Prerequisites for Batch Billing

Before you can submit claims electronically to Medicare, DVA, or eligible health funds, your providers, locations, and health fund relationships must be configured. Use this article as a setup checklist before working in Accounts > Batch Billing.

Provider numbers with Medicare

Confirm the following with Medicare before configuring HealthTrack:

• Each provider number is registered against your Minor/Location ID.
• Medicare holds current payment details for the practice.

Internal MO configuration

Each provider needs to be set up correctly under Admin > Internal MO > Manage Internal MOs.

1. Open Admin > Internal MO > Manage Internal MOs.
2. Select the provider from the list.
3. Confirm the Speciality field is correct. Online claiming requirements differ between specialists and general practitioners.
4. Under Location & Health Fund Specific Provider Numbers, confirm the provider has a provider number recorded for each location they invoice from.
5. Click Save.

Health Fund Relationships

Each provider number used for health fund billing needs a relationship recorded against each fund. Contact the health fund directly if you are unsure of the doctor's billing relationship.

The relationship options are:

Set relationships via Internal MOs

1. Navigate to Admin > Internal MO > Manage Internal MOs.
2. Click Edit Health Fund Relationships in the upper right.
3. In the Online Billing Doctor Relationships dialog, select the doctor from the drop-down.
4. For each health fund and provider number row, select the Relationship cell and choose the appropriate option.
5. Click Save and Close.

Set relationships via Companies

1. Navigate to Practice Wide > Companies.
2. Click Select Company.
3. Enter the company name and click Find.
4. Double-click the health fund to open the record.
5. Select the Health Fund Details tab.
6. Click Show Online Billing Relationships.
7. In the Health Fund and Doctor Relationships dialog, review the existing doctor and provider number rows.
8. To add a new combination, click Add, then choose the doctor and provider number in the Doctor column and the relationship in the Relationship column.
9. Click Save and Close.

Health Fund Payee or Practice ID

Some health funds require a Practice ID for electronic claims.

Enter a Practice ID

1. Navigate to Admin > Billing > Add/Modify Bill Practice Number.
2. Choose the doctor from the drop-down in the top left.
3. Choose the health fund from the drop-down in the top right.
4. For each provider number used for health fund claims, select the Practice ID cell and enter the ID supplied by the fund.
5. Click Save.
6. Repeat for each fund and doctor combination.

Flag a fund as requiring a Practice ID

If a fund needs a Practice ID but does not appear in the Practice Number Manager, set the requirement on the company record.

1. Navigate to Practice Wide > Companies.
2. Click Select Company.
3. Enter the company name and click Find.
4. Double-click the health fund to open the record.
5. Select the Health Fund Details tab.
6. Click Edit.
7. Tick the Requires Practice ID checkbox.
8. Click Save.

Location setup

Some locations need additional identifiers before claims can be submitted online. Locations configured with a Location Type of hospital create an Inpatient invoice by default.

Hospital Facility ID

All hospital locations need a Facility ID for electronic health fund claims. Obtain the ID from the Department of Health and Aged Care list of declared hospitals.

1. Navigate to Admin > Locations & Rooms > Locations & Rooms Manager.
2. Select the location from the drop-down in the top left.
3. Click Edit in the bottom left.
4. Enter the value in the Facility/Hospital Provider ID field. A green tick appears when the value is valid.
5. Click Save.

Location Specific Practice Number (LSPN)

An LSPN may be required for diagnostic imaging or radiation oncology services. Look up the LSPN in the LSPN Register on the Health Professional Online Services site.

1. Navigate to Admin > Locations & Rooms > Locations & Rooms Manager.
2. Select the location from the drop-down in the top left.
3. Click Edit in the bottom left.
4. Enter the value in the LSPN field. A green tick appears when the value is valid.
5. Click Save.

Invoice-level requirements

Some invoices need extra information before they can be submitted online. Add this information by clicking Details at the top right of the invoice.