Page 1 of 28 HIC Online - Installation and User Guide for PracSoft 3
Contents
1. cccssssssssesseseeeeeeeeeeeeeeeeseeseeeeeeeeseeeeeeenees 3 Step 2 Setup Location Certificate details in PraCSoft ccccceeeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeneeeeeeeeeeeeeeeeeeeenees 5 Step 3 1 Setup a Practitioner to use HIC Online in PracSoft ccccscsssssssseeeeeeeseececesnssseeeeeeseseeeoeneenees 7 Step 3 2 Load Rainbow iKey Drivers sicecacicedeccierrecscssstascevsesevetesceessciadeassnedeacecssusesvansiesveuedanssstiavacvuededencautvaness 8 Step 3 3 Setup a Practitioner to Individually Sign Claims in PracSoft ccsssseeeesesssseseeeeeeeenseeees 8 USINO MIC OMNE oe ct etree cw seed cera ee oe nicer c EEEE v owe e ETE E EEA EEE E e EE EEE ESE 9 The Process for Using HIC Online Bulk Bill Claiming cccccseeeeeeeeeeaneeeeeeeeseueeeeeeeeseaaeeeeeeessaaeseeeeeesanaases 9 Using HIC Online Patient Claiming sisses a a Ea raa AEEA E EAE i 18 Issuing an Account Receipt Private ACCOUNT aasssnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnn nnmnnn nnna 19 CUP FC GO UI i E EEEE E A NA ENE O E 20 PAA OU a E EE E E EE E 20 aee E EAA N A A E OE E E E E A EE 21 FIC Online Same Day Delete crete cp ccs octet EERE E E EE O AEAEE EEEE 24 Sy FOUN a E T E E E 24 Using HIC Online Patient Claims Store and Forwalt ccccccssssssssseeeeeeeeseeeeeeeseeeeeeseeseeoenoesensneeeessesenoes 25 Bare OM ccc eee bach ecg a racine a a ea eeepc A E ciate de ects wa cea eheeeaies 25 HIG Online Pati2. SSG 2241 AY AK er sighed interective 7050 SURO 131241 Tremsmidied IAH HEIE A HOME iyis Vien Stored Foraard Pra Hore Ari TARH dee AY HAE Choo Pea iradi EA SUT ea Trieri IWA II A ANINE Domi eihat interactive SUDO Io Canceled TMD E0 A HOHE Donald Wariga interactive MORII Troma AWA 15 A MANE Adoni aghaid rer ecies SUE eT Career IWATE A HAMIN Domki ehant interactive FIL SOO Tae Transmitted PMO 5 AY HOME Adonds beghercd iliraca 1410 OT Tranemhed AWH AS AY CANN arisigha hierati HES SURO eg Trerermdied JAR AV HAHINE Keha interactive BISS MONO 17123 Traremitted SAG TAIR AY PONE JEFFREY inris ilera HIED PURDON Troremhed SMBGIM 1504 AY Hiini Grew Rande ieai SUES Te Adad Evy AWG dE WY HAINE Erie Covey Interactive BASS FORO 1843 Transmitted AAO 113342 A ONIN Kaiti iieri HASS MERIH 113342 Traremhed SOAS WSO PTH HOITE yalia ie inlevectivs or i me ae a i HARDA 14228 PTH HO ignatius Vion StoredForaand eos Sore Ard a Behesh Brint Feria Chse I 2 Select the Print button to print out all claims displayed on the screen Page 26 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 3 Select the RePrint button to reprint the Lodgement Advice or Statement of claim and Benefit form for that claim 4 The selection criteria can be changed display different claims Tips on Sending HIC Online Patient Claims The Practice has the choice of send
3. 4 select the Patient Claims check box to indicate that the Practitioner will be using HIC Online Patient Claiming Click the Save button Repeat this for other Practitioners who will be claiming through HIC Online Note Steps 3 amp 4 are optional and only required if the Practitioner wants to individually sign each claim using their iKeys Step 3 2 Load Rainbow iKey Drivers This step should be completed on each workstation into which Practitioners will be inserting their iKeys Smartcards tokens 1 2 3 Ensure that the PracSoft CD ROM is in your CD ROM drive Use Windows Explorer to find the file setup exe which is contained in the Rainbow ikey folder Ensure that any other applications are closed and then double click to run this file The Rainbow Technologies license agreement is displayed If you accept the License Agreement click the Yes button Follow the default prompts through The installation may take a few minutes to complete Once the installation is complete you will be prompted to reboot the computer Check Yes want to restart my computer now and click the Finish button Once the PC has rebooted you may wish to change the Passphrase for each iKey If so insert the relevant iKey navigate to the Start menu Programs Rainbow Technologies iKey 2000 Series Software and click on Passphrase Utility Follow the prompts The iKeys are used during the Preparation Authorisation of th
4. 4 Transmit Claim 21 Piecersing Delails Locationict HS 500000 Reports for all outstanding claims can be requested at this point This includes all claims requiring processing that is exceptions and payment reports 17 Click the Request button to request claim report information from the HIC Any claims that have exceptions will have reports printed and must be resolved before the claim can be receipted off Payment reports are printed for the relevant claims and any claims that have been paid by the HIC are automatically receipted off in your PracSoft 3 accounts All report output can also be found in the View Payment Processing Log from the View drop down box in the above screen 18 Click the Resolve button to resolve claims The Resolving Claim Exceptions window is displayed Resolving Claim Exceptions Claims to Resolve Clam Ho Doctor Location Claim Date Date of Tranemistion Exceptions bo Aesolee Page 16 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 It is important to note that all exceptions must be resolved before the claim can be receipted off Vouchers can be either re submitted or the amount paid by the HIC accepted 19 Select the claim to resolve from the list of claims and click the Resubmit button to remove the voucher from this claim The voucher can then be edited batched again and resent to t
5. 8 3 Ensure that full read write access to this directory is enabled for all workstations on which PracSoft 3 will be installed 8 4 Enter X Program Files HIC PK hic psi or SERVER Program Files HIC PK hic psi as the File Name 8 5 Check the Create a new Store box 8 6 Enter your preferred pass phrase and confirm for this Psi Store This is a password of your choice 8 7 Click the Finish button Step 2 Setup Location Certificate details in PracSoft 1 Launch PracSoft 3 2 Select Setup gt Workstation Settings from the Main menu The Workstation Settings window is displayed Workstation Setithngs BIC Online Share Losari Shove Passau 3 If you have installed PracSoft onto a single workstation 3 1 Enter C Program Files HIC PK l hic psi as the Store Location providing C is your local system directory drive Page 5 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 3 2 Enter the PSI Store password that you created in the previous step and Click the Save Button 4 If you have installed PracSoft onto a server network 4 1 Enter either X Program Files HIC PKI hic psi where X is the letter of the relevant mapped network drive on which you created the PSI Store in Step 7 or 4 2 SERVER Program Files HIC PK I hic psi where SERVER is the name of the computer on which
6. OF by behali by a person qualified to provide that professional service No payments have bean sought from any person in respect of the services specified in this claim and I accept the assignments in full payment for the nediesal Sxpenses incurred A copy of each assignment claimed was given to the person who assigned the benefit after he or she assigned it and Hone of the professional services specified in this claim if precluded from a Hedicare benefit hy any provision of the Health Lnsurance Act 19373 or Regulations By entering my passphrase I the practitioner whe rendered the professional Services confirm the above declaration 9 The user is prompted to enter their iKey Passphrase then click Sign Note Within the Doctors screen in PracSoft they will need to have selected the Individual signing flag to use this functionality The following screen is displayed iis PracSoft HiCOnaline Fle View Setup S5eectClams 2 Prepare Chim Data 3 Pont Clam Reports 4 Transmit Clare 5 Request HIC Results CLAIMS SELECTED TO PREPARE AMO4 START OF CLAIH ADI 04 Started processing 24 05 04 1205 35 am Clam Ne AOA has been processed Total lees 25 05 No of vets 1 Authonsing Clam END OF CLaIM SA01 D4 Processing successiul Preparshon Quthorsalion of Cams completed Check messages bo determine whelher lo proceed to Transmit stage Locabonid HSs00000 Page 13 of 28 HIC Online Installation and
7. User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 10 Click the Next Step button to proceed The following screen is displayed 4 PracSoft HiCOnline Fie View Setup 1 Sect Chine 2 Prepare Clam Data 3 Pint Claim Repat 4 Tranem t Caine 5 Request HIC Residts FPiocessing Cetak CLAMS SELECTED TO PRINT AQQO00T A1233 The printing of Claim reports is only essential for DVA Claims All DVA Claims require the claim reports to be sent as accompanying documentation to the HIC No documents are required to be sent to the HIC for Bulk Bill claims These claim reports provide a summary of each claim including total number of vouchers and total amount claimed as well as details of all vouchers included in the claim 11 Click the Print button to print claim reports The following message is displayed PracSeft Prepare Claims You have selected to print details of the following Caims A1233 Do you wish to continue Remember Reports are oniy required for DVA Cains Note To change your default printer settings click Setup Printer Setup from the Main menu Page 14 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 12 Click Yes if you wish to print reports or No to continue without printing and then click the Next Step Button The following screen is
8. claim or Hold down the CTRL or SHIFT key while selecting a group of claims and selecting the gt or lt button 4 There is a right click option in this window to perform the following tasks however great care must be taken especially renaming or resetting a claims status 4 1 Print the claim details a report is generated of all vouchers details within the selected claim Page 11 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 4 2 Change the claim number the claim number can be changed using this menu option however this is not recommended especially if the claim has already been sent to the HIC 4 3 Reset the claim status if the claim has been transmitted to HIC the claim status may need to be reset This may only be performed by Full Access users and only in circumstances whereby the HIC have cancelled the claim at their end Do not use this facility in under any other circumstances 5 To prepare and authorise the claims to send to the HIC click the Next Step button to continue The Prepare Claim Data tab is displayed y Pracsogt HEOpline CLAIMS SELECTED TO PREPARE ADODO Ais Heri Step Ligatrerd ct HSS 00000 6 Each prepared claim must be authorised before being sent to HIC At this stage further validation of the claim details is performed If any problems are found they will be displayed o
9. displayed 4 Pracsoft HiCOnline Fie View Setup 1 Select Chine 2 Prepare Clam Data 3 Piira Clim Aepote 4 Trantat Caime 5 Request HIC Results Pignesting Cetak One or more claims can be transmitted to the HIC using an Internet connection It is important that an Internet connection be available at this point The transmission of claims does not need to be performed at the same time as the claims are prepared These processes are now separate 13 Click the Transmit button to transmit the claims The Transmit Claims window is displayed Traremit Claims Lest of Ciare bo Trami h Amount Ve F0Dd PM 14 Select the claims to be included in this transmission and click the Transmit button to transmit to HIC Online The Clear All button allows the de selection of the claims you do not wish to transmit Only the ticked claims will be sent when you click on Transmit 15 A message appears in both the Main window and in the HIC Online log to indicate the success failure of the transmissions Page 15 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 16 Where claims have previously been submitted to HIC using HIC Online reports can be requested through the 5 Request HIC Results tab as shown on the following screen 47 PracSoft HiCOnline Fie View Setup 1 Select Clare 2 Prepare Claim Data 3 Print aim Repcets
10. has the choice of receiving the Medicare rebate from HIC by a cheque sent to a specified address or paid directly into their bank account via EFT In this case the drop down HIC Payment Type box will display an additional 2 options Payment by EFT in this case the Medicare rebate will be deposited by HIC into the specified bank account of the Claimant If this option is selected the bank details of the claimant must be entered HIC will also send a statement to the Claimant at the address specified in the Address Details box Payment by EFT address held by Medicare in this case the Medicare rebate will be deposited by HIC into the specified bank account of the Claimant If this option is selected the bank details of the claimant must be entered HIC will also send a statement to the Claimant at the address for that patient held by Medicare The Contact phone number is optional and PracSoft defaults to the current Home number of the Patient This may be required if the Patient needs to be contacted by HIC regarding this Patient Claim Page 20 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 5 Once these details have been completed the user must decide on how the claim is to be sent to the HIC Real Time lf the Transmit button is clicked PracSoft will attempt to send the claim immediately to the HIC This requires t
11. next step is to select the HIC Payment Type i e the method by which the patient will be reimbursed by Medicare The HIC Payment Type options to choose from depend upon whether the patient has paid the practice in which case the Receipt button is selected on the Record Visit screen or has not yet paid the practice in which case the Account button is selected on the Record Visit screen Unpaid Accounts Where the account has not been fully paid the Patient Claimant can only receive a cheque which will be made payable to the Doctor that is the Provider of the services It is the responsibility of the Claimant to present this cheque to the Practice In this case the drop down HIC Payment Type box will display 2 options Payment by Cheque in this case the Medicare cheque will be sent to the address specified in the Address Details The current address recorded in PracSoft will be displayed however this can be changed manually by the user if for example the cheque needs to be sent to a temporary address because the Patient is not at their usual address holiday visiting OR Payment by Cheque Address held by Medicare in this case the cheque will be sent to the address for the patient held by Medicare When this option is selected the address details displayed on the screen will be cleared and the Address Details box will be greyed out Paid Accounts 4 Where the account has been fully paid the Patient Claimant
12. the processing involved in issuing a Private account or Private receipt Patient Claiming will add an additional step into your workflow but it provides numerous benefits in confirming both the patient s and service details are correct Key Points Patient Claiming is turned on or off for each Doctor see Admin gt Doctors There are two ways to send Patient Claims directly to HIC to receive an immediate response called Patient Claiming Interactive PCI or store and then send later in the day called Patient Claiming Store and Forward PCS The Patient can decide whether to have the rebate paid directly into their bank account via EFT or via a cheque sent to a specified address The Claimant must specify an address as they will be sent a statement of the claim details from HIC and if selected a cheque The Claimant can select the address held at Medicare the address recorded in PracSoft or a temporary address These details are not permanently recorded at HIC or in PracSoft they are only valid for this claim The bank details entered are not stored in either PracSoft or at the HIC and are only valid for this claim On subsequent visits the Claimant will need to present the bank details again The areas of PracSoft affected by patient claiming are Issuing an Account Private Account Issuing a Receipt Private Receipt Page 18 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNIC
13. A Practioner The user will then be prompted to choose a start and end date for the report and the type of letterhead to use Safety Net Report From Date i 70172004 To Date 30 03 2004 Letierhead The Surgery Print Cancel Page 28 of 28 HIC Online Installation and User Guide for PracSoft 3
14. ATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 Issuing an Account Receipt Private Account To issue an account receipt for a private account 1 On the Record Visit screen click the Receipt button where the patient is paying now or the Account button where the patient is not paying now Paio Mame ETEPCEN ESEER Boon by Di AF CorsuiTime 3 550a Loeaten Surgery Cori Dei e F enact To Psion ue pees DEMOTOMVH 1234 Terna Derik GSi GST fam He Description Faw Gap Fao Asie mas laeo 2l Lewd amp Surgen HG 46 4 49 Schedue Fes 0 peo Ta kiap Dhoni ja Hospiial Pamen Optons F12 Var Upton i Removes Wadeoom Honim i Pey Laler Hon Potent Ac T ABer Cane Pmatenl eins F Amua Parmer Tyas Bark Ta oF Full Payment Gap Pevment 29 45 Coi es 2 If HIC Online Patient Claiming has been selected for this Practitioner the Patient Claiming window is displayed showing the Claimants address details as they are held in the PracSoft database Patient Claiming HicPayment Type aT Address Detail Street f MID Sa ST Suburb DEMOTOWN En Postcode 2000 8S6 Number Bank Account Humber Bank 4ccount Hame Corta Info Contact Phone Munikeer Transmit Siore Cancel Page 19 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 3 The
15. HCN Technical Support Knowledge Base Article PS3 25 s PracSoft HICOnline Fie View Setup f J Select Claims 2 Prepare Clam Dats 3 Print Clam Reports 4 Trarermnk Claims 5 Request HIC Results Caine Seleched to Prepare Qarms Prepared T ranarmuttect Cambio Amount Prir Providedto Type Claimho Amount Prir Providertio Type ADDO 00 AP 24266218 ADIR AlZ 104 70 AP 24266218 Medcwel Locabonid HSS00000 This screen displays all claims batched for Practitioners registered to use HIC Online Within the Practitioners window there is a field HIC Agreement signed that indicates if this Doctor is using HIC Online Any claims listed in the left window will be prepared in step 2 of the claims process The right window lists all Claims that have been prepared and are available for re preparation Note This window ONLY displays claims for Practitioners flagged as using HIC ONLINE This does NOT display any Medclaims claims already prepared or transmitted in Medclaims lt also lists transmitted claims that is claims sent to the HIC ready to be processed these claims cannot be re prepared IMPORTANT Only if there has been a problem at the HIC and you are directed by the HIC to resend the claim should the claim status be reset to allow resending of the claim 3 Click the gt or lt buttons to move the claims between Selected to Prepare section and Claims Prepared Transmitted section or Double click the
16. HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 HCN Technical Support KBA HIC Online Installation and User Guide for PracSoft 3 This article applies to Product s PracSoft 3 x Before you Begin Enrol all practitioners wishing to use HIC Online with HIC using the application facility at www hesa com au HIC_online htm Apply and receive from HeSA the necessary PKI Certificates and associated Personal Identification codes Practices can use either o A location certificate only or o A location certificate plus individual certificates iKeys smartcards for each practitioner Ensure you have performed the standard PracSoft installation Pre printed DB4 forms are not supported by HIC Online Once you have setup PracSoft to use HIC Online you will not be able to print on pre printed DB4 forms If using an ISA Firewall please contact the HIC for specific setup instructions Related Documents PS3 45 HIC Online TS Installation and User Guide for PracSoft 3 PS3 46 Checklist for Installing HIC Online Page 1 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 Table of Contents Overview of Setting up HIC Online ccsscsccsnces cescesdesecccneiscsanecctanevenesucsssseenaenteveuducedanandbntiwertanentesesnaesnereddeseratsaces 3 Step 1 Import Location Certificates and Create PSI Store
17. IC Online If the Auto Claim No Generation checkbox is checked in Setup gt Global Settings gt HIC Online Tab then the claim numbers will be auto generated and displayed The same sequence will apply to both Medicare and DVA claims for example A1234 for a Medicare Claim followed by A1235 for a DVA claim The claim number will be unique across PracSoft One of the differences between using MedClaims and HIC Online is reports for HIC Online need to be requested MedClaim reports are returned from the HIC during the Transmit phase HIC Online Processing Report and Payment Reports are returned from the HIC when the Request button is clicked in Processing gt HIC Online gt Request Results tab Once the practitioner is flagged as using HIC Online then all of the batched claims will only appear in HIC Online 1 Click Processing gt Batch Bulk Claims gt Medicare Veteran Affairs from the Main menu to batch bulk claims ready for processing Batching Bulk Clabes Medrea using HE Chnldine Claim Details Clam 1 of 1 Serrang Doctor F Ha of voucher Laeshon bode Jurga Tote Amount Lamed Fist Youchs Ha Laat Woucher Ma Chaim Humbet Ofer snow C pres Summa Unclaimed Viste 1 Unclaimed Avner s25 Min Mo of Clams Regd 1 2 Once you have selected Process and Send the PracSoft HIC Online window is displayed Page 10 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK
18. e claim such as the Safety Net totals Page 21 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 At this stage the user can either Click the Accept button in which case a Statement of Claim and Benefit Payment will be printed with the claim details This statement also contains additional details so it doubles as a receipt invoice for the patient OR If there are any issues with the claim revealed by the Assessment Report the user can click the Cancel button in which case PracSoft will perform a Same Day Delete which will delete the claim at the HIC see HIC Online Same Day Delete 6 2 Referred Claims If the HIC determines that any of the details within the claim need to be clarified or verified then they can be referred to a Medicare assessor for manual assessment In this case the word Refer will appear in the HIC Paid column Patient Claims Assessment Report for Gary Lion tam Deecnption Fae Faid HIC Faid Erma Erma Deecnption 24 Level E Home Visit T patissi s eat a 42 55 A efs 2503 LevelE Cervical Smear homa 29 45 29 45 Reles S629 Check ilem and patien A more detailed message may appear indicating the reasons for the referral Where a claim is Referred by HIC this does not affect any of the processing within PracSoft and can be treated in the same way as an accepted claim The rela
19. e claims The Practitioners will be prompted to insert their keys into a USB port on the computer This will automatically register their iKeys Step 3 3 Setup a Practitioner to Individually Sign Claims in PracSoft he Select Admin gt Doctors from the Main menu The Registered Practitioners window is displayed Repistered Practitioners olx Show Inactive Fractions D Curent fz 3 Ligeon Masaru 2 z Leeation Ful Name Show Provider No Payee Referal Practtoner Dedsuk Bank Letter Head Provi Regd TYEE Reri Aggpunl Crit Or L Feeigoed LC He Surgery Dr A Precitoner a 24266218 fa Wa a g Hg 24 WES The Surgery Security Ste Page 8 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 2 Highlight the Practitioner you wish to edit from the list displayed and click the Edit button The Practitioner Details screen is displayed Practitioner Details Initial Code AP Location Surgery Full i Or A Practitioner UIT NEE Or A Practitioner LSPH Frovidar No 24766218 Validate Prov Mo Payee Provider Mo 24286218 required for Kied Claims Prachhoner Type Reteral Required Detoult Billing tem Mo and Fees Letter Head Code The Surgery Default ther Ho 23 Bank Account oda WES Wo Concessions ScheduleFee Bulk Bill Practtioner Status Ces count Concession Reboteis Bulk Bill Health Care Card Reb
20. ent Claims FIStORY ieciveicn tec ccncrt sereusvecesveneaussesacdceindenceauccsssavesehcuwecosswscsadsceduateutstscsvnnususheceetwededs 26 Tips on Sending HIC Online Patient Claims cccssseeseseseeeeeecesecesnnsseeeeeeseeeeeocesssseeeeeeeeoeoooaessseseseees 27 MIG Online PO ecstatic ote ste teenie mange aasietonceectameasineantecdepipncrtewiawatncdteceesaticusateiaceeunenetenssanueds 27 Be y NO erecta ce sicertecr aces penne T E een c see T A A E RE 27 Page 2 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 Overview of Setting up HIC Online The following steps are required to setup HIC Online 1 2 3 Import your location certificates into a store called a PSI store on your network Setup your location certificate details in PracSoft Setup a Practitioner to use HIC Online in PracSoft If a Practitioner wants to individually sign each claim using an iKey smartcard you must 3 1 Load Rainbow iKey drivers 3 2 Setup a Practitioner to individually sign claims in PracSotft Step 1 Import Location Certificates and Create PSI Store 1 Open Windows Explorer and locate the directory C Program Files HIC PKI This folder has been created on each workstation on which PracSoft 3 has been installed please ensure you have view hidden files and folders enabled as some vital extensions files may be hidden by default D
21. hat an internet connection must be active from the computer currently being used An immediate response will be returned from the HIC detailing whether the claim has been accepted referred to a Medicare Operator for assessment or rejected see step 6 Note real time patient claims can only be performed during certain hours see HIC Online Availability Store and Forward If the Store button is clicked PracSoft will store the claim for later transmission A Lodgement Advice will be printed detailing the Account Receipt details the Patient Claiming window will be closed and the usual PracSoft Account Receipt processing procedures will be followed see Using HIC Online Store and Forward for details on how to subsequently send stored Patient Claims to the HIC 6 Where a Real Time patient claim is transmitted successfully HIC will provide an immediate response and the Patient Claims Assessment Report screen will be displayed There are 3 possible responses Accepted Refer and Rejected 6 1 Accepted Claims e An Accepted Claim is one that has been accepted in full by the HIC and will be paid In this case the Assessment Report will show the amount paid by the HIC in the HIC Paid column Patient Claims Assessment Report for Merle Orlando HIC Paid Level E Home Visit 1 patient 42 55 42 55 42 55 e Additional messages may appear under Reason columns These messages may provide more information on th
22. he HIC Any voucher when an amount has been paid by the HIC cannot be re submitted it must be accepted 20 To accept the payment from HIC on a particular voucher select the voucher from the Exceptions to Resolve list and click the Accept button 21 Once the exceptions are resolved the payment reports can then be requested through the Request button in step 18 Request HIC Results The requesting of payment reports for each claim is now a separate process and will only happen when all exceptions have been resolved If a claim is part of a payment with other claims all claims must have their exceptions resolved before the claims can be auto receipted off 22 To view the status of a claim click the Status button The Status of Transmitted Claims window is displayed Status of Transmitted Claints Stelus Type Servicing Hoal Ascurt Date Dale Dr LSPA Location vhe Damad Balched Sanl Sgen 1 104 70 250472004 11 27 62 AM 23 Click the Status Type to filter the list displayed and click the Print button to print the list 24 Click the Close button to return to Request HIC Results 25 Click the Close button to close the HIC Online window Page 17 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 Using HIC Online Patient Claiming A HIC Online Patient Claim is sent to the HIC during the recording of a Visit and is part of
23. ing the Patient claims immediately or storing them up for later transmission e f an internet connection is available on each computer in the surgery then it is recommended to send all claims immediately that is within the Patient Claiming window select the Transmit button e To send claims immediately is dependent on the availability at HIC of the HIC computers see HIC Online Availability If you are billing outside of these hours then the recommended approach is to store these claims and send them at a later time that is within the Patient Claiming window select Store button e lf an internet connection is not available on each computer and you wish to use the Patient Claiming functions on all computers then it will be necessary to use the Store and Forward functionality that is within the Patient Claiming window select store button The claim is stored and then sent to the HIC later in the day from a computer with an internet connection see Using HIC Online Patient Claims Store and Forward HIC Online Availability HIC Online is available at the following times Please consult the HIC Website for further Clarification as these times may change e For Patient Claiming Interactive PCI and Online Patient Verification OPV the supported hours are Mon Fri 07 00 21 00 At the time of writing Sat 9 00 17 00 was also supported however this was not a guaranteed service e Same Day Deletion of PCI claims can o
24. is to click Cancel which will display a warning message saying that there were problems with the claim The user must then decide whether to continue with the processing of the Account Receipt within PracSoft e lf the user chooses to continue to process the Account Receipt in PracSoft it will then be the responsibility of the Patient Claimant to claim their rebate from Medicare 7 Regardless of whether the HIC responds with Accept Refer or Rejected there may also be updated Medicare Card details supplied by HIC In this case a message will appear allowing the user to change the Patient s recorded details Change Medicare Card Details HIC has provided the Following detale for Happy Jones Medicare Card Details currently recorded 2296510122 Ref 3 Medicare Card details recorded at HIC 2296527143 Ref 4 Do you wish to updabe the Patient record ee oe Page 23 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 HIC Online Same Day Delete Real time Patient Claims sent through to the HIC can be deleted on the same day that they have been sent Key Points e Any deletion must be authorised by the Patient Claimant e Same Day Deletions can only be performed during the HIC supported hours see HIC Online Availability e Any claim that has been referred to an operator may not be available for immediate Same Day Deletion To perfo
25. n be sent in a batch in one go to the HIC Key Points Stored Claims must be sent from a computer that has an internet connection Once stored Patient Claims have been sent and the transmission is accepted by HIC this is an immediate response the relationship is now between HIC and the Patient Claimant The practice has no further responsibility The claims must be sent within one day of creating This is a condition of the HIC Online agreement signed by the Doctor Any delays will result in the Patient being paid later by HIC PracSoft will notify you when there are stored claims not sent at the time of starting up or shutting down PracSoft Because stored claims have not yet been sent to the HIC they can be deleted if the Practice finds a problem However in these situations the Patient claimant must be notified To send stored Patient Claims 1 Select HIC Online Patient Claims gt Store and Forward The HIC Online Send Store and Forward Claims window is displayed HIC Online Send Store and Forward Claims List of Claime sent to HIC Sumame First Name Provider LE i i j Weighard a E e EUGA 2101221 24 05 2004 5 65 31 PMH Weighardk Scarlet AIDIZZ1E 257002004 39 45 AM Page 25 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 2 Select the claims to be sent As a default all claims are selected 3 Select the Send b
26. n this tab as well in being recorded in a log file called hiconline log and found in the PracSoft home directory The way the claims are signed will depend on the agreement signed between the Practitioner and the HIC If the Practitioner has decided to individually sign each claim then they will be required at this point to enter their HCI token or ikey blue key into the USB port Otherwise the authorisation will be performed automatically using the location certificate loaded when HIC Online was initially installed 7 Click the Prepare button to prepare the claim data The following message Is displayed Prac oft Prepare Claims You have selected to prepare the folgwin AOOMOOL A1233 AP 24265621B Do you wish to continue Page 12 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 8 Click the Yes button to proceed At this point the claim will be prepared and authorised If the Practitioner has selected individual signing then the DB1 Declaration is displayed HIC Token for Dr Fileen Dover 21080271H DECLARATION BY FRACTITIONER WHO RENDERED THE PROFESSIONAL SERVICES I l in Medicare benefits For the professional f ryvices specified in this assignment Slains Transmission and declare that All amformation contained in this claim is brust Each professional Zervice specified in this lain was provided by fe of
27. nly be performed during the supported hours e For Patient Claiming Store and Forward claims can be sent in 7 days a week 24 hours a day They will be processed during the week HIC Safety Net To meet the new government legislation regarding the Safety Net PracSoft provides the following features When sending through a Patient Claim PCI a reason code is 517 will be returned in the report This reason will indicate that the Patient and family has reached their Safety Net Limit Page 27 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 A report can be printed for individual patients detailing their out of hospital receipts for a calendar year To do this go to the View Patient Details screen click Print and select Safety net Report BS pracSoft Evaluation Patient Details E m x Patent Wat Room Accounts Processing Reports MedicalDiector Admin Setup Window Hep 4 A u m am E 3 2 s tee yW Sae 2 Mi Fation Name BAKER STEFHEH Chart Ho Chart Tyge Pernanent Patent Ha im Held Scc Mone DOE 02705 1957 sale AHE Payar Sali Relerral Patent Details Address E HDA ST DEMOT 2000 Postal Address Concessions None E MIDWAY ST CVA Fite No DEMOTOWN 2000 Entdenant Mo HEC Coste Medica Ho Exninas Smee Age Male 47yrs Insurance Orccupston Mone Pelee asd af 30 Septamber 2004 Dr
28. ote 5 BulkBil Practice Group o Pensioner Buik Bill HI Online Ch gt Veteran Afsirs fe Agreement Signed individual Signing a E Patient Claims E biark Imacive Suto Cap alise 3 Select the check box for HIC Online Agreement Signed to confirm that this Practitioner has signed the HIC Online Agreement and returned it to HIC 4 Select the check box for Individual Signing to confirm that this Practitioner will individually sign each voucher to be submitted to HIC in his her name using the iKey Smartcard token Click the Save button Repeat for other Practitioners who will be claiming through HIC Online Using HIC Online This section provides details on using HIC Online Bulk Bill Claiming and using HIC Online Patient Claiming The Process for Using HIC Online Bulk Bill Claiming Select a claim Prepare and authorise the claim data Transmit the authorised claim to HIC At a later date Request the Processing and Payment reports ae SPY Resolve and Receipt off Claim Before using HIC Online it is strongly recommended that all outstanding claims have been either receipted off or processed using Medclaims All claims sent to MedClaims must be Page 9 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 finalised within the MedClaims module and all claims sent to HIC Online must be finalised within H
29. ouble click on the PsiSetup exe file A PSI Setup Wizard window is displayed Click the Next Button to continue Read the HIC s Software License Agreement If you accept the agreement tick the YES accept the Agreement checkbox and click the Next Button to continue The Diskette or Token selection screen is displayed EA PS Setup Wizard O C Do you have a Token bo Register Insert your HeSA issued Location Certificate floppy disk into your floppy disk drive and select the Do you have a Diskette to Load option and click the Next Button to continue The PSI Setup Wizard identifies each of the required Encryption and Signing files for your Location Certificate Page 3 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 GA Pl Setup Wizard Pid Fiss Enoplia 3 fac engg plz soning afac anpi Pasmo Fle Fin This ta the PIN on the HSA PRS bother 6 Enter the PIC pass phrase associated with the Location Certificate issued by HeSA and click the Next button to continue Notes e The PIC for the location certificate will have been provided to your practice by HeSA over the telephone after you faxed to them confirmation of receipt of your floppy disk containing the location certificate there is a four hour delay between faxing and retrieving the PIC e Please ensure that you re
30. rm a Same Day Delete 1 Select the HIC Online Patient Claiming gt Same Day Delete to display the Patient Claims that have been sent to HIC today HIC Online Same Day Delete List of Claims sent to HIC Sumas FirstName Provider Date of Lodgemert Ci Weghadt Kad 2t0022iK 24 05 2000 11 3412 AN O weighardkt 2101221K 2405 2004 1 42 03 PM O weighad 21012216 2405 2004 3 08 32 PM O01 Incorrect Patient Selection Delete Cancel 2 Select the claim to be deleted by selecting the check box next to the name of the Patient Claimant 3 Select a Reason for the deletion Note in cases where a claim has been registered in PracSoft as having been sent to HIC but is not registered by the HIC perhaps due to transmission problems select 999 as the reason for deletion Selection of this code will delete the claim in PracSoft but not send a message to HIC This option should also be chosen if the claim has already been deleted at HIC for example by a request over the phone Page 24 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 4 Select the Delete button A request will be sent through for each claim selected to delete this claim at the HIC When deleted the Claim will not be processed by HIC Using HIC Online Patient Claims Store and Forward Where Patient claims have been created and stored during the day they ca
31. tain the original pass phrase HeSA issued PIC in a safe place in case of a system failure and or a need to reinstall the certificate at a later date e PracSoft 3 will allow you to change the original pass phrase upon install However this only changes it for the PSI Store within your PC not on the floppy disk itself The PSI setup screen is displayed Pol Setup Wizard Store Location e k Program Files HCP KI hic ps C ifene anew Sex Store Password HO o Password Token Liarias F Rainbow Ker 2000 2082 sares 4 G amp D smart card Page 4 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 7 If you have installed PracSoft onto a single workstation 7 1 Enter C Program Files HIC PK hic psi as the File Name 7 2 Tick the Create a new Store checkbox 7 3 Enter your preferred password for this Psi Store and confirm This is a password of your choice It does not need to be the same as the PIC you entered on the previous screen 7 4 Click the Finish button 8 If you have installed PracSoft onto a network server 8 1 Create a directory on the computer on which the common database resides called X Program Files HIC PKI where X is the letter that corresponds to the relevant mapped drive or 8 2 SERVER Program Files HIC PKI where SERVER is the name of the computer on which the common database resides
32. tionship is now between the HIC and the Patient Claimant and the Patient Claimant will be sent a statement by HIC In the situation where the claim has not been fully paid and you are awaiting a pay doctor cheque and the HIC has not paid then this will need to be followed up with the Patient At this stage the user can either Click the Accept button in which case a Lodgement Advice will be printed with the claim details This statement also contains additional details so it doubles as a receipt invoice for the patient OR click the Cancel button in which case the claim will be cancelled This is not a Same Day Delete as the claim has not yet been accepted by HIC The Account Receipt must then be processed by the usual PracSoft functions Page 22 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 6 3 Rejected Claims e A Rejected Claim is one that has been rejected by HIC and will not be paid Reasons for rejection may include invalid Medicare details for the patient In this case the word Rejected will appear in red in the HIC Paid column Patient Claims Assessment Report for XXXXXXXXX Ahernyyyyy HI Faid Enc Error Description Level E Surgery 25 25 05 Rejected 5605 Check Patient detai amp nolF e Reasons for the rejection will be displayed in the Assessment Report e Atthis stage the only option for the user
33. utton to transmit the claims to the HIC A response will be returned indicating the success failure of the transmission and the number of claims transmitted 4 lf you wish to delete any claim s then select the claim by checking the box on the line next to the claim and then select the Delete button HIC Online Patient Claims History A full history of Patient claims sent to HIC is kept by PracSoft Claims can be selected based on the servicing provider within a date range and for individual patients The results are displayed on a screen and or in printed format Reprinting of Individual claim forms either Lodgement Advice or Statement of Claim and Benefit Payment is also available To show the patient claims history 1 Select the HIC Online Patient Claiming gt Patient Claims History to display all Patient Claims E Patient Claims History Picton fap aaa a i Diam Daba Baym T swe Clara Shahut as Pateri Total Gaims 8 Chain Amount niet Sais sie Dreta DaRi A STS 14 43 28 SUFI 11 28 relives Leen SOAR Eat AY HOISE Feire gta Faler gtir HII ASA isis Tried OADW DS AA HIME Kel sighed interactive HAJS dhii 13i Treremiied JAAD ZI WY HAINE Duie hape interactive IOa zas Reected by DWH NAF A DIRE Dhia Regon bergii 2200 ASS inia Traed WOAH SG A HHIH Mons Viiga Inlerectiee HASS SOR ISG Trarsmitind IAH R0 AY HOAKE Kanegai inlerociies HIE WOO E309 Trorsmited DOI 4 A MOAK Dake Poel ier etd H255 SE 2S Treeimdiad
34. yee Referral Practtioner Defaut Bant Letter Head Provider Regd Type em Account Code ital a PRA F Dr_ L Feelgood Wo E AP Surgery Dr A Practitioner a 28B mo f WES The Surgery E Highlight the Practitioner you wish to edit from the list displayed and click the Edit Button The Practitioner Details screen is displayed Select the check box for HIC Online Agreement Signed to confirm that this Practitioner has signed the HIC Online Agreement and returned it to HIC Once this Practitioner has been flagged to use HIC Online all batched claims will now only appear in HIC Online Practitioner Details Intel Code BE Location Sugen Full N Hi ui wame Dr A Practitioner LSPN m Provider Mo 2426621 B e validae Pros ho Paves Prowider Ma 2426621 B required jor MedClaims Prachioner Tyne Beleral Pequned Default Billing hem Ho and Fees Letter Head Code The Surgery Dziad ltem Ho 23 BenkAccountCode WES NeConcessions Schedule Fee F Bulk Bill Pincitioner Status Proprietor Discount Concession Rebates Bulk Bil Health Care Card Rebaie75 Bulk Bill Practice Group o Fernsioner Fe Bl Bil eee veteron Atos x Indridyal Sigraig Foant Clans Miar Inaciva Auto Capitalise Savi Cancel Page 7 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25
35. you created the PSI Store in Step 7 as the Store Location 4 3 Enter the PSI Store password that you created in the previous step and click the Save button 5 Select Setup gt Global Settings from the Main menu The Global Settings window is displayed Global Settings HIC Online Use HIC Online HIC Server HIC Recapient blas Vouchers Aubo Clainn No generator Promy Mame Prop User Hame Prony Password 6 Check the Use HIC Online check box 7 Unless otherwise directed by HIC or PracSoft support ensure that 7 1 www2 hic gov au pext is entered as the HIC Server This may require pext to be added manually and 7 2 ebus hic gov au is entered as the HIC Recipient 8 It is recommended that you also check the Auto Claim No generation check box Claim numbers will be automatically incremented and displayed 9 Click the Save button Page 6 of 28 HIC Online Installation and User Guide for PracSoft 3 HEALTH COMMUNICATION NETWORK HCN Technical Support Knowledge Base Article PS3 25 Step 3 1 Setup a Practitioner to use HIC Online in PracSoft 1 2 3 Select Admin gt Doctors from the Main menu The Registered Practitioners window is displayed i Registered Practitioners Show Inactive Pracitioners Curent P Q Licence Manian 2 Pa
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