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Medilink WebPos Workflow

2017-04-07

Patrick Sims

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Contents Contents............................................................................................................................................ ii

Setup ................................................................................................................................................. 1

WebPos ......................................................................................................................................... 1

Tyro ........................................................................................................................................... 1

Desktop ......................................................................................................................................... 1

Medicare Online ........................................................................................................................ 1

Conduit ...................................................................................................................................... 1

Usage ................................................................................................................................................ 1

Desktop Initial ............................................................................................................................... 2

Patient Setup ............................................................................................................................. 2

Provider Schedules .................................................................................................................... 3

Make Appointments .................................................................................................................. 4

Confirming Appointments .......................................................................................................... 5

WebPos ......................................................................................................................................... 6

Login.......................................................................................................................................... 6

View Appointments ................................................................................................................... 7

Appointment Details .................................................................................................................. 7

Billing ........................................................................................................................................ 8

Add Items .............................................................................................................................. 9

Cash Consult ........................................................................................................................ 10

Veteran Bulk Bill .................................................................................................................. 12

Private Billing ....................................................................................................................... 14

Medicare Bulk Bill ................................................................................................................ 14

Reviewing Appointments ......................................................................................................... 14

Desktop Review ........................................................................................................................... 15

View Appointments ................................................................................................................. 15

Review Billing .......................................................................................................................... 16

Reconciliation ...................................................................................................................... 17

Print Invoice ......................................................................................................................... 17

Patient Claiming ................................................................................................................... 17

Bulk Bill Batching ................................................................................................................. 19

1

Setup

WebPos

Must be installed. You will need the Api address (it may be on a different port than the web site

address).

Users will be be given the web site address.

Tyro

If using Tyro via the WebPos you must go through the pairing process.

TBA – Blurb and screenshot of pairing process.

Desktop

Must be updated to 2017 R1.

Medicare Online

For claiming you must have Medicare Online setup and configured in your Desktop environment.

Conduit

Files must be copied manually to a folder, for example C:\medilink32bnt\bin\WebPos.Conduit

APS.WebPos.Conduit.exe.config must be modified so that:

• hub – points to the WebPos Api web address

• hub_Username – the username of the Api user

• hub_Password – the password of the Api user

Setup APS.WebPos.Conduit.exe to run on start-up using Task Scheduler and/or put a shortcut to it

on the desktop.

Usage We have 2 separate user groups:

• Practice admin staff who use the Medilink Desktop.

• Remote providers/staff who are using the Medilink WebPos.

There will be 3 phases:

1. The initial phase of the Desktop - setting up patients, schedules and appointments.

2. The usage of the WebPos - viewing appointments and billing.

3. The Desktop review - claiming the billing returned from the WebPos.

2

Desktop Initial

We start with the practice admin staff using the Medilink Desktop.

Patient Setup

For the WebPos workflow it is especially important that patients are setup with the correct billing

type. Go in to Edit Patient and ensure the Type of billing is correct (i.e. Cash Consult for patients who

will be paying on the day, Private Billing for private patients who will be invoiced, Medicare or

Veteran for bulk billing patients).

You should also PVM or PVV the patient to ensure that their details are correct with Medicare or

DVA.

3

Provider Schedules

You should setup your schedules to reflect where the provider will be. In this example our provider

Mena Kirrily will be in A Hospital Rooms.

4

Make Appointments

Make the appointments as normal in Medilink.

5

Conduit will automatically pick up these appointments and synchronise with the WebPos every few

minutes.

Confirming Appointments

The standard mechanisms for confirming appointments are still in place. You can phone and

manually confirm, or use the SMS reminders. We will just confirm one of the appointments to

demonstrate.

6

WebPos

We now switch to the remote provider/staff who are using WebPos. This is now sometime in the

future from the initial Desktop steps above.

Login

Open the WebPos using the web site address.

Fill in your credentials provided to you.

7

View Appointments

Click Appointments. You will now see your appointments. Note the appointment that was confirmed

previously.

Appointment Details

Clicking the Details icon next to an appointment will show various details about the patient.

8

Billing

Click the Invoice icon in the Appointment list (or the Invoice button in the Details screen). You should

see a billing screen.

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The type of billing for this patient should be pre-selected. This can be changed from the billing type

drop-down at the bottom of the screen.

Add Items

Press the + button to the right. Type in the item number. It will retrieve the fee rate for this patient,

and the description – but these can be modified as needed. GST can also be manually added where

applicable. Press Submit when finished.

10

Cash Consult

For cash consult patients, you will be presented with payment options.

Cash

Confirm that the amount was taken by clicking Yes.

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EFTPOS

TBA – Blurb + Screenshot of Tyro process.

In some cases you may use this where the Integrated Tyro payment has had a fault (i.e. the payment

was taken, but the system did not properly record it).

Post-Payment

This will now mark the appointment (and billing) as Completed.

A Receipt will now be shown. You can click Print or Email to provide this receipt to the patient (or

you may not as the Desktop staff will do this), and/or you can simply click Next to go on to your next

appointment.

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Veteran Bulk Bill

Adding items when the type is set to Veteran Bulk Bill (or Medicare Bulk Bill for that matter), will

select a different amount by default.

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There is no payment, you simply click Process to finish the billing.

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It will then mark the appointment (and billing) as Completed.

Private Billing

Private billing is similar to Cash Consult billing, except that there is no payment, and an Invoice is

shown instead of a Receipt, refer to the Cash Consult section above.

Medicare Bulk Bill

Medicare Bulk Bill billing is very similar to Veteran Bulk Bill billing, refer to that section above.

Reviewing Appointments

Remote providers/staff may like to periodically go back to the Appointments list to review. You will

note that billed appointments are now marked as Completed.

15

Desktop Review

We are now switching back to the practice admin staff on the Desktop. This is now sometime in the

future from the WebPos steps above.

View Appointments

Going to the Appointment Book you can now see that patient appointments have been marked

Finished in Medilink.

16

Review Billing

While billing will be on individual patient files (in the History Report or Copies Screen), there is a

more convenient way to review the billing that has come back from the WebPos, and to perform

claiming for that billing. Right-click the MediLinkIt icon in the taskbar notification area, and choose

Billing -> Review Web Billing.

Here we can see the billing the has been performed and reported by the WebPos via Conduit back to

the Desktop.

17

Reconciliation

A simple method of reconciliation is to view the appointment list and the billing list and ensure that

each appointment has been marked Finished and has billing assigned to it. If not, the admin staff

should query the remote provider/staff about these.

You may find that sometimes the remote staff have made mistakes too – those billings should be

manually corrected/reversed using the standard Medilink methodologies.

Print Invoice

In some cases, you may want to print a duplicate invoice or receipt. Highlight the rows you want and

click Duplicate Invoice.

Note, if you are going to submit these as claims, i.e. a Patient Claim or as part of a Bulk Bill Batch,

then you do not need to print the invoice or receipt (they will print when you perform that claiming).

Patient Claiming

All private billings without a Claim Id should be highlighted and the Patient Claims -> Submit Selected

button pressed.

You will be prompted about the billing not being raised as a Medicare Online claim initially – select

Yes.

Once the claim has been successfully assessed, a Statement Of Claim & Benefit Paid or a Lodgement

Advice will be printed and/or email to the patient (depending on your Medilink setup).

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Troubleshooting

Note that while the system will stop you from submitting non-private billing, it will let you resubmit

private billings multiple times. This is not necessarily a problem as Medicare won’t pay identical

claims twice, but worth understanding if you get a 9632 error - Duplicate of service already paid.

In some cases, you may need to correct/reverse WebPos billing and rebill with the appropriate

indicators.

Unfortunately, we are unable to troubleshoot all the outcomes of Patient Claims in this guide -

please refer the Medicare Online guide for more information about this process.

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Bulk Bill Batching

Highlight your DVA or Medicare Bulk Bill rows without a Claim Id (aka a Batch Number), and click

Store Selected and click Store Selected.

This creates a standard batch. The Forwarding/Receiving/Processing logic will now be the same in

Medilink as for any other batch.

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Troubleshooting

The system will stop you from clicking Store Selected where you have selected multiple rows that

cannot be batched together, i.e. mixing DVA and Medicare.

Note that you can perform this batching via the existing Desktop batching mechanism too.

In some cases, you may need to correct WebPos billing and rebill with the appropriate indicators.

Unfortunately, we are unable to troubleshoot all the outcomes of Bulk Billing in this guide - please

refer the Medicare Online guide for more information about this process.