Set up your profile using ePractice

The PPR (Private Practice Register) gives an efficient and secure way to store, manage and share practising information and documents.

Setting up is the starting point for your PPR journey and to do this you’ll need to complete all the mandatory fields of every section. As you can work your way through, saving as you go along, it’s worth taking the extra time to add all the information. At various points you’ll need to upload documents so make sure you have them available on your computer. Don’t stop there – after completing your profile set up you should remember to regularly check and update it.

Before you start

Here’s a list of what you’ll need – anything mandatory is marked with an asterisk *. Uploaded files mustn’t be bigger than 5MB and must be in one of these formats: PDF, PNG, JPG or GIF.

• A photograph of you – a formal head shot is suggested
• An NHS written reference* confirming details of your employment for the following professions:
  • Anaesthetist
  • Audiologist
  • Healthcare Science Practitioner
  • Neuropsychologist
  • Ophthalmic Science Practitioner
  • Orthotist
  • Pathologist
  • Physician
  • Practitioner Podiatric Surgeon
  • Psychiatrist
  • Radiologist
  • Surgeon
  Don’t worry If you don’t have a suitable reference you can download our digital template – just complete and save it on your computer before you begin; if you’ve gained your experience with the military, you can submit your Armed Service Vocational/Aptitude Battery certification*
• Details are required if you’ve ever had practising privileges withdrawn*
• Details are required If you’ve ever been subject to investigations or proceedings by the police or a professional body*
• The certificates of any medical/clinical training you’ve undertaken*
• Your current Disclosure and Barring Service (DBS) certificate.
• Your current Medical Indemnity Insurance certificate*.

Getting started

Log into your ePractice site and click on the PPR Profile tab from the left-hand menu. Your empty profile will open with your name in the top pane and you’ll see a percentage value on the right-hand side. This gives you an indication of the completed mandatory sections and you’ll need to get to 100% before your profile can be published.

Click on the Complete your Profile button underneath the percentage value to work through each of the required sections – just click on the Add button against each one and save as you go. You can complete these in any order you like (although this guide will cover each section in the order seen) – you don’t need to do everything at once and can go back and add additional info at any time. Once you’ve finished the mandatory sections you should complete the other, non-mandatory, ones too.

Whether or not you use the Complete your Profile button, navigating to each section is easy and you’ve got three options – the drop-down “hamburger” menu at the top-left (three horizontal stacked lines), the search box at the top-right where you type what you’re looking for (e.g. bank details) or simply scroll down the profile page and click the expansion button next to the section name. You can easily get back to the full profile at any time by clicking the home icon.

These are the mandatory sections:

• Indemnity
• Contact Details – Correspondence
• Contact Details – Billing
• Bank Details
• Demographic Details
• Private Practice
• Profession
• Medical Training

Depending on what you’ve added as your profession the following sections will also appear:

• NHS Practice
• Licence to Practise

Indemnity Details

It’s important for insurers and hospitals to know that you have up-to-date and adequate indemnity cover. Each year, as soon as you get your new insurance certificate, you must remember to add the details to show continuity of cover – you shouldn’t delete the old details. You’ll need to complete all the fields in this section.

• Medical Indemnity Provider: From the drop-down list select the name of the medical defence or insurance organisation that’s covering you for medical indemnity – please make sure you enter the actual indemnifier or insurance provider and NOT the broker (ask your provider if you’re not sure).  If it isn’t listed in the drop-down, click on Other at the bottom of the list to add the details, but check the list carefully as it may be shown in a longer or shorter format than you’re looking for
• Start Date: The policy start date for your medical indemnity cover
• End Date: The policy end date (must be in the future) for your medical indemnity cover
• Certificate Number: The policy number
• Attachment: You can drag and drop a file into the box or click it to upload your policy certificate
• Click Submit to save your changes or Cancel to go back

Contact Details

This section holds the details of where you’d like to be contacted for correspondence and invoicing purposes – the default is to show the correspondence address. All mandatory fields are marked with an asterisk*.

Correspondence address

These details can be used by us, the insurers who recognise you and the hospitals where you hold practising privileges to send you general correspondence, including emails about the products and services you use. Please note that the insurers may also share these details with patients.

You have two choices for the address – either choose a hospital or practice (where you undertake some, or all, of your private practice) or simply type in another address.

Choose a hospital or practice

• Click the box next to Use Hospital/Practice Address – a tick will appear

• Hospital/Practice Name: Use the drop-down list to select this – you can type the name or first line of the address in the search box to save you scrolling down – the details will populate into the relevant sections
• Enter Address Prefix: Any additional address information that’s specific to the location within the hospital/practice e.g. the business name, location within a building (floor and/or room number) etc

Add a correspondence address

Just type in the details.

• Address Prefix: Any additional address information that’s specific to the location e.g. the business name, location within a building (floor and/or room number) etc
• Address (Lines 1-4)*: Lines 1-4 of the correspondence address you want to use e.g. building name, street number and/or name, city and county as required
• Postcode*: The postcode of your correspondence address

Telecom Details

These must also be completed. It would be best if you list your personal professional details in this section, rather than anyone else’s.

• Preferred contact method: Choose the preferred method of contacting you
• Email*: Your email address
• Phone*: Your direct phone number (landline or mobile) at your correspondence address – don’t leave any spaces between the numbers
• Mobile: Your mobile number
• Fax: Your fax number at your correspondence address

Click Submit to save or Cancel to go back.

Billing address

Click Billing at the top of the pane.

This is to let us know what address you want to use for invoicing purposes. This should be where you send most of your invoices from and where you’d like to receive your remittance advices (if this isn’t done electronically). Please note that the insurers may give this address to patients with shortfalls to pay.

You have three choices for the address this time – you can use your correspondence address, choose a hospital or practice or add another address.

Use correspondence address

Simply click on the Use my Correspondence address button. You can add another Address Prefix if needed.

Choose a hospital or practice

• Click the box next to Use Hospital/Practice Address – a tick will appear

• Hospital/Practice Name: Use the drop-down list to select this – you can type in the name or first line of the address in the search box to save you scrolling down – the details will populate into the relevant sections
• Enter Address Prefix: Any additional address information that’s specific to the location within the hospital/practice e.g. the business name, location within a building (floor and/or room number) etc

Add a billing address

Just type in the details.

• Address Prefix: Any additional address information that’s specific to the location e.g. the business name, location within a building (floor and/or room number) etc
• Address (Lines 1-4)*: Lines 1-4 of the billing address you want to use e.g. building name, street number and/or name, city and county as required
• Postcode*: The postcode of your billing address

Telecom Details

You could use another person’s details here e.g. your secretary or the person who does your invoicing. Just remember to update these if that person leaves your employment. If you’re using your correspondence address the details for these fields will be pre-populated, but you can change them if you want.

• Email*: The email address you want to associate with this address
• Phone*: A direct phone number (landline or mobile) you want to associate with this address – don’t leave any spaces between the numbers
• Mobile: The mobile number you want to associate with this address
• Fax: The fax number you want to associate with this address

Click Submit to save or Cancel to go back.

Bank Details

This is where you list your bank details so insurers can pay fees directly into your account – if the details you enter are invalid, the insurers won’t be able to see your profile. You can also give them permission to give these details to patients who have shortfalls to pay. Mandatory fields are marked with an asterisk*.

• Bank Name*: The name of the UK bank where you have a bank account linked to your private practice
• Account Name*: The name that appears on your account
• Sort Code*: The 6-digit bank code that identifies the bank and branch
• Account Number*: The 8-digit number that identifies your bank account
• Use the Yes or No toggle button to indicate if you’re happy or not for the insurers to give patients your bank account details to pay any shortfalls
• Click Submit to save your changes or Cancel to go back

Demographic Details

This’ll already have some of your details, taken from your Healthcode Account. If you need to update any of these, just click the Edit Details button at the top of the pane which’ll take you to the User and Login section of your Healthcode Account.

Please note that your listed names should be your legal names – those recognised by a government or other legal entity. All mandatory fields are marked with an asterisk*.

• Title*: Taken from Healthcode Account
• First Name*: Taken from Healthcode Account
• Middle name: Taken from Healthcode Account
• Last Name*: Taken from Healthcode Account
• Preferred Name: The name you like to use instead e.g. an anglicised name, nickname or a shorter version of your first name
• Sex*
• Date of birth*: You can either search using the calendar or just type it in
• Click Submit to save your changes or Cancel to go back

Private Practice

This is all about what you do and where – you should add all the locations where you do your private work. You can type into the search box or scroll down the drop-down list. If the location isn’t there, click on Add Other Practice at the bottom of the list and complete the details. As a minimum, you’ll need to give us the name, the town/city where it’s located and the postcode, together with an indication of whether this is a private consulting room, rather than being in a hospital or clinic.

The following information is required for each site and mandatory fields are marked with an asterisk*.

Practice Details

• Hospital/ Practice Name*: This is the recognised private facility where patients are seen and/or treated – if you can’t find it check the list carefully as it may be shown in a different format than you’re looking for
• Start Date*: The date you started seeing patients at this site
• End Date: N/A – this’ll be used in the future when you stop seeing patients at this site
• Patients Treated*: The age group breakdown for the patients you treat at this site based on the CQC’s service users’ bands – tick all that apply at this site from the drop-down menu:
  • 0-3 Years
  • 4-12 Years
  • 13-18 Years
  • 19-64
  • 65 Years and over
• Type of Care provided*: Tick all that apply at this site
  • Daypatient – patients who are admitted to a hospital or day case unit because they need a period of medically supervised recovery in a bed but don’t stay overnight
  • Inpatient – patients who are admitted to a hospital because they need a period of medically supervised recovery in a bed and need to stay overnight or longer
  • Outpatient (Consulting only) – patients who attend a facility to see you for medical advice
  • Outpatient Treatment (Ambulatory) – patients who attend a facility for medical diagnostics, observations and treatments but don’t require medically supervised recovery in a bed
• Medical Secretary: When you’ve added details of your medical secretary(-ies) in the Medical Secretary section their name(s) will be shown in the drop-down list and you can assign them as managing this treatment site

Contact Details

• Contact Type: Your choice of your correspondence or billing address to use for this site – it isn’t mandatory for this section and these details can be uploaded separately in the main Contact Details section
• Address Prefix: Any additional info specific to the location of your private practice e.g. the business name, location within a building (floor and/or room number) etc.
• Email*: The contact email address associated with your private practice at this site (this could be your medical secretary’s)
• Phone*: The contact number associated with your private practice at this site – landline or mobile
• Fax: The fax number associated with your private practice at this site
• Add Practice Hours*: The sessions (morning, afternoon or evening – use the tick boxes) and frequencies (weekly, fortnightly or monthly – use the drop-down options) that you’re available per day (Monday to Sunday) to see and/or treat patients at this site
• Click Add to save the details or Cancel to go back

Repeat for all the other sites where you practise.

Profession

This is where you add details about your profession (e.g. surgeon, physician, therapist, chiropractor etc.), your specialty(-ies) and subspecialty(-ies).  If you have more than one profession just add them all – you can do that now or later if you want. You can also list the procedures/treatments you perform which could help with referrals from the insurance companies.

This section is split into two tabs: Profession and Regulatory Body and Specialties, Subspecialties and Procedures.

Profession and Regulatory Body

You’ll need to complete all the fields in this section.

• Profession: Your overarching medical occupation – choose from the drop-down options or type it into the search box and contact us if you think yours isn’t listed
• Regulatory/professional body: You’ll be given a choice of relevant regulatory/professional bodies (including their acronyms) to choose from depending on your profession – if yours isn’t listed you should contact us. Please note that you should choose the body that best represents your profession – it must include a searchable public register and, if you practise a protected profession, you must be registered with the legally-mandated body
• Reference: Your registration/reference/membership number with the listed regulatory/professional body – if you’re registered with the GMC the registration date will automatically populate from the GMC database
• Registration date: The date you first registered with the regulatory/professional body
• Click Next to continue or Cancel to exit without saving

You now need to add at least one specialty and subspecialty (if prompted by the system) from the available lists for this profession – again you should contact us if you think yours isn’t listed. For each specialty/subspecialty you can also add the procedures and treatments you undertake to highlight your areas of expertise.

Specialties, Subspecialties and Procedures

Mandatory fields are marked with an asterisk* – you must add at least one specialty and subspecialty (if this option is available). 

• Specialty*: The branch of medical practice you’re trained to do which is broadly focused on a defined group of patients, diseases or skills – click the one you want from the list which will then show the subspecialties available (not all specialties will have these). Contact us if you think yours isn’t listed
• Subspecialty*: A narrower field within the specialty that gives greater detail of the work you do – tick the box next to the ones you want to showcase and as you do this, you’ll be able to pick the relevant procedures or treatments you perform regularly (not always available). Contact us if you think yours isn’t listed
• Procedures/Treatments: Tick the ones you want to add from the list of CCSD-coded procedures and treatments available for your chosen specialty/subspecialty

You can continue adding more specialties, subspecialties and procedures/treatments for this profession or you can come back and do this later.

• Click Add to save and be taken to the Profession section or Back to return to the Profession and Regulatory Body tab

Click the Add Profession button on the top right if you want to add another one. If you’ve added more than one profession you should choose the one you want listed as the Primary by clicking the radio button next to it.

NHS Practice

You’ll need to complete this section if you’re one of the following:

• Anaesthetist
• Audiologist
• Healthcare Science Practitioner
• Neuropsychologist
• Ophthalmic Science Practitioner
• Orthotist
• Pathologist
• Physician
• Practitioner Podiatric Surgeon
• Psychiatrist
• Radiologist
• Surgeon

A written reference is required confirming details of your NHS employment. If you don’t have anything suitable you can download our digital template to be completed by you and a member of the HR Department at your NHS facility.

The contact details requested are for the person who has provided the reference confirming your NHS employment, whether you used our template or not. Please note that the insurers may contact them if they need more information to complete their recognition process.

Use the Yes or No toggle button to indicate if you’ve ever held an NHS post. If the answer’s Yes, then the following will appear.

All mandatory fields are marked with an asterisk*.

• Hospital/ Practice Name*: The NHS facility where you are or were employed – if this isn’t shown on the drop-down list click Other (at the bottom of the list) and manually add the details
• Start Date*: The date you started practising at the NHS facility
• End Date: The date you stopped practising there (if applicable)
• Consultant Post*: The job title of the post you hold/held there
• Title*: The title of the person who’s provided the reference
• First Name*: The first name of the person who’s provided the reference
• Last Name*: The surname/family name of the person who’s provided the reference
• Contact Other Names: Any other name(s) used by the person who’s provided the reference
• Contact Job Title*: The official job title of the person who’s provided the reference
• Contact Email*: The email address of the person who’s provided the reference
• Attachment*: You can drag and drop a file into the box or click it to upload a copy of your reference – remember that it must be signed by the same person you’ve listed as the reference contact
• Click Submit to save your changes or Cancel to go back

Licence to Practise

This is mandatory if you’re GMC-registered.

• Use the Yes or No toggle button to indicate if you have a current licence to practise
• Use the Yes or No toggle button to indicate if you have or have ever had any investigations and/or proceedings by the police or any profession body anywhere in the world
  • If the answer’s Yes then you’ll be asked to tick a box to confirm you’re happy with the statements presented
  • Attachment*: You’ll need to drag and drop a file relating to this into the box or click to upload it
• Use the Yes or No toggle button to indicate if you’ve ever had practising privileges withdrawn
  • If the answer’s Yes then you’ll be asked to tick a box to confirm you’re happy with the statements presented
  • Attachment*: You’ll need to drag and drop a file relating to this into the box or click to upload it
• Click Update licence to practise

Medical Training

This is where you upload any medical/clinical training certificates, including your qualification certificates (e.g. your primary degree/qualification). You’ll need to complete all the fields in this section and add at least one.

• Click Add Medical Training
• Training Title: The name of the medical/clinical training undertaken, including your primary degree
• Training Provider: Select the professional body that issued the certificate from the drop-down list (if you can’t find it check the list carefully as it may be shown in a different format than you’re looking for) – this could be the university/training facility name or the name of the organisation that oversees the training; if this isn’t in the list, click on Other at the bottom and complete the details
• Attachment*: You’ll need to drag and drop a file into the box or click it to upload your certificate
• Click Add to save or Close to return to the section

You can now add further training or come back to it later.

Next steps

Once you’ve successfully completed all the mandatory sections, the percentage indicator will change to 100%, the circle will be green and marked Active. Your profile will soon be visible to the insurers and hospitals you work with. You’ll also now see a blue notification banner in the top-right corner of the screen asking if you’ve confirmed your details are up to date and correct. Regularly clicking to confirm, even if you haven’t changed anything, indicates to the the insurers that you’re keeping an eye on your profile and could mean more referrals. 

Now let’s talk about the other available sections of your profile. Although not mandatory, it’s important that you complete as many of these as possible as your profile is used as the single source of truth for ICE (our online appointment booking solution), as well as by the insurers and hospitals.

Again, these can be looked at in any order you like, but they’re listed here in the order you see them on the profile.

• About You
• Qualifications
• Professional Bodies
• Publications
• Insurer Recognition
• Appraisal
• Fitness to Practise
• Medical Secretary

Edit Profile

This is found right underneath the icon in the top pane that also contains your name and addresses. Your Profile is made up of the following sections, many of which you’ll have already completed as indicated:

• About You
• Profession (mandatory section – see above)
• Licence to Practise (mandatory section – see above)
• Qualifications
• Professional Bodies
• Medical Training (mandatory section – see above)
• Publications

Clicking the Edit Profile button will open on the About You section – the others are accessed by clicking the relevant buttons at the top of the screen.

About You

This section gives you a space to showcase your practice, your experience and expertise.

• Click Add Photo under the icon – it’s always a good idea to put a face to a name
  • Click the icon again to open your files
  • Upload your photo, which’ll replace the icon in your profile – remember that the image can’t be more than 5MB
  • Click Update Profile Photo
• Practice Name: Click in the box and type it in – this could be your personal name, your company name or your clinic name
• Practice Website: Your professional personal website or the website of the place where you practise – if you practise from more than one site use the one most relevant to you
  • Click the drop-down to choose the beginning part of the URL – either http:// or https://
  •  Type in the rest of the URL
• Practitioner Status: You can use this section in future to let everyone know if your status has changed – there are three options:
  • Active: You’re actively practising privately – this is the default setting
  • Inactive: You’re currently not seeing any private patients
  • Retired: You’ve retired, either completely or from private practice
• Biography: An optional space to give a bit more information about you, including your medical experience and expertise in your chosen field
  • Click inside the box to type or paste in the info – you have 10,000 characters.
• Research Interests: an optional space to list any research projects and/or activities you’ve been involved in
  • Click inside the box to type or paste in the info – you have 10,000 characters.
• Special and clinical interests: An optional space for you to further define your subspecialties to give greater detail about your clinical work
  • Click inside the box to type or paste in the info – you have 10,000 characters.

Click Update About You.

Qualifications

This is all about your medical degree or other primary medical qualification – you’ll need to complete all the fields in this section.

• Click Add Qualifications

• Qualification: The name of the qualification – choose from the drop-down options or type in the search box. If it isn’t listed, click on Other at the bottom of the list to add the details in the Qualification Name box that appears – do check the list carefully first as it may be shown in a longer or shorter format than you’re looking for
• Year of Qualification: The year you achieved this – scroll and click from the drop-down options or type the year in the search box and then click the option
• Place of Qualification: The university or training facility where you gained this
• Country of Qualification: The country where the university or training facility is located – scroll and choose from the drop-down options or type in the search box and then click the option
• Click Add to save or Close to go back

Repeat these steps to add further primary medical qualifications. If you’ve done any other medical training this should be added to the Medical Training section, as should the upload of your primary qualification certificate(s). 

Professional Bodies

You’ve already listed the regulatory/professional body associated with your profession(s) but if you’re a member of any other professional bodies you can add the details here.

• Click Add Professional Bodies
• Professional Body: Select from the drop-down options or type in the search box – contact us if yours isn’t listed
• Membership No.: Your registration/reference/membership number with the professional body
• Click Add to save or Close to go back

Publications

This section is for you to showcase your expertise in your field by listing publications you’ve written – in print or digital format – relevant to your practice. Mandatory fields are marked with an asterisk.

• Click Add Publications
• Publication Name*: The title of the book, book chapter, article, medical paper or anything else you’ve written that’s been published in print or online
• Publication Date*: The date it was made available in print or digital format
• Publication URL: A link to a website listing or holding the publication
• Publication Abstract: Add a summary of the publication giving as much detail as you want about the purpose, methods, findings, conclusions and recommendations – you have 10,000 characters
• Attachment: You can drag and drop a file into the box or click it to upload your publication
• Click Add to save or Close to go back

Insurer Recognition

This section is all about your recognition with the insurers – you’ll see a list of insurers together with your provider number and status if you’re already recognised or going through the recognition process.  When clicking on an insurer, you’ll see the recognition history on the right-hand side.

Some hyperlinks are available to the insurers’ Fee Schedules and T&Cs for quick reference. 

Click Yes or No to indicate whether you’ll stick to the insurer’s fee schedule – please note that Aviva, AXA Health and Vitality only recognise practitioners who will.

Clicking Apply next to the insurer name will start the recognition process and the status will change to Pending. Once recognition has been granted the status will change to Recognised. The insurer can also refuse recognition and can derecognise you at a later date.

Appraisal

Appraisals are mandatory for GMC- and NMC-registered practitioners. Although this section is voluntary it would be helpful to the hospitals where you hold practising privileges to see this info as they need it for their records. The details at the top of the section are those of your appraiser. Mandatory fields are marked with an asterisk*.

• Title*: The title of your appraiser
• First Name*: The first name of your appraiser
• Last Name*: The surname/family name of your appraiser
• Email: The direct email address of your appraiser
• Date of Last Appraisal: The date your appraisal was signed off by your Responsible Officer
• Date of Next Appraisal: The date given by your Responsible Officer for your next appraisal – this must be in the future
• Appraisal Start Date: The start date of your current appraisal period – agreed between you and your appraiser
• Appraisal End Date: The end date of your current appraisal period – agreed between you and your appraiser
• Appraisal Summary: You can drag and drop a file into the box or click it to upload your summary document
• Personal Development Plan:  You can drag and drop a file into the box or click it to upload your PDP document 
• Full Appraisal:  You can drag and drop a file into the box or click it to upload your full appraisal document
• Click Submit to save or Cancel to go back

Fitness to Practise

This is split into the following separate sections:

• ICO
• DBS

ICO

This is where you add details about your registration with the Information Commissioner’s Office (ICO). Under the Data Protection (Charges and Information) Regulations 2018, if you process personal data (patient information) you need to pay an annual data protection fee to the ICO, even if you’re working within other organisations, such as hospitals, who’ll need to be registered separately. More information about this can be found on the ICO website here.

All the info needed is on your certificate – just remember to update the details each year. Unless you get a new registration, you’ll only need to edit the expiry date, remove the old certificate and upload the new one.

 All fields are mandatory.

• ICO Registration Number
• Tier: Use the drop-down list to choose
• Date of ICO Registration: The date you were first registered as a data controller with the ICO
• Date ICO Registration Expires: The date your current annual data protection registration fee expires
• Attachment: You can drag and drop a file into the box or click it to upload your certificate
• Click Submit to save or Cancel to go back

DBS

The Disclosure and Barring Service (DBS) was previously known as the Criminal Records Bureau (CRB). It’s likely that hospitals will need you to have an enhanced DBS check to grant and maintain your practising privileges. This must be issued within the UK. If you want to complete this section all fields are mandatory.

• DBS Date of Issue: The date your DBS certificate was issued
• DBS Number: The 12-digit DBS certificate number
• Attachment: You can drag and drop a file into the box or click it to upload your certificate
• Tick the box and click Confirm
• Click Submit to save or Cancel to go back

Medical Secretary

This section is used to list the details of your medical secretary(-ies). You may have more than one, each dealing with a different part of your private practice. Although this whole section is optional, if you do want to add some details the first and last names are required as a minimum.

Medical Secretary Details

Please note that any listed names should be your secretary’s legal names – those recognised by a government or other legal entity.

• Title: The title of your secretary
• First Name*: The first name of your secretary
• Last Name*: The surname/family name of your secretary
• Preferred Name: Your secretary’s preferred name e.g. an anglicised name, nickname or a shorter version of their first name

Address Details

• Contact Type: The preferred address for your secretary to use as standard, from a choice of Correspondence or Billing – complete the details for the correspondence address as default. If your secretary uses a different address for invoicing purposes change the drop down and fill in the details for the second address
  • Address Prefix: Any additional address information that’s specific to the location of your secretary e.g. the business name, location within a building (floor and/or room number) etc.
  • Address (Lines 1-4): Lines 1-4 of the correspondence/billing address associated with your secretary e.g. building name, street number and/or name, city and county as required
  • Postcode: The postcode of your secretary’s correspondence/billing address
• Telecoms Details: The heading of this section will change to Correspondence Telecom Details or Billing Telecom Details if you’ve completed a relevant address
• Preferred contact method: The preferred method of contacting your secretary from a choice of email, phone, mobile or fax
  • Phone: Your secretary’s phone number (landline or mobile)
  • Fax: Your secretary’s fax number
  • Email: Your secretary’s email address
  • Mobile: Your secretary’s mobile number
• Working hours: Your secretary’s start and finish times allocated by days of the week (Monday to Sunday)
• Hospitals/Practices Managed: If you’ve already completed the Private Practice section, you’ll be able to show that this secretary manages the site by ticking the relevant box(es)  
• Click Submit to save or Cancel to go back

Scope of Practice

Info in this section is only visible to GMC-registered practitioners and will be populated once your profile is complete – you can’t edit it. It’s also visible to any hospital or hospital group where you hold practising privileges and who has a subscription to The PPR. It’s not visible to the insurers.

The data shown is taken from the electronic invoices submitted and validated through the Clearing Service from qualifying hospitals and clinics where you’re listed as the “controlling specialist” and is updated daily. CCSD-coded procedures are grouped together under plain language surgical subsets to make it easier for non-clinical people to understand. You’ll be able to see how many procedures you’ve undertaken at each site, covering a 12-month rolling period. Clicking on a number will display a pop-up giving a further breakdown by age groups.

The Last Recorded column indicates the last time a procedure was recorded at a site but doesn’t say where. These indicators show the procedure was done within the last month, the last 3 months or the last 12 months.

The post The PPR | Registering using ePractice appeared first on Healthcode.

Using the online registration form

The PPR (Private Practice Register) gives an efficient and secure way to store, manage and share practising information and documents.

The registration form is the starting point for your PPR journey – you should add more data once the profile has been set up and remember to regularly check and update it. You’ll need to upload various documents so make sure you have them available on your computer before you begin.

Before you start

Here’s a list of what you’ll need – anything mandatory is marked with an asterisk *. Uploaded files mustn’t be bigger than 5MB and must be in one of these formats: PDF, PNG, JPG or GIF.

• A photograph of you – a formal head shot is suggested
• An NHS written reference* confirming details of your employment for the following professions:
  • Anaesthetist
  • Audiologist
  • Healthcare Science Practitioner
  • Neuropsychologist
  • Ophthalmic Science Practitioner
  • Orthotist
  • Pathologist
  • Physician
  • Practitioner Podiatric Surgeon
  • Psychiatrist
  • Radiologist
  • Surgeon
  Don’t worry If you don’t have a suitable reference you can download our digital template – just complete and save it on your computer before you begin; if you’ve gained your experience with the military, you can submit your Armed Service Vocational/Aptitude Battery certification*
• Details are required if you’ve ever had practising privileges withdrawn*
• Details are required If you’ve ever been subject to investigations or proceedings by the police or a professional body*
• The certificates of any medical/clinical training you have undertaken*
• Your current Disclosure and Barring Service certificate
• Your current Medical Indemnity Insurance certificate*

Accessing the registration form

• Click the Register button at the top right of this page or you can click here.
• Click Start Registration to open the screening questions – the answers to these will direct you to the correct products and services to meet your requirements
• Answer Yes to the first question
• If you want a profile but don’t need to apply for recognition to any of the insurers answer No to the second question
• If you answer Yes to the third question (you already have ePractice) you won’t need to apply for a PPR profile using the form – you just need to log in to ePractice and set up your profile from there (see our guidance on The PPR | Registering using ePractice)
• Complete the rest of the questions – if you want to go back to previous questions just click Back
  • If you need a subscription to the Clearing Service to invoice the insurers electronically you need to choose whether you want to use ePractice or a compatible third-party software (more on this can be found here) – you’ll have to complete the PPR registration form first and then go on to register for the other products and services
• Click Register
• A new page Before You Complete the Form will open – if you have all the information required click Proceed

You’ll now be presented with the first page of the form. You must complete each page before moving on – the whole thing will take around 20-30 minutes. If you’re short on time all non-mandatory information can be added after your profile is set up.

Select Insurers

This section is all about your recognition with Aviva, AXA Health and Vitality.  If you’re already recognised, simply tick the box Already Recognised next to the name(s) – ticking the box in the top line will automatically put a tick against all four. Click Yes or No to show whether you stick to their fee schedule. Hyperlinks are available to the insurers’ T&Cs and Fee Schedules for quick reference.

If you’re not recognised with some or all of these insurers you can easily apply through the registration process. Tick the box Apply for Recognition next to the name – ticking the box in the top line will automatically put a tick against all four. Click Yes or No to show whether you intend to stick to their fee schedule – please note that AXA Health and Vitality will only recognise practitioners who will.

You’ve now completed this section – when ready click Next. You’ll be prompted if you haven’t completed a mandatory field.

About You

This section’s all about you – your professional and personal details. All mandatory fields are marked with an asterisk*.

Professional Details

This is where you add details about your profession e.g. surgeon, physician, therapist, chiropractor etc. If you have more than one profession you must add your main one first – this will be shown as your primary profession. There are four fields to complete.

• Select Profession*: Your overarching medical occupation – remember, you can have more than one.
• Select regulatory body*: If you practise one of the UK’s 32 regulated healthcare professions you’ll need to be registered with the correct regulatory body. If your profession isn’t regulated a current membership of a relevant professional body is required. You can list membership of as many professional bodies as you like, just add these once your profile is set up.
• Reference*: This is your registration/reference/membership number with the listed regulatory/professional body. If you’re registered with the GMC the registration date and the mandatory fields of the next section will automatically populate from the GMC database when you type in your reference number.
• Registration date*: The date you first registered with the regulatory/professional body.

Click Add Profession to save – you can add another one now if you need to.

Personal Details

You add your personal details here. All mandatory fields are marked with an asterisk*. If you’re GMC-registered your first, middle and last names will already be completed (from the GMC database). Please note that your listed names should be your legal names – those recognised by a government or other legal entity.

• Select title*
• First Name*
• Middle name
• Last Name*
• Preferred Name: Your preferred name e.g. an anglicised name, nickname or a shorter version of your first name
• Select Gender*
• Date of birth*
• Upload Profile Photo: Upload your photo, which will be shown in your profile
• Practice Name: This could be your personal name, your company name or your clinic name
• Practice Website: Your professional personal website or the website of the place where you practise – if you practise from more than one site use the one most relevant to you

Biography

This is an optional space to give a bit more information about you, including your medical experience and expertise in your chosen field. This may be used in public-facing website and could help drive referrals your way.

You’ve now completed this section – when ready click Next. You’ll be prompted if you haven’t completed a mandatory field.

NHS Practice

You’ll need to complete this section if you’re one of the following:

• Anaesthetist
• Audiologist
• Healthcare Science Practitioner
• Neuropsychologist
• Ophthalmic Science Practitioner
• Orthotist
• Pathologist
• Physician
• Practitioner Podiatric Surgeon
• Psychiatrist
• Radiologist
• Surgeon
A written reference is required confirming details of your NHS employment. If you don’t have anything suitable you can download our digital template to be completed by you and a member of the HR Department at your NHS facility.

The contact details requested are for the person who has provided the reference confirming your NHS employment, whether you used our template or not. Please note that the insurers may contact them if they need more information to complete their recognition process.

All mandatory fields are marked with an asterisk*.

• NHS post declaration*: You need to confirm whether or not you currently hold or have ever held an NHS post
• Consultant Post*: The job title of the post you hold/held there
• Start Date*: The date you started practising at the NHS facility
• End Date: The date you stopped practising there (if applicable)
• Select Hospital/ Practice Name*: The NHS facility where you are or were employed – if this isn’t shown on the drop-down list click “Other” and manually add the details
• Select Contact Title*: The title of the person who has provided the reference
• Contact First Name*: The first name of the person who has provided the reference
• Contact Last Name*: The surname/family name of the person who has provided the reference
• Contact Other Names: Any other name(s) used by the person who has provided the reference
• Contact Job Title*: The official job title of the person who has provided the reference
• Contact Email Address*: The email address of the person who has provided the reference
• Upload Reference*: You upload your reference here – it must be signed by the same person you have listed as the reference contact

You’ve now completed this section – when ready click Next. You’ll be prompted if you haven’t completed a mandatory field.

Private Practice

This is all about what you do and where. Although you can add multiple sites where you practise privately at least one treatment site is required. If you don’t have time just list the location where you do most of your private work – you can easily add the rest once your profile has been set up. If the location doesn’t appear in the drop-down list, click on Other at the bottom of the list and complete the details. As a minimum, you’ll need to give us the name and the town/city where it’s located and an indication of whether this is a private consulting room, rather than being in a hospital or clinic.

The following information is required for each site and mandatory fields are marked with an asterisk*.

• Select Hospital/ Practice Name*: This is the recognised private facility where patients are seen and/or treated – if it isn’t listed in the drop-down, click on Other at the bottom of the list to add the details, but check the list carefully as it may be shown in a different format than you’re looking for
• Address Prefix: Any additional correspondence or billing address information that’s specific to the location of your private practice e.g. the business name, location within a building (floor and/or room number) etc.
• Phone*: The contact number associated with your private practice at this site – landline or mobile
• Email*: The contact email address associated with your private practice at this site
• Fax: The fax number associated with your private practice at this site
• PP Start Date*: The date you started seeing patients at this site
• Patients Treated*: The age group breakdown for the patients you treat at this site based on the CQC’s service users’ bands – from the drop-down menu tick all that apply at this site:
  • 0-3 Years
  • 4-12 Years
  • 13-18 Years
  • 19-64
  • 65 Years and over
• Type of Care provided*: Tick all that apply at this site
  • Daypatient – patients who are admitted to a hospital or day case unit because they need a period of medically supervised recovery in a bed but don’t stay overnight
  • Inpatient – patients who are admitted to a hospital because they need a period of medically supervised recovery in a bed and need to stay overnight or longer
  • Outpatient (Consulting only) – patients who attend a facility to see you for medical advice
  • Outpatient Treatment (Ambulatory) – patients who attend a facility for medical diagnostics, observations and treatments but don’t require medically supervised recovery in a bed
• PP Practice Hours*: The sessions (morning, afternoon or evening – use the tick boxes) and frequencies (weekly, fortnightly or monthly – use the drop-down options) that you’re available per day (Sunday to Saturday) to see and/or treat patients at this site

Click Add to save the details and repeat now for any other sites where you practise or add these after your profile has been set up.

Specialties and Treatments

Your profession will already be listed. Click Add Specialties – it’s mandatory to add at least one specialty and sub-specialty (if applicable) from the available lists.

You can add multiple specialties and sub-specialties now or leave this until your profile is set up. You can add as large a list as you like of each of the procedures and treatments you undertake for each specialty or sub-specialty – this highlights your areas of expertise.

• Specialty*: The branch of medical practice that is broadly focused on a defined group of patients, diseases or skills
• Sub-Speciality* (if applicable): A narrower field within the specialty – this gives greater detail of what work you undertake
• Procedures/ Treatments: A list of procedures and treatments you undertake for that specialty or sub-specialty – these use CCSD codes and descriptions

You’ve now completed this section – when ready click Next. You’ll be prompted if you haven’t completed a mandatory field.

Fitness to Practise

The top section is mandatory for anyone registered with the GMC.

• Practising privileges withdrawn (Historic): Click Yes or No to indicate whether or not you’ve ever had practising privileges withdrawn
• Upload details: If you’ve had practising privileges withdrawn, you’ll need to upload full details
• Prior or current investigations and proceedings by the police and any professional body, both UK and non-UK: Click Yes or No to indicate whether or not you’ve ever been subject to investigations or proceedings by the police or a professional body anywhere in the world
• Upload details : If you’ve been subject to any investigations or proceedings, you’ll need to upload full details
• Confirm license to practise: Click Yes or No to indicate whether or not you currently hold a licence to practise your profession in the UK – please note that membership of a regulatory/professional body doesn’t automatically mean you hold one

Qualifications

This section is to list your medical degree and any other primary qualification(s) you’ve achieved. Additional medical or clinical training should be listed in the Certifications section on this page.

• Select Qualification: Your medical degree or other primary medical qualification – if it isn’t listed in the drop-down, click on Other at the bottom of the list to add the details, but check the list carefully as it may be shown in a longer or shorter format than you’re looking for
• Select Year of Qualification: The year you achieved this
• Place of Qualification: The university or training facility where you gained this
• Select Country of Qualification: The country where the university or training facility is located

Click Add to save the details – if you’ve got more you can add them now or wait until your profile has been set up.

Appraisals

The form only askes for the dates of your last and next appraisal – there are further options available to you once your profile has been set up, so we suggest you update things then.

• Date of Last Appraisal: The date your appraisal was signed off by your Responsible Officer
• Date of Next Appraisal: The date given by your Responsible Officer for your next appraisal – this mustn’t be in the past

Certifications

This is where you upload any additional medical/clinical training certificates. You should also upload your Qualification certificates here. Mandatory fields are marked with an asterisk*.

• Certification Title*: The name of the medical/clinical training undertaken, including your primary degree
• Certification Body*: The professional body that issued the certificate – this could be the university/training facility name or the name of the organisation that oversees the training
• Upload certificate*: You upload the certificate here

Disclosure and Barring Service

The Disclosure and Barring Service (DBS) was previously known as the Criminal Records Bureau (CRB). It’s likely that hospitals will need you to have an advanced DBS check to grant and maintain your practising privileges.

• Upload Disclosure Barring Service: You upload your DBS certificate here
• DBS Date of Issue: The date your enhanced DBS certificate was issued
• DBS Number: The 12-digit enhanced DBS certificate number

You’ve now completed this section – when ready click Next. You’ll be prompted if you haven’t completed a mandatory field.

Medical Secretary Details

This section is used to list the details of your medical secretaries. You may have more than one, each dealing with a different part of your private practice. Although this whole section is optional – so you can complete it once your profile is set up – if you do want to add some details at this stage the first and last names are required as a minimum.

Please note that any listed names should be your secretary’s legal names – those recognised by a government or other legal entity.

• Med Sec Title
• Med Sec First Name
• Med Sec Last Name
• Med Sec Preferred Name: Your secretary’s preferred name e.g. an anglicised name, nickname or a shorter version of their first name
• Address Prefix: Any additional address information that’s specific to the location of your secretary e.g. the business name, location within a building (floor and/or room number) etc.
• Address (Lines 1-4): Lines 1-4 of the correspondence address associated with your secretary e.g. building name, street number and/or name, city and county as required
• Postcode: The postcode of your secretary’s correspondence address
• Select Primary Telecom: The preferred method of contacting your secretary from a choice of email, phone, mobile or fax
• Email: Your secretary’s email address
• Phone: Your secretary’s phone number (landline or mobile)
• Mobile: Your secretary’s mobile number
• Fax: Your secretary’s fax number
• Working hours: Your secretary’s start and finish times either at that address and/or any associated sites, allocated by days of the week (Sunday to Saturday)
• Hospitals/Practices Managed: The site(s)managed by your secretary where you see patients

Click Add to save the details and repeat for any other secretaries you have or complete all details when your profile has been set up.

You’ve now completed this section – when ready click Next.

Payments

This is where you list your bank details so insurers can pay fees directly into your account. You can also give permission for them to give these details to patients who have shortfalls to pay. Mandatory fields are marked with an asterisk*.

• Bank Name*: The name of the UK bank where you have a bank account linked to your private practice
• Account Name*: The name that appears on your account
• Sort Code*: The 6-digit bank code that identifies the band and branch
• Account Number*: The 8-digit number that identifies you bank account
• Permission to insurers: Click Yes or No to indicate if you’re happy or not for the insurers to give patients your bank account details to pay any shortfalls

You’ve now completed this section – when ready click Next. You’ll be prompted if you haven’t completed a mandatory field.

Medical Indemnity Insurance Details

It’s really important for insurers and hospitals to know that you have up to date and adequate indemnity cover. Each year as soon as you get your new insurance certificate, you must remember to add the details to show continuity of cover – you shouldn’t delete the old details. Mandatory fields are marked with an asterisk*.

• Select Medical Indemnity Insurance (MII) Name*: From the drop-down list select the name of the medical defence or insurance organisation that’s covering you for medical indemnity – please make sure you enter the actual indemnifier or insurance provider and NOT the broker (ask your provider if you’re not sure);  if it isn’t listed in the drop-down, click on Other at the bottom of the list to add the details, but check the list carefully as it may be shown in a longer or shorter format than you’re looking for
• MII Renewal Date*: The policy end date (must be in the future) for your medical indemnity cover – you’ll need to add the start date once your profile has been set up
• MII Certificate Number*: The policy number
• Upload MII Certificate*: Here’s where you upload the policy certificate

You’ve now completed this section – when ready click Next. You’ll be prompted if you haven’t completed a mandatory field.

Contact Details

This is where you enter your correspondence and billing address details.

Correspondence Details

These details can be used by us, the insurers who recognise you and the hospitals where you hold practising privileges to send you general correspondence, including emails about the products and services you use. Mandatory fields are marked with an asterisk*.

You have two choices for the address – click the radio button to either use a hospital/practice (where you undertake some, or all, of your private practice) or another address.

Use Hospital/Practice address

• Select Hospital/Practice Name*: Use the drop-down list to select this – the site(s)you have listed before as where you see patients privately will be shown at the top, but you can choose another site as required
• Address Prefix: Any additional address information that’s specific to the location within the hospital/practice e.g. the business name, location within a building (floor and/or room number) etc.

Enter a new Correspondence address

• Address Prefix: Any additional address information that’s specific to the location e.g. the business name, location within a building (floor and/or room number) etc.
• Address (Lines 1-4)*: Lines 1-4 of the correspondence address you want to use e.g. building name, street number and/or name, city and county as required
• Postcode*: The postcode of your correspondence address

Additional contact details

These must also be completed. It would be better that you list your personal details in this section, rather than another person’s.

• Select Primary Telecom: The preferred method of contacting you from a choice of email, phone, mobile or fax
• Email*: Your personal email address
• Email*: Enter your email address again
• Phone*: Your direct phone number (landline or mobile) at your correspondence address
• Mobile: Your mobile number
• Fax: Your fax number at your correspondence address

Tick boxes are available to indicate your preferences for marketing and promotional information. Please note that we will always let you know about anything involving changes or updates to the products and services you use.

Billing Details

This is to let us know what address you want to use for invoicing purposes. This should be where you send the majority of your invoices from and where you’d like to receive your remittance advices (if this isn’t done electronically). Please note that the insurers may give this address to patients with shortfalls to pay. Mandatory fields are marked with an asterisk*.

You have three choices for the address – click the radio button to use your correspondence address, a hospital/practice (where you undertake some, or all, of your private practice) or another address.

Use Correspondence address

• Billing Address Prefix: Any additional address information that’s specific to the location (and different from the correspondence address) e.g. the business name, location within a building (floor and/or room number) etc.

Use Hospital/Practice address

• Select Hospital/Practice Name*: Use the drop-down list to select this – the site(s)you have listed before as where you see patients privately will be shown at the top, but you can choose another site as required
• Address Prefix: Any additional address information that’s specific to the location within the hospital/practice e.g. the business name, location within a building (floor and/or room number) etc.

Enter a new Billing address

• Address Prefix: Any additional address information that’s specific to the location e.g. the business name, location within a building (floor and/or room number) etc.
• Address (Lines 1-4)*: Lines 1-4 of the billing address you want to use e.g. building name, street number and/or name, city and county as required
• Postcode*: The postcode of your billing address

Additional contact details

You could use another person’s details here e.g. your secretary or the person who does your invoicing. Just remember to update these if that person leaves your employment. If you are using your correspondence address the details for these fields will be pre-populated, but you can change them if you want.

• Billing Email*: The email address you want to associate with this address
• Billing Phone*: A direct phone number (landline or mobile) you want to associate with this address
• Billing Mobile: The mobile number you want to associate with this address
• Billing Fax: The fax number you want to associate with this address

You’ve now completed this section – when ready click Next. You’ll be prompted if you haven’t completed a mandatory field.

Review and Submit

This is a recap of everything you’ve added to the registration form, starting with the information about your recognition status with the insurance companies. You have access to hyperlinks to view the Terms & Conditions and Fee Schedules.

For GMC-registered practitioners you can also view information about the republication license we hold for the GMC’s List of Registered Medical Practitioners.

Click Review and print your application to look at the information you’ve added to the form. You can download or print this out. Amendments can be made by closing the preview and clicking Previous on every page to get back to the area you want to change.

Once you’re happy you’ll need to read the declaration and tick the box to confirm that you agree to our Terms and Conditions and Privacy Policy.

Finally, you’ll need to add a memorable phrase between 8 and 50 characters in length – make sure you make a note of this as you’ll need it shortly. Click Submit.

What happens next?

You’ll be sent an email shortly after you submit the application to verify your request – you’ll need to use the memorable phrase you created. The verification link will expire after 24 hours, so make sure you action this as soon as you can. If you’ve completed everything correctly your profile will be set up shortly and you’ll receive a welcome message.

If there’re any errors or omissions, you’ll be sent an email telling you the issues and asking you to send through the correct information. You’ll receive the welcome message once the issues have been updated and the profile completed.

Want more support?

Why not sign up to our Healthcode Academy module. Our Service Delivery Associates will take you through the process step by step and you’ll complete the registration by the end of the session. More information can be found here.

The post The PPR | Registering using the online form appeared first on Healthcode.

Invoice errors

When you send invoices through the Clearing Service they’re validated against the criteria set by each insurer. Invoice passed? No problem, it’s ready to be collected by the insurer into their system. When the invoice fails, you’re alerted to the errors. But how do you identify and fix them?

There are two types of errors – bill and charge line.

Bill Errors

These are found in the top section of your invoice – outlined in green below. They pick up any problems in the Episode & Invoice and/or the Patient & Bill To tabs.

The errors are displayed in the Bill Errors box on the bottom right of the screen (outlined in blue) – the number of errors are shown in the top line. If there’s more than one, clicking the >> symbol will take you to the next one and the << will take you back. You’re given three pieces of information for each error:

• Field – the field that’s causing the issue; this is also highlighted in red in the relevant section of the invoice
• Error – a short description of the problem
• Suggestion – an idea of how to fix it

When you make a change always remember to click the Update button at the top right of the invoice.

Episode & Invoice tab errors

There are three areas in this tab where common errors occur:

• Episode Details
• Diagnosis Codes
• Invoice Details

Episode Details

1. This error relates to the Controlling Spec: field.

Error details: Field = Specialist + Error = Invalid Code + Suggestion = Amend Value

This means: Either the practitioner identifier code listed in this box (which relates to the person you put on the invoice as the Controlling Specialist) isn’t mapped on our system or it’s mapped but they aren’t recognised by the insurer. Hover over the field and if a name pops up that means the code’s mapped.

Solution – if the practitioner isn’t mapped: If you’re a hospital you’ll need to map the practitioner yourself using The PPR. Our guide will show you how. If you’re not a hospital just contact our Customer Services team, who’ll be happy to help – they’ll need the following details:

• the practitioner’s name
• their regulatory/professional body code e.g. GMC number
• the practitioner identifier (the code listed in the Controlling Spec. field)
• the name of the insurer being invoiced

Solution – if the practitioner is mapped: Send the following details to Customer Services requesting an insurer recognition update:

• the practitioner’s name
• their regulatory/professional body code e.g. GMC number
• the practitioner identifier (the code listed in the Controlling Spec. field)
• the name of the insurer being invoiced

2. This error relates to the Treatment Site: field.

Error details: Field = Hospital Number + Error = Not Mapped + Suggestion = Map Code

This means: Either the treatment site identifier code listed in this box (which relates to where the patient was seen) isn’t mapped on our system or it’s mapped but it isn’t recognised by the insurer. Hover over the field and if a name pops up that means the code’s mapped.

Solution: Send the following details to Customer Services requesting either for the site to be mapped or an insurer recognition update:

• the treatment site’s name
• any insurer provider numbers
• the treatment site identifier (the code listed in the Treatment Site field)
• the name of the insurer being invoiced

Invoice Details

1. This error relates to the Payee Provider field.

Error details: Field = Payee Provider + Error = Invalid Code + Suggestion = Amend Value

This means: Either the payee provider identifier code listed in this box (which relates to the practitioner or practice/clinic that’s recognised by an insurer for electronic billing and receives payment directly from them) isn’t mapped on our system or it’s mapped but it isn’t recognised by the insurer.

Solution: Send the following details to Customer Services requesting either for the payee provider to be mapped or an insurer recognition update:

• the payee provider’s name
• any insurer provider numbers
• the payee provider identifier (the code listed in the Payee Provider field)
• the name of the insurer being invoiced

We’ll need you to complete and sign sections 1 and 2 of our Data Consent Form before we can map a payee provider – when done just return it to Customer Services with the required information.

2. This error relates to the Bill / Auth No: field.

Error details: Field = Authorisation Code + Error = Must be in the format ***** + Suggestion = Amend Value

This means: The format of the authorisation number given isn’t recognised using the validation criteria set by the insurer.

Solution: Check the authorisation number and amend it. An alternative solution is to remove it as it isn’t necessary to include it on an invoice. Click Update.

Diagnosis Codes

This error relates to the diagnosis code you’ve added to the invoice.

Error details: Field = ICD + Error = Code not Mapped + Suggestion = Map Code

This means: The diagnosis code used isn’t valid for the insurer.

Solution: Diagnosis codes are only required on invoices for Bupa, Bupa Global, AXA Health and Vitality. If you don’t need to send one the easiest option is to click Edit Code, highlight the code and delete it. Click OK and then click Update.

Look up an alternative diagnosis code and click Edit Code. Type in the new code, click OK and then click Update. If the invoice still fails email the codes you used and the name of the insurer to our Coding team for advice.

Patient and Bill To tab errors

The most common reason for errors in this section are patient membership details. We’ve got access to the membership databases for Aviva, AXA Health, Bupa and Vitality and invoices are validated against these. The other insurers validate against membership number formatting criteria – click here for our handy guide.

Database errors | Aviva, AXA Health, Bupa and Vitality

1. This error relates to the policy attached to the membership number

Error details: Field = Subscriber Reference + Error = The membership number is not valid for this claim + Suggestion = Please check your patients insurance details

This means: Although the membership number has been found on the database, the policy it’s attached to isn’t a private medical insurance and can’t be used for the services you’ve billed – for example, it could be a dental policy.

Solution: Run a Membership Enquiry if this option is available or contact the patient or insurer.

2. This error relates to membership number not being found

Error details: Field = Subscriber Reference + Error = No matching membership details can be found + Suggestion = Please check your patients insurance details

This means: There’s no matching membership number on the insurer database.

Solution: Run a Membership Enquiry if you have this option or contact the patient or insurer.

3. This error relates to the patient details

Error details: Field = Subscriber Reference + Error = Patient demographics do not match registration number + Suggestion = Amend Value

This means: Although the membership number has been found on the database, the patient details don’t match. This could be the patient’s name, date of birth or the postcode.

Solution: Double-check the patient’s details, especially the date of birth, postcode and name – it’s quite common for the first name and surname to be entered the wrong way round. If everything looks right run a Membership Enquiry if this option is available or contact the patient.

Membership number formatting errors | Other insurers

This error relates to the formatting of the membership number

Error details: Field = Subscriber Reference + Error = Invalid Format + Suggestion = Amend Value

This means: The membership number has failed validation because the format doesn’t match the criteria set by the insurer.

Solution: Check the membership number against the validation formatting criteria. If everything looks right run a Membership Enquiry if you have this option or contact the patient.

Charge Line Errors

These are found in the bottom section of your invoice – outlined in green below. They pick up any problems with the charge or service items in the Charges tab.

Invoices with multiple charges can have a mixture of charge lines that pass and fail validation. To see the error and fix it you’ll need to click the red line underneath each charge that’s failed – if there are a lot of charge lines you can filter these by ticking the box next to “Failed only”.

When you make a change always remember to click the Update button on the individual charge line and then click the Update button at the top right of the invoice.

There are three types of errors in this section:

• Service Code/Charge Item details
• CCSD details
• Tariff errors

Service Code/Charge Item details

1. This error relates to the Charge Item field not being mapped.

Error details: Field = Provider Chargecode + Error = Code not Mapped + Suggestion = Map Code

This means: The service or charge isn’t mapped to one of our Industry Standard Codes (ISCs) – you’ll know this because the Charge Item box is empty.

Solution: Email the following to our Coding team:

• The Service Code and a detailed description of what this is
• The ISC number you want this mapped to (if you know what it is)

Wait for confirmation that this has been mapped – then simply click the Update button on the charge line and then click the Update button at the top right of the invoice.

2. This error relates to the Charge Item field not being valid.

Error details: Field = Provider Chargecode + Error = Code not valid for Insurer + Suggestion = Amend value

This means: The ISC listed in the Charge Item box isn’t valid for the insurer.

Solution: If the insurer is AXA Health, Aviva and Bupa you’ll have to contact them directly first as they need to contact our Coding team to validate a code. For all the other insurers codes can usually be added by us so email the following to our Coding team:

• The Service Code
• The Charge Item code
• The name of the insurer being billed

Wait for confirmation that this has been validated – then simply click the Update button on the charge line and then click the Update button at the top right of the invoice.

CCSD details

1. This error relates to the code in the CCSD field not being valid.

Error details: Field = OPCS Code + Error = Invalid Code + Suggestion = Amend value

This means: The CCSD procedure code listed in the CCSD box isn’t valid for the insurer.

Solution: You’ll need to check the insurer’s online fee schedule.

If the CCSD code is shown then it shouldn’t fail so email the following to our Coding team:

• The CCSD code
• The procedure description
• The name of the insurer being billed and the fact that you found the code on their fee schedule

If the CCSD code isn’t on the insurer’s fee schedule you’ll need to contact them directly. They will either ask us to make the code valid or advise you of another one to use. If they ask us to make the code valid, wait for confirmation that this has been done – then simply click the Update button on the charge line and then click the Update button at the top right of the invoice.

If they advise you of another code to use click the Edit button, type in the code they gave you, click the Search >> button then click Use Code >>. Click the Update button on the charge line and then click the Update button at the top right of the invoice.

2. This error relates to the code in the CCSD field being empty.

Error details: Field = OPCS Code + Error = Invalid Code + Suggestion = Amend value

This means: The CCSD procedure code is shown as “missing” in the CCSD box.

Solution: Click the Edit button, type in the description of the code (if you know it), click the Search >> button, if you used a description scroll to find the correct one, highlight it then click Use Code >>. Click the Update button on the charge line and then click the Update button at the top right of the invoice.

If the Charge Item is an ISC that doesn’t require a CCSD code but this message is still showing, it could be that you’ve previously removed a second code. Try clicking the Update button on the charge line and then clicking the Update button at the top right of the invoice. If this doesn’t work, follow the solution for the first CCSD error.

Tariff errors

Some of the insurers send us files with your contract prices that are used to validate your invoices. Depending on your third-party practice management system (PMS) the tariff file will either contain your Service Codes or our ISCs – but you don’t need to worry about this.

1. This error relates to your charge being too high

Error details: Field = Tariff + Error = Net total exceed insurer tariff for service + Suggestion = Please cancel and re-submit invoice with amended net total

This means: Your charge is more than the contract price the insurer has provided to us.

Solution: Carefully check that the price you’ve added and the units of service (UOS field) are correct. If they are, you’ll need to contact the insurer directly and ask them to send us an updated version of your contract prices. Wait until this has been done – then simply click the Update button on the charge line and then click the Update button at the top right of the invoice. If you’ve made a mistake and put in the wrong charge you need to cancel the invoice by clicking Cancel Bill at the top right of the screen, make the changes to the invoice in your PMS and resubmit it.

2. This error relates to this service having no set fee

Error details: Field = Provider ChargeCode + Error = Service code is not billable (*) + Suggestion = Contact insurer

This means: The insurer has put an exclusive validation on this service and haven’t provided us with the fee you’re able to charge.

Solution: You’ll need to contact the insurer directly to agree a price for this service as only they can make the change. If they agree your fee, wait for confirmation that the change has been put in place – then simply click the Update button on the charge line and then click the Update button at the top right of the invoice. If they don’t agree you’ll need to cancel the invoice by clicking Cancel Bill at the top right of the screen, make the changes to the invoice in your PMS (if there were more charge lines on the invoice that hadn’t failed) and resubmit it.

3. This error relates to your charge being invalid

Error details: Field = Provider ChargeCode + Error = Service code is not billable + Suggestion = Contact insurer

This means: The insurer hasn’t included this charge in your tariff file.

Solution: You’ll need to contact the insurer directly to add this charge. If they agree they’ll have to send us a new tariff file. Wait until this has been done – then simply click the Update button on the charge line and then click the Update button at the top right of the invoice. If they don’t agree you’ll need to cancel the invoice by clicking Cancel Bill at the top right of the screen, make the changes to the invoice in your PMS (if there were more charge lines on the invoice that hadn’t failed) and resubmit it.

The post VEDA | Invoice errors and how to fix them appeared first on Healthcode.

Recognition

If your PPR profile lists your profession as a surgeon, when applying for recognition with Vitality you’ll need to enter the fees you’ll be charging their members for services and procedures. You’ll need to do this within 21 days otherwise they won’t recognise you. Under the Insurer Specific tab of your profile the status for VitalityHealth will show as “Pending – Awaiting Fees”.

Fee amendments can’t be done by us, only Vitality – all guideline pricing and messages about fees are provided and maintained by them. Information about applying for recognition and the fees you can charge can be found on their website.

These fees will become your contracted rates and only Vitality can amend them. If you’re already recognised, your contracted rates should automatically be loaded, although sometimes you may still be asked to set them.

To enter your fees you’ll have access to Guideline Pricing (found in ePractice). We’ve given you simple instructions, but more detailed guidance is found here.

Add Vitality to your Pricing Matrix

• When logged in click on Accounting from the left-hand menu
• Click Guideline Pricing from the drop-down options and a new screen will open
• Click Manage Payors – a pop-out box will appear
• Click the arrow under Select Payor Type and choose Insurer from the drop-down options
• Your options will appear in the Select Payors pane
• Scroll down the list and highlight VitalityHealth
• Click the green + symbol on the right-hand side to add Vitality to the Selected Payors list (All Other and Self Pay are already there)
• Click Save
• Three columns are now visible along the top of the matrix (Self Pay, All Other and VitalityHealth)

Add your list of procedures

• Click Manage Services – a pop-out box will appear
• You must first add the generic code for “Surgeons Fee For Surgery” before adding any procedures – type “surgeon” in the box and click Search
• A pop-out box will appear – click on Surgeons Fee For Surgery to add this to the system
• Click Add Procedures/Treatments on the right of the screen – a pop-out box will appear
• Type in the CCSD code or description of the procedure you want to add
• Click in the box next to the right procedure to insert a tick – when using a description the list of options will be much longer
• Click OK
• The chosen procedure will now appear in the right-hand pane
• Continue to add more procedures now or come back to it later
• Consultation with Minor Treatment may also be listed as one of the Services – to avoid issues when saving your Procedures/Treatments under Surgeons Fee For Surgery you should remove this by clicking the red x symbol next to it
• Click Save

Add your list of services

• Click Manager Services – a pop-out box will appear
• Type the code or description in the box (e.g. consultation) and click Search
• Click in the box next to the right service to insert a tick
• Click OK
• The chosen service will now appear in the right-hand pane
• Continue to add more services now or come back to it later
• Click Save

Setting your fees

You’ll now have some procedures and/or services listed in the left-hand column. In the VitalityHealth column you’ll have to add a fee where it says Set Fee. Where it shows Add/Edit Fee you can add a fee if you provide this service but note you can only invoice for this if the service exists on Vitality’s fee schedule. Check with them if you’re unsure.

• Click Set Fee
• A message will pop up giving you a guideline range of fees typically charged by other recognised practitioners for this service – this message is provided and maintained by Vitality
• Type your fee in the Agreed Fee box – this must be the maximum you’ll charge
• If you work at multiple treatment sites there’s an option to charge different rates at each one – if this is required tick the box next to Vary Fee By Treatment Site
  • A list of where you see patients will appear in the Location pane
  • Add your fee for each one – this mustn’t be higher than your stated Agreed Fee
• If you’ve entered a fee higher than the guidelines suggested you’ll be shown a further message from Vitality and will need to change the fee you’ve entered
• Click Save
• The fee will be added to the pricing matrix – the only option to Edit Fee will be to change the fees you’ve set at various treatment sites
• Continue setting fees for your other procedure and services

Your recognition status

Your recognition status will now change to “Pending” and Vitality will process your application. Once they’ve done this the status will change again to reflect your recognition status with them.

Want more support?

Our Healthcode Academy offers a 15-minute training session (Module 1C) on setting up Guideline Pricing. More information on this can be found here.

The post The PPR | Setting your Vitality fees appeared first on Healthcode.

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