Release Notes. Streamlined Claims LOTS version Introduction. System Requirements. Summary of Changes. Changes to LOTS Dispense.

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Elisabeth Cain
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1 Release Notes Streamlined Claims LOTS version May 2015 Introduction This release describes the changes to LOTS Dispense and Claims following the changes to the Pharmaceutical Benefits Scheme and Repatriation Pharmaceutical Benefits Scheme Online Claiming Arrangements which were introduced on 1 April The Department of Human Services (DHS) has published an article about the changes at: Once the LOTS updates have been installed, all claims opened on or after 1 April 2015 will be processed electronically by LOTS through PBS Online Claiming. It will no longer be necessary to send the prescriptions and claim paperwork for these claims to the Department of Human Services (DHS). System Requirements Please ensure your pharmacy meets the recommended software and hardware requirements for LOTS. The minimum and recommended LOTS System Requirements are attached to this document. Summary of Changes A new checkbox has been added for dispensing authority prescriptions written under the Emergency Provision arrangements and a new authority approval number will be created electronically for items prescribed under the Emergency Provision arrangements. Prescriptions and paperwork will no longer need to be sent to DHS to finalise a claim. Claims will be closed electronically through LOTS. The Switch to Manual Claiming button on the LOTS PBS Online Claims screen will no longer be available for claims opened on or after 1 April Changes to LOTS Dispense Emergency Provision Arrangements An Emergency Provision checkbox has been added to the Status tab of the Script screen (Figure 1). This checkbox must be ticked when dispensing Authority Prescriptions that have been written under the Emergency Provision Arrangements.

The Emergency Provision checkbox only becomes available when the Authority checkbox has been selected and a valid Authority number has been entered.

At the Status tab of the Script screen, select Authority and enter the Authority Prescription Number to activate the Emergency Provision checkbox. 2. Select Emergency Provision (Figure 2).

2 The Emergency Provision checkbox only becomes available when the Authority checkbox has been selected and a valid Authority number has been entered. Figure 1: Emergency Provision checkbox on the Status tab. To dispense an authority prescription written under the Emergency Provision arrangements: 1. At the Status tab of the Script screen, select Authority and enter the Authority Prescription Number to activate the Emergency Provision checkbox. 2. Select Emergency Provision (Figure 2). When the prescription has been dispensed, LOTS will automatically create the generic Authority Approval Number and electronically send it to PBS Online. Figure 2: Emergency Provision checkbox on the Status tab. 3. Finish dispensing the prescription in LOTS. Closing a Claim Request LOTS Dispense now processes the responses received from Medicare via PBS Online. Claims will be closed electronically through PBS Online claiming. If the Close Claim request is successful, the Claim record will be updated in LOTS. If the Close Claim request is unsuccessful, a Rejection notification appears on the LOTS Dispensary screen. LOTS PBS & RPBS Online Changes Page 2

Double-click on the script details in the list of Rejections & Warnings Received from Medicare Australia.

3 1. To view the Claim request details for a rejected claim, open the Notifications tab on the Dispensary screen (Figure 3). Figure 3: Rejected Claim in the Script Notifications tab. 2. Double-click on the script details in the list of Rejections & Warnings Received from Medicare Australia. A rejection notification screen appears (Figure 4) with an error code for each of the errors returned. Figure 4: Notification for a rejected close claim request. 3. Double-click on each of the error codes to open the PBS Reason Code dialogue. 4. Follow the steps to rectify the error/s before closing the claim period. LOTS PBS & RPBS Online Changes Page 3

Changes to the Claims Process CTS Diskette Claims (Manual Claiming) Once you have upgraded to this version of LOTS, all claims that were opened on or after 1 April 2015 will be closed electronically.

Figure 5: PBS Online Claims screen without the Switch to Manual Claiming button.

4 Changes to the Claims Process CTS Diskette Claims (Manual Claiming) Once you have upgraded to this version of LOTS, all claims that were opened on or after 1 April 2015 will be closed electronically. For these claims, the Switch to Manual Claiming button will no longer be visible on the LOTS PBS Online Claims screen and manual claiming will not be available (Figure 5). Figure 5: PBS Online Claims screen without the Switch to Manual Claiming button. Once claims have been closed electronically, all prescriptions and claim paperwork for these claims must be retained in your pharmacy. Claim Period Rollover - Close Claim Confirmation To rollover to a new claim period: 1. Select the Rollover Period button on the Claim Period Rollover screen (Figure 6). Figure 6: PBS Online Claim Period Rollover. LOTS PBS & RPBS Online Changes Page 4

When rolling over to a new claim period, if the claim was opened on or after 1 April 2015, the Claim for Payment Confirmation screen displays. Figure 7: Claim for Payment Confirmation. 2. To print a copy of the Claim for Payment Confirmation, select the Print button.

Enter your Staff ID (Figure 7) to acknowledge that the details are correct and select OK to proceed to the Confirm Claim Period Rollover. Figure 8: Confirm Claim Period Rollover. 4.

5 When rolling over to a new claim period, if the claim was opened on or after 1 April 2015, the Claim for Payment Confirmation screen displays. Figure 7: Claim for Payment Confirmation. 2. To print a copy of the Claim for Payment Confirmation, select the Print button. NOTE: It is recommended that you store a printed copy of the Claim for Payment Confirmation form with your prescriptions and claim paperwork. 3. Enter your Staff ID (Figure 7) to acknowledge that the details are correct and select OK to proceed to the Confirm Claim Period Rollover. Figure 8: Confirm Claim Period Rollover. 4. Select Rollover Now. The Close Claim request will be submitted to Medicare via PBS Online and a new claim period will be started in LOTS. Viewing the Status of Previous Claim Periods The screens for the Request Statement (Figure 11) and View Claim Details (Figure 9) screens have an additional field showing the Status of the claim. The Status options are Open, Closed or Rejected by Medicare. Figure 9: View Claim Details screen. LOTS PBS & RPBS Online Changes Page 5

The Request Statement screen has three buttons at the bottom of the screen. These buttons will be visible, depending on the status of the claim period selected disabled (Figure 10) and (Figure 11).

When selected, this button displays the Claim for Payment Confirmation screen for that claim with the OK button disabled (Figure 10). Figure 10: Request Statement screen.

6 The Request Statement screen has three buttons at the bottom of the screen. These buttons will be visible, depending on the status of the claim period selected disabled (Figure 10) and (Figure 11). If the claim is Open for the current period only, the Close Claim button is disabled. If the claim is Closed, the Close Claim button is replaced by a View Claim Details button which is enabled. When selected, this button displays the Claim for Payment Confirmation screen for that claim with the OK button disabled (Figure 10). Figure 10: Request Statement screen. If the claim has been Rejected by Medicare, the Close Claim button becomes available (Figure 11). Figure 11: Request Statement screen. 1. Select Cancel to return to the Request Statement screen. Claims Rejected by Medicare To resubmit a Rejected claim: 1. Edit the Script to fix the issues that prevented the claim from being closed. 2. At the PBS Online Claims screen, select Request Statement. If the status is Rejected by Medicare, then the Close Claim button will be enabled. 3. Select Close Claim. The Claim for Payment Confirmation form resumes (Figure 7). 4. Ensure that the Staff ID is entered and select OK to resubmit the request. 5. Re-print a copy of the form to keep with the claim paperwork. 6. Close the Request Statement screen. NOTE: Dispense must be open to process the response file received from PBS Online. LOTS PBS & RPBS Online Changes Page 6

7 LOTS System Requirements The tables below define the minimum and recommended software and hardware requirements for LOTS. To gain maximum benefit from LOTS we strongly recommend that your pharmacy meets the recommended requirements. Slave Computers Minimum Recommended CPU Core 2 Duo Intel i5 or above Memory 3 GB 8 GB Hard Disk Storage (HDD) 120 GB or above 250 GB or above Network Card 1 Gbps 1 Gbps Optical Drive DVD/RW DVD/RW Internet Connection * Min. upload & download speed of 512Kbps. Min. upload & download speed of 1Mbps. Display 1024 x x 768 or better Operating System Microsoft Windows XP Professional SP3 Microsoft Windows 7 Professional Master (Less Than 10 Workstations) Minimum Recommended CPU Intel i5 Intel i7 3.4GHz or above Memory 4 GB 8 GB or above Hard Disk Storage 250 GB or above 500 GB or above Network Card 1 Gbps 1 Gbps Optical Drive DVD/RW DVD/RW Internet Connection * Minimum speed for upload & download 512Kbps. Display 1024 x x 768 or better Minimum speed for upload & download 1Mbps. Operating System Microsoft Windows 7 Professional Microsoft Windows 7 Professional 64Bit Master (10 Workstations or More) Minimum Recommended CPU Intel i7 3.4GHz Intel i7 3.4GHz or Xeon Memory 8GB 16GB Hard Disk Storage (HDD) 500 GB or above 2 x 500GB RAID (0) or above Network Card 1 Gbps 1 Gbps Optical Drive DVD-RW DVD-RW Internet Connection * Minimum speed for upload & download must be 512Kbps. Display 1024 x x 768 or better Operating System Microsoft Windows 7 Professional 64Bit Minimum speed for upload & download must be 1Mbps. Windows Server 2008 or Windows SBS 2008 Standard * It is essential for all stores to ensure they use a reputable ISP for their internet connection with an upload and download speed of at least 512Kbps.

LOTS Version Release Notes. Date: 28 March 2012

LOTS Version Release Notes. Date: 28 March 2012 19 LOTS Version 2020.80 Release Notes Date: 28 March 2012 Contents 1 SYSTEM REQUIREMENTS 3 2 LOTS DISPENSE 4 2.1 Submission of Under Co-Payment (UCP) Scripts to Medicare 4 2.2 Prescription Switching 5