Quick Guides
Server/Mail - KDCBoWKa
RxTro - admin@gkfamilypractice.com.au // Boronia3155!
HealthEngine -
ACCOUNTS PAYABLE
Submitted by 12pm every second Wednesday.
Invoices to be scanned and emailed to:
hubdoc.c.hui+greaterknox.ljmtrg0o@app.hubdoc.com
Batch Summary and ABA file will be provided by Thursday afternoon that week.
Dr Su to pay via CommBank.
ADDING A NEW PRACTITIONER
Steps:
· Must fill out a tyro application and be added to the tyro machine. Tyro will do this.
· Print out an EziDebit form and get new doctor to fill in. Add them as a New Payer in EziDebit
· In PracSoft:
o Add the practitioner using Provider number, Prescriber number, HPI-I number, AHPRA number, enable ePrescribing etc. Allow changes and update to MD exchange, allow profile to be added to Medical Director. Must have HPI-I and AHPRA number to enable ePrescribing.
o Go to Setup, Bank Accounts and Add the Merchant ID number given by Tyro
o Go to Setup, Letterheads, Add New and then copy the font style, size and format from another practitioner, changing the name and BSB and Bank Account details.
o Add to appt book
· Assist doctor with Proda – ensure their banking details are added so that they can receive their claims
· Add doctor to Associated GP’s in PIP (instructions in Proda sheets)
· Send incentive forms to Medicare, WorkCover, TAC etc
· Modify Practice LetterHead template in Medical Director to add the practitioners provider number and name details
· Add practitioner to Health Engine for online bookings
· Add practitioner to website
AUSPOST
Access to portal and authorized users for our business credit account.
Login username:A
Password: Boronia3155!
COURT SUBMISSIONS/SUBPEONAS
Go to https://ecase.countycourt.vic.gov.au
Username: admin@gkfamilypractice.com.au
Password: Boroni3155!
Click respond to subpoena
Follow the prompts
This is my PERSONAL login. It can be used in the short term but the clinic will need to create a new one once a new PM starts.
EziDebit
To enter direct debit payments for the contractors
Log into EziDebit (need authenticator app passcode)
Click on Payers
Click on Find Payers
Enter details into search criteria
Click on matching result link
Under Payment details, click Add Payment
Enter in Date of Direct Debit, amount, and GKFP mgt fee as the reference
Click Save
Check under payment details that it has been added correctly
Direct debits occur every fortnight on a Thursday.
NTCER
This is calculated on total receipts for the registrars every 12 or 14 weeks.
Download the report for both 12 weeks and 14 weeks for Receipts by Item No in PracSoft.
Remove any treatment room fees etc.
Email to payroll@mediq.com.au
They will calculate if the registrar is entitled to any bonus payment.
If 14 weeks is used as the first period, then the following is 12 weeks and vice versa.
ABA file and payslips to be generated by Mediq
Dr Su pays via CommBank.
PRODA
When there are any changes to the GP’s in the clinic:
Log into Proda:
- My Programs
- Practice Incentives Program (PIP)
- Update
- Practice Details
- Associated GP’s
- Add GP to add one, or select one and enter end date to end a GP placement
To add medical students and their teaching sessions:
Log into Proda:
- My Programs
- Practice Incentives Program (PIP)
- Update
- Incentive Summary
- Add Claim (next to teaching incentive)
- Select the university, add the details and number of sessions, choose declaration date and Save and Exit
To add a patient to the Indigenous Health Incentive:
Log into Proda:
- My Programs
- Practice Incentives Program (PIP)
- Update
- Indigenous Health Incentive
- Patient Search/Register/Update
- Add in details and register if not already registered
Confirmation statement
MUST be done annually. It is completed in May. Follow the prompts in Proda. Not due again until May 2025.
To check history of payments:
- Payments
- Payment History
- Change the year to view previous year’s payments
To add an ATSI patient to the CTG register:
Log into Proda:
- Menu
- Closing the gap co-register
- Search by medicare details/name
- Register if not registered
MBS Items Online Checker
- Can only be done when acting for a provider.
- Enter in patient details, tick declaration.
- Tick item number boxes that you are questioning
- Search
Practice Incentive Program PIP
Nothing extra to be done for PIP in Proda in each quarter other than entering any GP changes, teaching sessions, Indigenous Health patients.
SWPE records must be uploaded by the 15th of January, 15th of April, 15th of July and 15th of October. The number of SWPE needed can be found on the payment history from the previous quarter.
Enter this number into ePIP widget in Medical Director on right hand side of screen. As Sasi uploads them, the blue hyperlink number will show how many have been uploaded.
Workforce Incentive Program (WIP)
Log into Proda:
- My Programs
- Workforce Incentive Program (WIP)
- Update
- Quarterly Confirmation Statement
- Update the weekly contracted hours for each nurse. Add up all of the hours for each nurse for the 13 week period and then divide it by 13 to get the average weekly hours.
TYRO PORTAL
Go to merchant.Tyro.com.au
GKfp3155$!
Click through the merchants as required. Can search for transactions etc.
I have mainly used this for when a patient has been charged twice and I have needed to verify it from our end.
TYRO MACHINE
Administrator passcode 0410
Refund passcode 4143
WEBSITE UPDATES
Email wayne@websitesvictoria.com.au
He will update the website. Sometimes needs some reminding.