Before you start

You will need the following information from Health HB:

• The Code to use
• The GST inclusive amount
• A PMS Description
• (optional) Medtech32, Evolution and MyPractice practices can import service codes using a file provided by Health HB

Indici

How to create a new account?

1. Go to menu Patient -> Companies
2. Click on + icon to add company (account)
3. Fill out the form with the necessary details and save the information by clicking on the ‘Save’ button. Customize the form as per your specific requirements
4. Once Company is saved then move to next step on creating service and service code

How to create a new service?

1. Go to Menu Configuration -> General Configuration -> Services
2. Click on + icon to add service

How to create a new Service Code/Sub-Service?

Once Services added Search for the service:

1. Go to Menu Configuration -> General Configuration -> Services
2. Click on + icon to add sub-services

Mapping a service with Company

1. Go to Menu Configuration -> General Configuration -> Common Services
2. Select the company where user needs to link the service -> select the service and click on save

Create a new Indici section on this page Programme account mapping – Health Hawke’s Bay (healthhb.co.nz)

Unfortunately, at this stage Health HB are unable to provide a Service Code file for import.

Medtech32

This can be completed on any MedTech32 machine, users can remain logged in.

1. Click Setup -> Accounting – > Services
2. Click the New button
3. Enter the following values in the given fields
   1. Code = as advised by the PHO
   2. Description = as advised by the PHO
   3. Service Fee = as advised by the PHO
   4. Services Group = Services
   5. Fixed Fee Service = ticked
4. Click the OK button

Import Service Codes with SQL file

1. 1. Save the SQL file from Health HB to your computer – in a location that will be easy to find
   2. Go to Tools > SQL
   3. Click Open and Run an SQL file
   4. Browse to the file
   5. Click Open
   6. File will Run
   7. Go to Setup -> Accounting – > Services to check the codes have been added
   8. The SQL file from Health HB can now be archived for your reference, or deleted.

Account Mapping

The final step is to advise Health HB which account these service codes should invoice in the PMS, click here for instructions.

Medtech Evolution

This can be completed on any Evolution machine, users can remain logged in.

Click File -> Options

This opens the Options dialog. Click Accounting->Service

1. Click Action->New (or Ctrl + N )
2. This opens the New Service Dialog

Enter the following values in the given fields:

1. Code = as advised by the PHO
2. Description = as advised by the PHO
3. Service Fee = as advised by the PHO
4. Services Group = Services
5. Fixed Fee Service = ticked
6. Click the OK button

Import Service Codes with SQL file

1. Save the SQL file from Health HB to your computer – in a location that will be easy to find
2. Go to the SQL Tool
3. Choose Open and run
4. Locate the SQL file
5. Run
6. Check the codes have been created by viewing them in the Accounting->Service screen
7. The SQL file from Health HB can now be archived for your reference, or deleted.

Account Mapping

The final step is to advise Health HB which account these service codes should invoice in the PMS, click here for instructions.

MyPractice

Health HB will provide an XML file to import the Service Codes required, please save this file to a location that is easy to find until the import is complete.

1. Click Accounts -> Accounts Setup
2. Click the Service Types tab
3. Click the Import button

Note: It is important that you click the Import button on the Service Types tab, NOT the Import button on the Services tab, otherwise the accounts will not be set up correctly!

4. Browse to where you saved the xml supplied to you by the PHO.
5. Select the file, and click the Open button
6. Click the Finish button

Account Mapping

1. Do you already have an account for this PHO programme set-up?
   • Yes, skip to Step 12
   • No, continue to Step 8
2. Click the Contacts button
3. Click the New button
4. Fill in the details for your PHO, making sure that you tick the Account Holder box
5. Click the Finish button
   
6. Click Accounts -> Accounts Setup
7. Click the Service Types tab
8. Filter the Service Type on the Description of the new claim type as advised by the PHO
9. Click on Organisation field for both records, and press the Enter button to locate the PHO account that you have already set-up and the click the OK button once you have selected it
   
10. Repeat Steps 14 – 15 for any other Service Type Descriptions advised by the PHO
11. Click the Finish button when done
12. The XML file from Health HB can now be archived for your reference, or deleted.

The post How to add Service Codes appeared first on Health Hawke's Bay.

The list of claims for the current patient is listed here. Use the filters to choose the programme, month or claim status.

To search all patients, delete the NHI out of the Search text box.

The post How can I check the status of a claim? appeared first on Health Hawke's Bay.

The video below shows how to quickly complete 2 forms for CPO Acute Care.
In this example we are claiming for a nurse consult, and IV materials for the same referral.

Since the referral has already been completed, the link to the claim form is on the Current Programmes tab, this is the case for most of the scenarios where multiple claims are necessary.
The notes have already been written in the consultation notes, and are pulled through to the form as required.

Demonstration video

Note: There is no sound in the video – this is intentional.

Referrals and claims

When using this method to make a claim immediately after making a referral, you may notice that the claim form doesn’t appear on the Current Programmes page.

After clicking Home, on the Current Programmes tab, right click and choose Refresh.

In some cases, the link may not appear, please close the window, and reopen.

The post Making multiple claims during a consult appeared first on Health Hawke's Bay.

Medtech 32

Medtech 32 practices will need to advise Health HB of the account codes for each programme. To find the account code, follow the instructions below.

In Medtech 32:

1. Open the the programme account
2. Open the Patient Register screen (F3)
3. Go to the Audit tab
4. The Internal Id is the account code required by Health HB
5. Send all programme account codes to Health HB by clicking here and completing the online form

Medtech Evolution

In Medtech Evolution:

1. Open the the programme account
2. Open the Patient Register screen (F3)
3. Go to the Audit tab
4. The Internal Account Holder Id is the account code required by Health HB
5. Send all programme account codes to Health HB by clicking here and completing the online form

MyPractice

Account mapping is fully managed within MyPractice. MyPractice practices do not need to advise Health HB of their programme account details.

1. Go to Accounts > Accounts Set-up
2. Click the Service Type tab
3. Find the service to map to a particular account
4. Click inside the “Organisation” column for that service
5. Press the Enter key on the keyboard
6. Find the account to use
7. Press the OK button
8. Repeat steps 3-7 as required
9. Click the Finish button to save all changes

The post Programme account mapping appeared first on Health Hawke's Bay.

Halcyon can be accessed either through advanced forms, or the toolbar icon.

Find the programme form either in Current Programmes or Other Options. To view hidden forms, scroll to the bottom of the page and click Show all options.

Forms will be hidden if the patient doesn’t meet the programme criteria, or the form is not required. For example, a form to register a patient onto a programme will be hidden if they are already registered.

To open the form, click on the link next to the programme name, complete the form fields and click Submit claim.

When the claim has been submitted, a summary of the form is saved to the patient inbox.

If the claim is accepted, an invoice will pop up, just click ok to save the invoice and close the window.

To view completed forms or a list of all parked forms, go to the Reports menu.

To close the Halcyon window, click OK.

The post Halcyon Quick Start Guide – Medtech32 appeared first on Health Hawke's Bay.

The B4 School Check form parks/saves automatically. Not all forms can be parked. If this causes an issue please contact us at support@healthhb.co.nz.

Medtech 32 and Evolution users: Do not click the ‘Parked’ check box in the bottom left of the advanced form window – this will park the Halcyon portal window and not the form. You may lose form data if the form is not submitted or parked using the controls in the form.

The post How do I save/park a form? appeared first on Health Hawke's Bay.

The post Who can I contact if there is a problem with the form or claim? appeared first on Health Hawke's Bay.

The post How do I change a claim after it has been submitted? appeared first on Health Hawke's Bay.

The forms have been designed to show the fields that you need and to hide the fields that aren’t required for every claim.

The post How do I know which fields are required? appeared first on Health Hawke's Bay.

Missing Service Code

If the service code hasn’t been added in the PMS then the invoice will be unable to correctly invoice for the claim.

• Contact support@healthhb.co.nz to investigate and add the correct service code

Cancelled invoice

When a form is submitted an invoice is generated, if the invoice has been cancelled after submitting the form, then there is no invoice connected to the claim.

• If the Halcyon claim summary is still open:
  • click the link in the red message to prompt the system to create the invoice again
  • complete the invoice as usual

• If the Halcyon claim summary has been closed:
  • create a manual invoice with the correct service code and account
  • Contact support@healthhb.co.nz to have the reference/invoice number added to the claim

Important! The reference for a manual invoice will not appear with the claim in Halcyon or the remittance advice unless it has been added using the method below, or via support@healthhb.co.nz 

Medtech fix – Missing reference numbers

In some cases the portal isn’t able to find the Medtech generated invoice number created. This doesn’t mean the Medtech invoice hasn’t been created, just that Halcyon hasn’t picked up the number. You will see this message at the top of the Claim Summary:

• Click the link to add the invoice number to the claim (pointed out by the arrow in the image above).
• A pop up window will load, and try again to find the invoice number
  • If the window loads and there is a number in the Invoice number box, then click save.
  • If the window loads without a number in the Invoice number box, then manually enter the reference number from the invoice

• The reference number will appear in the summary page

Important! Check that the reference number is for the correct date and service

The post Missing reference/invoice numbers appeared first on Health Hawke's Bay.