How to automatically finalise online batches

Use the Auto-Batch Online Invoices feature to create valid online batches in one step. When Medicare or a health fund processes a batch and pays it in full, HealthTrack can finalise it automatically - no manual allocation required.

Batch statuses

Online batches move through the following statuses in Accounts > Batch Billing:

Status	Meaning
In Progress	The batch is still being prepared and has not been sent.
Online Ready	Waiting for HealthTrack to send the batch electronically. Allow approximately 30 minutes.
Online Error	An error occurred while submitting. Read the error text and correct the batch, then use the Online Submission button to retry.
Online Sent	HealthTrack has submitted the claim. Waiting for Medicare or the health fund to process it.
Online Received	A Processing Report has been received. The batch is ready to finalise.
Finalised	The batch has been receipted and finalised. No further action required.

Create valid online batches

The Auto-Batch Online Invoices button splits available invoices into appropriate batches and sets them to Online Ready status automatically. No further submission step is needed.

Navigate to Accounts > Batch Billing.
Select the Location drop-down at the top of the screen and choose the relevant location.
Click the Auto-Batch Online Invoices button at the bottom right of the screen.
A progress window appears while batches are created. When complete, all new batches appear in Online Ready status and will be submitted electronically within approximately 30 minutes.

Set the Location filter before clicking Auto-Batch Online Invoices. Leaving it on All Locations will include batches for every location.

Finalise a batch paid in full

After a batch is processed, HealthTrack automatically downloads two reports and moves the batch to Online Received status:

Processing Report - lists each item submitted, with the amount claimed and the amount paid.
Remittance Advice Report - shows the total payment received. One payment may cover multiple batches.

The Remittance Advice can take up to four weeks to arrive from health funds. It will appear in HealthTrack as soon as it is available.

To finalise a batch that has been paid in full:

Navigate to Accounts > Batch Billing.
Locate the batch in Online Received status.
Right-click the batch and select Goto Receive Online Payments, or highlight the batch and click Receive Online Payments at the bottom right.
In the Receive Online Payments window, check that the values in the Claimed column and the Paid column match. A match confirms the batch was paid in full.
If the Total Payment column shows a different amount, a single payment has covered multiple batches - all batches in that payment can be finalised together in the next step.
Click the Finalise button for the batch.
The Automatically Finalise Claim window opens and lists all batches covered by that payment. Review that the Totals at the bottom match the Total Payment shown in the Payment Run Details at the top. Rows highlighted in orange indicate a difference between claimed and paid amounts.
If the totals are correct and there are no concerns, click Automatically Finalise Claim.
A confirmation prompt appears. Click OK to complete finalisation.

Finalised batches move to the Finalised status in Batch Billing History.

If a batch is highlighted in orange (partially paid) or the Claimed and Paid amounts differ, do not use Automatically Finalise Claim. Review our article on How to manually finalise batches.