Analyze a note
Paste one clinical visit note and MedChartScan E/M returns the E/M office-visit code the documentation supports. If you add the codes you plan to bill, the report compares them with what the note supports and runs Medicare checks.
To analyze a note, you need the owner, admin, or member role. Billing users don't see the Analyze a note page. For more information, see Team and roles.
Run an analysis
- In the sidebar, click Analyze a note.
- Paste the visit note into the Clinical note box.
- Optional: add the codes you plan to bill, the ICD-10 codes, and a state. For details, see Fields.
- If your organization is in testing mode, select the This is not real patient data checkbox.
- Click Analyze · 1 credit.
The note runs in the background, and the note box is cleared. The page says Running and shows the note's request ID. You don't have to wait on the page:
- To see the note in your list, click Go to results. It's at the top with the Running status.
- To paste the next note, click Analyze another note.
The analysis usually takes about a minute. When it finishes, the app tells you wherever you are in it, as described in When the analysis finishes. For a guide to the result, see Read a result.
Fields
| Field | What to enter |
|---|---|
| Clinical note | The full text of one visit note, from 20 to 100,000 characters. The count under the box shows the lines and characters. To try the app with a synthetic note, click Load a sample. |
| Submitted CPT codes (optional) | The codes you plan to bill, one per row: a 5-character Code such as 99214, the Units (1 to 99), and up to four Modifiers such as 25. To add a row, click Add a code. You can add up to 50 codes. |
| ICD-10 codes (optional) | The diagnosis codes, such as E11.65. Press Enter, a space, or a comma after each code. You can add up to 100 codes. |
| State (optional) | The state where the visit took place, used for the Medicare coverage checks. If you leave Use the organization default, the default state from Settings applies. |
The submitted codes are optional, but they make the report more useful:
- With a submitted E/M code, the report shows whether the documentation supports that code, a higher level, or a lower level.
- With submitted codes and a state, the report runs the Medicare checks, such as NCCI procedure pairs and coverage articles. Without them, the report says that no Medicare rule checks ran.
Nothing is sent until you click Analyze · 1 credit. The note goes from your browser straight to the MedChartScan API. For more information, see Security and patient data.
While the analysis runs
A note that is still running shows Queued or Running on the Results page. If you open it, its page shows a timer and the stages of the analysis, from Reading the note to Writing the report. The stages are a guide to what the analysis involves, not a measure of progress. The page switches to the report by itself when the analysis finishes.
You can close the page, go to another page, or analyze more notes while it runs. If you sign out, or the app signs you out after 30 minutes without activity, the analysis still finishes and appears on the Results page.
When the analysis finishes
A message appears in the corner of the app, on whatever page you're on:
| Message | What it means |
|---|---|
| Your note is ready and the code, for example Your note is ready · 99214 | The analysis succeeded and 1 credit was charged. Click Open to read the report. |
| A note couldn't be analyzed | The analysis failed and no credit was charged. Click Retry to open the result, where you can run it again. |
| Not an office visit · no charge | The note isn't an office E/M visit, so it wasn't coded and no credit was charged. |
The message stays for about 10 seconds, longer while you point at it. To close it sooner, click Dismiss. The credit balance in the header updates at the same time. If the Analyze a note page is still open, it shows the outcome instead of a message.
Get a browser notification
To hear about a finished note while the app is in a background tab, turn on browser notifications:
- After you click Analyze · 1 credit, click Notify me in this browser.
- When your browser asks, allow notifications for the site.
The browser notification says only MedChartScan E/M and An analysis is ready. or An analysis couldn't finish. It never shows the note, the patient, or the code. Click it to open the result. The app asks for permission only when you click Notify me in this browser. To turn notifications off, change the site's notification setting in your browser.
Messages and browser notifications come from the open app. If you close every tab of the app, nothing is shown, but the result is still saved on the Results page.
Retry a note that failed
If an analysis fails, no credit is charged, and the note is kept for 7 days so you can run it again:
- Open the result. You can click Retry in the message, or click the result on the Results page.
- Click Retry (1 credit).
The retry is a new analysis with its own request ID, and the failed one is removed. The credit is charged only if the retry succeeds. After 7 days, the note is deleted and can't be retried; paste it again to run it.
What you're charged
One analysis costs one credit, charged only when the analysis succeeds:
- When you click Analyze · 1 credit, 1 credit is set aside, so the balance in the header goes down by 1 while the note runs. If you don't have a credit to set aside, nothing runs.
- If the analysis fails, no credit is charged, and the credit set aside is returned.
- If the note isn't an office E/M visit, it isn't coded, and no credit is charged. The app says This note isn't an office E/M visit, so it wasn't coded. No credit was charged.
For more information, see Credits and billing.
Find your results
Every analysis appears on the Results page, newest first. Each row shows the following:
| Column | What it shows |
|---|---|
| Code | The code the documentation supports. Click it to open the result. |
| Change | How the supported code compares with the first E/M code you submitted: Upgraded ↑ (a higher level in the same office-visit family), Maintained = (the same code), Downgraded ↓ (a lower level), Changed (another family, such as new patient instead of established, or no single office code), or Not submitted (you didn't submit an E/M code). Add-on and procedure codes are left out of the comparison. |
| Missed revenue | How many missed revenue opportunities the report lists. A number above zero is highlighted in blue. |
| Denial risks | How many denial risks the report lists. A number above zero is highlighted in amber. |
| Status | Whether the analysis succeeded, failed, is still running, or wasn't an office visit. |
| Source | How the note was run: Web (one note pasted in the app), Batch upload (a batch of notes uploaded in the app), API (one API call), or API batch (a batch sent through the API). For a batch, click the source to open the batch. A batch or API note also shows the reference it was sent with, such as a file name or an encounter ID. |
| Run by | The person who ran the note, or for the API, the name of the API key. |
| Date and ID | The date and time the note was submitted, in your computer's time zone, and the request ID. A test result also shows Test and the date it's deleted. |
A note that is still running shows a spinning Queued or Running status and updates by itself.
Change, missed revenue, and denial risks appear only for results that succeeded. On a phone, each row shows the code and the change first, then the findings and the rest.
To find the results that need attention first, filter the list:
- Change: only upgraded, maintained, downgraded, changed, or not-submitted results.
- Source: only one way of running notes.
- Has missed revenue and Has denial risks: only results with at least one finding of that kind.
You can also set the From and To dates or a Code. Owners and admins can also filter by Person. Then click Apply filters. Owners and admins see every result in the organization, including the ones created through the API. Members see only the results they ran, unless an owner shares results with members.
Find a result by its request ID
Every analysis has a request ID. The list shows its first 8 characters, such as 3f2a9c1e. To copy the whole ID, for
example to send it to support, click Copy request ID next to it.
To find a result by its ID, paste the ID, or at least its first 8 characters, in Find by request ID, and then click Find. If one result matches, it opens. If more than one matches, the list shows them.
Delete results
To delete results, do the following:
- On the Results page, select the checkbox of each result to delete.
- In the selection bar, click the delete button. It shows how many results you selected, for example Delete 2 results.
- In the dialog, click Delete.
Deleting removes the note and the report for everyone in your organization, and it can't be undone. The owners of your organization get an email that says who deleted how many results. Members can delete only the results they ran.