MEDICAL CODING SPECIALIST PROGRAM

PROGRAM HANDBOOK

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FORWARD The Medical Coding Specialist Program Handbook provides students with a description of the program – its framework, program goal and description, program outcomes, and policies. The policies provided in this handbook are in effect throughout the program and supplement the policies and procedures published on the Madison College website. Please retain this handbook for reference until completion of the Medical Coding Specialist Program. Developed: May 2011 Latest Revision: August 2016

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PROGRAM GOAL AND DESCRIPTION The Medical Coding Specialist Program (MCSP) prepares individuals for employment as entry-level coding specialists in health care facilities such as hospitals, clinics, physician practice groups, surgery centers, long-term care facilities, and home health care agencies. Coding specialists are also employed in consulting firms, coding and billing services, insurance companies, governmental agencies, and computer software companies. The medical coding specialist reviews medical documentation provided by the physicians and other health care providers and translates this into numeric codes. The coding specialist assigns and sequences diagnostic and procedural codes using universally recognized coding systems. Several uses of coded data are for payment of health care claims, statistics, and medical research. PROGRAM OUTCOMES

Upon completion of the program, the student will have the knowledge, skills, and professional behavior to enter the medical coding profession. The specific program outcomes are: 1. Collect health data. 2. Apply coding and reimbursement systems. 3. Model professional behaviors and ethics. 4. Use electronic applications to support coding and data collection. MEDICAL CODING SPECIALIST PROGRAM FACULTY AND STAFF Mark Lausch, Dean, School of Health Education Room 103 – Health Education Building 608-243-4508 mlausch@madisoncollege.edu Rhonda Voelz, Program Director & Faculty Room 212 L – Health Education Building 608-246-6015 rvoelz@madisoncollege.edu Loretta Brunell, Full Time Faculty Room 212 M – Health Education Building 608-246-6511 lbrunell@madisoncollege.edu Mary Sue Benigni, Part Time Faculty mbenigni1@madisoncollege.edu Kay Wagner, Academic Advisor Student Development Center 608-246-6540 Main Building – Truax Campus kwagner@madisoncollege.edu

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PROGRAM INFORMATION AND POLICIES The following program information and policies are arranged by subject in alphabetical order. The appendices are at the back of the Handbook.

ACADEMIC ADVISING Academic advising is available to all students from the Academic Advisors in the Student Development Center and from the Medical Coding Specialist Program instructors. Academic advising will promote success in the program by making sure students are placed in the correct courses needed for graduation. The Academic Advising Report (Degree Progress Report) is available online in the student’s “myMadisonCollege” Student Center account. Advising will also help students schedule course loads that are appropriate for their lifestyle; in other words, advisors will help students look at their school, work, and family responsibilities and the time needed for each. Contact the Student Development Center to make an appointment with an Academic Advisor: https://madisoncollege.edu/advising ACADEMIC INTEGRITY Academic integrity is expected in all Madison College classes and in the clinical sites. Cheating, plagiarism, falsifying work, and other forms of academic dishonesty are prohibited. (Plagiarism is defined as passing of another person’s work as your own.) Students are obligated to conduct academic work with honesty and integrity according to Madison College standards. Student who fail to observe these standards are subject to disciplinary action which may include dismissal from the Medical Coding Specialist Program. For more information, please refer to the Madison College website at: https://madisoncollege.edu/academic-integrity ADMISSION PROCESS Please refer to the information about the admission process on the Medical Coding Specialist Program webpage at: https://madisoncollege.edu/program/medical-coding ADVANCED STANDING – CREDIT TRANSFER Classes taken at Madison College or at another college or university may fulfill some of the requirements for the Medical Coding Specialist Program. To have these courses considered for advance standing, you must have official transcripts sent to the Madison

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College Enrollment Center (Admissions Office) and must complete the Transfer Credit Evaluation Request Form; this form can be found on the Madison College website at: https://madisoncollege.edu/prior-learning-credit An Admissions Analyst will review the transcripts and grant credit if appropriate; transcript must document a grade of “C” or better. Credit will only be granted for courses if they are less than five years old at the time your application is processed. Credit for the coding courses (ICD Diagnosis Coding, ICD Procedure Coding, CPT Coding, Advanced ICD Coding, and Advanced CPT Coding) cannot be transferred from another program, college, or university. The coding courses must be taken at Madison College or credit must be obtained by successfully passing a challenge exam (test-out). As documented in the credit for prior learning policies and procedures on the Madison College website, credits from prior learning (transfer or otherwise) may account for up to 75 percent of requirements toward a degree. ADVANCED STANDING – CHALLENGE EXAMS (TEST-OUT)

Students may obtain credit for a specific course by successfully completing the challenge exam. The challenge exam must be taken prior to the beginning of the course and cannot be taken if the student has withdrawn from or failed the course previously. Challenge exams are available for Windows, Word-Beginning, and Excel-Beginning. There is a small supply cost for these exams. For more information, please see the Business Technology webpage on Madison College’s website at: https://madisoncollege.edu/challenge-exam Challenge exams are available for Body Structure & Function and Medical Terminology. There is a small non-refundable fee for each exam. Please contact Judith Karls at Karls@madisoncollege.edu or by phone at 608-243-4363 for more information.

Please contact Rhonda Voelz, Medical Coding Specialist Program Director, to make arrangements for taking a challenge exam for any of the remaining courses in the MCSP. There is a small non-refundable fee for each exam. Contact: rvoelz@madisoncollege.edu or 608-246-6015

Students may obtain credit for Certification and Professional Development (10-530-188) by showing proof of current coding certification from either the American Health Information Management Association (CCA, CCS, CCS-P) or the American Academy of Professional Coders (CPC, COC, CIC). As documented in the credit for prior learning policies and procedures on the Madison College website, credits from prior learning (transfer or otherwise) may account for up to 75 percent of requirements toward a degree.

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ATTENDANCE Core program courses in the MCSP are offered in either the “flex-choice” or “online” formats. Flex-choice provides the student the choice to attend face/face class session or complete the course work online. Because of these formats, attendance is not taken and recorded for the face/face class session. Students are expected to fully participate and meet the deadlines as posted by the instructor. Please refer to the Clinical Laboratory Experience Manual for specific attendance information during the 18-hour clinical laboratory experience which is part of the CPT Coding course. This manual will be provided to the student during the CPT Coding course. CAREGIVER/CRIMINAL BACKGROUND CHECK (CBC) Most of the clinical laboratory experience sites require students to have a caregiver/criminal background check (CBC). Most health care employers require a caregiver/criminal background check as part of the employment process. All students will be required to have a background check; this will be completed by the vendor, CastleBranch. CastleBranch is a leading provider of secured online background screening services to educational organizations. Learn more about this company at: https://www.castlebranch.com/ Students will be given further instruction on the CBC process and help getting started during the Cluster 1 course semester. CastleBranch will also manage the health screening form and immunization tracker. Students will pay a fee of about $60 to CastleBranch for the CBC and immunization /health screening tracking service. The legal contract (clinical agreement) between the clinical site and Madison College requires that Madison College provide background check findings, upon request, to the clinical site for students assigned to the site. Clinical sites determine the standards for student participation; items on a background check may disqualify a student from participation in the clinical laboratory experience at a specific clinical site. This decision is completely up to the clinical site; Madison College has no recourse in the clinical site’s decision. CELL PHONES Cell phones must be silenced during classroom sessions and while completing the clinical laboratory experience.

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CERTIFICATION There are several certification exams that can be taken to earn national coding credentials. The Certified Coding Associate (CCA) exam demonstrates entry-level skills. The other certification exams demonstrate mastery level (experienced) skills. Some employers require certification. Certification may result in a salary increase and/or promotion. The certification exams are as follows: American Academy of Professional Coders (AAPC)

Certified Professional Coder (CPC) Certified Outpatient Coder (COC) Certified Inpatient Coder (CIC) Certified Professional Coder – Payer (CPC-P) Certified Risk Adjustment Coder (CRC)

American Health Information Management Association (AHIMA)

Certified Coding Associate (CCA) Certified Coding Specialist (CCS) Certified Coding Specialist – Physician-Based (CCS-P)

CLINICAL LABORATORY EXPERIENCE (CLINICAL AFFILIATION) The clinical laboratory experience is an 18-hour, unpaid affiliation that takes place during the CPT Coding course (10-530-184) in Cluster 2 of the curriculum. This experience usually takes place during the 2nd to the last week of the semester (December or May). It’s designed to provide the student with a “real world” view of how coding is performed and used in the clinical site to which the student is assigned. The clinical site may be, but is not limited to, a hospital, clinic, surgery center, physician practice, long-term care facility, insurance company, governmental agency, or coding consulting firm. The clinical laboratory experience should further broaden and strengthen the student’s coding skill. Students will not be assigned to their place of employment for clinical laboratory experience. Medical Coding Specialist students are eligible for clinical laboratory experience based on the following criteria:

A grade of C (76%) or better in all Cluster 1 courses and in CPT Coding (10-530-184). Grades will be calculated one week prior to the beginning of clinical laboratory experience and this will determine if the student is eligible to complete the experience (affiliation).

Caregiver/criminal background check (CBC) is complete and on file with CastleBranch.

A current, complete health screening form, including immunization info, is on file with CastleBranch.

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Proof of health/accident insurance is on file with CastleBranch.

Purchase of a name badge to identify the student as a Medical Coding Specialist student at Madison College.

Please refer to the Clinical Laboratory Experience Manual for more information including placement and site arrangements, clinical site’s responsibilities, student’s responsibilities, Madison College instructor’s responsibilities, evaluation forms, and clinical laboratory experience assignment instructions. This manual will be provided to the student during the CPT Coding course. COMPASS TESTING COMPASS stands for COMputer-adapted Placement Assessment and Support Services. It is the assessment tool used for students planning to take certain degree credit classes at Madison College. This computerized, un-timed test includes assessments in reading, writing and math. COMPASS scores indicate academic areas where a student is strong, areas where a student may need help and identifies which courses would be a starting point for your educational career. Learn more about COMPASS testing at: https://madisoncollege.edu/course-placement-testing COMPASS testing may be required in order to register for Medical Terminology and Body Structure & Function; these are two pre-core (pre-program) courses. COMPUTER APPLICATIONS AND ELECTRONIC HEALTH RECORD Blackboard is the course management system used by Madison College to supplement face/face courses and to deliver online courses. Blackboard is accessed via the Internet. Several computer software applications are used in the Medical Coding Specialist Program that are PC based applications; they will not run on MACs. This is especially important information for students who are taking online courses as access to a PC is required for participation and completion of assignments. Internet access is also required for use of the software and for completion of online courses. Throughout the core-program courses, students will use an electronic health record called Networked Education Electronic Health Record (NeehrPerfect). Students are responsible for subscribing to NeehrPerfect and paying the subscription fee which is approximately $55. This web-based software will be used in Cluster 1 courses. If a student withdraws or fails a course and needs to retake the course, he/she will be responsible for extending the NeehrPerfect subscription. Madison College Student Help Desk is available to assist students with technical issues (computer, Blackboard, email, etc.). Technology related issues are not an excuse for being

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late with or missing assignments, quizzes, exams, etc. Occasionally technical problems occur with Blackboard and Internet connections. If problems occur while a student is taking a quiz/exam and the Bb connection is disrupted, the student may request the instructor to reset the quiz/exam in order to continue. If this occurs on a consistent basis (multiple times), the student will be asked to come to the Madison College campus (main campus or regional satellites) to take the quizzes/exams. CONFIDENTIALITY AND PRIVACY OF HEALTH INFORMATION The Medical Coding Specialist Program at Madison College uses de-identified electronic health records. Although the records have been de-identified, the students and faculty have the legal and ethical responsibility to safeguard the privacy of all patients and protect the confidentiality of their health information. Students must only access the patient confidential information for which they have a need to know in the context of their role as a student.

Students must also safeguard the privacy of all patients and protect the confidentiality of patient health information during the clinical laboratory experience as directed by the Health Insurance Portability and Accountability Act of 1996 (HIPAA). Clinical sites may require the student to sign a privacy and confidentiality agreement. Violation of patient privacy and confidentiality may result in corrective action up to and including withdrawal from the Medical Coding Specialist Program. COURSE PREREQUISITES OR CO-REQUISITES

Knowledge gained in certain courses in the program is a prerequisite or co-requisite for subsequent courses. Prerequisite refers to a course(s) that must have been successfully completed prior to the current course. Co-requisite means that a course(s) can be taken concurrently with the current course. Prerequisites must have been taken within the past five years. Please see Appendix A for a listing of the courses and prerequisite/co-requisites. CURRICULUM Please see Appendix B for the Medical Coding Specialist Program curriculum. DELIVERY/INSTRUCTIONAL FORMAT Many of the core program courses are offered in the “FlexChoice” format. This delivery format was designed for individuals who need flexibility in completing their coursework by allowing the student to alternate between fully classroom-based, fully online instruction, or a combination of classroom and online as needed throughout the program. Students may choose whether to

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come to Truax campus Health Education building during the scheduled class time (classes offered at 4:00PM or later) or to complete activities online at a time convenient for the student. FlexChoice courses use Blackboard (a learning management system) to facilitate class work; therefore students need basic computer and keyboarding skills to be successful. The following core program courses are offered in a FlexChoice format:

Introduction to the Health Record

Human Diseases for the Health Professions

ICD Diagnosis Coding

ICD Procedure Coding

CPT Coding (except for the clinical laboratory experience)

Health Care Reimbursement

Health Data Management The following core program courses are offered online with an optional weekly face/face session:

Advanced ICD Coding

Advanced CPT Coding The following core program courses are offered online only:

Certification and Professional Development

Management of Coding Services You may find it helpful to complete the short online course entitled “Orientation to Online and Accelerated Learning” to assist you in making a wise decision regarding the format of courses that will work best for your learning styles and life situations. For more information about online learning and to assess your readiness, please refer to Madison College’s website at: https://madisoncollege.edu/online-accelerated-orientation. Please note that some courses require the student to come to the Truax campus to take the proctored final examination even if the student has taken the course online. DISABILITY RESOURCE SERVICES (DRS) Disability Resource Services (DRS) creates conditions that empower and support students with disabilities to reach their chosen goals for learning. DRS counselors work in partnership with faculty, staff and wider communities on behalf of students with disabilities. If you have a disability which may interfere with your ability to complete the requirements of this program or participate in the activities of this program, please contact a counselor in Disability Resource Services. Reasonable requests for appropriate academic adjustments will be considered. All requests will be held in confidence. Learn more about DRS at: https://madisoncollege.edu/disability-resource-services.

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If a student has an accommodation card from DRS indicating a disability which requires academic accommodations, he/she should present it to each instructor and discuss the accommodations needed. This should be done at before or at the start of each semester so there is ample time to make the accommodations.

EMAIL – OFFICIAL COMMUNICATION The official means of communication with students is via the student’s Madison College email address. Please check your Madison College email on a regular basis for important information. When communicating with instructors and other Madison College staff, please use your Madison College email instead of your personal email. Learn more at: https://madisoncollege.edu/student-computer-help ENGLISH AS A SECOND LANGUAGE Students in the Medical Coding Specialist Program need to have proficient skill in using English in oral and written communication. Mastery of the English language is also necessary for comprehension of written materials including the textbooks. The medical language (medical terminology) seems like a second language in the MCSP and students who do not have a solid foundation in English may find it difficult to use two new languages (English and medical) at the same time.

ESSENTIAL FUNCTIONS Please see Appendix C for the Essential Functions of the Medical Coding Specialist.

FAILURE OF OR WITHDRAWL FROM A COURSE Students must receive a “C” (76%) or better in all courses in the Medical Coding Specialist Program (MCSP). If a student receives less than a “C”, he/she must repeat the course. Effort will be made to place the student in the upcoming cohort to retake the core program course the following semester. If space is not available or the needed course is not offered the following semester, the student may need to reapply to the MCSP and be accepted again to have access to the core program courses. If a student formally withdraws from a core program course effort will be made to place the student in the upcoming cohort to retake the core program course the following semester. If space is not available or the needed course is not offered the following semester, the student may need to reapply to the MCSP and be accepted again to have access to the core program courses.

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If a student has failed/withdrawn from a core program course twice and would like to register for the course for the third time, he/she needs to complete the following steps to help ensure success the third time the course is taken:

Complete the Academic Improvement Plan. Please access the plan form at: https://madisoncollege.edu/academic-improvement-plan

Complete the Time Tool in Appendix F of the MCSP Handbook.

Discuss your Academic Improvement Plan and the Time Tool with an academic advisor in the Student Development Center.

FINAL EXAMINATIONS – PROCTORED Some of the courses in the Medical Coding Specialist Program have proctored final examinations. Even if the course is taken online, there may be a proctored final examination that the student needs to take in person at the Truax campus. If a student lives more than 60 miles from the Madison College Truax campus and is not able to take the final examination given by the instructor on campus, he/she will need to make arrangements for a proctor. The student should contact the instructor for instructions to obtain a proctor. Arrangements must be made at least two weeks before the final exam. GRADING POLICY Students must receive a “C” (76%) or better in all the courses in the Medical Coding Specialist Program. The following grading scale is used:

Grade Percentage

A 94-100%

AB 90-93%

B 86-89%

BC 81-85%

C 76-80%

D 70-75%

F 69% and below

Please refer to individual course syllabi and/or Blackboard sites for specific details on grading policies including make-up work, credit for late work, participation in group activities, etc.

HEALTH/ACCIDENT INSURANCE

Students are required to have basic health/accident insurance for participation in the clinical laboratory experience (part of the CPT Coding course). Proof of insurance will

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be required by Madison College’s vendor, CastleBranch. Madison College cannot assume any liability or financial obligation for students’ health care. Madison College has made arrangements for students to purchase a low-cost basic accident insurance plan while enrolled in clinical courses. For more information, please go to: https://madisoncollege.edu/health-education-student-insurance

HEALTH SCREENING FORM Students must have a current and complete health screening form on file with CastleBranch prior to starting the Clinical Laboratory Experience (Clinical is part of CPT Coding in Cluster 2). Students will be required to show proof of immunity to certain infectious diseases or be immunized against them. Forms are available on the Madison College website at: https://madisoncollege.edu/health-education-policies The completed health screening form is due to CastleBranch by the end of the Cluster 1 courses. Arrangements to participate in the Clinical Laboratory Experience will not be made if a completed form is not on file by this time. Please start this process early! Obtaining an appointment for a health screening/physical exam, waiting for laboratory results, and waiting between immunizations all take time. Please pay attention to all the details on the form. The Madison College Student Health Center (Group Health Cooperative – Madison College Clinic) can assist with completion of the health screening form and provision of immunizations. Find out more about the Student Health Center at: https://madisoncollege.edu/student-health Students will be given further instruction and help getting started during the Cluster 1 course semester. CastleBranch will manage the health screening form and immunization tracker. Students will pay a fee of about $60 to CastleBranch for the criminal background check and immunization/health screening tracking service. MADISON COLLEGE WEBSITE The Madison College website (www.madisoncollege.edu) provides a wealth of information at your fingertips! The Madison College website includes information regarding counseling and disability resource services; financial aid; registration and records (withdrawals, refunds, grading, etc.) and general school information. Special attention should be given to the information about student rights and responsibilities (code of conduct, grade disputes, appeals process, etc.) The website also contains information about each program of study and the course descriptions. Students must activate their “myMadisonCollege” student center account. From “myMadisonCollege”, students can do such things as access grades and transcripts, register for and withdraw from classes, check their class schedule, make account payments, change their address and phone information, access Blackboard for online

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courses, and check their Madison College email. The date when students may begin registering for classes for the next session/semester is posted in each student’s “myMadisonCollege” account. Learn more at: https://madisoncollege.edu/student-account ONLINE LEARNING All courses in the Medical Coding Specialist Program can be taken online. Some online courses require the student to come to the Truax Campus to take the proctored final examination. Madison College students who wish to take an online, hybrid, or FlexChoice course must complete the Orientation to Online & Accelerated Learning. The goal of the orientation is to assist students in making wise decisions regarding the format of courses that will work best for their learning styles and life situations. Please take a look at Appendix D to find out more about your readiness for online learning. Learn more at: https://madisoncollege.edu/flexible-learning ORIENTATION TO THE PROGRAM Students are required to complete a short online MCSP orientation course while on the program wait list. Completion is required in order for students to be accepted to begin core program courses. Students will be notified and provided instructions to begin the online orientation course after their applications are processed. Students will be required to complete a short quiz in the online orientation course. This is verification that the student has completed the orientation and has received the necessary program information. The following is the last question in the quiz; this serves as verification that the policies and procedures have been reviewed: I have received an electronic copy of and read the Medical Coding Specialist Program (MCSP) Handbook. I have retained a copy, either electronically or in paper, for future reference. I understand additional policies and procedures are contained on the Madison College website and in the MCSP Clinical Laboratory Experience Manual and individual course syllabi and Blackboard sites. I understand failure to abide by the Madison College and MCSP policies and procedures may result in disciplinary action including dismissal from the MCSP. SCHEDULES Please see Appendix E for the class schedule for the core program courses. Students are required to take the core program courses cluster by cluster (Cluster 1 before Cluster 2; Cluster 2 before Cluster 3). The courses for each cluster should be taken together in the same semester.

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SYLLABUS A course syllabus is prepared for each course in the program. The following information is commonly found in the course syllabus: course number, title and description, credits, course competencies, required textbooks, instructor information, and a course timeline. The syllabus also includes course policies related to academic accommodations, attendance, and grading. It is the student’s responsibility to read and understand the course syllabus for each course. The course syllabus is posted on the Blackboard site for each course.

TIME COMMITMENT Success in the Medical Coding Specialist Program (MCSP) requires a major time commitment – going to college is almost like a full-time job. A general rule of thumb is that students should expect to devote a minimum of 3 hours per week for each course credit. For example, a 3-credit course requires a minimum of 9 hours of time per week. This varies a little because some courses have laboratory components that require extra time. Of course, there are many variables that affect the time commitment needed for success in each course. Some of these include the student’s prior educational and work experience, study habits, learning style, ability to process and retain information and ability to study in a quiet, uninterrupted manner. Please refer to Appendix F for the time commitment required for the courses/clusters in the MCSP. WAIT LIST MANAGEMENT Students will be accepted from the MCSP wait list to begin the Cluster 1 core program courses in September for the spring semester and in February for the fall semester. The top 20 students on the wait list who have completed the online orientation and have completed the five pre-program (pre-core) courses will be accepted to begin Cluster 1 core program courses. If there are not 20 students who have completed all the pre-program courses, students who are in progress with completion of the pre-program courses will be considered. In-progress students will be admitted based on the stipulation that pre-program courses are completed with a C or higher and transcripts are submitted to the Enrollment Center by June 15 for fall term and January 2 for spring term.

When a student’s name reaches the top of the wait list, the student must either be in progress with or have completed the required pre-program (pre-core) courses. If this criterion is not met, the student will be removed from the wait list and will need to reapply if still interested.

Please refer to Appendix H to review frequently asked questions about the wait list.

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Note: Effective Fall 2017 students will have to complete the petition process to move off the wait list into the core program courses. Please learn more at: https://madisoncollege.edu/medical-coding-petition-requirements WITHDRAWAL FROM A COURSE It is strongly recommended that a student who desires to withdraw from a course discuss the withdrawal with his/her instructor prior to doing so. It is the responsibility of the student to officially withdraw; a student may withdraw online through his/her “myMadisonCollege” account. If a student formally withdraws from a core program course effort will be made to place the student in the upcoming cohort to retake the core program course the following semester. If space is not available or the needed course is not offered the following semester, the student may need to reapply to the MCSP and be accepted again to have access to the core program courses. If a student has failed/withdrawn from a core program course twice and would like to register for the course for the third time, he/she needs to complete the following steps to help ensure success the third time the course is taken:

Complete the Academic Improvement Plan. Please access the plan form at: https://madisoncollege.edu/academic-improvement-plan

Complete the Time Tool in Appendix F of the MCSP Handbook.

Discuss your Academic Improvement Plan and the Time Tool with an academic advisor in the Student Development Center.

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APPENDIX A – COURSE PREREQUISITES OR CO-REQUISITES

Knowledge gained in certain courses in the program is a prerequisite or co-requisite for subsequent courses. Prerequisite refers to a course(s) that must have been successfully completed prior to the current course. Co-requisite means that a course(s) can be taken concurrently with the current course. Red – Pre-Program Courses Green – Cluster 1 Core Program Courses Blue – Cluster 2 Core Program Courses Orange – Cluster 3 Core Program Courses

Course Prerequisite Co-requisite 10-103-123 - Windows 7 OR 10-103-122 – Windows 8 OR 10-103-121 – Window 10

None None

10-103-137 - Word-Beginning Competency in Windows

None

10-103-133 – Excel – Beginning Competency in Windows

None

10-501-153 - Body Structure & Function None

None

10-501-101 - Medical Terminology None

None

10-530-181 – Introduction to the Health Record Pre-Program Courses

Other Cluster 1 Courses

10-530-182 – Human Diseases for the Health Professions Pre-Program Courses

Other Cluster 1 Courses

10-530-197 – ICD Diagnosis Coding Pre-Program Courses

Other Cluster 1 Courses

10-530-199 – ICD Procedure Coding Pre-Program Courses

Other Cluster 1 Courses

10-530-184 – CPT Coding Cluster 1 Courses

Other Cluster 2 Courses

10-530-185 – Health Care Reimbursement Cluster 1 Courses

Other Cluster 2 Courses

10-530-168 – Advanced ICD Coding Cluster 1 Courses

Other Cluster 2 Courses

10-530-176 – Health Data Management Cluster 2 Courses

Other Cluster 3 Courses

10-530-187 – Advanced CPT Coding Cluster 2 Courses

Other Cluster 3 Courses

10-530-188 – Certification & Professional Development Cluster 2 Courses

Other Cluster 3 Courses

10-530-189 – Management of Coding Services Cluster 2 Courses

Other Cluster 3 Courses

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APPENDIX B - MEDICAL CODING SPECIALIST PROGRAM CURRICULUM (31-530-2) The Medical Coding Specialist Program is offered on a part-time basis only. Pre-core (pre-program) courses must be successfully completed before the student begins the core program courses. Core program courses must be taken in clusters as listed below. Most of the courses are offered in either the “flex-choice” format or online. Flex-choice allows the student to attend face/face sessions or complete the course online or a combination of both. Pre-Core (Pre-Program) Courses – Students are required to take these courses before they begin the core program courses. Courses Credits Lec-Lab 10-501-153 Body Structure and Function OR 3 3-0 20-806-206 General Anatomy & Physiology** (4) (3-2) 10-501-101 Medical Terminology 3 3-0 10-103-123 Windows 7 OR 1 .75-2.25 10-103-122 Windows 8 OR (1) (.75-2.25) 10-103-121 Windows 10 (1) (.75-2.25) 10-103-137 Word-Beginning 1 .75-2.25 10-103-133 Excel-Beginning 1 .75-2.25

**General Anatomy and Physiology is recommended for those who plan to pursue an associate degree and/or a bachelor’s degree. Core Program Courses – Students are required to take these courses cluster by cluster (Cluster 1 before Cluster 2; Cluster 2 before Cluster 3). The courses for each cluster must be taken together in the same semester. Cluster 1: 10-530-181 Introduction to the Health Record 1 0.5-1 10-530-182 Human Diseases for the Health Professions 3 3-0 10-530-197 ICD Diagnosis Coding 3 2-2 10-530-199 ICD Procedure Coding 2 1-2 Cluster 2: 10-530-184 CPT Coding 3 2-2 10-530-185 Health Care Reimbursement 2 1-2 10-530-168 Advanced ICD Coding 3 2-2 Cluster 3: 10-530-176 Health Data Management 2 1-2 10-530-187 Advanced CPT Coding 3 2-2 10-530-188 Certification and Professional Development 1 1-0 10-530-189 Management of Coding Services 1 1-0 Total Credits 33

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APPENDIX C - ESSENTIAL FUNCTIONS OF THE MEDICAL CODING SPECIALIST During the course of the Medical Coding Specialist Program, students must demonstrate, with or without reasonable accommodations to policies and practices, the ability to perform the functions listed below safely, reliably, and efficiently.

ISSUE STANDARD EXAMPLES

Critical Thinking Critical thinking ability sufficient for clinical judgment and professional behavior.

Identify cause-effect relationship in clinical setting.

Correlate theory to practice.

Abstract information from patient records for coding, research studies, and quality improvement projects.

Apply coding guidelines and conventions including proper sequencing of codes.

Correlate and review DRG, APC & RBRVS payment methodology to coded data.

Review and correct denied claims.

Seeing Visual ability sufficient to read written documentation.

Adequately read electronic health records and other information on the computer.

Adequately read paper based records.

Read publications such as federal/state regulations, Medicare policies, and professional journals.

Emotional Endurance

Ability to work in a high stress and rapidly changing environment with multiple deadlines while maintaining emotional control and flexibility.

Calmly react to urgent situations.

Focus attention on task at hand.

Adapt to changing environment.

Accept feedback appropriately.

Accept responsibility of own actions.

Interpersonal Skills

Interpersonal abilities sufficient to interact with peers, coworkers, physicians, third party payers, and other groups from a variety of social, emotional, cultural, and intellectual backgrounds.

Establish good rapport with classmates, instructors, and healthcare professionals.

Be sensitive to needs of others.

Work together to reach a common goal (team player).

Communication Communication abilities sufficient for interaction with others in verbal and written form.

Read, write, speak, and comprehend English.

Follow written and oral directions.

Listen for content, emotional meaning and direction.

Communicate a thought, idea, or fact in spoken or written form in a clear, concise manner.

Compose written physician queries regarding coding issues.

Ethics Ability to act in a professional manner. Maintain patient confidentiality.

Maintain security of health information.

Demonstrate academic integrity.

Motor Skills Manual dexterity necessary to perform duties.

Keyboarding.

Locate information in medical record documentation (paper and electronic formats).

Assign patient classification systems such as ICD, HCPCS, and CPT using code books or computer applications.

Assign DRGs, APCs and RBRVS payment methodology to codes using computer applications.

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ESSENTIAL FUNCTIONS OF THE MEDICAL CODING SPECIALIST (Continued) ISSUE STANDARD EXAMPLES

Hearing Auditory ability sufficient to respond to verbal communication and to interact with the communicator.

Participate in departmental and institutional committees.

Communicate with health care professionals.

Hear telephone conversations.

Mobility Physical ability sufficient to tolerate walking, standing, stooping, and bending; and ability to lift items weighing 20 lbs or more.

Retrieve, carry, and file medical records.

Perform medical record review and coding.

Sit at the computer to perform coding function.

Developed by the Medical Coding Specialist Program Advisory Committee, Madison College, 6/96. Revised 9/09

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APPENDIX D

Am I Ready for Online Learning? Personal Readiness Success in online learning depends as much on one’s motivation and surrounding environment for learning as it does on one’s technical computer knowledge. The following questions are designed to help you assess your personal readiness for online learning. The more positive your responses, the better suited you are for online learning.

I have a quiet place at home with access to a computer that can be claimed as “mine” for extended periods of study time.

I can schedule blocks of uninterrupted time in which I can work on my online course. A block of time should be no less than 2 hours.

I can work consistently on a project and not put everything off until the last minute.

I am willing to communicate with persons using electronic technologies such as e-mail and online discussions.

I am willing to enthusiastically participate in the course, ask questions when I don’t understand the content, and provide assistance to other students when possible.

I have patience and can adjust to change if computer technology doesn’t work as it should. Time Commitment One of the benefits on online learning is flexibility. You no longer have to drive to campus, find a parking spot, and be in class at specific times during the week. Flexibility is great, but you still need to make a major commitment of time to the course. Online courses cover the same content as face-to-face courses. Online courses are not easier; online courses are not independent study courses. Most online courses have weekly, and possibly mid-week, deadlines. Most online courses involve some teamwork that requires communication and juggling of schedules among team members. Online courses are not designed to allow you to complete the course when and how you desire; they merely replace coming on campus with communication online. As a general rule, each credit of a course requires at least 3 hours of study per week. Based on this, you need to schedule and devote at least 6 hours per week for a 2-credit course and 9 hours per week for a 3-credit course. It is best if you can schedule this time in blocks of 2-3 hours throughout the week. Madison College students who wish to take an online, hybrid, or FlexChoice course must complete the Orientation to Online & Accelerated Learning. The goal of this is to assist you in making a wise decision regarding the format of courses that will work best for your learning styles and life situations. For more information about online learning and to complete the orientation, please refer to Madison College’s website at: https://madisoncollege.edu/flexible-learning

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APPENDIX E - MEDICAL CODING SPECIALIST PROGRAM SCHEDULES

MEDICAL CODING SPECIALIST PROGRAM SCHEDULE – By Cluster Effective Date: Fall 2016 Note: Schedules are Subject to Change Cluster 1 – Blue Cluster 2 – Green Cluster 3 - Yellow Monday Tuesday Wednesday Thursday 3:00 - 3:30 pm

Open Lab 3:00 – 4:00 Voelz Rm 233

Open Lab 3:00 – 4:00 Brunell Rm 233

Open Lab 3:00 – 4:00 Voelz Rm 233

Open Lab 3:00 – 4:00 Brunell Rm 233 3:30 -

4:00 pm

4:00 – 4:30 pm

ICD Proc Coding 4:00 – 5:15 Voelz Rm 233 FlexChoice

Health Data Mgmt 4:00 – 5:15 Brunell Rm TBA FlexChoice

Health Care Reimb 4:00 – 5:15 Benigni Rm 233 FlexChoice

ICD Proc Coding 4:00 – 5:15 Voelz Rm 233 FlexChoice

Adv ICD Coding 5:00 -6:30 Brunell Rm TBA Optional Session for OL

Health Data Mgmt 4:00 – 5:15 Brunell Rm TBA FlexChoice

Health Care Reimb 4:00 – 5:15 PT Faculty Rm 233 FlexChoice

4:30 – 5:00 pm

5:00 – 5:30 pm

5:30 – 6:00 pm

ICD Diag Coding 5:30 – 7:20 Voelz Rm 233 FlexChoice

CPT Coding 5:30 – 7:20 Brunell Rm TBA FlexChoice

Intro to Health Record 6:00 – 7:15 Benigni Rm 233 FlexChoice

ICD Diag Coding 5:30 – 7:20 Voelz Rm 233 FlexChoice

CPT Coding 5:30 – 7:20 Brunell Rm 233 FlexChoice

6:00 – 6:30 pm

6:30 – 7:00 pm

7:00 – 7:30 pm

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7:30 – 8:00 pm

Human Diseases 7:30 – 8:45 Brunell Rm 233 FlexChoice

Adv CPT Coding 7:30 – 9:00 Voelz Rm 233 Optional Session for OL

Human Diseases 7:30 – 8:45 Brunell Rm 233 FlexChoice 8:00

– 8:30 pm

8:30 – 9:00 pm

ONLINE COURSES Advanced ICD Coding (optional face/face session on Wed.) Advanced CPT Coding (optional face/face session on Wed.) Certification & Professional Development Management of Coding Services

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APPENDIX F TIME COMMITMENT FOR THE MEDICAL CODING SPECIALIST PROGRAM Success in the Medical Coding Specialist Program requires a major time commitment. A general rule of thumb is that students should expect to devote a minimum of 3 hours per week for each course credit. For example, a 3-credit course requires a minimum of 9 hours of time per week. This varies a little because some courses have laboratory components that require extra time. Of course, there are many variables that affect the time commitment needed for success in each course. Some of these include the student’s prior educational and work experience, study habits, learning style, ability to process and retain information and ability to study in a quiet, uninterrupted manner. The following table shows the minimum number of hours of time that should be devoted to each course in the Medical Coding Specialist Program. The time commitment is the same for online and face/face courses. The amount of time listed includes the normally scheduled classroom time for face/face courses. Students are advised to look at their lifestyles and determine how they will find time to devote to school. The following “Time Tool” will help students determine how much time they have available for school. It will help them identify areas that may have to “give” during the school year or areas that family and friends can help with to ease the load. It is recommended that students limit their work schedules to 20-30 hours per week.

TIME TOOL Write down number of hours per week devoted to the following responsibilities and activities.

Responsibilities and Activities Number of Hours/Week

Work, including commute time.

Family responsibilities (children’s care and activities, cleaning, cooking, shopping, etc.)

Extracurricular activities that I plan to continue while in school (exercise, church activities, hobbies, clubs, sports, watching TV, etc.)

Activities of Daily Living (eating, sleeping, personal hygiene, etc)

School – see table for minimum number of hours per course and per cluster

Total (There are only 168 hours per week!)

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TIME COMMITMENT FOR THE MEDICAL CODING SPECIALIST PROGRAM

Course Credits Minimum

Hours Per Week

Number of Hours Per Week Per Cluster

10-501-153 Body Structure and Function

3 9 Pre-Program Courses 27 hours per week

10-501-101 Medical Terminology

3 9

10-103-123, 10-103-122, 10-103-121 Windows

1 3

10-103-137 Word-Beginning

1 3

10-103-133 Excel-Beginning

1 3

10-530-181 Introduction to the Health Record

1 3 Cluster 1 33 hours per week

10-530-182 Human Diseases for the Health Professions

3 9

10-530-197 ICD Diagnosis Coding

3 12

10-530-199 ICD Procedure Coding

2 9

10-530-184 CPT Coding

3 12 Cluster 2 33 hours per week

10-530-185 Health Care Reimbursement

2 9

10-530-168 Advanced ICD Coding

3 12

10-530-176 Health Data Management

2 6 Cluster 3 24 hours per week

10-530-187 Advanced CPT Coding

3 12

10-530-188 Certification and Professional Development

1 3

10-530-189 Management of Coding Services

1 3

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APPENDIX G – MEDICAL CODING SPECIALIST PROGRAM CLUSTERS The Medical Coding Specialist Program (MSCP) is offered on a part-time basis only. The following shows the order in which classes must be taken. Please refer to the MCSP Curriculum Sheet for course descriptions.

Pre-Program Courses Students are required to take these courses before they will be accepted off the MCSP wait list to begin the Cluster 1 core program courses. Courses can be taken online or face/face on campus. Body Structure and Function (10-501-153) OR General Anatomy & Physiology (20-806-206) Medical Terminology (10-501-101) Windows 7 (10-103-123) OR Windows 8 (10-103-122) OR Windows 10 (10-103-121) Word – Beginning (10-103-137) Excel – Beginning (10-103-133)

3 3 1 1 1

Total Credits 9

Program Courses – Cluster 1 Students are required to take these courses before they move on to Cluster 2 Courses in Cluster 1 are offered in the FlexChoice format; students choose to complete them face/face or online. These courses must be taken during the same semester. Introduction to the Health Record (10-530-181) Human Diseases for the Health Professions (10-530-182) ICD Diagnosis Coding (10-530-197) ICD Procedure Coding (10-530-199)

1 3 3 2

Total Credits 9

Program Courses – Cluster 2 Students are required to take these courses before they move on to Cluster 3 With the exception of Adv. ICD Coding, courses in Cluster 2 are offered in the FlexChoice format; students choose to complete them face/face or online. Adv. ICD Coding is offered online only with an optional weekly face/face session. These courses must be taken during the same semester. CPT Coding (10-530-184) Health Care Reimbursement (10-530-185) Advanced ICD Coding (10-530-168)

3 2 3

Total Credits 8

Program Courses – Cluster 3 Health Data Management is offered in the FlexChoice format; students choose to complete this face/face or online. The remaining courses in Cluster 3 are offered online only. There is an optional weekly face/face session for Adv. CPT Coding. These courses must be taken during the same semester.

Health Data Management (10-530-176) Advanced CPT Coding (10-530-187) Certification and Professional Development (10-530-188) Management of Coding Services (10-530-189)

2 3 1 1

Total Credits 7

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APPENDIX H – WAIT LIST FREQUENTLY ASKED QUESTIONS (FAQs) What is wait list? How do I get placed on the wait list?

After your application to the Medical Coding Specialist Program (MCSP) has been reviewed and processed, you are placed on the MCSP wait list. You must pay the $50 advance reservation fee to secure your position on the wait list.

What do I need to do while on the wait list to be accepted to begin Cluster 1 core MCSP courses?

You must complete the mandatory online orientation program and complete (or be in progress of completing) the five pre-core (pre-program) courses.

Do I have to take a credit course each semester to remain on the Wait List or can I “take a semester off” and still retain my wait list position?

You do not need to take a course each semester to remain on the wait list. Also, please see the next question.

How long can I remain on the wait list?

When your name reaches the top of the program wait list, you must either be in-progress with or have completed the required pre-core (pre-program) courses. If this criterion is not met, you will be removed from the wait list and will need to reapply to the program if still interested.

If I am removed from the wait list, do I need to reapply to the MCSP?

Yes, if you are removed from the wait list and are still interested in the MCSP, you need to reapply to the program. You will be placed on the wait list again.

What do I need to do if I complete the pre-core (pre-program) courses but am too far down on the wait list to be accepted?

You do not need to do anything specific or take any courses until you are notified of your acceptance to the program.

How many students are accepted from the wait list to begin Cluster 1 core courses?

Twenty students are accepted from the wait list to begin Cluster 1 core program courses.

When will I find out if I’ve been accepted off the wait list to begin Cluster 1 core program courses? Students are accepted off wait list to begin the Cluster 1 core program courses in September for the upcoming spring (January) semester and in February for the upcoming fall (August) semester. The top 20 students on the wait list who have completed the online orientation and have completed the five pre-program courses will be accepted to begin Cluster 1 core program courses. If there are not 20 students who have completed all the pre-program courses, students in progress with completion of the pre-program courses will be accepted. You should receive a letter by the end of September or the end of February notifying you of your acceptance.

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What happens if I’m accepted, but cannot begin Cluster 1 core program courses in the upcoming semester?

Fall Semester Program Start: If you are notified of admittance into the MCSP before July 15, you must begin the program at fall term start of the current academic year; if not, you will need to reapply. If you are notified of admittance into the program after July 15 and unable to begin in at fall term start, you may request a one-time deferment for the next in-take term.

Spring Semester Program Start: If you are notified of admittance into the MCSP before November 1, you must begin the program at spring term start of the current academic year; if not, you will need to reapply. If you are notified of admittance into the program after November 1 and unable to begin at spring term start, you may request a one-time deferment for the next in-take term.

Who should I notify if I’m no longer interested in the medical coding specialist program? Please send an email to the Enrollment Office to let the College know you want to cancel your application. Learn more at: https://madisoncollege.edu/change-program Who do I contact if I have questions about the wait list?

Students should contact Kay Wagner, Academic Advisor, at 608-246-6540 or kwagner@madisoncollege.edu with wait list questions. Common questions students have include:

“Where am I on the wait list?”

“How long is the wait list?”

“When do you think I’ll be accepted to begin core program courses?”

Note: Effective Fall 2017 students will have to complete the petition process to move off the wait list into the core program courses. Please learn more at: https://madisoncollege.edu/medical-coding-petition-requirements