Healthcode Account | Removing 2FA

Once the use of 2FA is mandatory, you won’t be able to remove it altogether, but you can remove one of the methods if you’ve got two set up. If you’ve only got one method set up, you’ll need to add the other method first.

Use 2FA as normal to log into your Healthcode Account. Click the person icon in the top right-hand of the screen, select My Account from the menu and then select Two-Factor Authentication from the left-hand menu.

Click Remove on the method you want to disable and click Confirm if you want to go ahead.

If you want to use a new phone you’ll need to add one method at a time, removing your previous device as required.

Need more support?

If you need further support just get in touch with us.

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Healthcode Account | Log in using 2FA

Go to your Healthcode Account login page, enter your email address or user ID and password as normal and click Login.

Using the authenticator app method

Open the authenticator app on your phone and type in the code that’s been generated into the spaces provided – remember to enter the code before the code regenerates (every 30 seconds).

The default is set to require a 2FA code every time you log in using the same computer and browser, but by clicking the drop-down underneath the code boxes you can amend this to only needing one every:

• 1 Day
• 7 Days
• 30 Days

Click Continue and you’ll be logged in.

Using the text method

Open the text that’s been sent to your mobile and type in the code that’s been generated into the spaces provided. If you don’t get a code you can get the system to send another – if you do this straight away you’ll initially get the same code and the system will then resend you a new one after 30 seconds.

The default is set to require a 2FA code every time you log in using the same computer and browser, but by clicking the drop-down underneath the code boxes you can amend this to only needing one every:

• 1 Day
• 7 Days
• 30 Days

Click Continue and you’ll be logged in.

Alternative ways to log in

We’ve also given you the option to log in using alternative methods, depending on how you’ve set up 2FA.

Added both methods?

The system will automatically ask you to use your preferred method for logging in but if you want to use the alternative simply click Try another way. You can then choose the other method you’ve set up – this is ideal if you’ve used two phones and only have one with you. You can also use a recovery code (see below).

Using a recovery code

If you’re unable to use your phone for any reason you can use one of your saved recovery codes to log in. If you’ve permanently lost access, remember to deactivate your 2FA methods by following these steps and then add one or both methods again when you get a new phone. Login as normal using your email address or user ID and password.

If both methods have been set up click Try another way and then Use a one time recovery code. If you’ve only added one 2FA method, click Use Recovery Codes.

Find your saved list of recovery codes, then copy and paste one of them into the box provided. Click Continue.

You’ll see a message on screen confirming you’ve used one of your recovery codes and letting you know how many you’ve got left. You can click through to review your list – any code that you’ve used will be replaced with the words Code Used and you won’t be able to use that one again.

Need more support?

If you need further support just get in touch with us.

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Healthcode Account | Adding 2FA

What’s 2FA?

2FA is an access management method that we’ve implemented – and will soon be mandating – to add an additional layer of security to the data held in your Healthcode Account. Put simply, 2FA needs two forms of identification to be inputted before you log in – the first is your login credentials (username/email address and password) and the second is the code that’ll be generated using your mobile phone.

Getting started

If you want to set this up before we mandate it you’ll see a splash screen when you log into your Healthcode Account. Simply click Set Up to get started. If the splash screen isn’t there, just click the person icon in the top right-hand of the screen, select My Account from the menu and then select Two-Factor Authentication from the left-hand menu.

Once we’ve mandated 2FA you won’t be able to log in until you’ve set up at least one method – simply follow the instructions on screen.

You can choose one or both methods to generate the code using your mobile phone – we recommend using a TOTP (Time-based One-Time Password) authenticator app as this is the most secure option. There are many free options available e.g. Google Authenticator, Microsoft Authenticator, DUO etc, so just download the app of your choice.

The text (SMS) option is less secure but may be more convenient, especially if you don’t want to use an app.

Once you’ve added one method, you can just add the other if you want and can even use a different phone.

Generate a code using an authenticator app

You must first download an authenticator app from Google Play or the App Store. Open the app on your phone and go to where you can add an account or a verified ID.

In Healthcode Account click Set up. Depending on the app, it’s easier if you scan the QR code directly into the app but we also give you a code for you to add manually. Follow the instructions in the app to add an account or verified ID and then enter the generated code in the spaces provided. The code will regenerate every 30 seconds so it’s important that you enter it before it expires. Click Next.

Copy or download your Recovery Codes now or later – more info is given below – and then click Finish. You’ll be taken back to the Two-Factor Authentication page and this method will be shown as Configured.

Generate a code using text

Click Set up. Enter the mobile number you want to use – the system defaults to the UK dialling code but if you want to use a mobile from another country, just pick it from the drop-down list. Click Next.

Enter the code that’s sent to your mobile in the spaces provided. If you don’t get a code you can get the system to send another – if you do this straight away you’ll initially get the same code and the system will then resend you a new one after 30 seconds. Click Next.

Copy or download your Recovery Codes now or later – more info is given below – and then click Finish. You’ll be taken back to the Two-Factor Authentication page and this method will be shown as Configured.

Added both methods?

The system will automatically make the last one you set up your Preferred Method. It’s easy to swap to the other one by simply clicking Set as Preferred.

Recovery codes

There are twelve recovery codes and these are the same whether you use one or both 2FA methods. You should copy and paste or download these – keep them safe on your computer as you can use one of these to access your account if you don’t have access to your phone.

Once you’ve used all of them, or you think your saved list may have been compromised, you can generate a new batch by clicking Regenerate Codes and then Generate. Your old codes will no longer work.

If you lose your recovery codes, get in touch – we’ll be able to help once we’ve verified who you are.

Now, see how to log in using 2FA.

Need more support?

If you need further support just get in touch with us.

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Healthcode Account | 2FA FAQs

What’s 2FA?

2FA is an access management method that we’ve implemented to add an additional layer of security to the data held in your Healthcode Account. Put simply, 2FA needs two forms of identification to be inputted before you log in – the first is your login credentials (username/email address and password) and the second is the code that’ll be generated using your mobile phone.

Do I have to use it?

Yes – we’ll soon be making 2FA mandatory and you’ll be unable to log in until you’ve set up at least one method.

Can I share a user login ID?

No, it’s important that every user has unique credentials to keep everyone secure. If you’re currently using someone else’s login ID you’ll need to get in touch with us as soon as possible to get your own set up. You’ll need access to a unique email address and your own mobile device.

How easy is it to get the code?

Using your mobile, we support any TOTP (Time-based One-Time Password) authenticator apps e.g. Google Authenticator, Microsoft Authenticator, DUO or you can simply get an SMS (text). We may add more ways to get the code in the future – this’ll depend on available technology and your feedback.

How do I set it up?

When you log into your Healthcode Account you’ll see a splash screen. Simply click Set Up to get started. Not quite ready? Just click Remind me again next time. Even if you don’t want to set up 2FA for now, you can always add it when you’re ready by clicking the person icon in the top right-hand of the screen, select My Account from the menu and then select Two-Factor Authentication from the left-hand menu.

What happens if I lose my mobile?

When you set up 2FA you’ll see a link to your recovery codes – there are twelve. Download these and keep them safe on a different device as you can use one of these to access your account if you don’t have access to your phone. Once you’ve used all of them you can generate a new batch.

If you lose your recovery codes, just get in touch with us. We’ll be able to help once we’ve verified who you are.

How do I change the device I use for 2FA?

We recommend logging into your account using your current method – or one of the recovery codes if you’ve lost your phone or it’s unusable. Click the person icon in the top right-hand of the screen, select My Account from the menu and then select Two-Factor Authentication from the left-hand menu. Click Remove on the 2FA method(s) chosen. You can then set up the method(s) again using your new device.

Need more support?

If you need further help just get in touch with us.

The post Healthcode Account | Two-Factor Authentication (2FA) – Frequently Asked Questions appeared first on Healthcode.

Find Member – the new name for Membership Enquiry

If you access our services through the Veda hub and also have a subscription to one of our Financial Management Solutions this is a quick and easy way to check the membership details of your patients.

This feature has recently had a facelift and, in line with our modern brand, it’s one of the first services to use our API first development promised by our Transformation Programme. You can now also navigate using your keyboard.

Getting started

Click the Records & Reporting tab, then Find Member. This section can also be accessed from the Quick Links menu on the Status page or by clicking the blue square Menq button at the bottom of the menu bar on the right-hand side of the page.

This’ll open Healthcode Authorisation in a new tab which you can leave open in the background. The first time you access the feature you’ll get a welcome message explaining what this feature offers (the ability to view any existing and request new pre-authorisations is coming soon) which you can choose not to see again.

Find your patient’s insurer membership details

• Click on Find a Member or press A on your keyboard
• Select the insurer by clicking the tile or pressing the corresponding letter on your keyboard
• Using your mouse to click into each field or pressing the tab key on your keyboard, complete the insurer’s mandatory fields as a minimum – these will be marked with an asterisk
  • First Initial
  • Last Name
  • Sex
  • Date of Birth – you can either type this in or use the date picker
  • Postcode
  • Membership Number
  • Group ID
  • Policy Active On – by choosing the date of treatment you can make sure the policy will be valid
• Click Search or press Enter on your keyboard
• You’ll get an instant response

We’ve found a match

This is split into two sections – patient information and policy information. The info shown is what the insurer has made available and we have no control over this.

Patient information

• Name
• Other Initials
• Sex
• Gender Identity
• Date of Birth
• Address

Policy information

• Indication of whether the policy is active or not
• Cover valid from and to dates
• Membership number*
• Insurance scheme/plan*
• Indication of whether the policy has expired
• Expiry date
• Group ID*
• Benefit limit
• Benefit used
• Member excess
• Excess used
• Member co-payment
• Insurer email address*
• Insurer phone number*

^{*There’s an easy to use copy function next to these fields – simply click the icon and paste the info wherever you need it.}

When you’ve reviewed and copied any relevant info click the Home icon at the top left of the screen. Any searches that you’ve done today will be shown on the right-hand side. You can click these at any point throughout the day to view the results again.

No match and multiple matches

If we can’t find a match we’ll let you know and give you further guidance.

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View of a practitioner’s partial scope of practice

Information about a practitioner’s scope of practice is a requirement for hospitals and clinics where they either wish to apply for and retain practising privileges or gain employment. 

As part of aligning The PPR with the Medical Practitioners Assurance Framework (MPAF) we introduced a partial scope of practice for practitioners to view the CCSD-coded procedures they’ve undertaken at qualifying hospital and clinic sites, where electronic invoices have been submitted to and verified by the private medical insurers using the Clearing Service. The procedures are displayed using plain language procedure groups enabling staff responsible for governance, who may not have clinical backgrounds, to get a better understanding of activity.

How to access a practitioner’s scope of practice

• On the landing page use the search features at the top of the page using as many search fields as you want to ensure you find the right person – the options available are:
  • Last name or first name
  • Profession
  • Specialty
  • Sub-specialty
  • Your reference number for them
  • Their unique regulatory or professional body number
• Click Search
• Highlight the required practitioner to view details on the right-hand side and click View Profile on the top right-hand side
• Click on the Scope of Practice tab – this’ll only be visible if the practitioner is registered with the GMC

Scope of practice information

You’ll see the following columns – clicking on the expand icon on the right of the section will open it into a larger frame:

• Procedure Group – we’ve grouped multiple procedures together into plain language procedure groups
• Last Recorded – indicates the last time (within three time scales) a procedure within the group was done at any listed site over a 12-month rolling period
  • 1 = within the last month i.e. within the last 30 days
  • 3 = within the last quarter i.e. between 31-90 days ago
  • 12 = within the last year i.e. between 91-365 days ago
• Your hospital’s name – the number of times the practitioner has performed procedures within that procedure group at your hospital*
• Other hospital names – for other sites where the practitioner holds/has held practising privileges or are/have been employed there’s a visual cue showing if the practitioner has performed any procedures within the procedure group

*If multiple procedures are undertaken by more than one practitioner during the same theatre session all the procedures will be allocated to the lead practitioner.

Finding your way around the procedure groups

Click on the < icon to the left of a group name – this’ll expand it to show the specific procedures that’ve been performed by the practitioner within that group. The numbers and indicators across the page will change to reflect each procedure rather than the group as a whole.

To expand all the groups at the same time click the + icon next to Procedure Group at the top of the section.

Looking at the numbers for your hospital

Clicking on one of the numbers under your hospital name will display a further breakdown by age groups, showing how many times it was performed on each age segment. Depending on the level on display the numbers will either represent the procedure group as a whole or an individual procedure.

The visual cues for other sites

These indicate whether or not a particular procedure – or any procedure within the group – has been performed at any of the other sites. You won’t see the actual figures.

• Red cross icon – this procedure hasn’t been performed at that site; at procedure group level it means that none of the procedures listed within that group have been performed
• Green information icon – this procedure, or at least one of those listed at group level, has been performed at that site

Clicking on the green information icon will show if the procedure (or procedures in a group) has or hasn’t been performed at that site for the listed age groups.

Hospital group view

If you’re a user at hospital group level and the group has a Standard service subscription to The PPR, you can see the number of procedures undertaken at each of the hospitals within the group where the practitioner has/had practising privileges or are/were employed. You can still see the visual cues for any hospitals outside the group.

You can also see an additional column, highlighted in blue, that totals up the numbers from all the hospitals in the group. Clicking on the numbers in this column will show the combined age group data.

The post The PPR | Hospital Standard service – scope of practice information appeared first on Healthcode.

Healthcode Account | FAQs

What is the Healthcode Account?

It’s how you log in and access all your Healthcode products and services in one place. You can update your details, change your password and confirm your marketing preferences without needing to contact us. If you use multiple login details to access more than one site you can link them altogether under a single account.

What are the advantages?

You can link your current Healthcode User ID(s) to a unique email address allowing you to log in with that. You can also reset your password simply using an email link, so you won’t have to wait on the phone or use live chat. 

We’ve also removed the requirement to change your password every 90 days and your account will never be locked.

How do I access my site using this interface?

Log in and you’ll see a landing page giving you access to view your Healthcode Account, your user details and your marketing preferences. The first time you log in you’ll need to click Proceed to your Product. 

If you’re linked to more than one site select the one you want from the drop-down list and click Go.

I’d saved my user ID and password to show automatically when I log in, but this isn’t there anymore. What do I do?

These will be available by going to the Password Manager in your browser settings e.g. Chrome, Safari etc. Once you’ve added them to the new login screen you can save these again.

I’ve forgotten my password. What do I do?

If you already have a unique email associated with your Healthcode Account (meaning you can’t share it with another user) click Reset password on the login page or use the following link. After entering your email address click Reset Password and you’ll shortly receive an email with a verification link. Just follow the instructions.

You won’t be able to reset your password without an email address that is unique to you. Once you’ve organised this, make sure you’ve got access to the inbox and then contact us via Harley the chat bot to update the details. Alternatively, you can get in touch with the Customer Services team. You can then reset your password as detailed above.

I don’t have an email address associated with my current login. How can I add one?

Log in with your usual User ID and password. See the FAQ above if you’ve forgotten your password.

Once logged in click the person icon in the top right-hand of the screen, select My Account from the menu and then select User and Login from the left-hand menu. Click on the envelope icon in the Login Information box and then click Confirm. Add an email address that’s unique to you (you can’t share an email address with another user) and click Verify. Click OK.

You can continue to use your Healthcode Account but need to verify your email address within 24 hours. Simply click on the Verify Email link in the email sent to you and follow the instructions. 

Once the email has been verified, you can choose to log in using your email instead of your User ID. You can update your email address at any time by following the instructions above. Instead of an envelope icon, click on the pencil and continue from there.

I share an email address with another user of Healthcode. Can I log in with this?

No, you can’t share an email with another user and will need to log in with your User ID until you have a unique email set-up against your account. This is essential as you’ll only be able to set and reset your password via an email link.

I know my password but want to change it. How can I do that?

Once logged in click the person icon in the top right-hand of the screen, select My Account from the menu and then select User and Login from the left-hand menu. Click Change Password on the top right of the screen and simply follow the instructions.

How can I update my details?

Once logged in click the person icon in the top right-hand of the screen, select My Account from the menu and then select User and Login from the left-hand menu.

Your name is shown in the User section on the left-hand side and details of your address, phone number and email is shown in the Address section on the right-hand side. Make any changes you need and then click Update User in the top right of the screen. You’ll be asked to confirm your changes.

How do I update my marketing preferences?

Once logged in click the person icon in the top right-hand of the screen and then select My Account from the menu. You’ll land on the User and Login page. Click on the Marketing Preferences bar running across the top of the screen to show your current settings.

We’ll always update you about the services or products but we want you to be in the know about other exciting things going on – we promise we won’t clog up your inbox. Find out more about these here.

I have login IDs to more than one site. How do I link these to a single email?

You can use the merge function to combine all your User IDs under your unique email address (it can’t be used by anyone else). When you’ve logged in click on the link at the bottom left of the landing page and follow the instructions.

Don’t worry – the data on the sites won’t be merged only the ability to log in to them. Please note that once you’ve linked the user IDs you can’t use them anymore.

I’m using third-party Practice Management/Patient Administration software and need a webservices password so I can invoice electronically. How do I find this?

Once logged in click the person icon in the top right-hand of the screen and then select Web Service Credentials from the menu.

Select the billing site you need the password for and click View Credentials, which is the webservices password. You don’t need to write it down – just use the icon next to the password to copy it. You can now paste this into the relevant section of your Practice Management/Patient Administration software. If you’re unsure where please contact your supplier for further help.

How do I get back to my Healthcode Account from a site?

From a VEDA site: Click the Settings tab then click Manage Account.

From an ePractice site: Click Settings in the menu bar then click Manage Account.

Are you planning any other changes?

Yes, future releases will give you much greater control and allow you to:

• manage your subscriptions and the products and services you use
• update your bank and direct debit details
• set up new users yourself and control what access they have
• remove staff that have left your organisation

Need more support?

If you need further help contact our Customer Services team.

The post Healthcode Account | Frequently Asked Questions appeared first on Healthcode.

View invoices sent to patientzone

This is the third tab on the dashboard after clicking the Billing tab, Insurer Feedback and then Collection Service.

This section lists the invoices that have been sent to patientzone with the following columns:

• Date Created
• Family Name
• Payor Name
• Insurer
• Date Of Birth (of patient)
• Invoice No.
• Amount Due
• Reminder Status
• Actions
• Collection Status

You can filter the list in many ways.

• Collection Status
  • Any
  • Generated
  • Sent to collection service
  • Received
  • Submission Failure
  • Submission Error
  • Paid
  • Paid (Offline)
  • Closed
  • The invoice has been cancelled
• Date Of Birth
• Date Created – with an additional choice of a “to” date
• Reminder Status
  • All reminder bands
  • None
  • Band 1 Sent
  • Band 2 Sent
  • Band 3 Sent
  • Expired
• Source
  • All
  • Shortfall Invoice (see Shortfall Collection Service overview)
  • Self-Pay Invoice
• Insurer – not applicable
• Search Text – use this option to search for a specific name or invoice number; this will only search for things that appear on the screen and not for text within the invoice itself

Understanding the Reminder Status column

You can visually see the reminder status by the colour-coded boxes. Reminders are sent using aged debt bands (1-3) – you determine the timing of these bands.

• Three empty boxes = no reminders have been sent
• One green box = the first reminder (Band 1) has been sent
• Two green boxes = the first and second reminders (Bands 1 and 2) have been sent
• Three green boxes = all reminders (Band 1-3) have been sent
• Single yellow box outlined in red = the reminder period has expired – there are no more reminders available to send

Understanding the Collection Status column

This shows the status of the invoice within the process.

• Generated = the invoice has been uploaded and is awaiting further processing
• Sent to collection service = the invoice has been sent to patientzone along with the collection letter
• Received = patientzone has received the invoice and collection letter and has forwarded these to the payor
• Submission Failure = the invoice has failed the submission process – you can edit it by clicking the Edit Invoice icon in the Actions column
• Submission Error = an error has occurred while submitting the invoice but the system will retry
• Paid = the invoice has been paid on the patientzone portal
• Paid (Offline) = you have received payment by another method and have informed patientzone to remove this invoice from their outstanding items
• Closed = you have informed patientzone to remove this invoice from their outstanding items

Understanding the Actions column

You can click the icons in the column to perform additional tasks on individual invoices. From left to right these icons show you the following tooltips when you hover the mouse cursor over it: Download Invoice, Pay or Close Invoice, Edit Invoice, Stop Reminders / Start Reminders.

View and/or download an invoice and corresponding collection letter

• Click the first icon next to the required invoice to open a PDF file in your preferred application
• Close this after viewing or download the file to a location of your choice, renaming it if you want

Pay or Close Invoice

You can alert patientzone that they no longer need to keep the invoice outstanding on their system by marking an invoice paid or closed. Use this option when it’s been paid to you directly or you want to write it off or remove it for any other reason. At patientzone the invoice balance will be reduced to zero and will no longer be available to pay online. This action is final and can’t be reversed.

• Click the second icon next to the invoice you want to mark as paid or closed
• The Updating Invoice pop-up will open showing the invoice number at the top of the pane
• Click the required option and click Confirm
• The Collection Status will change to reflect your choice and the icon will be greyed out

Edit Invoice

If the invoice shows a Collection Status of Submission Failure this could be because there’s an issue with the mobile number or email address. You can make the necessary changes directly in the system. You can also make changes to these fields even if the invoice has previously been submitted – perhaps you’ve realised that you were using an incorrect, but perfectly formatted, email address or an old mobile phone number.

• Click the third icon next to the required invoice
• The Invoice Details pop-up will open giving you details of what the issue is and allow you to update the mobile phone number and email address
• Click Save
• The incorrect invoice will be cancelled and new invoice will be automatically generated and sent to patientzone – there’ll be no change to the invoice number
• If the update has been successful the Collection Status will change to Sent to collection service

Reminders

Reminders are sent automatically at intervals you’ve determined, but there may be instances where you would like to override the defaulted timescales. You can stop and start the reminder process as often as you like. When restarting the reminders will continue from where you previously stopped them.

Stop reminders

• Click the fourth icon next to the required invoice
• The Stop reminders pop-up will open showing the invoice number at the top of the pane
• Click Confirm
• The icon will change colour to red and the reminder process will be paused until you start it again

Start reminders

• Click the fourth icon (now coloured red) next to the required invoice
• The Start reminders pop-up will open showing the invoice number at the top of the pane
• Click Confirm
• The icon will change colour to blue and the reminder process will resume

The post Self-pay Collection Service | View Invoices appeared first on Healthcode.

Make it painless to send self-pay invoices and reminders through our secure portal

Using the Clearing Service our Self-pay Collection Service allows you to send electronic invoices to patients – just like you do to the insurers. You can also send reminders.

This service is accessed from the Billing tab. Click Insurer Feedback and then Collection Service to open the dashboard. You’ll see three tabs:

• Maintain Collection Messages
• Unmatched Remittances
• View Invoices

The Maintain Collection Messages and Unmatched Remittances tabs are only used if you’re a hospital, practice or clinic using our Shortfall Collection Service. This isn’t available to single practitioners at the moment.

View Invoices

This is the section that shows you the status of the invoices that have been sent to patientzone. You can also perform additional tasks from this section, such as pausing and restarting reminders. See what you can do here.

The post Self-pay Collection Service | Overview appeared first on Healthcode.