Medilink WebPos Workflow Patrick Sims

Transcription

1 Medilink WebPos Workflow Patrick Sims i

2 Contents Contents... ii Setup... 1 WebPos... 1 Tyro... 1 Desktop... 1 Medicare Online... 1 Conduit... 1 Usage... 1 Desktop Initial... 2 Patient Setup... 2 Provider Schedules... 3 Make Appointments... 4 Confirming Appointments... 5 WebPos... 6 Login... 6 View Appointments... 7 Appointment Details... 7 Billing... 8 Add Items... 9 Cash Consult Veteran Bulk Bill Private Billing Medicare Bulk Bill Reviewing Appointments Desktop Review View Appointments Review Billing Reconciliation Print Invoice Patient Claiming Bulk Bill Batching ii

3 Setup WebPos Must be installed. You will need the Api address (it may be on a different port than the web site address). Users will be be given the web site address. Tyro If using Tyro via the WebPos you must go through the pairing process. TBA Blurb and screenshot of pairing process. Desktop Must be updated to 2017 R1. Medicare Online For claiming you must have Medicare Online setup and configured in your Desktop environment. Conduit Files must be copied manually to a folder, for example C:\medilink32bnt\bin\WebPos.Conduit APS.WebPos.Conduit.exe.config must be modified so that: hub points to the WebPos Api web address hub_username the username of the Api user hub_password the password of the Api user Setup APS.WebPos.Conduit.exe to run on start-up using Task Scheduler and/or put a shortcut to it on the desktop. Usage We have 2 separate user groups: Practice admin staff who use the Medilink Desktop. Remote providers/staff who are using the Medilink WebPos. There will be 3 phases: 1. The initial phase of the Desktop - setting up patients, schedules and appointments. 2. The usage of the WebPos - viewing appointments and billing. 3. The Desktop review - claiming the billing returned from the WebPos. 1

4 Desktop Initial We start with the practice admin staff using the Medilink Desktop. Patient Setup For the WebPos workflow it is especially important that patients are setup with the correct billing type. Go in to Edit Patient and ensure the Type of billing is correct (i.e. Cash Consult for patients who will be paying on the day, Private Billing for private patients who will be invoiced, Medicare or Veteran for bulk billing patients). You should also PVM or PVV the patient to ensure that their details are correct with Medicare or DVA. 2

5 Provider Schedules You should setup your schedules to reflect where the provider will be. In this example our provider Mena Kirrily will be in A Hospital Rooms. 3

6 Make Appointments Make the appointments as normal in Medilink. 4

7 Conduit will automatically pick up these appointments and synchronise with the WebPos every few minutes. Confirming Appointments The standard mechanisms for confirming appointments are still in place. You can phone and manually confirm, or use the SMS reminders. We will just confirm one of the appointments to demonstrate. 5

8 WebPos We now switch to the remote provider/staff who are using WebPos. This is now sometime in the future from the initial Desktop steps above. Login Open the WebPos using the web site address. Fill in your credentials provided to you. 6

9 View Appointments Click Appointments. You will now see your appointments. Note the appointment that was confirmed previously. Appointment Details Clicking the Details icon next to an appointment will show various details about the patient. 7

10 Billing Click the Invoice icon in the Appointment list (or the Invoice button in the Details screen). You should see a billing screen. 8

11 The type of billing for this patient should be pre-selected. This can be changed from the billing type drop-down at the bottom of the screen. Add Items Press the + button to the right. Type in the item number. It will retrieve the fee rate for this patient, and the description but these can be modified as needed. GST can also be manually added where applicable. Press Submit when finished. 9

12 Cash Consult For cash consult patients, you will be presented with payment options. Cash Confirm that the amount was taken by clicking Yes. 10

13 EFTPOS TBA Blurb + Screenshot of Tyro process. In some cases you may use this where the Integrated Tyro payment has had a fault (i.e. the payment was taken, but the system did not properly record it). Post-Payment This will now mark the appointment (and billing) as Completed. A Receipt will now be shown. You can click Print or to provide this receipt to the patient (or you may not as the Desktop staff will do this), and/or you can simply click Next to go on to your next appointment. 11

14 Veteran Bulk Bill Adding items when the type is set to Veteran Bulk Bill (or Medicare Bulk Bill for that matter), will select a different amount by default. 12

15 There is no payment, you simply click Process to finish the billing. 13

16 It will then mark the appointment (and billing) as Completed. Private Billing Private billing is similar to Cash Consult billing, except that there is no payment, and an Invoice is shown instead of a Receipt, refer to the Cash Consult section above. Medicare Bulk Bill Medicare Bulk Bill billing is very similar to Veteran Bulk Bill billing, refer to that section above. Reviewing Appointments Remote providers/staff may like to periodically go back to the Appointments list to review. You will note that billed appointments are now marked as Completed. 14

17 Desktop Review We are now switching back to the practice admin staff on the Desktop. This is now sometime in the future from the WebPos steps above. View Appointments Going to the Appointment Book you can now see that patient appointments have been marked Finished in Medilink. 15

18 Review Billing While billing will be on individual patient files (in the History Report or Copies Screen), there is a more convenient way to review the billing that has come back from the WebPos, and to perform claiming for that billing. Right-click the MediLinkIt icon in the taskbar notification area, and choose Billing -> Review Web Billing. Here we can see the billing the has been performed and reported by the WebPos via Conduit back to the Desktop. 16

19 Reconciliation A simple method of reconciliation is to view the appointment list and the billing list and ensure that each appointment has been marked Finished and has billing assigned to it. If not, the admin staff should query the remote provider/staff about these. You may find that sometimes the remote staff have made mistakes too those billings should be manually corrected/reversed using the standard Medilink methodologies. Print Invoice In some cases, you may want to print a duplicate invoice or receipt. Highlight the rows you want and click Duplicate Invoice. Note, if you are going to submit these as claims, i.e. a Patient Claim or as part of a Bulk Bill Batch, then you do not need to print the invoice or receipt (they will print when you perform that claiming). Patient Claiming All private billings without a Claim Id should be highlighted and the Patient Claims -> Submit Selected button pressed. You will be prompted about the billing not being raised as a Medicare Online claim initially select Yes. Once the claim has been successfully assessed, a Statement Of Claim & Benefit Paid or a Lodgement Advice will be printed and/or to the patient (depending on your Medilink setup). 17

20 Troubleshooting Note that while the system will stop you from submitting non-private billing, it will let you resubmit private billings multiple times. This is not necessarily a problem as Medicare won t pay identical claims twice, but worth understanding if you get a 9632 error - Duplicate of service already paid. In some cases, you may need to correct/reverse WebPos billing and rebill with the appropriate indicators. Unfortunately, we are unable to troubleshoot all the outcomes of Patient Claims in this guide - please refer the Medicare Online guide for more information about this process. 18

21 Bulk Bill Batching Highlight your DVA or Medicare Bulk Bill rows without a Claim Id (aka a Batch Number), and click Store Selected and click Store Selected. This creates a standard batch. The Forwarding/Receiving/Processing logic will now be the same in Medilink as for any other batch. 19

22 Troubleshooting The system will stop you from clicking Store Selected where you have selected multiple rows that cannot be batched together, i.e. mixing DVA and Medicare. Note that you can perform this batching via the existing Desktop batching mechanism too. In some cases, you may need to correct WebPos billing and rebill with the appropriate indicators. Unfortunately, we are unable to troubleshoot all the outcomes of Bulk Billing in this guide - please refer the Medicare Online guide for more information about this process. 20