Overview

1.      Access the Claiming, Banking and Payments panel

2.      Access the Batch tab.

You can batch a group of claims for each practitioner at the end of the day, and send the batch to Medicare.

A list of unbatched consults for the current day is displayed by default. Number of Medicare and DVA consults for the day are indicated in brackets.

You can change the display by using the filter section,

o      Status drop-down can be changed as required to view unbatched/batched/transmitted/exceptions/resolved visits/consults.

o      Centre would be set to the centre to which you are currently logged in to.

o      HCP dropdown can be changed to set the view to particular HCP related visits/consults.

o      To look for a particular visit – type in the visit Id in Search by visit Id field.

Editing a Visit from the Batching Window

Before a consult is batched, it can be edited in the Visit panel.

1.      Access the Claiming, Banking and Payments panel

2.      Access the Batch tab.

 

3.      Ensure you are viewing Unbatched items.

4.      Select a consult from the unbatched list. The associated visit is presented to you.

 

5.      Make any required changes to the Code, Amount, Service Fee type, or Service Text. You can also delete or add a new service items.

6.      Click Issue to confirm the change and re-issue the visit.

Batch a Group of Items

1.      Access the Claiming, Banking and Payments panel

2.      Access the Batch tab.

 

3.      Ensure you are viewing Unbatched items.

4.      Select the Centre you wish to view unbatched items for.

o      Optionally also filter the list by clinician.

 

 

5.      A list of unbatched consults is displayed and sorted by day. Tick the associated check box beside each consult you wish to batch.

o      To select all consults for that day, tick the check box associated with the day itself, as shown in our example above (for 22/09/2016).

 

 

6.      Click to create a batch.

o      The consults are removed from the unbatched panel, and moved to the batched panel.

o      A success message is displayed if the batch is successful and the batch report is printed.

Remove an Item from a Batch

1.      Access the Claiming, Banking and Payments panel

2.      Access the Batch tab.

 

3.      Ensure you are viewing Batched items.

4.      Hover your mouse over an individual batched consult to display the option to unbatch it. If you choose to unbatch it, the item is returned to the unbatched panel.

Transmitting a Batch

1.      Access the Claiming, Banking and Payments panel

2.      Access the Batch tab.

 

3.      Ensure you are viewing Batched items.

 

 

4.      Expand a batch by clicking on the batch number, A list of all the batched consults is displayed.

 

 

5.      To transmit a batch to Medicare, tick the check box associated with the batch, and then click

o      A spinner is displayed while the batch is being transmitted.

o      A tick indicates a successful transmit.

6.      The batch moves to the Transmitted list until a response is received from Medicare. If necessary, you can also re-transmit a batch.

Re-transmitting a Batch  

1.      Access the Claiming, Banking and Payments panel

2.      Access the Batch tab.

 

3.      Ensure you are viewing Transmitted items.

4.      From the transmitted panel you can select a batch and click

Handling Exceptions

When Medicare has reviewed the batch, it returns either an exception or a resolved response. If there is an exception with the batch, the batch will appear in the Exceptions panel.

1.      Access the Claiming, Banking and Payments panel

2.      Access the Batch tab.

 

3.      Ensure you are viewing Exceptions items.

 

4.      Click on a batch to view the list of consults.

5.      Click on an individual consult to view the details in the right-hand panel.

6.      Any issues or changes made by Medicare are shown in red. For example Medicare may have only paid a partial amount. An error code is also displayed. Hover your mouse over this code to see the reason.

o      Click Accept to accept the changes made by Medicare.

o      Click Resubmit to resubmit the claim to Medicare.

•       Make changes to the Code, Amount, and Service fee if required, and click

•       If a resubmit is chosen, the consult moves from Exception back to Unbatched to be sent to Medicare again.

•       If all changes are Accepted and saved, the batch is moved from Exceptions to Resolved.

 

7.      In the Exceptions panel check the box beside a batch and select the Exception Report.



An Exception Report is generated and printed for that batch and displays a summary of all exception information.

Resolved

1.      When Medicare approves a batch of consults, the batch is displayed in Resolved.

 

 

2.      Tick the check box beside a resolved batch, and click Payment Report



A Payment Report is generated which displays a summary of all batch payments made for the practitioner on a particular day.

 

 

Resetting a Batch - Batch Unlock

Helix informs users of claim errors which would prevent the claim from being transmitted to Medicare. This feature pre-checks for errors upon creation and informs the user at that time. The claim can still be batched, but is blocked from being transmitted. You will have the option to un-batch the claim that has errors from a batch, rectify the error and transmit the remaining claims batch to Medicare successfully.

In the Transmitted section, claims that do have errors which block a batch are marked. Hovering over the error symbol provides the user with detailed error information. The batch can be unblocked via the button which removes claims with errors to ensure the batch can be transmitted. Claims with errors can be rectified in the unbatch section under Status: Transmitted.

 

 

 

Example: Batch A0081 has been transmitted and has an error. The error details can be seen by clicking on the icon on the voucher, as seen below

Error indicates 9298 – Invalid format for data item (VIFLU is not a acceptable Medicare item)

 

Click to reset the batch.

The voucher returns to the unbatched section.

 

Remove the Item not accepted by Medicare by clicking the icon in the visit window. Then click

Now click on the voucher, batch it again and transmit to Medicare.