Importing Case Data & CPT Codes

Below are instructions and a short video explaining how to submit MACRA case data and corresponding ASA and Surgical CPT code(s). 

 

Objective

  • Prepare and submit case data with corresponding ASA and Surgical CPT code(s) to Graphium.

Goals

  • Import and review first quarter ASA and Surgical CPT code(s) for your Graphium cases by April 30th. 

  • Import and review second quarter ASA and Surgical CPT code(s) for your Graphium cases by July 31st. 

  • Import and review third quarter ASA and Surgical CPT code(s) for your Graphium cases by October 31st. 

  • Import and review fourth quarter ASA and Surgical CPT code(s)for your Graphium cases by January 13th.

Directions

  1. Format CPT Import Files

  2. Import CPT File(s) to Graphium

  3. Review Data for Accuracy

Format CPT Import File(s)

  1. If your organization would like to utilize Excel, we highly encourage you to click here and download our Excel import template. However, please note: Excel file types (.xlsx) are not supported within the Graphium CPT Code Importer tool. Therefore, once you have created your Excel file, you will need to save it as one of the acceptable file types (.csv, .tsv, or .txt) before performing your import.

  2. Here are some key points to consider when formatting your “CPT Import” file:

    • Each “CPT Import” file must only contain data from a single facility. Note: if the facility has a high volume of cases, we recommend importing CPT data on a monthly basis. This will improve user experience and make managing results of the matching process much easier.

    • Each case must only appear once in the “CPT Import” file and must include all associated ASA and Surgical CPT code(s).

    • Please ensure header row (containing the column names) is not repeated throughout the file.
    • Data within the “CPT Import File” must be formatted correctly:

      • The ASA or Surgical CPT code(s) must contain 5 digits, including any leading 0's. For example, CPT code(s) should be entered as "00790" not as "790". In Excel, this can be formatted using a custom format of "00000".

      • Date of Service must be formatted as YYYY-MM-DD. In Excel, this can be formatted using a custom format of “yyyy-mm-dd".


      • Anesthesia Start Time must be formatted as HH:MM:SS. In Excel, this can be formatted using a custom format of “hh-mm-ss". Once selected,  please ensure times do not include AM/PM and there are no extra spaces before or after times.

Import CPT File(s) to Graphium

  1. Once you have properly formatted your CPT file and saved it as one of the acceptable file types, click here to log into the Graphium EMR Dashboard™. If you do not have access to the dashboard, please contact your organization's Administrator.

  2. Click on the settings icon in the upper right corner and then choose "Import".

  3. Click on "+ New Import".

  4. Click on the "CPT Import" button for the applicable year.

  5. Choose your applicable facility from the “Select Facility” drop down menu and then click "Create". Note: the title for your import will default to the filename you select, but you can enter a different title in the "TITLE" box provided.


  6. Click on "Upload data from file" and use the file explorer to locate your file for upload. Once you select the file it will automatically upload. If you prefer not to upload your data, you will need to manually enter the billing and case data on this page. Note: as mentioned above, you may upload any acceptable file type (.csv, .tsv, or .txt), with any number of columns, as long as it has ONLY 1 record per row. The next step will allow you to match your columns to Graphium's accepted data categories, and you'll be able to clean up or remove data before uploading.


  7. The column titles within your file may not match our system’s default categories. Therefore, you must “map” or match your unique column titles to Graphium's defaults. Your unique column titles will appear on the left side of each section. Choose the matching Graphium category from the drop down menu on the right side of each section and then  click "Review". Note: if a column contains no data, click "ignore this column".

  8. Use the toggle button in the top left labeled "Only show rows with problems" to review formatting issues found within your file (they will be highlighted in red). If you hover over a red cell, a description of the correct formatting guideline should appear. You can then double click the red cell and correct the formatting error. NOTE: this step ONLY highlights formatting errors, not data matching inaccuracies.


  9. Once you have corrected all errors, click "Continue". If you have a significant number of errors, you may choose to return to your original file, make all necessary corrections, and then re-upload the corrected file.

  10. The following pop-up will appear. Simply click Yes to begin your CPT file import.

Review Data for Accuracy

  1. From the import batch screen (referenced above within step 2 of the Import section) click on "View Details" next to your uploaded file.

  2. The import details for each form will appear. Pay attention to the “Status”, “Errors”, and “Actions” columns. The information within those columns determines your next step in the review process, as your data may need to be reprocessed, ignored, or edited.

  3. Below is a table which explains the Status of your record (in sequential order) during the importing process, as well as any Errors associated with that status, and the Actions you should take.

  4. Below are matching scenarios that will be attempted during import of your CPT file. Note: one of these scenarios must exist with complete accuracy in order for the cases within your file to be successfully matched to CPT code(s).

    • Graphium Form ID

    • Encounter Number + Date of Service + Anesthesia Start Time

    • Patient MRN + Date of Service + Anesthesia Start Time

    • Encounter Number + Date of Service + Surgeon NPI

    • Patient MRN + Date of Service + Surgeon NPI

    • Encounter Number + Date of Service + Anesthesia Provider NPI

    • Patient MRN + Date of Service + Anesthesia Provider NPI

    • Date of Service + Anesthesia Start Time + Anesthesia Provider NPI