Medical Billing and Coding Template
This patient encounter form integrates medical coding sections to streamline the process of documenting patient visits and simultaneously capturing relevant medical codes. It has dedicated sections to include patient information such as their name, address, and date of birth, along with sections for potential interventions and their appropriate medical codes. Used with Heidi, this template allows clinicians and medical coders to easily:
- Capture essential patient and insurance details, including demographic information, payor data, visit date, provider information, and reason for visit.
- Identify the correct CPT or HCPCS modifiers for services rendered such as routine check-ups, diagnostic procedures, and E/M services, alongside vitals, lab orders, referrals, and physician notes.
- Outline clear financial details like total charges, copays, other payments received, and the final balance due.
What is Medical Billing and Coding?
Medical billing and coding refers to the process of translating a patient’s clinical encounter, typically captured through detailed documentation such as progress notes, assessments, or treatment plans, into standardized alphanumeric codes used for insurance claims, reimbursement, and medical recordkeeping.
Medical coding is the first step in this process. It involves reviewing the clinical documentation, including diagnoses, treatments, or procedures, and converting them into standardized codes used across the healthcare system. These include ICD-10 codes for diagnoses, CPT codes for medical procedures, and HCPCS codes for services and supplies.
Medical billing then uses medical codes to create and submit claims to insurance companies or relevant government organizations for reimbursement. This process involves the generation of invoices based on the codes assigned by medical coders, ensuring accurate billing so healthcare providers can be properly compensated for their services.
In this article, we’ll talk about the impact of medical billing and coding in healthcare practices, share examples of medical billing and coding systems used today, provide tips on how to perform medical billing and coding efficiently, and most importantly, share free and ready-to-use medical billing and coding templates for your daily practice.
The Impact of Medical Billing and Coding
The practice of medical billing and coding emerged as global healthcare became more complex and insurance-based. As the number of healthcare and insurance providers grew globally, it became necessary to standardize how services are documented, billed, and reimbursed to ensure that the healthcare system operates fairly and sustainably.
Without a shared language, a complex global system would constantly run into errors and miscommunications. At this scale, even minor inaccuracies can have devastating effects on both providers and patients.
What Happens When Medical Billing or Coding Goes Wrong?
Consider this sample scenario: A 64-year-old patient underwent a routine outpatient procedure, but was accidentally assigned the wrong CPT code by a rushed coding team.
Unfortunately, the incorrect code applied happens to be for a far more complex inpatient surgery. The patient’s insurer flagged the claim as suspicious and denied payment pending investigation. As a result, the patient was shocked to receive a bill for over $14,000 and also had their follow-up care delayed due to the confusion over coverage.
The clinic, unaware of the coding mistake until weeks later, had to spend hours manually correcting the claim, appealing the denial, and communicating with both the payer and the frustrated patient.
What started as a minor documentation error, snowballed into lost revenue, administrative overload, and a damaged provider-patient relationship.
Examples of Medical Billing and Coding Systems
Different coding systems are used for different aspects of care, such as diagnoses, procedures, non-physician services, and equipment and supplies. Let’s discuss the most commonly used systems today:
ICD-10-CM (International Classification of Diseases, 10th Revision, Clinical Modification)
Commonly just referred to as ICD-10, this coding system, maintained by the Centers for Disease Control and Prevention (CDC), is used to classify diagnoses and conditions using an alphanumeric code structure. For example, types of iron deficiency anemia are generally coded D50, while diseases of the spleen are generally coded D73.
CPT (Current Procedural Terminology)
CPT codes, maintained by the American Medical Association (AMA), are used to describe medical, surgical, and diagnostic procedures. Unlike ICD-10 codes, CPT codes use a 5-digit numeric structure.
For example, CPT code 99213 refers to an office or other outpatient visit for the evaluation and management of an established patient. The payments and reimbursements healthcare providers receive are directly linked to the CPT codes on their medical bills.
HCPCS Level 2 (Healthcare Common Procedure Coding System)
HCPCS codes are maintained by the Centers for Medicare and Medicaid Services (CMS), and are used to indicate non-physician services, medical equipment, and supplies. It follows an alphanumeric format where codes start with a letter followed by 4 numbers e.g., E0100 = standard cane. These codes are often used in conjunction with CPT and ICD-10 codes to complete a claim.
SNOMED CT (Systematized Nomenclature of Medicine - Clinical Terms)
Maintained by SNOMED International, SNOMED CT is a comprehensive, multilingual terminology system used primarily for capturing and storing clinical information in electronic health records (EHRs). Unlike ICD-10 or CPT, it’s not designed to directly aid medical reimbursement and claims. Its main purpose is to ensure that computers and providers understand clinical data in the same way through semantic interoperability.
SNOMED CT’s standardized terminology enabled advanced clinical analytics, decision support, and AI tools like Heidi to work more effectively with structured data.
Shanan Nelson, Director and Senior Physiotherapist at SANA Physiotherapy, faced the challenge of balancing his clinical responsibilities with administrative duties. "I was completing 12-13 hour days every day, and I’d still have seven or eight notes to write when I got home. It was draining," Nelson shared.
After discovering Heidi, he saved 4-5 hours per week, allowing him to reduce the time spent on manual documentation by 6-7 hours. "Patients love the personal touch in the summaries, and I can easily remind them of small details like a pet or a family member’s job change, which strengthens the connection," he added.
How to Perform Medical Billing and Coding Efficiently
With Heidi, our AI-powered medical scribe, you can replace manual medical billing and coding with a more efficient, automated process. Below is a short guide to performing medical billing and coding with Heidi:
Conclude a Patient Encounter or Client Appointment
After Heidi processes your text post-patient encounter, it will automatically generate related SNOMED-CT and ICD-10 codes based on the clinical details documented. Codes appear alongside your findings, diagnoses, and treatment plans, giving you full control to confirm, adjust, or remove them before finalizing your note.
Review Codes
A “Generating codes” progress indicator will appear once you conclude a patient encounter, and once it finishes, the total number of suggested codes will be displayed. Simply click it to open the Review codes sidebar. Once it opens, you will see that each code appears as a card which lists its description, ID, and code set type (SNOMED-CT or ICD-10).
Additionally, you will see that codes are sorted by relevance and have indicators to show if they are billable. To confirm the supporting evidence behind Heidi’s code suggestion, click the waveform icon within the code’s info to review which part of your note triggered it.
Confirm Codes
After reviewing them, you can confirm individual codes by checking the box on each relevant code card. You will see that the indicator changes color based on your progress:
- Red indicates no codes have been confirmed.
- Orange indicates some codes have been confirmed.
- Green indicates all codes have been confirmed.
If a suggested code isn’t suitable, simply hover over it and click Replace, then use the search bar to find a more appropriate code. Currently, you can search through either SNOMED-CT or ICD-10 code sets, depending on your needs. You can also click on Add a new code in case the one you need doesn’t appear on the list.
Medical Billing and Coding Template Example
Easily Perform Medical Billing and Coding with Heidi
Applying medical codes, while essential, can be tedious and error-prone if done manually. Here’s how Heidi improves your medical billing and coding practices:
- Improves Accuracy via Automated Code Suggestions – Heidi analyzes clinical notes in real-time and suggests the most relevant ICD-10 and SNOMED-CT codes, minimizing human errors often caused by manual coding.
- Saves Time and Streamlines Workflow – By automatically generating coding suggestions directly within the documentation process, Heidi eliminates the need for manual code searching; allowing clinicians to focus on patient care.
- Enhances Revenue Management – Better coding accuracy means faster claim submissions, reducing delays, rejected claims, and costly rework.
Heidi complies with jurisdiction-specific regulations, ensuring data localization for customers in Australia, Canada, the United States, the United Kingdom, and beyond. Read more about our patient safety and data security compliance here.
Free Medical Billing and Coding Templates
Medical Billing and Coding Template for Chronic Care Management (CCM)
This template is designed to assist healthcare providers with documenting CCM activities, including patient information, chronic conditions, care plans, and time spent on specific tasks. It includes billing codes for services such as complex and standard CCM, along with documentation for activities like care coordination, preventive care, and medication reconciliation, ensuring accurate billing and compliance with medical coding standards.
Family Medicine Billing and Coding Template
Created to facilitate accurate documentation of a patient consultation for medical billing and coding purposes, this family medicine note template includes comprehensive sections for subjective and objective findings, a review of systems, and a detailed assessment and plan section, with corresponding ICD-10 codes for diagnoses and CPT codes for treatments.
Medical Billing and Coding Template for Dermatologists
This template is built to document a full skin examination while ensuring accurate medical billing and coding. It includes detailed sections for current concerns, examination findings, and a comprehensive plan with corresponding ICD-10 codes for diagnoses. The structured format facilitates efficient coding for insurance reimbursement and provides a clear record for dermatologists to follow up on any necessary interventions.
FAQs About Medical Billing and Coding
What is the golden rule in medical coding and billing?
The golden rule in medical coding and billing is to only code and bill for services that were actually performed and are clearly documented in the patient’s medical records. This way, you ensure accurate reimbursement, maintain compliance with healthcare regulations, and avoid legal and financial penalties.
What is the best format for medical coding and billing templates?
While there is no “one-size-fits-all” template for medical coding and billing, an effective template should prioritize clarity, completeness, accuracy, and compliance with coding standards. Leveraging digital templates and AI tools can help boost both the speed and precision of your coding and billing process.
What is an example of AI medical billing and coding?
Imagine a doctor completing a patient visit for chronic back pain using Heidi, the AI medical scribe for all clinicians. As the doctor finishes documenting the encounter, noting symptoms, diagnostic impressions, and the treatment plan, Heidi automatically transcribes the visit, analyzes the note, and suggests a list of ICD-10 and SNOMED-CT codes related to lumbar strain, physical therapy recommendations, and prescribed medications. The doctor then quickly reviews the suggestions, confirms the most accurate codes, and edits or adds any missing ones before finalizing the note. This AI-assisted process not only saves time compared to manual coding, but it also ensures that the clinical documentation directly supports correct billing.