MedicalDataFiles.Com - CPT ICD HCPCS CDT

FAQ

What is a data file?
Is MedicalDataFiles.Com a licensed reseller of CPT and CDT?
How fast can my order be processed?
How secure is my online order?
What is the definition of a CPT user?
Why do I need to pay for CPT datafiles when you can download it for free on CMS's web site?
Is my purchase refundable?
What are the licensing/distribution restrictions?
What is the difference between the AMA (American Medical Association) ICD datafile and the MDF (MedicalDataFiles.com) Data Files?

1. What is a data file?

A data file is a table of codes, descriptions and associated information. Data files must be imported into application software such as Excel, Access, FoxPro or a billing system for use. Check with your data processing specialist to ensure compatibility with your software programs. Data files contain data only and not application software.

2. Is MedicalDataFiles.Com a licensed reseller of CPT and CDT?

Yes. MedicalDataFiles.Com is a licensed reseller of CPT (AMA) and CDT (ADA).

3. How fast is my order processed?

Any file(s) that you can add to your cart and purchase online is available for immediate download. Once your submit your order an automatic email will provide you with a link to download your file(s).

Any file not available for immediate download usually takes less than 24 hours to process by phone.

4. How secure is my online order?

MedicalDataFiles.Com online ordering has been designed to securely transmit the personal information that you enter (via SSL or SHTTP). Check your browser documentation to see how it displays a secure transaction. In most cases, if you see an unbroken key or closed lock on your browser's navigation bar, you can be assured that your vital information is securely encrypted as it's transferred from your computer to our order center. If you're still concerned about ordering electronically, you can place your order by phone at 800-669-3337.

5. What is the definition of a CPT user?

The following is a legal definition provided by the AMA. In plain English it is any person who has access to CPT (Not how or where CPT is installed).

A CPT User is an individual who:
(1) accesses, uses, and/or manipulates CPT codes and/or descriptions contained in the product either at the input (the point at which data is entered into the product), the output (the point at which data, reports, or the like are received from the product), or both phases of using the product; or
(2) accesses, uses, and/or manipulates the product to produce or enable an output that could not have been created without the CPT embedded in the product even though CPT may not be visible or directly accessible; or
(3) makes use of an output of the product that relies on or could not have been created without the CPT embedded in the product even though CPT may not be visible or directly accessible.

6. Why do I need to pay for CPT datafiles when you can download it for free from CMS' website?

If you read the required click-through copyright notice it states "Use is limited to use in Medicare, Medicaid, or other programs administered by the Centers for Medicare & Medicaid Services (CMS)." Private use for commercial insurance, managed care (HMO/PPO) is not permitted without a CPT license agreement.

7. Is my purchase refundable?

Due to licensing and instant downloading we are unable to provide a money back guarantee. All sales are final.

8. What are the licensing/distribution restrictions?

This depends on the data file. The following is a FAQ short summary. Included in this summary are links to the AMA website and our specific license agreement.

The AMA (American Medical Association) and ADA (American Dental Association) own the copyrights to CPT and CDT respectively. Since we are value added resellers we are contractually required to post and/or require a signed end user license agreement. In plain language it is illegal to copy/use/distribute/resell proprietary data files without paying additional royalties per user. License fees are based on the number of users using the data files. For the AMA definition of a CPT User and other CPT Licensing issues visit the AMA's licensing website: www.ama-assn.org/ama/pub/category/3660.html.

Each data file on MedicalDataFiles.com will indicate if it is single user, multiple user or distribution/royalty free. In general CPT, CDT and the AMA's ICD-9 files are licensed per user. Other files including HCPCS, DRG, JCodes and our version of the ICD file are sold as either single entity (without distribution) or unlimited (with royalty-free distribution rights). Single entity includes multiple users within a company or organization at one location. Unlimited includes distribution within a software application, .asp or .www site, or multi-user within the same organization at different locations.

Copies of the full license agreements can be found here.

If you require additional information including large network and reseller pricing please contact us.

9. What is the difference between the AMA (American Medical Association) ICD datafile and the MDF (MedicalDataFiles.com) Data Files?

The AMA's version of the ICD datafile is proprietary and contains Code, Fifth Digit Status Indicator, New/Revised Status Indicator, Sex Indicator, Short Medium & Long Descriptions. Since the AMA claims rights to this version you need to pay for every user.

Our MDF version of the ICD data file is non-proprietary and contains Code, New/Revised Status Indicator, Sex Indicator, Short Descriptions. Our MDF version contains the same official codes used by CMS with two value added status fields. The MDF is priced Single Entity (unlimited users within one facility) or Royalty Free distribution for software developers and internet distribution.

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