Creating or Editing CPT Codes

Needing to adjust your CPT codes?  

TherapyAppointment offers options to manage a variety of CPT codes for both billing and insurance.

Overview:

Standard

Required for billing insurance claims. Includes the most common billable CPT codes, like 90837 and 90834.

Add-on

Used alongside Standard codes for insurance billing. You can't create new add-on codes — the existing ones are ready to use.

Custom

Unique service codes that won't be billed to insurance. Custom codes won't populate on claims or superbills.

System

Used for late cancellations and no-show fees.

Article overview:

View & manage CPT codes (practice level)

Required role: Owner or Manager

  1. From any screen, click Settings (top right)
  2. Click the Billing & Ins. tab
  3. Find the CPT Codes section and click Edit (far right)
Add a CPT code
  1. At the bottom of the Standard or Custom section, click Add New Code
  2. Mark it active, then enter the fee, code, name, time reserved, and session duration
  3. When you're done, scroll down and click Save (bottom right)

Standard codes populate on claims — Custom codes won't.

What each value means
  • Usual and customary fee — the default fee; you can change it manually
  • Code — the CPT code value
  • Name — visible to both staff and clients when self-scheduling
  • Time reserved — time shown on your calendar for this appointment
  • Session duration — sets the default end time while charting
  • Online scheduling — clients can pick this code when self-scheduling
  • Telehealth enabled — clients can pick this for self-scheduled telehealth appointments
Therapist-specific CPT codes
  1. Click Settings (top right), then the Billing & Ins. tab
  2. Scroll to Therapist Specific CPT Codes
  3. Click add to set up custom codes for a therapist, edit to change them, or delete to return them to practice defaults

In This  Article:

movie Video:

CPT Codes (Practice level)

Required Role: Owner or Manager
Note: If providers are using Therapist Specific CPT codes you will need to edit codes under each therapist. Click here to load that section.

To access and manage CPT codes at the universal, practice level:


movie Video:


Steps:

  • From any screen click (top right)
  • Click Billing & Ins. (top tab)
  • Find the top section Practice CPT Codes and click either on CPT Codes on the left, or (top right)


Manage your CPT Codes

  • You'll now see the CPT codes, starting with Standard CPT Codes:

settings Values explained:

local_atm Usual and Customary Fee: This is the default, but it can be changed manually
pin Code: The CPT code value
description Name: Visible to both staff and clients when self scheduling
event Time Reserved: Time shown on your calendar for this an appointment
update Session Duration: Sets the default end time while charting (start time + session duration = end time)

calendar_month Online Scheduling: Means clients can select this CPT code when self scheduling
videocam Telehealth Enabled: Clients can select this for self scheduled telehealth appointments

Add a CPT Code

  • To add more either Standard or Custom CPT codes:
    • At the bottom of that specific CPT Code section, click
    • An example under the Custom CPT Codes section is shown below:


settings Once added and marked as active, enter the required details:

local_atm Usual and Customary Fee: This is the default, but it can be changed manually
pin Code: The CPT code value
description Name: Visible to both staff and clients when self scheduling
event Time Reserved: Time shown on your calendar for this an appointment
update Session Duration: Sets the default end time while charting (start time + session duration = end time)

calendar_month Online Scheduling: Means clients can select this CPT code when self scheduling
videocam Telehealth Enabled: Clients can select this for self scheduled telehealth appointments


  • Most importantly when you're done scroll down & click (bottom right)
Note: Standard CPT Codes populate on claims, but Custom CPT Codes will not populate on claims and superbills.

CPT Codes (Provider Specific)

Required Role: Owner, Manager

To manage and customize provider-level CPT code settings:


movie Video:


Steps:

Note: If providers are using Therapist Specific CPT codes you will need to edit codes under each therapist.
  • Click (top right menu)
  • Click Billing & Ins. (top tab)
  • Scroll down to the section titled Therapist Specific CPT Codes
  • If the therapist hasn't already set them up, you'll see 'Using practice defaults' to the right:
    • Click add to begin setting those therapist specific codes
    • If they already have them set up, you'll see 'Using Therapist-Specific codes' beside them. Click edit
    • To remove therapist specific CPT Codes for this provier, click delete


Related Articles