Blue Chip User Guide Last updated: October 2011 Health Communication Network
Blue Guide BlueChip ChipTraining Training Guide Page 2 of 193 Table of Contents PATIENT RECORDS ............................................................................................................. 5 Opening an Existing Patient’s File ........................................................................................ 5 Other methods for searching for Existing Patients ............................................................ 7 File Numbers ..................................................
Blue Guide BlueChip ChipTraining Training Guide Page 3 of 193 Deleting an Appointment ..................................................................................................... 51 SETTING UP AUTOMATED SMS ..................................................................................... 53 CONFIGURING AUTOMATED SMS REMINDERS ...................................................... 57 CREATING ACCOUNTS..............................................................................................
Blue Guide BlueChip ChipTraining Training Guide Page 4 of 193 Claim Status ................................................................................................................... 146 Receipting Claim Payments ............................................................................................... 147 ELECTRONIC PATIENT CLAIMING............................................................................ 151 Patient Claiming Scenarios ......................................................
Blue Guide BlueChip ChipTraining Training Guide Page 5 of 193 Patient Records Opening an Existing Patient’s File 1. Select the Open Envelope Folder to Open 2. Type in the required surname in the Search For slot to check if the Patients’ details have already been recorded. Alternatively, type a comma followed by the patient’s given name (see over). © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 6 of 193 3. Left click to select the required patient (it will highlight blue). If a list of patients results, click on the Open Button (see above) to open the patient’s file (see below). © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 7 of 193 Other methods for searching for Existing Patients File Numbers You can search for a patient by File No. Click on the “By” and select the drop-down arrow and select File No, click back in the search field and type the File number of the patient you wish to search for. Medicare Number Click on the drop-down arrow and select Medicare No, click back in the search field and type the Medicare card number of the patient you wish to search for.
Blue Guide BlueChip ChipTraining Training Guide Page 8 of 193 Creating a New Patient File 1. Click the Open Envelope folder 2. Type in the required surname to check if the Patients’ record already exits. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 9 of 193 3. Click New 4. Complete the new patient screen. Blue Chip will work with as little as a Given and Surname however it is advisable to at least take the Patient’s Surname, Given Name and contact phone number(s) and Date of Birth to help avoid creating duplicate patient files. 5. Click OK From this, a patient record is created (see over). The remaining details can be filled in when the information becomes available.
Blue Guide BlueChip ChipTraining Training Guide The Patient Detail’s Screen © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 11 of 193 Residential/Postal Address Blue Chip allows for Residential addresses to be recorded as per Medicare Australia requirements and also allows recording of Postal Addresses. The residential address is defaulted as the patient’s primary mailing address however by entering a postal address, Blue Chip changes the primary mailing address accordingly. All Address fields in Blue Chip have three lines.
Blue Guide BlueChip ChipTraining Training Guide Page 12 of 193 If the desired suburb does appear on the list, but you have not yet found a unique match, eg you have typed Bondi, which finds multiple possible matches such Bondi, Bondi Beach, the suburb dialog box will pop up with the first match (alphabetically) highlighted. Simply use the down arrow on the keyboard or click on the scroll bar to find the suburb you are after and click on the OK button once that suburb is highlighted.
Blue Guide BlueChip ChipTraining Training Guide Page 13 of 193 To enter a Veterans Affairs number: Click with your mouse on the small, round, radio button next to the word Veterans Press [Tab] key & enter the number, or when your cursor is in the form of a square around the word Medicare button, hit the down arrow on the keyboard, hit the [Tab] key & enter the number.
Blue Guide BlueChip ChipTraining Training Guide Page 14 of 193 Patient Notes The Notes module is a free-text area and is for secretaries to store general text information related to a patient in their file. This module can be used to provide you with easily accessible and current information, saving you the need to constantly refer to physical files.
Blue Guide BlueChip ChipTraining Training Guide Page 15 of 193 Referrals Referrals can be entered via the Referrals screen within the patient’s file or from the Referring Doctor’s panel on the main Patient Details screen. 1. From the patient’s file click the Referrals menu item from the left margin or the drop down menu as shown. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 16 of 193 The referrals list shows all current and active referrals associated with the patient. Clicking the deactivate button, deactivates an active referral and hides the referral from view, but can be viewed by deselecting the ‘Hide inactive referral’ check box. If a referral is deactivated by mistake, display the inactive referrals button (by ensuring the Hide Inactive Referrals checkbox is deselected) and click the Activate button.
Blue Guide BlueChip ChipTraining Training Guide Page 17 of 193 If a mistake is noticed with a referral after it has been used, the referral must be Deactivated and a New referral created containing the correct information. A referral cannot be Deleted after it has been used. Enter a New Referral 1. From the Patient’s Details screen click the drop down list button, then click Add © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 18 of 193 Or From the Referrals screen within the Patient’s file, Click New 2. Complete the New Referral Dialogue Box The Practitioner box allows the referral to be used for All practitioners in the practice or just a specific Doctor. 3. Type the surname of the referring doctor in the dialogue box then press the [Tab] key. If the doctor is already entered into the system, their name will automatically be inserted.
Blue Guide BlueChip ChipTraining Training Guide Page 19 of 193 If the referring Doctor’s name is not present, the select referring Doctor screen will appear blank (see above). Click the New button and enter in the referring Doctors credentials. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 20 of 193 4. Continue filling in the Referral information 5. Click OK Note : The ‘Valid for’ text box is determined by the information contained in the referring Doctor’s file (see the screen capture under step 6b) but can be overtyped as needed. The ‘Commencing’ date is the date of the first appointment date using the New Referral. By default the computer s current date is filled in but should be overtyped to reflect the correct data.
Blue Guide BlueChip ChipTraining Training Guide Page 21 of 193 Making an Appointment How to make an appointment for an existing patient with a current referral 1. Select the day and time. Do this by clicking on the Calendar tool to select the required month and day. All appointments recorded for that day will be displayed. 2. Click in a time slot under the appropriate practitioner to select the Appointment time. 3.
Blue Guide BlueChip ChipTraining Training Guide Page 22 of 193 A free comment space is provided to record any relevant information regarding the patient’s appointment. 7. Click Finish to return to the Appointment book. How to make an appointment for an existing patient with an expired referral 1. Select the day and time. Do this by clicking on the Calendar tool to select the required month and day. All appointments recorded for that day will be displayed. 2.
Blue Guide BlueChip ChipTraining Training Guide Page 23 of 193 4. Type in the patient’s surname and press tab to enter their name into the patient field. 5. Select the type of appointment to be made from the dropdown list. The new referral can be added at the time of appointment (see steps below) or on the day of the appointment when the patient arrives for their consultation. 6. As there is no current referral, click the down arrow icon to the right of the dialogue box and click Add 7.
Blue Guide BlueChip ChipTraining Training Guide Page 24 of 193 If the referring doctor’s name is not present, the select referring doctor screen will appear blank. a. Click the New button and enter in the referring doctors credentials. Most fields are self explanatory. The Default refer period can be set so that it automatically appears in the patient’s referral period field (see below) 9. Continue entering in the referral information. Press [Tab] to move from field to field.
Blue Guide BlueChip ChipTraining Training Guide Page 25 of 193 Note the valid for text box is defaulted to 12 months (for GP) but can be changed. The Commencing date is from the first appointment date and Letter Written is the date the referral was written. By pressing [Tab], the letter written date defaults to the commencing date. 10. Click OK. 11. Click OK again to finish and accept the new referral. 12.
Blue Guide BlueChip ChipTraining Training Guide 13. Click Finish to return to the Appointment book. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 27 of 193 How to make an appointment for a new patient. 1. Click to select the time for the appointment 2. Double click to start the new appointment wizard or right click (as shown below) 3. Type in the patient’s surname and press [Tab] If the patient is new and has no patient file in Blue Chip the following screen will appear (see below) © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 28 of 193 4. Click the New button 5. Complete the New Patient screen. Note~ Only the given and surname fields must be filled out to continue however it is essential to record a contact telephone number and the patient’s date of birth (to avoid duplicate patient conflicts). The remaining fields can be completed when the patient arrives at the practice and completes a Patient Details form. 6. Click OK 7.
Blue Guide BlueChip ChipTraining Training Guide 8. Click Finish © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 30 of 193 Double Book a Patient 1. Navigate to the appointment time you wish to double book against 2. Double click at the end of the existing appointment (see where indicated in the screen capture below) 3. Follow the appointment wizard for either a New patient or Existing patient as described earlier. Just before finalising the appointment booking, this message may appear (depending on how your version of Blue Chip is configured). 4.
Blue Guide BlueChip ChipTraining Training Guide Page 31 of 193 priority to an unoccupied priority status (a number not marked with an asterix, see next screen shot). To change the priority of an existing appointment, refer to Modifying an Appointment. 6. Click Next Appointment Comments These are self explanatory; they allow information relevant to the patient and/or their appointment to readily seen.
Blue Guide BlueChip ChipTraining Training Guide Page 32 of 193 When entering comments, the text will automatically wrap to the next line when typing. If starting a new line is required, hold [Ctrl] and press [Enter] to force the cursor to start a new line. Pressing Enter only at this point is the same as clicking the OK button and the Appointment Wizard will exit. The screen capture below shows an appointment with comment (the appointment is being edited – see Modifying an Appointment).
Blue Guide BlueChip ChipTraining Training Guide Page 33 of 193 Recurring Appointments Should multiple appointments need to be made, start by ‘Making an Appointment’ for a new or existing patient as described earlier. 1. Click to tick the Make multiple recurring appointments box (see above). 2. Click Next 3. Fill out the next screen as per required. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 34 of 193 The wizard will lock in the day (the day you are making the appointment in the appointment book), but will allow modification of the appointment time. Remember that all appointments will be initially set to the day and time of the first booking. 4.
Blue Guide BlueChip ChipTraining Training Guide Page 35 of 193 6. Double clicking the time field will display the time allocations for all appointment for that day. Click in a time where the appointment will fit. 7. Click OK to accept the time change 8. Click in the Col field and overtype the priority if required. 9. Double click in Type to change the appointment type to the required type.
Blue Guide BlueChip ChipTraining Training Guide Page 36 of 193 10. Click the Print List... button to print the bookings for the patient. Follow the wizard © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide The wizard returns to booking screen. 11. Click Finish to complete the wizard. The patient’s appointments have been made. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Printing Appointment Reports (Lists) 1. Forward to the required day using the Calendar control. 2. Click the printer icon, to bring up the reports screen. 3. Select the Appointment list for the required day. 4. Click to select an individual practitioner (or click All Practitioners). © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 39 of 193 5. Click to select specific appointment types (or click All Appointment types). 6. Type or use the calendar control to set the date range 7. Click Next 8. Set the printer destination 9. Click Next © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 41 of 193 Modifying an Appointment There are many ways to edit existing appointments. The outlook version of the Appointment book allows users to edit appointment times and durations directly on the screen as well as the procedure below: Following are instructions to edit an appointment using the Edit Appointment Wizard. To Edit an Appointment using the Appointment Wizard 1. Left click to select the appointment 2.
Blue Guide BlueChip ChipTraining Training Guide Page 42 of 193 Using the Appointment Book Button Clicking the Appointment Book button will show a smaller windowed appointment book. Use the calendar control to find a new suitable day (and time if required). Click in the new appointment slot then click OK to move the appointment. The program returns to the Edit Appointment Wizard. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 43 of 193 Using Find Slot Button The Find Slot feature will only work if the practice has entered predetermined appointment times into their plan. For example; a doctor may wish to see New patients on the hours and Follow ups in the remaining time of the hour, post ops after lunch (see below) 1. Clicking the Find Slot button launches the Find Free Appointment Slot screen. 2.
Blue Guide BlueChip ChipTraining Training Guide Page 44 of 193 If the time clashes with the new date a message similar to that below may appear (depending on how Blue Chip is configured). 2. At this point change the appointment time (if the day is still required) See next Changing the Appointment Time using the Time control 1. Click the Time icon at the end of the Time field to display the free appointment times for the date as displayed in the date field. © 2011 Health Communication Network Limited.
Blue Guide BlueChip ChipTraining Training Guide Page 45 of 193 2. Click to select an available time 3. Click OK to confirm the time The program returns to the Edit Appointment Wizard Depending on how your Blue Chip is configured, the Appointment priority will automatically default to 1 – Highest if it does not clash with another appointment. If the appointment is placed in column 2 (see above screen shot), the Appointment Wizard will record the Priority as 2 – Lowest. 4.
Blue Guide BlueChip ChipTraining Training Guide Page 46 of 193 Modifying the Appointment Type/Practitioner/Patient Looking carefully at the Edit Appointment Wizard, the wizard opens on the second screen of the New Appointment Wizard (see above). By clicking the Back arrow, earlier defined aspects of the appointment can be edited. Clicking Back (see above) allows editing of the first appointment screen © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 47 of 193 On this screen: Practitioner can be changed to another available in the drop down list Patient can be changed by typing a new surname and press the {Tab] key or clicking the 3 dot button to open the Search Patient facility.
Blue Guide BlueChip ChipTraining Training Guide Page 48 of 193 Finding an Appointment A common occurrence is when a patient telephones the practice when they have forgotten or lost the date of their next visit. Instead of searching the appointment book, the quickest and most efficient method is to use patient bookings. 1. Open the patient search and type in the patient’s surname 2. Click open to open their patient details 3.
Blue Guide BlueChip ChipTraining Training Guide Page 49 of 193 From this screen, the patient’s past and future appointments are listed, and they can be printed but using the Print button on the bottom right of the screen. Cancelling an Appointment Below are the steps involved in cancelling an appointment. A line will be drawn through the patient’s bookings and the appointment book will free up the previously occupied appointment.
Blue Guide BlueChip ChipTraining Training Guide Page 50 of 193 4. Click Yes to confirm the cancellation The time slot is freed up in the appointment book and the patient’s booking record will show that they cancelled the appointment © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 51 of 193 Alternatively Navigate to the patient’s bookings in the Patient Details (follow the steps on Finding an Appointment) and Click the Cancel booking button (see screen capture above).
Blue Guide BlueChip ChipTraining Training Guide Click Yes at the following prompt © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 53 of 193 Setting up Automated SMS The following visual guide is to assist with setting up with the Blue Chip’s SMS reminder service. By the end of this document, the SMS reminder system will be configured to be fully automated. It will send SMS reminders to the patients at the designated interval without any user intervention. Blue Chip will also generate a list of any patients who were unable to be contacted.
Blue Guide BlueChip ChipTraining Training Guide Page 54 of 193 4. Click on the Register for SMS Button 5. Create an SMS password and type it into the New Password area 6. Retype the SMS password exactly as you did in the previous area 7. Click OK 8. The registration information entered will be validated immediately. If any part of the information is found to be invalid, a prompt will appear to re- enter the information. 9.
Blue Guide BlueChip ChipTraining Training Guide Page 55 of 193 10. Complete the registration form and Click Submit. A verification email will be sent to the email address specified in the registration form. 11. Once the verification email has been received, navigate back to Blue Chip and click Verify Registration © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 56 of 193 12. Upon successful verification, the Username field will be populated with the chosen user name and the Registration Completed checkbox will be ticked. At this point, the password can be changed if required as the Change Password button is enabled. 13. The following prompt will appear requesting setup of proxy settings. (Consultation with the practice’s IT support person maybe required for this step).
Blue Guide BlueChip ChipTraining Training Guide Page 57 of 193 Configuring Automated SMS Reminders Click the Standard Message tab You can accept the Practice-wide message (as shown) or create your own message. Use the special codes (the words in square brackets exactly) to transfer the data in Blue Chip into your message automatically. You can select them from a list by right-clicking in the window. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Messages can be customised for each practitioner. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 59 of 193 The Message Schedule determines when the reminders are sent The interval between the reminder and appointment day can be changed along with the time the reminders are sent (Remember Blue Chip can accommodate individual and bulk SMS messages). The Credit Status tab enables a means to check how many SMS credits the Practice has in its account. To Get Credits, follow the steps listed over. . © 2011 Health Communication Network Limited.
Blue Guide BlueChip ChipTraining Training Guide Page 60 of 193 1. Click Get Credits button 2. Click OK to exit the screen. If you accidently exit out of any of the screens shown: Click SMSSet SMS reminders To get back to this panel: Note ~ To turn off automatic SMS messaging, deselect all of the tick boxes in the SMS Reminder Setup box. An individual practitioner can also opt-out of reminders completely or for individual appointment types via Setup PractitionerPractitioner Details Appointments.
Blue Guide BlueChip ChipTraining Training Guide Creating Accounts Creating a Private Patient Account From within the Patient Details screen, 1. Select Accounts from the Margin Menu (left hand side) 2. Click Create New Account © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 62 of 193 3. Select the Practitioner from the drop down options 4. Select the Class of account (Private) and to whom the account will be normally issued to 5. Click OK Entering Private Heath Fund Membership details If the patient has Health Fund Membership, complete the following steps. 1. Select New from the drop down menu 2.
Blue Guide BlueChip ChipTraining Training Guide Page 63 of 193 3. Click Open to accept the Health Fund name. The screen will return to the Account Details. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 64 of 193 If the required Health Fund’s name doesn’t appear in this list, refer to Entering a New Health Fund. 4. Complete the remaining details into the Health Fund Membership section. 5. Click the Default Membership box, this will display the patient’s Health Fund Membership summary on the Patient Detail’s screen. 6. Next of Kin account Contacts can be entered (see Parents database ) 7. Click OK (the screen exits to the Accounts page) 8.
Blue Guide BlueChip ChipTraining Training Guide Page 65 of 193 Creating Multiple Accounts for Single Patient Classification of invoices and receipts is performed at the Accounts level. Transactions pertaining to Medicare Bulk Bill are separate to those where the patient is paying for their treatment as is for when Worker’s Compensation is paying for the treatment.
Blue Guide BlueChip ChipTraining Training Guide From the Patient Details screen, 1. Click Accounts 2. Click Create New Account © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 67 of 193 3. Select the Practitioner 4. Select the Class of account (Health Fund in this case) and to whom the account will be normally issued to. 5. Click OK © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide 6. Click OK (the screen exits to the Accounts page) © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Creating a Third Party Account From the Patient Details screen, 1. Select Accounts © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 70 of 193 2. Click Create New Account 3. Select the Practitioner 4. Select the Class of account (Third Party) and to whom the account will be normally issued to. In this case, it is the solicitor 5. Click OK To enter the Account Contacts, Click the 3 dot button and select an Insurer from the drop down list. If the Insurer does not appear in the list, (see adding New Contacts) Type in other relevant information in the Other details section.
Blue Guide BlueChip ChipTraining Training Guide Page 71 of 193 Creating a new Medicare Australia Bulk Bill/DVA Account These accounts are very similar in their creation. The only major discerning difference is that DVA have differing levels. For instance DVA Gold Card holders are fully repatriated for their health care, whilst DVA White Card holders are only partially covered. In the latter, a practice may elect to record the patient’s Health Fund Membership details. From the Patient Details screen, 1.
Blue Guide BlueChip ChipTraining Training Guide Page 72 of 193 3. Select the Practitioner 4. Select the Class of account (Medicare Australia, MA Bulk Bill or MA DVA). As the claim will be electronically lodged, the Issue to field is automatically filling in and locked. 5. Click OK In most cases the account contacts will not be required or preset. Click OK at the following screen © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 73 of 193 Entering a New Health Fund Open the Patient Explorer (yellow folder) and change the List from ‘Patients’ to ‘Health Funds’ 1. Click the New button 2. Fill out the New Company screen with the relevant information 3. Under health fund properties, ensure to associate the correct price list (the screen shot below shows known-gap arrangement). A no-gap arrangement would list the health fund’s own price list.
Blue Guide BlueChip ChipTraining Training Guide Page 74 of 193 Parents Database The Parents Database is used to hold details of people related (in some way) to an individual patient but are not necessarily patients themselves (for example the child is the patient and the parent is responsible for the account). The database can also be used to hold emergency contact details.
Blue Guide BlueChip ChipTraining Training Guide Page 75 of 193 If the surname was typed, then select the appropriate name from the list and press Open OR if the 3 dot button was pressed, type the surname in the Search for…field then click Open to associate the name with the patient. 2. Click OK to return to the Account Details screen 3. Click OK to return to the Patient Details screen If the typed surname doesn’t match any patient in the database 1. Click New 2.
Blue Guide BlueChip ChipTraining Training Guide 3. Click OK Changing the Addressee for the Account 1. Click Addressee © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 77 of 193 2. Select the Account Addressee 3. Click OK This will result in the Invoice/Receipts being addressed to the person(s) selected (for example, a parent for a child etc). Addressees can also be changed from the Account Details screen (see screen capture below). Entering Account Contacts The following procedure is valid for entering new account contacts. Typically, account contacts are specified during the initial program configuration (at HCN).
Blue Guide BlueChip ChipTraining Training Guide 2. Enter in the required entity fields to complete the contact: 3. Click OK register the Contact © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Printing Labels From the Accounts Details screen: 1. Select the account the labels are for (highlighted in blue) 2. Click the Print Labels button 3. Select the type of label normally used 4. Click Next © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide 5. Enter the number of labels to print 6. Click Next 7. Select the destination of your printer 8. Click Next © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 81 of 193 The program returns to the Account Details screen. Deleting Accounts If an account has been created in error (i.e. wrong practitioner, class or location), as long as no transactions have been attributed to the class it may be deleted. 1. From within the account, click Account details. 2. At the Account Details screen, click Delete. The Delete button is only available when no transactions have been recorded in the account.
Blue Guide BlueChip ChipTraining Training Guide Page 82 of 193 Estimates Providing patients with a quote or estimate cost can be accessed from the left margin menu within the Patient Details screen. Tip: Setup the account class for the invoice before setting up the estimate. 1. Click Estimates 2. Click NEW © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 83 of 193 Create an Estimate for a Private Patient (The Estimates screen is similar to completing an Invoice for a Patient.) 1. Nominate the Hospital where the operation will take place. 2. Type the hospital name and press [Tab] or Click the 3 dot button hospital from a list and select the 3. Check the Practitioner and Account class details are correct. In this example, the amount payable (Gap) by the patient is the Doctor’s fee less Medicare rebate.
Blue Guide BlueChip ChipTraining Training Guide Page 84 of 193 6. Press [OK] to complete the Estimate. This will then appear in the Patient Details file. Create an Estimate for a Private Patient (known gap) This is applicable where the patient pays the gap between a Doctor’s fee less (Medicare rebate @ 75% + health fund’s published rate) 1. Set up the estimate as outlined ‘for a Private Patient’. 2.
Blue Guide BlueChip ChipTraining Training Guide Page 85 of 193 3. From the drop down list, set the H/F Rebate to be based upon the required health fund’s price list. Disclaimer ~ refer to contractual arrangements with your health fund as circumstances vary from practice to practice. Create an Estimate for a Private Patient (standard gap) This is applicable where the patient pays the gap between, Doctor’s fee less (Medicare rebate @ 75% + health fund rebate @ 25% of the MBS rate) 1.
Blue Guide BlueChip ChipTraining Training Guide Page 86 of 193 Additional options from the Estimate Screen are; New: To initiate another Estimate View: To view the details of the selected Estimate Clone: To copy the selected existing Estimate – useful for editing an existing Estimate like adding items, changing gap calculations (known to standard) Print: To print the Estimate Create Invoice: Blue Chip is able to automatically use the stored Estimate information and covert this into a Patient Inv
Blue Guide BlueChip ChipTraining Training Guide Page 87 of 193 Invoicing There are 2 main types of Invoices covered in this section. The most common is the Invoice/Receipt combination, (where the patient pays for the consultation at the conclusion of the appointment) and the second is the Standalone Invoice (where the patient pays for the consultation later OR a third party is being invoiced and will pay at a later date). All instructions start from the Patient Details Screen unless otherwise specified.
Blue Guide BlueChip ChipTraining Training Guide Page 88 of 193 The following screen appears: 1. Press [Tab] to accept the current date (Service Date) and move to the next field OR change the date of service and then press [Tab] 2. Enter your Item code and [Tab] 3. The next field, item description will be filled in automatically, but can be edited. Press [Tab] Although the fee will automatically fill in from the previous setup of your pricing schedule, this can still be overridden if required 4.
Blue Guide BlueChip ChipTraining Training Guide Page 89 of 193 5. You will be asked if you wish to issue the invoice with an Issue Date. Click OK to accept Tip: Date of Issue can be different to Service Date (e.g. invoicing Operation Billing for previous dates) You will be taken to the Receipting Module to start your receipt process 6.
Blue Guide BlueChip ChipTraining Training Guide Page 90 of 193 If paying by card choose from Visa, MasterCard or Other. Bankcard is still listed however it is now no longer used. OTHER = Savings or Debits Cards). Enter the Branch/Details (if required). Press [Tab] It is recommended for Audit trails that cheque branch or cheque numbers are recorded. EFTPOS or direct debit could reflect the transaction record number but not necessary.
Blue Guide BlueChip ChipTraining Training Guide 10. Click OK 11. Click Print © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 92 of 193 12. Select the printing destination and select [Print] 13. The Invoice/Receipt will print The Invoice tab will show the invoice’s service item number and the amount paid. The Receipt tab will show the amount paid, its allocation and the payment method. For Part Payments please refer to page 106 . Standalone Invoice The following procedure is independent of how the Blue Chip user arrives at the accounts section of Patient Details. 1.
Blue Guide BlueChip ChipTraining Training Guide Page 93 of 193 2. Click New Invoice from the Invoice screen 3. Press [Tab] to accept the current date and move to the next field or type the date of service and press [Tab] 4. Enter the required Item number and press[Tab] The next field, item description will be filled in automatically, but can be edited. Press [Tab]. Although the fee will automatically fill in from the previous setup of your pricing schedule, this can be overridden 5.
Blue Guide BlueChip ChipTraining Training Guide The next screen asks whether you wish to issue the invoice. 6. Click on OK 7. Click on Next at the following screen © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 95 of 193 8. Choose the printer destination then Click Next The invoice will print. In the patient’s account the Invoice will show that it has been created but no payment has been made against it. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 96 of 193 Multiple Procedures – In rooms (outpatient) 1. Create an invoice as shown earlier: 2. Clicking the Multiple Procedure check box enables scaling to be applied when billing multiple surgical items. These scaling can be overwritten. It is the practice’s responsibility to ensure the correct item number(s) are scaled. 3.
Blue Guide BlueChip ChipTraining Training Guide Page 97 of 193 1. Click OK and either issue the invoice or complete the receipt as described earlier. Hospital Services - Inpatient The Hospital Services box indicates that the services provided are performed in a hospital. The rebate amount will reflect 75% of the schedule rate as required. If Health Fund classes are used, then the Gap amount can change to reflect 100% as different pricing rates may be used.
Blue Guide BlueChip ChipTraining Training Guide Page 98 of 193 If the hospital has not been used before, the following screen will be presented, allowing users to create a new entry for that hospital: Click on New and enter the hospital details appropriately Click OK and the program will take you back into the invoice to be completed as normal © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 99 of 193 Receipts Receipting a Pre-Existing Invoice The following section covers invoices that have already been issued and are listed in the Patient’s account. In this scenario, the receipt will be created from within the Patient Details screen. 1. Select Accounts from the left margin menu 2. Click Open existing Account 3. Click Receipts tab © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 100 of 193 4. Click New Receipt TIP: for explanations of the various payment types, please refer to Combine Invoice/Receipt process. 5. Double Click under Type to display a drop down menu of acceptable payment types OR start typing the payment type to display the name. Press [Tab] 6. Type the name of the payer (Cheque or Card). Press [Tab] (If paying by cash, the name is automatically inserted). 7. In Bank/Card select from Visa, MasterCard or Other 8.
Blue Guide BlueChip ChipTraining Training Guide Page 101 of 193 9. Enter the required amount and Press [Tab] 10. Select the invoice item the payment will be allocated against and click in the check box to record the allocation at the end of transaction line 11. Click Issue 12. Click OK © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide 13. Select the type of Receipt and Click Print 14. Select the Printer destination 15. Click Print to print the receipt © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 103 of 193 Receipting Multiple Patients Blue Chip allows you to receipt multiple patient invoices with one payment It is not recommended that split receipts be performed for invoices that require claiming from Medicare Australia.. This method is widely used when receipting third party statement payments – i.e. the payment (direct debit, cheque) pays multiple patients and a receipt is not required to be given to the patient.
Blue Guide BlueChip ChipTraining Training Guide 3. Click Add Items © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 105 of 193 4. Click on the Change button (This will open up the Patient Search facility. Select the 1st Patient invoiced to perform the receipt) 5. Click Open the Patient and their details and outstanding amount will feed into Select Invoice Items dialogue box 6. Click inside the checkbox to select which invoices your paying for 7. Click OK © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 106 of 193 8. Click Issue and Print the Receipt as normal In the example below the printed receipt shows details of the Payment and Invoices receipted for the Andrews family. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 107 of 193 The Receipt screen for each patient show that payment has been received for each outstanding amount, with the same receipt number. Part Payments Part payments occur when only a portion of the invoice is paid. These may include: The gap amount paid at the time of consultation Receipting part payments on surgical procedures (i.e.
Blue Guide BlueChip ChipTraining Training Guide Page 108 of 193 3. Double Click under Type to display a drop down menu of acceptable payment types OR start typing the payment type to display the name. Press [Tab] 4. Type the name of the payer (Cheque or Card). Press [Tab] (If paying by cash, the name is automatically inserted). 5. In Bank/Card choose from Visa, MasterCard or Other 6. Enter the Branch/Details (if required). Press [Tab] 7.
Blue Guide BlueChip ChipTraining Training Guide Page 109 of 193 13. Click Print 14. Set the printing destination and press [Print]. 15. The Invoice/Receipt will print. The Invoice screen shows the partial payment, the Account Debtors screen shows the amount outstanding alongside the original invoice and receipted amounts. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 110 of 193 Overpayments Overpayments may arise from time to time, how the practice deals with the situation will be defined by the established business process within the practice. This section is designed to show how to use Blue Chip to record some scenarios.
Blue Guide BlueChip ChipTraining Training Guide Page 111 of 193 4. Click on the Overpayment button 5. Enter the amount over paid. This amount will be the Unallocated amount under the Total Received (see screen capture above) 6. Click OK © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 112 of 193 The allocations section (lower screen, see above) records the extra amount as an overpayment, allowing the receipt to be issued 7. Click Issue and issue the receipt as per normal practice The Account Credits screen will show (see below) the patient is in credit for the amount of the overpayment.
Blue Guide BlueChip ChipTraining Training Guide Page 113 of 193 Prepayments A prepayment is defined as the ability to receipt money without issuing an invoice outstanding. The most common scenario is a patient is paying for surgery that will happen on a future date. A Prepayment may be a lump sum or a summary of several prepayments (Obstetrics often uses this option). 1. Create a new receipt 2. Click Prepayment 3. Enter the Prepayment amount © 2011 Health Communication Network Limited.
Blue Guide BlueChip ChipTraining Training Guide Page 114 of 193 4. Click OK 5. Issue the receipt (as normal) Note this receipt type does not contain the referral details and makes no mention of the medical item involved. This receipt is not claimable from Medicare. Using a Prepayment 1. Create a new invoice 2. Click Issue 3. Click OK © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 115 of 193 4. Allocate the prepayment amount (top) to the invoice amount (bottom) 5. Click OK 6. Print the invoice as normal. The invoice will reflect the prepayment having been used to pay the invoice. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 116 of 193 Discounts Discounts can be offered as a message on the patient invoice but only applied during receipting. For example, if a discount was granted for payment within 7 days; payment on the 8th day would be for the non discounted amount and the invoice/receipt and patient account should reflect this. Discounts can also be applied outside of any set discount period at the discretion of the practice.
Blue Guide BlueChip ChipTraining Training Guide 3. When the patient returns to pay, open up their account 4. Click the Receipts tab 5. Click New Receipt © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 118 of 193 6. Enter receipt details as normal. In the Allocations portion of the screen, locate discounts. 7. In discounts, enter in the cash amount to discount or a percentage with the percentage symbol and press [tab] or [enter]. The discount will be deducted as shown. 8. Process the receipt as per normal. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 119 of 193 Adjustments There are many situations where an adjustment is required for either an invoice or receipt being issued from within Blue Chip. Not all users may be authorised to reverse transactions or to do refunds. Please check with the Practice Manager.
Blue Guide BlueChip ChipTraining Training Guide 2. Switch to the Receipts panel 3. Select the receipt in question 4. Click Open © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide 5. Click Adjust receipt 6. Type a reason then click OK 7. Amend the payment type as required and Issue as per normal © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 122 of 193 The receipt shows the adjustment. Line 1 shows the receipt is flagged as having been reversed. Line 2 shows the reversal shown in red beneath the flagged entry Line 3 shows the receipt having been adjusted. The payment method (see above) now reflects the change (cheque) as opposed to the original payment method (see screen capture in step 2).
Blue Guide BlueChip ChipTraining Training Guide Page 123 of 193 If the patient has left the surgery, prudent practice would be to perform a refund after banking has been finalised. 1. From the Patient Details screen, Select Accounts from the left margin menu 2. Click the Open Existing Account button 3. Click the Open button to open the invoice to be changed. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 124 of 193 4. Click the Adjust button 5. Type a reason for Adjusting the invoice ‘Wrong item number etc’ and Click OK 6. Enter the new item numbers (in this case) or alternatively if it related to a different fee or date etc © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide 7. Click the Issue button 8. Click the OK to confirm the Date of Issue 9. At the Allocate Credit Amount screen, Click OK 10. Issue the Invoice 11. Click the Receipts tab 12. Select the receipt to adjust and click Open © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 126 of 193 13. Click Adjust receipt 14. Click OK 15. Adjust the receipted amount to match the corresponding invoice (allocations section of the receipts screen). 16. Deselect the Overpayment section of the receipt and allocate the payment to the corresponding invoice 17. Click Issue 18. Click OK 19. Print the receipt as normal. 20.
Blue Guide BlueChip ChipTraining Training Guide Page 127 of 193 The Invoice tab shows: Line 1 the original invoice being flagged for reversal Line 2 the invoice being reversed Line 3 the new adjusted invoice. Receipts tab shows: Line 1 the original payment for the original invoice flagged for reversal Line 2 the original payment allocation being reversed, Line 3 the now unallocated payment now being held as a credit payment.
Blue Guide BlueChip ChipTraining Training Guide Page 128 of 193 The Account Credits tab shows the original receipt being reversed, placing the said amount into credit. When the credit payment is used to pay the adjusted invoice and the difference repaid to the patient, it is displayed as a reversal of the credit payment. Adjusting a standalone Invoice Compared to the Paid Invoice/Receipt, adjusting a standalone invoice is rather straightforward.
Blue Guide BlueChip ChipTraining Training Guide Page 129 of 193 3. Click the Adjust button 4. Type a reason for the Adjustment (i.e. ‘Wrong item number etc’) and Click OK © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 130 of 193 5. Enter the correct item number or fees (in this case) or dates etc 6. Click the Issue button. 7. Click OK to confirm. 8. Print the adjusted Invoice The Account Debtors tab (below) reflects the adjustment. In the details section, the invoice is itemised. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 131 of 193 Refunds & Write Offs In lay terms, a refund is an adjustment to a receipt performed after banking has been settled. The types of refunds that will be described in this section will be: Allocation Refund and a Credit Payment Refund. An Allocation Refund scenario would be when a paid invoice/receipt is required to be adjusted to a lower amount after banking. This scenario is identical to the paid invoice/receipt adjustment described earlier.
Blue Guide BlueChip ChipTraining Training Guide 3. Click Adjust 4. Enter a reason and click OK © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 133 of 193 5. Alter the data (in this case change the service item number) 6. Click Issue The invoice and receipt has been reversed. With the receipt reversed, the money taken is now unallocated and is recorded in Blue Chip as a Credit Payment. 7. Allocate the Credit Amounts. This allocates the money now held in credit to the newly adjusted invoice. Ensure the top amount (money in credit) equals the bottom amount (invoice amount). 8. Click OK 9.
Blue Guide BlueChip ChipTraining Training Guide 12. Click Refund 13. Provide a reason for the refund and method of refund © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 135 of 193 14. Click OK The Account Credits tab (above) shows the original receipted amount credited. It then shows the allocation of $75 to pay the adjusted invoice. Finally it shows the amount refunded. The Account Debtors tab (above) shows the original invoice and receipt (flagged) and their subsequent reversals (in red). The tab then shows the adjusted invoice being paid by the amount held in credit from the receipt reversal.
Blue Guide BlueChip ChipTraining Training Guide Page 136 of 193 The Refunds History tab (above) records details of the refund. Note the ‘Show Audit Trail’ is permanently on and that if this was performed in error, the refund can be reversed. The Receipts tab (above) shows original receipt and its allocation reversal. It also shows the amount as a credit payment before finally showing $75 allocated. The Details of the Credit Allocation is shown in the lower portion of the screen.
Blue Guide BlueChip ChipTraining Training Guide Page 137 of 193 The above screen capture shows the new Refunds tab with details of the refund. This tab is found in the Practitioner’s bank account within the Banking module. The Banking module is found in the left margin menu in the Practice Explorer. Credit Payment Refund In this scenario, a patient has paid a prepayment which has been banked. For whatever reason (like the patient changed their mind about a procedure), they now wish a refund. 1.
Blue Guide BlueChip ChipTraining Training Guide 4. Click Refund 5. Enter a reason and refund method 6. Click OK © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 139 of 193 The Refunds History tab will show the details of the refund The Receipts tab shows details of the original receipt. The Refunds tab in the Banking module shows details of the refund. Details of past refunds can be listed using the ‘Refund Audit Trail’ reports found in the reports section. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 140 of 193 Write Offs A write off is when the practice is accepting a loss; whether it is a few cents or hundreds of dollars. The reasons for writing off an amount vary greatly, however in a practice situation only a few people have the authority to perform this duty and within Blue Chip only a few people may have the permissions to do this.
Blue Guide BlueChip ChipTraining Training Guide Page 141 of 193 The Invoice tab registers the Write Off. By clicking the ‘Show Audit Trail’ checkbox, the user, time/date and reason can be viewed. The Write offs History tab shows the audit trail (always). In the details (lower) part of the screen, the invoice it pertains to is listed. The write off type will always be a bad debt, because basically that is what it is – an amount that will not be recovered. © 2011 Health Communication Network Limited.
Blue Guide BlueChip ChipTraining Training Guide Page 142 of 193 Medicare Australia / DVA Online The recipient is Medicare Australia (Bulk Bill) or Dept of Veteran Affairs under Medicare and is sent online in real time. Processing time is around 48 hours for Bulk Bill amounts and a little longer for Veterans Affairs. The following module outlines the process of processing the actual online claim (batch) and receipting it.
Blue Guide BlueChip ChipTraining Training Guide Page 143 of 193 1 Since 2008 Medicare has advised that the practice is no longer required to print a copy for their records. In accordance with Medicare’s directive, the patient should still sign for service. When the Invoice is issued, it looks like a standard invoice. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 144 of 193 Sending the Claim 1. From Practice Explorer [F12] select Medicare Australia 2. Click New to display the issued invoices waiting for processing 3. Click the single or double headed arrow to move the invoices to the processing side © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide 4. Click Send 5. Click OK © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 146 of 193 Processing Claim When the claim has been sent without errors its status becomes ‘Awaiting Process Report’. See Appendix A for the various stages the claim goes through. Claim Status How to read the panel: To check on any claim, access the Medicare Australia Online Claims panel in Practice Explorer (F12). This ‘user interface panel’ can be modified in several ways to make checking easier.
Blue Guide BlueChip ChipTraining Training Guide Page 147 of 193 The function keys at the bottom of the panel represent the following: NEW – prepare and authorise vouchers to be sent in a claim OPEN – claims that have not been transmitted can be opened individually and edited. DELETE – claims that have not been transmitted can be deleted with the vouchers returning to the list for selection under the New Button.
Blue Guide BlueChip ChipTraining Training Guide Page 148 of 193 2. Click to select the claims marked ‘Awaiting Process Report’ 3. Click Transmit. If the screen below appears, the batch is ready to receipt. Remember, claims will usually take 24 hours to process from when they were sent. 4. Click Close © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 149 of 193 5. Click Receipt when the claim now shows ‘Ready to Receipt’ in the Status column. 6. Click OK © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 150 of 193 In the Patient’s file, the invoice indicates it has been paid, and the sundry invoice is listed beneath it with a flag in the Sundry column. The Receipt tab (below) shows the total receipted (invoice + sundry), and the payment method displays that it has been directly debited. The Account Debtors tab shows the original invoice, then the receipt for the benefit.
Blue Guide BlueChip ChipTraining Training Guide Page 151 of 193 Electronic Patient Claiming Patient Claiming Scenarios Scenario 1: A gap payment, manually sent Patient makes a part payment (gap payment) to the practice and the claim is manually sent to Medicare Australia Patient Claiming. Reimbursement: A Medicare cheque with the doctor as the payee is sent to the patient. The patient then forwards the cheque to the practice.
Blue Guide BlueChip ChipTraining Training Guide Page 152 of 193 Points to note: The default setting for Patient Claiming in Blue Chip is reimbursement by cheque. The practice should leave this setting even if the patient has registered their details. Medicare Australia will override this setting on processing and reimburse electronically if applicable. Patients can only be reimbursed electronically if they have paid the invoice in full and have had their details registered with Medicare Australia.
Blue Guide BlueChip ChipTraining Training Guide Page 153 of 193 Electronic Patient Claiming Information Flow Patient Claim Class Invoice & Receipt as normal No IF gap payment Then …is recorded in patient details Yes Press Patient Claiming Button Transmit to Medicare © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 154 of 193 Processing at Medicare Australia No If invoice paid in full Then Cheque sent to Dr via patient Yes If details bank details registered at Medicare Australia Transmit from Medicare Then Cheque forwarded to Practice Receipt partial payment Patient’s Bank Account End © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 155 of 193 Creating the Claim This particular section outlines how to lodge an electronic patient claim when there is a distinct class called Patient Claim (or a title to that effect). If electronic patient claiming has been associated with another class, the procedure is identical: Simply create the invoice in the associated class – typically the Private Class. 1. Create an invoice as normal.
Blue Guide BlueChip ChipTraining Training Guide Page 156 of 193 At this screen, Medicare advises clicking the ‘Use Medicare Address’ option. Regardless of whether the patient has had their EFT details recorded with Medicare, leave the Payment Type as Cheque. Medicare will override this selection should the patient need to be reimbursed from Medicare (in the situation where they have paid the invoice in full) and had their EFT details registered.
Blue Guide BlueChip ChipTraining Training Guide 5. Click to select the Claimant Declaration 6. Click Send © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide 7. Click Accept Claim 8. Click Yes to Print the Statement of Claim and Benefit. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 159 of 193 Receipting the Claim This procedure presumes that the patient has forwarded the cheque onto the practice. Receipting of the Patient Claim occurs from within the patient’s file, not the Medicare Australia window. This is because the claim is lodged electronically, the actually reimbursement is delivered via a variety of means (cheque or direct debit). 1. Click New Receipt 2.
Blue Guide BlueChip ChipTraining Training Guide 5. The patient’s invoice is marked as paid. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Handling Medicare Australia Rejections 1. Open the Medicare Australia option from the Practice Explorer 2. Select the claim 3. Click Transmit © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 162 of 193 If a number appears in a bracket (1), this generally indicates the number of rejected items. Rejected items must be processed before receipting other items. 4. Select the claim with the rejected item 5. Click the Rejected button The Rejected Items Error Code/Description screen displays a brief explanation as to why the claim was rejected.
Blue Guide BlueChip ChipTraining Training Guide Page 163 of 193 6. Double click the Option column to change between Resubmit and Write Off for each claim. 7. Click OK. 8. Click Yes to confirm processing of the rejected claims. This will return to the main Medicare Australia screen. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 164 of 193 9. Click Receipt to settle the valid claims. 10. Click OK There can be many reasons why a claim has been rejected and as such, numerous corrective measures for dealing with each type of rejection are employed. Call Blue Chip support (1300 300 161 option 2) for assistance. They will identify what measure needs to be employed to validate the rejected claim (if it can be) and instruct step-by-step how to accomplish this.
Blue Guide BlueChip ChipTraining Training Guide © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 166 of 193 13. Move the altered claims (which are coloured red) to the right panel by clicking the > (singular) or >> (multiple) buttons 14. Click Send to resend the claims to Medicare.
Blue Guide BlueChip ChipTraining Training Guide Page 167 of 193 Recalls Patients can be assigned to a recall program in 2 ways, either from within the Patient’s file via the Patient Details screen or through Practice Explorer. Practices must however first create different types of Recalls and associated templates to help identify whether the patients will be contacted via phone or via Mail.
Blue Guide BlueChip ChipTraining Training Guide Page 168 of 193 Creating Recall types: Select Setup from the Tool Bar Select Practitioner Select Recall Types Click on the Add Button and give your Recall Type a Name. Click OK Define your Recall Type by Identifying the Default Period in weeks and select by clicking inside the Phone or Print options as to whether you wish to contact the patient via Phone or Mail.
Blue Guide BlueChip ChipTraining Training Guide Page 169 of 193 Assigning a patient to a recall from within the Patient’s File In this screen, all of the current recalls are listed. Old recalls can be viewed by checking the ‘View Old’ box. If there are numerous recalls, a date range can be specified. To add the Patient to a recall program 1. Click ADD 2. Select the Type of Recall from the drop down list (previously defined in the document) 3.
Blue Guide BlueChip ChipTraining Training Guide Page 170 of 193 4. Click OK The recall now appears in the Patient Details. Note the red circle next to Recalls in the Margin Menu. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 171 of 193 Assigning a patient to a recall from the Practice Explorer 1. From Practice Explorer, Click Recall 2. Click Add 3. Enter the patient (either type the Surname and press [Tab] or click the 3 dot button and select the patient from the search facility) 4. Select the type of recall from the drop down list © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 172 of 193 5. Select the practitioner from the drop down list (this is based upon the registered doctors) The referral information will automatically appear if it is current. If the patient has multiple referrals, click the 3 dot button to select the correct referral for the recall © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 173 of 193 The date of the referral is displayed as with the letter date, effective date and expiry date. The due xx weeks and date fields are linked. By changing the xx weeks will automatically calculate the date field and vice-versa. Add a comment if one is required. 6. Press OK © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 174 of 193 Enacting a Telephone based Recall program 1. From Practice Explorer click Recall. All of the recalls will appear. Select the desired recall program to enact. 2. Click the Contact/print button Note the advise on the diaglogue screen If the Cancel button is clicked, the Recall screen appears unaltered. If the OK button is clicked, the name is removed from the Recall screen (having been contacted).
Blue Guide BlueChip ChipTraining Training Guide Page 175 of 193 Enacting a Print based Recall Program 1. From Practice Explorer click Recall. All of the recalls will appear. Select the desired recall program to enact. 2. Click the Contact/print button The screen allows for a comment. The check box indicates that once the letter is printed, it will be sent and delivered therefore the patient is deemed to be contacted. 3. Click OK © 2011 Health Communication Network Limited.
Blue Guide BlueChip ChipTraining Training Guide Page 176 of 193 4. Set the printer destination then click OK After the letter has been printed, the patient’s name is removed from the Recall list © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 177 of 193 When the patient has been marked as Contacted, their name is removed from the Recall screen in Patient Explorer AND the red circle is removed and details are placed in ‘old recalls’ in the recalls section of Patient Details. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 178 of 193 Correspondence Typing a Medical Report for a patient 1. Select Correspondence from the left hand side Main Margin 2. Click on New Letter 3. Select the template from which the letter will be based (this has already been predefined within Blue Chip). Setup Templates WP © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 179 of 193 Letters can be associated to an account. This will enable account specific information (such as Insurer, Claim Number, Date of Injury etc) to be drawn into the document from within Blue Chip. It also provides access to the Practitioner for electronic review.
Blue Guide BlueChip ChipTraining Training Guide Page 180 of 193 To print using Deferred Printing Found when Practice Explorer view (F12) has been launched: 1. Select WP Deferred Printing from left hand side Main Margin. 2. Click within the check boxes under Selected to select the documents to print © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 181 of 193 1. Click on Print selected button 2. Select the desired printer destination and Click OK 3. Reselect the items that were just printed 4. Click Remove selected button to remove the items from the print list WP Review This option will only function if a patient’s account has been associated with the correspondence item. From Practice Explorer (F12): 1.
Blue Guide BlueChip ChipTraining Training Guide Page 182 of 193 Click Review will open the document for editing. Closing the document will move the item to WP Deferred Printing. Click Print to print immediately (without reviewing) Click Cancel review to cancel printing the document altogether. The item remains in the patient’s correspondence file. Click Defer print to move the item to WP Deferred Printing without opening it. © 2011 Health Communication Network Limited.
Blue Guide BlueChip ChipTraining Training Guide Page 183 of 193 Banking Is available when Practice Explorer (F12) is launched in the Menu Margin. It is recommended that the Practice settle their Banking transactions on a regular basis irrespective of whether the Deposit Slips are used.
Blue Guide BlueChip ChipTraining Training Guide Page 184 of 193 The amount represents the tactile (money you can touch including cheques) that will be deposited at the bank. This defaults to Cash and shows the cash transactions. By highlighting Cheque, the window below displays the associated Cheque transactions. 3. Click Draft to print a draft deposit slip 4.
Blue Guide BlueChip ChipTraining Training Guide Page 185 of 193 EFTPOS 1. Select EFTPOS in the Margin Menu. All the EFTPOS transactions are listed in the settlement. (These will include EFTPOS Auto if you have a TYRO machine for Integrated EFTPOS) 2. Click the Settle Button to settle the days transaction Enter the settlement number as printed on the EFTPOS terminal settlement summary (Not all machines have them). The EFTPOS settlement summary will be printed to a nominated printing destination.
Blue Guide BlueChip ChipTraining Training Guide Page 186 of 193 Account History 1. Select Acct History from Margin Menu to display all bank deposits and EFTPOS settlements recorded 2. Highlight the required entry 3. Click View Payment View Receipt – Allows the user to view the receipt of the user and adjust it if required. Print – Allows a duplicate receipt or bank deposit slip to be printed and it is marked as such. © 2011 Health Communication Network Limited.
Blue Guide BlueChip ChipTraining Training Guide Page 187 of 193 Refunds Because a refund is performed after banking has been finalised, it does not change an issued invoice or receipt, nor does it change a day’s takings. A refund is usually drawn from the practice’s bank account, so this section has been included in the Banking Module. The Refund screen displays all refunds given in the current month by default.
Blue Guide BlueChip ChipTraining Training Guide Page 188 of 193 End of Day/Session Process Medicare Australia electronic claims should be transmitted and checked daily to ensure that payments are processed promptly for reconciliation. Medicare Australia processes transactions seven days a week therefore it is possible that transmissions on a Friday may be paid by Monday. Not processing these transactions on a daily basis could make bank statement reconciliation more difficult.
Blue Guide BlueChip ChipTraining Training Guide Page 189 of 193 Day Sheet This is a transactional report that can be printed for (a) specific practitioner(s) and displays all transactions processed on the day. The report can display transactions based upon either entry date or issue date. Surgical type invoices with an issue date in the past will appear on a Day Sheet report generated, based on the Issue date or the Entry date the invoice was keyed in.
Blue Guide BlueChip ChipTraining Training Guide Page 190 of 193 Receipts by Payment Method – Section 4. Receipts are listed in number order and itemised. The total in this section should equal the physical count of cash, cheques and EFTPOS takings for the day. If the totals don’t balance, refer back to Section 3 to check for discrepancies. Take special note of adjustments and cross check that the final invoice/receipt is the correct outcome. Write offs & Refunds – Section 5.
Blue Guide BlueChip ChipTraining Training Guide Page 191 of 193 If any errors have been made, correct them before banking has been settled. If required, print off another day sheet after corrections have been made to ensure all figures add up; then settle the banking. The day’s appointments – Section 6 The last table on the day sheet lists the appointments made during the day (regardless of when the appointment is actually for) and lists any cancellations received.
Blue Guide BlueChip ChipTraining Training Guide Page 192 of 193 3. Select the type of Appointment list for the required day. 4. Select the practitioner and appointment types (or choose select all). Set the date to the required date (be sure to set the end date first-see below for the preferred format). © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
Blue Guide BlueChip ChipTraining Training Guide Page 193 of 193 5. Set the printer destination 6. The printout of the Appointment List can be used to remind patients of their appointment. © 2011 Health Communication Network Limited. Level 4, 201 Pacific Highway, St Leonards, NSW, 2065.
