Jane's Guide Here's all the help you need to use Jane.

Adding CPT & Diagnosis Codes to Charts (US)

Jane’s goal is always to be helpful, and when it comes to documentation and insurance billing, that means being thorough, compliant, and efficient.

That’s why we’ve built a feature for our US clinics that allows you to add CPT and Diagnosis codes to your Chart Entries and to your appointments at the same time! Let’s take a look. 👀

Follow along with Alex in the video below, or scroll down to read step-by-step instructions.

Step 1: The Basics

Step 2: Beyond the Basics

Step 3: Billing Like a Boss

I want to use the same codes as last time:

I often use the same codes together:

Step 1: The Basics

🧑‍💻 Adding CPT and Diagnosis codes to your Chart Entries

In any Note field of a client’s Chart Entry, you can type the ‘#’ key followed by a Diagnosis or CPT code. You can type the code itself (ex. M54.5) or words you know are associated with it (ex. low back pain). As you begin to type, Jane will open a drop-down menu of available codes. Any of your starred codes will appear at the top of the list.

You can select your code from the list by clicking on it or using the ⬆️ ⬇️ arrows and Enter key on your keyboard. When you select your code, two things happen:

  1. The code is now part of the Chart Entry and will appear in text when you export it.
  2. The code will be added to the Edit Billing Codes area at the bottom of the Chart Entry.

🚀 Selecting and sending codes to the appointment

Once you’ve added all your CPT and Diagnosis codes to the chart, you can head down to the bottom of the entry and click the blue Edit Billing Codes text.

When this opens up, you can:

#1: Arrange your CPT and Diagnosis codes in the order you’d like to bill them by grabbing and dragging the grey symbol beside each code.

#2: Select the codes you’d like to send to the appointment to be billed by using the Select All checkbox at the top or the checkboxes next to each individual code.

#3: Adjust the number of units of each CPT code you’ll be billing as needed.

#4: Click Update Billing to send your selected codes to the appointment!

Jane will add a green checkmark ✅ next to any codes that are attached to the appointment, and you can double-check them by clicking the Manage Insurance Info button. This will open up the Appointment Panel, where you can add modifiers, any billing codes that you don’t need to have in your Chart Entry, and the client’s primary or secondary policies.

If you add anything to the Appointment Panel that doesn’t appear in your Chart Entry, Jane will give you a friendly nudge to let you know things aren’t matching up.

If you’re okay with that, you can ignore it. If you’d like to add it to your chart, you can pop back up to any appropriate Note field and use the # key to type the missing code(s) in.

📍Important: if you click Update Billing in the Edit Billing Codes section of the chart, any codes on the appointment that aren’t in your Chart Entry will be removed and replaced with the selected codes from your chart.

Step 2: Beyond the Basics

✍️ Adding codes to signed Chart Entries

Even after a Chart Entry has been signed, you can adjust the CPT and Diagnosis codes from the Edit Billing Codes area. If you need to add any additional codes, though, you’ll need to use the Amend button at the bottom of the entry.

This will allow you to add a new Note field to the signed entry, and you can use the # to add any missing codes in that field. You can then sign your Amendment, and head down to the Edit Billing Codes area if you want to select the new code(s) and Update your Billing for the appointment.

💸 Editing codes on paid visits

If you want to adjust the CPT or Diagnosis codes on an appointment that has been paid for, you can do this in the Edit Billing Settings section of the Chart Entry by toggling on Allow Editing. Keep in mind, you’ll be editing an invoice that has already been paid. For more on that, you can check out this guide.

Step 3: Billing Like a Boss

Ready to level up your billing game? These tips and tricks will help you harness the power of billing codes in charts to make sure your documentation is compliant and your insurance billing is quick and efficient.

🧬 Duplicating Chart Entries

This is one of our favourite tricks for speedy charting. If you’re seeing a client for the same issue as their previous appointment, you can Duplicate their last Chart Entry to create an unsigned copy of that chart!

This will bring all those billing codes you added for their last appointment to the new Chart Entry. You can edit them as needed, and then hop down to the Edit Billing Codes section to select the codes you’d like to bill for the appointment.

📌 Pin your Billing Codes

If you want to use the same codes for a client that you used at their last visit, but don’t want to duplicate the entire Chart Entry, you can find the Note field with those codes and use the Pin to keep those at the top of the chart.

Once you have your billing codes Pinned, you can click the ‘+’ sign on that card at the top of the chart to create a new Chart Entry that will have those codes ready to go.

When that opens up, you can hover your mouse over the Note field, click on the 3 dots on the righthand side, and then use the ‘+’ button to add in your usual Chart Template or additional Chart Items.

When you’re ready, pop down to the Edit Billing Codes section to arrange and select the codes you’d like added to the appointment!

💪 Setting up pre-filled Chart Templates

This one takes a bit of time to set up, but will definitely save you time in the long run!

If you head into your Staff Profile and over to your Chart Templates, you can either Edit an existing template or Create a new one.

If you’re someone who has Chart Templates that are quite specific to each type of appointment (ex. Low Back Pain Assessment template), you can add the relevant CPT and Diagnosis codes that you usually bill straight into your existing template.

This way, when you select that Template to create a New Chart Entry, all of your frequently used billing codes will already be there! You can add all the likely codes you may want to bill and delete any unnecessary ones while you’re charting, or just add the codes you bill most frequently.

If you’re someone who has more generic Chart Templates (ex. Initial Assessment and Follow Up), you can create small Chart Templates with specific code sets that you bill together most often. Then, while you’re charting, you can add one of those Templates to your Chart Entry based on your work with that client.

If you don’t usually add to your Chart Templates, this guide offers a tip on Charting with Modules.

That’s all, folks! If you’d like any help at all getting set up or adjusting your workflow to take advantage of this feature, please don’t hesitate to reach out! We love chatting with you. 💙

Subscribe to our monthly newsletter.