If you run a practice where some of your patients will be children, the way in which these patients are billed varies slightly from adult patient billing. Ensuring the appropriate person receives the Medicare rebate and understanding how to accurately set up account holders for child patients is important. This article will guide you through the steps required for creating a parent/guardian account holder record for child patients.
Before you begin
When claiming for a patient who is considered to be a minor, Medicare requires their parent or guardian's Medicare details to be sent along with the claim for processing. This can be done by setting up their parent or guardian as the patient's Account Holder. Doing this ensures both the patient's and the parent or guardian's Account Holder Medicare details are transmitted. This will ensure that the person paying for the account, the parent, is the individual who will receive the Medicare rebates.
New patient records can be created in two locations: the Appointment Book (Open > Appointments) and the Patient List (Open > Patients). In the Appointment Book, you can create a new patient record by clicking the New Patient icon . In the Patient List, a new patient record can be created by clicking the blue plus icon . This will open the new patient's Demographics window. Enter all of the demographic details on the top half of the window before proceeding to the next section on
Entering patient details for a child under the age of 12 is done in very much the same way as entering an adult patient into Genie, the exception being the child's Account Holder section. For children aged under 12, their parent or guardian's details must be used. On the left-hand side of the Demographics window, you should see the Account Holder field, and to the right of the Account Holder field, you should see two radio buttons: Self and Other.
For a child's account, select "Self" and the demographic details you've entered for the child will appear in the box to the right of the Account Holder field.
Click on the child's demographic details in the box to the left of the radio buttons and this will open the Account Holder window that's been automatically created for the patient. In this window, you'll need to replace the patient's details with those of their parent/guardian.
When done, click Save. If you do not need to make any further changes to the patient's account, you can now Save to close the Demographics window.
In situations where a child patient may attend the practice with either parent or with different guardians, the account holder for the child's record may need to change accordingly, depending on who pays the account. To do this, each parent/guardian will need to have a completed patient record with the account holder set to 'Self'. This ensures the parent/guardian responsible for the account is accurately set within the child’s patient record.
When the child visits the practice, you will need to ensure that the correct account holder record is selected, i.e. the person who will be paying the account for that visit. Open the Demographics window for the child and ensure the Account Holder details are those of the correct parent/guardian for that visit. If they are not, you can re-select the account holder by clicking the Other radio button.
Use the search box to locate the parent who will be paying the account for that visit and then Save the patient's Demographics.