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Medtech Setup Webinar Contents: Location Setup Staff Setup Location Setup Choose the Setup Menu then select Location You will need to have adequate access rights (System Admin) to be able to access

1 Medtech Setup Webinar Contents: Location Setup Staff Setup Location Setup Choose the Setup Menu then select Location You will need to have adequate access rights (System Admin) to be able to access this. Double click to open the required location (most practices will have only one location) Details Tab You will then need to ensure that the Details tab contains the correct postal and contact information. The information from here is reflected in certain forms e.g. the City from the details tab in location will be shown in location within the ACC45 form. 1

The Capitation section would be set by your Medtech Trainer at the time you were setup with Medtech.

2 Postal & Accounting Details tab Location Postal Address section is where you would enter a separate postal address for your Practice if the postal address is different to the physical address, e.g. a post office box. The Capitation section would be set by your Medtech Trainer at the time you were setup with Medtech. If GMS Capitated is not setup, invoicing for Capitated Patients would not work. In the example below a capitated patient should have a tick in Cap within the subsidy section of the invoice. 2

Accounting Section Choose the Statement Period from the dropdown list, select how often the statements should be generated, this field defaults to Monthly Please don t alter the Print Mode from what

3 Accounting Section Choose the Statement Period from the dropdown list, select how often the statements should be generated, this field defaults to Monthly Please don t alter the Print Mode from what it is as this has a major impact on financial transactions. The Medtech Trainer would have set this up when Medtech was first implemented. The majority of practices Print Mode will be Normal. GST GST percentages and periods can be viewed here. Allow back dating of invoices Selecting this option means that the invoice date is able to be backdated on the invoice window by altering the Date Seen field. Allow backdating of Payments Selecting this option means that the invoice date is able to be backdated on the payment window. We recommend you don t tick Allow back dating of invoices or payments as this affects any previous accounting reports printed and is not good accounting practice. Look Back Range You can alter this to change the time range of transactions displayed within a Patient s Account Holder Screen. We recommend you have this set to 1 year so that you don t need to filter the account holder screen each time. Codes & Defaults Tab 3

4 Address Details - Default codes that you wish to appear when adding a new patient are set up on this screen. Address default codes can be typed into the appropriate fields. Health Facility No. This number is available from the NIR Administrator under your District Health Board HPI Facility No. The Health Practitioner Index Facility Number is given by Ministry. This is connected with the MSD WINZ Webform (Drs will also have their own individual Provider s HPI number which is entered into Staff setup) HPI Organisation ID - This is required in order to use esam, you need to request an HPI Organisation Code from the Ministry of Health - download and complete an Address Service Access Request form from this website: -geocoding/addressing-andgeocoding-information-health-providers Account Group Select the Account Group that New Patients will be defaulted to within the Patient Register. Registration Select the Registration Code that New Patient s will be Defaulted to within the Patient Register. Used to determine if the patient is Registered with the Practice Or if they are a Casual Selecting a registration type will default this for all new patients. Most Accident and Medical Centres would have the default set to Casual and Practices that are part of a PHO will set their default to Registered. Show Title on Palette / Patient Search Select this tick box if the patient s title e.g. Mr / Mrs is to be displayed on the palette and search windows. Service Select the default Service Provider for the location from the dropdown list. This will be the Provider that any UNMATCHED Provider messages will be directed to. Income Select the default Income Service Provider for the location from the dropdown list. Ref - Unload Ref and SX Ref: Codes: Type in the sites Unload Reference and Southern Cross (SX) Reference number. Note the Address Book Auto Allocation ONLY applies to Version 20.9 which hasn t gone to General Release at the time of this webinar. New check boxes have been added in the Location settings to allow the user to allocate codes automatically for the Address Book and Health Agency. These options will be unchecked by default. The Address Book and Health Agency codes must be set up in the location, so that when a new entry is added, it automatically picks up the next available code. The code will display AUTO in the New Address Book and New Health Agency screens. When the user enters all the details and clicks OK, the next available Address Book and Health Agency code will be updated. 4

5 Custom Encounter Slip The Custom Encounter Slip will print out if you have Selected the Custom Encounter Form from the Forms/Form No.s tab. Use the Insert button on the Customer Encounter Slip tab to add merge fields to your custom Encounter Slip. 5

that header, footer or disclaimer page to Reports by adding a tick

6 Printing Options Tab Use this tab to customise Headers, Footers and a Disclaimer Page to add to Reports and Documents You can then apply that header, footer or disclaimer page to Reports by adding a tick to the applicable tickbox within the Reports tab of Printing Options. 6

7 You can then apply that header, footer or disclaimer page to Documents by adding a tick to the applicable tickbox by selecting the Documents tab of Printing Options Remember to use the RIGHT Click option and choose Select all or Un-select all rather than ticking each box individually 7

8 Logo Tab Record your Practice Logo here Tick the applicable Logo check boxes to apply the logo to the various reports. Add the number of lines you want the printer to Skip if you want the Logo to print on letter head paper. If you wish to format this in any way, select the required text then choose the appropriate font, size bold, etc 8

(You can also copy and paste the merge fields from another label)

9 Labels Use the label tab to create up to 4 different labels. Within each Label use the Insert button to add Merge fields. (You can also copy and paste the merge fields from another label) Click the drop arrow to the right of the Filter to choose another list of merge fields. 9

which you can design and edit yourself within the Custom Encounter Slip Tab of Location Setup.

10 Forms/Form No.s Tab Click the drop arrow to the right of Encounter Form to select either a standard encounter form (which you can t edit) OR a Custom Encounter Form which you can design and edit yourself within the Custom Encounter Slip Tab of Location Setup. Auto Select Appointment Book: If ticked, when a new patient is put on the Palette, and the Appointment Book is the active screen, the appointment book will change to that patient's Provider. E.g. if you are viewing Dr A s appointment book then put a new patient on the palette whose provider is Dr B then the appointment book will change to Dr B. 10

11 Print Ethnicities On Standard Encounter Slip: If ticked, a patient's ethnic details will be included on the Encounter Slip. (note this option will only be available if you have selected Standard Encounter Slip) Active Patient In Appointment Book: If ticked, when an appointment is made from WITHIN the appointment book for a patient, they will automatically become the active patient on the Palette. Prompt User for Reason for Cancellation: This option will provide users the ability to enable or disable the display of the Cancellation Reason screen when cancelling an appointment within the Appointment Book. When this option is ticked the Cancellation Reason screen will be displayed when cancelling an appointment in the Appointment Book. When this option is not ticked the Cancellation Reason screen will not be displayed and all cancelled appointments will automatically record a cancellation reason of No Reason Given. Force Password Entry In Queue: If ticked, when a patient is selected from the Queue as being 'In Consultation' the password screen will appear Manage Provider/ Patient Transfers: If ticked will enable the user to transfer patients between the Providers while placing them in consultation using the In Consultation Status Screen. (Predominantly used in Accident and Medical Centres) Update Queue Provider: This will allow the user to retain the initially assigned Provider in the Queue even if the Patient has been in consultation with other Providers. (Only applicable when Manage Provider/Patient Transfers is ticked and the In Consultation Status screen is used). Enrolment Form: Select an Outbox Document as the Enrolment Form that will print from the Appointment Book. (To utilise this the user would selecting the appointment book menu choose Print Enrolment Form OR you can setup Staff Members within the Options Section of the Provider Messages Tab) Colour Appointment Book: When ticked, all those patients without an Enrolment Status within the Patient Register OR has a confirmed enrolment AND the enrolment date is more than 2 years and 10 months from the current date AND the patient date of last invoice is more than 3 years from the current date The status field of the Appointment Book will have an Orange background. The new B code enrolment will display as PINK for babies who have a status of Newborn. 11

12 Colour To Include Casuals: When ticked, all those casual patients without an Enrolment Status within the Patient Register, the status field of the Appointment Book will have an Orange background. (this is NOT normally ticked) Enrolment Status On Palette: When ticked the Enrolment Status within the Patient Register, will display on the Palette (above the account balance) along with the patient's Funding Status. Disable patient register funding dates: When ticked the Funding Details section within the Patient Register - Enrolment-Funding Tab cannot be assessed. The funding information is updated automatically via the LinkTech PHO Import however this option can be un- ticked to make manual alterations. We recommend that this option is re-ticked after any manual alterations are made from the import report. ACC Prefix: ACC numbers can be added for the location within these fields. Enter the Prefix along with the ACC Start Number and ACC End Number. When adding a new ACC form the software will automatically add one of these numbers (unless the provider also has some numbers setup via Setup / Staff / Member) upon saving the form. (We recommend entering ACC45 numbers only into the location setup rather that the Staff members) Vendor ID: ACC provide the information required in this field to enable the use of ACC e- schedules. Send Electronically: This field determines the default for the 'Send Electronically' option within the ACC45 combined form. The Web Forms tab will not be covered in this session. The Queue tab is covered in a previous Webinar for Accident and Medical Practices which you can find on our website at this address: 12

Clinical Tab Lab erequest and Outbox Printing are only available in certain regions of New Zealand. Classification There are release notes describing the setup and use of these in Version 19.

13 Clinical Tab Lab erequest and Outbox Printing are only available in certain regions of New Zealand. Classification There are release notes describing the setup and use of these in Version Sending Consultation Document: Select the Outbox document you wish to use for sending consultation notes via the Consult Screen (Consultation Menu) or through Utilities > Miscellaneous > Consultation Notes Unload (used predominantly in Accident and Medical Centres) Reshuffle recalls: Automated Immunisation Recall Rescheduling: When this is selected and a user reschedules an immunisation recall the software confirms that there is a minimum of four weeks between the new recall and the following recall. The later recall will automatically reshuffle to ensure the required four week gap as required. This option is ticked by default. Prescribing Enable in Clinic Administration of Medications See Version 20.9 release notes. 13

14 Reports Tab Use the Reports tab to manually alter funding amounts for each Age Range. These amounts will be utilised within the Internal GMS Report 14

Modify an existing Staff member double click their name If setting up an Admin User, Provider and

15 Staff Setup Be mindful of who has access to Staff Setup (System Admin access required) Setup > Staff > Members To Add new Staff Member Click the blank white page icon OR use the Shortcut Key Ctrl N To Modify an existing Staff member double click their name If setting up an Admin User, Provider and Service Provider will not be ticked and only the Staff Details and Access tabs need to be filled out. 15

16 To Setup a Provider If you Tick ONLY the Provider checkbox, the Provider can have appointments but cannot invoice patients. Tick the Service Provider checkbox to enable the ability to invoice patients. You will then need to fill out all of the other tabs. 16

17 The Access Tab The Login Password can manually be reset by the Practice Manager or System Administrator. A Locked User Account can be manually unlocked (as per Password Policies introduced in Version 20.8) Care is required when allocating Access Rights to Staff see the table below which summarises each Access Right Access Rights Once a site has registered the software for specific modules, they can then choose to restrict individual users from accessing specific features in Medtech32, e.g. restrict Receptionists from viewing clinical information. This is done under each staff member s set up in Medtech32. Below is a list of the features available under each Registered Module. Module Front Desk Features of Module Patient Register, GMS Update Utility, Appointment Book, Modify Appointment Template, ACC18,ACC45, ACC45e, M41, Accidents, Accounts (not Claims or Banking), Alerts, 17

18 Accounts Modify Invoice Payments Modify Invoice Services Delete Invoices Financial Recall/Screening, Immunisations and Outbox Setup Clinical Query Builder System Administrator Consult Management Labels, Capitation Age/Sex Report, High Use Report, Stock Reports, Outbox-parked documents, Patient Listing Report, Maternity Forms, Patient Join Utility, Appointment Reports Claims, Statements, Banking, Day Book, Age Balance Report, Verify Account Utility Modify Invoice / Payments Ability to amend services within the Modify Invoice Screen. Take care to allow only trusted Administrators to have this Access Right! Available in Version 20. Ability to delete invoices moved from Modify Invoice Services to Delete Invoices Analysis Reports Immunisations, Recalls, Screening, Patient Medical History Report, Apply Auto Recall, Immunisation Audit, Cervical Screening Audit, Outbox Access to set up Screens (excluding those available under System Administrator) (currently required to add accidents to invoices) Patient Medications, Patient Classifications, Medical Warnings, Consultation Notes, History, Front Page, Daily Record, Provider Inbox, Patient Inbox, Inbox Loader Drug Usage Report, Read Usage Report Access to Query Builder Module. Staff Maintenance, Set Up Services, Set Up Accounting Subsidies, Set Up Account Group, Set Up Location Reference No s, SQL Utility, Apply App Template, Drug Update Generally the Practice Manager AND/OR the Practice Owner should have this right When this check box is selected, the user will be able to access the Consult Management module. (This allows consult notes to be previewed and sent to the patient s GP). Note: Available in Version

19 Affiliation Daily Record Access: This selection box will enable the practices to restrict the viewing of Clinical notes for Providers under different Affiliation (for e.g.: If you would like to restrict a Physio Therapist from reading Clinical Notes Written by a Doctor then you would un-tick NZMC New Zealand Medical Council for that Physio). Auto Open when Login As it states, tick the screens you want to open automatically when the User logs into Medtech Auto Open when Select First Patient As it states, tick the screens you want to open automatically when the first Patient is put on the palette. Provider Tab Information on this tab is only accessible if the Provider check box has been ticked on the Staff Details Tab. 19

20 Provider Details: General information relating to a Provider is recorded here. Location: Select which Location a Provider is associated with. External Name: Enter the Provider's name in the format that you wish their name to appear in all reports generated by Medtech, generally formal in nature, for example Dr Johnathon Smith. Sequence: Relates to what sequence order they will appear on when a Provider listing is displayed within Medtech32. E.g. when you click the drop down list of Providers within the Appointment book OR the Invoice screen. HINT if you give ALL nurses one sequence number of 10 for example they should then display in alphabetical order. All Doctors could have a sequence number of 5. Has Appointments: Selecting this option indicates that the Provider has appointments. The templates then need to be setup via Setup / Appointments / Template Auto Gen: This option will provide users with the ability to enable or disable the automatic generation of Appointment Book Templates. Codes and References: Relevant information pertaining to what organisations the provider is affiliated to and their associated numerical references required for various print outs. It is important to enter the appropriate numbers as many of these are required for unloads. ACC Number: can be obtained from ACC and is necessary for Doctors to claim and generate ACC45s. Some Nurses are approved by ACC to claim and their number should be entered here also as are Physios and other Allied Health Providers ACC Vendor ID: can be obtained from ACC and will be used in the future in conjunction with E- Schedule Pin/Pan No: The Ministry of Health may assign a PIN/PAN Number to the claimant. Valid values will be in the range 0 to Registration No. This is a Doctor s NZMC Number, a Nurses registration number, or an Allied Health Practitioner s Registration Number. Claims will be rejected if this number is not entered. Lab No: Enter the number from your Lab Labtests Dr ID: Used for practices within the Auckland area for their Labtests number. Inbox To: Selecting a Provider from this listing will divert all inbox records to the selected provider within the Provider Inbox. (this is useful if a provider is going on leave OR if they don t work everyday). The Agreement and Payee Numbers can be obtained from Healthpac and your PHO and are necessary for the electronic claiming process. The ACC Provider Code is used to determine which ACC class the provider works under. E.g. Physio, General Practitioner 20

21 The Health Facility No. is used in conjunction with the Ministry of Social Development WINZ Web form Provider Messages Tab Information on this tab is only accessible if the Provider check box has been ticked on the Staff Details Tab. Prescription message information will only be accessible if the Provider is also a Service Provider. Messages: Messages that you wish to appear on prescriptions, appointment, encounter slips and header can be entered here. 21

within the Patient Register. (The enrolment form is selected within Setup / Location - Forms/Form No.

22 Rx Start & End Dates: Select a start and end Date for the prescription message, to print on all prescriptions printed between the selected dates. Print Enrolment Forms With Encounter Slips: When ticked, the Enrolment Form will automatically print, in addition to the Encounter Slip, for patients whom do not have an Enrolment Status entered within the Patient Register. (The enrolment form is selected within Setup / Location - Forms/Form No.s tab) Display Ethnicity Prompt Message: When this is ticked and the user adds a Patient to Medtech "The patient s ethnicity is blank" message will appear: With Enable Granular Prescribing Directions ticked the New Patient Medication screen will be presented to the user as per the below. Dosage and Frequency are displayed. The Directions field can t be modified without changing the medication to Non-Granular by clicking on this icon With Enable Granular Prescribing Directions un-ticked the New Patient Medication screen will be presented to the user as per the below: (The Directions can be modified) : Display Stat Warning Message: This check box controls whether the information prompt is displayed when either repeating a stat medication, or prescribing a personal stat medication which is flagged as having repeats, but does not have the "Close Control" check box ticked. This is ticked by default. Default Generic Substitution Allowed: When ticked every prescription will default to having Generic Substitution Allowed printed on all scripts. (Doctors can easily un-tick this option within the prescribing screen) 22

23 Eligible to Code the Prescription for a $3 Co-payment: When ticked the Prescribing screen will have this option to be ticked within the prescribing screen. This in turn will print a 4 next to the GMS Code on the Prescription indicating to the Pharmacist that the Script cost will be subsidised (previously the amount was $3 it is now $5). Enable Repeat Script without Drug Old Warnings: Tick to bypass the Warning Message when prescribing an out of date medication (Version 19.1) We recommend you don t have this ticked. Display Interaction Warning Message: This option, when selected, will provide the user with an additional Interaction Warning message screen when continuing to prescribe a medication for a patient that has active Interaction Warnings. When ticked the three Interaction Warning Message options will become available for selection, with the Display all Interaction Warning messages defaulted to selected. 1. Display all Interaction Warnings This option will show all Interaction Warning Messages including Drug to Drug, Drug to Allergy, Cross Sensitivity, and Note Only with RX Warning ticked. (Recommended) 2. Display Drug to Drug Interaction Warnings Only This option will show only Drug to Drug, and Note Only with RX Warning ticked Interaction Warning Messages. 3. Display Drug to Allergy Interaction Warnings Only This option will show only Drug to Allergy, and Note Only with RX Warning ticked Interaction Warning Messages. If the Display Interaction Warning Message option is NOT selected the additional Interaction Warning message will NOT be displayed. 23

Provider/ACC Forms Tab (We recommend you only enter ACC numbers into the individual staff members if briefcasing is used) In other cases entering the ACC numbers into the Location is recommended.

24 Provider/ACC Forms Tab (We recommend you only enter ACC numbers into the individual staff members if briefcasing is used) In other cases entering the ACC numbers into the Location is recommended. Enter the accident numbers for each form as provided by ACC. When adding Accident forms the software will look at these fields and automatically allocate the next number. If these numbers are blank the software will look at the Location details. Provider Type: Tick the relevant Provider Type in relation to the Contract the Provider has with ACC This will determine which of the ACC Service Codes will be displayed for each provider when invoicing. 24

25 Logo To set up a logo for a Provider, type the details that you wish to appear into the space provided. Provider logos will replace the Location Logo. If you wish to format this in any way, highlight the required text then click with the right hand mouse button to display the formatting options. The options include font, italics, bold and underline, allowing you to easily format a professional looking logo. (The ability to centre or align the logo is found under the Paragraph option). A toolbar for font options and a ruler is also displayed automatically. To set and remove tabs, click on the ruler at the required position. 25

26 Clinical Consultation Notes Section: The Consultation screen is divided into two sections for Subjective and Objective notes. Medtech allows you to configure the heading for these fields as well as selecting the fonts for each section. By default the Headings are 'Subjective' and 'Objective' but these can be changed by typing into the appropriate field. Users also have the ability to insert customised headers into the Consultation Notes fields of every provider enabling a template format. To change the 'Font' for the text that will appear within the Consultation screen click on the Font button to select the font type, size and colour as required. Clinical Trust Relationships: This option enables a user to select other service providers to be on their clinical trust list, giving the selected providers the ability to view clinical records that are marked as confidential. Default Room: Allows you to select a default room for the Provider. Rooms can be setup by going to Setup > Location > Room Setup and are utilised within the QUEUE (Setup > Location open required location then tick the Queue tab and choose Display Room) 26

27 Income The income tab records who the income of the selected Provider goes to when invoicing. Information contained on this tab will only be accessible if the Provider check box has been ticked on the Staff Details Tab. Income To: Information relating to income is only accessible if the Provider and Service Provider check boxes have been ticked on the Staff Details Tab. This field is used to indicate if the revenue generated by this provider is to go to another account, for example when a locum stands in for a GP. The options are explained below. Self: All income generated by this Provider will go to themselves. Patient's Provider: All income generated by this Provider will go to the selected Patient's Provider as defined in the Patient Register Screen. Nominated Provider: All income generated by this Provider will go to the nominated Provider. Bass Fee: Enter a Base Fee - This is a required field for Providers for example 1.00 Banking Details: Enter the relevant information relating to the Provider's bank details. This information will print on the Banking Supplement. 27

Staff Accounts Tab Select an account for a Funder by highlighting the appropriate line then click on the Search option to display the Search Patient screen.

28 Staff Accounts Tab Select an account for a Funder by highlighting the appropriate line then click on the Search option to display the Search Patient screen. Enter the details, or part of, for the Account in the surname field. The Search function will display the accounts within the database that match your search criteria. The Funder's details will now be displayed next to the selected account. NB: If the required Funder Account is not in the selection listing the Add option will allow you to add the information into the database in the same way as a patient. Clear: The clear option will remove a Funder Account Name from the Staff Members information. OK will save the information. 28

Release Notes Medtech 32

Release Notes Medtech 32 Version 22.12 Build 5696 (March 2018) These release notes contain important information for Medtech32 users. Please ensure that they are circulated amongst all relevant staff.