Request a Change to the Code

CDT Code Action Request Form

There is one form used to request any type of CDT Code action— e.g., add a new procedure code; revise a current procedure code nomenclature or descriptor. A request may be submitted at any time, and must be on the current version of the form posted on this web page. The Microsoft Word® form intended to be downloaded to your computer, completed at your convenience and returned by email to dentalcode@ada.org.

• CDT Code Action Request Form - Addition / Revision / Deletion (Word DOC)

A separate request form must be prepared and submitted for each desired CDT Code action. One fully completed Copyright Assignment Agreement must be included when submitting one or more action request forms. Requests that are not accompanied by the completed Copyright Assignment will not be addressed by the Code Maintenance Committee.

Copyright Assignment Agreement Form

Each person or entity submitting a CDT Code Action Request(s) must include properly completed Copyright Assignment Agreement. One signed agreement form will apply to all submissions from the person or entity received during a maintenance cycle.

Action requests that are not accompanied by a properly completed copyright assignment form will not be addressed by the Code Maintenance Committee.

The PDF document is intended to be downloaded to your computer, then completed (data entry areas are color shaded) and returned by email to dentalcode@ada.org.

• Copyright Assignment Agreement Form (PDF)

General

• The CDT Code Action Request includes captions intended to aid completion.
• Separate request forms are required for each desired CDT Code maintenance action.
• A rationale for the action (e.g., reasons why existing procedure code is inadequate or no longer appropriate; description of technology inherent to procedure; dental schools where taught) is required.
• The following information is required for additions – a) current CDT Code used to report the proposed procedure; b) description of the procedure or clinical condition; and c) scenario describing the patient, materials, technique, etc.
• When requesting a deletion, specify another current code (not a "999" unspecified procedure) that adequately describes the procedure. If there is no current code alternative or the procedure is believed to be obsolete, explain this in writing.
• Cite literature, when available, indicating extent of the procedure's or new technology's use and acceptance.
• Requirements for supporting documentation or literature are: a) if protected by copyright, written authorization to reprint and distribute must be provided; b) all material must be submitted in electronic format; and c) all supporting documentation or literature must be submitted in an unprotected password format.

Technical / Administrative

1. All requested information in Parts 1-3 is required; limited exceptions are noted.
2. Cells where information is entered have white backgrounds, which will automatically enlarge as needed.
3. Mark cells with “check boxes” (☐) by moving the cursor over the box and making a “left-click”.
4. The CDT Code Action Request submitted must be accompanied by a signed ADA Copyright Assignment Agreement – current versions of both forms are available for download at the Request a Change to the Code web page.
5. The completed CDT Code Action Request must be submitted in unprotected MSWord® format via email to dentalcode@ada.org.
6. Every CDT Code Action Request received is reviewed by the CMC Secretariat and will be returned for correction when any errors or omissions are identified, such as:
   
   1. An obsolete version of the CDT Code Action Request was prepared and submitted
   2. The completed form was not submitted in an unprotected MS Word document format
   3. Required information in Parts 1-3 of the CDT Code Action Request is missing
   4. The request form’s content does not comply with either the Action Request Submission & Evaluation Guidelines or Request Form Completion Instructions.
   5. The CDT Code Action Request was not accompanied by the required signed ADA Copyright Assignment Agreement.
7. After notification of errors or omissions a corrected form must be returned prior to November 1st in order to be placed on the upcoming CMC meeting agenda.
8. Any original or corrected CDT Code Action Request or required ADA Copyright Assignment Agreement received after the November 1st closing date will result in the requested action being addressed in the following year’s annual maintenance cycle.

These guidelines are published to assist any interested person or organization (aka “submitter”) prepare a CDT Code Action Request . The Code Maintenance Committee considers these guidelines when determining whether to accept or reject an action request.

Preamble

1. A robust dental procedure code taxonomy makes it possible to prepare comprehensive, accurate, and detailed patient records, and accurate dental claim submissions.
2. Submitters should carefully review these guidelines when preparing a CDT Code Action Request and writing the rationale for the requested action.
3. These guidelines do not preclude the submission of any CDT Code Action Request, but are a factor considered by the Code Maintenance Committee during its review and decision-making process.
4. Submitters may withdraw their CDT Code Action Request up to the annual closing date of submissions (November 1st).
5. The CMC during the course of its request review may, at its discretion, amend the proposed action (e.g., nomenclature or descriptor, or both) before determining whether to accept or reject the CDT Code Action Request.
6. Procedure fee reimbursement is not a consideration when preparing or evaluating an action request.
7. The alleged potential for abuse or fraudulent use of a code is not a consideration when preparing or evaluating an action request.

Guidelines

A Procedure Code (i.e., CDT Code entry) Must –

1. Address the need for documenting and reporting services of any type provided to a patient.
2. Describe a procedure provided by dentists or other practitioners acting within the scope of their state’s laws.
3. Be clear, unambiguous, and specify a discrete procedure.
4. Describe the procedure’s intended outcome (e.g., placement, removal or repair), not the steps involved in achieving the outcome.
5. Parse discrete procedures (e.g., placement and removal) when these services can be provided by different providers or occur on different dates of service.

A Procedure Code (i.e., CDT Code entry) Must Not –

1. Delineate “first and each additional” unless there is a procedural reason that distinguishes phases of the procedure, or has distinct set-up resources or time to begin procedure delivery.
2. Include information that may also be reported using another (e.g., HIPAA) standard code set (e.g., Area of the Oral Cavity, Tooth Number, Tooth Surface or Diagnosis).
3. Include community standards of care.
4. Cite a proprietary product or process in any manner.
5. Specify when and under what circumstances a dentist should deliver the procedure on a given date of service (e.g., time intervals).
6. State whether or not the procedure is delivered with another distinct procedure on a given date of service.
7. Include or infer a criterion or criteria for claim adjudication or reimbursement.

An individual dental procedure code has at least the first two of the following three components. References to typeface pertain to a procedure code entry as printed in the CDT Manual.

1. Dental Procedure Code (Code) – A five character alphanumeric code that begins with the letter "D" and is followed by four numerals. Each code identifies a specific dental procedure, and is printed in boldface type.
2. Nomenclature – The brief written definition of a Dental Procedure Code. Each code must have Nomenclature that is printed in boldface type.
3. Descriptor – An optional written narrative that provides further definition of a Dental Procedure Code. A Descriptor is printed in regular type.

Resubmission of a Rejected Request

A rejected CDT Code Action Request may be submitted for consideration in a subsequent CDT Code review and revision cycle. The then current CDT Code Action Request form must be used for the resubmission.

NOTE: A resubmission must include new information not available when the original action request form was prepared. All new information must be clearly identified on the resubmission in order for the request to be on the CMC meeting agenda.

A rejected CDT Code Action Request may be submitted for consideration in a subsequent CDT Code review and revision cycle. The current CDT Code Action Request form must be used for the resubmission.

NOTE: A resubmission must include new information not available when the original action request form was prepared.    All new information must be clearly identified on the resubmission in order for the request to be on the CMC meeting agenda.