2. The internet is connected and working to your satisfaction, particularly if you are intending to download pathology or use HIC online.

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Alan Ryan
6 years ago
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Dear Practice Manager/Provider, We will be installing Genie at your practice shortly. Please carefully read and complete the following checklist as soon as possible.

1 Dear Practice Manager/Provider, We will be installing Genie at your practice shortly. Please carefully read and complete the following checklist as soon as possible. It raises issues that you should consider in order to facilitate a smooth and efficient transition to your new Genie software. Your Network It is important to be as organised as possible. This includes ensuring that your network is up and running smoothly and that all printers and scanners have been installed and are working properly. You should make sure that: 1. You have backup processes in place and are familiar with how to use them. It is your responsibility to ensure that you regularly back up your data file. Please read Part 3 of our manual on the importance of backing up your data file. We ll provide you with a hard copy of our manual at the time of installation. Our online manual is also available on our web site at under the heading Support 2. The internet is connected and working to your satisfaction, particularly if you are intending to download pathology or use HIC online. 3. Someone at your practice has administrator access to all computers. If only your IT provider has administrator access and he is not on site at the time of installation we will not be able to complete the installation process. It s also a good idea to have a phone located next to your server machine (or a cordless phone) in case your IT provider or our staff need to talk you through any process on your server machine. 4. If you intend to access Genie from a remote site your IT provider has set this up before we arrive. We also recommend you choose an IT provider that can help you at short notice if you are having difficulty connecting remotely. Unfortunately we can t help with these and other network related issues. If your network is not fully operational before we arrive this will affect the quality of the training and may reduce training hours if we are delayed. 1

2 Your Genie Training You should consider structuring training times so that you may learn to use Genie efficiently and effectively. It has been our experience that sites that devote the first day to training without distraction learn the program fastest. Therefore you may want to make sure that you install Genie on a day when you have no patients. On the second day of training it is good to have a light morning booked and the afternoon free to go through further training such as financial reports. As we are teaching you to use Genie to complete processes that you already do, it is a good idea to have on hand information that we may use to aid in training. For example, if your practice bills surgical cases have some surgery accounts ready. If you are using direct billing via Bulk-billing or Veterans Affairs have some ready to bill and batch in Genie. Hospital operating lists, patient recalls or reminders, patient images, are other things you might wish to have ready. Your Practice Information Remember, we are structuring a new data file for your practice therefore we need as much information as possible. Use this checklist as a guide. If there is any information that you think will help in this process, PLEASE help us to help you by providing all information that you think will aid in this process. At least seven days before the installation your completed checklist should be sent via to support@geniesolutions.com.au or via fax to (07) for our preliminary review. The original should be handed to your trainer on the day of installation with the required documentation. If you have any questions at all, please contact Genie on

3 YOUR PRACTICE Please complete the following for your practice. te that not all of the information may be required for your practice: Practice Name Practice Address Postal Address Designated practice support contact Phone (s) Fax Website VSP Number (Vaccinations) ABN ACN NATA (IVF Clinics) SCP ID At installation, please have the following ready: Bank account deposit slip(s) so that we may configure the bank accounts to which the provider(s) deposit practice revenue. The will allow you to print a banking report and deposit slip in Genie. Practice letterhead and individual doctors letterheads (if applicable) in Word or similar format if possible If the letterhead requires a logo, a copy of the logo in.jpg,.bmp or.tiff format Standard letter templates to be created in Genie (please note that Genie staff will show you how to set up templates yourself, and will have time to do one or two as an example only) Patient handouts in electronic format (eg Word, PDF etc) Appointment preferences for all providers (to set up the appointment book template) Hospital/Day Surgery Admissions or Theatre fax and phone numbers (to fax theatre lists) A list of your current private fees A list of other fees that your practice charges (eg pensioner fees) If you are an AMA member and require the AMA fees imported into Genie please contact the AMA for their electronic fee schedule on CD Information to assist in training, such as recall lists, theatre lists, appointment schedules, bulk-billing or Veterans Affairs vouchers, surgical accounts, assistant accounts etc. 3

4 HARDWARE, SOFTWARE & INTERNET It is a good idea to have your network person available at installation to iron out any network issues which may arise. If this is not possible, then please arrange for the person who installed your network to be available via telephone. Please tick or checkboxes where appropriate. Network provider Phone: Current Software Program name Do you wish to transfer your data into Genie? If yes, have you provided your data file to Genie for testing? Genie has written conversions for many existing programs but not all programs. If your data can be extracted for import into Genie then prior to installation we will need to either: 1. Run a test conversion to determine that the existing conversion program runs as expected; or 2. Write a new conversion program Please send your data file as soon as possible to allow time for this to occur. Server machine Will the Genie Server be running any other programs/services? If so, what? Please note that the Genie Server must be a stand alone computer. You cannot use your server computer as a Genie Client (or workstation). Your Server computer is used to run the Genie Server software. This is different from the Client version of the software. Your Server cannot be used for the day-to-day running of the Client version of the Genie program i.e. as a workstation. If you are unsure what this means, please discuss your hardware setup with your network provider or with Genie Solutions. Which Operating system (e.g. OSX or XP Professional) Specifications (RAM, hard drive, processor). Does your Server share resources (eg monitor, mouse, and keyboard)? (please tick) If yes, how does the Server share resources? (please tick) KVM Switch Remote Access If your monitor shares resources or is accessed remotely, please ensure that you are familiar with accessing and viewing your Server s desktop, as you will need to access the Genie Server program on your Server machine. Genie will not run on XP Home in a networked environment. Our recommended hardware specifications were provided with your quotation and can also be found on our website at Client Machines Number of client machines Which Operating system (e.g. Macintosh or Windows) Specifications (RAM, Hard drive, processor) Number of laptops to be used for offsite logging 4

5 Offsite logging involves taking a copy of the data file from the main server onto a laptop that can then run Genie in a Solo version off site (with some limitations). Please make sure that all laptops that will be using offsite logging are onsite for the installation, and are configured to access the practice Network. Remote access Do you intend to access your Genie data file (held on the server machine) from a remote location? If, do you have at least one Windows machine to act as a terminal server? This can t be the main server but can be a client machine if the client machine is not being used at the main site when remote access is required. Will more than one person require remote access at the same time? If so you will probably need to purchase terminal server software please seek advice from your IT provider. Do you intend to run terminal services software to provide your remote machines with access to the server? (Go to next section on Backup Devices) Please provide further details as to how you intend to remotely access your data file e.g. use of RDP (Remote Desktop Protocol) IP Address: User Password: Backup Devices What backup device will you be using? Is there someone in the practice who knows how to take back up copies of data files? Please ensure that your back-up device is ready at installation. If you are using CD s, DVD s or tapes, please make sure that these are available. We can tell you which files you need to back-up, however you must know how to use your back up device. Internet Connections What type of internet connection will you be using? (please tick) Broadband Dial-up How is the internet connection accessed? (please tick) Server Client All computers Genie recommends broadband internet connections to allow for easy program updating. If you do not have access to a broadband connection, please advise Genie so that alternative arrangements may be made for updates. It is preferable but not essential to have your internet connection up and running before installing Genie. - You will require a standard POP3 account i.e. one which does not require SSL, if you wish to use the Genie Module to receive . 5

6 EXTERNAL SERVICE PROVIDERS Some practices might benefit from considering the following when installing Genie. Medicare Online / ECLIPSE Are you going to use Medicare Online? Are you going to use ECLIPSE #? If yes, do you have your Location Certificate? You must apply for a Site (Location) Certificate from Medicare Australia if you want to use Medicare Online or ECLIPSE. The Site Certificate can take up to one month to obtain. If you need assistance with the application process or copies of the application forms, please contact the Medicare ebusiness helpdesk on More information can also be obtained via the Medicare website You will also need to register all online claiming providers and confirm your provider(s) banking and practice details with Medicare. You will need to provide your Minor Location ID, which will be supplied by Genie Solutions. If you are already using Medicare Online with your existing software, you should notify Medicare Australia that you are changing software and make suitable arrangements to wind down your existing claims in your old software. You will need to provide a current Site Certificate CD and PIC Passphrase at the time of your Genie installation. If you are unable to locate your current Site Certificate, you should contact Medicare well in advance of your installation so that you can make arrangements for your current Site Certificate to be revoked and re-issued. Once the existing claims are finalised in your current software, you should advise Medicare of your new practice details and banking details with your new Genie Minor Location ID. ECLIPSE # is priced separately and not included in the purchase cost of Genie unless indicated on your quotation. MIMS Are you going to use MIMS prescribing information in Genie? Do you have a current MIMS subscription? If you wish to use MIMS please complete the attached application form, fax it directly to MIMS and ask MIMS for your download password. Alternatively, you can subscribe or update your details via the MIMS website If you are already subscribed, please inform MIMS that you are going to be using Genie and ask for the current MIMS download password. We are not authorised to import MIMS prescribing data unless you can provide us with your download password or show proof of a MIMS subscription. If you choose not subscribe to MIMS you will need to manually enter all prescribing information. PBS Do you have prescription paper? If you want to print prescriptions, it may be advisable to organise acquiring the PBS A4 single sheet prescription paper. 6

7 Pathology Do you want to download and import pathology results? Do you have pre-printed A4 request forms from the pathology lab? Please arrange for at least one pathology provider to install the required pathology software during installation. You may want to check whether the lab can import results in HL7 format as this provides more functionality in Genie. Radiology Do you want to import radiology results? Radiology providers use various electronic reporting methods. These may require installation of software or subscription to third party services (e.g. Promedicus, Argus etc.). Please check with your radiologist. Clinical Coding Do you want to use ICPC coding or ICD-10 clinical coding in Genie? If you wish to use ICPC coding, have you arranged a subscription? ICD10-AM is a more useful coding system for procedural specialists. You only need to tell Genie if you wish to use ICD-10 coding. For GPs and non-procedural specialists, ICPC2 Plus is more appropriate. You need to subscribe to Family Medicine Research Centre for ICPC coding please see the attached application form. NON-CLINICAL STAFF Please provide details of all non-clinical staff. This will aid your trainer in directing training. First Name Surname Roles 7

8 CLINICAL STAFF Please enter information about your providers. te: not all information will be required for all providers. Provider Name & ABN Discipline Qualifications Prescriber. Sites of Service Provider LSPN 8

9 Provider Name & ABN Discipline Qualifications Prescriber. Sites of Service Provider LSPN 9

10 PRE-INSTALLATION A FINAL CHECK The following checklist does not need to be provided to Genie prior to install but can serve as a final pre-installation checklist for your practice. Please review this list as a final check to make sure that you are ready for your Genie installation and training. Have you ed or faxed back the completed checklist? Have you ensured that all of the computers meet the minimum hardware specifications? Is your network up and running? Have all laptops requiring offsite logging been networked? Are all printers installed and working from all trays? Is the scanner installed on a client machine and working? Is the Internet working on at least one machine? Do you have the Administrator passwords available for all machines on your network? Do you have your white Genie manual, along with the invoice, support contracts, and a training checklist and installation CD? Have you reviewed and signed the support contracts (enclosed in the practice manual)? Please give these to your trainer. Do you have information ready to give to your installer with this checklist? Give some thought to structuring of training. Will all staff be available at all times? Are there restrictions on when clinical and/or non-clinical staff are available. You should discuss this with your trainer at the time of installation. If you have particular concerns please speak to Head Office prior to installation on Is your backup system ready? Do you know how to use your backup system/software? Do you have the storage media ready (e.g. CD s DVD s etc). If you are going to back up to CD s or DVD s please have 10 ready. Have you organised pathology companies to load their software? Have you organised radiology companies to load their software? Have you subscribed to MIMS? Have you ordered prescription paper from the PBS? If you are using ICPC coding, have you subscribed? Do you have your Medicare Online location certificate? Do you wish to use SMS messaging from Genie? If so, you need to purchase SMS credits via You may want to subscribe to the Genie Message Board via the Genie website 10

The contact list shows all past consults, letters, pathology etc.

The contact list shows all past consults, letters, pathology etc. BASIC CLINICAL OPEN A PATIENT S CLINICAL RECORD Method 1: Select the patient s appointment and click the stethoscope icon Method 2: Go to Open > Patients, enter the patient s name and click OK, and then