WEBVTT 00:00:04.800 --> 00:00:11.260 Hello and welcome to a new video tutorial. Irina here with you and today I will show you how to 00:00:11.260 --> 00:00:17.139 set up your account for Medicare claiming. This video is recorded for our Australian 00:00:17.139 --> 00:00:25.340 customers to be used for setting up for Medicare Australia claiming. For this video I am using a free trial 00:00:25.340 --> 00:00:31.299 account just to set up to show you all the setup steps from the very beginning And 00:00:31.299 --> 00:00:36.700 please remember you will need to do this setup only once and after that you will be able to use 00:00:36.700 --> 00:00:45.439 the Zender integration with Medicare Australia So we will start with registering you with a new location 00:00:45.639 --> 00:00:53.220 ID To do that we will go into the tools menu So we are unfolding the tools menu and selecting 00:00:53.220 --> 00:01:03.000 Medicare Here on this page all you need to do is apply for a Medicare location ID So this 00:01:03.000 --> 00:01:09.220 ID is your software ID that you will be using for registering with Medicare Australia to 00:01:09.220 --> 00:01:16.040 start claiming through your Zender account So click here to apply and give the system 00:01:16.040 --> 00:01:24.139 a few seconds to generate your software location ID Sometimes it is also called a minor location ID 00:01:25.080 --> 00:01:32.080 So your Medicare location ID for your Zender account is generated here You can see it here Starts 00:01:32.080 --> 00:01:39.059 with PWD and some digits So all you need to do is to use this location ID when you 00:01:39.059 --> 00:01:48.379 are registering for Medicare To do that you just need to click this link to open the PDF form HW027 00:01:49.360 --> 00:01:57.540 This is a Medicare application form to link your provider details with your Zender location ID 00:01:57.800 --> 00:02:05.040 So all you need to do is complete this form and email the completed PDF file to Medicare 00:02:05.040 --> 00:02:09.139 services All the information will be provided in this form 00:02:09.139 --> 00:02:17.300 for you Now that you submitted the Medicare registration form with your new location 00:02:17.300 --> 00:02:23.020 ID to Medicare it's time to set up your account so that it shows all the 00:02:23.020 --> 00:02:30.020 right numbers and provider numbers and so on on the invoices when you are submitting them to Medicare through Zender 00:02:30.740 --> 00:02:37.679 And we will start with going to the settings menu and here in the payments category let's 00:02:37.679 --> 00:02:44.080 select insurers If you registered your account as an Australian account you 00:02:44.080 --> 00:02:50.440 should already see that Medicare Australia has been added to your account as an insurer by default 00:02:50.699 --> 00:02:58.080 But anyway let us click on this card just to see what the settings are on this end So 00:02:58.080 --> 00:03:05.160 here you will see the insurer name is Medicare type should be Medicare Australia for the integration to work 00:03:05.160 --> 00:03:12.000 correctly And then you obviously want to show this insurer information on invoice so 00:03:12.000 --> 00:03:20.619 let's have this on And text on invoice it will be showing on your invoices next to the treating clinician's 00:03:20.619 --> 00:03:28.119 number So you will see the name provided by the name of the practitioner and below it 00:03:28.119 --> 00:03:35.300 it will say Medicare provider number and then the practitioner's number will show will set that number just a 00:03:35.300 --> 00:03:41.220 few seconds later If you for any reason don't want this additional text on invoice you 00:03:41.220 --> 00:03:46.660 can remove it now or have a look at your invoice layout and then you will be able to come 00:03:46.660 --> 00:03:54.259 back to these settings and remove or update this text on invoice if necessary But for now let us add 00:03:54.259 --> 00:04:03.220 leave anything as is and close this form So this way you added or made sure that Medicare is 00:04:03.220 --> 00:04:12.139 existing as an insurer in your Zender account The next step would be to add your practitioner 00:04:12.139 --> 00:04:18.000 or practitioners provider numbers for Medicare in their practitioner profiles To do 00:04:18.000 --> 00:04:26.019 that let's jump back to the settings menu and in the team category let's select practitioners and then 00:04:26.019 --> 00:04:32.059 you click on the practitioner name whose provider number you are going to add While in the 00:04:32.059 --> 00:04:39.980 practitioner profile let us go into the insurers menu and here again by default if you registered as an Australian 00:04:39.980 --> 00:04:47.119 account you will see those default insurers already added or if you don't see 00:04:47.119 --> 00:04:54.880 it here you will just be able to click add insurers and then fill this form out So let me 00:04:54.880 --> 00:05:02.500 click on the form that has been pre created for me Here again let's ensure that we have Medicare selected 00:05:02.500 --> 00:05:09.119 as insurer and the service type would depend on the type of the profession of your practitioner 00:05:10.200 --> 00:05:18.119 Just make sure that if you are setting up for Medicare please select specialist 00:05:18.119 --> 00:05:25.380 and allied health for most of the professions that are using Zender for Medicare integration 00:05:26.420 --> 00:05:31.239 Otherwise if you are a general practitioner or your practitioner is a general practitioner 00:05:31.239 --> 00:05:38.160 you can select general practitioner But here I will select specialist and allied health Medicare 00:05:38.160 --> 00:05:45.059 and DVA medical Then you need to enter the practitioner's provider number as it has 00:05:45.059 --> 00:05:52.359 been registered by Medicare The next two fields payee provider number and payee provider 00:05:52.359 --> 00:05:59.200 name in most cases you can just ignore those fields They only need to be filled in 00:05:59.200 --> 00:06:07.540 if the money paid by Medicare should be directed into a different bank account So if you hover over 00:06:07.540 --> 00:06:14.059 this field it will explain you how this field should be used So it's for 00:06:14.059 --> 00:06:24.640 use only if the provider being paid is different from the service provider It could be if the chief psychologist 00:06:24.640 --> 00:06:31.339 for example in the practice has all the Medicare payments streamlined into their bank account 00:06:31.339 --> 00:06:40.019 and then this money are used to pay out to service providers But as I said in most cases these 00:06:40.019 --> 00:06:47.220 two fields can just be ignored And then if you or your practitioner are registered with Medicare to 00:06:47.220 --> 00:06:53.179 provide services from more than one location and therefore you or the practitioner would 00:06:53.179 --> 00:07:00.589 have different provider numbers for each of those locations you will be able to select that 00:07:00.589 --> 00:07:06.190 location here Or if a practitioner can use the same provider number for all the locations 00:07:06.190 --> 00:07:14.089 that are created in your Zender account you can select all Then the next field is the default for 00:07:14.089 --> 00:07:20.049 all clients If you have this switch on what this means when a new client is 00:07:20.049 --> 00:07:27.329 added to your Zender account as a client profile and this practitioner is made their primary practitioner then this 00:07:27.329 --> 00:07:34.170 client will have Medicare fields added to their profile by default for you or for them to 00:07:34.170 --> 00:07:41.230 add their Medicare number So this is what the switch does and if you want the majority of your clients 00:07:41.429 --> 00:07:47.109 who are registering with this practitioner to have Medicare information showing 00:07:47.109 --> 00:07:56.269 on their file by default just turn this switch on and click save Now if you want to have or 00:07:56.269 --> 00:08:02.089 if your provider has more than one practitioner has more than one Medicare provider numbers you 00:08:02.089 --> 00:08:08.130 will just add them all here to be used with different locations So for example let's have 00:08:08.130 --> 00:08:15.089 Medicare again specialist and allied health for Medicare the provider number will be different in 00:08:15.089 --> 00:08:22.290 this case Let's just enter an example provider number and then in this case you can just select which 00:08:22.309 --> 00:08:28.529 location this provider number is registered for You can have multiple insurers default 00:08:28.529 --> 00:08:35.169 for all clients so the system won't allow you to save the second default insurer so this will be turned 00:08:35.169 --> 00:08:43.049 off and just click save It is important to add all existing Medicare provider numbers 00:08:43.049 --> 00:08:50.010 for each practitioner and have them linked to the correct provider number locations What this 00:08:50.010 --> 00:08:57.150 means is when you create an appointment in one of those locations the practitioner provider details will 00:08:57.150 --> 00:09:03.030 be filled in from these settings automatically and it means that the claim will go to 00:09:03.030 --> 00:09:09.229 Medicare successfully from the first time rather than you having to fix update provider number update 00:09:09.229 --> 00:09:15.250 provider detail and so on later on So just quickly to recap if your practitioner has 00:09:15.250 --> 00:09:21.229 more than one provider numbers they have registered for practicing from different locations add 00:09:21.229 --> 00:09:28.289 them all here as separate Medicare insurers for each location and for each provider number that 00:09:28.289 --> 00:09:37.109 they have registered From here let us now go and add Medicare items as services so that you can 00:09:37.109 --> 00:09:43.289 add them to your invoices To do that we will go into the settings menu and in the billing category 00:09:43.289 --> 00:09:50.530 let's select services So here you have two default services that we added for the trial purposes you 00:09:50.530 --> 00:09:59.770 can deactivate them and then we will add a new service for Medicare let's call it for 00:09:59.770 --> 00:10:03.950 example so it will be a Medicare standard 00:10:04.070 --> 00:10:10.289 Now the item number or code should be the code that you will be using for 00:10:10.289 --> 00:10:17.729 billing Medicare So please make sure that you are creating a separate service for each item number that you will 00:10:17.729 --> 00:10:26.799 be using for claiming In the description you can add the duration of this service just for as a 00:10:26.799 --> 00:10:34.249 description to show on the invoices So for example 50 minutes plus So it means that this is a 00:10:34.249 --> 00:10:41.189 claimable item for a service that has a duration over 50 minutes And now here let 00:10:41.189 --> 00:10:49.069 us enter the exact correct duration that will transfer to your appointment's length So here for 00:10:49.069 --> 00:10:56.009 example 55 minutes Usually the Medicare claimable services will be tax exempt So 00:10:56.009 --> 00:11:01.109 let's select that So for category we haven't created them here in the trial account This 00:11:01.109 --> 00:11:06.069 is a custom setting for you specifically If you provide lots of services and lots of products 00:11:06.089 --> 00:11:13.109 you can use the categories to group them together in your reporting So it's okay to leave it blank It 00:11:13.109 --> 00:11:19.489 won't affect your Medicare claiming at all The cost also is just for your internal information 00:11:20.029 --> 00:11:26.509 Feel free to leave it blank And then the price will be the price that you are billing or invoicing 00:11:26.509 --> 00:11:36.169 your client So for example let's give it 120 And then you can also use this locations filter 00:11:36.169 --> 00:11:42.049 to allocate this service to a specific type of location Again if you have a 00:11:42.049 --> 00:11:48.709 lot of services and if you have ended up with a long list of services and you only provide some 00:11:48.709 --> 00:11:58.269 of them in one location based on their claimable codes for example you can already split them here and limit 00:11:58.269 --> 00:12:05.109 by that location or you can leave it blank so that this item with this item code is available 00:12:05.109 --> 00:12:13.049 at all locations So let's save this change And this way please add all the services 00:12:13.049 --> 00:12:20.209 for each different item number that you will be using for claiming with Medicare To 00:12:20.209 --> 00:12:26.169 help you with streamlining your Medicare billing you can also use the session packs feature 00:12:26.169 --> 00:12:31.209 that Zender provides Let me show you how it works and explain you what it means So 00:12:31.209 --> 00:12:37.829 let's go back to the settings billing category and select session packs Session packs is a way to 00:12:37.829 --> 00:12:43.749 organize a number of units you are going to provide to the client And once you've used them the system 00:12:43.749 --> 00:12:51.049 will give you an alert that the client has just used or has been allocated the last available session 00:12:51.049 --> 00:12:57.229 in the pack of services that have been provided to them the treatment plan they have created 00:12:57.229 --> 00:13:03.129 or the referral they have come with So let us create a session pack for the initial 00:13:03.129 --> 00:13:10.149 Medicare referral of six sessions And I will show you how to use with Zender and Medicare 00:13:10.149 --> 00:13:16.109 claiming so that you know when the referral is about to end So we'll click on the add session 00:13:16.109 --> 00:13:21.349 pack give it a name So for example Medicare six 00:13:21.349 --> 00:13:33.329 sessions You can leave the item code blank and just select the service or product that will go together 00:13:33.329 --> 00:13:38.089 with this session So for example Medicare standard sessions Again you can also 00:13:38.089 --> 00:13:43.009 leave this blank and for each invoice you are going to generate to the client using this session 00:13:43.009 --> 00:13:49.089 pack you will be able to select a different item code if you need to use a different code 00:13:49.089 --> 00:13:56.069 while billing this client and Medicare So the pack units will be in sessions and 00:13:56.069 --> 00:14:03.209 the maximum units let's do six And let's also charge per session using the standard price at the 00:14:03.209 --> 00:14:08.629 time of use And we can select tax exempt and 00:14:08.629 --> 00:14:18.069 save All right so we set up our providers we set up our services Now let me show 00:14:18.069 --> 00:14:26.189 you how to add Medicare information to your client profiles Let's quickly go into one of our client profiles 00:14:26.189 --> 00:14:39.209 here And once we are in you will see that the Medicare fields are available on their details 00:14:40.049 --> 00:14:46.190 page So if you set up Medicare as a default provider on the practitioner's 00:14:46.190 --> 00:14:53.009 profile for their new clients this specific setting will automatically add a field for you 00:14:53.009 --> 00:15:00.169 on the client's page And here you can enter their Medicare details and you can also use 00:15:00.169 --> 00:15:06.429 the validate Medicare data button You just click this button and Zender speaks with Medicare servers 00:15:06.429 --> 00:15:12.389 and validates this information for you If something isn't correct the validation won't come 00:15:12.389 --> 00:15:18.149 through and you will see an error message showing you which of this data didn't 00:15:18.149 --> 00:15:25.209 validate But you may have a situation when you created a client profile but Medicare 00:15:25.209 --> 00:15:32.149 field is not available on the details page It's very easy to fix You will go into their billing settings 00:15:32.149 --> 00:15:41.049 and click on insurance And you will be able to add Medicare as the insurance here The same way 00:15:41.750 --> 00:15:46.049 select Medicare as the insurance enter their 00:15:46.049 --> 00:16:02.669 details Of course I'm just entering the information that is just for test If I click validate 00:16:02.669 --> 00:16:08.649 Medicare data this won't validate for me of course Let me save this just as a test Also 00:16:08.750 --> 00:16:16.009 I have this default switch turned on And what this means is that if you turn this 00:16:16.009 --> 00:16:22.049 insurance as a default for the client the system will automatically select this insurer for 00:16:22.049 --> 00:16:32.209 all the new invoices for this client after you've saved this insurance form And also you can select 00:16:32.209 --> 00:16:39.049 to add this insurer to all existing invoices for this client just future dated invoices or 00:16:39.049 --> 00:16:46.089 past and future invoices So there you go You added Medicare details for the client on their 00:16:46.089 --> 00:16:53.949 profile But don't go away just yet In most cases you will need a referral for this client to be 00:16:53.949 --> 00:16:59.190 able to claim with Medicare And while we are staying here let us add this referral 00:16:59.190 --> 00:17:07.109 to the client profile In that case let's click on the profile folder and select referrals And 00:17:07.109 --> 00:17:14.169 while we are here on this page let us click add referral If you've already started setting up and adding 00:17:14.169 --> 00:17:21.349 referrals to your profile you may already have some available here So just look them up 00:17:22.169 --> 00:17:26.929 If you don't see the options for those referrals you can quickly add a new referral 00:17:27.149 --> 00:17:38.049 So let's do that You can briefly add the business information So for example the practice 00:17:38.049 --> 00:17:45.250 name the referrer type So this could be the medical practitioner or a light health 00:17:45.250 --> 00:17:52.109 practitioner who referred this client to you Let's select medical practitioner You can also 00:17:52.109 --> 00:17:56.109 select the type of the medical practitioner For example in this case I want to 00:17:56.109 --> 00:18:02.489 select GP And the provider number Medicare provider number of the referring medical practitioner 00:18:07.389 --> 00:18:16.049 And click next So this way we created the new referrer profile and now we can add them to 00:18:16.049 --> 00:18:22.289 our client What else you need to do is the referral start date You will see that on your referral 00:18:22.289 --> 00:18:27.130 letter So for example it was issued on the 1st of April And then you need to select the 00:18:27.130 --> 00:18:33.029 period this referral is valid for For example 12 months Also there are two other 00:18:33.029 --> 00:18:40.289 switches that help you manage this referral If you turn on the is default switch this referral will populate 00:18:40.289 --> 00:18:46.270 on this client's invoices by default And also if you want to show it on the invoice print 00:18:46.270 --> 00:18:53.209 also turn this on And this means when you are sending an invoice copy to 00:18:53.209 --> 00:18:58.250 your client the referral information will be showing on that generated invoice Any 00:18:58.250 --> 00:19:07.289 notes for your internal use they won't show on your invoices And click save So that's it We added 00:19:07.289 --> 00:19:14.130 the referral to this client It will show on invoice prints It is default and there is a referral name 00:19:14.130 --> 00:19:20.859 with a referral provider number Now this step is optional but because we created a 00:19:20.859 --> 00:19:28.209 session pack to be used with Medicare referrals let's add this session pack to our client profile To do that 00:19:28.270 --> 00:19:36.369 we will go into billing session packs click add new pack And in the templates let's select 00:19:36.369 --> 00:19:42.089 the Medicare six sessions pack we created And basically that's it We don't need to do anything 00:19:42.089 --> 00:19:51.330 else Let's just click save the changes So once you've created this pack you can easily see 00:19:51.330 --> 00:19:58.029 how many services have been allocated to this client So how many units have been added to 00:19:58.029 --> 00:20:06.429 their existing appointments or invoices and how many units have been used up to date And once all 00:20:06.429 --> 00:20:14.589 the available units are allocated to the invoices the system will give you an alert here in the tasks tab 00:20:14.950 --> 00:20:20.309 And you will see that the session pack for Medicare six sessions has been used For 00:20:20.309 --> 00:20:25.149 this your practitioners or your admin team this will be a reminder that 00:20:25.149 --> 00:20:30.559 you need to contact this client and suggest that they get another referral for example 00:20:31.379 --> 00:20:35.099 And also for a practitioner this could be an indication that they 00:20:35.099 --> 00:20:39.079 need to write a report letter to the referring practitioner 00:20:39.679 --> 00:20:44.199 because the referral has been used and you need to send the information about 00:20:44.199 --> 00:20:48.119 how the treatment has been going So just once again session 00:20:48.119 --> 00:20:52.239 packs is an optional step but I do recommend using it with Medicare 00:20:52.239 --> 00:20:55.619 claiming feature because it helps you to streamline 00:20:56.439 --> 00:21:00.039 how this whole process works and the system will remind you when you 00:21:00.039 --> 00:21:04.179 need to ask for another referral and when your practitioner or you as 00:21:04.179 --> 00:21:07.059 a practitioner need to write a report letter to 00:21:07.059 --> 00:21:08.279 the referring practitioner 00:21:10.659 --> 00:21:13.939 So once we've done all of this one time 00:21:14.739 --> 00:21:18.779 set up our providers added all the information for the client 00:21:19.399 --> 00:21:22.079 you are now ready to start claiming with 00:21:22.079 --> 00:21:27.419 Medicare Let me show you how to do that Let's go to the calendar and 00:21:27.419 --> 00:21:29.459 create an appointment for this client 00:21:29.459 --> 00:21:36.799 So their practitioner will be let's go to today 00:21:37.879 --> 00:21:45.439 that's here So their practitioner will be Irene Let's create an appointment 00:21:45.439 --> 00:21:50.319 select our client and now here in the appointment details 00:21:50.439 --> 00:21:53.379 let's click select a service pack or product 00:21:54.319 --> 00:21:59.279 and so you'll have here two different scenarios If you're just using services you 00:21:59.279 --> 00:22:02.979 can just select Medicare standard service with the 00:22:02.979 --> 00:22:07.019 item number or if you want to use session 00:22:07.019 --> 00:22:11.079 packs for tracking the referrals and the number of services provided 00:22:11.079 --> 00:22:16.199 you can select their session pack I'll do that You'll see that the pack and the service 00:22:16.199 --> 00:22:19.039 with the item code has been added If at 00:22:19.039 --> 00:22:22.859 any stage you want to use a different item code you will be able to 00:22:22.859 --> 00:22:29.459 select a different service with a different item code and add it here and just 00:22:29.679 --> 00:22:34.099 save the changes So here you will see that the appointment was 00:22:34.099 --> 00:22:40.199 created and the invoice for Medicare is created too and here 00:22:40.199 --> 00:22:46.019 next to the invoice information you will see this M number by clicking which you 00:22:46.019 --> 00:22:51.279 will go into the Medicare claiming page But before we do that 00:22:51.279 --> 00:22:53.459 for example if your client 00:22:56.179 --> 00:23:00.259 before we do that let us have a look at the invoice settings and 00:23:00.259 --> 00:23:07.159 how the system populated everything using the setup we've just made So if we click on this 00:23:07.159 --> 00:23:12.539 pencil icon here the invoice edit page will open 00:23:12.539 --> 00:23:16.359 and we will see all the information provided here for us 00:23:16.419 --> 00:23:21.599 So here we can see the location So it's my practice location It's 00:23:21.599 --> 00:23:24.179 payable by the client The referral has 00:23:24.179 --> 00:23:28.159 been added automatically by the system The right insurance has been 00:23:28.159 --> 00:23:34.119 selected by the system as well and the item was populated as an 00:23:34.119 --> 00:23:37.199 invoice item Here is the code that Medicare should be 00:23:37.199 --> 00:23:42.019 able to accept and that's it So you will see that 00:23:42.019 --> 00:23:45.339 you can see that the system populated all the information 00:23:45.339 --> 00:23:51.579 necessary for Medicare to process this claim So 00:23:51.579 --> 00:23:57.099 let's go back to the appointments settings If you 00:23:57.099 --> 00:24:02.259 want to see what this invoice for Medicare looks like in the generated form let's 00:24:02.259 --> 00:24:07.299 click this printer icon to have a preview And here at the top you 00:24:07.299 --> 00:24:10.519 will see that it's provided by the practitioner name 00:24:10.599 --> 00:24:13.199 Then Medicare provider number is listed here 00:24:13.199 --> 00:24:17.199 as well There is also the practitioner information here at the 00:24:17.199 --> 00:24:21.999 top And then here is the client information is provided to the client name 00:24:22.399 --> 00:24:26.459 Medicare number and appointment date and start time And 00:24:26.459 --> 00:24:30.179 here on the right hand side you will the referral information 00:24:30.179 --> 00:24:35.159 as it has been populated also from the referral linked to this client 00:24:35.739 --> 00:24:41.059 And here is the items date provided the quantity the code and item number 00:24:41.059 --> 00:24:45.199 and description So again we have everything that we 00:24:45.199 --> 00:24:48.459 need to start claiming with Medicare because we've 00:24:48.459 --> 00:24:55.239 set up our account and added all the information before generating this invoice 00:24:55.239 --> 00:24:59.399 If you remember or if your practitioners have different provider 00:24:59.399 --> 00:25:02.059 numbers that are available in 00:25:02.059 --> 00:25:07.839 different locations let me show you how you could do that So for example 00:25:08.699 --> 00:25:12.479 here the location is selected is my practice 00:25:12.479 --> 00:25:19.119 and the provider number was populated on the invoice based 00:25:19.119 --> 00:25:21.739 on the provider number linked to this location 00:25:22.639 --> 00:25:27.379 If you change the location for this appointment to a different one 00:25:28.059 --> 00:25:33.159 and let's have a look at the printed version we will see that 00:25:33.159 --> 00:25:36.609 the provider number populated on the invoice is 00:25:36.609 --> 00:25:41.219 linked to the location that was switched to So again 00:25:41.219 --> 00:25:44.299 having set up your providers your practitioners with 00:25:44.299 --> 00:25:49.139 all their provider numbers and linking to the correct locations takes 00:25:49.139 --> 00:25:52.399 away this task of manually updating this invoice 00:25:53.019 --> 00:25:57.519 The system will populate the correct appointment 00:25:57.519 --> 00:26:01.399 location and the provider number for your practitioner that 00:26:01.399 --> 00:26:03.819 they have registered for that location 00:26:05.819 --> 00:26:10.499 Beautiful We are now ready to process this claim for the client Let's 00:26:10.499 --> 00:26:13.139 click on the appointment panel and I will show you 00:26:13.139 --> 00:26:17.039 two things that you can do So first of all 00:26:17.039 --> 00:26:21.939 you can claim directly from this appointment panel just by clicking on this M button 00:26:22.199 --> 00:26:26.139 or if you need to make any changes any updates to invoice before you 00:26:26.139 --> 00:26:31.179 do that click on this pencil icon do what you need to do 00:26:31.179 --> 00:26:34.279 or you may just want to check if the referral and the insurance 00:26:34.279 --> 00:26:38.019 and the location are all selected correctly and once you are 00:26:38.019 --> 00:26:41.119 sure that you are ready to start with claiming you can 00:26:41.119 --> 00:26:47.159 click on this button here Medicare and DVA at the top Now for Medicare you 00:26:47.159 --> 00:26:51.359 have the options of submitting two different types of claims 00:26:51.359 --> 00:26:55.159 patient claim or the bulk bill claim The bulk bill claim 00:26:55.159 --> 00:27:01.359 let's click this one first The bulk bill claim means that you haven't processed any 00:27:01.359 --> 00:27:04.139 payments you haven't received any payments from the client 00:27:04.139 --> 00:27:07.899 for this service and you are submitting this invoice 00:27:08.259 --> 00:27:14.099 as a bulk bill claim to Medicare So there should be 00:27:14.099 --> 00:27:19.099 no payment collected on this invoice when you send it to Medicare as a bulk bill 00:27:19.099 --> 00:27:22.219 and just make sure that all the information you 00:27:22.219 --> 00:27:26.159 can see here is filled in So the patient information 00:27:26.399 --> 00:27:30.139 with the Medicare information your provider information 00:27:30.139 --> 00:27:33.379 is selected correctly the practitioner the 00:27:33.379 --> 00:27:38.239 refer information is here and the service items you have the 00:27:38.239 --> 00:27:43.779 description of service you have the item number the quantity and the charge amount and 00:27:43.779 --> 00:27:49.099 once all this is done you can either save and send this 00:27:49.099 --> 00:27:55.099 later so you can save each claim as you are generating them during the 00:27:55.099 --> 00:27:58.039 day and then at the end of the day you can send them 00:27:58.039 --> 00:28:02.579 as a batch to Medicare Let's do that in this case 00:28:04.019 --> 00:28:08.299 If you have any problems any issues with this claim 00:28:08.939 --> 00:28:12.459 Zender will do the pre evaluation or pre 00:28:12.459 --> 00:28:16.079 assessment of the claim and it will show you if something is missing 00:28:16.079 --> 00:28:22.059 So the client's date of birth field cannot be empty and if you need to fix that 00:28:22.059 --> 00:28:27.139 all you can do is click client details and for example 00:28:27.139 --> 00:28:34.319 let's enter the date of birth for this client and save 00:28:34.319 --> 00:28:40.539 the changes Now if we jump back to 00:28:40.539 --> 00:28:46.219 their appointment click Medicare click create bulk bill claim we 00:28:46.219 --> 00:28:50.699 will see that the patient date of birth has been populated and 00:28:50.699 --> 00:28:53.079 we can try submitting this claim 00:28:53.079 --> 00:28:59.000 again So because I clicked save and send later the bulk bill claim has been 00:28:59.000 --> 00:29:03.619 prepared it has the status of prepared it shows the 00:29:03.619 --> 00:29:09.239 invoice number that it is linked to and again all the claim information is 00:29:09.239 --> 00:29:13.099 listed here If you don't want to send this claim for 00:29:13.099 --> 00:29:17.139 any reason before it has been submitted you will have the option to 00:29:17.139 --> 00:29:23.869 delete this claim So let me do that just for the sake of demonstration 00:29:24.010 --> 00:29:28.190 So if we jump back to the calendar let me show you how 00:29:28.190 --> 00:29:33.130 what you would do if you actually collected the full payment of the 00:29:33.130 --> 00:29:38.929 client for this session and then you can submit this claim as a patient claim 00:29:39.049 --> 00:29:43.349 In that case Medicare will send the rebatable amount to 00:29:43.349 --> 00:29:46.119 the client's bank details So you are 00:29:46.119 --> 00:29:50.769 paid at the time of session and then the client gets the 00:29:50.769 --> 00:29:53.229 Medicare rebate into their bank account 00:29:53.809 --> 00:29:56.349 So to do that let's collect the full payment 00:29:56.349 --> 00:30:00.089 of this invoice so for example client used the 00:30:00.089 --> 00:30:06.349 card and paid their invoice in full Once you've collected the payment and 00:30:06.349 --> 00:30:11.229 the invoice is fully paid we will click M again and this time 00:30:11.229 --> 00:30:14.909 let's create a patient claim for this client 00:30:15.449 --> 00:30:18.209 Again have a look and make sure that all the fields 00:30:18.209 --> 00:30:21.829 that are necessary are filled in correctly 00:30:22.209 --> 00:30:26.269 that we have the claimant information the 00:30:26.269 --> 00:30:30.429 provider information the referral information It's 00:30:30.429 --> 00:30:34.169 important to see this green banner saying account is fully paid 00:30:34.789 --> 00:30:38.389 Yes and again let's click save and send later just 00:30:38.389 --> 00:30:40.929 for this preview So that's great 00:30:40.929 --> 00:30:48.749 The claim is ready to be submitted and you can send it 00:30:48.749 --> 00:30:57.109 immediately You can delete it if you don't want to send this claim before you send it to Medicare 00:30:59.669 --> 00:31:03.289 So if I click send now let's 00:31:03.289 --> 00:31:12.189 see what's going to happen If there is any issue with your registration details or with anything with the 00:31:12.189 --> 00:31:17.529 client details you again will see this warning that something 00:31:17.529 --> 00:31:21.049 is not working right So in this case the location is not 00:31:21.049 --> 00:31:25.369 authorized to undertake this function It means that my location ID either haven't 00:31:25.369 --> 00:31:34.109 been registered yet because it takes about seven days for Medicare to process that HW 027 form to register provide 00:31:34.109 --> 00:31:42.569 a number with ZEND allocation ID or there may be other issues For example we have a knowledge base article 00:31:42.569 --> 00:31:52.229 that explains how to fix issues based on the type of the error that you are seeing Obviously this is 00:31:52.229 --> 00:31:58.969 my test account It's not registered for real with Medicare I'm just using it for demonstration purposes so I won't 00:31:58.969 --> 00:32:09.889 be able to actually send this claim to Medicare But anyway once it's been generated let me show you how 00:32:09.889 --> 00:32:16.609 you can have an overview of the Medicare claims that you have created submitted and so on So to do 00:32:16.609 --> 00:32:27.809 that we will go into the tools menu and click Medicare And here you will see the Medicare information of 00:32:27.809 --> 00:32:34.289 your account So basically your location ID and the list of claims that have been 00:32:34.289 --> 00:32:37.189 generated If you have a long list if you've 00:32:37.189 --> 00:32:43.169 submitted a number of claims you can use these filters to narrow down the list of claims you want to 00:32:43.169 --> 00:32:51.769 see such as by provider by location by the claim date by the status of the claim So claims can 00:32:51.769 --> 00:32:59.329 have different statuses such as assessed referred rejected warned and so on Again please have a look at our knowledge 00:32:59.329 --> 00:33:07.029 base where we have explained each status in full detail and what it means and what implications it has for 00:33:07.029 --> 00:33:16.669 you By the type of claim you submitted you can submit four types of claims patient claim and DVA paperless 00:33:16.669 --> 00:33:26.189 or DVA allied health with just one registration with Medicare You can also print out a list of your claims 00:33:26.189 --> 00:33:33.309 as a paper document You can save it as a PDF or export into a CSV or 00:33:33.309 --> 00:33:36.729 Excel file So use these buttons here 00:33:36.729 --> 00:33:46.509 If you prepare your Medicare claims if you save them to send later this is where you will be able 00:33:46.509 --> 00:33:54.189 to send all those prepared claims as a batch So here you will see the button batch submit 00:33:54.189 --> 00:34:00.769 all prepared claims If you've been preparing them during the day and in the end of the day you are 00:34:00.769 --> 00:34:09.089 submitting all the claims you prepared in bulk this is where you will be able to do that After some 00:34:09.089 --> 00:34:17.889 time usually 24 or 48 hours if you want to check the outcome of the claims of the bulk bill 00:34:17.889 --> 00:34:26.669 or DVA claims that you sent to Medicare you can use these two buttons You can request the payment status 00:34:26.669 --> 00:34:34.729 report and you can also view the payment status report after it has been requested You can also set up 00:34:34.729 --> 00:34:45.389 your system to automatically update the bulk bill payments So you don't have to come in and check the outcome 00:34:45.389 --> 00:34:52.829 but the system will do this for you and allocate those bulk bill payments that you received from Medicare to 00:34:52.829 --> 00:35:02.909 their corresponding invoices To do that you can update these current settings here at the bottom left So automatic bulk 00:35:02.909 --> 00:35:12.669 bill payments is disabled So we click on that link and we can just enable this switch automatically allocate payments 00:35:12.669 --> 00:35:21.049 to invoices edit and you can select the payment method you want to use for your internal reports So we'll 00:35:21.049 --> 00:35:27.409 use bulk bill in this case If you are registered for DVA and if you want to use the integration 00:35:27.409 --> 00:35:35.369 you can also enable the DVA payments and also use the bulk bill for example or you can create a 00:35:35.369 --> 00:35:44.729 new payment method for DVA payments and you will save the changes Let us now go back to the tools 00:35:44.729 --> 00:35:55.989 menu select Medicare And here you will see that your current settings have been updated and the automatic bulk bill 00:35:55.989 --> 00:36:06.369 payments feature is enabled So the system will automatically allocate the bulk bill payments that Medicare has paid out into 00:36:06.369 --> 00:36:15.509 you or your practitioner bank accounts and update the relevant invoices If you don't provide bulk billing if you only 00:36:15.509 --> 00:36:27.049 use this integration for submitting patient claims you won't see the outcome here on this page because Medicare will communicate 00:36:27.049 --> 00:36:34.369 directly with the client if they have any issues paying out into their bank account So for bulk bill claims 00:36:34.389 --> 00:36:43.589 all you need to do is to see that your Medicare claim bulk bill claim has been assessed has received 00:36:43.589 --> 00:36:50.969 the assessed status In this case it means that you've done everything correctly on your side You've sent an invoice 00:36:50.969 --> 00:37:04.929 to Medicare and Medicare will process it and transfer the rebate into the client's account If you or your practitioners 00:37:04.929 --> 00:37:13.089 work with underage clients you will need to be able to submit claims for minors to Medicare and this is 00:37:13.089 --> 00:37:24.709 how it's done So first of all let's go into the client profile Let's say they are a minor So 00:37:24.709 --> 00:37:32.429 they're nine years old So first of all what you will need to do is add the parent or guardian 00:37:32.429 --> 00:37:44.609 to them as their contact So let's say we have client John Let's say that John is their parent who 00:37:44.609 --> 00:37:52.429 will be receiving the Medicare Pay the invoices for the minor client and receiving Medicare rebate into their bank account 00:37:52.929 --> 00:38:03.529 So we will link this parent as a contact to the client profile Select their relationships for example father Let 00:38:03.529 --> 00:38:10.129 us add also the contact details for the contact of the client So we added the phone number 00:38:10.269 --> 00:38:15.129 the email address Please also make sure that the parent's Medicare details have 00:38:15.129 --> 00:38:18.229 been recorded as well and let us save 00:38:18.229 --> 00:38:27.529 those changes What else we need to do if all the invoices of this client will be paid by their 00:38:27.529 --> 00:38:34.789 parent and you will be using our claims for minors feature Let's also go to the client profile the child 00:38:34.789 --> 00:38:45.109 profile go into the billing settings billing setup and set up the invoices as billed to the contact name the 00:38:45.109 --> 00:38:53.609 parent name and save those changes Let us now have a look at how we would process this claim 00:38:53.609 --> 00:38:57.109 for minor So let me create a new appointment for 00:38:57.109 --> 00:39:02.229 this client And if I now have a look at the edit page of the invoice like 00:39:02.229 --> 00:39:09.529 the inside of the invoice I will see that it's payable by a contact by the parent not by the 00:39:09.529 --> 00:39:15.109 client And the referral information is there insurance information is there item code 00:39:15.109 --> 00:39:20.249 is there So now all I have to do is collect the 00:39:20.249 --> 00:39:25.389 payment upfront So let's collect the full amount and save this 00:39:25.389 --> 00:39:29.029 invoice So this invoice is now fully paid it's billed to 00:39:29.029 --> 00:39:32.069 the parent and now we can process this claim for 00:39:32.069 --> 00:39:37.749 minor Let's click Medicare and TVA create a patient claim 00:39:39.329 --> 00:39:45.149 And now here we will see like a difference with a regular patient 00:39:45.149 --> 00:39:50.209 claim So here the patient information is the child's information and 00:39:50.209 --> 00:39:55.069 the claimant here is the parent and the parent information has been filled in 00:39:55.069 --> 00:39:59.389 as well And the provider information is here the referral information is 00:39:59.389 --> 00:40:02.129 here all the account is fully 00:40:02.129 --> 00:40:10.149 paid yes we have item number for Medicare So we are all set for processing this claim as a 00:40:10.149 --> 00:40:18.769 claim for minor and Medicare will pay out the rebate amount into the parent's bank account detail bank account associated 00:40:18.769 --> 00:40:24.589 with the parent's Medicare number That's all for now thank you for 00:40:24.589 --> 00:40:29.329 watching If you need more information if you have any questions please don't hesitate to use our 00:40:29.329 --> 00:40:34.069 help menu So here you can get help from our customer team if you have 00:40:34.069 --> 00:40:41.249 a quick question or you can navigate to the knowledge base and look up articles dedicated to Medicare where we 00:40:41.249 --> 00:40:48.089 are provided all this information in full detail So thank you for staying with me and I will 00:40:48.089 --> 00:40:49.189 see you another time