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Terminal User Guide

1. provider and to verify any aspect of this claim Member Signature Name and address of PHEARS O the provider site Fast claims on the spot www hicaps com au Merchant HICAPS MEDICAL SUITE number PROVIDER ADDRESS Terminal PROVIDER COPY f Transaction date amp details Mro 33123443 time Sere Terminal 1D SABOMA 4 Date Time 02 04 08 13 58 oe T Foner wane DR NAME ee a bi A PROVIDER NUMBER 123456784 ead Fund Membershi Ne embership name FUND TRAIN CARD aamber MEMBER 12345678 CARD 9036999801234567891 Ist item number and description SERVICES CLAIMED ooo ee Amount SERVICE __ DESCRIPTION ___ CHARGE ____ BENEFIT claimed PATIENT 1D 01 Approved 1005 STANDARD CONS DOS 02 04 item PAPPOROVED 00 25 00 10 00 Amount gt paid PATIENT 1D 02 i ang 1005 STANDARD CONS DOS 02 04 2nd item number and UMT REACHED 06 sso sowo Transaction escription approved PAARE 00 APPROVED ga pp Declined RRN 0000010000586 sna pete mM K S000 10 00 Total amount item Serre ay Ree claimed from fund 00 ARPROVED N Receipt reference GAP PAYMENT 40 00 number TRANSACTION APPROVED Total amount paid by the fund IMPORTANT DECLATATION Members certify the above products and services ave declaration been provided and received by the person s Amount listed above on the specified dates and remaining a This claim i
2. HOST HICAPS transactions host EFTPOS transactions and Loads amp Initialisations host Only to be used on advice from the HICAPS Help Desk DISPLAY to test the terminal s display Keyboard to test the keypad Printer to test the printer Card reader to test the terminal s card reader or any card PINPAD to confirm the PIN pad is functioning 4 2 6 reprint The Reprint option is used to either reprint the receipt for the last transaction or reprint any transaction by entering the invoice number which is the last 6 digits COUNTRY CODE AU DATE 02 04 08 TIME 13 58 RRN 0000010 000584 NAB VISA eL 455701 637 S in CREDIT A C Last 6 digits of the RRN v SETUP 1 TERMINAL 2 PRINTER 3 COMMS 4 PASSWORD 5 TIPS TESTS 1 HOST 2 DISPLAY 3 KEYBOARD 4 PRINTER 5 CARD READ 6 PINPAD M REPRINT 2 INVOICE 49 50 4 3 transaction menu The following menu lists the available transactions for the HICAPS T4200 4 3 1 balance quote The Balance Inquiry option can be used to request an account balance but only for NAB debit cardholders The Quote option allows a provider to provide a quotation to a patient by checking with the patient s Health Fund what they are covered for Entering a quote transaction is the same as for a claim transaction Note Refer to HICAPS website www hicaps com au for
3. 3 M C Std 0 00 4 M C Prem 0 00 5 M C Debit 0 00 ALL MRCH S SURCHARGE SURCHARGE as PERCENT 45 46 step 11 Enter the surcharge percentage value and press ENTER Select another card type to continue or press CANCEL to exit and print out the surcharge summary for the merchant step 12 Once you have selected a card type select No to setup surcharge as a percentage step 13 Enter the surcharge amount and press ENTER Select another card type to continue or press CANCEL to exit and print out the surcharge summary for the merchant ALL MRCH S SURCHARGE ENTER SURCHARGE PERCENT 2 0 a CLEAR ALL MRCH S SURCHARGE SURCHARGE as PERCENT NO YES ALL MRCH S SURCHARGE ENTER SURCHARGE AMOUNT 1 5 aa CLEAR 4 terminal functions 4 1 the screensaver idle screens The HICAPS terminal has a built in screensaver function While the terminal is not in use it will display the following screens The screensaver will scroll between these screens until you start to use the terminal either gt from your integrated Practice Management System gt by swiping a card gt by using any key including the clear key 02 APR 08 13 58 SWIPE INSERT CUSTOMER CARD TRANS MENU 02 APR 08 13 58 H
4. lock 4 key sign on 5 key quote 6 key 33 34 34 37 38 38 40 42 42 43 47 47 48 48 48 48 49 49 49 50 50 50 50 50 51 5a 52 52 53 53 53 54 54 4 4 7 4 4 8 4 4 9 order 7 key reprint 8 key reprint EFTPOS and HICAPS transactions load 9 key 4 4 10 initialise 0 key 4 4 11 paper feed key 4 4 12 alpha key 4 5 4 6 5 6 7 7 1 7 2 10 11 12 changing the terminal security password fallback procedure terminal connections thermal printer HICAPS response codes transaction level HICAPS response codes item level HICAPS response codes EFTPOS error messages and corrective actions manual backup procedure merchant requirements to ensure EFTPOS transactions are valid terminal functions T4200 series Medicare Australia Easyclaim 54 54 54 54 55 55 55 56 57 62 64 64 67 69 71 72 73 74 1 HICAPS EFTPOS HICAPS Help Desk phone number is 1300 650 852 For HICAPS Help Desk hours of operation please refer to www hicaps com au Provider information section HICAPS fax number is 1300 725 726 benefit body part cancel card claim claim declined claim receipt claim to sale clinical code date of service fallback Value of rebate authorised by a Health Fund Two digit alpha numeric identifying the part on the body on which the service was performed Reverses a transaction processed through the terminal A memb
5. CLAIM DEPOSIT 6 ITEM MEMORY lt PROVIDER SETUP ALLOW ALL PROVIDERS DISABLED DISABLE ENABLE LI 12 2 1 3 deleting a provider Note To alter provider details you will need to contact HICAPS in writing A Change of Practice Details form will need to be completed and sent to HICAPS This form is available from the HICAPS website www hicaps com au or from the HICAPS Help Desk on 1300 650 852 step 1 Press FUNCTION 5 4 and ENTER FUNCTION 5 4 will bring you to this screen Select 3 DELETE PROVIDER step 2 Select the provider that you want to delete by entering the number and pressing ENTER or by scrolling up or down to highlight the provider and pressing ENTER step 3 Enter the Provider Password and press ENTER step 4 Press Yes to delete or No to return to menu If Yes is selected the HICAPS Totals are printed for that provider step 5 Press Yes to confirm that the HICAPS Totals were print To print the Totals again press No PROVIDER SETTINGS 1 ADD PROVIDER 2 MODIFY PROVIDER 3 DELETE PROVIDER 4 ALL PROVIDER FUNC SELECT PROVIDER Dr B Butler Dr CJ Williams Dr RC Melville Dr Goh Dr White Dr A Smith DIMI JwjIN e vy ENTER PROVIDER PASSWORD PROV DR B BUTLER MID 33123433 en CLEAR PROVID
6. Invalid Membership numbers No Ancillary cover Transaction not permitted to terminal Provider not recognised with fund Benefit limit exceeded No Benefit payable Approved terminal will request new key Payment should be made by the Claimant s Employer Unable to Match Cancel to previous Claim Claim being Cancelled has already been settled Too many patients for this transaction Health Fund system currently unavailable Duplicate transmission 96 System Malfunction 18 System Malfunction or Invalid Message 97 Reconc Totals Reset 19 Reconciliation totals have been reset 98 MAC ERROR 19 MAC Error Po PZ Refer Health Fund 17 note2 Refer to Health Fund Ha Time Out waiting for ACK from terminal H2 Maximum number of ACK Time Outs reached H3 Timed Out waiting for response message from terminal H4 LRC Error in response message H5 Unable to send terminal not connected H6 Terminal busy HX ActiveX Internal Error BZ Communication Error CE Communication Error ED Destination Error EN Network Request Error HM Hardware Error HW Hardware Error IG Unexpected loss of carrier NA Transaction Type not available ND Reversal Time Out NM No sync with Modem network Failure Contact Help Desk NS Declined Settlement required Pf Power fail Power lost before completion of transaction QL Quote Limit Reached Quote Limit Reached QN Quote Not Available Quote Not Available TO Time Out Error TE Cancelled by user or input
7. The REPORT 4 key allows you to print a number of different standard reports from the terminal Transaction Listing Produces an audit trail of transactions processed through the terminal The details for each transaction include Transaction Type Claim Cancel Sale etc Transaction Date and Time format dd mm yy hh mm Transaction amount in the case of a claim the total amount requested Card Type HICAPS VISA etc Authorisation Number Invoice Number used to reprint an EFTPOS transaction receipt Card Number the full card number used for the transaction Transaction Code S K the card was Swiped or Keyed NO the transaction was either Approved or processed offline x the transaction has been sent to the acquiring bank if the X is absent the transaction has been processed in fallback and will be passed to the host with the next transaction shift totals As well as allowing the running shift total to be reset you can produce a summary report of EFTPOS transactions processed since the last shift total reset was performed reprint This is used to reprint the receipt for an EFTPOS or HICAPS transaction processed in the current batch By using LAST for the previous transaction or INVOICE for any other receipt in the batch using the invoice number last six digits of the RRN provider This is used to print a summary of the provider s set up Surcharge This is used to print out th
8. he date the membership card was issued Those cards with issue dates have them printed on the bottom right hand corner of the card The amount charged for the given item of service Numeric code identifying the type of service performed Refer to the HICAPS Quick Reference Guide or the relevant schedule for a full list of item numbers A customer of a Health Fund The Multi Merchant Facility This is a feature of the HICAPS terminal which optionally allows you to settle the EFTPOS funds separately for each provider A member listed on the card which identifies a given patient within a Health Fund membership The PC based system which allows a transaction to be sent directly to the HICAPS terminal Practitioners who provide Health Services to patients Is eight characters that uniquely identify each individual provider for a specific location Provider numbers that HICAPS use are issued by Medicare Australia or Medibank Private Provider numbers are location specific so you must have a provider number for each location you wish to practice at Refunds a previous EFTPOS or credit approved transaction Reverses an approved transaction on the same day the transaction was processed Receipt reference number unique 12 digit field Pass the membership card through the card reader on the right hand side of the HICAPS terminal Two digit FDI numeric identifying the tooth on which the service was performed 1 3 diag
9. CANCEL TXN ENTER BENEFIT AMOUNT 25 88 i CLEAR SEND CANCEL BENEFIT PROVIDER RRN 25 88 1234567A 000000123456 YES 2 4 2 cancelling a HICAPS claim practice management system To cancel a HICAPS claim transaction simply send the transaction to HICAPS by selecting the appropriate option from your Practice Management System screen When the terminal receives the transaction details from your Practice Management System the terminal will prompt for the customer card to be swiped The results from the transaction will be returned directly to the Practice Management System For further assistance on processing a cancel transaction using your Practice Management System transaction please contact your Practice Management System provider 23 24 2 5 manual daily transaction summary HICAPS totals step 1 Press the SETTLE key step 2 Select option 2 HICAPS Note You can also access this function by pressing FUNCTION and enter 5 1 then press ENTER step 3a Select the appropriate day TODAY or PREVIOUS DAY by entering 1 or 2 or scrolling to highlight the option and pressing ENTER step 3b If you select today you will be provided with an option for either summary or detailed report step 4 Select the appropriate option SUMMARY LISTING or DETAILED LISTING by entering 1 or 2 or scrolling to highlight the option and pressing E
10. Health Funds participating in the quotations function 4 3 2 refund cancel The Refund Cancel option is used to either reverse an EFTPOS transaction or cancel a HICAPS Claim transaction refer to section 2 3 1 4 3 3 pre auth The Pre auth option is available for credit cards only A pre authorisation is a non value transaction In order to process the value portion of a pre authorisation refer to the completion option below 4 3 4 completion The Completion option is used to process the value transaction relating to a pre authorisation already obtained A completion must be performed within four business days of obtaining a pre authorisation and is only available for CREDIT cards TRANSACTION 1 BALANCE QUOTE 2 REFUND CANCEL 3 PRE AUTH 4 COMPLETION 5 CASHOUT W 6 sale 4 3 5 cash out The Cash Out option allows you to provide cash to your customers The terminal will also prompt for cash out or tips if you have these options configured in the terminal If you wish to ignore the cash out or tip option press ENTER to bypass those steps Cash out is available on cheque and savings accounts only 4 3 6 sale The Sale option is explained in section 3 1 51 52 4 4 terminal function keys To access functions on the keypad simply press the FUNCTION key followed by the function you want to use e g REPORT 1 4 4 1 report 1 key print EFTPOS and HICAPS reports
11. Receipt Drop Paper Paper Roll Drop paper roll into paper holder as shown Pull paper as shown amp close printer cover Note Make sure that the paper rolls of the bottom of the roll 62 Sl Pull amp tear paper against the paper re ceipt guide Operate terminal as normal 63 64 7 Code 00 01 02 03 04 09 10 12 14 19 Di 40 42 51 54 56 57 58 60 61 69 76 80 81 82 83 91 94 HICAPS response codes Receipt Print Out Approved 8 Prov Not Approv 15 Mship Under Invest 19 Invalid Prov Nbr 16 Retain Card 11 Submitted Rebate To MBR Pendg Declined 8 Invalid Card Nbr No Items Entered Call Help Desk note 1 Mship Not Covered Mship Ended at DOS Mship Unfinancial 17 Expired card 12 Invalid Mship Nbr 18 No Ancillary Cover 19 Txn Not Permitted 17 Provider Not Recogd 16 Benefit Limit Excee 19 No Benefit Payable Approved 8 Refer Employer Unmatched Cancel Unsupported Cancel Too Many patients System Inoperative 17 Duplicate Tax 13 Description Approved or completed successfully Provider not approved by fund Membership under investigation Invalid Provider number Retain card Transaction Submitted for Processing Rebate to Member pending Declined Invalid card number no such number No items entered No action taken Membership not covered Membership ceased suspended at date of service HICAPS Membership unfinancial Expired card
12. able to modify the item that has been entered by repeating the steps above Note To scroll through the items use top and bottom buttons beside the arrows at the left of the screen step 9b To add another item simply press Add and enter the options as above Once all items have been added to the claim press ENTER step 9c To remove an item simply press CLEAR confirm the item details and select Yes step 10 If the summary presented is correct simply press ENTER and the claim will be sent to the Health Fund ag for approval CLAIM TOOTH NUMBER CLEAR CLAIM DATE OF SERVICE DDMM CLEAR CLAIM ITEM COST 0 00 ENTER CLAIM PATIENT ID 01 gt lt 01 01 gt ITEM 0001 DATE SERVICE 26 MAR Mod ITEM COST 52 52 Press ENTER to SEND v ADD CLAIM SEND TO HEALTH FUND 01 RECORD S TOTAL 52 52 Dr Smith 01 NO YES example HICAPS claim receipt The claim receipt contains all of the information relating to the claim A second CUSTOMER COPY is printed without the statutory declaration The first copy is required to be signed by the Fund member and retained for your office records and may be required to be produced by the Health Fund The second copy is for the customer s own records
13. number printed on the card relating to the specific patient receiving treatment then press ENTER Note This value will default to 01 if nothing is entered step 5 Key the item number associated with the treatment supplied then press ENTER SELECT PROVIDER 1 Dr B Butler 2 Dr CJ Williams 3 Dr RC Melville 4 Dr Goh 5 Dr White 6 Dr A Smith lt CLAIM MAXIMUM ALLOWED ITEM ENTRIES ARE XX ENTER CLAIM PATIENT ID 01 i CLEAR CLAIM ITEM NUMBER CLEAR 17 step 6 Key the clinical code tooth number or Body part on which the treatment supplied was performed then press ENTER or just press ENTER to use the default of 00 Note Terminal Provider Setup prompt for Clinical code Tooth Number or Body part may be changed through Provider Setup Refer 2 1 and will only be displayed if setup step 7 The date this part of the service was performed dd mm current date To change the date enter DD day e g 26 and MM 12 e g DEC To accept the default of the current date just press ENTER step 8 Enter the cost to be charged for this item Note This field will default to the last cost charged for the same item if item amount memory is enabled step 9a You will be presented with a summary of the item s entered By pressing the middle left screen button Mod you are
14. obtained and entered when requested into the terminal step 1 If a transaction is unable to be processed due to a communication problem the following screen may be displayed at the end of the transaction step 2 Enter authorisation number refer below for contact phone numbers and press the ENTER key If authorisation is not received press the CANCEL key and request another form of payment Note The transaction will be stored within the terminal and passed on when communication is available If the amount of the transaction is below your floor limit the transaction will be approved on fallback The receipt will detail APPROVED 08 fallback Please ask the customer to sign the receipt The transaction will be stored in the terminal and passed on when communication is available Please call the HICAPS Help Desk if your terminal processes more than 2 fallback transactions in a row For authorisation call Credit Cards 13 25 15 Debit Cards 1300 650 852 American Express 1300 363 614 Diners Club 1800 331 112 Authorisation services are available 24 hours a day 7 days a week Call the above contact number to obtain a valid authorisation number FALLBACK ENTER AUTH CODE 1 2 3 sel 4 5 6 7 8 9 0 CLEAR 5 terminal connections l H Wiring Clip a Tum the terminal over With your fingers remove the wiring clip from the back o
15. time out VN Void not allowed 65 66 Terminal Logon Required Journal Full Invalid MAC Duplicate Invoice Transaction Not Allowed Provider number not found Locked Provider Number of items exceeded limit The transaction password is protected Invalid max item setup An empty Claim initiated from Practice Management System i e only provider in the EA field Field content error a Non numeric field such as patient ID Body part number service date and amount contain non numeric data i e anything other than accept to 9 b Alpha numeric field such as item number contains symbols i e anything other than A to Z a to 2 0 to 9 and space Note 1 Response code for the unmatched reversal void cancellation transactions Note 2 Response code in the range Po P9 and PA PZ indicate that a transaction has been declined by the Health Fund for a specific reason These transactions must be followed up directly with the fund Code 00 01 02 03 04 05 06 07 08 09 10 ath 12 13 14 15 16 ay 18 19 20 21 22 23 24 25 26 27 Receipt Print Out Approved 8 tem No Benefit 15 Restricted Item 15 Restricted Item 15 Previously Paid 15 Limit Reached Limit Reached Waiting Period PreReq Ser Reqd Pre Existing Item Nbr Invalid tem Nbr Ceased Item Not Valid tem Not Apprvd Max Nbr Ser Exc Cost Missing DOS Not Valid DOS too O
16. 1 refunding an EFTPOS transaction There are two options for refunding an EFTPOS transaction SWIPE INSERT CARD option 1 Refunding an EFTPOS transaction processed by the same terminal CANCEL TXN RRN 123456 step 1 AL NAB Dr Smith Press the REFUNDS key 26 03 11 14 15 531539 870 S step 2 CASHOUT 25 88 The terminal will then prompt you to swipe insert the PURCHASE ps wn card Swipe the cardholder s card WJ or CLEAR for PREV DAY TXN step 3 The terminal will then display the transaction s processed by this cardholder for the current day If there is more than one transaction for that cardholder all transactions can be reviewed by using the up down arrow buttons step 4 Pressing the NO CLEAR to enter a different value for the Refund for this cardholder refer to option 2 below or the YES ENTER key to Refund the selected transaction option 2 Refunding any EFTPOS Transaction step 1 Press the REFUNDS key step 2 The terminal will then prompt you to swipe insert the card Swipe the Cardholder s card step 3 The terminal will prompt for you to select a Merchant by entering the number beside the Merchant s name and press ENTER or scrolling down and highlighting the Merchant name and pressing ENTER step 4 The terminal will then prompt you to enter the refund password for the selected merchant Key the Password and press ENTER step 5 The terminal will then prompt you f
17. 21 22 step 1 Press the REFUNDS key step 2 The terminal will then prompt you to swipe insert the card Swipe the patient s Health Fund card step 3 The terminal will prompt for you to select a provider by entering the provider number or scrolling down and highlighting the provider and pressing ENTER Note This prompt will only be displayed if more than one provider is loaded into the terminal step 4 The terminal will then prompt you for the 12 digit Receipt Reference Number of the original claim Key the RRN and press ENTER step 5 The terminal will then prompt you for the Benefit amount approved by the Health Fund on the original claim Key the amount and press ENTER step 6 You will then be asked to confirm the cancel by pressing either the NO CLEAR or YES ENTER key Alternatively you can select your response using the corresponding keys on the side of the display next to the NO or YES prompts on the screen Note The terminal will produce two copies of the cancellation receipt The first copy must be signed by the Fund member and retained for your records the second copy is for the member s own records REFUND CANCEL SWIPE INSERT CARD SELECT PROVIDER 1 Dr B Butler 2 Dr CJ Williams 3 Dr RC Melville 4 Dr Goh 5 Dr White 6 Dr A Smith lt CANCEL TXN RRN NUMBER 000000123456 CLEAR
18. EAPS O Fast claims on the spot www hicaps com au 02 APR 08 13 58 nabhealth nab 02 APR 08 13 58 medicare 47 4 2 main menu MAIN MENU 1 LOGIN BATCH TERMINAL SETUP TESTS REPRINT The Main Menu is accessed by pressing the bottom right hand button beside the screen DiI jw IN lt 4 2 1 logon The Logon option is used to logon to the NAB HICAPS host log on by terminal by merchant or by provider LOGON 1 LOGON HOST 2 PARAM TID 3 PARAM MERCHANT 4 PARAM PROVIDER 4 2 2 batch BATCH The Batch option is used to perform settlement review and reprint transactions in the current batch Zee p i 2 REVIEW For Settlement see the Settlement section 3 TOTAL Review used to review transactions and reprint a 4 FIND receipt Total used to display EFTPOS totals Find used to find a previous transaction using the RRN and enables you to reprint a receipt 4 2 3 terminal TERMINAL Terminal options 1 VIEW View is used to view the terminal and PIN pad 2 LOAD TABLES software versions 3 TRAINING Load Tables is used to load configuration information from the NAB HICAPS host lt Training is used to put the terminal into training for host transactions 4 2 4 setup HICAPS use only 4 2 5 tests Perform tests on the terminals
19. ER SETUP DELETE PROVIDER DR B BUTLER PROVIDER SETUP HICAPS TOTALS Printed Successfully step 6 Press Yes to confirm Deletion The terminal will return to the provider menu 2 2 all provider function step 1 Press FUNCTION 5 4 and ENTER FUNCTION 5 4 will bring you to this screen Select 4 ALL PROVIDER FUNC Note Changing a setting in this function will apply that change to all providers that have the All Provider flag enabled 2 2 1 claim to sale This option will enable the terminal to prompt to Automatically start an EFTPOS transaction for the gap amount step 1 Select option 1 Claim to Sale and press ENTER step 2 Selecting ENABLE will enable this function for all providers on the terminal This function is ENABLED by default PROVIDER SETUP CONFIRM DELETION DR B BUTLER NO YES PROVIDER SETTINGS 1 ADD PROVIDER 2 MODIFY PROVIDER 3 DELETE PROVIDER 4 ALL PROVIDERS ALL PROVIDER OPTION 1 CLAIM TO SALE 2 CLAIM DEPOSIT 3 ITEM MEMORY 4 CLEAR ITEM MEMORY 5 HICAPS AUTO SETTLE 6 SETTLE TXN LIST lt PROVIDER SETUP CLAIM TO SALE ENABLED DISABLE ENABLE 13 14 step 3 This option will only display if Claim to Sale is Enabled Selecting Enabled will Display the Claim to S
20. ESPONSE MESSAGE gt RESPONSE SIGNATURE REQUIRED SIGNATURE SIGNATURE CORRECT NO YES 3 2 2 refund an EFTPOS transaction practice management system To refund an EFTPOS transaction simply send the transaction to the HICAPS terminal by selecting the appropriate option from your Practice Management System screen When the terminal receives the transaction details from your Practice Management System the terminal will prompt for the customer card to be swiped The results from the transaction will be returned directly to the Practice Management System For further assistance on processing a cancel transaction using your Practice Management System transaction please contact your Practice Management System provider 37 3 3 EFTPOS settlement Settling EFTPOS simply advises HICAPS that you have finished EFTPOS processing for that day Anything processed after performing the settlement will be included with the following day s transactions Note For Pre Settlement and Last Settlement functions press SETTLE button 3 3 1 manual EFTPOS settlement Note You cannot manually settle the terminal if Automatic Settlement is programmed as in 3 3 2 Automatic Terminal Settlement step 1 To settle your EFTPOS facility manually press the HOSTS SETTLE key Then select NAB and press ENTER 2 HICAPS step 2 If the terminal has MMF active you will then be prompted V
21. HARGE SETUP ALL MERCHANTS OPTION DISABLED DISABLE ENABLE SURCHARGE SETUP SURCHARGE DISABLED DISABLE ENABLE step 7 Select ENABLE if you would like the terminal screen to prompt a message to accept the surcharge when completing an Eftpos Credit transaction example shown Select DISABLE if you would not like this message and apply the surcharge automatically to every transaction step 8 Select 1 DETAILED to set a surcharge value for each card type Select 2 FLATE R CRE or 3 FLATE R DEB to set a flat rate for all credit or debit cards step 9 Select the card type from the list to set a surcharge value Note This screen will only display if you select detailed surcharges A surcharge can be set as a percentage of the transaction or a set amount per transaction To set surcharge as a percentage go to step 10 or to set as an amount go to step 12 step 10 Once you have selected a card type select Yes to setup surcharge as a percentage Note Select No will set the surcharge as an amount SURCHARGE SETUP PROMPT FOR SURCHARGE DISABLED DISABLE ENABLE MRCH A SURCHARGE AMOUNT 20 00 SURCHARGE 2 50 TOTAL 22 50 ACCEPT SURCHARGE NO YES SURCHARGE SETUP 1 DETAILED 0 00 2 FLAT R CRD 0 00 3 FLAT R DEB 0 00 SURCHARGE 1 DEBIT 000 0 2 DEBIT amp CASH 0 00
22. HICAPS terminal user guide This page has been left blank intentionally contact phone numbers for HICAPS EFTPOS HICAPS Help Desk 1300 650 852 your merchant details Merchant No For Authorisations e Credit Card Credit Account This is an Australia wide number 13 25 15 e Debit Card Cheque or Savings Account This is an Australia wide number 1300 650 852 e American Express 1300 363 614 e Diners Club 1800 331 112 Authorisation services are available 24 hours a day 7 days a week lost or stolen cards Please call the above authorisation line appropriate for the card type used credit or debit Call 13 25 15 and select extension 500 when calling about lost or stolen credit cards terminal number Attach your first sign on receipt here YOUR BUSINESS NAME 4 TOPR ADDRESS table of contents 1 1 1 1 2 1 3 2 2 1 2 1 1 2 1 2 2 1 3 2 2 2 2 1 2 2 2 2 2 3 2 2 4 222 5 2 2 6 2 2 2 3 2 321 22332 2 4 2 4 1 2 4 2 2 5 2 6 2 7 2 8 3 3 1 3 1 1 3 1 2 HICAPS EFTPOS HICAPS help desk glossary diagram of HICAPS terminal HICAPS terminal provider setup adding a new provider modify provider deleting a provider all provider function claim to sale claim to deposit item memory clear item memory auto HICAPS total settle transaction list enter to add item processing a HICAPS claim processing HICAPS claim transaction HICAPS terminal processing HICAPS claim tr
23. INE 1 gt To P lt FOOTER MESSAGE LINE 2 gt lt FOOTER MESSAGE LINE 3 gt lt FOOTER MESSAGE LINE 4 gt 28 3 EFTPOS 3 1 processing an EFTPOS transaction 3 1 1 processing an EFTPOS transaction following a successful claim transaction step 1 Note The following screen will be displayed if the Provider is set up to accept a deposit and also if YES ENTER was answered to the deposit taken question at Step 1 step 2 Enter the amount of the deposit step 3 Confirm that the outstanding value is correct and press YES ENTER Note The following screen will be displayed if the provider has the claim to sale prompt enabled step 4 Swipe or insert the credit or debit card CLAIM DEPOSIT TAKEN FOR THIS CLAIM YES CLAIM ENTER DEPOSIT AMOUNT 25 88 E CLEAR CLAIM OUTSTANDING 42 02 PAY BY CREDIT DEBIT NO YES REFUND CANCEL GAP AMOUNT xxxx xx SWIPE INSERT CARD Press Cancel to EXIT step 5 The cardholder is to select their account using the buttons beside each account option step 6 The terminal will then prompt for the cardholder to enter their PIN and press ENTER For a Credit or Charge card transaction the cardholder can just press ENTER if they don t have a PIN step 7 The transaction will be processed by the bank and be approved or declined Please ensure you check the screen and rec
24. NTER Note If you select the previous day only a summary report will be provided In both cases the reports will be printed out by provider HOSTS 1 NAB HICAPS TOTALS 2 PREVIOUS DAY idl HICAPS TOTALS 2 DETAILED LISTING 2 6 ordering terminal rolls step 1 Press the FUNCTION key step 2 Enter 7 and press ENTER To confirm that you wish to order stationery for your terminal press the YES ENTER key The terminal will now print a receipt confirming your order with a STATIONERY ORDER PLACED message step 3 Press the FUNCTION Key step 4 Enter 5 and press ENTER step 5 Select NAB and press ENTER Note This will send a sign on message to the host and it must be approved The stationery will take five business days for the rolls to arrive MERCHANT FUNCTION STATIONERY ORDER NO YES 25 26 2 7 performing terminal sign on logon If you receive a transaction response code LR Logon Required or when advised by the Help Desk the terminal is required to logon to HICAPS In most cases this is automatically done by the terminal however there may be some times when you are required to manually sign on to the switch step 1 Press the FUNCTION key step 2 Enter 5 and press ENTER step 3 Select 1 NAB and press ENTER The terminal will now communicate with HICAPS and print a receipt co
25. T ASSIGNED NOT ASSIGNED DJ aw r e NOT ASSIGNED through Upper case Lower case numbers and Symbols PROVIDER NAME 1_az 2_ABC 3_DEF sel 4_ cHl 5_JKL 6_MNO 7_PRS 8 Tuv Q_wxy O Dr J__ n CLEAR step 4 Key the provider number for this location then press ENTER This is the 8 character number supplied by Medicare or Medibank Private If your provider number is shorter than 8 characters you will need to include leading 0 s to make up 8 characters Alpha character entry is entered the same as for entering the provider s name step 5 Select the Merchant name for processing EFTPOS payments for this provider from the list presented then press ENTER The list can contain up to 25 merchant details so please ensure you select the correct merchant from the list Note This screen will only appear if you have multiple merchants step 6 Set a unique 4 digit password and press ENTER You will need this password if you want to Modify the provider details later step 7 This option will tell the terminal to prompt for either a clinical code tooth number body part or no prompt at all Select whichever is appropriate for this provider or press ENTER to accept the highlighted option PROVIDER NUMBER 123456A a 1 2 3 sel 4 5 6 7 8 9 0 E CLEAR SELEC
26. T MERCHANT 1 A Smith St Practice 2 B Dr Smith 3 C Dr Jones 4 D Dr Brown 5 E Dr White 6 F Dr A Smith gt lt SET PROVIDER PASSWORD DR B BUTLER lt NO PASSWORD SET gt a CLEAR SELECT PROMPT OPTION A 1 CLINICAL CODE 2 TOOTH NUMBER 3 BODY PART 4 NO PROMPT lt 10 step 8 This option lets you select the type of provider you are for processing Medicare Australia Easyclaim transactions Select whichever is appropriate for this provider or press ENTER to accept the highlighted option If you do not want to process Medicare Australia Easyclaim transactions section 5 Not applicable step 9 This option when completed pre populates the Payee Provider Number when completing a claim Use the 0 9 keys to enter provider number and press ENTER or press ENTER to bypass Note This option should be used when the servicing provider is not the practitioner who is to be paid for the service The following provider details will be set to defaults CLAIM TO SALE ENABLED CLAIM TO SALE PROMPT DISABLED CLAIM DEPOSIT DISABLED ITEM MEMORY ENABLED AUTO SETTLE ENABLED SETTLE TXN LIST ENABLED ENTER TO ADD ITEM DISABLED ALLOW ALL PROVIDER ENABLED To modify these settings for an individual provider use the MODIFY PROVIDER option from the provid
27. ale Prompt Selecting Disable will not display the Claim to Sale Prompt 2 2 2 claim to deposit This option will enable the terminal to prompt for desposits step 1 Select Claim to Deposit from the menu and press ENTER step 2 Selecting ENABLE will enable this function for all providers on the terminal Selecting DISABLE will disable this function for all providers on the terminal This function is DISABLED by default 2 2 3 item memory step 1 Select Item Memory from the menu and press ENTER step 2 Selecting ENABLE will enable this function for all providers on the terminal Selecting DISABLE will disable this function for all providers on the terminal This function is ENABLED by default PROVIDER SETUP CLAIM TO SALE PROMPT DISABLED DISABLE ENABLE SELECT PROVIDER OPTION 1 CLAIM TO SALE 3 ITEM MEMORY 4 CLEAR ITEM MEMORY 5 HICAPS AUTO SETTLE 6 SETTLE TXN LIST gt lt PROVIDER SETUP CLAIM TO DEPOSIT DISABLED DISABLE ENABLE SELECT PROVIDER OPTION 1 CLAIM TO SALE 2 CLAIM DEPOSIT 3 ITEM MEMORY 4 CLEAR ITEM MEMORY 5 HICAPS AUTO SETTLE 6 SETTLE TXN LIST gt lt PROVIDER SETUP ITEM MEMORY ENABLED DISABLE ENABLE 2 2 4 clear item memory step 1 Select Clear Item Memory from menu and press ENTER step 2 Selecting YES will c
28. ansaction practice management system cancelling a HICAPS claim cancelling a HICAPS claim HICAPS terminal cancelling a HICAPS claim practice management system manual daily transaction summary HICAPS totals ordering terminal rolls performing terminal sign on logon customising a HICAPS receipt optional EFTPOS processing an EFTPOS transaction processing an EFTPOS transaction following a successful claim transaction processing an EFTPOS transaction co CO N UW Ww 11 12 e e e e ee ie iE a Jp DnaUuUMN fF HW 17 17 20 21 21 23 24 25 26 27 28 28 27 30 3 1 3 3 2 3 21 3 2 2 3 3 3 3 1 3 3 2 3 3 3 3 3 4 3 4 4 1 4 2 AZ 4 2 2 4 2 3 4 2 4 4 2 5 4 2 6 4 3 4 3 1 4 3 2 4 3 3 4 3 4 4 3 5 4 3 6 4 4 4 4 1 4 4 2 4 4 3 4 4 4 4 4 5 4 4 6 processing an EFTPOS transaction practice management system refunding an EFTPOS transaction refunding an EFTPOS transaction refund an EFTPOS transaction practice management system EFTPOS settlement manual EFTPOS settlement automatic terminal settlement host forced settlement merchant password surcharge terminal functions the screensaver idle screens main menu logon batch terminal setup tests reprint transaction menu balance quote refund cancel pre auth completion cash out sale terminal function keys report 1 key print EFTPOS and HICAPS reports setup 2 key refer help desk reset 3 key
29. ceps con co Name and address of the provider site gt HICAP MEDICAL SUITE PROVIDER ADDIESS MERCHANT COPY ACQUIRER MERCHANT ID 3312344 TERMINAL ID SA804 COUNTRY CODE SETTLEMENT DATE DATE TIME RRN Card type amp Abbreviated card NAB VISA 455701 637 5 Receipt reference CREDIT A C number EXPIRES Approval Code and APPROVED 08 Authorisation number AUTH ID 123456 R Purchase Amount PURCHASE TOTAL AUD SIGNATURE Cardholder sagnaniwe panel for credit card aud offline Debit transactions CARD HOLDER NAME PLEASE RETAIN AS RECORD OF PURCHASE P_ i siepata RA 3 1 3 processing an EFTPOS transaction practice management system To start an EFTPOS transaction simply send the transaction to HICAPS by clicking on the HICAPS icon on your Practice Management System screen The terminal will prompt for the customer s EFTPOS Credit or Debit card to be swiped It will then prompt for the remaining input Provider for MMF Account PIN etc The results from the transaction will be returned directly to the Practice Management System and a receipt for your records will be produced for the customer to sign together with a copy for the customer For further assistance on processing a Practice Management System transaction please contact your Practice Management System provider 33 3 2 refunding an EFTPOS transaction 3 2
30. ction depending on the type of card To setup surcharges step 1 Press the Blue Function Key 5 6 then ENTER Key step 2 Press 4 to select MERCHANT OPTIONS Then Press the ENTER key ENTER MERCHANT PASSWORD TID SE001A MID 33123433 CLEAR a SET MERCHANT PASSWORD Merchant name lt PASSWORD SET gt CLEAR MERCHANT FUNCTION ENTER FUNCTION a CLEAR EFTPOS SETUP 1 SETTLEMENT 2 AUTO SETTLE NAB 3 AUTO TXNLIST MEDI 4 MERCHANT OPTIONS 5 MEDICARE OPTIONS lt 43 44 step 3 Select a merchant to enable surcharge or to set the same values for each merchant select the ALL MERCHANT options Once you have selected a merchant press ENTER step 4 Select SURCHARGE and press ENTER step 5 Press DISABLE to set the selected merchants surcharge values Note Enabling the All Merchant option will change the surcharge values to match the other merchant with the option enabled step 6 Select ENABLE to turn surcharging on for the merchant SELECT MERCHANT 1 A Smith St Practice 2 B Dr Smith 3 C Dr Jones 4 D Dr Brown 5 E Dr White 6 ALL MERCHANTS gt lt MERCHANT OPTIONS 1 MERCHANT PASSWORD 2 SURCHARGE 3 PRINT CONFIG lt SURC
31. e current card surcharge values for all merchant or individually AMIS amp TMS This is used to check what values have been set for the Automated Settlement by merchant The termmaster setting can be view on with this function 4 4 2 setup 2 key refer help desk This option should only be used on advice from the Help Desk 4 4 3 reset 3 key The RESET 3 key is used to re start the terminal 4 4 4 lock 4 key The LOCK 4 key is used to lock and unlock your HICAPS terminal to provide added security When active the Lock option prevents all use of the terminal until the security password is keyed in 53 54 Once the terminal is locked it will be unusable until your 4 digit terminal security password is keyed followed by ENTER Note MMF The provider password is also your refund password 4 4 5 sign on 5 key The SIGN ON 5 key is used to logon to the NAB HICAPS host or Medicare host 4 4 6 quote 6 key The QUOTE 6 key allows a provider to provide a quotation to a patient by checking with the patients Health Fund what they are covered for Entering a quote transaction is the same as for a claim transaction 4 4 7 order 7 key The ORDER 7 key is used to order terminal paper rolls as detailed in section 2 6 4 4 8 reprint 8 key reprint EFTPOS and HICAPS transactions The REPRINT 8 key is used to either reprint the receipt for the last transaction or reprint any transaction by e
32. ect YES ENTER to print the listing or NO CLEAR to produce only totals step 8 The terminal will ask you to enter the time you wish to settle in 24 hour clock time step 9 The terminal will ask you to confirm the time entered Select YES ENTER if the time displayed is correct or NO CLEAR to re enter the time AUTO SETTLE NAB 1 AUTO SETTLE 2 AUTO LAST SETTLE 3 CLEAR AUTO SETTINGS A UTO SET E AUTO SETTLE NAB ENABLED ENABLE DISABLE AUTO SETTLE PRINT TXN IN SETTLE DISABLED ENABLE DISABLE AUTO SETTLE ENTER SETTLEMENT TIME lt HHMM gt 0000 2055 CLEAR AUTO SETTLE START AUTO SETTLEMENT AT 08 55PM NO YES 41 42 step 10 You will be asked to confirm the number of times the terminal will retry to perform the settlement To accept the default of 3 attempts simply press ENTER You may change this by entering the number and pressing ENTER 3 3 3 host forced settlement The terminal automatically settles at 21 30EST each day The automatic settlement time can optionally be moved See Automatic Terminal Settlement 3 3 2 If the terminal is not settled then it will be automatically settled by the HICAPS switch at the relevant time Note If the HICAPS switch settles then no receipt is printed To obtain Totals please use Last Settle En
33. eipt to confirm the transaction was approved or declined step 8 If the payment was made using a card without a PIN you will also be asked to confirm the signature once the transaction is approved by the bank step 9 If the signature matches press YES ENTER and the transaction is complete If the signature doesn t match press NO CLEAR to cancel the transaction and get payment by another means SELECT ACCOUNT CHEQUE SAVINGS CREDIT PINPAD TOTAL 15 00 KEY PIN OR ENTER RESPONSE lt RESPONSE MESSAGE gt RESPONSE SIGNATURE REQUIRED SIGNATURE SIGNATURE CORRECT NO YES 29 30 3 1 2 processing an EFTPOS transaction step 1 To start an EFTPOS Sale transaction simply swipe insert the patient s EFTPOS card through the terminal This could be Credit Visa MasterCard Charge Amex Diners or JCB or Debit Cheque or Savings as per your EFTPOS agreement step 2 If the terminal has MMF active you will then be prompted to select the appropriate merchant from the merchant list step 3 Enter the amount of the sale step 4 The cardholder is to select their account using the buttons beside each account option step 5 The terminal will then prompt for the cardholder to enter their PIN and press ENTER For a Credit or Charge card transaction the cardholder can just press ENTER if they don t ha
34. er menu ENTER PROVIDER TYPE 1 GENERAL PRACTICE 2 OPTOMETRICAL 3 SPEC AH DENT 4 DIAGNOSTIC 5 PATHOLOGY W 6 NOT APPLICABLE T 2 3 sel 4 5 6 7 8 9 ie a CLEAR PAYEE PROVIDER NUMBER 2 1 2 modify provider step 1 Press FUNCTION 5 4 and ENTER FUNCTION 5 4 will bring you to this screen Select 2 MODIFY PROVIDER step 2 Select a Provider to modify and press ENTER step 3 Enter the Provider Password and press ENTER step 4 Select the option you want to change Make the Change and press ENTER to save the change You can then press cancel to return to the menu or enter to go through the rest of the options step 5 The last selection will be ALLOW ALL PROVD S Enabling the all providers option will remove the individual provider modify flag for the selected provider and apply the setting for the All Provider Option PROVIDER SETTINGS 1 ADD PROVIDER 2 MODIFY PROVIDER 3 DELETE PROVIDER 4 ALL PROVIDER FUNC SELECT PROVIDER 1 Dr B Butler 2 Dr CJ Williams 3 Dr RC Melville 4 Dr Goh 5 Dr White 6 Dr A Smith lt ENTER PROVIDER PASSWORD PROV DR B BUTLER MID 33123433 CLEAR SELECT PROVIDER OPTION 1 PROVIDER NAME 2 PROVIDER NUMBER 3 SELECT MERCHANT 4 CLAIM TO SALE 5
35. ership card issued by the Health Fund or an EFTPOS or credit card issued by a bank After treatment is provided details are sent electronically via the terminal to the Health Fund When a Health Fund declines to pay the request a brief response message will print with each declined item and or claim Either the terminal or the associated Practice Management System prints a receipt which must be signed by the patient to acknowledge services and approve the transfer of payment to the provider The terminal facility allowing you to start an EFTPOS transaction using the Gap amount returned from the HICAPS Claim Two digit numeric identifying the body part primary condition diagnostic intervention on which the service was performed he date the specific item of service was performed format ddmm The terminal was unable to contact the bank to process an EFTPOS transaction but the transaction has been approved declined and will be sent to the bank with the next transaction gap payment HICAPS issue date item cost item number member MMF patient ID Practice Management System provider provider number refund reversal RRN swipe member card tooth number The amount remaining after the Health Fund has approved a benefit for the specified services Health Industry Claims And Payments Service The company responsible for the switching of transactions to health funds from the terminal
36. f iiy terminal as shown Labeled ports on the back are defined as LINE port RJ11 telephone cable POWER port A C Power t Adapter amp Power Cord SERIAL Sar RS232 cable PIN PAD port PIN pad cable 57 3 POWER Port Connect Power Cord to A C Power Adapter Insert A C Power Adapter into POWER port as shown Turn connector counter clockwise toward back of the terminal to lock in place Insert other end of the Power Cord into the wall receptacle LINE Port Insert RJ 11 cable into LINE port as shown 58 With your fingers re insert the wiring clip over the cables as shown Connecting the mono cable 6 Your terminal will be supplied with a mono cable 59 Plug this end into the terminal ald Plug the power phone line and serial cable optional into this end 60 Connecting cable to the mobile terminal dock Turn the mobile dock over Power serial and line ports are labelled Plug the cables in as described in previous steps 61 6 thermal printer The HICAPS T4200 terminal has a high speed whisper quiet thermal printer It must only be loaded with special thermal paper available from HICAPS ordered either through the terminal refer 2 6 Ordering Terminal Rolls or by contacting the HICAPS Help Desk on 1300 650 852 Loading the T4200 Thermal Printer ql Printer Cover With your fingers open the printer cover as shown Pull
37. l Password Change Identification Terminal Software Version Terminal ID Pinpad Test PABX add remove a PABX number Maintenance Options HICAPS USE Medicare Australia Easyclaim HICAPS have developed Medicare Australia s Easyclaim solution for the HICAPS terminal The user guide for the Easyclaim solution is a separate user guide that is available from HICAPS by contacting the HICAPS Helpdesk on 1300 650 852 This page has been left blank intentionally 75 76 This page has been left blank intentionally This page has been left blank intentionally 77 HtCAPS HICAPS Pty Ltd ABN 11 080 688 866 A101909A0413
38. l merchants or by each merchant step 3a i Once you have selected settlement for all merchants you will be asked to enable or disable settlement by using the buttons beside each option step 3b 2 Auto Settle NAB allows you to set up the automatic settlement time by all providers merchants or by each provider merchant step 4 Select auto settle for all merchants by pressing 1 and ENTER or for a selected merchant by pressing 2 and ENTER If you selected option 2 for a selected merchant you will be asked to select the merchant EFTPOS SETUP 1 SETTLEMENT 2 AUTO SETTLE NAB 3 AUTO TXNLIST MEDI 4 MERCHANT OPTIONS 5 MEDICARE OPTIONS SETTLEMENT NAB 1 ALL MERCHANT 2 SELECT MERCHANT SETTLEMENT NAB ENABLED ENABLE DISABLE EFTPOS SETUP 1 SETTLEMENT 3 AUTO TXNLIST MEDI 4 MERCHANT OPTIONS 5 MEDICARE OPTIONS lt AUTO SETTLE NAB 1 ALL MERCHANT 2 SELECT MERCHANT step 5 Once you have selected auto settle NAB you will be provided with 3 options Select the appropriate Auto settle by entering 1 or scrolling to highlight the option and pressing ENTER step 6 Press YES ENTER to confirm that auto settle is to be enabled for all providers merchants step 7 The terminal will ask if you wish to print a complete transaction listing when each auto settle is performed Sel
39. ld Clinicl Code Rqd Pat Not Covered Depd Status End Invald Pat Code Mship Not Cover Mship Ended DOS Mship Unfin DOS No Ancill Cover Item Not Coverd Duplicate Serv Description Transaction Approved Nil benefit payable on this item Nil benefit restricted item Reduced benefit restricted item Nil benefit benefit previously paid Nil benefit limit reached Reduced benefit limit reached il benefit qualifying period applies Nil benefit pre requisite service required il benefit pre existing ailment Item number invalid tem number ceased Item not valid for provider Item not approved not payable by HICAPS Service exceeds number of times permitted Cost must be entered Date of service must be before today Date of service too old Clinical Code required Patient not covered Dependent status ceased Invalid patient code Membership not covered Membership ceased suspended at date of service Membership unfinancial at date of service No ancillary cover Not covered for this service Duplicate service already processed 67 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 50 51 52 55 54 Excess on Serv Excess on Serv Quote Required Quote Required Exceeds Quote Exceeds Quote Age Restriction Age Restriction Gender Restrict Gender Restrict Invalid Charge Notional Charge Converted Item Refer to Health Fund System Problem Tran Declined Pr
40. lear the item memory for all providers on the terminal Selecting NO will not clear the item memory for all providers on the terminal 2 2 5 HICAPS auto settle step 1 Select HICAPS AUTO SETTLE from the menu and press ENTER step 2 If ENABLE is selected then HICAPS Totals will be printed automatically Default If DISABLE is selected then HICAPS Totals will not be printed automatically This function is ENABLED by default SELECT PROVIDER OPTION A 1 CLAIM TO SALE 2 CLAIM DEPOSIT 3 ITEM MEMORY 5 HICAPS AUTO SETTLE 4 CLEAR ITEM MEMORY W 6 SETTLE TXN LIST PROVIDER SETUP CLEAR ITEM MEMORY NO YES SELECT PROVIDER OPTION A 1 CLAIM TO SALE 2 CLAIM DEPOSIT 3 ITEM MEMORY 4 CLEAR ITEM MEMORY W 6 SETTLE TXN LIST 5 HICAPS AUTO SETTLE AUTO HICAPS TOTALS HICAPS AUTO TOTALS ENABLED DISABLE ENABLE 15 16 2 2 6 Settle transaction list step 1 Select settle TXN list from the menu and press ENTER step 2 If ENABLE is selected then a HICAPS Transaction Listing will be printed automatically for all providers If DISABLE is selected then a HICAPS Transaction Listing will not be printed automatically for all providers This function ENABLED by default 2 2 7 enter to add item This option changes the ENTER button s functionality to add a new item o
41. n the claim summary screen step 1 Select Enter to Add Item from the menu and press ENTER step 2 If ENABLE is selected then the ENTER key will allow the provider to add the next item If DISABLE is selected then ENTER key will allow the provider to send the transaction This function is DISABLED by default SELECT PROVIDER OPTION Al 1 CLAIM TO SALE 2 CLAIM DEPOSIT 3 ITEM MEMORY 4 CLEAR ITEM MEMORY 5 HICAPS AUTO SETTLE v AUTO HICAPS TOTALS AUTO TOTAL TXN LIST ENABLED DISABLE ENABLE SELECT PROVIDER OPTION A MERI PROVIDER SETUP ENTER TO ADD ITEM DISABLE DISABLE ENABLE 2 3 processing a HICAPS claim 2 3 1 processing a HICAPS claim transaction HICAPS terminal step 1 To start a HICAPS Claim transaction simply swipe the patient s Health Fund card through the terminal step 2 When prompted to SELECT PROVIDER simply select the appropriate screen button for the provider claiming for the services provided or press the relevant number on the keypad that is displayed beside the provider s name Note This prompt will only be displayed if more than one provider is loaded into the terminal step 3 The screen will display the number of items you are able to process in one transaction e g 16 Press ENTER to continue step 4 The terminal will then ask for the PATIENT ID This is the 2 digit
42. nfirming your sign on example sign on receipt Name and address of the provider site Merchant and Terminal IDs i Sign on approved SIGN ON TO HOST APPROVED HICAPS MEDICAL SUITE PROVIDER ADDRESS HOST SIGN ON ACQUIRER NAB MERCHANT ID 33123443 TERMINAL ID SA804A TERMINAL S W 1234567 PINPAD S W 12345678 PPID 1234567901 23456 DATE 02 04 08 TIME 13 58 HOSTS 2 MEDICARE Terminal software version Pinpad software version Pinpad identification Date and time of sign on 2 8 customising a HICAPS receipt optional To customise your HICAPS receipt for seasonal or other messages step 1 p Press the FUNCTION key ENTER RECEIPT TEXT o HEADER 4 step 2 1 FOOTER 1 Enter 2 6 and press ENTER 2 FOOTER 2 3 FOOTER 3 step 3 4 FOOTER 4 Enter 0 to 4 depending on where you want your message to be printed on the receipt You will then be prompted to enter your message using the keypad The alpha entry for the receipt text is the same as that used for entering your provider names Refer to section 2 1 1 example customised receipt O HICAPS O Fast claims on the spot www hiops comes ICAPS MEDICAL SUITE Merchant Provider PROVIDER ADDRESS Progiaaunable message lt MERCHANT HEADER MESSAGE LINE 4 gt MERCHANT COPY ACQUIRER NAB PLEASE RETAIN AS RECORD OF PURCHASE nabhealth Merchant Provider Programinable message lt FOOTER MESSAGE L
43. ns are valid 1 For all manual transactions a Always try the transactions through the PIN pad first b Check the card is being used after its valid from date and before its valid to date c Ensure the card is not recorded on any warning bulletin d Ensure that the card imprint is legible and complete e Obtain authorisation for above floor limit transactions 2 For any signature based transaction verify the cardholder s signature matches the signature on their card If the signature does not match or you are suspicious of the sale contact the appropriate centre listed on the next page 3 Ensure the accuracy of any card information keyed into the PIN pad 4 Retain your electronic transaction receipts and manual transaction vouchers for a period of not less than 12 months If any of these conditions are not met it is possible that the transaction may be invalid and the merchant account debited for the value of the disputed transaction 11 an A W N 10 11 13 14 15 21 22 26 41 50 51 terminal functions T4200 series Description Reports 1 Transaction listing print txn listings 1 all txns 2 eftpos only 3 hicaps only 2 Shift Totals reset 3 Reprint last or invoice 4 Provider print provider table 5 Surcharge Listing 6 AMIS amp TermMaster Report Merchant Programming HICAPS USE Terminal Reset reset amp restart terminal s w power reset Ph
44. ntering the invoice number This is detailed in section 4 2 6 4 4 9 load 9 key This option should only be used on advice from the Help Desk 4 4 10 initialise 0 key This option should only be used on advice from the Help Desk 4 4 11 paper feed key The PAPER FEED key is used to feed the paper in the printer 4 4 12 alpha key The ALPHA key is used to select alpha numeric characters used when configuring the provider details in the terminal 4 5 changing the terminal security password The terminal security password is used to process both EFTPOS Refunds and to also unlock the terminal for use To change the password step 1 Press the FUNCTION key step 2 Enter 9 0 and press the ENTER key step 3 Enter your existing 4 digit password and press the ENTER key step 4 Enter a new 4 digit password and press the ENTER key step 5 Enter your new password again and press the ENTER key PASSWORD CHANGE ENTER OLD PASSWORD MID 33123433 CLEAR PASSWORD CHANGE ENTER NEW PASSWORD CLEAR PASSWORD CHANGE NEW PASSWORD AGAIN CLEAR 55 56 4 6 fallback procedure In the event of the terminal being unable to communicate with the NAB HICAPS host it will default to a fallback situation Amounts above your floor limit require an authorisation number to be
45. or the amount for the Refund Key the amount and press ENTER REFUND CANCEL SWIPE INSERT CARD SELECT MERCHANT AEE 2 B Dr Smith 3 C Dr Jones 4 D Dr Brown 5 E Dr White 6 F Dr A Smith lt REFUND ENTER MERCHANT PSWD Merchant Name CLEAR Card Type REFUND REFUND AMOUNT 0 00 ENTER 35 36 step 6 The cardholder is to select their account using the buttons beside each account option step 7 The terminal will then prompt for the cardholder to enter their PIN and press ENTER For a Credit or Charge card transaction the cardholder can just press ENTER if they don t have a PIN step 8 The transaction will be processed by the bank and be approved or declined Please ensure you check the screen and receipt to confirm the transaction was approved or declined step 9 If the payment was made using a card without a PIN you will also be asked to confirm the signature once the transaction is approved by the bank step 10 If the signature matches press YES ENTER and the transaction is complete If the signature doesn t match press NO CLEAR to cancel the transaction and get payment by another means SELECT ACCOUNT CHEQUE SAVINGS CREDIT PINPAD TOTAL 15 00 KEY PIN OR ENTER RESPONSE lt R
46. or the transaction but one is not attached to the card The Savings account was selected for the transaction but one is not attached to the card 69 70 54 55 58 61 65 75 76 91 96 97 98 N1 N2 N3 Pf Expired Card Incorrect PIN Not Permitted Exceeds Limit Exceeds Frequency PIN Retried Exceeded Approved System Inoperative System Malfunction Totals Reset MAC Error Upgrade Available PIN PAD Error Upgrade Required Power fail The Card Issuer has advised that the card used for the transaction is expired or has been replaced The PIN entered by the cardholder is not valid for the card used This type of transaction is not permitted to be performed at this terminal The transaction amount exceeds the daily or weekly withdrawal limit The number of transactions exceeds the number allowed by the Card Issuer The allowable number of pin retries has been exceeded for the card The transaction was approved but the terminal will perform an automatic sign on for security reasons The Switch or Card Issuer is currently not available The Switch has experienced a serious malfunction or the message is unable to be processed due to invalid details in one or more fields Settlement has been processed and the terminal totals have been reset The Switch has identified a possible security error or the message is unable to be processed due to invalid details in one o
47. ov Not Appro Prov Not Appro Tooth id Reqd DOS before Injury Submitted Po PZ Refer to Fund Nil benefit excess on service applied Reduced benefit excess on service applied Nil benefit quote required prior to service Reduced benefit quote required prior to service Nil benefit claim exceeds quote Reduced benefit claim exceeds quote Nil benefit Age restriction applies Reduced benefit Age restriction applies Nil benefit Gender restriction applies Reduced benefit Gender restriction applies Nil benefit Amount charged is invalid otional Charge Converted item Refer to fund System Problem Transaction Declined Refer Tran to Resp Code Provider not approved by Fund at date of service Provider not approved by Fund for this service at DOS Tooth ID Number Required Service Date Before Injury Date Transaction Submitted for Processing Refer Health Fund note 1 Note 1 Item codes in the range Po P9 and PA PZ indicate that an item has been declined by the Health Fund for a specific reason These items must be followed up directly with the Fund 68 8 Code 00 04 05 07 15 14 15 21 Syal B2 33 38 39 43 52 53 EFTPOS error messages and corrective actions Short Description Approved Pick up card Declined Pick up card nvalid Amount nvalid Card No such issuer No action taken ssuer No
48. p 1 Press the REFUNDS key step 2 The terminal will then prompt you to swipe insert the card Swipe the patient s Health Fund card step 3 The terminal will then display the transaction s processed for your patient for the current day If there is more than one transaction for that patient all transactions can be reviewed by using the up down arrow buttons If the transaction was processed on a different terminal press CLEAR and continue from OPTION 2 Step 3 step 4 Select the transaction you want to cancel and press the ENTER key step 5 You will then be asked to confirm the cancel by pressing either the NO CLEAR or YES ENTER key Alternatively you can use the option selection button beside the NO and YES prompts on the screen Note The terminal will produce two copies of the cancellation receipt The first copy must be signed by the Fund member and retained for your records the second copy is for the member s own records OPTION 2 Transaction was processed by a different terminal Note The transaction must still have been processed in the same day REFUND CANCEL SWIPE INSERT CARD CANCEL TXN RRN 123456 NAB Dr Smith 26 03 11 14 15 gt 903600 802 S BENEFIT 25 88 CLAIM 47 50 ENTER to CANCEL this TXN or CLEAR for PREV DAY TXN lt SEND CANCEL BENEFIT 25 88 PROVIDER 1234567A RRN 000000123456 NO YES
49. quiry refer to 3 3 1 Note All times are Melbourne Sydney times 3 3 4 merchant password The terminal is able to have a known password a password that is set up when your terminal is installed or a scrolling password If you know your password you can change your password using the below steps If you don t know your password you will need to contact the HICAPS Helpdesk on 1300 650 852 and they will tell you how to change your password step 1 Press the FUNCTION key step 2 Enter 5 6 and press ENTER step 3 Select option 4 Merchant Options NCWIORS mins AUTO SETTLE RETRY 3 lt MAXIMUM RETRY IS 3 gt CLEAR EFTPOS SETUP 1 SETTLEMENT 2 AUTO SETTLE NAB 3 AUTO TXNLIST MEDI 4 MERCHANT OPTIONS 5 MEDICARE OPTIONS lt SELECT MERCHANT 1 A Smith St Practice 2 B Dr Smith 3 C Dr Jones 4 D Dr Brown 5 E Dr White 6 ALL MERCHANTS A lt MERCHANT OPTIONS 1 MERCHANT PASSWORD 2 SURCHARGE 3 PRINT CONFIG lt step 4 Select a merchant to change step 5 Select option 1 merchant Password step 6 Enter the existing 4 digit password and press the ENTER key step 7 Enter a new 4 digit password and press the ENTER key 3 4 surcharge The Surcharge function allows a merchant to add an additional charge to an EFTPOS or Credit transa
50. r more fields Transaction approved a new version of terminal software is available and the terminal will automatically attempt to upgrade overnight Transaction declined the PINPAD connected to the terminal is invalid and cannot be used on the terminal Transaction declined the current version of terminal software is no longer supported the terminal will need to be upgraded before processing Power lost before completion of transaction Note If the screen display is blank power reset the terminal and check connections If problem persists call the Help Desk If any other error messages are displayed please call the Help Desk 9 manual backup procedure Manual Backup Procedure involves the use of the manual imprinter and vouchers This procedure should only be used when you are advised in the terminal error message section Do not use manual backup procedure for any of these situations e Declined e Faulty and damaged cards e Invalid card e Expired card e Card number error e Retain card If you have any doubt on whether you should use the manual backup procedure please call the Help Desk However for many of these messages the Help Desk cannot assist any further as the details of specific customer account details cannot be revealed For example if a transaction is declined due to lack of funds this will not be advised to you 71 72 10 merchant requirements to ensure EFTPOS transactio
51. ram of HICAPS terminal high speed thermal printer HHEAPS O Fast claims on the spot account select and option keys backlit graphics screen magnetic stripe card reader alphanumeric keypad smart card reader 2 HICAPS 2 1 terminal provider setup Note To add providers you will need to contact HICAPS in writing A Change of Practice Details form will need to be completed and sent to HICAPS This form is available from the HICAPS website www hicaps com au or from the HICAPS Help Desk on 1300 650 852 You will receive notification from HICAPS in writing once the providers have been registered Merchant Function 54 is used for Provider Setup 2 1 1 adding a new provider step 1 Press Function 5 4 and ENTER FUNCTION 5 4 will bring you to this screen Select 1 ADD PROVIDER and press ENTER step 2 Select a Not Assigned provider field by entering the PROVIDER SETTINGS 1 ADD PROVIDER 2 MODIFY PROVIDER 3 DELETE PROVIDER 4 ALL PROVIDER FUNC number and pressing ENTER or by scrolling up or down to highlight the Not Assigned provider field and pressing ENTER step 3 Enter the Provider Name and press ENTER To enter a space press the number 1 key By pressing the alpha key or sel button on the left hand side of the screen you can rotate l lt SELECT PROVIDER Dr B Butler NOT ASSIGNED NOT ASSIGNED NO
52. s not subject to any form of compensation and b This claim does not knowingly breach Fund Members signature rules and aa i Trace Number Last panel authorising the 9 Where this daim is for optical or orthotic 6 digits of RRN Health Fund appliances it is based on relevant clinical payment directly to perscription the provider authorise the fund to pay proceeds direct to the 19 20 2 3 2 processing a HICAPS claim transaction practice management system To start a HICAPS Claim Transaction simply send the transaction to HICAPS by clicking on the HICAPS icon on your Practice Management System screen When the terminal receives the transaction details from your Practice Management System the terminal will prompt for the customer card to be swiped The terminal will recognise the card type that should be swiped by the type of transaction that is received from the Practice Management System The results from the transaction will be returned directly to the Practice Management System For further assistance on processing a Practice Management System transaction please contact your Practice Management System provider 2 4 cancelling a HICAPS claim 2 4 1 cancelling a HICAPS claim HICAPS terminal There are two options for cancelling HICAPS claim transactions but for each option a transaction can only be cancelled on the same day that it was originally processed OPTION 1 Transaction was processed by the same terminal ste
53. t Supported Partially Completed Expired Card PIN Retried Exceeded No Credit Account Pick up card No Cheque Account No Savings Account Details Transaction approved or completed successfully Declined The Card Issuer has requested the card be retained by the merchant and returned to the acquirer with the merchant vouchers The transaction has been declined Pick up card The Card Issuer has requested the card be retained by the merchant and returned to the acquirer with the merchant vouchers special condition The amount of the transaction is invalid for the type of transaction or merchant Either the Card Issuer does not recognise the card or the card number is not allowed to be processed by the termina The card issuer is not known by the terminal or switch The card issuer did not process the requested transaction The acquirer does not have an acquiring arrangement with the issuer of this card The transaction was not fully completed and has been reversed The terminal has advised that the card used for the transaction is expired or has been replaced The allowable number of pin retries has been exceeded for the card The Credit account was selected for the transaction but one is not attached to the card Pick up card The Card Issuer has requested the card be retained by the merchant and returned to the acquirer with the merchant vouchers stolen card he Cheque account was selected f
54. v to select the appropriate provider from the merchant list SELECT MERCHANT A 1 A Smith St Practice 2 B Dr Smith 3 C Dr Jones 4 D Dr Brown 5 E Dr White 6 F Dr A Smith lt step 3 Once you have selected the provider merchant from the list you have 3 options settlement To print your current EFTPOS settlement details and optionally a full transaction listing then process your totals to your bank account pre settle To print a report summarising the totals for EFTPOS transactions processed so far during the current settlement period last settle To print a report summarising the totals for EFTPOS transactions previous settlement period step 4 Once you have selected an option you will be asked to press YES ENTER or NO CLEAR to print out your selection SETTLEMENT TXN LISTING 1 SETTLEMENT 2 PRE SETTLEMENT 3 LAST SETTLEMENT MERCHANT NAME Do lt option selected gt NAB NO YES 39 40 3 3 2 automatic terminal settlement This option enables your terminal to settle automatically at a pre determined time each day To set up your terminal to settle automatically step 1 Press the FUNCTION key step 2 Enter 5 6 and press ENTER step 3 The terminal provides you with 5 options step 3a 1 Settlement allows you to enable or disable settlement for al
55. ve a PIN SELECT MERCHANT A 1 A Smith St Practice 2 B Dr Smith 3 C Dr Jones 4 D Dr Brown 5 E Dr White 6 F Dr A Smith lt VISA PURCHASE SALE AMOUNT 25 50 a ENTER SELECT ACCOUNT CHEQUE SAVINGS CREDIT PINPAD TOTAL 15 00 KEY PIN OR ENTER step 6 pa The transaction will be processed by the bank and RESPONSE be approved or declined Please ensure you check the screen and receipt to confirm the transaction was approved or declined lt RESPONSE MESSAGE gt step 7 If the payment was made using a card without a PIN RESPONSE you will also be asked to confirm the signature once the transaction is approved by the bank SIGNATURE REQUIRED step 8 If the signature matches press YES ENTER and the ONAN transaction is complete SIGNATURE CORRECT If the signature doesn t match press NO CLEAR to cancel the transaction and get payment by another means NO YES 32 example EFTPOS sale receipt The EFTPOS receipt contains all of the information relating to the EFTPOS transaction A second CUSTOMER COPY is printed The first copy is required to be signed by the cardholder and retained for your office records The second copy is for the cardholder s own records S HICAPS O Fast claims on the spot www hi
56. ysical Terminal Lock password configuration thru F90 Signon Balance Quote balance for NAB debit accounts only Stationery Order Reprint 1 Last 2 Invoice enter last 6 digits of RRN Program Load Date Time Terminal Password Config Print Journal Status No of Transactions 0000 Room Left 0142 Pre Auth Completion of Pre Auth Paper Feed Review Reprint Receipt enter last 6 digits of RRN Batch review Scroll thru txns and reprint any in current batch Receipt Text Enter customer text on the receipt Christmas greeting Happy Easter etc Medicare Items add edit medicare item numbers Terminal Config HICAPS USE HICAPS Totals 1 Today 2 Previous Day Hicaps midnight settlement enable disable F54 73 74 53 54 55 56 59 60 72 73 76 82 83 84 89 90 91 94 96 99 12 Refund Cancel transaction Provider Table including item amount memory amp hicaps settlement enable disable Provider Lock Unlock password configuration thru F54 also accepts rolling p w to unlock Eftpos Setup 1 Settlement enable disable 2 Auto Settle NAB 3 Auto TXN list Medicare 4 merchant Options 5 Medicare Options Default Sponsor Initalise Initialise Reprint Last Receipt Reprint Receipt reprint any txn receipt in current batch using last 6 digits of RRN Cashout Printer Test 1 Receipt 2 Char map Display Test Keyboard Test Card Reader Test Termina

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