PracSoft User Guide - Software Solutions for Medical ...

1 2015 Health Communication Network Limited MedicalDirector PracSoft User Guide This User Guide is intended to assist staff through all aspects of using MedicalDirector PracSoft in your practice s daily operations. It comprises topics including managing user accounts, recording practitioner details, entering new patients, managing patient bookings, recording a visit, processing the banking accounts, registering for Medicare Online claiming options, issuing accounts, generating reports and much, much more. This Guide is designed to be used in conjunction with the Online Help (available by pressing F1) and the MedicalDirector Knowledge Base at MedicalDirector PracSoft User Guide 2015 Health Communication Network Limited 2 Contents Introduction.

2 6 Using this User Guide .. 6 Installation .. 6 Getting Started .. 6 User Accounts .. 7 Understanding Account Types .. 7 Locations, Provider Numbers, and Minor 8 Account Examples .. 8 Adding User Accounts .. 9 Changing Passwords .. 10 Forgotten Your Password .. 11 Setting up a General Practitioner, Locum, or Allied Health Professional .. 12 Registering a Practitioner to use GST .. 16 Setting up a Practitioner over Multiple Locations .. 17 Creating a Practitioner Letterhead .. 18 Patient 20 Searching for Patient Records .. 20 Perform a Search .. 20 Advanced Search .. 21 Search via Medicare Card Swipe .. 22 Creating a Patient Record .. 23 Allocating Next of Kin.

3 27 Creating a New Next of Kin Record .. 28 Allocating an Emergency Contact .. 28 If the Emergency Contact is the same as the Next of Kin .. 28 If the Emergency Contact is different from the Next of Kin .. 29 Create an Emergency Contact Record .. 29 Allocating Other Payer .. 30 Create an Other Payer Account .. 31 New Family Member .. 31 Editing Patient Records .. 32 Related Patients .. 32 Validating Patient Details .. 32 Online Patient Verification (OPV) and Online Veteran Verification (OVV) .. 32 Online Concession Verification (OCV) .. 34 Failure to Verify Patient .. 35 Merging Patient Records .. 36 Changing a Patient s Status .. 38 Return Patient to Active (MedicalDirector Clinical).

4 38 Marking Patients Inactive by Last Seen (MedicalDirector Clinical) .. 38 Marking a Patient as Deceased .. 38 Recording Appointment Notes for Patients .. 39 Appointment Reminder .. 39 Printing Patient Labels .. 40 eHealth: IHI .. 41 Setup IHI 41 Validate IHI No and Status .. 42 IHI Number Not Found .. 42 MedicalDirector PracSoft User Guide 2015 Health Communication Network Limited 3 IHI Exceptions .. 42 Appointment Book .. 43 Configure Appointment Book .. 43 Layout .. 43 Create an Appointment Book .. 45 Adding Practitioners to the Appointment Book .. 46 Synchronising Practitioners in the Appointment 46 Adding Non Billing Practitioners to the Appointment Book.

5 48 Appointment Book Preferences .. 49 Practice Hours / Sessions per Hour .. 49 Patient Reference Information .. 50 Workstation Options .. 50 Practitioner Availability .. 51 Standard Session .. 51 Special 53 Record Days Absent .. 54 Record Time Absent (Non-Patient Appointment) .. 55 Adding an Appointment .. 56 Recording an Appointment Existing Patient .. 56 Recording an Appointment New Patient .. 58 Recording a Long 59 Making a Fit Appointment .. 62 Recording a Recurring Appointment .. 63 Adding a Reserved Appointment .. 65 Specifying the Type of Appointment .. 67 Cancelling an Appointment .. 68 Deleting a Single Appointment .. 68 Deleting a Long Appointment.

6 69 Deleting Part of a Long Appointment .. 70 Deleting a Recurring 71 Rescheduling an Appointment .. 72 Searching for Patient Appointments .. 73 Search via Linked Patient .. 74 Search via Appointment Text .. 74 Printing Appointment List: For Patient .. 74 Printing Appointment List: For Practitioner .. 75 Reminders .. 76 Setup SMS Reminders .. 76 Standard 78 Message 79 Enable Schedule Reminders .. 79 Pr actitioner Opt-In .. 80 Patient Opt-Out .. 81 Appointment Type .. 81 Send Individual SMS .. 82 Send Multiple SMS .. 83 Credit Status .. 84 Email Reminders .. 85 Waiting Room .. 86 Appointment: Existing Patient .. 86 MedicalDirector PracSoft User Guide 2015 Health Communication Network Limited 4 Appointment: New Patient.

7 87 Walk-in: Existing Patient .. 88 Walk-in: New Patient .. 89 Check Patient s Outstanding Payments .. 90 Changing Practitioners .. 90 Change Priority Order within the Waiting Room .. 91 Remove Patient from the Waiting Room .. 91 Visits .. 92 Recording a Visit: Private Billing .. 92 Pay Now .. 93 Pay Later .. 95 Recording a Visit: Private Billing (with Tyro - Easyclaim) .. 96 Pay Now .. 97 Recording a Visit: Bulk Bill .. 98 Recording a Visit: Bulk Bill (with Tyro Easyclaim) .. 100 Recording a Visit: Veterans Affairs .. 101 Recording a Visit: Other (Institutional).. 103 Workers Compensation .. 103 Third-Party Payer .. 105 Recording Visits: Tips .. 106 Selecting Item Numbers.

8 106 Recording Multiple Patient Visit: Private Account .. 107 Recording a Non Waiting Room Visit .. 108 Gap Payments .. 109 Service Text .. 110 Aftercare and Not Normal Aftercare .. 111 On Hold .. 111 Multiple Operation Rule .. 111 Editing a Visit: Bulk Bill .. 112 Accounts .. 114 Record Receipt of Payment .. 114 Reverse Receipt .. 115 Adjust Receipt Payment Type .. 117 Write-Off Account .. 118 Reversing Written-Off Accounts .. 118 Reversing Accounts .. 119 Adjusting Fees .. 120 Change Billing Practitioner .. 121 Reviewing Accounts on Hold .. 123 Processing Claims .. 125 Configure Online Claiming .. 125 Workflow Overview: Online Claiming .. 125 Review Claims: Bulk Bill / DVA.

9 127 Edit Visit: Bulk Bill / DVA .. 128 Batch Claims: Bulk Bill / DVA .. 129 Sending Claims to Medicare / DVA .. 131 Retrieving Claims: Processing versus Exceptions .. 134 Manual Receipt Medicare Payments: Medicare / DVA .. 136 Banking .. 138 Banking History: Reverse Banking .. 140 MedicalDirector PracSoft User Guide 2015 Health Communication Network Limited 5 Reports .. 141 Generating Reports .. 141 Common Selections: .. 141 Additional Selections: .. 141 Printing Reports .. 142 Exporting Reports .. 142 Financial 142 Daysheet Report .. 143 Statements .. 144 Appendix .. 145 Setting up a Multiple Location Practice .. 145 Register Practitioners for Multiple Locations.

10 145 Waiting Room .. 146 Appointment Book .. 146 Managing Fees .. 148 Importing Fees .. 148 Adding Item Numbers .. 150 Configuring Private Billing .. 152 Configuring Practitioner Private Billing .. 153 Configure Institutional Billing .. 154 MedicalDirector PracSoft Shortcuts .. 156 General .. 156 Waiting Room .. 156 Appointment Book .. 156 Record Visit .. 156 MedicalDirector PracSoft Resources .. 157 Submit a Support Enquiry .. 157 MedicalDirector Sales .. 157 Knowledge Base .. 157 Online Help (F1) .. 157 Webinars .. 157 Government Resources .. 157 MedicalDirector PracSoft User Guide 2015 Health Communication Network Limited 6 Introduction Using this User Guide Reference how to perform a certain task within MedicalDirector PracSoft by following the specific sequence of steps, or review a whole topic.