02 Diagnosis Dashboard
Although these reports use ICD-9-CM codes, there will be no need to change your reports
after the transition to ICD-10-CM, unless you have custom reports. If you have custom
reports, identify these using Custom Reports and remediate as necessary. Contact
[email protected] if you need help modifying your reports.
Tags: Reporting
Back to Topics
Which reports will be added or modified to support ICD-10-CM codes?
All eClinicalWorks eBO® Canned Reports that currently support ICD-9-CM codes will be
compatible to support ICD-10-CM codes as well.
Tags: Reporting
Back to Topics
*
CPT © 2012 American Medical Association. All rights reserved.
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FREQUENTLY ASKED QUESTIONS ABOUT ICD-10-CM
How will reports (including prompts, parameters, drop-lists, and menus)
be enhanced to support both ICD-9-CM and ICD-10-CM codes?
All reports requiring diagnosis information will contain prompts for ICD-10-CM. Information
on ICD-10-CM will also be available as metadata for use in custom report creation. eCW will
provide documentation to identify standard reports that contain ICD codes. See the
preceding Reports table for a list of reports that currently include ICD-9-CM codes. The
corresponding ICD-10-CM codes must be added to their Reporting ICD-Groups to get
accurate data beyond the effective date.
Tags: Reporting
Back to Topics
Will the embedded CodeCorrect and IMO apps within eCW also be ICD-10CM compliant?
The ICD-10-CM integration with IMO is complete in eCW V10. eCW is currently working
with MedAssets® to ensure that integrated CodeCorrect edits reflect the use of ICD-10-CM
within claims. Development is expected to be completed well before the effective date.
Tags: CodeCorrect and IMO
Back to Topics
When will eCW provide a testing guide?
eCW currently has the ICD-10-CM in Version 10 Guide published on the
my.eclinicalworks.com Customer Portal. This guide covers all sections within eCW that
have been enhanced for V10, providing you with a comprehensive list of sections to be
tested as part your “ICD-10 in V10” testing plan.
eClinicalWorks recommends that organizations plan and begin testing well in advance in
preparation of the ICD-10 Go-Live date.
Tags: Testing Plan
Back to Topics
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FREQUENTLY ASKED QUESTIONS ABOUT ICD-10-CM
Has eCW scheduled testing on our system with our insurance payers?
Will eCW assist with testing claims adjudication with payers?
eCW is not a claims submitter, so is not able to conduct end-to-end testing of adjudication
results. eCW has successfully tested the formatting of claim batches with our preferred
clearinghouses (ClaimRemedi®, Emdeon®, Navicure®, and Gateway®/TriZetto®).
If you are using a non-preferred clearinghouse OR if you have a direct connection with any
payer, you may be able to test with that payer. Contact your non-preferred clearinghouse
or direct-connect payer for more instructions. You must be submitting in ANSI 5010 format
and be upgraded to Version 10 before you can test.
Tags: Insurance Payers
Back to Topics
Will a conversion of any ICD-9-CM data to ICD-10-CM data be required? If
so, who will perform the conversion—a vendor or client?
eCW will not perform an automatic conversion of ICD-9-CM to ICD-10-CM codes. The
conversion is mainly anticipated on existing workflows that include templates, Order Sets,
etc., to make sure that these features function properly when ICD-10-CM codes are used.
The timeframe for conversion depends on the amount of Order Sets, templates, etc., that
have been created on your database.
For more information refer to the ICD-10-CM in V10 Guide and contact eCW services at
[email protected].
Tags: ICD-9-CM to ICD-10-CM Conversion
Back to Topics
Are additional vendor support services available?
Yes. Professional services are available for practices requesting additional assistance with
the ICD-10-CM conversion process. For more information, please contact
[email protected] or refer to the Services tab within
my.eclinicalworks.com.
Tags: Professional Services and Training
Back to Topics
11
FREQUENTLY ASKED QUESTIONS ABOUT ICD-10-CM
What types of professional services/training does eCW offer to clients to
assist them with 5010/ICD-10-CM transition?
eCW offers many consulting options aimed at streamlining implementation of ICD-10-CM,
while improving your day-to-day operations and minimizing impact on your A/R. Based on
your needs and a thorough analysis of your practice, an Account Manager will create a team
of subject-matter experts best able to address your requirements and budget.
Contact [email protected] for more information or refer to the
Services Tab under my.eclinicalworks.com.
Tags: Professional Services and Training
Back to Topics
What steps can clients take now to prepare for the ICD-10-CM
implementation, not only in the Practice Management modules, but also
in the EMR modules?
Users are encouraged to find the equivalent ICD-10-CM codes for the ICD-9-CM codes
currently stored in the system within the templates, Order Sets, Superbills, etc. This
proactive step will help in easy conversions once V10 is implemented. Another important
component of ICD-10-CM readiness is making sure you are current on your Content
Updates.
If you need help streamlining your implementation of ICD-10-CM, please contact
[email protected] for more information or go to the Services
Tab on my.eclinicalworks.com.
Tags: Prep for V10, Prep for ICD-10-CM, and Build Process
Back to Topics
Is eCW using the same segments in the interface that are currently being
used by ICD-9-CM codes to exchange ICD-10-CM information with other
applications?
There are no special upgrades required for your interface to function. eCW will use the
same current HL7 format and will send the ICD-10-CM codes to the same location where the
ICD-9-CM codes were previously being sent.
Tags: Interface Format and Interface Upgrade
Back to Topics
12
FREQUENTLY ASKED QUESTIONS ABOUT ICD-10-CM
Are delivery and maintenance of the ICD-10-CM release covered under
the client's current maintenance contract?
Delivery and maintenance of ICD-10-CM codes are included in your support and
maintenance contract as long as your service contract is up to date.
Tags: Delivery of V10, Support, and Maintenance
Back to Topics
What additional hardware requirements are associated with ICD-10-CMrelated software changes?
eCW does not anticipate any additional hardware requirements for ICD-10-CM.
Tags: Hardware Changes
Back to Topics
Will additional training be needed for ICD-10-CM functionality in eCW?
No, additional training is not needed for ICD-10-CM functionality of V10. The new ICD-10CM codes will work similarly to the ICD-9-CM in V10 of eClinicalWorks. eCW does not train
on ICD-10-CM.
Note: eClinicalWorks V10 has many other enhancements, such as Meaningful Use Stage 2
compliance, and additional training is recommended. eCW offers free training in the form
of Webinars and recorded Webinars. To obtain additional eCW training resources, e-mail
the Professional Services Team at [email protected], or contact
your eCW Strategic Account Manager (SAM).
Tags: ICD-10-CM Training
Back to Topics
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FREQUENTLY ASKED QUESTIONS ABOUT ICD-10-CM
APPENDIX: NOTICES
Trademarks
eBO
eClinicalWorks®
eClinicalWorks and eBO are registered trademarks of eClinicalWorks, LLC. All other
trademarks or service marks contained herein are the property of their respective owners.
Current Procedural Terminology (CPT®)
CPT is a registered trademark of the American Medical Association.
ClaimRemedi®
ClaimRemedi is a registered trademark of ClaimRemedi Inc.
Emdeon®
Emdeon is a Registered Trademark of the Emdeon Corporation.
Gateway EDI®/TriZetto®
Gateway EDI and TriZetto are registered trademarks of TriZetto.
IMO®
IMO registered trademark is owned by Intelligent Medical Objects, Inc.
MedAssets®
MedAssets is a registered trademark of MedAssets, Inc.
Navicure
Navicure is a registered trademark owned by Denny, Jim, M. McCahill.
Copyright
CPT Copyright Notice
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FREQUENTLY ASKED QUESTIONS ABOUT ICD-10-CM
CPT © 2012 American Medical Association. All rights reserved.
Fee schedules, relative value units, conversion factors and/or related components are not
assigned by the AMA, are not part of CPT, and the AMA is not recommending their use. The
AMA does not directly or indirectly practice medicine or dispense medical services. The
AMA assumes no liability for data contained or not contained herein.
MedAssets Copyright Statement
MedAssets® is a registered trademark of MedAssets, Inc.
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