Code conversion is defined as an exercise to supply, replace, and/or update ICD-9 diagnosis and/or ICD-9 procedure codes with equivalent ICD-10 codes.  Code conversion is a necessary ICD-10 transition period activity for a number of clinical, operational, and financial activities. The updating and/or conversion of ICD-9 codes to ICD-10 codes support the Hospital’s ongoing operations with an ICD-10 ready data infrastructure.  NYP’s ability to define accurate ICD-10 codes supports among other things, medical necessity, financial clearance, patient population selections, pre-registration, and myriad reporting requirements both internally and externally.

The purpose of this guidance document is to provide direction for the situations, circumstances, and vehicles by which and for which it is considered acceptable and appropriate for NYP to engage in ICD-9 to ICD-10 code conversion activities.  The ICD-10 transition across the continuum of care and multiple providers, vendors, payers, and regulatory agencies will present many complexities. As such, it is a practical reality that entities on which NYP may demonstrate varying levels of dependence for diagnosis code data and/or definition will span the spectrum of overall ICD-10 readiness. It is reasonable to assume that situations for which NYP requires ICD-10 data may in fact be presented by such upstream data providers in ICD-9 or even as narrative descriptions of patient condition and/or diagnostic criteria. Such examples demonstrate the need for NYP to engage in acceptable forms of code conversion so as to not disrupt hospital operations and patient experiences including wait times and access to care.

There are many different devices that are generally eligible for and may require code conversion activities including:

• Reports
• Data extracts
• Technology application-specific tables, dictionaries, or functionality that is designed to represent or use a specific sub-set of the overall ICD-9 and ICD-10 code set.
• Clinical orders and plans of care
• Referrals and appointments for clinical services
• Forms, documents, and other data capture vehicles that currently include ICD-9 diagnosis codes

Should you have such devices, please review this guidance so as to ensure timely, accurate, and appropriate code conversion.  Questions regarding the interpretation and/or implementation of this guidance may be directed to the Project Director for ICD-10 implementation or by e-mailing ICD-10Help@nyp.org. Effective September 28, 2015, employees may additionally call the ICD-10 Support center at (646) 697-9210.  Additional information will be provided on the NYP ICD-10 AnTENna website at http://nyplearningcenter.org/apps/eLearning/cms/icd10/.