Billing & Codes helps you look up diagnostic and billing codes, review suggestions from your saved notes, and organize codes across your encounters. Open Codes in Vero’s sidebar to get started.

This feature is in beta. Review each code, its requirements, and the supporting documentation before using it. Adding a code in Vero saves your selection; it does not submit a billing claim or guarantee payment.

Set up your code catalogs

Open Codes from the sidebar. On first use, Vero asks you to choose your code catalogs.
Select your usual Setting, such as Office, Walk-in clinic, Community urgent care, Emergency department, or Virtual.
Choose a Diagnostic catalog, a Billing catalog, or both. You need a setting and at least one catalog to continue.
Select Save catalogs.

Diagnostic catalogs describe diagnoses and conditions. Billing catalogs describe services and procedures, with published fees where available. If you select both, choose catalogs for the same country and, where applicable, province or state.

To change these choices later, open Settings → Code catalogs. Keep your specialty in Settings → Profile accurate, because some published rates depend on specialty as well as setting.

Which catalogs are available?

Use the catalogs listed in the selector for your workflow. Available options include:

United States: ICD-10-CM diagnoses and either CPT or HCPCS Level II billing codes.
Canada: ICD-10-CA.
Ontario: ICD-9-OHIP diagnoses and the Ontario physician fee schedule.
British Columbia: BC MSP diagnoses and either the BC MSC physician payment schedule or the BC Longitudinal Family Physician payment schedule.
Alberta: the Alberta AHCIP diagnosis reference and Alberta SOMB medical procedures and prices.

You can select one diagnostic catalog and one billing catalog at a time. Choose the system required by your billing workflow; a general diagnostic classification is not automatically a substitute for a payer’s diagnostic code list.

Look up a code

Open Codes and choose the Diagnosis or Billing tab. These tabs appear for the catalogs you selected.
Search by code or by a diagnosis, service, or procedure.
Expand a result to review its description, applicable dates, published fees, coding guidance, and variations where available.
Use the copy icon to copy the code.

Looking up or copying a catalog code does not add it to an encounter. To save codes against a visit, use the code table in encounter Chat or Codes → Encounters.

Review codes for a note

Open the encounter’s saved note, review its content, and wait for edits to save.
Open Chat for that encounter and ask, for example, “Suggest billing and diagnosis codes for this note.” Complete your catalog setup if prompted.
Review the code table in the latest reply. Open a line’s Details to review the explanation and supporting note excerpts. Review catalog guidance and fee details when needed.
Use the checkmark to add a suitable suggestion, or the trash icon to remove an unsuitable one. Check any warning before approving a code.

The latest code-table reply is interactive. Earlier replies keep their earlier code lists; use the latest reply when making changes.

Add or adjust codes yourself

Select a Billing or Diagnostic cell to search the selected catalog and add or replace a code.
Use the blank line beneath an encounter’s existing codes to add another billing line. In the day table, use Add encounter to include an encounter with no codes yet.
Select a billing line’s diagnostic cell to choose its linked diagnoses. The available number depends on the selected billing catalog.
Open the line’s Details to adjust Units. Use the trash icon to remove a line or suggestion.

Changes save as you work. If Vero reports an error, use the offered retry control and confirm that the change saved.

Review confirmations and alternatives

A working or uncertain diagnosis needs a separate review. Add it only if you have made that diagnosis, and document it in the note. Adding a billing suggestion does not automatically confirm an uncertain diagnosis.

When suggestions are marked as alternatives, choose the one that applies. Selecting an alternative replaces the competing billing line rather than adding both. Review the resulting diagnoses and units.

Refresh after editing the note

After the note saves, use Refresh suggestions in the latest code table. If no suggestions exist yet, use Generate codes. Refreshing uses the saved note and keeps codes you have already added. Review those added codes yourself if the clinical information changes.

A removed suggestion may return after refresh if the saved note still supports it. Changes to the note, encounter date, or catalogs can also flag saved codes for review.

Review a day’s encounters

Open Codes → Encounters.
Choose today or an earlier day with the calendar. Encounters are grouped by their recorded date in your local time zone.
Select Sync to suggest codes for that day’s non-archived encounters that have saved notes and no code records yet.
Review each line and its warnings. Use its checkmark to add suitable suggestions or its trash icon to remove them.
Select a billing or diagnostic cell to edit the codes and linked diagnoses. Use Add encounter for an uncoded encounter, or the blank line beneath an encounter to add another line.

Sync leaves encounters with existing code records unchanged. To refresh those suggestions, open the encounter and use the latest code table in Chat.

Select an encounter’s time to open it. Added total includes added billing lines with calculable fees; suggestions are excluded. Vero flags lines without a fixed fee or whose fees could not be loaded.

Ask questions in Codes chat

Use the message box on the Codes page to ask questions about your selected catalogs or to navigate the code table. For example:

“Find billing codes for this procedure.”
“Explain the requirements for this code.”
“Compare these two codes.”
“Show my encounter codes for yesterday.”

Code searches use your selected catalogs. On the Codes page, the open catalog provides the default context; in an encounter chat, the encounter’s date and catalogs apply. Review the returned sources and requirements. Asking a question or displaying results does not accept the codes or submit a claim.

Understand published fees and dates

Fees are reference values from the selected catalog edition. A code may have a fixed amount, a per-unit rate, multiple rates or modifiers, or a fee that requires further assessment. Specialty, setting, units, and the applicable date can affect the amount shown.

Encounter coding uses the encounter’s recorded date in your local time zone to select the applicable catalog edition. A catalog must have an available edition for that date. Vero does not silently switch to another catalog if an edition is missing.

A displayed fee or Added total is not a reimbursement estimate or payment guarantee. Check the applicable payer rules and complete claim submission through your usual billing system.

Troubleshooting

Do not change the visit date just to make a code available.

I cannot save my catalog setup

Choose a setting and at least one available catalog. If you select both diagnostic and billing catalogs, check that their country and province or state are compatible. Clear an unavailable selection and choose an available catalog.

A code is missing or seems incorrect

Check the selected catalogs, setting, specialty, encounter date, and saved note. Suggestions use saved note content rather than assuming information from the raw recording. Document relevant facts accurately, wait for the note to save, then refresh the code table. You can also search the selected catalog and add an appropriate code manually.

A suggestion asks for confirmation

Review the warning, documented care, and catalog guidance before adding the code. A service may need confirmation of time or another requirement. A working diagnosis is not confirmed merely because it appears plausible: add it only if you have diagnosed it and document it in the note. When alternatives are offered, choose the applicable one. An enabled checkmark does not verify clinical or billing requirements.

There is no catalog edition for the encounter date

Confirm the encounter date and your catalog selections in Settings. If the date is correct and the required edition is unavailable, contact Vero Support.

Sync does not add a missing encounter

Check the selected day and whether the encounter is archived, has readable saved note content, or already has code records. Sync only processes uncoded encounters for that day. Use Add encounter for manual coding, or open the encounter’s Chat code table to review existing codes.

Generation or saving fails

Wait for note edits to save and retry once. If the note changes during generation, save it and refresh the suggestions. An oversized-note error means the saved note content exceeds the generation limit of 60,000 characters; Vero stops instead of silently truncating it.

Use Reload codes, Retry save, or Retry when offered. If your session expires, sign in again. For an incorrect result, use Feedback in Codes. For a repeated error, contact Support through in-app chat and include your selected catalogs and the exact error.

Frequently asked questions

Do I need both a diagnostic and a billing catalog?

No. Choose either catalog or both, together with a setting. Vero only searches and suggests codes from the catalogs you selected.

Does Vero submit claims or check insurance eligibility?

No. This feature supports code lookup, suggestions, review, and saved encounter codes. Submit claims and verify payment eligibility through your usual billing workflow.

Does adding a code rewrite my note?

No. Codes are saved separately against the encounter. Keep the clinical note accurate and complete, and update it directly when needed.

How is this different from an ICD field in a template?

A template field puts a code suggestion inside the generated note. The Codes workflow searches your selected catalog and lets you review descriptions, guidance, fees, and saved encounter codes separately. You do not need to add an ICD field to your template to use Codes.

Can I use saved PDF forms?

Day Sync can use readable text from saved PDF form fields as part of an encounter’s notes. Uploading a PDF as context does not by itself create a saved coding note. In encounter Chat, open a supported saved note and follow the code table’s source instructions.

Why does a fee show a dash?

The code may not have a single calculable fixed fee, or its fee details may be unavailable. A dash does not mean the service is free. Open the available fee details and guidance, and check the source schedule.

Will a declined code return when I refresh?

Yes. A removed or declined suggestion can return if the saved note still supports it. Review the refreshed suggestions again; removing a suggestion does not permanently exclude that code.

Can I leave the Codes page while Sync runs?

Yes. Sync can continue while you navigate within Vero in the same signed-in session. Return to the selected day to review progress, or select Stop to stop the run. Only one day can sync at a time; another day waits until the current run finishes or is stopped.

Is this where I manage my Vero subscription?

No. Codes relates to clinical diagnosis and service billing. Manage your Vero plan in Settings → Billing & Usage.