Toniq Integrated NHI Lookup

Transcription

1 Toniq Integrated NHI Lookup User Guide Program Version 4.7 Program Version 5.01 Jan 2014 Program Version 5.01 Jan 2014

2 Integrated NHI in Toniq (v5.01 Jan 2014) Contents Setup... 3 Setup username and password in Toniq... 3 Validation of NHI... 3 To validate a patient s existing NHI:... 3 Note : Returned data VERY different Note : Multiple NHI s for a single patient To validate/find a new/existing patient NHI... 5 Note : Multiple names... 6 Pharmacy Agreement, Mandatory NHI and Electronic Claims

3 Setup In order for the Toniq Dispensary program to integrate to the MOH NHI database, it must be given both a username and a password, generated by the MOH. This will be provided via Toniq RSS feed (Toniq messages), with instructions on where to enter these in Toniq Dispensary. If the username and/or password is required at a later stage, both our helpdesk and the MOH s helpdesk will have access to it. If a NEW username and/or password is required the MOH s helpdesk should be contacted. Setup username and password in Toniq Go to Administration, Setup, Internet Options 1) Enter your username this is in the 1 format: G99999-X_HSAPP0018 (where can be any combination of numbers and X is any letter in the range A to K). 2) Enter your password 3) Enter the name of your pharmacy 4) Enter your organisation id, this is the first part of your username to the underscore e.g G99999-X Validation of NHI All patient NHI s show in red on the Rx entry screen until they have been technically validated against the MOH s NHI database. There is no operational requirement to validate and it is likely that the NHI will, in most cases, be correct (ie the NHI is a valid one and is loaded to the right patient). There are signs that NHI will become mandatory in the near future and when that happens any NHI s that are not correct will result in rejected claim items. Pharmacies may wish to gradually validate their patient NHI s to be sure of no surprises. Once a patient s NHI has been validated the number will be displayed in the same place but in black. To validate a patient s existing NHI: With the patient selected on the Rx entry screen, o F2 (Edit Patient) o F3 (NHI Lookup) o 1 (Search by NHI in MOH database), 1 HSAAPP0018 is the part of the username that indicates Toniq software. All pharmacy organisation id s start with G. 3

4 o F8 (Search by NHI). Only one match will be returned for a search on NHI number. If the NHI number is not valid an error message will be returned. In this case the full name, date of birth, gender and address returned should be checked for the pharmacy to be sure that this NHI number is properly assigned to this patient. Function keys at the top of the screen can be used to update the pharmacy record if the pharmacy recognises that the returned data from NHI is more accurate or current. For example Capn Pugwash probably should be Capn Mark Pugwash, and the first two lines of his address should perhaps be in the reverse order. Note : Returned data VERY different. A situation may rarely occur where a Name and Date of Birth (in combination) returned from the NHI for the NHI number submitted is very different from the information the pharmacy knows about the patient. In these instances there may be identity confusion, and the pharmacy should do some further checks that the NHI number is correct for that patient. If required, support for this can be obtained by contacting the Ministry s Helpdesk. Identity confirmed and ALL detail correct? Remember to press F4 Set NHI In order to change the NHI from RED to BLACK signifying its successful validation, the F4 Set NHI key must be pressed to confirm patient identity. 4

5 Note : Multiple NHI s for a single patient. It is a fact of life that a significant number of patients will have been issued more than one NHI number over the years. Where this is the case NHI numbers are linked in the MOH database so that the patient can be located regardless of which NHI is used. NHI s that have been superseded are called dormant. An NHI lookup done for a dormant NHI should return the expected patient but the returned result will show the live NHI rather than the dormant one used to do the lookup. Under these circumstances consider using the F4 Set NHI function key to update the patient record with the live NHI rather than leaving the dormant one. If this is a regular patient, and the prescriptions coming from the doctor have the dormant NHI on them, this may not be practical operationally. Your decision may depend on your working relationship with your doctors! If you do update the NHI it may be worthwhile recording the dormant NHI in a patient note, and vice versa if you keep the dormant NHI it may be worthwhile recording the master NHI so that one day when the prescriber has updated his/her records you can follow suit. To validate/find a new/existing patient NHI If a new patient is being added to the database and an NHI is needed OR an existing patient does not have an NHI and one needs to be found. Use the NHI Lookup option 2 Search by patient name/dob in MOH database o F8 (Search by name). If the date of birth is known the search is likely to be successful without much difficulty, even if the first name of the patient is suspect. If the date of birth is unknown the more accurate the first name the better. If the first name is entered and is wrong the search may fail. It is worth trying the search with as close a first name guess as possible. 5

6 If the search does return multiple results it is likely that only the first few will appear to be sensible. The NHI service algorithm that governs name searches is complex and can yield surprising results. Note : Multiple names A patient may exist with more than one name on the MOH NHI database. In this case the database flags the preferred name. In the 5.1 version of Toniq, there is no reference to this flag. So if the search by NHI number yields a name which is at best strange and at worst nonsensical, try the lookup again by patient name to verify that the NHI number IS correct. Pharmacy Agreement, Mandatory NHI and Electronic Claims. An early stage of Pharmacy Agreement changes included the requirement for mandatory NHI. This was dependent on the provision of an integrated NHI lookup service. So the requirement was abandoned when it became clear that the HIP project could not be ready in time. This mandatory requirement for NHI may be reintroduced and is controlled by a medicine update triggered switch. If and when it becomes a requirement the following claiming functionality will be triggered. Electronic claim error checks will highlight missing or invalid claim items. The Fix key can be used to correct or add NHI s to the patient. Accepted claims (i.e. those with reply files loaded) will display a new error message for rejections due to missing or invalid NHI s. NB: The MOH regard pharmacy as early adopters of the integrated NHI lookup webservice. As such, development is underway to improve this functionality. These enhancements will be available in the next Toniq program version later this year. 6