Creating WorkCover Online Claims

If you haven't already done so, you can also ensure that you have downloaded the WorkCover fee schedule through Special > Software Updates > Fee Schedules by ticking the box to the left of the WorkCover option, then clicking  and confirming the prompt that you want to .

To use WorkCover Online, you must configure a WorkCover Online service and then configure the relevant organisations to use this service. This can be completed via the Account Holder window.

Navigate to Open > Account Holders and search for the existing WorkCover QLD Account Holder you have by typing the Account Holder name in the Organisation field and clicking the  button:

Alternatively, if you do not yet have an Account Holder record for WorkCover QLD, you can create one by clicking on the  blue plus icon and entering the details into the Editing Account Holder Window:

From within the Editing Account Holder window, the WorkCover Online dropdown (highlighted above) allows you to create a new WorkCover Online service, edit an existing service, mark an Account Holder as not using WorkCover Online or select a service you have created previously.

Multiple Account Holders can select the same WorkCover Online service.

Note: Invoices will not be sent to WorkCover electronically if you have the Batch Process Invoices option selected for the Account Holder.

Creating/editing a WorkCover service

When you click on the WorkCover Online dropdown you can select New or Edit:

When you click New, you will be presented with the window below where you will fill in the details of the WorkCover Online service.

The Name field is the name that will appear within the WorkCover Online Services dropdown in the Account Holder window. This must be a unique name that is not being used for another service.

The State dropdown is when you choose your state, as WorkCover Online is only available in Queensland you will notice that QLD is the only state available.

The URL field is a specific URL provided by WorkCover. You can manually type it here or click the  button to have the Genie Webserver update this for you.

The API Key field is used to determine the Genie software when communicating with the WorkCover Online service. Again, this can be manually entered or updated from the Genie Webserver by clicking the  button.

Please note that the information stored on the Genie Webserver is provided to us by WorkCover. If you are unable to transmit with these credentials, contact WorkCover as they may have been updated recently.  

Authentication ABN XXX.XXX.XXXX displays the ABN which will be used when communicating with the WorkCover Online servers. If your Practice Preferences are set to use the Practice ABN, the username and password will be the same for all users.

If your practice preferences are set to use the doctor's ABN, each provider who has registered to use WorkCover Online will need to login with their username, open the WorkCover QLD Account Holder record, edit the relevant service, and enter their own username and password. This information is retained for each user in Genie once it has been saved.

You can test that the credentials you have entered are correct by clicking the  button below the services dropdown in the Account Holder window. This will send through the last invoice for this Account Holder as a test invoice. You will receive a message prompting that it was successful, and if it was not successful, you will receive a prompt with reasons as to why.

If you are having issues with transmission, you can click the Send WorkCover Online Log Files To Genie button to upload a copy of your log files for us to review. Once you have uploaded these please contact Genie Support to troubleshoot.

To send an invoice electronically with WorkCover Online, we recommend using the WorkCover button as it transmits more information in the electronic invoice.

Note: An employer must be added for this method to work. If you do not know the employer, you can create an employer with the same name as the insurer. This is done from within the Patient Demographics window, in the Secondary tab by clicking on the Blue plus  button:

You will then be presented with a window to search the Employers table or enter the employer's name:

If a matching record for the employer is not found, you will be asked if you would like to create a new employer record. If you opt to create a new employer record, the New Employer window will appear where you can fill in the details of the employer:

If you plan to invoice the actual employer at any stage, click on the  button to automatically create a record in the Account Holders table. If an account isn't created for the employer, the employer's details will still be held in the employers table (Open > Employers).   You then need to assign the insurer for this employer, if known. Click on the  button.

This allows you to search the Account Holders table for the organisation providing WorkCover insurance to this employer:

If no matching record is found, you will be asked if you would like to create an Account Holder record for the insurer.

Once you have assigned the insurer, save the employer's record. The next time you see an employee of this organisation, all you will have to do is assign the employer to the patient; Genie will presume the same insurer is applicable.

The next step is to create a WorkCover Online claim. This is done using the Claims button in the Employers area of the Patient Demographics window:

Claims can also be added in the Clinical Window by the doctor, through clicking on Tools > Add Workcover Claim, except where the Practice Type in File > Set Practice Type is set to Obstetrics or Anaesthetics.

When you choose to add a new claim, the New Claim window will appear:

Fill in the fields for the Date and Time, the Injury/Disease, How injury occurred, and the Claim Number, if known. 

If a case manager has been assigned to this claim, you can add them by using the Search Case Manager  icon and searching your Address Book for the relevant person. If you have not added this person to the Address Book, click OK and a prompt will appear asking if you would like to add this person to your Address Book. Once added to this record, the case manager's email, phone, and fax details will be displayed in this window. You can also edit their Address Book record from this window by clicking the Edit Case Manager  icon.

Note: Once you have created a WorkCover claim, you cannot delete it from the Select a Claim window. If you need to delete this, you must locate this claim in the patient's Clinical Window and click the delete  icon above the Contact List to delete the claim. 

Once you have assigned an employer and created a claim, you can open a new invoice for the patient by highlighting their name in the Appointment Book and clicking the invoice   icon.

Clicking on the Workcover button in the New Invoice window will prompt you to choose the injury this is in relation to, and whether to invoice the Insurer or the Employer. Complete the other invoice details as per usual. If you would like more information on invoicing, refer to our article on Invoicing.

Sending the invoice electronically with WorkCover Online

To send an invoice electronically with WorkCover Online, we recommend using the WorkCover button as it transmits more information in the electronic invoice.

If an Account Holder is linked to a WorkCover Online Service, the Print button in the invoicing window will now say Send. Clicking  will transmit the claim electronically to WorkCover without printing the invoice.

If you need to print the invoice, right clicking on the  button and you will be provided with the following options:

Invoices that are not sent at time of creation can be sent later from the patient’s or Account Holder’s Account History window. To send from the Account History window, double click on the invoice and click the  button. You will receive a confirmation window:

Click .

Once the invoice has been transmitted, on opening the invoice you will see the transmission date and time at the bottom of the window.

Please note that it is not possible to resend an invoice that has already been transmitted to WorkCover Queensland. You must contact them directly if an invoice needs to be amended or deleted.