ICD-10 Project Planning for Solo Practices – Part 4

[Note: On 2/16/2012, the 10/1/2013 deadline was suspended by HHS.  Look to later posts for the new deadline-updated 3/5/2012]

Now that we’ve looked at some of the components of our ICD-10 project, let’s get them organized.

Project components

So here’s a general list of things to complete for the ICD-10 conversion.  Your list may be different.

• Budget for ICD-10 conversion; training, operational changes, software uplifts, etc.
• Communication plan
• Staff training on ICD-10 code set and new documentation requirements; clinical staff, office staff, providers
• Super bill updated
• Training and job aids updated
• Practice management software upgraded with new ICD-10 code set
• Practice management software updated with new ICD-10s codes as used by practice
• EHR software upgraded with ICD-10 code set
• EHR software updated with ICD-10 codes as used by practice
• Other software/hardware updated as needed per office survey
• Non-HIPAA covered payer conversion timeline defined and plan in place
• Vender ICD-10 conversion plans defined in writing and plan in place
• Vender contracts reviewed and updated as needed
• Payer contracts reviewed and updated as needed
• Insurance policies reviewed and updated as needed
• Operational plan for reduced provider and biller efficiencies post-October 1
• Assessment of cash flow needs and challenges post-October 1

Timeline

For each of the items above, you’ll need to put them into a timeline.  If you don’t have project management software such as Microsoft Project, you can use an electronic spreadsheet such as Microsoft Excel.  One way to set it up is as follows.  [Note: Columns go across the screen, Rows go down the screen.]

Label column  “A”  as “Date”, then across the other columns list the  components such as Training, Super Bill update, EHR Update, and so on.  In the first field below “Date”, enter 3/1/2014, in the next field down enter 2/15/2014, then 2/1/2014, and so on until you get to 3/1/2012.  This will create a backwards counting calendar listing the first and fifteenth of each month.  Later, after your draft is completed, you can resort it so 2014 is at the end, and add additional dates as needed.  But for initial planning purposes, I find it helpful to think backwards from a project “live” date.  Also, you might want to highlight in red or yellow the row with the date “10/1/1013”, our “go-live” date.

Now you’re ready to fill in the dates for each step of each component. You’ll probably find that as you go through  the various components you’ll move other component pieces around, which is okey.  That’s the whole idea of this.  And don’t be afraid to put in a lot or a little information in the fields.  This is a planning document; you won’t be graded on it!  It is a living, breathing plan.  The key here is to get an initial plan in front of you.

Closing thoughts

Unless something changes, every medical practice, hospital, and health insurance payer is making the conversion to ICD-10 on October 1, 2013.  Those medical practices that plan ahead and don’t wait until the last minute will be fine.  Those that wait too long may have trouble getting the outside assistance they need from consultants, venders, and payers due to a high demand for services.  While poor planning probably won’t shut down a practice, it could have a very real impact on cash flow.

If you’re reading this and would like more information on what I can do to help you with your ICD-10 conversion or other issues at your practice, email me at info@boboakleyconsults.com, or call (515) 249-9011.

Straight ahead,

Bob