Medilink WebPos Workflox WebPos Workflow.pdfFor the WebPos workflow it is especially important that patients are setup with the correct billing type. Go in to Edit Patient and ensure
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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.
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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.
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Make Appointments
Make the appointments as normal in Medilink.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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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.
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