How to take payment for One on One Appts

Appointment Actions 

We have five different types of clients who attend Private, NDIS, DVA, Workcover and Medicare. For NDIS we have three types. Plan, Self and NDIA Managed.

HOW TO PROCESS PAYMENTS:

Private

Ask the client if they have private health. If yes, take private health FIRST as this will then show the gap payment.

1. Take Private Health if applicable OR 

2. Take payment EFTPOS or cash.

3. Create Invoice "Add a Payment"

4. Enter into Cliniko under EFTPOS/HICAPS (Clients may pay via Medipass or have invoices sent and will not pay on in person - this will show in appt notes). 

5. Scroll down and Save Payment. 

6. Email Invoice "Send" 

Medipass

1. Create Invoice "Add a Payment"

2. Open new tap to log in

3. Log into Medipass (also know as Tyro Health)

4.  In GET PAID click "Card Payment" 

5. Enter amount > Add Invoice Reference -add the invoice number > Select Patient > Select Location > Select Practitioner > tick Authorisation box > "Charge"

Once payment has gone through, return to Cliniko 

6. Enter amount under Medipass > Save Payment > Email Invoice "Send".

Medicare 

1. Take FULL payment EFTPOS or cash (Private health can not be claimed with Medicare)

2. On the appointment, click Edit

3. Allocate a Case to the appointment by clicking "Select Case" e.g. 2 - 5 appointments

4. Save changes

5. Create Invoice "Add a Payment"

6. Enter full payment in EFTPOS. (DO NOT CLICK BULK BILL)

7. Scroll down and Save Payment.

To Process Rebate

8. On the invoice page. Scroll down, bottom right > "Patient claim + " ** (see example below)

9. "Process Patient Claim"

10. Follow the prompts (detail should be pre filled) If the details are not pre filled, more details need to be entered into the Patients File. * Watch video HERE on How to Upload EPC for more details

11. Email Invoice "Send"

Trouble shooting: Check Medicare number & ref number, GP Provider details e.g. provider number

DVA 

1. On the appointment, click Edit > Allocate a Case to the appointment by clicking "Select Case" e.g. 2 - 5 appointments

2. Save changes

3. Create Invoice 

4. Under Payment Summary select Dept. of Veterans' Affairs ** (see example below)

5. Process DVA Claim

6. Follow the prompts (detail should be pre filled) If the details are not pre filled, more details need to be entered into the Patients File
   Trouble shooting: Check DVA number & "Accepted Disability" is listed.

Do NOT send email to client. 

Workcover/CTP 

1. Click on appointment > "add payment"

2. Create Invoice

3. Scroll down and Skip Payment

4. Click "Send" select Other and email invoice to relevant insurance company. 

NDIS Plan Managed

1. Click on appointment > "add payment"

2. Check "item" code matches info in "Extra Client Info" e.g. 15_200 or 12_200 (change if required)

3. Create Invoice

4. Scroll down and Skip Payment

5. Click "Send" select Other and email invoice to relevant provider. 

NDIS Self Managed 

1. Take full payment 

2. Email invoice/receipt to patient

(Client will process the NDIS claim themselves)

 
NDIA Managed 

1. Click on appointment > "add payment"

2. Check "item" code matches info in "Extra Client Info" e.g. 15_200 or 12_200 (change if required)

3. Create Invoice

4. Log into PRODA (Provider Portal) https://myplace.ndis.gov.au/supplier/dashboard

5. Enter Code provided (this will be emailed or texted) 

6. Click Payment Request 

7. Click Create Payment Request 

8. Search by: Enter clients First & Last name OR NDIS #

9. Scroll down and select from the search result 

10. Enter all required details;
    Date / Invoice # / Support Category / Item Number / Claim Type Direct service, Report Writing, cancellation fee etc / **Item Quantity / Payment Amount / GST - 10% GST Application.    **See "Example 1" below.
    Triple check all the details are correct before proceeding to the next step. It is EXTREMELY difficult to reverse mistakes made in the NDIS Portal. So please double, triple check all the details are correct.

11. Scroll to bottom and click Next

Review Payment Request: This page will show what you are processing. The total claim amount will show $166.99 even if you are trying to put a payment in for $83.50. This will change to $83.50 once you submit (as long as the Item Quantity states 0.5)    **See "Example 2" below.

12. Tick "I acknowledge this payment..."

13. Submit 

14. Once submitted a summary page will state the exact amount they will pay.    **See "Example 3" below.

Do NOT send email to client. 

** Item Quantity - item quality is always the QTY of $166.99 e.g. 30 minutes of $166.99 is $83.50 so you need to enter 0.5 in the quantity section. If it was an initial or 60min appt, you need to enter 1 into the quantity section. 

Coupa

1. Create Invoice (Skip Payment)

2. Download a copy of invoice via Print (this will be attached to the Coupa invoice in step 6.)

3. Log into Coupa (Coupa Supplier Portal - Home) https://supplier.coupahost.com/sessions/new

4. Click Invoices 

5. Create Blank Invoice

6. General Info: Complete all sections with the red * 

7. To: Enter Requester Email & Name (Requester is the person who contacted you from the My Aged Care Provider, to book the client in - the Requesters name is found in the IMPORTANT CONACT section in clients profile)

8. Line Level Taxation: Tick box

9. Type: Qty 

10. Description: Follow up appointment/ Group Class

11. UOM: unit

12. Price: Enter the cost of the appointment WITHOUT GST. e.g. A $87 appointment would be entered as $79.091. 

13. Taxes:
    Tax Description - Select "AU: S - Standard 10% GST - 10.0%"

14. Total & Taxes:
    Skip this section
    Click "Calculate" - Check the Total equals the cost of the appointment with GST added e.g. if the appointment is $87 the cost needs to equal $87

15. Click Submit

Example Pictures