Do I need a different diagnosis code for the E/M when using Modifier 25?

No—CMS and CPT guidance clearly state that different diagnoses are not required to use Modifier 25. The E/M service may be prompted by the same symptom or condition as the procedure. The key requirement is whether the E/M work is distinct, significant, and properly documented—not whether it has a different diagnosis code.

What documentation is required to support Modifier 25?

The patient record must clearly substantiate the E/M service and show work above and beyond the usual pre/post procedure care. Required elements include: 1) Chief complaint or reason for the E/M work, 2) Clinically relevant history and exam (as medically appropriate), 3) Medical decision-making (MDM) or time documentation that supports the chosen E/M code, 4) Assessment and plan that includes evaluation/management beyond the procedure, 5) Clear separation from routine procedure-only workflow steps like vitals, consent, or brief procedural confirmation.

When should I use Modifier 57 instead of Modifier 25?

Use Modifier 57 when the E/M service results in the decision to perform surgery. CPT guidance from the American Medical Association explicitly states that Modifier 25 is not used for E/M services that result in the decision for surgery—that scenario requires Modifier 57. Modifier 25 is only appropriate when the E/M is performed above and beyond typical pre/post-procedure work and meets E/M criteria independently.

Why is Modifier 25 considered high-risk for audits?

Office of Inspector General (OIG) audits have found high rates of unsupported Modifier 25 usage in certain same-day procedure pairings, with sampled documentation often failing to justify a distinct E/M service. Common audit triggers include: E/M documentation that doesn't meet E/M requirements, cloned or generic text that appears added to justify payment, and E/M notes indistinguishable from routine pre/post-procedure work (vitals, consent, brief confirmation). Practices should audit their top Modifier 25 pairings by volume and ensure documentation clearly supports separate, significant E/M work.

Can I bill an E/M with Modifier 25 if I only took vitals and obtained consent?

No. CMS explicitly notes that tasks like blood pressure/temperature checks, asking how the patient feels, and obtaining consent are included in the procedure payment and do not justify a separate E/M service. To bill an E/M with Modifier 25, you must document significant, separately identifiable work—such as new/worsening symptoms evaluation, differential diagnosis, independent risk assessment, medication changes, or additional diagnostic reasoning—that meets E/M code criteria.

10–12 min read

For Providers, Coders & Compliance Teams

Updated: Dec 2025

Modifier 25 Best Practices: How to Document “Significant, Separately Identifiable” E/M

A compliance-first guide to using Modifier 25 correctly—so E/M services billed on the same day as a procedure are clearly supported in the medical record.

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What is Modifier 25?

Modifier 25 is appended to an E/M code to indicate the patient's condition required a significant, separately identifiable E/M service by the same physician/QHP on the same day as a procedure or other service.

The core test (the simplest way to think about it)

Ask: “Did the E/M go above and beyond the usual work already included in the procedure/service?”

CMS guidance emphasizes that the E/M must be clearly documented and substantiated in the patient record when performed on the same day as a diagnostic/therapeutic procedure.

When Modifier 25 is appropriate

1. An E/M service is performed above and beyond the typical pre-/post-procedure work and meets the criteria of the E/M code (MDM or time).

2. The E/M service may be prompted by the same symptom/condition as the procedure—different diagnoses are not required.

When Modifier 25 is NOT appropriate

1) “We took vitals and got consent” ≠ separately billable E/M

CMS explicitly notes that tasks like blood pressure/temperature checks, asking how the patient feels, and obtaining consent are included in the procedure payment and do not justify a separate E/M.

2) E/M that results in a decision for surgery

CPT guidance (AMA) states Modifier 25 is not used for an E/M that results in the decision to perform surgery; Modifier 57 applies in that scenario.

3) No “extra” E/M work beyond the procedure package

AMA guidance lists typical pre-/post-procedure services that are considered part of the procedure and generally not separately reportable as an E/M.

Documentation checklist: what needs to be in the chart (denial-proof)

To support Modifier 25, your documentation should show two distinct things:

A) The procedure/service documentation

• Procedure note or clearly documented procedure elements (as appropriate)

B) A separately identifiable E/M note (distinct clinical work)

Document the E/M in a way that would stand on its own:

Chief complaint / reason for the E/M work
Clinically relevant history/exam (as medically appropriate)
MDM (or time) that supports the chosen E/M code
Assessment & Plan that includes evaluation/management beyond the procedure
Clear separation from “procedure-only” workflow steps (vitals/consent/etc.)

Important nuance: You don't need a different diagnosis to prove it's separate; you need separate, significant work.

Common denial + audit triggers (and how to avoid them)

1) “Modifier 25 with no real E/M”

This is the #1 pattern that creates audit risk: a procedure note exists, but E/M documentation doesn't meet E/M requirements or is indistinguishable from routine pre/post work.

2) “Cloned text” or generic problem statements

Short, non-specific documentation can look like it was added to justify payment. If you did additional E/M work, document what changed and what decisions were made.

3) High-scrutiny procedure pairings

OIG audits have found high rates of unsupported Modifier 25 usage in certain scenarios (example: E/M billed same-day as intravitreal injections), with sampled documentation often not supporting Modifier 25.

Best-practice workflow (Provider groups, Coders, Compliance)

Provider workflow

Same-day procedure + E/M

Write (or template) a distinct problem-oriented A/P
Ensure the E/M reflects medical necessity and separate decision-making
Keep procedure documentation separate

Coding workflow

Validation & compliance

Validate that the E/M documentation meets E/M requirements and is beyond procedure package work
Don't require different diagnoses—require supportable distinct work
Watch for “decision for surgery” scenarios (Modifier 57, not 25)

Compliance workflow

Audit & feedback

Audit the top 5 Modifier 25 pairings by volume
Provide short, case-based feedback using “what's missing” checklists
Track denial reasons and iterate templates

Practical examples (copy-ready patterns)

Example A: Procedure + separately identifiable E/M (same symptom allowed)

E/M: Document new/worsening symptoms, differential, independent risk assessment, medication changes, or additional diagnostic reasoning.

Procedure: Document the procedure separately.

Key point: Same diagnosis is okay; documentation must show the E/M is significant and distinct.

Example B: “Not a separate E/M”

Vitals + consent + brief confirmation of the procedural target = included in procedure payment; not an E/M.

How ChartWhisper supports Modifier 25 defensibility

ChartWhisper can help teams reduce denials and audit flags by:

Detecting when an E/M note is missing the elements that make it “separately identifiable”
Flagging documentation that appears limited to procedure-package work (vitals/consent-only patterns)
Standardizing coder/compliance review workflows across high-volume Modifier 25 pairings

Important Notice: ChartWhisper provides documentation assistance and workflow guidance; final coding and billing decisions remain the responsibility of the clinical and coding teams.

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Modifier 25 FAQ (AEO-ready)

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