Membership number formats

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 rules.

The validation format criteria are set out for each insurer and use the following key:

• A = Letter
• N = Number
• X = Letter or Number

A couple of examples:

• AANNNN = 2 letters followed by 4 numbers
• NNNNNNXXA = 6 numbers, followed by 2 characters than can either be a number or a letter, followed by a letter

Where other letters and specific letters or symbols are used, this is clearly shown.

Alliance Health

There are three formats that are recognised.

• NNNNNN = 6 numbers
• NNNNNNN = 7 numbers
• NNNNNNNN = 8 numbers

Allianz Partners

The letter P followed by between 4 to 9 numbers.

As Allianz are now processing invoices on behalf of Aetna for their Americas policy holders, the following formats are also recognised. More information on what that means can be found here.

• WNNNNNNNNN = the letter W, followed by 9 numbers
• WNNNNNNNNN-NN = the letter W, followed by 9 numbers, followed by a hyphen (-), followed by 2 numbers
• WNNNNNNNNNN = the letter W, followed by 10 numbers
• WNNNNNNNNNN-NN = the letter W, followed by 10 numbers, followed by a hyphen (-), followed by 2 numbers
• WNNNN⎵NNNNN = the letter W, followed by 4 numbers, followed by a space, followed by 5 numbers
• WNNNN⎵NNNNN-NN = the letter W, followed by 4 numbers, followed by a space, followed by 5 numbers, followed by a hyphen (-), followed by 2 numbers
• WNNNN⎵NNNNNN = the letter W, followed by 4 numbers, followed by a space, followed by 6 numbers
• WNNNN⎵NNNNNN-NN = the letter W, followed by 4 numbers, followed by a space, followed by 6 numbers, followed by a hyphen (-), followed by 2 numbers

Bupa Global

Must be 17 characters long.

• XX-NNNN-NNNN-NNNN = 2 characters (often the letters BI), followed by a hyphen (-), followed by 4 numbers, followed by a hyphen (-), followed by 4 numbers, followed by a hyphen (-), followed by 4 numbers

Exeter Friendly

There are seven formats that are recognised.

• NNNNN = 5 numbers
• NNNNNN = 6 numbers
• NNNNNNN = 7 numbers
• NNNNNNNNNN = 10 numbers
• NNNNNNNNPPNN = 8 numbers, followed by the letter P, followed by the letter P, followed by 2 numbers
• WINNNNNNNN = the letter W, followed by the letter I, followed by 8 numbers
• WDNNNNNNNN = the letter W, followed by the letter D, followed by 8 numbers

WPA

There are five formats that are recognised.

• NNNNN = 5 numbers
• NNNNNN = 6 numbers
• NNNNNNN = 7 numbers
• NNNNNNNN = 8 numbers
• NNNNNNNNN = 9 numbers

The post Validation Rules | Membership numbers appeared first on Healthcode.

Authorisation number formats

Getting your patient pre-authorised gives you peace of mind that their policy allows them to have the requested treatment. But remember, it’s not a guarantee of payment. Adding the pre-authorisation number (sometimes also known as claim number or patient assessment number) onto your invoice shows the insurer that someone has been in touch prior to treatment to let them know what’s going on. If you’re going to add it you need to make sure the format is correct to stop your invoices failing validation.

The pre-authorisation number is optional for the insurers, unless otherwise stated. The only insurer that doesn’t validate these is AXA Health, so we haven’t included the format requirements in this guide.

The validation format criteria are set out for each insurer and use the following key:

• A = Letter
• N = Number
• X = Letter or Number

A couple of examples:

• AANNNN = 2 letters followed by 4 numbers
• NNNNNNXXA = 6 numbers, followed by 2 characters than can either be a number or a letter, followed by a letter

Where other letters and specific letters or symbols are used, this is clearly shown.

Alliance Health

There are two formats that’ll pass validation.

• AAANNNNN = 3 letters, followed by 5 numbers
• A-ANNNNN = a letter, followed by a hyphen (-), followed by a letter, followed by 5 numbers

Allianz Partners

There’s no set length – it can be a combination of letters, numbers and can also include a hyphen.

Aviva

There are four formats that’ll pass validation.

• NNNNNN/NN/NNNN/NNN = 6 numbers, followed by a forward slash (/), followed by 2 numbers, followed by a forward slash, followed by 4 numbers, followed by a forward slash, followed by 3 numbers
• NNNNNN\NN\NNNN\NNN = 6 numbers, followed by a backslash (\), followed by 2 numbers, followed by a backslash, followed by 4 numbers, followed by a backslash, followed by 3 numbers
• NNNNNN/NN = 6 numbers, followed by a forward slash (/), followed by 2 numbers
• NNNNNN\NN = 6 numbers, followed by a backslash (\), followed by 2 numbers

Bupa

There’s no set length – it must be all numbers.

Bupa Global

There are two formats that will pass validation, both must start with the letter A:

• ANNNNNNN = the letter A, followed by 7 numbers
• ANNNNNNNN = the letter A, followed by 8 numbers

Healix

There’s no set length – it can be a combination of letters and numbers.

Trust in Health

You must include a pre-authorisation number on any invoice. It must start with THP, followed by a letter and 6 numbers.

VitalityHealth

There are three formats that’ll pass validation and all must start with the number 1, 5 or 9.

• NNNNNN = 6 numbers but the first must be a 1, 5 or 9
• NNNNNNN = 7 numbers but the first must be a 1, 5 or 9
• NNNNNNNN = 8 numbers but the first must be a 1, 5 or 9

WPA

There are two formats that’ll pass validation.

• NNNNNNNNN = 9 numbers
• XXXXXX = 6 characters – can be any combination of letters and numbers

The post Validation Rules | Authorisation numbers appeared first on Healthcode.

It’s all about billing

This tab allows you to access all the information about your invoices – from submitting them, viewing and amending the ones that have failed validation to viewing responses and remittances from payors. It’s split into four sections:

• Billing Files
• Bills
• Insurer Feedback
• Failed Bills

Billing Files

This is split into two sections:

• Submit Billing File
• View Billing Files

Submit Billing File

This is one of the methods used to submit invoices to the Clearing Service and is most widely used by hospitals. Check with your system provider if this is the method used by them.

Generate your invoices on your Patient Administration System (PAS) or Practice Management System (PMS) and produce the file to be exported – ask your system provider for instructions on how to do this. Depending on the system you use this file will either be in an XML or ASCII format. ASCII is a legacy file format and won’t be available to new providers.

The XML file format is the preferred Industry Standard method. A single XML file can contain invoices for all insurers and for multiple providers when submitting to the same billing site – for example, a central billing site for all hospitals within a group.

Simply follow these steps.

• Click the Billing tab, then Billing Files > Submit Billing File
• In the Add File section click Browse… to search on your computer or network for the billing file you wish to submit
• Once you have located the file, click Open – the selected file will appear in the Add File box
• Click Add and the file will appear on the Files to Submit pane on the left-hand side of the page
• You can repeat these steps if you need to – a maximum of ten files can be added. When you’re ready to submit click Submit All

If the submission is successful the list of files will appear in the Submitted Files pane on the right-hand side of the page and you will see a message displayed at the top of screen. The invoices will now go through the validation process and you can view the status.

View Billing Files

This feature allows you to check on the progress of the invoices that have been submitted for validation through the Clearing Service.

• Click the Billing tab, then Billings Files > View Billing Files
• Select the required billing file from the left-hand Submitted Files pan and the invoices that were submitted will be displayed in the right-hand File Details pane, each showing a Status indication
• You can visually see the status by the colour-coded boxes, but you can also use the mouse to hover over the boxes for further information
  • One green box = Validated, Awaiting Output to Insurer
  • Two green boxes = Awaiting Collection by Insurer
  • Three green boxes = Collected by Insurer
  • One red box = Awaiting Error Correction

If an invoices shows a red box it means it has failed validation and needs to be corrected. You can view the invoice and the reason it failed by highlighting the invoice and clicking View Bill.

View Billing Files page defaults to show files submitted on the day you are viewing, but you can use the Filter Submitted Files section at the bottom of the page to search for any submitted files using any or all of the following criteria: Date, File Name, Status. Select Filter to display the files that match your criteria.

Bills

Click the Billing tab, then Bills.

At the top of the screen you will see a list of payors that are currently accepting electronic invoices, with columns showing how many invoices you have submitted in each of three categories:

• Completed Bills = invoices that have passed validation
• Failed Bills = invoices that have failed validation
• Cancelled Bills = invoices that have failed validation and you’ve then cancelled

Highlight a payor and all the invoices relating to them and these categories are displayed at the bottom of the screen as tabs: Completed, Failed and Cancelled. The Failed tab will always be the first to open – you should correct the errors on these invoices as quickly as possible so they can be resubmitted. Alternatively, you can cancel them. From this page you can do the following:

• Correct a failed invoice from the Failed tab
• Cancel a failed invoice from the Failed tab
• View and print an invoice from all tabs

Correct a failed invoice

• Highlight the invoice you want to correct and click View Bill
• The invoice will open in a new window
  • The top half of the screen is patient and payor information and the bottom half is what is being charged (charge lines)
  • The field(s) with errors will be highlighted in red, with the error and suggestions for correction displayed in the Bill Errors box on the right of the screen – see Invoice errors and how to fix them for further information
• Click on each field that needs changing and amend the information
• Once everything has been corrected, click Update on the top right of the page and the invoice will be resubmitted for validation

If you are having difficulty correcting errors just contact us for help.

Cancel a failed invoice

• Highlight the invoice you want to correct and click View Bill
• The invoice will open in a new window
• Click Cancel Bill on the top right of the page
• A box will pop up asking for a cancellation reason – select this from the drop-down list and click Confirm Cancellation
• The invoice will now appear in the Cancelled tab

View and print an invoice

• Highlight the relevant payor and click on the category tab where the invoice is listed (Completed, Failed or Cancelled)
• Find and click on the invoice required
• The invoice will open in a new window – the top half of the screen is patient and payor information and the bottom half is what is being charged (charge lines)
• To print, click Print Bill on the right of the page

Insurer Feedback

This is split into four sections:

• Remittances
• Shortfall Collection Service
• Unread Responses
• All Responses

Remittances

Electronic remittances can be viewed and printed. They are currently sent by Aviva, AXA Health, Bupa, Bupa Global and patientzone (if you are using Online Payments or Shortfall Collection Service) and VitalityHealth (for hospitals). We only hold remittances for three months before archiving them, but these can be retrieved for a fee. If you have a subscription to the standard Financial Management Solutions package, remittances can also be download into your own system.

Click the Billing tab, then Insurer Feedback > Remittances. The page has two tabs:

• Remittance Files = displays a list of payors with the total number of remittances available for each in the All column and an indication of those that are Unprocessed
• File Downloads = displays a list of processed remittances with an indication of whether the file has been downloaded

View remittance files

• Click on the Remittance Files tab and highlight the required payor
• A list of available remittances (both processed and unprocessed) will be displayed in the right-hand viewing pane
  • In the Processed column the processed invoices are indicated by a green box – the white box signifies that the remittance is unprocessed
  • To only view unprocessed remittances click the View Unprocessed button – the remittance must be processed to enable it to be downloaded
• Highlight the required remittance and click View
• The full details will display in the viewing pane on the bottom right of the page – use the scroll bar to move through it

 Print remittance files

• Click on the Remittance Files tab and highlight the required payor
• A list of available remittances (both processed and unprocessed) will be displayed in the right-hand viewing pane
  • In the Processed column the processed invoices are indicated by a green box – the white box signifies that the remittance is unprocessed
  • To only view unprocessed remittances click the View Unprocessed button
• Click on the remittance you want and click Print.
• A green Print Document pop up box will appear – choose whether you want a summary or detailed print out from the drop-down menu and click Print
  • The summary version will only show you the key details including the total amount paid and when, with no invoice specifics

Process a remittance

You process a remittance so you can download it. The download facility is only available if you have a subscription to the standard Financial Management Solutions package.

• Click on the remittance you want and click Process
• The box in the Processed column will change from white to green and you will be prompted to click on the File Downloads tab to view them

If you have several unprocessed remittances for the selected payor, click Process all Outstanding at the bottom of the Remittance Files tab to save you time.

Download a remittance

• Click on the File Downloads tab to see the list of all available remittance files
  • You can click the Insurer filter at the bottom of the screen to only show those from a single payor
  • You can also filter by file name if you know it
• Select the remittance file and click Download – a dialog box will display
• Click Save and a Save As dialog box will open – save the remittance file to the appropriate folder

Once you have downloaded a file it will be removed from the list. To view files that have already been downloaded click Show Downloaded.

Shortfall Collection Service

Available to those with a subscription to this service that automates the shortfall notification and collection process. See Shortfall Collection Service for help on how to use it.

Unread Responses

Responses are updates on the processing status of electronic invoices and are currently sent by AXA Health, Bupa and Bupa Global. They are sent until the invoice has reached the final stage of processing i.e. rejected, part-paid or paid and can be viewed and printed.

Unread Responses | mark as read

• Click the Billing tab, then Insurer Feedback > Unread Responses to see a list of response files on the left-hand side of the screen, detailing the date they were received and the number of invoice responses available in each
• Select a file and the list of responses will display in the preview pane on the right-hand side of the screen
• Select the invoice you want to view – the details will display in the viewing pane below
• To indicate you have read the response simply click Mark Read at the bottom of the preview pane

Unread Responses | print

• Click the Billing tab, then Insurer Feedback > Unread Responses to see a list of response files on the left-hand side of the screen, detailing the date they were received and the number of invoice responses available in each
• Select a file and the list of responses will display in the preview pane on the right-hand side of the screen
• To print the whole response file click Print at the bottom of the response file pane
  • A green Print Document pop up box will appear – choose whether you want a summary or detailed print out front the drop-down menu and click Print
    • The summary version will only show you the details you see on the preview pane
    • The detailed version will show you the specific details of each invoice
• You can print an individual response by following the steps in mark as read and clicking Print at the bottom of the viewing pane on the right-hand side

All Responses

Responses are updates on the processing status of electronic invoices and are currently sent by AXA Health, Bupa and Bupa Global. They are sent until the invoice has reached the final stage of processing i.e. rejected, part-paid or paid and can be viewed and printed.

• Click the Billing tab, then Insurer Feedback > All Responses to see a complete list of response files on the left-hand side of the screen – these are files that have either previously been marked as read or that still require attention
• The instructions on how to read and print the files or individual responses are detailed in Unread Responses | mark as read and Unread Responses | print

Failed Bills

Part of the Financial Management Solutions, the Failed Bills Management Tools are available to those with a subscription to the Premium package.

The post VEDA | Navigation – Billing tab appeared first on Healthcode.

Managing your Clearing Service subscription

If you use a compatible third-party Practice Management System (PMS) to create your invoices it’s easy to set up and manage your subscription to the Clearing Service. You’ll need this to invoice the insurers and other payors electronically.

You can only subscribe if you have a personal user ID and password (not sharing this with anyone else). If you don’t have a user ID, please complete our User Login Request form.

It’s really important that you check the ID of the site you want to use to invoice electronically before starting this process – this’ll save confusion and avoid you setting up a Direct Debit for the wrong site. The site ID is 7 characters long and always begins with HC. Your user ID should begin with the last 5 characters of the site ID (those after HC).

If you need to set up your Direct Debit in a company name or if your bank needs dual signatories this needs to be done BEFORE you complete the steps listed here. Please go to the following help pages:

Direct Debit – company bank account

Direct Debit – dual signatories (also includes instructions for company bank accounts)

First steps

• Log in here
• Type your user ID and password into the boxes and click Submit
• Close the Clearing Service splash screen (if it appears) by clicking OK

Adding your Clearing Service subscription

• Click the Manage Subscription tab at the top of the screen
• You’ll see a screen with your subscription options – VEDA is already identified as your current plan with a tick in the Current Plan box
• Click the Choose Plan box at the top of the Clearing Service pane to insert a tick– don’t do anything to your VEDA pane, as this links your PMS to us
• Click Proceed on the top right of the screen

Setting up your Direct Debit

• Enter the necessary information on the Direct Debit Instructions form – this doesn’t have to be the same account where payments from the insurers and other payors are sent
• Tick the boxes at the bottom of the screen before clicking Submit
• A message box will confirm your subscription – click OK

Your direct debit will show as Pending verification against your Payment Methods in the Manage Subscription home page (accessed by clicking Update Details at the top of the VEDA pane). This stage usually takes around two working days while the mandate is logged with BACS (Bankers’ Automated Clearing System).

Unsubscribing from the Clearing Service

You don’t need to cancel your Direct Debit as you can unsubscribe from the Clearing Service at any time by removing the tick against the Current Plan box. Click Proceed on the top right of the screen. The changes will take effect at the end of your current monthly term.

If you’ve sent any transactions through the service in the month before unsubscribing, these charges will be taken the following month.

Resubscribing to the Clearing Service

You can resubscribe at any time by adding the tick against the Clearing Service Choose Plan and then clicking Proceed on the top right of the screen. The changes will take effect immediately.

The post Clearing Service | Practices & Clinics using VEDA appeared first on Healthcode.

Managing your Clearing Service subscription

If you use a compatible third-party Practice Management System (PMS) to create your invoices it’s easy to set up and manage your subscription to the Clearing Service. You’ll need this to invoice the insurers and other payors electronically.

You can only subscribe if you have a personal user ID and password (not sharing this with anyone else). If you don’t have a user ID, please complete our User Login Request form.

It’s really important that you check the ID of the site you want to use to invoice electronically before starting this process – this’ll save confusion and avoid you setting up a Direct Debit for the wrong site. The site ID is 7 characters long and always begins with HC. Your user ID should begin with the last 5 characters of the site ID (those after HC).

If you need to set up your Direct Debit in a company name or if your bank needs dual signatories this needs to be done BEFORE you complete the steps listed here. Please go to the following help pages:

Direct Debit – company bank account

Direct Debit – dual signatories (also includes instructions for company bank accounts)

First steps

• Log in here
• Type your user ID and password into the boxes and click Submit
• Close the Clearing Service splash screen (if it appears) by clicking OK

Adding your Clearing Service subscription

• Click the Manage Subscription tab at the top of the screen
• You’ll see a screen with your subscription options – VEDA is already identified as your current plan with a tick in the Current Plan box
• Click the Choose Plan box at the top of the Clearing Service pane to insert a tick– don’t do anything to your VEDA pane, as this links your PMS to us
• Click Proceed on the top right of the screen

Setting up your Direct Debit

• Enter the necessary information on the Direct Debit Instructions form – this doesn’t have to be the same account where payments from the insurers and other payors are sent
• Tick the boxes at the bottom of the screen before clicking Submit
• A message box will confirm your subscription – click OK

Your direct debit will show as Pending verification against your Payment Methods in the Manage Subscription home page (accessed by clicking Update Details at the top of the VEDA pane). This stage usually takes around two working days while the mandate is logged with BACS (Bankers’ Automated Clearing System).

Unsubscribing from the Clearing Service

You don’t need to cancel your Direct Debit as you can unsubscribe from the Clearing Service at any time by removing the tick against the Current Plan box. Click Proceed on the top right of the screen. The changes will take effect at the end of your current monthly term.

If you’ve sent any transactions through the service in the month before unsubscribing, these charges will be taken the following month.

Resubscribing to the Clearing Service

You can resubscribe at any time by adding the tick against the Clearing Service Choose Plan and then clicking Proceed on the top right of the screen. The changes will take effect immediately.

The post Clearing Service | Practitioners using VEDA appeared first on Healthcode.

Managing your Clearing Service subscription

If you use ePractice Lite or Pro to create your invoices it’s easy to set up and manage your subscription to the Clearing Service. You’ll need this to invoice the insurers and other payors electronically.

You can only subscribe if you have a personal user ID and password (not sharing this with anyone else). If you don’t have a user ID, please complete our User Login Request form.

As you’ve already set up a Direct Debit for your software subscription you just need to add the Clearing Service charges to this.

First steps

• Log in here
• Type your user ID and password into the boxes and click Submit
• Close the Clearing Service splash screen (if it appears) by clicking OK
• A second splash screen may appear telling you about Online Payments – close it by clicking on the “x”

Adding your Clearing Service subscription

• Click the Manage Subscription button at the bottom of the menu bar – this is on the left of your screen.
• Click Update Subscription
• You’ll see a screen with your subscription options – ePractice Lite or Pro is identified as your Current Plan with a white tick inside a blue triangle in the top left corner of the tile
• Click the Choose Plan box at the top of the Clearing Service pane to insert a tick – don’t do anything to your ePractice pane unless you wish to change it (see below)
• Click Proceed on the top right of the screen
• A message box will confirm your subscription – click OK
• Your subscription has now been updated to include the Clearing Service in addition to your software.

Unsubscribing from the Clearing Service

You can unsubscribe from the Clearing Service at any time by removing the tick against the Current Plan box. Click Proceed on the top right of the screen. The changes will take effect at the end of your current monthly term.

If you’ve sent any transactions through the service in the month before unsubscribing, these charges will be taken the following month.

Resubscribing to the Clearing Service

You can resubscribe at any time by adding the tick against the Clearing Service Choose Plan and then clicking Proceed on the top right of the screen. The changes will take effect immediately.

Changing ePractice plans

You can upgrade and downgrade your ePractice subscription at any time by clicking in the Choose Plan box at the top of the required plan to insert a tick. Click Proceed on the top right of the screen. If you’re upgrading, the changes will be made immediately – the pro-rated amount (the subscription due between sign up and the end of your current monthly term) will be added to your unbilled charges and invoiced at next renewal. If you’re downgrading the changes will take effect at the end of your current monthly term.

The post Clearing Service | Practices & Clinics using ePractice Lite & Pro appeared first on Healthcode.

Managing your Clearing Service subscription

If you use ePractice Lite or Pro to create your invoices it’s easy to set up and manage your subscription to the Clearing Service. You’ll need this to invoice the insurers and other payors electronically.

You can only subscribe if you have a personal user ID and password (not sharing this with anyone else). If you don’t have a user ID, please complete our User Login Request form.

As you’ve already set up a Direct Debit for your software subscription you just need to add the Clearing Service charges to this.

First steps

• Log in here
• Type your user ID and password into the boxes and click Submit
• Close the Clearing Service splash screen (if it appears) by clicking OK
• A second splash screen may appear telling you about Online Payments – close it by clicking on the “x”

Adding your Clearing Service subscription

• Click the Manage Subscription button at the bottom of the menu bar – this is on the left of your screen.
• Click Update Subscription
• You’ll see a screen with your subscription options – ePractice Lite or Pro is identified as your Current Plan with a white tick inside a blue triangle in the top left corner of the tile
• Click the Choose Plan box at the top of the Clearing Service pane to insert a tick – don’t do anything to your ePractice pane unless you wish to change it (see below)
• Click Proceed on the top right of the screen
• A message box will confirm your subscription – click OK
• Your subscription has now been updated to include the Clearing Service in addition to your software.

Unsubscribing from the Clearing Service

You can unsubscribe from the Clearing Service at any time by removing the tick against the Current Plan box. Click Proceed on the top right of the screen. The changes will take effect at the end of your current monthly term.

If you’ve sent any transactions through the service in the month before unsubscribing, these charges will be taken the following month.

Resubscribing to the Clearing Service

You can resubscribe at any time by adding the tick against the Clearing Service Choose Plan and then clicking Proceed on the top right of the screen. The changes will take effect immediately.

Changing ePractice plans

You can upgrade and downgrade your ePractice subscription at any time by clicking in the Choose Plan box at the top of the required plan to insert a tick. Click Proceed on the top right of the screen. If you’re upgrading, the changes will be made immediately – the pro-rated amount (the subscription due between sign up and the end of your current monthly term) will be added to your unbilled charges and invoiced at next renewal. If you’re downgrading the changes will take effect at the end of your current monthly term.

The post Clearing Service | Practitioners using ePractice Lite & Pro appeared first on Healthcode.

Managing your Clearing Service subscription

If you use ePractice Basic to create your invoices it’s easy to set up and manage your subscription to the Clearing Service. You’ll need this to invoice the insurers and other payors electronically.

You can only subscribe if you have a personal user ID and password (not sharing this with anyone else). If you don’t have a user ID, please complete our User Login Request form.

It’s really important that you check the ID of the site you want to use to invoice electronically before starting this process – this’ll save confusion and avoid you setting up a Direct Debit for the wrong site. The site ID is 7 characters long and always begins with HC.

If you need to set up your Direct Debit in a company name or if your bank needs dual signatories this needs to be done BEFORE you complete the steps listed here. Please go to the following help pages:

Direct Debit – company bank account

Direct Debit – dual signatories (also includes instructions for company bank accounts)

First steps

• Log in here
• Type your user ID and password into the boxes and click Submit
• Close the Clearing Service splash screen (if it appears) by clicking OK
• A second splash screen may appear telling you about Online Payments – close it by clicking on the “x”

Adding your Clearing Service subscription

• Click the Manage Subscription button at the bottom of the menu bar – this is on the left of your screen.
• Click Update Subscription
• You’ll see a screen with your subscription options – ePractice Basic is identified as your Current Plan with a white tick inside a blue triangle in the top left corner of the tile
• Click the Choose Plan box at the top of the Clearing Service pane to insert a tick – don’t do anything to your ePractice pane unless you wish to change it (see below)
• Click Proceed on the top right of the screen

Setting up your Direct Debit

• Enter the necessary information on the Direct Debit Instructions form – this doesn’t have to be the same account where payments from the insurers and other payors are sent
• Tick the boxes at the bottom of the screen before clicking Confirm
• A message box will confirm your subscription – click OK
• The Clearing Service is now also identified as a Current Plan

Your direct debit will show as Pending verification against your Payment Methods in the Manage Subscription home page (accessed by clicking Update Details). This stage usually takes around two working days while the mandate is logged with BACS (Bankers’ Automated Clearing System).

Unsubscribing from the Clearing Service

You don’t need to cancel your Direct Debit as you can unsubscribe from the Clearing Service at any time by removing the tick against the Current Plan box. Click Proceed on the top right of the screen. The changes will take effect at the end of your current monthly term.

If you’ve sent any transactions through the service in the month before unsubscribing, these charges will be taken the following month.

Resubscribing to the Clearing Service

You can resubscribe at any time by adding the tick against the Clearing Service Choose Plan and then clicking Proceed on the top right of the screen. The changes will take effect immediately.

Changing ePractice plans

You can upgrade and downgrade your ePractice subscription at any time by clicking in the Choose Plan box at the top of the required plan to insert a tick. Click Proceed on the top right of the screen. If you’re upgrading, the changes will be made immediately – the pro-rated amount (the subscription due between sign up and the end of your current monthly term) will be added to your unbilled charges and invoiced at next renewal. If you’re downgrading the changes will take effect at the end of your current monthly term.

The post Clearing Service | Practices & Clinics using ePractice Basic appeared first on Healthcode.

Managing your Clearing Service subscription

If you use ePractice Basic to create your invoices it’s easy to set up and manage your subscription to the Clearing Service. You’ll need this to invoice the insurers and other payors electronically.

You can only subscribe if you have a personal user ID and password (not sharing this with anyone else). If you don’t have a user ID, please complete our User Login Request form.

It’s really important that you check the ID of the site you want to use to invoice electronically before starting this process – this’ll save confusion and avoid you setting up a Direct Debit for the wrong site. The site ID is 7 characters long and always begins with HC.

If you need to set up your Direct Debit in a company name or if your bank needs dual signatories this needs to be done BEFORE you complete the steps listed here. Please go to the following help pages:

Direct Debit – company bank account

Direct Debit – dual signatories (also includes instructions for company bank accounts)

First steps

• Log in here
• Type your user ID and password into the boxes and click Submit
• Close the Clearing Service splash screen (if it appears) by clicking OK
• A second splash screen may appear telling you about Online Payments – close it by clicking on the “x”

Adding your Clearing Service subscription

• Click the Manage Subscription button at the bottom of the menu bar – this is on the left of your screen.
• Click Update Subscription
• You’ll see a screen with your subscription options – ePractice Basic is identified as your Current Plan with a white tick inside a blue triangle in the top left corner of the tile
• Click the Choose Plan box at the top of the Clearing Service pane to insert a tick –   don’t do anything to your ePractice pane unless you wish to change it (see below)
• Click Proceed on the top right of the screen

Setting up your Direct Debit

• Enter the necessary information on the Direct Debit Instructions form – this doesn’t have to be the same account where payments from the insurers and other payors are sent
• Tick the boxes at the bottom of the screen before clicking Confirm
• A message box will confirm your subscription – click OK
• The Clearing Service is now also identified as a Current Plan

Your direct debit will show as Pending verification against your Payment Methods in the Manage Subscription home page (accessed by clicking Update Details). This stage usually takes around two working days while the mandate is logged with BACS (Bankers’ Automated Clearing System).

Unsubscribing from the Clearing Service

You don’t need to cancel your Direct Debit as you can unsubscribe from the Clearing Service at any time by removing the tick against the Current Plan box. Click Proceed on the top right of the screen. The changes will take effect at the end of your current monthly term.

If you’ve sent any transactions through the service in the month before unsubscribing, these charges will be taken the following month.

Resubscribing to the Clearing Service

You can resubscribe at any time by adding the tick against the Clearing Service Choose Plan and then clicking Proceed on the top right of the screen. The changes will take effect immediately.

Changing ePractice plans

You can upgrade and downgrade your ePractice subscription at any time by clicking in the Choose Plan box at the top of the required plan to insert a tick. Click Proceed on the top right of the screen. If you’re upgrading, the changes will be made immediately – the pro-rated amount (the subscription due between sign up and the end of your current monthly term) will be added to your unbilled charges and invoiced at next renewal. If you’re downgrading the changes will take effect at the end of your current monthly term.

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