Free Collaborative Care (CoCM) registry template
Last updated
Quick answer
This free CoCM registry template is one row per patient per month: enrollment date, PHQ-9 and GAD-7 baseline and latest, care-manager minutes, and formulas that suggest the month's code (99492, 99493, 99494 or G2214) and flag patients to discuss at the caseload review. XLSX or CSV, no sign-up.
Download
Free, no email, no sign-up. Google Sheets: open Sheets, choose File, Import, Upload, and pick the XLSX; the formulas carry over.
What is in it
| Column | What goes in it |
|---|---|
| Patient ID | An internal ID, never a name (the samples are made up) |
| Enroll date | The date the patient joined Collaborative Care |
| Month, Month type | The calendar month, and whether it is the patient's Initial (first) or a Subsequent month |
| BHCM minutes this month | Total behavioral health care manager minutes in the calendar month |
| PHQ-9 and GAD-7 baseline and latest | Scores at enrollment and the most recent scores |
| Last caseload review | Date the psychiatric consultant last reviewed this patient |
| Code suggestion | Formula: 99492, 99493, G2214 or None yet, from month type and minutes |
| 99494 units | Formula: add-on units for each further 30 minutes |
| Caseload review flag | Formula: flags a PHQ-9 of 10 or more with less than a 50 percent drop from baseline, or no follow-up score |
The sample rows (PT-001 to PT-004) are synthetic. Delete them before you start. Use patient IDs, not names, unless the file lives in a HIPAA-compliant place.
How to use it
- Add one row per enrolled patient for each calendar month.
- Log the care manager's minutes as they happen, not at month end.
- Before each caseload review, sort by the review flag and by the latest PHQ-9.
- At month end, check each code suggestion against the documentation, then bill.
The code formulas use the thresholds in CMS MLN909432. Check a single month in the billing calculator. When the sheet gets hard to keep current, read spreadsheet vs registry software.
Common questions
Is the CoCM registry template free?
Yes. Download the XLSX or CSV with no email or sign-up.
Does it work in Google Sheets?
Yes. In Google Sheets choose File, Import, Upload, and select the XLSX. The formulas carry over.
Is a spreadsheet registry HIPAA compliant?
The file itself is neither. It depends on where it is stored and who can open it. Use patient IDs and keep it in a HIPAA-compliant place.
Why does the review flag use a 50 percent drop?
A 50 percent drop in PHQ-9 is a common definition of response in depression research. The flag is a prompt for the team to talk, not a clinical rule.
Published by Asendar™ (Ignite Synergy™). Education only, not medical, legal or billing advice. Payers set their own rules: verify with your payer and your Medicare Administrative Contractor before you bill.
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