Sometimes you will have patients attending your practice with worker's compensation claims. In order to add these details in accurately, Genie has an integrated WorkCover functionality that allows you to manage a claim, produce WorkCover Certificates, and raise invoices accordingly.
For WorkCover Queensland, practices running Genie v8.6.8 or higher have the additional ability of transmitting WorkCover Claims electronically.
Before you begin
There are various prerequisites required to successfully use WorkCover and WorkCover Online functionality within Genie.
The below article will assist you in setting up your practice to use the features of WorkCover and/or WorkCover Online.
Your practice must install the correct State Certificates and any required Fee Schedules. Each User wanting to use WorkCover functionality will need to have their preferences configured correctly, and each WorkCover Employer and Insurer is required to be set up within Genie.
Before using Genie's inbuilt WorkCover functionality, you should ensure that you have downloaded any certificates relevant for your state. To download the Certificates:
- Navigate to Special > Software Updates
- Select the WorkCover Certificates tab
- Tick the box to the left of any certificates you require. This may include various versions depending on your state, or the date of the claim
- Select Install "X" Items to download and install the Certificates
You may wish to ensure that the fees for WorkCover have been downloaded. This should be done when no users are performing any billing within Genie.
- Navigate to Special > Software Updates
- Select the Fee Schedules tab
- Tick the box to the left of the WorkCover schedule
- Select the Install 1 Item button
- When prompted with the below pop-up window, select Apply Now to install the fee schedule now
Note: If your practice is located in New South Wales, the fees used for WorkCover differ from every other state. To configure your fee schedule for New South Wales, please see our NSW WorkCover Fees article.
More information on updating your fee schedules can be found on the Updating Fee Schedules page.
The relevant providing doctors at your practice will need to have their preferences configured to use the downloaded certificates. This should be set for any providing doctor who will be completing and signing a WorkCover certificate.
- Navigate to File > All User Preferences
- Double-click on the providing doctor's name
- Select the General tab
- Ensure that Use Custom Forms WorkCover Certificates has been ticked as shown below
- Click Save to save this preference and close the window
- Repeat this for any additional users
In order to create a WorkCover Claim, details are required regarding the patient's Employer and/or Insurer. For information on how to add employers and insurers for patients, please see our Adding and Changing an Employer article.
For Queensland practices wanting to use WorkCover Online, you will need to ensure that you have obtained a username and password from WorkCover Qld. You are able to obtain these by emailing firstname.lastname@example.org with the subject line "B2B Username", or calling 1300 362 128 from 8:00AM - 5:30PM AEST.
WorkCover Claims can be created from three areas within Genie: through the patient's Demographic Window, through the Clinical Window, and when Invoicing. After accessing a claim through any of these methods, the steps for creating the claim and certificate are the same.
Option 1: Demographic Window
WorkCover Claims can be created and modified through a patient's Demographic window by navigating to the Secondary tab. On the right-hand side of this window, click on the Claims button to view a list of existing claims or add a new claim for this patient. If a claim has already been created, it can be opened by double-clicking on the entry, or you may add a new claim by selecting the Add button at the bottom of the Select the claim... window.
Option 2: Clinical Window
In a patient's Clinical Window, you are able to navigate to Tools > Add WorkCover Claim to add a new claim.
Note: These Clinical Window methods cannot be used if your Practice Type is set to Anaesthetics or Obstetrics/Gynaecology/IVF Specialist.
Option 3: Invoice Window
When creating an invoice for WorkCover, you will be asked to select the claim relevant to the invoice. If the claim does not exist you are able to select the Add button to create a new claim.
The Claim Window
After adding a claim, you will be presented with the above window, where you may proceed to add the Injury Details, including details of the injury and how, when, and where it occurred.
You then must select the Employer, which may have already been set based on the patient's demographic information. If there are multiple active employers listed for a patient, Genie will automatically select the first employer listed alphabetically. The Employer is a mandatory field required for saving a claim.
To add a Case Manager to this claim, click the magnifying glass icon next to Case Manager, then either search your Address Book or click OK to add the Case Manager to your Address Book. To edit the Case Manager's Address Book record, click the Edit icon. A Case Manager can be removed from the claim by holding the alt/opt key and clicking the magnifying glass icon.
Ensuring that the correct State is added under the Certificate drop-down menu, you may then add the WorkCover Claim Certificate using the blue plus icon on the left-hand side of this window.
When selecting the blue plus icon from within the claim window, you are presented with an input window in which you may add details relevant to the claim. The information in this input window is dependent on which State Certificate is chosen.
- The option to select a status of Initial, Progress or Final for the certificate depends on the state
- Some certificates have more than one page for the input window to enter details
Once you have entered all necessary information to the input window, you can select Print to print a copy of the certificate if required, then select Save to close the input window. You may also choose Save to save the certificate without printing. If you chose to print the certificate, beneath the certificate entry in the Claim window is an indication of when this was printed. You may double click on this to view the certificate image generated.
To keep a clear record of a patient's care and progress, it is recommended that a new certificate is added whenever there are new or revised details to be entered. While you can double-click on a saved certificate to open the input window again, this will overwrite the previous details.
Note: The input window is designed to align to each state's certificate requirements. This means that you may be limited in terms of how much information can be entered in free text fields. The amount of space on the certificate itself may be taken as a guide as to how much detail is required by your state's WorkCover organisation.
After creating claims and certificates, these can be viewed through the patient's Clinical Window, in the Contact List. To see WorkCover Claims exclusively, click on the brown workers hat icon from the Contact List. When selecting a claim, the Preview pane will show the claim details at the top of the window, followed by any certificates that have been generated. Double-clicking on a claim from the Contact List will open the Edit Claim window, where you may add details or certificates.
From the Clinical Window, you are also able to delete the claim completely if it was created in error. This is done by selecting the claim, then choosing the trashcan icon above the Contact List. If you would like to keep the claim but delete a certificate, you can do so by double clicking on the claim to open, then highlighting the relevant certificate and selecting the trashcan icon to the left.
If your practice is located in Queensland, you are able to send WorkCover Claims electronically within Genie. You must be running Genie v8.6.8 or higher to utilise this feature.
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 an existing WorkCover QLD Account Holder by typing the Account Holder name in the Organisation field and clicking OK. This could be entered as WorkCover, WorkCover Qld, or WorkCover Queensland, among other variations.
If there is no record returned, you can create the account holder by clicking on the blue plus icon and entering the details into the Editing Account Holder window, as viewed in the image below.
Note: Invoices will not be sent to WorkCover electronically if you have the Batch Process Invoices option selected for the Account Holder.
Creating/Modifying a WorkCover Service
From within the Editing Account Holder window, the WorkCover Online drop-down (highlighted in the above image) allows you to create and edit WorkCover Online Services, as well as 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.
When you click on the WorkCover Online drop-down you can select New or Edit:
Clicking on New will present the window below. This is where you can fill in the details of your WorkCover Online service that you obtained from WorkCover. Selecting Edit will allow you to edit the details of an existing service in a similar window. If you have multiple services, this may ask you to select which entry to edit.
Each field is required to be filled out as below.
|Name||This is the name that will appear within the WorkCover Online Services drop-down in the Account Holder window. This must be a unique name that is not being used for another service configured in your database.|
|State||As WorkCover Online is only available in Queensland, you will notice that QLD is the only available state.|
|URL||This URL field is a specific URL provided by WorkCover. You can manually type it here or click the Update button to have the Genie WebServer update this for you.|
|API Key||The API Key field is used to determine the Genie software when communicating with the WorkCover Online service. This can also be entered manually, or updated from the Genie WebServer by clicking the Update button.|
|Authentication (ABN: )||This area 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. This is obtained by following the steps listed above in Before you begin.|
Note: The information provided from the Genie WebServer is provided to Genie Solutions for distribution by WorkCover. If you are unable to transmit with these credentials, you may wish to contact WorkCover Qld to enquire as to whether these have been updated recently.
If your Practice Preferences are set to instead use the doctor's ABN, each provider who has registered to use WorkCover Online will require individual credentials. They will need to login with their Genie username, and create a service for relevant account holders using 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 Test button at the bottom left of the Account Holder window. This will send through the last invoice for the WorkCover 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 electronic 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. This is the globe icon beneath the WorkCover Online drop-down menu in the Account Holder window. Once you have uploaded logs, please contact Genie Support on 1300 889 362 so that we may assist in troubleshooting.
In order to create an invoice to WorkCover, you should confirm whether the invoice is to be addressed to the Employer or Insurer. You may then raise the invoice via Billing > Invoice or by highlighting the patient in the Appointment Book and clicking the Invoice icon.
In the New Invoice window, you should specify the account holder as Workcover in the top left corner. This will open the Select a Claim window for you to select whichever claim the invoice relates to, and will further prompt whether the invoice is to be addressed to the Employer or Insurer. If there is no Insurer specified against the Employer record, you will receive a prompt as shown below, which asks you to choose to invoice the Patient or Employer.
Note: Once you have created a WorkCover claim, you cannot delete it from the Select a Claim window. If you need to delete a claim, you must locate this claim in the patient's Clinical Window and click the delete icon above the Contact List to delete the claim.
After specifying the claim, you may proceed to complete the other invoice details as usual. For further information on invoicing, refer to our article on Invoicing.
Upon completion of the invoice, you may choose to Print or Defer. Should you choose to print the invoice, the printed copy will be similar to other private invoices printed, with the addition of the claim number on the left side of the invoice, beneath the word "INVOICE".
Sending Invoices Electronically with WorkCover Online
To send an invoice electronically with WorkCover Online, you may begin by creating the invoice per the above instructions. If the Employer or Insurer is linked to a WorkCover Online Service, as previously configured in the WorkCover Online section, the Print button in the invoicing window will instead show Send. Clicking the Send button will transmit the claim electronically to WorkCover without printing the invoice.
If you need to print the invoice for your records, right-clicking on the Send button will provide you with additional printing and sending options as seen in the image below. Invoices can also be printed at any time via the patient's Account History window.
Invoices that are not sent at time of creation can be sent later from the Account History of the patient or account holder. To send from the Account History window, double-click on the invoice and click the Save & Send button. You will receive a confirmation window shown below, and may click Send.
Once the invoice has been transmitted, you will receive an alert which confirms The invoice was successfully uploaded to WorkCover QLD. In addition, upon opening the invoice you will see the transmission date and time at the bottom of the window where the Save & Send button was previously located.
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.