HICAPS claims can be done directly through Exact. With in the payment section simply click the HICAPS button and the system will send the claim to the HICAPS terminal. At this point follow the prompts on the HICAPS machine. Click here and refer to page 15 section 2.3.2
If Exact does not send the claim to the HICAPS machine you will need to do a manual claim through the HICAPS machine. Click here and refer to page 11 section 2.3
Each private medical fund offers different policies with different levels of cover. Swiping the private health cover card will reveal what the patient's shortfall is, depending on their policy.
If the patient wants to know the out-of-pocket expense prior to treatment,
if he patient is in the clinic and has there health fund card with them we can do a quote with the HICAPS terminal click here to see process.
if the patient doesn't have there health fund card or is not in the clinic we should tell them the relevant procedure code, and our fee for that treatment, and they can check with their insurance provider for the amount of cover they hold.
To process a payment using EFTPOS enter the sale amount into the HICAPS machine and press enter. You will be asked to swipe, tap or insert the debt or credit card.
Please refer to the HICAPS how to guide for detailed instructions click here and head to page 22 section 3
Select the patient
Go to the payments tab
Process the HICAPS contribution
If paying eftpos, enter in the amount paying, select EFTPOS then process payment
If adjusting the price of the payment, process EFTPOS or cash payment first (with the adjusted price), then adjust price manually in Exact to bring amount owing to $0
Adjusting price: click the invoice you want to adjust, select ‘adjust’, enter in the amount that was taken away from original invoice (e.g. $321 invoice with a 10% = $32.10 is the adjusted amount), select reason code for adjustment, select ‘ok’
If patient wants a copy of statement select ‘print statement’ after processing payment
Attach HICAPS and EFTPOS receipts to statements if required
See here
Tap screen on EFTPOS machine
Select transactions (middle button)
Press 2 on keypad or select ‘2. Refund/Cancel’
Enter refund amount press enter
Merchant password is 4000
Tap/swipe card and print refund receipt to file as normal
On HICAPS machine
Select transaction/Refund (2)
Enter Amount for refund $
Password: 4000
On Hicaps right click on payment and select cancel item, manual refund.
In Exact
Select hicaps payment received and cancel
Select electronic cancellation
Swipe hicaps card
Confirm receipt that the claim has been resubmitted
Pull out all cords on the back of the hicaps terminal
Restart computer
Wait 30seconds before putting cords back in terminal
On the terminal select function, option, 5 terminal logon, select Nab and then do it again for medicare. The terminal will print out a progress report. It should say successful. If unsuccessful start the process again.
In task manager select rescan on hicaps connect (looks like a yellow circle with the plus symbol)
If hicaps connect icon is not available search for hicaps connect in windows computer
Pop up should appear informing “1 terminal connected”
Right click on click on icon and open connect client
Select terminal test - Result should be - 00
Select All providers - Result should be - 00
Select claim & hit send - The terminal should light up and ask for a card to be swiped.
This means you are all connected.
If any further issues please contact hicaps support
When we have about 5 Hicaps rolls left (in large stationery drawer under printer), order more rolls through the Hicaps machine:
Function
7. Stationery Order
Yes
It takes about a week to arrive and comes in a large box.
Generally children have fewer oral health issues, and fewer teeth, than adults, so we do not need as long to provide a hygiene treatment. Thus we must schedule shorter appointments and reduce the charge accordingly. Not only is this ethical, but if our services for children are not perceived as providing value, parents will take them to their local dentist, and the parents might also move the alternate practice out of convenience. As such, we must follow these rules for all patients under 18 years of age.
Hygiene appointments are 20 minutes.
We charge the appt at full price, swipe the private health card, and discount the out-of-pocket expense down to $50,
Example:
The total charge comes to $350. The health fund covers $90. We discount $210 ($350 - $90 health fund - $50 out of pocket = $210)
We must remind the parents to bring their health fund card with them so that we can apply the discount. If they have forgotten the card, collect $50 and ask that they return with the card so we can process it. In the very rare instances where the parent does not have a health fund we discount all except $50.
See guidelines here