Creating or Editing CPT Codes

Needing to adjust your CPT codes?  

TherapyAppointment offers options to manage a variety of codes:

  • Standard codes: required for billing insurance claims
  • Add-on codes: used in addition to Standard CPT codes (for insurance billing)
  • Custom codes: Unique service codes that will not be billed to insurance
  • System codes: Used for Late Cancellations and No-Show Fees
Note: Custom Codes will not populate on Claims and Superbills

In This  Article:

CPT Codes (Practice Level)

gpp_maybe Required Role: Owner or Manager

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

  • Click Practice Settings (left menu)
  • Click Billing & Insurance (top tab)
  • Under the CPT Codes section → to the right of the type of CPT code you wish to set up, click Set Up

  • To add more either Standard or Custom CPT codes, at the bottom of that section click
  • An example under Custom CPT codes can be found 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 to clients when self scheduling
event Time Reserved: Time shown on your schedule 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

  • Scroll down and click when finished (bottom right)
Note: Custom Codes will not populate on Claims and Superbills

Custom CPT Codes (Provider Specific)

gpp_maybe Required Role: Owner, Manager

To manage and customize provider-level CPT code settings:

  • Click Practice Settings (left menu)
  • Then Billing & Insurance (top tab)
  • Scroll down to the section titled Therapist Specific CPT Codes
  • Find the therapist that's using custom codes
    • If they haven't already set them up and need to, click the button
    • If they already have them set up, click the button:

As a Provider

gpp_maybe Required Role: Therapist → Client Financials

As a provider without owner or manager access, to manage your own provider-level CPT code settings, follow these steps:

  • Go to My Profile (left menu)
  • Under the General Settings section find the CPT Settings section
  • Click  or (top right) if already set up:

You'll then be presented with this screen, starting with Standard CPT Codes:

settings Options:

Once checked off as active, set your:

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 to clients when self scheduling
event Time Reserved: Time shown on your schedule for this an appointment
update Session Duration: Sets the default end time while charting (start time + session duration = end time)

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

Note: Custom Codes will not populate on Claims and Superbills

To add more either Standard or Custom CPT codes:

  • At the bottom of that section click
  • An example under Custom CPT codes can be found below:

  • Enter all the above options for it are set (broken down above), and ensure it's checked off as active or for any online scheduling you offer

  • Scroll to the bottom and on the right click when finished

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