Day Surgery User Guide for Blue Chip
Contents
1. 25 Creating the Day Surgery Miscellaneous Price List Blue Chip 25 Attaching the Price List to the Billing ENY Fay Y E REA siistii ERE aO doveri pap Uo pa nA Laban Dun EPEE ACEEEO LE Ed bap AER EE 27 ENTERING NON MBS ITEMS INTO DAY SURGERY 4 1 aeo en re throne parra ra Se open se parra ege ke ene ra ege keen Seo Reaesgesnaen Se 28 APPENDIX B TERMINATION OF PREGNANCY WA ONLY cccnnsccccnnsscccnnnscscnnncscensnssccnsnscccnunssccssnnsccesnnsccesnnsccecnnscccennssccennnss 30 APPENDIX FINANCIAL TAB VIC a EDEN 31 APPENDIX DS DRUGS TAB WENN MC Ea HAN OP IN Ke TTT I ER eR t UN DAR Fea D RM 32 APPENDDCE OTHER VICON Y eri SENE PEINE REP M ERE NI MM E 33 APPENDIX ADVANCED OPTIONS 34 jer2. 10 REOPENING AN EPISODE 9 2 2202 2 92BBDIPIRNPRRNERIERDINNPROURRPIPIN PIRE P PR REP ISDN A DI P PR 11 REOPENING AN EPISODE BILLING rid rn 13 PRINTING A CLAIM FORM NR 15 COMPLETION OF THE EPISODE DIAGNOSES TAB ccccscescccccccccsccnccccccccescccsccccccccsccnccccccccsscccccccccccesccccccccescesccccccccessesscccccccesccs 17 COMPLETION OF THE EPISODE EXT CAUSES Eo Lo Eee ec LEE 19 COMPLETION OF THE EPISODE PROCEDURES 20 COMPLETION OF THE EPISODE NOTES RCM RE ERROR DER UR TERR VIEN YR NE 22 EXPORTING FOR REPORTING PURPOSES FUE IEEE CUN 23 APPENDIX A NON MBS ITEMS ccccccccccccccccccccccccccccccccccccccccccccccccccccceccccccccccccecccccccccccccccccccccccccccccccccccccccccecccccccccccceccccccccceecs 25 ENTERING NON MBS ITEMS INTO BLUE
3. 5 CREATING STANDARD SERVICE ITEMS siis USE ER TEUER S TREE REN VR REN NEN VR INS 5 FOR CASE OR EPISODIC PAYMENT ITEM NUMBERS cecececcecececcececececcacececeacececeaeucececeacececeaeaceceaeacececsenceseasacececeaeeceseaecececeaeeceseaeacececeaeeceseaeaces 6 FOR CASE OR EPISODIC PAYMENT ITEM NUMBERS FOR PENSIONERS cecececcececececcecececccecececeececececececeaeecececsacecececsececeaeacececeasececeueacecececeeceneaeaces 6 FOR EPISODIC SERVICE IT EM NUMBERS cease eannan anaana aA 7 FOR SECONDARY CASE SERVICE ITEM NUMBERS cecececcccececececececeacacececeacececeaencecececececeaeacececeacececeaeacececeacececeaeeceseaeacececeaeacececeaceceaeaeeceseaeaces 7 COPYING SERVICE ITEM LISTS ISP FUISTI E IER DESEE IR TRE TON TAN ESSE Ta Mau ID FUE CI IM FI MM EFI IM UNE 7 CREATING AN EPISODE FOR A NEW PATIENT 7 CREATING AN EPISODE FOR AN EXISTING
4. 34 Lab MS Erase eesti urs own beet aes eae fe P e 34 21 MMEMTL E 34 RELINKING AND COMPACTING DATABASES UeUP TUE nU URP I UP TUE EVO IR UE NEP TUS FRU TUR ER UR Up ATUS UTER DU A RUPES UTE 34 feda TFT A XX a 34 SELECT ICD CODES ONERE TE 35 VOB FOO LES Pe IM E E 35 APPENDIX CANCER REGISTRY NSW ONLY 5 id es Sardi Ev Md Ova Coa 36 APPENDIX 15 5 38 UPDATING THE DAY SURGERY MODULE RR 38 iab d Cd 38 dic LUE Rz NEU 38 The Forms 38 The Reports DNO ate VN E UNDA date 39 Last updated Friday September 14 2012 O 2012 He
5. 4 Click the OK button to save your changes You will be returned to the Patient Explorer window 5 Press F8 or click the F8 Day Surgery button The Day Surgery module will open in MS Access and you will be prompted to create a new episode Do you wish to create a NEW Episode No Last updated Friday September 14 2012 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 8 EZ Day Surgery User Guide for Blue Chip 6 Click Yes at the prompt A new episode is created and you are presented with the Demographics tab Episodes m X David Anderson MAM 49 EpisodelD 000002 Date 20 08 2012 Demographics Medical Record Number File Number ol Title First name Middle name Surname Unit Number Street name Suburb Postcode on AG Gender Marital status Indigenous status Neithe Language E Copy details ta Pl on Medicare Number Card Number DvACad Tye Record Id Lofil The information bar at the bottom of the episode or record shows how many episodes are associated with the patient and which episode is being displayed The episode s ID is displayed in the top right of the episode record E x Date 20 08 2012 Cancer Registry MEN 49 Hotes 7 Check the patient s details and complete associated fields on the Demographics tab as required The Day Surgery module will save
6. Level 4 201 Pacific Highway St Leonards NSW 2065 12 iF zn EZ Day Surgery User Guide for Blue Chip Reopening an Episode Billing Invoicing occurs from within Blue Chip This data is then passed to Day Surgery where further tabs can be completed HCN recommend following this methodology irrespective of whether invoicing is conducted the same day or after the event 1 From the patient s record in Blue Chip complete the invoice as required Patient Details Practitioner Dir Bevan Ayers Crowes Nest Referrals Accounts MD Billing Nane Private 20 08 2012 320900 Case Payment for 32090 Mates Correspondence Bookings Recalls _ Multiple procedure View GST Details Sub total 660 00 Estimates GST 0 00 ImageLite _ Invoice message Balance 660 00 adipe Provided by lacum Hospital services i lel Becet Cancel The item number s will be determined by the facility s contract with the Health Fund 2 Open the account related to Day Surgery 3 Select the invoice and then click the Open button n 49 Invoice 41 E Boge Patient Details Practitioner Dir Bevan Ayers Crowe Hest Referrals Accounts Pivate BA CN Date lem Fes Amour view INVOICE Invoice 41 20 08 2012 32090 Fibreoptic colonoscopy examination of colon beyond the 660 00 Mates Correspondence Bookings Recalls Multiple Pro
7. F8 or click the _ 8 Pav surgery button The Day Surgery module will open in MS Access and you will be prompted to create a new episode 3 Click No at the prompt The Find Episode window appears Find episode Enter any or all of the details required and click on Find to find matching episodes Epizode ID Patient name E Medical Record Number 49 E Separation date 7 fo Health Fund pO Completed Find Cancel 4 Enter search criteria as desired to find the patient s episode and then click the Find button 5 The patient s episode will be displayed If there is more than a single episode associated with the patient ensure the correct episode is being displayed 6 Select the Diagnoses tab Episodes x David Anderson Episode lD 000002 Date 20 08 2012 Demographics Dire Cancer Regist rincipal Diagnosis 04 9 Bacterial intestinal infection ICD Code Description Condition Onset Flag Tae DER BM AL A ing Record 14 4 101 Search o Use the Principal Diagnosis drop down list to select a code or enter one manually and then press the Tab key The corresponding description automatically appears in the adjacent field Using the drop down menu this can be changed as required Alternatively type in the description or use the drop down list to select and press Tab This will automatically display the code o Use the drop down
8. mistakes to be made resulting in rejections from the Health Department in your state Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 Tel 61 2 9906 6633 Fax 61 2 9906 8910 www hcn com au A B N 76 068 458 515 Copyright 2012 Last updated Friday September 14 2012 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 39
9. Es MBSItems Item Product M ame Service Type F ALOOS Provisc VWiecoelastic Solution Prostheses iml FR d Add New Record Id lofl k HH Search 4 Enter the item description 5 From the dropdown list define the service type category 6 To enter a new item press Tab or click in the Item field Alternatively click the Add New button at the bottom of the panel 7 When complete click the OK button Now when the invoice data is transferred to Day Surgery at the conclusion of the invoice the Fees tab accurately reflects the pricing to be claimed from the health fund and the services provided as an itemised list when reporting to the relevant authority defining the 5 item in Day Surgery for the first time the entry point is the solid black triangle If adding to this list the insertion point is marked with an asterisk and when working on the entry the icon changes to a pencil Last updated Friday September 14 2012 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 28 2 EZ Day Surgery User Guide for Blue Chip Notes Dental Items Dental items are defined as Miscellaneous for Service types as these items are processed differently in the reporting process o Practices that provide dental services to patients usually have contractual payments for the services they offer HCN recommends usin
10. HCN Technical Support can assist Practices in updating to the latest version but it is ultimately the Practice that is responsible for ensuring that the users are on the correct version HCN tests each version before releasing to its clients but users need to be aware that HCN does not create all datasets from scratch Rather these are obtained from authorised vendors and websites and may contain errors that are beyond HCN s control Reports Victorian users are not allowed to transmit any reporting for the new data collection period until approximately mid September when the old report period closes HCP and PHDB extract formats are usually available months in advance for the new collection year with health departments being slow to advertise what changes are required for their extracts The Print Menu Item There are two print options available Forms and Reports The further options vary depending on the version of Day Surgery and in what State the facility is located ECCE 9 E ES d Print advanced Export 2 Reports Claim Form Cust Ibars zii Claim Form Demographics Only Admission Items The Forms Menu Depending on the data collection record keeping requirements for each State there are different forms available o Admission form based on each episode this may need to be printed and kept with the clinical pathway notes at the completion of the episode o Admission fo
11. anather list Within the new list new Service Items can be added or by simply selecting an existing item number the fee and or description can be altered in accordance with the different health funds contracted information Creating an Episode for a New Patient This following represents HCN s preferred work flow for creating an episode in the Day Surgery module It should be noted that although this is the preferred method it is not the only method a Practice may employ After the procedure has been booked with the facility HCN recommends recording the demographic account and health fund information prior to the patient s visit 1 Open the patient s record and ensure their demographic information is up to date 2 Locate the Accounts section of the Patient Details window Last updated Friday September 14 2012 Sana 2012 Health Communication Network all Level 4 201 Pacific Highway St Leonards NSW 2065 7 eT ar EOP AH Day Surgery User Guide for Blue Chip 3 Click the New button to create a new Account Please consult the Blue Chip Help for detailed information on account creation Dr Bevan Ayers Issued to Patient a Complete the health fund information top portion of the screen b Complete the Other details section lower portion of the screen The information entered here will be transferred into the newly created episode in Day Surgery and pre populate the relevant fields
12. are resolved External checking software PHDB and HCP data can be run through a program called Check It 2 to ensure that there are no obvious errors in the extracted data This is a free program that can be found on the Department of Health and Ageing website Western Australia provides tcheck to check HMDS data before submitting Last updated Friday September 14 2012 O 2012 Health Communication Network w Level 4 201 Pacific Highway St Leonards NSW 2065 24 IET Are EZ Day Surgery User Guide for Blue Chip Appendix A Non MBS Items The use of non MBS items and whether they are claimable via a health fund is subject to the negotiated contract between the Facility and the individual health fund It is the Facility s responsibility to enter any non MBS items into Blue Chip and Day Surgery whether it is for billing and or reporting purposes As such HCN recommends entering non MBS items into both Blue Chip and Day Surgery separately This is to ensure the Service Item number entered into Blue Chip for invoicing purposes is recognised in Day Surgery for reporting purposes Entering Non MBS Items into Blue Chip The following procedure assumes that a Day Surgery miscellaneous price list has not been created and consists of creating the list entering and defining the non MBS item and then attaching the list to the billing entity Creating the Day Surgery Miscellaneous Price List in Blue Chip 1 Within Blue Chip selec
13. code the description field is automatically populated and vice versa o Viathe Place drop down list select a code to represent the place of incidence o Viathe Activity drop down list select a code to represent the activity that was taking place if applicable This list consists mainly of recreational activities It is important to note that these codes may be date restricted and are only valid for use between certain dates as determined by the relevant authorities Validation failure E This procedure diagnosis not valid at this episode date Effective From 01 07 2011 Inactive After 01 07 2012 Last updated Friday September 14 2012 O 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 19 IET EZ Day Surgery User Guide for Blue Chip Completion of the Episode Procedures The procedures tab allows entry of the procedures actually performed by the Day Surgery to be used for reporting purposes to the relevant governing body Episodes x Darid Anderson Episode lD 000002 Date 20 08 2012 Demographics Ep Cancer Fiegistiy Diagnostic Related Group Principal Procedure DAG Group 301 5 06 Electratherapy of single skin lesion DRG Version 42 Ix m Date 20 08 2012 Location This facility Report Code Description a cate Te Record H 1ofi1 1 Enter in the Principal Pr
14. list to select or type in the ICD code as defined by the Medical Coder and press Tab This may or may not coincide with the Principal Diagnosis code and description The Condition Onset Flag is selected if the condition arose whilst admitted to the facility Last updated Friday September 14 2012 O 2012 Health Communication Network h Level 4 201 Pacific Highway St Leonards NSW 2065 17 IET EZ Day Surgery User Guide for Blue Chip Notes NSW as used in this user guide and WA have a different layout in the Diagnoses tab to other States Most states have a Diagnoses page which contains the following entries o Admission Diagnosis o Principle Diagnosis o Additional Diagnosis o Condition onset flag The WA version contains External Causes as well as an Event Type field Onkname Devo MAN 20 Episode D 000003 Date 10 06 2010 Reopen Diehage Cin Fen Diagnases Procedures Notes Drugs TOP Sleep disorder unspecified 2 T E Double clicking the code field calls the Find Diagnosis window for your state Cholera due to Vibrio cholerae 01 biovar cholerae Cholera due to Vibrio cholerae 01 biovar eltor Cholera unspecified Typhoid and paratyphoid fevers Typhoid fever Paratyphoid fever A Paratyphoid fever B Paratyphoid fever C Paratyphoid fever unspecified de EE Search Record 4 1 of 18631 gt M Using specific terms
15. screen You will be returned to the Service Item Lists window where your new Service Item List now appears DS DEMO 5 Select the new list and click the Items button The Service Items window appears Last updated Friday September 14 2012 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 5 EZ Day Surgery User Guide for Blue Chip 6 Onthe Service Items window click the New button The New Service Item window appears 7 Create and enter a new item number e g for Accommodation Band1 8 Click the OK button to confirm You will be returned to the Service Items window where your new Service Item now appears Service Items 9 Select the new Service Item and then enter the fee based upon the health fund s contract into the Standard Fee text box 10 Enter a description for the Service Item into the associated text box 11 Reselect the new fee to update its details 12 Repeat this process until all Service Item numbers have been entered Some examples appear below 13 Click the Close button when you have finished adding fees This procedure will need to be replicated for each Health Fund the Practice has a contract with To expedite the process the Service Item list can be copied and then modified For Case or Episodic Payment Item Numbers Follow the same procedure for creating standard Service Items except than when you enter the Item s name add a suf
16. that hasn t been completed and jumps to the field ready for data entry Once the field contains a valid entry return to the Procedures tab and press it again With no omissions the program moves to the Notes tab Last updated Friday September 14 2012 mmm 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 2 ALLT Lec PiE T nce EZ Day Surgery User Guide for Blue Chip Completion of the Episode Notes Episodes x David Anderson EpitodelD 000007 Date 20 08 2012 Demographics Notes Cancer Regist Add Date coded ERU Coded by Date transmitted to NS w H Delete Date transmitted ta PHOB Episode Date transmitted to Fund Record 4 1ofl 1 Enter any notes regarding the procedure An example of a particular note maybe why a procedure did not proceed when the patient was admitted This should be worded by the clinical coder 2 Check the coded date It should be pre populated from when the Procedures tab was commenced 3 Enter the coded by Use the dropdown to select the coder if multiples are used Notes Date Transmitted Date appears after the report has been exported for that date range It works the same for all the date transmitted fields Resubmit Appears in the screen when applicable for that particular State Pre Do not use if using in conjunction with Blue Chip uum Used to delete duplicate episodes that may have been
17. the data upon exiting Exiting the Day Surgery module will return to Blue Chip Important The user must exit the episode before creating updating the next episode Failure to do so may cause information not to be saved for the episode because the user has multiple episodes open Last updated Friday September 14 2012 2012 Health Communication Network ALT H COL ATE Pit Level 4 201 Pacific Highway St Leonards NSW 2065 9 PM EZ Day Surgery User Guide for Blue Chip Creating an Episode for an Existing Patient 1 Within Blue Chip open the patient s record 2 Within the Patient Explorer press F8 or click the Pav Surgery button The Day Surgery module will open in MS Access and you will be prompted to create a new episode 3 Click Yes at the prompt A new episode is created and you are presented with the Demographics tab Episodes E m x David Anderson MAM 49 lo 000002 Date 20 08 2012 Demographics Medical Record Number File Humber ol Title First name Middle name Surname Quee jBndesn Unit Mumber Street name Suburb Postcode oo soe TE M Gender Copy details to new episode Marital status Indigenous status Neithe Nethe Language County Medicare Number Card Number C bd DWA Card Type Record 14 1011 The information bar at the bottom of the episode or record shows how many episodes are as
18. visit If two or more theatre procedures are charged then the accommodation code for the highest theatre band is used Rule 3 Case based payment or episodic payments are bundled items The amount charged includes costs for both procedure and accommodation and always end in with a C e g 42702C or 32093C The C identifies that it is case based Uninsured Patients HCN recommend that the facility fee charged to uninsured patients that is Private Patients with no Insurance or pension rates be treated exactly the same as a health fund Therefore we recommend that you create a Class and Fee List called Uninsured 1 The National Private Hospital Association assigns banding levels to all medical and surgical items 2 An individual contract may stipulate a different rate for type C procedures and not all practices will use them Last updated Friday September 14 2012 O 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 4 ALLT So Lec PiE T nce Day Surgery User Guide for Blue Chip Creating the Day Surgery Service Item List within Blue Chip Creating Standard Service Items 1 Within Blue Chip select Setup gt List gt Service Items The Service Item Lists window appears 2 Click the New button The New Service Item List window appears 3 Name the DS price list and include an abbreviated version 4 Click the OK button to confirm and exit the New Service Item List
19. WA VIC and SA Although the screen elements remain consistent throughout the placement of the tab in the episode may differ between the states Es Episodes David Anderson MAM 49 Epizode lD 000002 Date 21 08 2012 Drug Name Administered By Cost It EE owe 5 lw Record 4 4 2 0f2 1 Select a pension status from the dropdown list of options o Aged pension full pension without rental assistance o Aged pension full pension plus rental assistance o Repatriation pension o Disability support pension o Other pension o pension 2 Complete the Drug Name and Administered By fields These are user defined lists that are added to and can be selected from the dropdown lists 3 Enter the Quantity and Cost Last updated Friday September 14 2012 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 32 i EZ Day Surgery User Guide for Blue Chip Appendix E Other VIC only The other tab is applicable for the Victorian version of Day Surgery as part of their reporting process As the screen capture below shows the other tab pertains to psychiatry and infants a Episodes m David Anderson Epizode lO Date 21 08 2012 First admission Last psych admission Days parch unit Mental health Baby bed daps Admission weight Qualification status Record Id 4 20f2 Complete fields as necessary Mental Health and Qualification status
20. alth Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 2 EZ Day Surgery User Guide for Blue Chip Why a Day Surgery Module When a Day Surgery or Procedure Centre is accredited under the Day Surgery Act for Private Hospitals the Practice is entitled to charge a patient a user fee normally called a facility fee or Accommodation and or a Theatre Fee charge In some types of surgery the day surgery may also be able to charge the patients for prosthesis and disposables All recognised public and private hospitals in Australia are required under the Health Care Act 2007 to submit data to report the patient s admission to their Day Surgery Private Hospital This inpatient admission is called an episode or episode of care To facilitate billing and reporting the Day Surgery is assigned a Provider Number for invoicing patients and a facility number to report back to the Department s of Health the Private Hospital Data Bureau PHDB and contracted private health funds The Day Surgery module gathers data keyed in by users which can be then extracted into the correct format at the end of each month for reporting purposes Each State has different reporting rules but typically a Practice is required to report within six weeks of the episode being created for a patient The Practice would report the whole of the previous month s episodes around 14 of each month HCN s Day Surgery module is comp
21. ards NSW 2065 30 i 2 H EZ Day Surgery User Guide for Blue Chip Appendix C Financial Tab VIC only The Financial Tab only appears in the Victorian version of Day Surgery to meet that state s data collection requirements Es Episodes E X David Anderson Episode lD 000002 Date 21 08 2012 Demographics Fund Hospital Insurance Status Account class Account class on separation Funding arrangement Contract type Contract rale identifier Record H 4 2of2 4 Search 1 Enter the health fund s code from the dropdown list or type it into the field This will be replicated into the Claim tab 2 Enter in the remaining data by way of using the dropdown list options Refer to the State requirements for Financials in the data collection manual for further information Notes From March 1 2012 Victorian facilities are required to report TAC and VWA cases as part of their HCP reporting to AHSA To include this data in the extract o Code the Fund as 999 o Setthe account class and account class on separation to Transport Accident Commission TAC or Victorian Work Cover Authority Last updated Friday September 14 2012 O 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 31 HEALTH EZ Day Surgery User Guide for Blue Chip Appendix D Drugs Tab The Drugs tab is used in
22. cedure Ma Sub total 660 00 Estimates Discount Message Message GST 0 00 ImageLite Invoice Message Message TELA Provided by Dr Bevan Ayers Hospital Name of Hospital Referring Doctor Referral referral Create Surgery Episode Amendments Adjust Print Close Last updated Friday September 14 2012 O 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 ALLT Lec 13 PiE T nce EZ Day Surgery User Guide for Blue Chip 4 Click the Create Day Surgery Episode button MS Access will open and you will be presented with the patient s episode Note that if the patient has multiple episodes to select from you will be prompted to select one from the window below Select Episode to Update Fees David Anderson 5 Select the Claim Tab Episodes m X David Anderson ID Date 20 08 2012 Demographics Admission Discharee Claim Cancer Registry Local Fund lE Admission code Same day Product cade Po Accommodation code SharedRoom Membership H Other service code Bundled Contra Po Same dayband i e Member relationship Member first name Member surname Date first aware of symptoms Member address Date of first consultation Member suburb Member home phone 02 9456 3245 DWA Claim 7 Record Id 1ofl Portions of this tab will be pre populate
23. created when reopening a previous episode Episode The Flush function see Appendix F Advanced options should be used in conjunction with this tool to minimise errors Last updated Friday September 14 2012 San 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 22 EZ Day Surgery User Guide for Blue Chip Exporting for Reporting Purposes Day Surgery facilities are required to report their episodes to their State s relevant reporting authority within six weeks of occurrence The following information explains how to generate the export file irrespective of the reporting authority It is the responsibility of the facility to generate and transmit the extract to the correct reporting authority 1 From within Day Surgery select the Add Ins tab 2 Then click the Export button and then the relevant reporting authority 79 Print Advanced Esport Group HCP im ae Mel PHDB Custom Toolbars Cancer Registry 3 The Export Data window for your selected reporting authority appears Complete the panel as required Indicate if an episode is being resubmitted if applicable Change the date range if required Starting date Ending date i 7 08 2012 Number of episodes ta export 1 Cancel 4 Click the OK button to continue You will be prompted that to confirm that you wish to export the record s Y
24. d Cade 4 To add a procedure to the list of favourites either click the Add Procedure Code button or click in the next available empty record 5 Exit via the 1 button 6 To use the favourites list click the Advanced button and then select Select ICD Codes gt From the menu select either Use Selected Diagnosis Codes or Use Selected Procedure Codes To stop using a favourites list select the Use all codes option Last updated Friday September 14 2012 O 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 35 TED zn H EZ Day Surgery User Guide for Blue Chip Appendix G Cancer Registry NSW Only The cancer registry is applicable to NSW versions of Day Surgery only The registry is required to be completed in the event of a procedure is related to cancer It appears as the final tab in the episode therefore it is recommended that the episode is completed before completing this panel 1 Onthe Diagnoses tab the Principal Diagnosis selected must contain the topology diagnosis The code normally begins with a C prefix When selected the following notification appears Cancer notification This diagnosis requires cancer notification 2 Additional or secondary diagnoses require morphology codes be entered These codes typically have a prefix of Additional t
25. d with data from Blue Chip Modify add data as required In the above example the item number is a case payment so the Other Service Code field on the right has been changed to reflect this Last updated Friday September 14 2012 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 14 IET EZ Day Surgery User Guide for Blue Chip 6 Select the Fees Tab Es Episodes x David Anderson Episode 000002 Date 20 08 2012 Demographics Admission Discharge Fees Cancer Reaisty Services Accommodation Theatre CHES item Charge Service we O Jd A ee Labour ward ICU Prosthesis Pharmacy Hecalc Fees Ancillary Bundled Other 5 Account Reference Invoice File Number Total 2121241 ss Record tefl The left column itemises the invoice fees as per the invoice The right column itemises the service items fee and service type Important Notes o Each Service Item from the invoice translates into a separate CMBS item field which triggers the appropriate Service Type item designation Any irregular codes such as the C in a case payment 32090C should disappear leaving just the MBS procedural item in the CMBS field o Multiple procedures are totaled o Non MBS items such as ACC for accommodation band x will transfer across from Blue Chip to Day Surgery if defi
26. data can be selected from the dropdown menus provided There is Applicable option available for these where appropriate Notes Blanks are converted to zeros 0 in the reporting phase for the extract Last updated Friday September 14 2012 San 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 33 Are EZ Day Surgery User Guide for Blue Chip Appendix Advanced Options In Day Surgery the Advanced menu displays options that can be changed to reflect the facility s requirements This appendix explains the menu items and how to change them Add Ins a v Print Export dvan ced Y Edit Datasets Custom Toolbars Relink Databases Compact d About Settings Under the Settings option default settings for a select number of fields can be defined The location s for directories on the computer or network can be defined or modified here Also the facilities details can be setup here that can be printed onto forms and be included into extracts Once set the options here normally are not required to be changed unless HCN notifies the facility of a change in data collection requirements Settings Property Setting Comments L CCOMMODATIONT YFP DHSV default Accommodation type 3 same day PO DHSV default Account class PO same day band 1 SEEN ADMISSIONCRITERION ADMISSIONSOURCE Sea a
27. de by typing the date in the Completed field on the Notes tab A Principal Procedure maybe blank in the case of the patient was admitted but the procedure did not go ahead The clinical coder is required to code why in the Diagnose tab Such reasons may include Patient medically unfit for surgery illness Patient did not follow preadmission guidelines Surgeon not available for procedure Procedure centre not available for the procedure equipment staff building O O O 0 Last updated Friday September 14 2012 O 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 20 Coyle BiE T DR Pi EZ Day Surgery User Guide for Blue Chip Anaesthetics Sedation type anaesthetics are required to be coded in the Secondary procedure area and contain the ASA type The Anaesthetist is responsible for allocating the appropriate ASA type on the Anaesthetic clinic pathway record This is typically recorded on the page as ASA Code 12 3 4 Anaesthetic items are five numeric characters followed by a dash and two digits e g 92515 19 In this example the 1 represents the ASA code and the 9 indicates a day procedure centre zeroes indicate large hospitals If the form has no provision for this or the Anaesthetist has not coded then a 9 may be used to indicate Unknown e g 92515 99 Local anaesthetics are not required to be listed Please cons
28. e ge 14 1 of 49 k Fl ks DHSV default Admission cntenon B day only bands 1 4 DHSV default Admission source booked patient Edit Datasets This option allows for spelling corrections or renaming items in the dataset It is important not to delete any data as the ramifications could include disrupting historical information kept and or corrupting episodes Flush The flush option removes field contents of episodes that have been flagged for deletion Relinking and Compacting Databases These menu items contain settings that do not need to be changed unless directed by HCN Support staff About This contains version information about the Day Surgery module and components installed Last updated Friday September 14 2012 O 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 34 HEALTH La BiECTOADIRH EZ Day Surgery User Guide for Blue Chip Select ICD Codes Frequently used items can be added to a favourites list for Diagnoses and Procedures based on the code data To Build a Favourites List 1 Within Day Surgery select the Add Ins tab 2 Click the Advanced button and then select Select ICD Codes gt 3 From the menu select to edit either Selected Diagnosis Codes or Selected Procedure Codes In the following example the Procedure Codes list was chosen Es User Procedures Codes Edit CODE DESCRIPTION b 1101201 11015 01 5 05 Ad
29. ealth Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 3 ALLT Lec PiE T nce EZ Day Surgery User Guide for Blue Chip About Day Surgery Price Lists within Blue Chip Price List Overview As part of the accreditation process each Day Procedural Centre is required to provide a list of their intended surgical medical Service Items to the Federal Health Department This list forms part of the contract negotiations with each Health Fund where it is up to the individual Day Procedural Centre to negotiate the best rate for reimbursement Contracts are generally renegotiated annually The contract payment schedule is generally consists of five categories Band level payment for Accommodation Band level payment for Theatre Multiple procedure scale rate Case Episodic based payments Prosthetics Disposables and Pharmaceuticals O O O O 0 Service Item Numbers Payments to the Day Procedure Centre are solely for the use of the facility and are not related to the surgeon s fees that the patient receives Therefore the MBS fee list found in Blue Chip is not used within a Day Procedural Centre environment unless the Centre is a so providing billing for the performing practitioner Instead HCN recommends creating custom Service Item lists for each health fund Some Service Item numbers are created based upon a modified MBS Service Item number used to identify the surgical medical services offered Their desc
30. ess F8 or click the Surgery button The Day Surgery module will open in MS Access and you will be prompted to create a new episode Day Surgery Module Do you wish to create a NEW Episode Es Find episode 22 Find ep Enter any or all of the details required and click on Find to find matching episodes Episode ID fo Patient name Medical Record Number E Separation date T 0 Health Fund H Completed BH Find 4 Enter search criteria as desired to find patient s episode and then click the Find button 5 The patient s episode will be displayed If there is more than a single episode associated with the patient ensure the correct episode is being displayed Last updated Friday September 14 2012 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 11 IET EZ Day Surgery User Guide for Blue Chip 6 Select the Admission tab a Episodes x David Anderson Episode ID 00002 Date 20 08 2012 Demographics Admission Cancer Reaisty Entered Facility roi Admission time Intended Length af Stay Sameday patient sd Admission Weight Source nf referral Other Medical Practitioner Headmissian within 28 days Nat applicable Unkown Insurance status Contract status No Financial program Acute Same Day Services Record H 1 of 1 Filtered Search Many
31. fields will be populated with default values These can be modified via the various drop down lists provided 7 Record the Entered Facility and Admission Time dates in 12hr format The appearance of the Admission Tab may vary according to the state the practice is in 8 Select the Discharge Tab Episodes m x David Anderson Episode lD O00002 Date 20 08 2012 Demographics Discharge Cancer Fiegistiy 4 Discharge details Date Time Mode of separation Entered facility 20 08 2012 Transferred to hospital Admission 20 08 2012 Referred to on separation Entered theatre 20 08 2017 Payment status on separation Departed theatre 20 08 2017 Separation Anaesthetist Departed facility Attending doctor Nights in Hospital Assistant Record H 1lofi o Record the Entered Theatre time as the patient enters theatre for their procedure o Record the Departed Theatre time as the patient emerges from theatre and into recovery o Record the Separation time when the patient is released by the Recovery Nurse The Departed Facility time may or may not be used depending on whether the patient can accurately be recorded leaving the facility o Modify the right hand panel s defaults via the drop down lists provided to accurately reflect the occurrence 9 Click X in the top right corner to exit the episode Last updated Friday September 14 2012 aan 2012 Health Communication Network HCN
32. fix of C to indicate it is a case payment and a description like Case or episodic payment for the item number Mew Service Item Enter the new service item number 2200 mes For Case or Episodic Payment Item Numbers for Pensioners Follow the same procedure for creating standard Service Items except than when you enter the Item s name add a suffix of CP to indicate it is a case payment and a description like Case or episodic payment for 42702 Pensioner Last updated Friday September 14 2012 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 6 EZ Day Surgery User Guide for Blue Chip For Non Case Episodic Service Item Numbers Follow the same procedure for creating standard Service Items except that you enter a description of Facility Fee which is the fee and the banding level amount provided by the health fund For Secondary Case Service Item Numbers Follow the same procedure for creating standard Service Items except than when you enter the Item s name add a suffix of CC to indicate it is a case payment and a description like Case Episodic payment for 32090 secondary payment Copying Service Item Lists Follow the same procedure for creating a new Service Items list but this time select the original Day Sheet list to preload the Service Items from as shown below Mew Service Item List Preload items from
33. flect the quantity of teeth operated on as part of the code e g 97323 02 but not all In the above example the steel crowns code has to be keyed in twice to reflect the information Last updated Friday September 14 2012 O 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 29 ALT Lec PiE T nce EZ Day Surgery User Guide for Blue Chip Appendix B Termination of Pregnancy WA Only The Termination of Pregnancy tab appears in the WA version of Day Surgery only The WA Hospital Morbidity Data Collection requires additional information regarding this procedure Es Episodes X Jennifer Andrews Episode ID 000002 Date 21 08 2012 Demographics Drugs 1 Gestational Age 2 Method of termination tick one or more Vacuum aspiration suction curettage Dilation and curettage sharp Vaginal prostaglandin or analogue instillation Other speci E Record Id 1lofl 1 Enter the number of weeks into gestation the procedure was performed 2 Select a method of termination using the check boxes provided In the case of Other you must also specify what in the field provided 3 Select a reason of termination using the check boxes provided Again if there is a specific reason enter this in the field provided Last updated Friday September 14 2012 O 2012 Health Communication Network Level 4 201 Pacific Highway St Leon
34. g the ADA Australian Dental Codes as these are recognised codes similar to MBS items o Dental invoices do not use the multiple scaling rule additional teeth are often discounted to encourage the patient to have all the work done at the same time Quantity fields do not work for this type of invoice o Dental invoices are also required to display the tooth number position in the mouth as part of the item description The contract payment is the same regardless of the number of teeth involved but the tooth number is recorded to avoid duplicate servicing o Some dental codes are procedural like 432 Apicectomy whilst the 576 stainless steel crown are restorative items and need to be listed on the invoice and episode In the following example two teeth have been removed and two teeth replaced by steel crowns The first item contains the contractual amount the secondary items indicates the additional teeth worked on 323C 960 Wisdom tooth removal 18 323 0 Wisdom tooth removal 28 576 0 Steel crown 25 576 0 Steel crown 26 When transferred to Day Surgery the Hospital Claim form HC21 in the episode displays the same information as the as Blue Chip invoice and is attached to the invoice for payment Coding the episode is easier because the number of teeth operated on is evident and will assist the coder in choosing the correct ICD10 procedural code without having to refer to the case notes Some of the procedural codes will re
35. i n af i BLUE CHIP Day Surgery User Guide for Blue Chip Last updated Friday September 14 2012 am O 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 1 EZ Day Surgery User Guide for Blue Chip Contents WHY A DAY SURGERY kae esas va PRU CEPS o eR ek eu Ease gu sa vue E UP EFE ORE 3 RERO RP 3 ABOUT DAY SURGERY PRICE LISTS WITHIN BLUE CHIP 4 PRICE LiST B 4 SERVICE ITEM NUMBERS cceccccecececccccecececcccececeacececeacececeaencececeacececeaeacecececececeeaceceaeacececeaeececeaeacececeaseceseaeacececeacececeaeacececeaeececeaeacececeeecess 4 ACCOMMODATION AND THEATRE BANDING excarbeiacau iuRedSks a uu E a 4 UNINSURED P WS RET ERE 4 CREATING THE DAY SURGERY SERVICE ITEM LIST WITHIN BLUE
36. le shows only a portion of the whole form o The screen displays both sides of the form regardless of the option chosen and cannot be edited all editing must take place in the episode o Discharge form needs to be signed by the patient prior to anaesthetics being administered though not all fields can be filled in at this time o Click the printer icon at the top left of the MS Access window to send the form to the printer Claim Form Printing Options Accessed via the Add Ins tab Print Forms LHS Left hand side RHS Right hand side Blank Prints the form layout blank Demographics Demographics only Claim form Both sides Same Day Certificate back of HC21form The surgeon needs to fill this form out for the practice to claim certain procedures Last updated Friday September 14 2012 O 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 16 NET Aree EZ Day Surgery User Guide for Blue Chip Completion of the Episode Diagnoses Tab Once the billing cycle has been completed either one of two things may happen a Medical Coder may come to the facility and code the various medical procedures entered into Day Surgery by the staff for reporting purposes or the coder may code the procedures and enter them into the Day Surgery module themselves From within the patient s record 1 Within Blue Chip open the patient s record 2 Within the Patient Explorer press
37. liant with the requirements for the Department of Health and Aging in each state as set out on their website Workflow Each facility and speciality is different and users will need to decide what is appropriate for their organisation as to the most efficient use of the software However episodes should be completed in the reporting window before they are transmitted to the relevant authorities i e an episode from last reporting cycle cannot be included in the current reporting cycle s transmission In the Day Surgery module there are between seven and nine tabs of information that must be completed per episode depending on the State in which the facility is located Data entry is based on drop down menu selections rather than directly entering the data Please note that each reporting body has slightly different requirements A field may not always appear relevant but the data supplied is also forwarded to other entities for statistical purposes e g World Health Organisation The Day Surgery module will arrive partially configured and a Trainer will assist completing the necessary requirements in order to commence using the software This document was created using the NSW version of Day Surgery and the screen captures contained herein reflect the NSW edition Where relevant screens for other states are represented in Important Notes for each chapter and in the appendices Last updated Friday September 14 2012 2012 H
38. ned in Day Surgery Otherwise the item can be manually entered MBS or non MBS directly into Day Surgery and then press the Recalc Fees button to update the totals The invoice in Blue Chip must then be adjusted for continuity purposes o If non MBS items are defined click the Get Items button to update this panel and totals Printing a Claim Form Ensure that within Day Surgery you have an episode selected Then select Add Ins Print Forms Add Ins m Es Print Advanced Export A LL d Admission Items Cust Claim Form Demographi Print claim form i Claim Form Blank Claim Form LHS Only Claim Form RHS Only Same Day Certificate gt NSW Health Statistics Cancer Notification i Discharge Last updated Friday September 14 2012 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 15 PIE AAN Day Surgery User Guide for Blue Chip The Claim Form Es Private Patient Claim Form PATIENT HOS PITAL CLAIM FORM 3 HOSPITAL ACCOMODATION DETAILS be completed by Hospit es Admission Date 17 08 2012 j LLL number 50 J AILS Please print and insert ticks in boxes NENNEN J levelofcover i 550 D emt 0 jwok Jne SO The above examp
39. ocedure code This is a mandatory field This can be directly typed into the field or found by using the associated drop down list The code is provided by the Doctor or Coder The 2 numerals after the code indicate slight variations to the procedure performed 2 Press Tab The code s description will appear next to the code The date is prepopulated The Location defaults to the Day Surgery this facility 3 Enter in the ICD code The ICD code is derived by the Medical Coder This may or may not be the same as the Principal Procedure Press Tab to enter the code s associated description automatically The location defaults to This facility This can be changed in the event that any secondary procedure associated with or arising from the principal procedure needed to be performed elsewhere 4 Enter in any secondary ICD codes as provided If an extra secondary procedure is entered by mistake click the button to remove 5 Enter the Diagnostic Related Group DRG if applicable 6 Change the DRG version if required 7 Click the Completed button This automatically presents the Notes tab which is discussed following Notes NSW Users The date and location are required for extended Day Procedural centres only For sites that are same day the episode date has been duplicated to Procedure date and location defaulted to This facility If the Principal Procedure cannot be filled in users can manually complete the episo
40. opology and morphology codes can be entered in sequential order 28 Episodes m x David Anderson Episode l Date 20 08 2012 Demographics Diagnoses Cancer Fiegistiy Principal Diagnosis 3 ICD Code Description Condition Onset Flag E PAUL D Staphylococcal arthritis and polyarthritis upper arm Staphylococcal arthritis and palparthritis forearm FA gt 1 1 lal Record Id 4 For information on how to enter the data please refer to Diagnoses and Procedures chapters 3 Enter the patient s alias if known This is now mandatory However when extracting data the NSW Cancer Registry needs to be able to track patients if they are known by other names 28 Episodes E m x David Anderson 49 EpisodelD 000002 Date 20 08 2012 Demographics Admission Discharge Claim Fees Diagnases Ext Causes Procedures Notes Cancer Registry First Name Middle Name Surname pwd EC Anderson More Than One Primary Date of Diagnosis 201005 Format as Y YYY MM Place of Residence at Diagnosis New South Wales inc Jervis Bay OR Unknown Laterality ight Place Pathology Done Best Basis For Diagnosis at this Admission Histology Disease Spread at this Admission Localised to tissue of origin Was This Admission for Cancer Completed By Previ review Completed Date 06 Completed Extract Da
41. ou are about to export 1 episodes to Start date 17 08 2012 These reports are referred to as Extracts They are sent to the Department of Health in each state the Private Hospital Data Bureau and Health Funds How extracts are transmitted are not in the scope of this user guide Please refer to the relevant state authority for further information Last updated Friday September 14 2012 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 23 AETH EO IET EZ Day Surgery User Guide for Blue Chip 5 Click the OK button to confirm Specify a location to save the extract Export NSW Health Finished exporting 1 episodes to NSWH iy Start date 17 08 2012 End date 17 08 2012 6 You will be notified when the export has completed Click the OK button to continue 7 Transmit the extracted file to the relevant authority Notes In the Export menu The Department of Health and Aging is denoted as QLDH NSWH ACTH ISAAC SA HMDS WA DHSV PRS2 VIC HCP is the Hospital Case Protocol used in Health Fund reporting Group HCP is the Hospital Case Protocol used for reporting to AHSA and BUPA PHDB is the Protocol used for reporting to the Private Hospital Data Bureau Accuracy The user is responsible for extracting these reports The user should cross check with the DON that the numbers tally with the DON s clinical reporting and any discrepancies between the two
42. particular diagnoses can be searched for Click on the pin icon to insert into the field on the Diagnoses panel In the Queensland version condition onset flags are defaulted to On or selected for all diagnoses These should be turned Off or deselected to as required Last updated Friday September 14 2012 O 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 18 UEALTHCCOM NET WERE EZ Day Surgery User Guide for Blue Chip Completion of the Episode Ext Causes The Ext Causes tab pertains to the NSW and SA versions of Day Surgery only In WA this tab is incorporated into the Diagnoses tab The next tab in the sequence is the Ext External Causes tab Depending on the state in which the facility is located the screen may differ slightly The Ext Causes tab is rarely used due to the fact that the majority of procedures in a Day Surgery are planned occurrences The exception to this would be the regional or country facility where the local hospital has either closed or downgraded services Es Episodes m X David Anderson Episode ID 000002 Date 20 08 2012 Demographics Ext Causes Cancer Regist External Cause 1 Lause Y03 14 5 crsh car statnry obj ntrf acq frd Flace Activity External Cause 2 Plama Record 1 of 2 Search o Cause drop down list select a code to represent the Cause These codes are provided by a Medical Coder After selecting a Cause
43. riptions and the Service Item fees are changed as required to show the health fund negotiated rate Other Service Item numbers are created to account for accommodation and theatre banding levels The advantages of following this consistent approach in creating custom price lists for each health fund are o Generation of invoices for heath funds o Reporting to health funds the PHDB and Department of Health o Providing Service Item analysis for management If Prosthetics and Disposables are used in the Centre only one price list needs to be setup as the reimbursement amount by the health fund is set at the national level Accommodation and Theatre Banding There are four levels of accommodation and theatre banding provided to the Centre by the individual health fund ACC1 1 being minor surgical and non surgical procedures normally not requiring any anaesthetic ACC2 Local anaesthetic ACC3 Band 3 carried out under general regional anaesthesia or intravenous sedation Theatre time lt 1 hour ACC4 Band 4 as defined above Theatre time gt 1 hour 1 Type C procedure Practices who qualify for the second tier price structure are required add the letter D at the end of each item number e g ACC1D ACC2D ACC3D The D triggers a change in the way the hospital claim form prints Rule 1 Day Surgery DS recognises codes with ACC as accommodation based items Rule 2 There is only one accommodation band per
44. rms by Date NSW Ability to print all Admission forms for the date range chosen o Admission Register date range list summary of all episodes signature by DON o Coding form SA similar to an Admission form o Cancer notification form prefilled with demographical information The remainder to be filled in by clinical staff when Cancer is diagnosed o Cancerregistry NSW Report extract for uploading to NSW Cancer Registry portal o Monthly activity report SA o NSW Health Statistics NSW Form1 Termination WA Last updated Friday September 14 2012 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 38 5 EZ Day Surgery User Guide for Blue Chip The Reports Menu User DX Report not all states Lists by code Diagnoses that have been used User ProcReport not all states Lists by code Procedures that have been used Patient Treatment QLD and WA Sorts by MRN and date of patient visits oncology report Theatre List SA Summary page by Theatre list date of each patient MRN fund principal diagnosis principal procedure and DRG o Missing Data Error Report VIC Lists missing data for either PRS2 or PHDB records O O O 0 TIP Use Episode reports or Admission Register reports to monitor incomplete episodes within a date range on a regular basis within the month Having too many incomplete episodes at month end or reporting time allows simple
45. sociated with the patient and which episode is being displayed Record 4 lofl The episode s ID is displayed in the top right of the episode record E x Date 20 08 2012 Cancer Registry MEN 49 Hotes 4 Check the patient s details and complete associated fields on the Demographics tab as required The Day Surgery module will save the data upon exiting Exiting the Day Surgery module will return to Blue Chip Important The user must exit the episode before creating updating the next episode Failure to do so may cause information not to be saved for the episode because the user has multiple episodes open Last updated Friday September 14 2012 aan 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 10 PIE T Arc Pai H EZ Day Surgery User Guide for Blue Chip Reopening an Episode When the patient returns to the Day Surgery to undergo a procedure the relevant tabs can be completed These tabs pertain directly to the procedure with data that is known at the time The following outlines HCN s preferred methodology for completing these tabs It is presumed that the patient has previously booked their procedure with the Day Surgery and the staff has created the patient s electronic record account and transferred this into the Day Surgery module 1 Within Blue Chip open the patient s record 2 Within the Patient Explorer pr
46. t Setup gt List gt Service Items The Service Item Lists window appears List Type User Defined Name Veterans Preload items from another list none 3 Enter a name and abbreviation for the Day Surgery price list Depending on individual circumstances a Day Surgery miscellaneous price list may need to be created for each health fund 4 Click the OK button to confirm and exit the New Service Item List window You will be returned to the Service Item Lists window where the new Day Surgery Service Item List is now displayed Last updated Friday September 14 2012 O 2012 Health Communication Network E Level 4 201 Pacific Highway St Leonards NSW 2065 25 EZ Day Surgery User Guide for Blue Chip 5 Select the new list 6 Click the Items button The Service Items window appears 7 Within the Service Items window click the New button The New Service Item window appears 8 Enter a miscellaneous item number based upon the health fund contract e g ALOO5 9 Click the OK button to confirm You will be returned to the Service Items window ne Jo Provisc Viscoeleastic solution 10 Select the new fee 11 Within the Standard Fee box enter the fee based upon the health fund s contract 12 Enter the item code s description within the Description field 13 Reselect the Service Item entry to confirm your changes 14 Repeat steps 7 through to 13 to comple
47. te Transmitted to Registry Record M 10f2 M bZ Filtered Search Last updated Friday September 14 2012 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 36 EZ Day Surgery User Guide for Blue Chip 4 Complete the remainder of this tab including entering the name of the individual completing the record 5 Click the Completed button The completed date will appear in the associated field Click the Preview Extract button to see a preview Es Electronic Cancer Notification Record Preview 04 11 1955 The extract is now ready for exporting For information on Exporting please refer to the Exporting for Reporting Purposes chapter Last updated Friday September 14 2012 umm O 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 37 BiE DR Pi H EZ Day Surgery User Guide for Blue Chip Appendix H Miscellaneous Updating the Day Surgery Module Updates for the module are usually released for the financial year changeover Depending on what has been changed by the relevant reporting bodies it is not normally a requirement that practices immediately swap over to the new version on the 1 July as many Practices are still completing the previous year s reporting and have up to three months to complete the last month
48. te the price list 15 When completed click Close and then OK Last updated Friday September 14 2012 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 26 EZ Day Surgery User Guide for Blue Chip Attaching the Price List to the Billing Entity 1 Within Blue Chip select Setup Practitioner Practitioner Details The Practitioner Setup window appears Indicate that the Day Surgery class you created is a Required Class by ticking the associated check box as shown below L Bulk Bill DVA 2 Select the Class Options tab Ensure new class is active for the billing entity and the Service Item list price list is associated with the class as shown below 3 Click the OK button Last updated Friday September 14 2012 2012 Health Communication Network Level 4 201 Pacific Highway St Leonards NSW 2065 27 EZ Day Surgery User Guide for Blue Chip Entering Non MBS Items into Day Surgery 1 From within Day Surgery select the Add Ins tab 2 Then click the Advanced button and select Edit Datasets MBS items Add Ins 29 E Es d Print Advanced Export 21 3 d Find M ext Settings Custom ToS di Dakasets Attending Doctor Flush 8 Referring Doctors Relink Databases ES Local Health Funds Compact Databases Grouped Health Funds MES to Items Update Separation Date
49. ult with a clinical coder for assistance in coding your Practice anaesthetics Diagnostic Related Group DRG Certain health fund contracts include the requirement to use Diagnostic Related Group codes as part of the reporting The Day Surgery module does not include this software There are several types of Grouper software available in Australia with HCN choosing the 3M Group application Day Surgery does not work with other types of Grouper software Not all Practices will need to purchase this application Dependent on the procedural items used it may be possible to manually code to their related DRG i e use a summary of items and related DRG codes Day Surgeries that are continuously operating with a number of theatres and or speciality surgeons with a diverse range of procedures would benefit from installing this type of software to expedite workload The DRG version can be pre set in the Add Ins Advanced Settings area if the majority of contracts are based on a certain version Use the drop down option to code under other versions To use once the fields are completed click the Group button The DRG code will be automatically inserted The View report will display the criteria for choosing a particular DRG Ep This button transfers all procedure coding to another open created episode that has been created within a 14 day window of the current episode Completed Completed The Completed button checks for any mandatory field
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