F.A.Q.

Q. What hours are your tech support staff available?

A. Oncology Data Systems (ODS) technical support staff is available from 8:00am - 5:00pm Central Time at 405-680-5222 or by email at This e-mail address is being protected from spambots. You need JavaScript enabled to view it. .


Q. What is the typical wait time to receive a response from your tech support?

A. All of our support staff is located at our home office and consists of developers of the software. ODS does not queue our customers for a response. If no one is available to speak to you when you call, you can leave a message and someone from the support staff will get back to you as soon as they are available. Normally, someone is available to speak to you immediately.


Q. What beam data do I need to supply for the database configuration for MuCheck, IMRT Check and/or CyberKnife Check?

A. ODS will supply you with a Beam Data Checklist which details all of the necessary data and the formatting options.


Q. What operating systems are supported with the ODS suite of software?

A. Windows XP, Vista and Windows 7, both 32 and 64 bit.


Q. Can ODS's Gamma Knife Check be used as a dose verification second check that qualifies for reimbursement under CPT code 77300 for Gamma Knife treatment?

A. Yes! As explained by Deborah Churchill of Churchill Consulting, Inc: SRS Planning: Specialized isodose planning is required for stereotactic radiosurgery. When treating with GammaKnife, the isodose planning is reported via 77295 (3D Simulation/planning). A single 3D plan will be reported, regardless of the number of lesions being treated. The 3D isodose plan produces calculations for each 'shot', or beam on. The calculations that result from the plan are not separately reportable.

Calculations: A basic dosimetry calculation may be reported 'per shot', provided that there is a second algorithmic calculation, separate and distinct from the actual SRS plan, ordered and completed. This dosimetry calculation is reported via CPT code 77300, basic dosimetry.

In the C and 4C units, removable 4, 8, 14, or 18mm tungsten collimators with circular apertures are used to create various size focal volumes. Modification of the target radiation dose distribution can be achieved using multiple target points (isocenters) with different collimators, or use of beam plugging, or different gamma angles.

The newer Perfexion unit utilizes an internal collimation system with 4, 8 or 16mm isocenters. This system has 192 cobalt-60 sources that are fixed on 8 sectors (each sector has 24 sources). Each sector can be moved independently of the others and can be set to 1 of 5 different positions: 3 positions defining collimator sizes of 4, 8, and 16 mm; an off position (sources are blocked); and a home position.

In general, a basic dosimetry is reported for the calculation that confirms the time for the beam on 'per shot'. This calculation must account for any dynamic collimation for the entire beam on sequence. As with IMRT, there is modulation of the beam during the treatment. However, only one basic dosimetry calculation is reported for the confirmation of the entire beam on. When treating with a linac, the beam on is generally the gantry angle or per arc, if a moving beam is used.

For GammaKnife, the basic dosimetry would be reported for the 'beam on' or 'shot'. If there are multiple 'shots' at different isocenters, then each would be reportable providing that the dosimetry is ordered by the physician, there is a second algorithmic calculation separate and distinct from the plan, signed and dated by the physician. Utilizing the MUCheck software application, a basic dosimetry would be reported for each 'shot'. The table below demonstrates the 2012 reimbursement for these calculations.

Type Reimbursement

2012 Rate

Total x 3

RVU

Total x 3

APC (OPPS)

$104.48

$313.44

1.15

3.45

Technical Medicare

$39.07

$117.21

1.15

3.45

Professional Medicare

$31.26

$93.78

0.92

2.76

Global Medicare

$70.33

$210.99

2.07

6.21

Deborah Churchill is President of Churchill Consulting, Inc., offering DIRECTREES® Coding Help Application.
Deborah offers private seminars and has conducted seminars for the New England Society for Radiation Oncology, AAMO, AAPM, SROA and OROS. Deborah has conducted focused seminars for organizations that include IMPAC Medical Systems, ELEKTA, MDS Nordion, Medical Technology Management Institute and Radionics. Deborah has published articles in Advance Magazine, Oncology Nursing Society and is a contributing editor for The Coding Institute.
For more information or updated rates, please contact Deborah by phone at 860-663-5630 or visit her website at www.ChurchillConsulting.com.




Q. How can I get the latest version of my ODS software?

A. If you are CURRENT on your maintenance contract, you should call or email ODS for instructions on how to obtain the latest version.


Q. If I am replacing a computer that has ODS software on it, how do I move my software to the new computer?

A. When you purchase any of ODS software, you are given a set of installation CDs. After you have installed the software on the new computer using these CDs, call ODS to have a new license key issued.


Q. What if I am not current on my maintenance but had a newer version of the software on my old computer than is on the original CDs that I received?

A. After you have installed your software from the original CDs, you will need to copy the current executable file from the old computer and paste it into the same folder on the new computer.


Q. How can I get the data for a new source for my BrachyCheck?

A. BrachyCheck comes configured with most HDR sources. If the source you need is not listed under Physics Data/Enable Disable Sources, you will need to call ODS for instructions on how to download the data from our website.

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