Configuring Ophthalmology Clinical Billing

The Clinical Billing tab lets clinical and billing staff raise billing items directly from an Ophthalmology clinical record. The billing item numbers relevant to each record type are set up in advance and presented in grouped columns, so the right items can be added quickly and consistently while the record is being completed.

When Clinical Billing is enabled, a Clinical Billing tab appears on the clinical record, alongside the Report tab. Staff select the items that apply to the visit, and those items are sent through for billing.

This article is for staff configuring and maintaining the feature. The three areas you configure are the items shown on the tab, the heading groups those items sit under, and which heading each item belongs to.

Understanding the Clinical Billing tab

Item numbers are laid out in one or more columns. Within each column, items are gathered under headings so related items appear together. There are two levels of grouping:

Always: items added to every new record automatically (via the Auto setting outlined below) appear under the Always heading. All other items that staff add as needed appear under Potential. This split is shown only when a column contains a mix of both.
Reporting group: within those, items are grouped under named headings, for example a procedure or consultation group. These heading names are configured separately, as described below.

To add an item to the record, staff click the add (plus) button on the item, or double-click it. Items that have been added are highlighted in green, so it is clear what is already on the record. An item configured with a quantity greater than one is added that many times.

Configuring which items appear

The items shown on the tab, their columns, and their order are all set in the Clinical Billing configuration screen.

Open any clinical record of the relevant type and go to its Clinical Billing tab.
Click the Config (cog) button. This requires the Access_Clinical_Billing_Config permission.
At the top of the screen, select the record type you want to configure.
Click Edit, then add or adjust the item rows in the grid.
Click Save when finished.

Each row in the grid represents one billing item. The settings on each row are:

Setting	What it controls
Item Number	The billing item number to display.
Description	Billing item number description.
Quantity	How many times the item is added when it is applied.
Auto	When ticked, the item is added automatically to every new record of this type. Auto items appear under the Always heading.
Hidden	Hides the item from the tab.
Grid	Which column the item appears in. Items are spread across the number of columns you use (1, 2, 3, and so on).
Order	The order of the item within its heading. Lower numbers appear first.

The screen also carries a small number of record-type level options, for example whether a record type is exempt from billing, and whether an item can be added only once per record. Leave these at their existing values unless you are deliberately changing that behaviour

Configuring the group headings

Headings come from a configurable list of reporting groups in the List Manager, and each billing item is assigned to one of those groups. There are two places to maintain headings: the list of group names, and the group assigned to each item.

Changes in List Manager apply system-wide and take effect immediately for every user. Editing or deleting an item that is already in use can break existing bookings, templates, reports and integrations, and deletions generally cannot be undone. Check with HealthTrack Support first if you are unsure.

Naming and ordering the headings

The heading names live in List Manager.

Go to Admin > List Manager.
Set List Category to HealthTrack Lists.
Set List Name to Item Reporting Groups.
Add, rename, or remove entries. Each entry is one heading name.
- To edit, first select Edit List, then Edit Item.
- Select Save Item and then Save List to save all changes.
Use the move up and move down buttons to set the order. This is the order the headings appear, top to bottom in any drop-down lists referencing these reporting groups.

For a reporting group to appear as a heading on the clinical record, its Additional Notes field must be set to CR_DISPLAY. Set this in the Additional Notes box for the entry. Reporting groups that are not flagged this way, and items that have no reporting group, are shown under a heading called Other.

Do not rename the 'Other' Item Reporting Group - any changes will not be reflected. This group is a System Item and unable to be changed as it is often used as the default for multiple item numbers as well as those without CR_Display.

Assigning an item to a heading

Each billing item is linked to a heading through its Reporting Group.

Go to Admin > Billing > Add/Modify Billing Items.
Find and edit the billing item.
Set its Reporting Group to the heading you want it to appear under, then save.

The reporting group chosen here is the heading the item appears under on the Clinical Billing tab, provided that group is flagged for display as described above.

How items are ordered on the tab

The position of an item on the Clinical Billing tab is decided as follows:

Column is set by the item's Grid in the configuration screen.
Within a column, items are grouped first by Always / Potential, then by reporting group heading (in the List Manager order), and finally by the item's Display Order.

Quick reference

To do this	Go here
Change which items appear, their columns, order, auto-add, quantity, or hide them	Clinical record > Clinical Billing tab > Config (cog) button
Add, rename, or reorder the heading groups	Admin > List Manager > HealthTrack Lists > Item Reporting Groups
Make a heading group appear on the record	Set the group's Additional Notes to CR_DISPLAY in List Manager
Put a billing item under a particular heading	Admin > Billing > Add/Modify Billing Items > Reporting Group