Capitation-Based Funding User Manual V1.0
Contents
1. 34 Floppy A ce Disk C NB You can select more than one file by clicking on the first file and then holding down the Ctrl key click on other files you wish to add to the zip file Capitation Based Funding Technical status doc CBF support doc eect CBF User Manuall20402 BOC THE a aaa File name RGFPG30092001 cbf first health limited cht Add Cancel Help Action Password Add with wildcards Add and replace files Ee Compression F Include subfolders Normal F Save full path info Attributes Include only if archive attribute is set Reset archive attribute Store filenames in 8 3 format M Include system and hidden files Multiple disk spanning removable media only 22 Capitation based Funding User Manual Version 1 0 8 When all the files have been selected press the Add button Each file will be added to the zip file Adding first health limited cbt When the zip process has finished your file will appear inside the zip dialogue box The name of the file date it was zipped modified size of file and ratio are all displayed Packed Path 31 01 1999 00 40 1159 43 bof 230211999 01 08 4 690 53 iell 107 0271999 00 27 65 560 61 161 004 Z Fag exe 10 2 Unzipping a file 1 All enriched registers and register report files will be sent out as a zip file From within your online mail file detach these files to2. HealthPAC Capitation based Funding User Manual Version 1 0 Published in April 2004 by the Ministry of Health PO Box 5013 Wellington New Zealand ISBN 0 478 28222 2 HP 3804 This document is available on the Ministry of Health s website http www moh govt nz MINISTRY OF HEALTH MANATU HAUORA Contents 10 Using this Manual 1 1 Users of the manual 1 2 When to read this manual 1 3 How the manual is organised 1 4 Symbols and conventions The Capitation based Funding System 2 1 View the PHO or DHB mailbox 2 2 Maintain PHO DHB user IDs Accessing the Capitation based Funding System 3 1 Prerequisites 3 2 Information technology requirements 3 3 Access to the health intranet 3 4 Setting up an electronic mailbox 3 5 Gaining access to the system Logging on to the Capitation based Funding System 4 1 Logging on for the first time 4 2 Logging on and using the mailbox Maintaining PHO DHB User IDs Submitting a Register to HealthPAC View the Reports Returned from HealthPAC Change Password Contact Details 9 1 HealthPAC IT applications 9 2 HealthPAC IT help desk Using Winzip 10 1 Creating a new zip file 10 2 Unzipping a file Capitation based Funding User Manual Version 1 0 WO W W Nh Nae gt an sr amp BR A 10 11 14 17 19 19 19 20 20 23 1 Using this Manual Welcome to the Capitation based Funding System User Manual This manual is part of a communications packag
3. Inbox Sent Claims Change Password ae ms subject HL Output for Quarter 3 az CBFHLAQUT_S66932_112911 reg zip Toa din S66952 HPAC Help 14 Capitation based Funding User Manual Version 1 0 To save the report files to your hard drive C or any network drive right click on the file icon and select the menu option Save Target As CEFHLrOUT_ 5669 Open Link Open Link in Mew Window Save Target S Print Target Show Picture Save Picture As E mail Picture Print Picture 50 bo My Pictures Set as Background Set as Desktop Item ut Copy Copy Shortcut Paste Add to Favorites rity reasons alway Properties A Save As dialogue box will open select the location where you want to save the file Click the Save button e FA E De 7 kto p ks ag ae Men My Com Buiter M Sia ork File name CBFHLYOUT 568932 112911 reg zip Save ag tupe winzip File Cancel EZ Capitation based Funding User Manual Version 1 0 15 3 If however you click on the attachment you will be prompted immediately with a dialogue box asking if you want to save the file File Download x 2 Tou are downloading the file POUT 566932 772971 1eg zip from 172 16 10 30 Would you like to open the file or save it to your computer Open Cancel More Info IY Always ask before opening this type of file Click on Save and the Sa
4. 0 9 Contact Details 9 1 HealthPAC IT applications For technical enquiries Mary Rowe E Commerce Analyst Email mary rowe nhpac govt nz Phone DDI 04 381 5338 9 2 HealthPAC IT help desk For register processing enquiries Email Helpdesk hbl co nz Phone DDI 04 381 5330 or 025 248 1805 Capitation based Funding User Manual Version 1 0 19 10 Using Winzip Winzip is a programme that compresses files thus reducing the amount of disk space required to store a file and also speeds up the process of email transfer of the file The following section explain how to access and use Winzip to both compress and de compress or unzip files 10 1 Creating a new zip file If you do not have access to Winzip then perhaps contact your IT department to the load the software onto your PC e 1 Open WinZip either from a shortcut on the desktop 24 or from the Start menu status bar as follows New Office Document Open Office Document windows Update _ Programs Accessories CorelDRAW 10 P eeur fy winzip E Online Manual T Palm Desktop ReadMe txt ettings y Uninstall Winzip Search what s New a a a a m a p T or ii p k ia i a jaa 2 Ez E a 7 E ad S 3 1i p Me q Winzip amp 0 Help RUN S Blatt t 47cm Ln4 Cole REC RK ExT D 2 When WinZip opens click on the New button which is the first button on the t
5. Capitation based Funding User Manual Version 1 0 A window appears confirming that the register has been successfully sent Electronic Claims Porirua PHO IPA Friday January 31 2003 CLAIMANT USER HealthPAc Inbox Sent Claims Change Password Your Register file has been successfully sent Help Please remember to log out when you have finished using this system by clicking the 2 button Capitation based Funding User Manual Version 1 0 13 7 View the Reports Returned from HealthPAC The following section contains instructions on how to view reports returned to a PHO or DHB mailbox and how to download them to your local drive 1 Log onto your HealthPAC PHO mail file Electronic Claims HealfhPAC CLAIMANT USER Inbox Hew Resister Previous Page Next Page Sent Claims Change Password Hel From Date subject e AdminPHO 19 12 2002 HL Output for Quarter 3 AdmnPHO 13 2002 Attached are the correct FFS reports AdmnPHO 11 12 2002 FES Report AdmnPHO 1092 2002 O2 Payment 3 Payment Advice Admin PHO O64 12 2002 Acknowledgement and error files Admin PHO 2911 2002 Register AdmnPHO 11 11 2002 Fee for Service IT Operations 08 11 200 PHO Payment Advice 2 There will be a number of different reports and outputs sent to your mail file To download any of these reports outputs click on the one you require to open further Electronic Claims Tuesday January 7 HealihPAC CLAIMANT User G Delte
6. When the connection is established open up your internet browser The following secure remote login prompt will now appear PH 1 SecureClhient Authentication Secured by Please authenticate yourself to site VPN 1 SecureClient N7HIS safecom Use Certificate User name Password f Type in password now SEB software Technologies Lid www checkpoint com Cancel Help Type in the same username password provided by Safecom as per Step 2 If you are using a digital certificate first tick the check box and then enter your username C Enter password later CA CHECK POINT You will then be informed that you have been successfully authenticated YPH 1 SecureClient secured by VPN 1 SecureClient User fred_smith_sah authenticated by RADIUS authentication CHECK POINT eS goitware Technologies Lid www checkpoint com Click OK to remove this pop up window From February 2002 onwards in the Internet Browser Session the following URLs will then open the initial logon screens for DHBs and PHOs respectively a b DHB initial logon screen http reports hbl co nz dhb portal nsf PHO initial logon screen https hblclaims co nz portal nsf Capitation based Funding User Manual Version 1 0 4 Logging on to the Capitation based Funding System 4 1 Logging on for the first time Use these instructions for the first time that you logon to the system On each subsequent occasion t
7. a new user is not an option available in either the DHB or PHO mailboxes lf an Admin user forgets their password or leaves the employment of the DHB PHO then an appropriately authorised person is required to ring HealthPAC to arrange for the password to be reset The contact person for password resets is Mary Rowe 04 381 5338 10 Capitation based Funding User Manual Version 1 0 6 Submitting a Register to HealthPAC The following section contains instructions on how to upload a register into the system and send to HealthPAC 1 Log on to the HealthPAC capitation based funding system https hbiclaims co nz using the admin user name PHO Per Org identity and correct password The initial screen after logon is the user s Inbox HealfhPAC CLAIMANT User Inbox sent Claims Change Password From Adin PHO Admin PHO Admin PHO Admin PHO Adin PHO Adin PHO Adin PHO IT Operations Help Hew Register Electronic Claims Previous Page Date 19 12 2002 13 12 2002 11712 2002 1012 2002 06 12 2002 29 11 2002 11711 2002 08 11 2002 Tuesday January 2003 Next Page subject HL Output for Quarter 3 Attached are the correct FES reports FES Report 2 Payment 3 Pa Acknowledgement and error files Register Fee for Service PHO Payment Advice ent Advice Electronic Claims Tuesday January a UUs Py SOD ToC Fhealthbene ts co tnz 2 Click on New Register button 3 The Send Register w
8. funding system it is recommended that the manual be read through when the system is accessed and used for the first time and then only when necessary until system requirements and procedures are clearly understood 1 The Ministry of Health developed the CBF system in conjunction with HealthPAC the New Zealand Health Information Service Critchlow Associates and practice management system vendors For further supporting information about the Capitation Based Funding System and related processes readers are referred to the Capitation based Funding User Information Guide HL7 Messaging Specification and Capitation based Funding System Business Rules 2 Capitation based Funding User Manual Version 1 0 1 1 3 How the manual is organised The manual is divided into the following 10 sections 1 Using this manual explains how the manual is put together and content conventions 2 The capitation based funding system gives a brief overview of the system and its functions 3 Accessing the system explains how to gain access and dial into the system Logging onto the capitation based funding system explains how to log onto the system for the first and subsequent times 5 Submitting a register to HealthPAC explains the views in the CBF system mailbox how to load a register into the system and send it to HealthPAC and the response messages that will be returned 6 View the reports returned from HealthPAC explains how to view the rep
9. 81 5338 and request a CBF PHO login and mailbox This process takes approximately one working day Note Before requesting an electronic mailbox PHOs must already have been set up in the Ministry of Health s Contract Management System CMS HealthPAC mailbox IDs are the same as the PerOrg IDs issued by HealthPAC when a new provider or PHO is set up in CMS To obtain this number a DHB must complete a Contact Database form available on the Health Information Network HIN and either return email or mail it to the Agreement Administration Team at HealthPAC Dunedin Private Bag 1942 Dunedin Allowing one day for processing the DHB can then either call the Agreement Administration Team on 03 474 8084 for the details or locate the same via a search of the Health Information Network 3 9 Gaining access to the system To access the capitation based funding system 1 Click on the health intranet connection icon that has been set up on your desktop 2 Type your user name and password in the relevant sections Safecom will have provided these Health Intranet Jo User name Password M Save passord M Gonnect automaticaly Please call 0800 NZHISHelp 08500 69 44 74 for customer service Connection status Tou must type your User name before you can connect to a the Service F Cancel Properties Help Capitation based Funding User Manual Version 1 0 5 3 4 D 8 Click on connect
10. a directory on your pc File Actions Options Mew Open When you siirde the register report file either open Windows Explorer Explorer This opens the ii file and all the zipped file details will be CASP ayen Windoy J or My sii on the desktop go to the directory where you detached the 17 477 KE Winzip File Od fO5 2002 14 49 2 Com pu ter m zipped registry file 3 Double click on the zip file BI JanMarReaFies zip 4 _ 5 x ee See Add Extract VIEW Checkout Wizard Modified 25 03 2002 19 16 Packed Path fanaa ee 15 06 27 i2 2002 11 16 12 710 104 70 73 410 277 79 23 Capitation based Funding User Manual Version 1 0 O 6 24 Click on the Extract button Navigate your way to the drive and directory to where you wish to save the unzipped file Extract to Falders drives E Work Capitation 3 o i B E B DE Cancel Files E ChangeContre a Selected files _ Downloads Help All files Favourites b Files e i ws ldz5 ome i feed J nternetintrarn ef Intranet e LotusStutf F J Medzate New Folder Use the directory tree in the Folders Drives pane or create a new folder by clicking the New Folder button M Overnarite existing files M Skip older files Use folder names Then press the Extract button All the files in the zip file will be extracted to the selected directory You can then open
11. and read the file Capitation based Funding User Manual Version 1 0
12. e for District Health Boards and prospective primary health organisations designed to help them understand the changes planned for the primary care sector from 1 July 2002 The purpose of this document is to provide users of the capitation based funding system recently developed by the Ministry of Health with the information necessary to understand the CBF system and how it will operate The user manual s primary aim is to enable people to use the capitation based funding system easily 1 1 Users of the manual The manual is divided into 10 sections designed for different users e Sections 1 and 2 introduce the manual and the capitation based funding system and should be read by everyone e Sections 3 4 and 6 are for people who submit patient registers to the system e Section 7 is for people who receive and read system generated reports e Sections 5 and 8 are for people who maintain PHO DHB User Ids and passwords ie administrators e Sections 9 and 10 contain miscellaneous information for users 1 2 When to read this manual Unlike the User Information Guide which provides broad based information on the capitation based funding system and associated processes this User Manual contains information for those who will be using the system with content focused around screen dump and or detailed instructions on system functionality and use As the manual provides step by step instructions on how to use the capitation based
13. h a data speed lower than 56 kilobits per second kbps increases the likelihood of data transmission problems Users should therefore endeavour to use equipment enabling data speeds of at least 56kbps Internet browsers that support Java and 128 bit encryption are Internet Explorer v5 5 or later and Netscape Navigator v4 73 or later For other browsers users will need to consult the relevant software vendors 3 3 Access to the health intranet To gain access to the health intranet users are required to apply to the health intranet governance body for access approval for a digital certificate known as a Health Secure Digital Certificate and to Safecom Telecom for a network connection Detailed instructions for securing each of these including all required application forms are available on the NZHIS website see URL www nzhis govt nz intranet index html click on How to Join Users can expect the complete process to take approximately 2 3 weeks Following installation of the provided certification and network connection software users should test the connection by following the instructions given in Section 3 5 Gaining access to the system page 5 4 Capitation based Funding User Manual Version 1 0 3 4 Setting up an electronic mailbox PHOs require an electronic mailbox within HealthPAC s system in order to submit registers for cleansing or payment purposes To setup a mailbox users should contact Mary Rowe on 04 3
14. hat you logon please use the instructions in Section 4 2 Second and subsequent log ons Depending on whether you are a DHB or a PHO use the appropriate URL to access the initial log on screen for your organisation The initial logon screen is similar for both DHB log on http reports hbl co nz dhb portal nsf HealthPAC Reports Tuesday January 7 2003 HealthPAC Welcome to the Health PAC Reports Portal Please click the button below to enter the log in page DHB Access Capitation based Funding User Manual Version 1 0 PHO logon hittps nblclaims co nz portal nsf Click the PHO button Electronic Claims HealthPAC Welcome to the HealthPAC Electronic Claims Portal Please click on the appropriate button below to enter the system Pharmacy PHO 1 The log on window will now open MINISTRY OF HEALTH Electronic Claims Ue eee as HealthPAC Electronic Claims Logon User Mame Admin Pharmacy Claimant Mo for a79032 PHO ID Password Your user name is Admin It is always going to be Admin for a PHO user For a DHB it is also Admin 2 Enter your unique user identification number The identification number is your Per Org identification number If a DHB your unique identification code will be your three letter DHB identifier ie NLD Northland CAP Capital Coast Health WCO West Coast DHB etc 3 Enter the password that has been provided Click the Lesin button 8 Capita
15. ilbox for processing a return message acknowledging receipt will be sent to the PHO mailbox All PHO reports and a buyer created tax invoice BCTI in XML or other formats eg XCL will also be placed in the PHO mailbox DHBs will have detailed payment reports and summary payment reports sent to their mailboxes ready to approve payments These will be in the standard HealthPAC format 2 2 Maintain PHO DHB user IDs This function allows for the resetting of PHO DHB user passwords if necessary When your mailbox is created you are assigned a generic password It is advisable to change the password when you first log on to the system Capitation based Funding User Manual Version 1 0 3 3 Accessing the Capitation based Funding System 3 1 Prerequisites All users need the following to access the capitation based funding system e A computer that meets the relevant practice management system vendor s minimum specifications e A modem minimum data speed of 56kbps and an internet connection e An internet browser that supports Java and 128 bit encryption eg Internet Explorer 5 5 e Access to the health intranet with user ID and password e An electronic mailbox within HealthPAC s system with user ID and password 3 2 Information technology requirements The only PHO CBF specific requirement for user computer equipment is that it can operate an HL compliant practice management system or PHO level system Any modem wit
16. indow opens HealthPAC CLAIMANT USER Send Register Inbox Sent Claims 07012003 S Change Password 16 29 Saper Help 4 PC Capitation based Funding User Manual Version 1 0 Attachment OO Browse Click on the 82 s _ button to browse to where the register file is located on your 11 5 The Choose file window opens Choose file El Ei c l Look ir E3 oldzipfiles 13000030 zip VS000391 Zip 19000052 zip Gall 19000687 zip Files of type All Files i Cancel 6 Select the register you wish to upload into the system Click on the button The file will appear in the Send Register window NB Only a zip file can be accepted into the system Any other type of file will be rejected and you will be asked to submit a zip Electronic Claims HeahthPAC CLAIMANT USER Send Register Inbox To CBFi healthbenefits co nz sent Claims 070172003 Change Password 16 29 muy ect Attachment CAD ocuments and Settings 9000078 zip Browse Help 7 Click the button Click on OK on the Your Register is being submitted dialogue box and wait for a confirmation response Please ensure that you do not click any other links when the register is being submitted Microsoft Internet Explorer Ea AN Tour Register i being submitted Please click OF and wait for a reponse See Appendix 10 3 for detailed explanatory material on creating and using zip files 12
17. op icon bar lO x Fie Actions Options Help SaeWVeEesasd Mew Open Favorites Add Extract WIEN Checkout Wizard Name Modified Size 20 Capitation based Funding User Manual Version 1 0 3 4 3 Before you can zip your file you have to save a new zip file In the New Archive dialogue box select the drive and directory where you wish to save the new zip file and then type in a name for the zip file in the file name field Mew Archive EJ euracale ZIP CHicon zip Ceak zip CD roundtables 1 zip File name Files of type Zip files Cancel M Add dialog Help Press OK In the next dialogue box that immediately opens select the files you wish to add to the zip file Add Sy RegisterFiles E first_health_limited cb aa GPGS0092001 chF File name E Cancel i Help Achon Password Add with wildcards Add and replace files Salers Compression Include subfolders Normal l Save full path info Multiple disk spanning Atibubes Fenny cle ac eran To Include only if archive attribute is set Reset archive attribute Store filenames in 8 3 format W Include system and hidden files Capitation based Funding User Manual Version 1 0 21 6 Select the files by clicking on the file name in the upper area of the dialogue box 7 Negotiate your way to the correct directory by using the drop down arrow in the Add field at top ie
18. orts returned to the PHO DHB mailbox and how to download them to your local drive 7 Changing the password of your own ID explains how to change your own password Contact details identifies whom to contact for various system related enquiries Appendices provide miscellaneous detailed information for users as required 1 4 Symbols and conventions This manual uses the following conventions to help make instructions clear meo s SS BOLD SMALL CAPS A key on the keyboard For example lt ENTER gt Bold text The name of a field on the screen to be selected by clicking the left mouse button 2 Capitation based Funding User Manual Version 1 0 2 The Capitation based Funding System The capitation based funding system enables the electronic transfer of practice registers to HealthPAC for processing Users submit registers directly into the system using an electronic mailbox facility and password protected user IDs Processed registers and system derived messages and reports are subsequently sent back to the user s mailbox for direct access when required 2 1 View the PHO or DHB mailbox This function allows messages and reports sent to the PHO DHB mailboxes within the system to be viewed The PHO mailboxes have been created by HealthPAC to enable the uploading of registers directly into the system by a PHO user Patient data is loaded via a hyperlink on the mailbox screen When a register is transferred from a PHO ma
19. tion based Funding User Manual Version 1 0 4 2 Logging on and using the mailbox Depending on whether you are a DHB or PHO type in the URL you have been given as per page 11 then click the DHB or PHO button The next screen is the logon screen for either the Claims PHO or Reporting DHB You are now logged on to the HealthPAC capitation based funding system and can access your mailbox or other functions of the systems The following is an example of a PHO mailfile Electronic Claims Tuesday January F 2003 HealfhPAC CLAIMANT User Inbox so Hew Register Previous Page Next Page Sent Claims Change Password Hel From Date subject se AdminPHO 19 12 2002 HL Output for Quarter 3 Admin PHO 13 12 2002 Attached are the correct FFS reports Admin FHO 11 12 2002 FFS Report AdmnPHO 10 12 2002 Q2 Payinent 3 Payment Advice Admin PHO 62 2002 Acknowledgement and error files Admn PHO 29 11 2002 Register Admin PHO 11 11 2002 Fee for Service IT Operations 08 11 2002 PHO Payment Advice For security reasons it is recommended that you change your password immediately on logging in for the first time You will note there is a link at the left of the screen for changing your password Click this to initiate a change of password Please remember to log out when you have finished using this system by clicking on the out button Capitation based Funding User Manual Version 1 0 9 5 Maintaining PHO DHB User IDs Registering
20. ve As dialogue box opens same steps as 3 NB Please note that the reports will be available in your Inbox for a maximum of three months 90 days 16 Capitation based Funding User Manual Version 1 0 8 Change Password The following section contains instructions on how to change your password 1 Login using your PHO logon and then click the Change Password option at left of screen HealfhPAC CLAIMANT User Inbox Sent Claims Change Password Help a Change Password Sent Claims Change Password Help New Password minimum of 6 characters Confirm New Password Submit Reset M 2 Enter a new password that is a minimum of six alphanumeric characters 3 Enter the password a second time to confirm 4 If for some reason you wish to change the password before you have clicked the submit button click on the eset button and the fields will be cleared for you to re enter your new password Capitation based Funding User Manual Version 1 0 17 5 When you are happy that you have the password you want then click on the Emm button The Password Changed Successfully window will open Electronic Claims CONS Porirua PHO AIFA Friday January 31 2003 HealthPAC CLAIMANT USER HealthPAc Inbox Your Change Password request has been successfully submitted Change Password Please select an option from the left hand pane to continue Help 18 Capitation based Funding User Manual Version 1
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