Billing updates for 2025

To support the updates to the Current Procedural Terminology (CPT) codes for 2025, we made several changes to the Billing and Charge Capture screens, effective for appointments on or after January 1, 2025.

New billing code for genetic counseling services

Code 96041 will replace code 96040 to meet the updated reporting requirements for medical genetics and genetic counseling services.

96041 Genetic Counseling will be displayed under the Additional Codes section (callout 1) when selecting codes during the billing process.

After selecting 96041 Genetic Counseling, a drop-down menu (callout 2) will appear so you can choose from the following time-based units:

• 16-45 minutes: 1 unit (default selection)

• 46-75 minutes: 2 units

• 76-105 minutes: 3 units

• 106-135 minutes: 4 units

NOTE: You must select a time-based unit to save the billing code.

Once the code is saved, the patient’s Charge Capture Report will include 96041 Genetic Counseling (callout 3). The report will display the code, selected time-based unit, and description for the captured charges.

Additional billing code added for COVID-19 vaccines

When administering any of the COVID-19 vaccines listed below from the MAR > Nursing Care tab, the system will automatically record code 90480 alongside the corresponding vaccine billing code in the Charge Capture Report (callout 1):

Billing Code	Vaccine
91320	COVID Vaccine (Pfizer) (PF) IM (12 yrs & older)
91318	COVID vaccine (Pfizer) (PF) IM (6 months thru 4 yrs) (EUA)
91319	COVID vaccine (Pfizer) (PF) IM (5 yrs thru 11 yrs) (EUA)
91322	COVID vaccine (Moderna) (PF) IM (12 yrs & older)
91321	COVID vaccine (Moderna) (PF) IM (6 months thru 11 yrs) (EUA)
91304	COVID vaccine (Novavax) - adjuv-matrix (PF) IM (12 yrs & older) (EUA)

Removal of depreciated E/M Codes

In compliance with the 2025 CPT Code Set guidelines, several outdated E/M Codes will be removed from the Billing Screen to ensure adherence to the latest coding standards and eliminate the use of obsolete codes.

Key updates

1. The following E/M Codes will no longer be available for selection under the Additional Codes section for appointments on or after Jan. 1, 2025:

   • 96040

   • 99441

   • 99442

   • 99443

   • G2012

2. For appointments with dates of service (DOS) before Jan. 1, 2025, these codes remain visible, accessible, and selectable in the Billing Screen and Charge Capture Report.

3. Providers can continue to make corrections to these codes in a patient’s Charge Capture Report within the following timelines:

   • Additions: Up to 12 months from DOS

   • Corrections: Up to 24 months from DOS

   • Billing Revisions: Up to 72 months from DOS

NOTE: On Dec. 6, 2024, CMS published the following Appropriate Use Criteria modifiers will expire at the end of 2024: MA, MB, MC, MD, ME, MF, MG, MH, and QQ. iKnowMed will remove these modifiers in a future release in January. Until this time, please refrain from using them starting Jan. 1, 2025.

Improved clinical notes behavior to prevent unexpected lockouts

We’re addressing the behavior that impacted users preparing clinical notes for upcoming patient visits.

Previously, users encountered a warning message when attempting to complete a draft note. The message stated that the editing session was canceled by another user and all edits would be lost unless copied to another application. This message appeared intermittently, even though no other users were accessing or editing the note.

With this update, the system will verify the clinical note session information and ensure that the same user who authored the note can return to edit without triggering a lockout. This enhancement streamlines the editing process and eliminates interruptions, improving the overall user experience.

Enhancements to the Orders Worklist

We’re introducing updates to the new Orders Queue to improve role-based workflows and streamline tracking, ensuring that orders are completed efficiently and on time.

Prioritize orders that require immediate action

In the Orders Worklist, when sorting by Perform Date (Reverse Chronological) or Perform Date (Chronological), the date displayed on the patient card is the earliest perform date for the batch of orders for that patient (callouts 1 and 2).

This enhancement can help schedulers focus on the most urgent tasks and minimize the risk of missing critical orders.

Cleaner queue with suppressed regimens

To reduce clutter, regimens marked as suspended, discontinued, or held will no longer appear in the queue.

This change simplifies workflows for users, such as clinical pharmacists, and reduces unnecessary reviews of non-active regimen orders.

NOTE: Suspended and discontinued regimens already present in the queue will not be removed. However, moving forward, these regimens will no longer populate the queue.