Managing Fee Schedules in iClinic

1. Introduction 

• Purpose: This guide provides comprehensive, step-by-step instructions on how to modify and manage fee schedules in MDLand iClinic. 

• Key Features: Accessing fee schedules, searching for specific CPT codes, editing fees, customizing fee schedule types, and updating Medicare fees. 

2. Accessing the Fee Schedule 

1. Log In:  

• Sign in to your MDLand iClinic account. 

2. Navigate to Settings:  

• Locate the Settings Icon on the left-hand side near the bottom. 

• Click on Settings. 

3. Access the Fee Schedule:  

• Click on Billing/Account. 

• Select Fee Schedule from the dropdown menu. 

3. Searching for a Specific CPT Code 

1. Locate the Search Box:  

• Find the Search CPT box near the top of the screen. 

2. Enter the CPT Code:  

• Type the CPT code you want to find. 

• Press Enter on your keyboard. 

3. View the Fee Schedule:  

• The CPT code and its associated fee schedule will appear. 

4. Editing the Fee Schedule 

1. Select the CPT Code:  

• Click on the CPT code (displayed in blue) to open the Fee Schedule Editor. 

2. Modify Fees:  

• Enter the appropriate amount under each Fee Schedule Type. 

3. Save Changes:  

• Click Save to apply the changes. 

5. Customizing Fee Schedule Types 

1. Identify Customizable Fee Types:  

• Fee schedule types labeled Fee 6, Fee 7, Fee 8, Fee 9, and Fee 10 are customizable. 

2. Modify Fee Schedule Titles:  

• Click on one of the fee types (e.g., Fee 6). 

• The Change Fee Schedule Title box will appear. 

• Enter the new title (e.g., "5% Discount"). 

• Click Save. 

3. Apply Custom Fees:  

• When editing a CPT code, the custom fee schedule name (e.g., "5% Discount") will appear. 

• Enter the appropriate fee amount for the custom type. 

6. Understanding the Fee Schedule Legend 

At the bottom of the Fee Schedule Settings, a Legend explains key terms: 

• Red Fee: Indicates the Medicare Official Fee is higher than the My Medicare Fee. 

• Select All Red: Selects all CPT codes with a red fee. 

• Load All Red: Loads all CPT codes where My Medicare Fee is lower than the Medicare Official Fee. 

• Quick Update Medicare: Updates selected red fees to reflect the Medicare Official Fee. 

7. Updating Medicare Fees 

1. Identify Red Fees:  

• Click Load All Red to display CPT codes with red fees. 

2. Select Red Fees:  

• Click Select All Red to highlight all CPT codes with discrepancies. 

3. Quick Update:  

• Click Quick Update Medicare to adjust the My Medicare Fees to match the Medicare Official Fees. 

4. Save Changes:  

• Always click Save after making updates. 

8. Best Practices 

• Regular Updates: Periodically review and update fee schedules to reflect current rates. 

• Accurate Customization: Clearly label custom fee schedules to avoid confusion. 

• Verify Medicare Updates: Double-check Medicare fee updates to ensure compliance. 

9. Troubleshooting Tips 

• Changes Not Saving:  

• Ensure all required fields are filled before clicking Save. 

• Refresh the page or clear the browser cache if issues persist. 

• Missing CPT Codes:  

• Confirm the CPT code is correct. 

• Use broader search terms if necessary. 

• Fee Discrepancies:  

• Recheck Medicare updates and apply the Quick Update Medicare option if needed. 

10. Support Guidelines 

• In-App Help: Use the MDLand iClinic help feature for immediate assistance. 

• Technical Support: Contact MDLand support for system-related issues. 

• Billing Department: Consult with the billing department for fee-related inquiries and compliance guidance. 

Thank you for following this guide. Managing fee schedules effectively in MDLand iClinic ensures accurate billing, streamlined financial workflows, and compliance with regulatory standards.