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Medtech32

Frequently Asked Questions

Frequently Asked Questions

1. Administration

Invoicing and Accounts

 

Q 1 . How do I print a statement for an individual patient?

A 1. To print a statement for an individual patient:

1. Ensure the correct patient is displayed on the palette.
2. Open the Patient Account window (Shift+F9)
3. Select Patient Account – Print Statement.
4. Select the date range required and click OK.

Q 2 . How do I reprint a transaction?

A 2. To reprint an invoice:

The following forms can be reprinted using the same instructions; Single Assignment Forms, All Assignment Forms, PC1 Forms and Invoice / Receipts.

1. Place the patient or account holder onto the palette.
2. Open the Patient Account window.
3. Highlight the transaction to be printed.
4. Select Patient Account – Print (relevant option) eg Patient Account – Print Single Assignment Form.

Q 3 . Can I create a message that will default on invoices?

A 3. To create a message that will default on invoices:

1. Select Setup – Accounting – Account Group
2. Double click the Account Group for whom the default message is to be created for
3. Select the Invoices tab
4. Type the message that is to default into the Invoice Message field and click OK

Q 4 . How do I write off an outstanding account for a patient?

A 4. To write off an outstanding account for a patient:

Credit Note is used to write-off balances from a patients account.

1. Place the patient or account holder onto the palette.
2. Open the Patient Account window (Shift+F9).
3. Select Patient Account – New Credit Note. The New Credit Note window will be displayed.
4. Select the Account Holder, Payment Level and Provider as required.
5. Click the cursor into the line under Service. A dropdown arrow to the right of the field will appear. From the dropdown list select the service the patient is being credited for, eg item 23.
6. The Description that will be displayed on the transaction is defaulted from the Medtech32 setup and usually states Credit

Note.: This description can be changed for the transaction by typing directly into the field.

7. Tick the invoice to be credited from the Invoices section of the window.
8. If necessary, enter an annotation by selecting the Annotation tab. Type the annotation into the white area.
9. Click OK or press Enter. To print the credit note, highlight the credit note in the Patient tab of the Patient Account window and select Patient Account – Print Invoice / Receipt or press Ctrl+P.

Q 5.  How to reverse a Paid Claim?

A 5. It is not possible to reverse a Bulk Claim that has already been paid.  Contact Medicare Australia directly as to how they wish you to proceed

Q.6     How do I delete an Invoice?

A.6      From the later versions of Medtech32, it will only be possible to delete an invoice if there are no ‘higher’ transactions associated with it.  So, if the invoice had a Payment associated with it, the invoice could not be deleted.  The Payment would need to be deleted first, then the invoice is able to be deleted.

Note: there are specific configurations that also need to be considered.

Also be aware that an Invoice – once deleted – cannot be reactivated.

Q.7 What is the best way to manage the process of Refunds/Reversals/Unapply?

A.7 Easiest way to remember how to do this is as follows:
Un-apply – will remove the funds from the patients account and make them as ‘Unallocated’. These can then be used in the Refund or Payment processes.
Refund – Use this option if returning funds to the patient, or reducing the patient’s account of the amount paid.
Reversals – Use this option if the entry was not valid. It will cancel out the entry made. If not possible to do as an option (ie: Refund is greyed out) then use the Credit or Debit Journal entries as applicable.

Banking

Q 6. How can I view a previous banking that has already been closed off?

A 6. To view a previous closed off banking:

1. Select Module – Accounts – Banking or click the Banking icon .
2. Select Banking – Filter, Ctrl+F or click the Filter icon .
3. Select the Previous radio button then select the tick box next to the banking you wish to view and click OK.

Address Book

Q 7 . How can I print entries from the Address Book for a particular specialty only?

A 7. To print entries from the Address Book for a particular specialty only:

1. Select Setup – Agencies – Address Book.
2. Select Address Book – Filter.
3. Select the specialty required from the Specialty dropdown list and click OK.
4. Right click the mouse on the grid and select Print To followed by the OK button.

2. Batching

Batching

Q 1. How do I re-submit a batch to Medicare or DVA?

A 1. To re transmit a batch to Medicare Australia:

1. Select Module – Accounts – Batching or click the Batching icon .
2. Select the Batch History tab.
3. Place a tick in the box to the left of the batch being re transmitted.
4. Select Batching – Medicare Australia Online – Process Claims. Ensure either the Send selected batches only or Both radio button is selected and click OK.
5. Click on OK to transmit the claims to Medicare

Q 2. What do the PRN and EML columns in the Outstanding Batches and Batch History tabs in the Batching windows stand for?

A 2 . Definitions for the PRN and EML columns:

If a tick is displayed in the Prn column in the Outstanding Batches or Batch History tabs in the Batching window it means that the Batch Header or Batch Summary has been printed for that batch.

Three options may be displayed in the Eml column in the Outstanding Batches or Batch History tabs in the Batching window. A tick indicates the batch has been selected to be sent to Medicare, an E means an exception report has been received and a P means that the batch payment report has been received.

Q 3. How do I resubmit an item from a batch?

A 3. To re submit an item from a batch:

1. Open the Batching window.
2. Select the Outstanding Batches tab.
3. Highlight the batch containing the item to be resubmitted. To find the batch quickly, select Batching – Search batch record, Ctrl+S or click the Quick search for batch ID icon . The Quick search batch record window will be displayed.
Type the batch claim number into the Claim ID field and click OK or press Enter. The claim will be highlighted in yellow
4. Select Batching – Open, Ctrl+O or click the Open an existing batch icon .
5. Highlight the item to be resubmitted.
6. Click the Resubmit Item Button. Once resubmitted the item will appear in italics.
7. Click OK. The item will be taken out of the batch and placed into the Un-Batched Medicare or Un-Batched REPAT tab.

Q 4. How do I write off / journal a batch?

A  4.  To write off / journal a batch:

A write off option is available if batches have been paid slightly more or less than the original batch total, and the batch is not to be actioned further.

For example, if the batch total is $51.62, Medicare only pays $20, and you do not want to resubmit the remaining outstanding amounts. Select the Write-Off all unpaid vouchers tick box and click OK or press Enter.

The batch will now disappear from the Outstanding Batches tab and remain in the Batch History tab.

To view how much has been written-off from the batch, double click on the batch from the Batch History tab and the write-off journal amount is displayed at the bottom of the window.

Note: Once a batch is written-off, the payment amount cannot be altered unless the write-off is undone. To do this, select the Undo Write-Off Journal tick box in the View Batch window, the payment amount can then be altered as required.

3. MedtechGlobal HIService

MedtechGlobal HIService

Q 1. I’m trying to run the MedtechGlobal HIService but I’m getting an error message stating that the HI Server is not found.

A 1. Various checks to run through are:

1. Check that the MT32.ini file has the NEHTA section enabled

2. Check that the Network has been enabled to allow the traffic through

3. Check that the relevant Ports and Protocols have been enabled, as per the ‘MT32 Release Notes – MedtechGlobal HIService’

 

Q 2. I’m trying to run the MedtechGlobal HIService but I’m getting an error message stating that my Certificates are not valid, but these work perfectly in my Medicare Australia Online transmissions.

A 2. Your PKI Certificate needs to be updated at Medicare Australia’s office.  Please refer to the Nehta e-PIP process checklist provided by Nehta.

Note: alternatively, please view our e-PIP FAQ section on what is required from your Practice to access the HI Server.

I am getting the error below, when trying to check a patient’s IHI number:

The installation has not been successfully completed or the ePIP Certificates have not been successfully installed.

Q3.      Where do I install my certificates to make the HI Service and PCEHR work with Medtech32?

A3. The certificates are installed in the Windows Local Computer Store under Personal.  The Root Certification Authority certificate in the Trusted Root store and the Organisation Certification Authority go into the Intermediate store.

For the HI Service the Medicare Location certificate is used. (File name fac_sign.p12)  This is the same as used for the Medicare claiming.

For the PCEHR the HPI-O certificate is used.  This is also referred to as the NASH certificate.  It will be on a separate CD and the only file on the CD.  It is also named fac_sign.p12.  Be careful not to get them mixed up.

Q4.      Do I need a NASH certificate to validate my HPI-I and HPI-O numbers?

A4. No.  The NASH certificate is only used for accessing the PCEHR.  Validation of the HPIs is done via the HI Service which uses your original Medicare Location certificate.  You must however have complete the paperwork and registered with Medicare so they enable your access.

Q5.       When I am asked to provide the CDA Bridge logs, where do I find them?

A5. They can be located under the folder in which the CDA Bridge was installed in a subfolder  ‘…Mtxlogs.

Q6.      What is the SEARCH button in the Setup > Location > Location Settings – Details  Tab, in the HI Server section used for?

A6. The SEARCH button is to query from the HI Server.  The HIPI-O can be typed in manually but if the Name of the Location and Street address is filled in, you can use the SEARCH button to request their HIPI-O number.

IHI Validation Period is to be set to (we default it to 1 day) but the clinic can set their own parameter here – suggest 10 days possibly?

Q7.        What is the SEARCH button in the Setup > Staff > Staff Members – Details Tab, used for?

A7.  The SEARCH button is to query from the HI Server.  However, if the Doctor has not filled in a HPD Document, then the SEARCH button in the Provider setting will return an Error Message – and the HPI-I number will be automatically removed from the Staff Records.

4. Clinical

Consultation

Q 1. How do I bring up the consultation timer?

A 1. To bring up the consultation timer:

It is possible to have a consultation timer display at the bottom right hand corner of the window. The timer will show how long the patient has been In Consultation. The time will only be displayed if the patient has a valid appointment within the Appointment Book that has been flagged as being In Consultation.

1. With the correct patient on the palette and the Consultation window open, select Consultation –  Show Timer. The time is displayed in Green in the bottom right corner of the Consultation window.

The colour will change to Yellow when there is two minutes of the allocated appointment time left.

Upon expiration of the appointment time, the colour will change to Red.

The timer is reset if the screen is closed during the consultative process.

It is also possible to adjust the timer by right clicking the mouse and selecting one of the available options (Reset, Pause or Resume).

Q 2. I have entered consultation notes into the wrong patients file. How do I move the notes to the correct file?

A 2. To move patients notes to the correct patient:

Consultation notes cannot simply be transferred from one patient to another due to medico legal issues (i.e. any changes to patient’s files need to be tracked for auditing purposes). The below steps can be followed to move the notes to the correct patient and inactivate the notes from the incorrect patient.

1. Ensure the incorrect patient is on the palette and open their Daily Record (F6).
2. Double click the incorrect consultation notes from the Daily Record.
3. Copy the notes and paste them into the correct patients Consultation window (i.e. Highlight the incorrect notes, right click the highlighted notes and select copy, go to the correct patients Consultation window, right click and select paste).
4. Go back into the incorrect Consultation notes, select the More tab, select the Inactive tick box and close the consultation.

Q 3. Can I spell check my consultation notes?

A 3. To spell check consultation notes:

Consultation notes can be checked for correct spelling by selecting Consultation – Spell Check. If a word is not found in the dictionary, a list of suggestions will be displayed.

Select one of the options listed below to continue the spell check.

Ignore – Skips the current word and continues to check the rest of the consultation notes.
Ignore All – Will skip all occurrences of that word in the consultation notes.
Add – Will add the word in the Not in Dictionary field to the user defined dictionary.
Change – Will change the word in the Not in Dictionary field to the word that is displayed in the Replace With field (either highlight a word from the Suggestions list or type the word directly into the Replace With field).
Change All – Will change all occurrences of the word in the consultation notes with the word displayed in the Replace With field.
Auto Correct – This will always change the word in the Not in Dictionary field to the word displayed in the Replace With field – handy if you always make the same spelling mistake!

Once the spell check is complete, an Information window will be displayed. Click OK or press Enter to return to the Consultation window

Inbox

Q 4. How can I forward pathology results to another staff member to action?

A 4. To forward results to another provider to action:

You are able to forward pathology results from your inbox to another staff member’s inbox for them to action if necessary.

1. Select Module – Inbox – Provider Inbox.
2. Double click the result that is to be transferred to another staff member.
3. Select the required staff member from the Attention field and click OK.

Q 5. How can I tell if pathology results have been actioned when viewing the results in the Patient Inbox?

A 5. To tell if pathology results have been actions:

If the Subject field in the Patient Inbox is in bold font it means the pathology result has not yet been actioned.

Q 6. Am I able to graph a patients test results?

A 6. To graph inbox results:

Test results can only be graphed if received in HL7 format. To graph test results please follow the below instructions:

1. With the correct patient on the palette, select Module – Inbox – Patient Inbox.
2. Right click the mouse on the result in the inbox that is to be graphed and select This Subject Only.
3. Select Patient Inbox – Chart.
4. If only one row is to be graphed, select the row required by clicking the mouse on it. If multiple rows are required, select the first row, press the Ctrl key at the same time as clicking on the other rows required with the mouse.
5. Select Patient Inbox Chart – Graph.

Q 7. If I have filed a pathology result to the wrong patient how do I re-file the result to the correct patient?

A 7. To re-file a pathology result:

1. Select Module – Inbox – Provider Inbox.
2. Select Provider Inbox – Filter.
3. Select the Filed Results Only tick box and click OK.
4. Double click the mouse on the result to be refiled to the correct patient.
5. Click the Find button and search for the patient you require. Click the File button.

Medications

Q 8. How do I flag a medication as a favourite?

A 8. To flag a medication as a favourite:

If a provider has medicines that they prefer to prescribe, they can be setup as Preferred Medicines. This allows for standardised fast prescribing as preferred medicines will appear first before other drugs in the MIMS list. For example, if a certain brand of paracetamol is preferred, this brand will appear first on the list, with the preferred directions defined.

1. Select Setup – Clinical – Preferred Medicines. The Preferred Medicines window will be displayed.
2. Select Preferred Medicine – New, Ctrl+N or click the Add a new preferred medicine icon . The New Preferred Medicine window will be displayed.
3. Enter the first few letters of the medication and press the Tab key. The Find Drug window will be displayed.
4. Highlight the Drug and Pack required and click OK or press Enter.
5. Type the key denoting the preferred medicine in the Key Field. The Key field enables the user to link a variety of medications to the same keyword. For example the key URTI may have antibiotics and pain relief associated with it. When prescribing, the user can type the key within the Drug field and all associated preferred medicines will appear enabling multiple selection and prescribing.
6. Enter the quantity of the preferred medicine in the Mitte field.
7. Enter the number of repeats for the preferred medicine in the Repeats field.
8. Enter the directions for the preferred medication into the Directions text box.
9. Select the Generic Substitution Allowed tick box if necessary.
10. Select the provider that the preferred medicine is to be attached to from the Provider dropdown list. Select All if all providers require access to the preferred medicine.
11. Click OK or press Enter.

Q 9. How can I create my own User Defined Medications ie: a medication that is not contained in the MIMS database?

A 9. To create a User Defined Medication:

User Defined Drugs can be added into Medtech32. This allows providers to add their own mixtures and other preparations eg ointments, creams, lotions etc.

1. Select Setup – Clinical – User Defined Drug.
2. Select MIMS Drug – New, Ctrl+N or click the Add a new user defined drug, (Sub section) icon .
3. In the Drug Name field, type the name of the drug, eg Wart Paint.
4. In the Form field, enter the state of the drug, eg Paint.
5. From the Therapeutic Group dropdown list select the group the new user defined drug belongs to. If the appropriate group does not exist, select Add and enter the name of the new therapeutic group.
6. Enter the recommended dosage information into the Dosage instructions text field; this will appear at the bottom of the New / View Medication screen when selecting the drug eg Apply to affected area up to three times daily.
7. Enter the ingredients for mixtures and preparations into the Composition field. This information will print on the prescription, providing the formulae for the pharmacy.
8. Information recorded within the Food field, will be displayed on the Prescriber Information sheet (accessed via the Information button in the New/View Medication and Drug Search windows).
9. Select the Pack tab, this allows the user to enter strength, quantity and repeat information.
10. Click the Add button.
11. Enter the drug strength into the Strength field eg 200mg/0.8ml.
12. Enter the quantity of the drug into the Quantity field.
13. Either type the number of repeats into the Repeats field or use the associated arrows to increase or decrease the number of repeats required.
14. Click OK.
15. If more packs are required, repeat steps 10-14.
16. Click OK once finished.

Q10. How can I view all instanced of a particular drug prescribed for a patient?

A 10. To view all instances of a drug prescribed to a patient:

1. Select Module – Clinical – Patient Medications (or select the Medications tab in the Patient Manager).
2. Right click on the medication in the grid you wish to filter for and select This Medication Only.

Q 11. Can I flag a patient as pregnant to activate prescription warnings?

A 11. To flag a patient as pregnant for prescription warnings:

A patient can be flagged as pregnant so that when they are prescribed any medication a warning will be displayed advising they are pregnant.

1. Ensure the correct patient is on the palette, open the Patient Manager (F6) and select the Medical Warning tab.
2. Select The Pregnant Warning Type.
3. Click OK.

Q 12. How can I print off a patient’s full medical history?

A 12. To print of a patients full medical history:

1. Select Report – Patient – Medical History.
2. Select the tick boxes next data that is required to print on the medical report and click OK

Quick Bill

Q 13. Is there a way the provider can advise the front desk staff member how the patient is to be invoiced?

A 13. For a provider to advise the front desk staff how a patient is to be invoiced:

Providers can use the Quick Bill facility in Medtech32 to advise other staff members how the patient is to be invoiced.

1. Place the patient to be invoiced onto the palette.
2. Select Module – Accounts – Quick Bill, Ctrl+Q or click the Quick Bill icon . The New Quick Bill window will be displayed.
3. Select the payment level for the invoice from the Payment Level dropdown list eg Private.
4. Select the provider of the consultation from the Provider dropdown list.
5. If necessary, select the income provider for the consultation from the Income Provider dropdown list.
6. Select the service to be invoiced from the Services to Invoice dropdown list (the item number can also be typed into this field instead of searching for the service in the list eg 23).
7. Click the Add button to add the service to the invoice.
8. If multiple services are to be invoiced, repeat steps 6 and 7 until all services have been added.
9. If any notes are to be added for the staff member invoicing the patient (eg “Make repeat appointment in two weeks”), type these into the Notes field.
10. Click OK. The billing requirements will default on the invoice window when the front desk staff member commences invoicing the patient. Any notes will be displayed in red font at the top of the window.

Outbox

Q 14. How can I add new tests to pathology or radiology order forms?

A. 14 To add new tests to order forms:

Referral Services are the individual items that are generated as part of an Outbox Document eg Laboratory and Radiology Outbox Documents.

The services are linked by Referral Folder and are displayed in the Outbox Document window in the order displayed; therefore the services must be grouped together according to their Referral Headings.

1. Select Setup – In / Outbox – Referral Services.
2. Select the Referral Folder the Referral Service is being created in from the Folder dropdown list eg Laboratory.
3. Select Referral Service – New, Ctrl+N or click the Add a new referral service icon .
4. Type a unique code to identify the Referral Service in the Code field (eg the initials of the description).
5. Type the name of the Referral Service in the Description field (eg Liver Function Tests).
6. Select the folder the Referral Service is to be linked to from the Folder dropdown list eg Laboratory.
7. Select the Referral Heading that the referral service will be listed under from the Ref Heading dropdown list eg Haematology.
8. Referral Services are automatically displayed as tick boxes within the Outbox Document. If a Referral Service requires an extra field to type notes, entering the information to precede the note field in the Prompt field will enable the extra field eg Site (of a swab).
9. If, when the Referral Service being added is selected, more than one copy of the document is required, type the required number into the Copies to Print field.
10. If necessary, type the cost of the test in the Cost field.
11. Click OK or press Enter. The new Referral Service now needs to be grouped with other existing Referral Services that match its Heading / Group.
12. Highlight the newly added Referral Service and select either Ctrl+U or click the Move row up icon  to move the Referral Service up or select Ctrl+D or click the Move row down icon  to move the Referral Service down.

Continue to move the new Referral Service to the place it is to appear in the list on the Outbox document.

Patient Manager

Q 15. How do I increase the size of the Patient Manager window?

A 15. To increase the size of the Patient Manager window:

The Patient Manager can be enlarged via the Daily Record tab.

1. Select Daily Record – View – Large or click the View Daily Record at large size icon .
2. To decrease the size of the Patient Manager, select the Daily Record Tab and then Daily Record – View – Normal or click the View Daily Record at normal size icon .

Tests Design Layout

Q 16. I want to reshuffle the way that my Laboratory tests are structured, how do I do that in MT32 V9.0.0?

A .16 There is an enhancement to the Laboratory tests setup which makes it easier to move items around.  Please refer to theEnhancements section of the MT32 V9.0.0 Release Notes page 34.

5. ePIP

General

Q 1. What is Medtech’s involvement with the National eHealth Transition Authority (NEHTA) and the ePIP?

A 1. Medtech have been invited onto the GP Desktop Vendor Panel to incorporate and enable the new NEHTA features and services into Medtech32.

Medtech will also be enabling the NEHTA features into our RX product. RX Version 6.4 will have the new NEHTA features and services, based on the current RX functionality. This will be available by the 1st of February, 2013.

Q 2. Have the ePIP eHealth requirements changed?

A 2. Yes. The eligibility requirements for the ePIP will change from the 1st of February, 2013. You are eligible for up to $12,500 per quarter based on $6.50 per Standardised Whole Patient Equivalent (SPWE) per year.

You must meet each of the five Requirements outlined for the entire quarter prior to the payment month.

The table below provides you with more information on the ePIP requirements, additional information and useful hyperlinks:

ePIP Requirement Due date1 Medtech32Minimum Version2 Additional Requirements
1. Integrating Healthcare Identifiers (HI) into Electronic Practice Records 01 Feb 2013 8.1.0 – single location sites. 9.1.0 – multiple location sites Must register for HI Service with Medicare. If you have multiple locations, please ensure you have your location certificates and PIC (Personal Identification Code) from Medicare for each location.
2. Secure Messaging Capability 01 Aug 2013 9.1.0 Requires compliant secured messaging software such as Argus or Healthlink or Medical-Objects to be installed
3. Data Records and Clinical Coding 01 Feb 2013 8.1.0 Requires current ICPC2-PLUS subscription with Family Medicine Research Centre of University of Sydney
4. Electronic Transfer of Prescriptions 01 Feb 2013 9.0.0 Requires current MIMS Integrated subscription with MIMSRequires compliant electronic prescription software such as eRX or MediSecure to be installed
5. Personally Controlled Electronic Health Records (PCEHR) 01 May 2013 9.1.0 Must register for both HI Service with Medicare andPCEHR with NEHTA

Q 3. If I use Medtech32, am I eligible for the ePIP?

A 3. Yes. Medtech32 is compliant with all five ePIP requirements and will enable you to be eligible to achieve the ePIP. You must upgrade to Version 9.1.0 to be eligible. Version 9.1.0 will be released before the 1st of February, 2013.

 

Q 4. How do I know what version of Medtech32 I am on now?

A 4. 1. Click on Help -> About

2. The window that pops up has the Version of Medtch32 and Build installed listed

Q 5. Where do I begin with the ePIP requirement eligibility process?

A 5. Please refer to the Medtech32 NEHTA readiness presentation, which explains the ePIP requirements and the weblinks for all of the relevant forms.

We have prepared a Medtech32 NEHTA Requirements Checklist, which will assist you in obtaining all of the registration requirements for the ePIP.

Please also contact your Medicare Local for further information, if required.

Make sure you upgrade to the latest Medtech32 version. Version 9.0.0 will be released on the 24th of January, 2013. Version 9.1.0 will be released prior to the 1st of February, 2013.

 

Q 6. How can I be sure the Practice Incentive Program (PIP) are aware that I am compliant by the 1st of February?

A 6. An application form from the Practice Incentive Program (DoHA) will be sent out to all practices mid-February. The form will include a declaration of compliance, based on the ePIP requirements.

Data Records and Clinical Coding

Q 7. Do doctors need to use the ICPC coding for the heading of each consultation to meet the e-PIP requirement?

A 7. The Data Records and Clinical Coding eligibility requirement is that the software system you are using for clinical records enables you to link diagnostic coding to consultation records. The clinical coding system used must have met NEHTA compliance standards. Medtech32 uses ICPC2-PLUS, which has met the compliance standards set by NEHTA. This Clinical Coding system has been available in Medtech32 for some time.

We strongly recommend you are on the latest version of Medtech32 and have run the latest ICPC2-PLUS update. Please refer to the most recent ICPC2-PLUS fax notification for the latest update. If you have misplaced this notification, please contact our helpdesk.

 

Q 8. Is it sufficient to just have an up to date classifications list for the patient?

A 8. Implement an organisation-wide policy to support the consistent use of the diagnostic coding system within Medtech32. Consider how your practice can best capture classification data and in turn analyse your database using Query Builder.

Electronic Transfer of Prescriptions

Q 9. I don’t know which pharmacy the patient will go to. Do I have to choose one product or will Medtech32 allow me to choose both?

A 9. Medtech32 have integrated both eRX and Medisecure. You can choose to install either or both products to Medtech32.

Individual Health Identifiers (IHI)

Q 10. What do I do if a patient asks our reception staff for their IHI?

A 10. 1. Confirm you have all of the patients’ registration details in the Patient Register. This includes Medicare number or DVA number.

2. Click on the IHI button. This will search for the patients’ IHI number, based on all of the information provided in the Patient Register. Medtech32 will then populate the IHI field with the patients’ IHI number.

3. Alternatively, please refer the patient to either the Medicare website or a local Medicare office.

Note: The registration process for the Personally Controlled Electronic Health Record (PCEHR) is currently completed by Medicare through a local office, phone or the website.

NASH PKI Certificates

Q 11. How do we install the NASH PKI certificate into Medtech32?

A 11. A Certificate Manager will be made available in Version 9.1.0. This will be released as a download from the web. Release notes will assist with the installation process.

It will take care of installing the certificate(s) into the correct ‘store’ and also insert the relevant information into the Medtech32 database.

6. eRx Electronic Prescriptions

e-Rx Electronic Prescriptions

Q. 1 Do I need to install eRx on all my workstations too?

A. eRx needs only to be installed on the MT32 Server.

 

Q. 2 I’m installing eRx and it says that I have to enter in my RA number.  What is this, and where do I get it from?

A. When processing your eRx Registration, eRx will liaise with Medtech to obtain your RX number.  Please contact the Medtech Support Desk on 1800 148 165 to obtain this number.

 

Q. 3 I am getting a SCID error when processing my eRx – what does this mean?

A. This is resolved that by using the Server IP address in the MT32.ini file.

 

Q. 4 My Barcode is not printing?

A. Check that you have installed the Barcode files from the MT32 CD on to the system folder.

7. Front Desk

Appointment Book

Q 1. How do I open more than one appointment book at the same time?

A 1. To open more than one Appointment Book:

You can have up to four Appointment Books open at once. This can be achieved by selecting Module – Appointments – Appointment Book 1-4 (as required).

If you have more than two Appointment Books open at the same time you may need to manually move them. To do this, click your mouse on the Title Bar of the Appointment Book window (the blue area at the top of the window), and whilst keeping your finger on the left mouse button, drag the window to its new position and let go of the mouse.

Q 2. How do I make an appointment for an existing patient?

A 2. Making an appointment for an existing patient:

1. Open the Appointment Book.
2. Select the date required from the Date dropdown list, manually type the date required into the Date field or use the Goto icons.
3. Select the provider required from the Provider dropdown list.
4. Click the cursor into the time slot required (refer to the Navigation or Find free appointment topics in this section). The time slot field will be highlighted in yellow.
5. Enter the patients’ surname (or part thereof) into the highlighted field and press tab or click the ellipsis button. The Search Patient / Company window will be displayed.
6. Highlight the patient required from the list displayed.
7. Click OK or press Enter. The patient will be displayed in the selected time slot.
8. To make a note (if necessary), highlight the Note cell next to the patients’ appointment. The cell should be yellow.
9. Type the note directly into the Note field and press Enter.

Q 3. How do I make an appointment for a new patient?

A 3. To make an appointment for a new patient:

1. Open the Appointment Book.
2. Select the date required from the Date dropdown list, manually type the date required into the Date field or use the Goto icons.
3. Select the provider required from the Provider dropdown list.
4. Click the cursor into the time slot required (refer to the Navigation or Find free appointment topics in this section). The time slot field will be highlighted in yellow.
5. To make an appointment and add the patient to the database follow option a. To make an appointment without adding the patient to the database, follow option b.

a. Enter the patients surname into the highlighted field and press tab or click the
ellipsis button.

Ensure the patient isn’t present in the Search Patient / Company window.

Click Add.

Complete the Patient Registration.

Click OK or press Enter. The patient will be added to the database and the
appointment will be made.

b. Enter the patients surname and first name into the highlighted field and press
Enter. By pressing Enter rather than tabbing, the patient will be placed in bold
font rather than be searched for in the database.

When ready to add the patient in the database, highlight the patient in the
Appointment Book and press tab, this will activate the Patient Search window
and allow the patient to be added to the database by clicking the Add button.

6. To make a note (if necessary), highlight the Note cell next to the patients’ appointment. The cell should be yellow. Type the note directly into the Note field and press Enter.

Q 4. How do I make an appointment for a sales rep?

A 4. If you wish to save the Sales Rep as a Patient Record for future reference, please follow the instructions for “How do I make an appointment for a new patient?”

Otherwise follow these instructions:

1. Type the text Sales Rep into the desired appointment timeslot to enter in their details.

2. This will save the entry and appear in Blod tex tot signify that this is not a Patient Appointment.

Q 5. How do I extend the duration of an appointment?

A 5. To expand an appointment duration:

1. Open the Appointment Book.
2. Highlight the appointment to be modified.
3. Select Appointment Book – Open, Ctrl+O, click the View an existing appointment icon  or double click the highlighted appointments associated time slot. The View Appointment window will be displayed.
4. Modify the appointment duration by over typing the existing duration details with the new appointment duration in minutes.
5. Click OK or press Enter. Should the new appointment duration result in overlapping with another appointment, a Confirmation window will be displayed.
6. If a Confirmation window is displayed click Yes or press Enter to proceed with the modification. If the duration specified is greater than the duration set in the appointment template, the duration will be displayed on the second line of the appointment.

Q 6. Can I move an existing appointment from one time slot to another or from one provider to another?

A 6. To move existing appointment:

Using standard windows functionality, it is possible to move appointments from one appointment slot to another and from one provider to another. Two methods are described below; the Drag and Drop method and the Cut and Paste method.

Drag and Drop

1. Open the Appointment Book.
2. Highlight the appointment to be modified.
3. Click the highlighted appointment until a circle with a diagonal line through it appears (editing cursor).
4. Continue holding the left mouse button down and drag the appointment (the cursor will now have a little box attached to it) to the required timeslot.
5. The patient will be displayed in the new appointment slot.

Cut and Paste

1. Open the Appointment Book.
2. Highlight the appointment to be modified.
3. Select Edit – Cut, Ctrl+X or right-click the mouse on the highlighted appointment and select Cut. A Confirmation window will be displayed.
4. Click Yes or press Enter. The appointment will have been removed.
5. Click the mouse in the appointment slot required.
6. Select Edit – Paste, Ctrl+V or right-click the mouse on the highlighted appointment and select Paste. The patient will be displayed in the new appointment slot.

Q 7. Can I print out the Appointment Book?

A 7. To print out the Appointment Book:

There are two options when printing the Appointment Book:

Option A

1. Open the Appointment Book.
2. Right-click the mouse in the Appointment Book and select Print To. The Printer Details window will be displayed.
3. Select the orientation required from the Orientation dropdown list.
4. Select the printer required from the Printer dropdown list.
5. Click OK or press Enter. The report format is displayed below.

Option B

1. Open the Appointment Book.
2. Select Appointment Book – Print Appointment Book or Ctrl+P. The Appointment Book will print to the default printer.
The format includes the following columns; Time, Duration, Arrival Status, Patient, Medicare, Medicare Expiry, Phone Number and Note.

Q 8. I have arrived the wrong patient! Can I reset the appointment?

A 8. To reset an appointment:

If the incorrect patient has been arrived or placed into consultation, the appointment can be reset.

1. Open the Appointment Book.
2. Highlight the appointment to be reset.
3. Select Appointment Book – Reset or click the Reset appointment icon . The contents of the Stat column will be cleared.

Q 9. How do I book more than one appointment into the same time slot (ie: Double Book)?

A 9. To book more than one patient at the same time:

1. Ensure the patient that needs to be double booked is active on the palette.
2. Open the Appointment Book.
3. Select the date required from the Date dropdown list, manually type the date required into the Date field or use the Goto icons.
4. Select the provider required from the Provider dropdown list.
5. Click the cursor into the time slot required that is already reserved. The time slot field will be highlighted in dark blue.
6. Select Appointment Book – Make Appointment, Ctrl+M or click the Make appointment for patient on the palette icon . A Confirmation window will be displayed.
7. Click Yes or press Enter. The patient on the palette will be dropped into the appointment book in the highlighted slot. The double booked appointments will be displayed in yellow.
8. To make a note (if necessary), highlight the Note cell next to the patients’ appointment. The cell should be yellow. Type the note directly into the Note field and press Enter.

Q 10. I have cancelled / deleted the incorrect patient’s appointment! Is there any way I can get it back?

A 10. To retrieve an appointment deleted or cancelled by mistake:

Should an appointment be cancelled in error, Medtech32 provides a function which will reverse the last cancelled appointment.

1. With the Appointment Book still open from the last cancellation, select Appointment Book – Undo Cancel. A Confirmation window will be displayed.
2. Click Yes or press Enter. The appointment will be inserted into the time slot it was cancelled from.

Q 11. Can I place a patient In Consultation from the Appointment Book?

A 11. To place a patient In Consultation from the Appointment Book:

A patient can be placed In Consultation by using the Waiting Room function (generally used by providers).

However, this function can also be completed from the Appointment Book if necessary.

1. Open the Appointment Book.
2. Highlight the patient to be placed into consultation.
3. Select Appointment Book – In Consultation or Ctrl+I. An image of a stethoscope will be displayed in the Stat column indicating the patient is In Consultation.

NOTE: The patient must first be arrived before they can be placed into consultation.

Q 12: Am I able to view a patients appointment history?

A 12. To view a patients appointment history:

Medtech32 has the ability to produce a list of patients’ appointments, both in the future and in the past. This is very handy for those patients who have trouble remembering when their appointments are!

1. Open the Appointment Book.
2. Highlight the required patient in the Appointment Book.
3. Select Appointment Book – Patient Visit History.

The Patient Visit History window will be displayed and the highlighted patient will be placed onto the palette.

Appointments in the Patient Visit History window are colour coded:

Black – Future appointment.
Red -Patient has left the practice without being invoiced.
Green – Patient has been invoiced.
Blue – Booked appointment that was not arrived.

NOTE: The Patient Visit History window can also be accessed by having the correct patient on the palette and selecting Module – Appointments – Patient Visit History or Ctrl+F7.

4. To view details of an individual appointment, highlight the appointment in the list and select Patient Visit History – Open, Ctrl+O or click the Open an existing visit icon .

The View Appointment window will be displayed. For further information on when the patient was arrived, consulted or invoiced, click the Details tab.

5. Click OK or press Enter to go back to the Patient Visit History window.

Q 13. Can I print all future appointments for a patient?

A 13. To print patients future appointments:

1. Make the required patient active on the palette.
2. Select Module – Appointments – Patient Visit History or Ctrl+F7. The Patient Visit History Window will be displayed.
3. Select Patient Visit History – Print, Ctrl+P or click the Print a reminder slip for the selected appointment icon . A reminder slip will print listing the patients’ future appointments.

Q 14. Can Medtech display patient alerts / warnings when booking a patient into the Appointment Book?

A 14. To display patient alerts when making an appointment:

1. Select Setup – Location.
2. Double click the mouse on your location.
3. Select the Codes & Defaults tab.
4. Select the Non-Palette Alerts tick box and click OK.

Patient Search

Q 15. I know a patient has been registered within Medtech32 but I can’t seem to find them. Do you have any hints on how to find the patient other than via surname?

A 15. To search for patients not using their surname:

To search for a patient using both their surname and first name, separate the details with a space (not a comma). For example, Trump D would search for any patient with the surname of Trump and the first initial of D.

If you are unsure of how a surname has been entered you can perform a wildcard search by using an asterix (*). To do this type in the first letter (or first few letters) of the patients name, an asterix, the last letter of the patients name, and another asterix eg MC*DOUG*. You must place an asterix at the end of the patients name or the search will fail.
To search for a patient by first name only, place a space in the search window followed by the first name (or initial).

You can search via the patient’s file number or Medicare card number by placing the number into the search window and clicking OK.

There are also more advanced ways of searching that can be accessed via selecting the Advanced tab in the Search Patient window. This will allow you to search using the following criteria: Previous Name, Street Name, Date of Birth, Phone Number, Invoice or Payment Reference Numbers and Assignment Form Number.

And last but not least, try searching with the Include Inactive tickbox selected. This will search for all patients – including those that have been made inactive in the database (as the patient may have been inactivated in error).

Q 16. How can I search via cheque number in Medtech?

A 16. To search for a cheque number:

At this stage a cheque number search can only be performed via the Query Builder.

1. Select Tools – Query Builder.
2. From the Table drop down list select Invoices / Payments.
3. Highlight the Cheque Number option and click the top red arrow to move the option into the Where box.
4. Double click on Condition Undefined, ensure the Condition field displays Equal To, enter the required cheque number into the Value field and click OK.
5. From the Table drop down list select Patient.
6. From the grid select the data headings that are to be displayed on the report, for example Name Surname, Name First Name, Patient Number etc, and move the selected options one at a time to the Select box (using the red arrow under the Select box).
7. If the query is to be saved, enter the title of the query into the Name field, click the Query Store button and select Save this Query.
8. Click the Run Query button and view or print the retrieved data as desired.

Q 17. How can I search for all family members at once?

A 17. To search for all family members:

Medtech32 regards families as those patients who all have the same Family Number.
To find all family members of the patient on the palette

1. Select Patient – Family, press Shift+F2 or click the Find Family icon .

The Search Patient / Company window will be displayed, listing all patients with the same family number.

Alternatively, if the family number of the patient / s is known, press F2 (or click the Find Patient icon) and type the ‘at’ symbol (@) followed by the family number eg @3, then click Search.

Palette

Q 18. Can I clear patient’s details form the palette?

A 18. To clear patient details from the palette:

For privacy purposes it is possible to close the patient displayed on the palette. Patient details will be removed completely from the palette and all patient related windows will be closed. Any setup related windows will remain open.

To clear the palette, select Patient – Close active patient or Shift+Ctrl+F12. The palette will display the Medtech32 logo and title.

To open the last active patient on the palette, select Patient – Open last active patient or Shift+Ctrl+F12. The palette will display the last patient that was active on the palette. Any windows that were open for that patient when the palette was closed will not be re-opened.

Appointment Overview

Q 19. What is the thick line that goes across the window in the Appointment Overview?

A 19. The thick line that goes across the window in the Appointment Overview:

The thick line in the Appointment Overview performs two functions; it assists the person using the overview to keep their eye focused on the correct line, and it also changes colour depending on the location the provider is working at.

Appointment Pad

Q 20. Can I view more than four provider’s appointments at the same time?

A 20. To view more than four providers appointments at the same time:

Medtech32 provides the functionality to present up to eight providers appointments in a single window; this is known as the Appointment Pad and can be accessed via Module – Appointments – Appointment Pad, Shift +Ctrl+F7 or by clicking the Appointment Pad icon .

Q 21. I am trying to book a patient into the Appointment Pad but there is a little capsule displayed in the Status column and I cannot make the appointment! Why?

A 21. To remove the capsule from the Status Column of the Appointment Pad:

1. Open the Appointment Book.
2. Select the Prov dropdown list; select the provider whose column displays the capsule in the Appointment Pad.
3. The Appointment Book will display an R in the same timeslot that the capsule is displayed in the Appointment Book. Right click on the R and select Unreserve. The capsule will now be removed from the Appointment Pad.

Patient Register

Q 22. I am trying to inactivate a patient and receive the following error message “This person is the account holder for other active patients. This person cannot be made inactive”. How can I make the patient inactive?

A 22. To inactive the patient:

The error message “This person is the account holder for other active patients. This person cannot be made inactive” means that the patient you are trying to inactivate cannot be inactivated until they are removed as an account holder for any other patient. Please follow the below instructions to remove the patient as an account holder for other patients and to inactivate the patient.

1. Ensure the patient that is to be inactivated is on the palette and select Module – Patient Register (F3).
2. To find out whom the patient is the account holder for select Patient Register – Account Members. Make a note of the patients displayed in the Account Members window and then close the window.
3. Place the patient that was displayed in the Account Members window (in step 2) onto the palette.
4. If the patient on the palette is to be their own account holder, select the A/c Holder tick box in the Name tab of the Patient Register, and then select the Self radio button in the Account tab of the Patient Register. Ensure the Account Group field displays the correct account group for the patient (eg Patient). Once complete click OK.
5. Repeat step 4 for any other patients that were displayed in the Account Members window (step 2).
6. Place the patient that is to be inactivated onto the palette.
7. Select the Inactive tick box in the Patient Register and click OK.

Q 23. How do I enter an International Address into Medtech?

A 23. Entering International Addresses:

At this stage there is no set area within Medtech where you are able to enter International Addresses. However you can add additional address information into the Res/Building field which is found in most windows that contain address fields. Data that is entered in this field will be displayed between the data entered in the name field and the data entered into the street field.

Q 24. How do I link family members together?

A 24. To link family members:

There are two scenarios for linking family members; the first is that all family members have been created in Medtech to start with; the second is when a new family member needs to be created in Medtech and linked to the family at the same time. Both of these methods are described below.

Scenario 1:

Patients that require linking are already created in Medtech32.

1. Open the Patient Register of the main patient eg the parent.
2. Select the Family Members / Notes tab and make a note of the number in the Family No field.
3. Open the Patient Register of the patient to be linked to the patient in Step 1 eg the child.
4. Select the Family Members / Notes tab and enter the family number that was noted in Step 2 into the Family No field (you may have to delete the existing number).
5. Click OK or press Enter.

Scenario 2:

A new family member needs to be created in Medtech and linked to the family at the same time.

1. Open the Patient Register of the main account holder eg the parent.
2. Select Patient Register – Family Add. Fields specific to an individual are cleared, however, common information fields such as Surname, Address, Phone Numbers and Medicare Card details are retained.
3. Enter in relevant information such as First Name and Date of Birth.
4. Click OK or press Enter.

Q 25. How do I unlink family members?

A 25. To unlink family members:

If one patient no longer wishes to be linked with another they can be unlinked.

1. Open the Patient Register of the family member to be unlinked.
2. Select the Family Members / Notes tab.
3. Replace the number in the Family No field with the word NEXT.
4. Click OK or press Enter.

Q 26. How do I create a patient or family number if the fields are blank?

A 26. Creating Patient or Family Numbers:

If you need to create a Patient or Family Number due to the fields being blank, type the word NEXT into either the Patient or Family Number fields. Once the OK button is clicked, Medtech will automatically generate the next number in the sequence.

Q 27. The suburb / postcode I am trying to enter doesn’t exist in Medtech32. Can I create a new suburb / postcode?

A 27. To add a post code and suburb:

New suburbs and postcodes can be created in Medtech in a variety of areas. The main way of adding a new suburb and postcode is listed below.

1. Select Setup – Patient Register – Post Code. The Post Code window will be displayed.
2. Select Post Code – New, Ctrl+N or click the Add a new post code icon . The New Post Code window will be displayed.
3. Type the name of the suburb into the Locality field.
4. Enter the post code into the Post Code field.
5. Select the required state from the State dropdown list.
6. Click OK or press Enter.

Q 28. How do I add a patient’s referral details?

A 28. To add patient referral details:

You are able to add a referral for the patient on the palette whilst in the Patient Register. Referrals can also be added via Module – Accounts – Referrals and whilst in any invoice window.

1. Open the Patient Register.
2. Select Patient Register – New Referral or Ctrl+R. The New Patient Referral window will be displayed.
3. The Date field defaults to today’s date. If the patient was referred to the practice prior to that date, either manually type the date or select the relevant date from the calendar dropdown list.
4. In the Referred By field, type the surname of the referring provider, click Search or press the tab key. The Find Address window will be displayed. If the provider is displayed in the list, highlight them and click OK. If the provider does not appear in the list, click Add, enter the referring providers’ details and click OK or press Enter.
5. Select the referral duration from the Duration dropdown list. If a duration is required that is not listed, type the number followed by the duration type eg 5w = 5 weeks. Alternatively, if the referral duration is indefinite, select the Indefinite Period tick box.
6. By default referrals are flagged as being a standard referral for Medclaims, however if this referral is not standard, deselect the Standard Referral tick box.
7. Any notes applicable to the referral can be entered into the Note field.
8. Click OK or press Enter.

Q 29. Can I update the address and / or Medicare Card details for all family members at once?

A 29. To update all family members details at once:

All patients that share the same family number can have their address and Medicare card details updated at the same time.

To update Address details of all family members:

1. Open the Patient Register of one of the family members.
2. Change the address as required.
3. Click OK or press Enter. A Confirmation window will be displayed, click Yes to continue. The Copy Address To window will be displayed.
4. Leave a tick in the family members who are to have their address changed. Un-tick the family members that are not to have their address changed.
5. Click OK or press Enter, and close the Patient Register when ready.

To update Medicare Card details of all family members:

1. Open the Patient Register of one of the family members.
2. Change the Medicare Card details as required.
3. Click OK or press Enter. A Confirmation window will be displayed, click Yes to continue. The Copy Medicare Card To window will be displayed.
4. Leave a tick in the family members who are to have their Medicare details changed. Un-tick the family members that are not to have their Medicare details changed.
5. Click OK or press Enter, and close the Patient Register when ready.

Q 30. Can I customise any fields in the Patient Register?

A 30. To customise fields in the Patient Register:

The third field through to the sixth field in the Various pane of the More tab in the Patient Register can be customised.

1. Select Setup – Reference Nos. The References window will be displayed, defaulting to the Main tab.
2. The Keyword Name fields (one through to four) refer to the titles of the User Definable Fields in the Patient Register. The titles can be typed directly into the associated fields. The actual contents of the keywords are created via Setup – Patient Register – 1 – 4.

Q 31. How do I delete a patient / company from the Medtech database?

A 31. To delete a patient / company:

A patient / company cannot simply be deleted, they must be inactivated or merged with another entry (please refer to “Can I merge two or patient’s / companies together?” for information regarding merging data)?

1. Select Patient – Search, press F2 or click the Find Patient icon . The Search Patient / Company window will be displayed.
2. Enter the search criteria.
3. Double click the mouse on the record required, or highlight the record and click OK. The selected record will be displayed on the palette.
4. Select Module – Patient Register, press F3 or click the Patient Register icon . The Patient Register window will be displayed.
5. Select the Inactive tick box.
6. Click OK or press Enter to save changes and then close the window when ready.

Q.32.     How can I print out the ‘Next of Kin’ from within the Patient Register details?

A.32      The easiest way to print out the Patient Register details is to use the Report > Patient > Medical History report option.  Select only the Demographics options – or more if you wish.  Print the report to the Report Manager, to check if you require additional information to be included in the report.  Print the report when you are satisfied with the output.

8. Medicare

Medicare Australia Online

Q.1    I cannot send claims through to Medicare or DVA for a new Doctor that has just started at our Practice.  When I try to send his Batches through, I get the message box showing ‘Certificate Signing’ required?

A.1  This is due to either the Provider not having his individual Certificate, or if the new Provider is to use the Practice Certificate, then the new Provider may not be included in the Practice Certificate listing.  To correct this: go to the Setup > Medicare Australia Online > Provider Tab, scroll down the list of Providers until you see the new Providers name, and Tick the Checkbox next to it, to ‘Use Location Certificates’.  This should resolve the problem and allow the new Providers batches to be able to use the Practice Certificates.

Q.2   Why does he batching reports have an E in the status column?

A .2 This means that there is an Exception Report associated with the Batch that will need to be reviewed by the Practice.  Corrections may be made to the individual voucher within the Batch, and then once done – the voucher may be resubmitted in another Batch (if applicable).

Q.3   How do I process a Refund?

A.3    Refunds are only possible for Private Invoices – select the desired Transaction and then select Refund from the Actions Menu.   Enter the relevant  information in to the Refund screen accordingly.

Q.4.    Our Practice wishes to start claiming electronically.  What steps do I need to do?

A.4       In order to start claiming electronically, you must contact the Medtech Support desk for a Minor ID.  Your Minor ID is required for you to start the Medicare application process for you Practice.  Medicare Australia Online will use this unique Minor ID to identify your Practice.

Then your Practice can start the Medicare Online application process.  There are several Medicare Forms that you will need to fill out and submit to Medicare, and it is recommended to contact Medicare to obtain the correct forms for your Practice.

Q.5      I am getting this error message when I’m trying to print the Deposit Supplementary Report – Message received “no payments for selected date”            

A.5       This message means that there are no Payments for the selected Date that has been entered.  A suggestion would be to try to expand the dates as a first option, then narrow down the range as required.

9. Medisecure

Medisecure Electronic Prescriptions

Q 1. I’m trying to run Medisecure but it is not working from my workstation.  What do I need to do?

A 1. The Medisecure application needs to be installed on all workstations that wish to send their prescriptions electronically to Medisecure.

10. Setup

Front Desk Warnings

Q 1. I’m trying to run Medisecure but it is not working from my workstation.  What do I need to do?

A. 1 The Medisecure application needs to be installed on all workstations that wish to send their prescriptions electronically to Medisecure.

Passwords

Q 2. How do I change or setup my own password?

A 2. To change a password:

1. Select File – Change Password. The Change Password window will be displayed.
2. Enter your old (current) password into the Old Password field. Leave this field blank if you are setting up your password for the first time.
3. Enter in your new password into the New Password field.
4. Re-enter your new password into the Verify Password field.
5. Click OK or press Enter.

NOTE: If you have forgotten what your password is, the administrator can log on, select Setup – Staff – Members, select the staff member required (eg yourself), select the Security tab and modify the details in the Login Password field.

Toolbars

Q 3. How do I customise my toolbar?

A 3. To customise a toolbar:

To access the Setup Toolbar for Staff Member window, select Window – Toolbar – Setup.

The list on the left is titled Not Selected and displays the icons that are not currently included on the toolbar for the staff member logged on. The list on the right is titled Selected and displays the icons that are currently included on the toolbar for the staff member logged on.

To add icons to the toolbar:

1. Highlight the icon required from the Not Selected side.
2. Click the Add Option to Toolbar icon. This will move the icon to the Selected side.
3. Click OK or press Enter.

To remove icons from the toolbar:

1. Highlight the icon to be removed from the Selected side.
2. Click the Remove Option from Toolbar icon. This will move the icon to the Not Selected side.
3. Click OK or press Enter.

To rearrange the order that the icons appear on the toolbar:

1. Highlight the icon that requires moving from the Selected side.
2. Click either the Move Option Up or Move Option Down icons until the icon appears in the desired position.
3. Click OK or press Enter.

Q 4. Medtech is open but some icons are greyed out and I can’t open the windows. Why?

A.4. When icons on the toolbar are greyed out:

Ensure that there is a patient on the palette.

Online Help

Q 5. Does Medtech have an online help file?

A 5. To access Medtech help files:

Medtech32 online help is available to all users. Depending on how the online help is accessed, either a general help window will be displayed (allowing the user to search for help via an index) or a screen specific window will be displayed (the user does not have to search via an index as the relevant help screen is already displayed).

Non Screen Specific Help

NOTE: These instructions are written as though there are no windows open within Medtech32.

1. Select Help – Medtech32 Help or press F1. The Medtech 32 window will be displayed.
2. There are two ways to search for a help file, via the contents or via the index:

Contents – Click the contents button . Green text indicates more information on that topic exists. To access the information click the green text.
Index – Click the index button .

The Help Topics: Medtech32 window will be displayed. Type the topic required in the Type the first few letters of the word you’re looking for field. Select the required topic from the list titled Click the index entry you want, and then click the Display button .

3. To go back to the previously displayed information, click the back button .
4. To print the help file, select File – Print Topic or click the Print button .
5. To close the help window, select File – Exit or click the Close icon at the top right of the window .

Screen Specific Help

1. Open the window that help is required for eg if help is required on how to add an appointment, open the Appointment Book window.
2. Select Help – Medtech32 Help or press F1.
Green text indicates that there is further information you can access on that topic. Click the green word to access the associated help file.
3. To go back to the previously displayed information, click the back button .
4. To print the help file, select File – Print Topic or click the Print button .
5. To close the help window, select File – Exit or click the Close icon at the top right of the window .

Services

Q 6. How do I add GST to an individual service item?

A 6. To add GST to an item:

1. Select Setup – Accounting – Services.
2. Double click on the service item that is to have GST added to the total.
3. Select the GST to be added tick box and click OK.

Q 7. How do I add a new MBS item number into Medtech?

A 7. To add a new MBS Item Number:

1. Select Setup – Accounting – Services.
2. Select Service – New, Ctrl+N or click the Add a new service icon .
3. Enter the new item number into the Code field and click the Ellipsis button (…).
4. Type the description of the item number into the Description field.
5. To enter the private fee for the new item number, select the Payment Levels tab, click onto the fee that needs to be modified, type the new fee as required and click OK or press Enter.

If you click OK and receive the following error message – Cannot insert Service Row – ensure that the item number you are trying to add has not been inactivated. This can be done by clicking the Filter icon and selecting the Include Inactive tick box. If the item number is displayed in the grid with a line through it, double click the item number, un-tick the Inactive tick box and click OK.

Q 8. How do I add a new Non – MBS item number into Medtech?

A 8. To add a new Non – MBS Item Number:

1. Select Setup – Accounting – Services.
2. Select Service – New, Ctrl+N or click the Add a new service icon .
3. Enter the new the code of the new non MBS item number into the Code field (eg AF could be the code for Admin Fee).
4. Type the description of the item number into the Description field.
5. To enter the private fee for the new item number, select the Payment Levels tab, click onto the fee that needs to be modified, type the new fee as required and click OK or press Enter.

If you click OK and receive the following error message – Cannot insert Service Row -“ ensure that the item number you are trying to add has not been inactivated. This can be done by clicking the Filter icon and selecting the Include Inactive tick box. If the item number is displayed in the grid with a line through it, double click the item number, un-tick the Inactive tick box and click OK.

Training Database

Q 9. Is there any way I can practice using Medtech without jeopardising my own data?

A 9. To practice in Medtech without using main database:

We encourage you to utilise the Medtech32 training database. This is an ideal utility for familiarisation and training in Medtech32, allowing you to learn without jeopardising the integrity of you own patient data.

To access the training database, follow the steps below:

1. Double click the Medtech32 icon on the desktop.
2. Enter the code of DR (to access clinical functions), REC (to access front desk functions) or ADM (to access administrator functions) into the Staff Code field. Leave the Password field blank and ensure Evaluation Database is selected from the Database dropdown list.
3. Click OK or press Enter. A Warning message will be displayed.
4. Click Yes to continue to log into the training database.

Staff Member Setup

 Q 10. How do I add a new Doctor staff member into Medtech?

A 10. To add a new Doctor staff member:

1. Select Setup – Staff – Members. The Staff window will be displayed.
2. Select Staff – New, Ctrl+N or click the Add a new staff member icon . The New Staff window will be displayed, defaulting to the Staff Details tab.
3. Complete the following fields in the Staff Details tab (other fields can be completed if necessary); Code (eg staff initials) and Internal Name. Also, select the Provider and Service Provider tick boxes at the top of the window.
4. Select the Security tab. If the new staff member is to use a password when they login, enter this password into the Login Password field.

Select the level of security the staff member is to have from the Access Rights tick boxes eg Front Desk, Recall / Screening, and Clinical.

5. Select the Desktop tab. If any windows are to be displayed automatically when the staff member logs on, select the tick box next to the window that is to be opened.

Select the Remember Screen Positions tick box.

6. Select the Provider tab. Complete the External Name and Qualifications fields.

In the Sequence field, enter in the number in which the doctor is to be displayed in the Appointment Book dropdown list.

Complete the Prescriber and Provider Number fields.

7. If the provider is to have their own logo, select the Logo tab and create the logo as required.
8. Select the Income tab. If the income is going to the new staff member, select the Self radio button and complete the new staff members banking details in the bottom of the window.

If the income this staff member generates is to go to the provider listed in the Patient Register select the Patient’s Provider tick box. If the income this staff member generates is to go to another provider select the Nominated Provider radio button and then select the required provider from the Income Provider dropdown list.

9. Click OK.

Please note that the new staff member’s tool bar will also need to be configured.

Q 11: How do I add a new Reception/Front Desk staff member into Medtech?

A 11: To add a new Reception / Front Desk staff member:

1. Select Setup – Staff – Members. The Staff window will be displayed.
2. Select Staff – New, Ctrl+N or click the Add a new staff member icon . The New Staff window will be displayed, defaulting to the Staff Details tab.
3. Complete the following fields in the Staff Details tab (other fields can be completed if necessary); Code (eg staff initials) and Internal Name.
4. Select the Security tab. If the new staff member is to use a password when they login, enter this password into the Login Password field.
Select the level of security the staff member is to have from the Access Rights tick boxes eg Front Desk, Accounts, No Clinical and Modify Invoices.
5. Select the Desktop tab. If any windows are to be displayed automatically when the staff member logs on, select the tick box next to the window that is to be opened.
Select the Remember Screen Positions tick box.
6. Click OK.

Please note that the new staff member’s tool bar will also need to be configured.

Printers

Q 12. How do I configure my printers in Medtech?

A 12. To configure printers for Medtech:

1. Select File – Print Setup. The Printer Defaults window will be displayed.
2. Select the printers required for each function from the associated dropdown lists. eg To select your A4 printer click the dropdown arrow beside A4.

If necessary select the Force A5 tick box to force the system to print in A5 size if the printer does not provide a facility for A5 paper.

3. Click OK or press Enter.

Q 13. My scripts are not aligning correctly on my script paper when I print them. How do I realign the margins?

A 13. To realign the margins for the scripts:

1. Select File – Print Setup. The Printer Defaults window will be displayed.
2. Select the Form Defaults tab.
3. Enter the millimetres of adjustment required in either the Vertical Offset or Horizontal Offset text boxes in the Script Defaults section.
4. Ensure the March 2001 Format tick box is selected for scripts to print in the correct format. Deselect this option if March 2001 Format is not required.
5. Click OK or press Enter.

Q 14. How can I nominate a particular printer for a specific document?

A 14. To nominate a printer for a document:

1. Select File – Print Setup. The Printer Defaults window will be displayed.
2. Select the Document Defaults tab.
3. Using the dropdown lists next to the required documents, select the printers the documents should be sent to.
4. Click OK or press Enter.

Cash Draw

Q 15. The practice has a Cash Draw – How can I configure it to be used in conjunction with Medtech?

A 15. To configure a Cash Draw for Medtech:

1. Select File – Print Setup. The Printer Defaults window will be displayed.
2. Select the Devices tab.
3. Select the communications port for the Cash Draw from the Cash Draw dropdown list.
4. Click OK or press Enter.

Cash Reader

Q 16. How do I configure our Card Reader in Medtech?

A 16. To configure a Card Reader for Medtech:

1. Select File – Print Setup. The Printer Defaults window will be displayed.
2. Select the Devices tab.
3. Enter the start sequence code into the Start Sequence field; generally this is a semi colon (;).
4. Enter the end sequence code into the End Sequence field; generally this is a question mark (?).
5. Click OK or press Enter.

11. Other

Query Builder

There are currently no FAQ’s on Query Builder.

Scanning

Q1 . How can I delete from the scanning window?

A 1. To delete from the scanning window:

1. Open the Scanning window.
2. Highlight the scan to be deleted.
3. Select Scanning – Delete. A Confirm window will be displayed.
4. Click Yes to delete the scan or No to cancel.

Labels

Q 2. How do I link labels to the label icon?

A 2. To link labels to the label icon:

Once labels have been created in Medtech32 they can then be linked to the Label icon for quick label printing access.

1. Select Setup – Location.
2. Double click the mouse on your location and select the Documents tab.
3. Select the label you require from any of the Label 1-4 dropdowns.
4. Click OK, exit and re-enter Medtech32 for the changes to take effect.

Printing

Q 3. Can I print information that is listed in a grid format within Medtech?

A 3. To print information that is listed in a grid format:

Numerous Medtech32 windows contain lists of information. These lists display lines of information relating to the module / window displayed.

1. Right click anywhere within the list. A pop-up will be displayed, select Print To. The Printer Details window will be displayed.
2. Select the required printer options and click OK or press Enter.

Q 4. Am I able to print documents so they are displayed on the screen prior to printing?

A 4. To view printed documents on screen prior to printing:

The majority of documents and reports selected to print can be sent to the Report Manager instead of printing them directly to the printer. The document can then be viewed on screen and checked prior to printing. When printing from the Report Manager there are options to select the number of copies required and the pages desired.

1. To send a document to the Report Manager, select Report Manager from the Print To / Printer dropdown list in the printer window when printing a document.
2. To open the Report Manager, select Report – Report Manager or click the Report Manager icon . Once open, a list of documents that have been sent to the Report Manager (by the logged on staff member) will be displayed.
3. To open a report, double click the left mouse button on the required document, press Ctrl+O or click the Review Report icon .
4. To print the report, click the Print button.
A pop-up window will be displayed allowing the printer, number of copies and desired pages to be selected. Once the details have been completed click OK.
5. If the document is no longer required to be listed in the Report Manager, highlight the document (by clicking on it), press the Delete key on the keyboard or click the Delete Report icon .

NOTE: Each staff member can only view and print documents that they have generated and sent to the Report Manager under their own login.

12. Query Builder

General Query Builder

Q 1. How does the query builder in Medtech32 benefit me?

A 1. The Query Builder enables the user to query their entire practice database and print a list of all patients that satisfy the defined criteria.

Q 2. How do I compile a new query?

A 2. In Medtech32:

1.Select Tools > Query Builder to open the query builder screen
2.Select the drop down list in the Query Store and select New query
3.Enter a name for the query
4.Select the category from the Table dropdown list
5.Highlight the Field item within the selected table, then click on the Add Field To Where condition arrow
6.Move the required fields from the category to the Where option and specify the conditions required
7.Move the required fields from the category to the selected option depending on the columns required.
8.To preview the query, click Run query
9.Once you are satisfied with the query, click Print to print the query directly, or click Export to export the query to an Excel spreadsheet
10.To save the query, select the drop down list in the Query Store and select Save this query. Click OK to save the query

Q 3. How do I view an existing query?

A 3. 1.Select Tools Query builder to open the query builder screen
2.Select the dropdown list in the Query Store and select Open an existing query
3.The Query Builder Open window opens up with list of existing queries.
4.Select the required query and click OK

Q 4. When can I use the Query Builder Mail Merge option?

A 4. The Mail Merge option is only available within the Query Builder from the Data Sheet View if you have selected one of the following output choices:

Patient – Id for Mail Merge
AcHolder – Id for Merge
Address Book – Id for Merge

The report can be merged with an Outbox Document, Recall, Alert or a Task.

Q 5. How do I use Mail Merge with an Outbox Document?

A 5. 1.Compile a Query ensuring that one of the following Merge options are selected, Patient – Id For Mail Merge, AcHolder – Id For Merge or Address Book – Id For Merge
2.Select the Run Query option. The Data View Sheet screen will display the output
3.Click on the Mail Merge/Document option.
4.Select an Outbox document to merge the report with from the drop down list
5.The default printer will be displayed in the Print To field.

Note: It is possible to select the Report Manager as a printer option. This allows you to view or print the report at a later stage. Access the Report Manager via the Report/Report Manager menu option

6.Click OK to automatically merge the documents

13. SMS

General SMS

Q 1.      I am interested in signing up for SMS, can you let me know how to go about this?

A 1. If your practice is interested in signing up to ManageMyHeath – SMS please contact Medtech Sales on 08002633832(NZ) to discuss options.

Q 2.      How do I send the SMS? How do I process them manually?

A 2. The SMS is processed using the In Touch Interface utility (Utilities > In Touch > IN Touch Interface).  Once you click on “process”, the SMS will be sent to the Patients Mobile Phone numbers. In order to update the status at the practice whether the SMS has been delivered or not, user need to click on Get Practice Status menu and the status will be updated in the Module > In Touch > Outgoing SMS.

Q 3.      Can I process the SMS’s through Scheduler?

A 3. The Medtech Scheduler can be configured to automatically process the In Touch SMS Messages on a regular basis to avoid the user having to manually process via the In Touch Interface Utility.

Q 4.      I do not want to send SMS between specific times, Can I configure that?

A 4. The No SMS Start Time and No SMS End Time can be used to configure a time period where no SMS Messages will be processed and sent out from the interface. This can be used for example to set that no messages will be sent from 11.00pm to 9.00am to avoid disruption to patients.

Q 5.      Where can I find the Practice ID, User name and Password?

A 5. When registering to use ManageMyHealth -SMS, documentation will be supplied detailing the configuration settings that will need to be entered into the Setup SMS / Practice Setup/Connection settings. This documentation will also include the Practice User Name and Password that is validated every time you sent the SMS.

Q 6.      What’s the Proxy configuration and how can I configure it?

A 6. The Proxy configuration tab needs to be completed only if the Practice has a Proxy Server setup. The details include Server IP Address, Port, System Username and Password to be used for Proxy access. A practice’s Proxy Server details are not held by Medtech. Please ensure that you obtain these details from your technician.

Q 7.      Is there any way I can see the SMS’s that’s scheduled from my database?

A 7. Once the SMS reminder is generated it will be displayed in the Module > In Touch SMS > Outgoing SMS. The SMS reminders will be displayed in the descending order on the When To Send time.

Q 8.      Is there a default SMS template that I can use?

A 8. No there is no default template. You have to set it up in the Setup > In/Outbox > Outbox document. A new option called SMS has been added to the Format drop down list called SMS. This option should be selected for all documents that are setup to be SMS Templates for the ManageMyHealth SMS Communicator.

Q.9      How do I edit the SMS Templates?

A.9. The SMS Templates are an Outbox Document Template which can be edited by a user with sufficient Administrator access levels.  The Document Templates section of our website, contains an instructional Guide which details how to do this, in a very friendly and step by step process.

14. Utilities

Patient Join

Q 1. Can I merge two patients together?

A 1. To merge patients together:

Medtech32 provides a function to join patients together in instances where they have been duplicated in the database. This function is irreversible, so be certain you have the correct patients before you proceed with the join!

Single Patient Join

1. Place the patient that is to remain in the Medtech32 database onto the palette.
2. Select Tools – Patient – Patient Join. The Patient Join Utility window will be displayed. The active patient on the palette will be displayed in the Main Patient field.
3. Enter the surname of the patient you wish to join to the main patient in the Secondary Patient field. Press tab or click the ellipsis button. Select the secondary patient from the Search Patient / Company window and click OK or press Enter. The selected patient will be displayed in the Secondary Patient field.
4. Click OK or press Enter. A Confirmation window will be displayed.
5. Click Yes or press Enter to proceed. An Information window will be displayed.
6. Click OK or press Enter.

Q 2. Can I undo a patient merge?

A 2. Undoing a patient merge:

Once a patient merge has been performed it is irreversible.

15. Miscellaneous

Miscellaneous

Q 1. How do I inactivate a Speciality?    

A 1. It is not possible to make a Specialty Inactive.  Contact the Medtech Support team for further information.

Q 2. Can I do ‘virtual printing’ in Medtech?    

A 2.Yes, use Medtechs inbuilt Report Manager feature – Report > Report Man ager.

Q 3. How do I add a new vaccine    

A 3. Go to Setup > Vaccines > Add New Vaccine.

Q 4. How do I edit the text that prints out on Statements?

A 4. Go to Setup > Accounting > Account Group (select the relevant Group to make the changes for) and double click on the line to open it.  Then click on the Statement Tab.

Technical

Q.1      Is Medtech32 compatible with Server 2012?

A.1       Until Medtech Software can confirm that Windows 2012 operating Systems are compatible with Medtech32 and all Third Party components that are integrated with Medtech32, please do not attempt to upgrade your current systems to any Windows 2012 version.

Please refer to our website for the latest Software and Hardware Recommendations document.

Q.2      Is Medtech32 compatible with Windows 10?

A.2       Until Medtech Software can confirm that Windows 2012 operating Systems are compatible with Medtech32 and all Third Party components that are integrated with Medtech32, please do not attempt to upgrade your current systems to any Windows 2012 version.

Please refer to our website for the latest Software and Hardware Recommendations document.

Interbase

Q.1.     Where do I locate the Interbase upgrade instructions?

A.1      The latest Interbase Upgrade, and Maintenance instructions can be found on the Medtech32 Release DVD, under the Documentations folder.

 

16. HI Service / PCEHR

General

Q1.      Where do I install my certificates to make the HI Service and PCEHR work with Medtech32?

A1. The certificates are installed in the Windows Local Computer Store under Personal.  The Root Certification Authority certificate in the Trusted Root store and the Organisation Certification Authority go into the Intermediate store.

For the HI Service the Medicare Location certificate is used. (File name fac_sign.p12)  This is the same as used for the Medicare claiming.

For the PCEHR the HPI-O certificate is used.  This is also referred to as the NASH certificate.  It will be on a separate CD and the only file on the CD.  It is also named fac_sign.p12.  Be careful not to get them mixed up.

Q2.      What do the different colour codes of the Patients PCEHR icon mean?

☻  PCEHR inclusion will be on the patient palette if the patient has registered with PCEHR.
☻  Green PCEHR – patient has a PCEHR and access has been granted to the site/practice for access of their record.
☻  Red PCEHR – patient records access had been granted, but is now locked.   Access code is required.
☻  ** Orange PCEHR – patient has a PCEHR but access has not been granted to the site/practice for access to their record.

Q3.      I understand that there are different types of Access from PCEHR.  What are these and how do they work?

A3. There are two types of Access – RAC and an ALAC.

☻  RAC – blocks all access
☻  ALAC – can have specific access to the record.

The Access code is from the PCEHR that the patient only has access to and they give the provider the number to access their record.  The Access Code is held at the PCEHR end, and is not stored anywhere in MT32.

Once the Access Code has been entered by one member of the Practice, this gives the entire Practice access to the patient’s record.

PCEHR AUDIT VIEW

Q4.       What does the PCEHR Audit View show exactly?

A4.  This shows the log that the PCEHR has, of the Practice uploads, queries etc… so all   the information displayed here, is from their Server – and Medtech just displays it here to the user.