Procedures and procedure codes (CPT) play a crucial role in PsyTrace. Each
encounter is required to have an associated procedure code for both billing and tracking of
workload. Procedures are also billable or not billable. Billable procedures are CPT codes
that reflect interaction with the client during the encounter, e.g., Individual therapy,
Group therapy, Medication management, etc. Non-billable procedures are Telephone contacts,
No shows, Cancellations, etc.
Ideally, the L_Procedure table will have the appropriate entries to reflect both billable
and non-billable “procedures”. For example the procedure code for a telephone
conversation between a clinician and a client could be “TelCon”, for a cancelled
appointment (for an encounter) it could be “Cancel”, and for a no show (for an
encounter) it could be “NoShow”.
Assuming that non-billable entries are filed as “encounters” with the
appropriate procedure code, the TelCon, NoShow, and Cancel “encounters” will
appear in the proper chronological order, as part of the list of encounters.
PsyTrace also allows for the entry of multiple procedures, diagnoses, and
providers per encounter. The instructions for this capability are in the
Procedures_Multiple page.
Warning. Never delete or rename a particular procedure!!!
If the procedure is linked to an encounter, the encounter will become invisible! When a
procedure is no longer needed it should simply be marked as not active.
Note. The clinician that notices a particular procedure is missing from
the list must contact the system administrator and ask that the missing procedure be added
to the list.