How to Get Ready for ICD-10

Healthcare is continuously experiencing innovation and transition. The anticipated implementation of ICD-10 on October 1 is a prime example. Healthcare leaders must ensure their organizations are prepared for this significant change. This includes hospitals, home healthcare organizations, outpatient facilities and accountable care organizations. While this transition may appear daunting, the following are some factors to consider to help alleviate angst.

Communications—Frequent communication regarding the status of the organization’s transition to ICD-10 is important. Include updates in newsletters and advertise that the transition is in progress by posting notices throughout facilities, especially in areas that have high traffic. Conduct in-person meetings so that stakeholders such as physicians, coders, health information managers and administrators can review any updates and discuss the overall status of ICD-10 and plan for the next steps.

Training and practice—Training will be essential. The amount and frequency will vary based on the staff being trained and their roles. Training may need to be scheduled daily for some staff, while weekly sessions may be sufficient for others.

Time for practice, especially for coders, is important. To accomplish this while still using ICD-9 codes, creative schedules may be necessary. Consider having one coder use ICD-10 codes for a day while the remaining coders focus on current cases using ICD-9 codes. Another option is to have coders use ICD-10 codes for one hour per day or during set times throughout the day. Practicing with the actual codes you’ll be using will help identify documentation gaps.

Queries and templates—ICD-10 data queries and reporting templates should be updated as soon as possible. Reporting template update training will be needed. Consider scheduling physician and ancillary staff training separately, with physician training focused on the content that directly applies to them.

Staff retention—Transitioning to ICD-10 may frustrate some staff. Explore retention strategies. Examples may include a commitment to keep employees employed for a year following ICD-10 implementation, bonuses, salary adjustments, and the option to work from home. If resignations are anticipated or occurring, it will be necessary begin the hiring process while simultaneously ensuring current ICD-9 claims are being processed. It may be necessary to outsource coding during the transition.

Testing—Perform end-to-end testing with payers before going live. This will assist in identifying potential risks as well as which ICD-10 codes are working correctly. Focus on processes such as claims submission, eligibility verification and quality reporting.

Budget—ICD-10 implementation will have a potential budget impact ranging from tens of thousands of dollars for small facilities to millions for larger institutions. Factors include technology upgrades, training, testing and vendor contract renegotiation. Budget and strategy plans must be in place to address incorrect reimbursement, delays in payment, productivity losses and overtime.

By being proactive, healthcare leaders can support the successful transition to ICD-10 while minimizing negative financial and staffing impacts.

Paul Murphy, MS, MA, EMT-P, has administrative and clinical experience in healthcare organizations.