While adding a new user is a fairly simple process, you will need to consider what their specific role will be, and how this can be set up in Genie. To configure your preferences, navigate to File > User Preferences, or File > All User Preferences if you are not logged in as the new user.
Before you begin
Before you can start configuring user preferences to suit the new user, you will need to ensure that you have added them into your Genie database with the correct permissions. Follow the steps in the Adding a New User article before continuing on here.
|Title||This is the title of your user (e.g. Dr, Prof, A/Prof, Mr).|
|First Name||This is the first name of your user.|
|Middle Name / Initial||This is the middle name or initial of your user.|
|Surname*||This is the surname of your user. This field is mandatory.|
|Qualifications||These are the qualifications of your user (e.g. MBBS, MD, FRACP, etc.)|
|Provider Number||If your user is a registered practitioner, this is their main provider number. If you have more than one provider number, these can be entered in the Practice Sites tab.|
|Prescriber Number||This is the prescriber number for your user.|
|Sign Off||This is where you can enter the sign off that you wish to appear within your letters using the "Sign Off" expression.|
|Payee Provider Number||This field tells Medicare which provider number is to receive payment for services sent through the HIC Online adaptor.|
|Personal ABN No||If your new user has a separate ABN to the practice, enter this in here. If you are a solo practitioner or your practice operates under one ABN, the Practice ABN field in Practice Preferences should be utilised instead.|
|Provider Type||This is where you input what type of user this is. These options include Specialist, General Practitioner, Allied Health Professional, Reception, Medical Laboratory Scientist or Medical Technician.|
|Default Bank Account||This allows you to specify which bank account the receipt window will default to when receipting any items billing for this user. If you need to set up a new bank account for this user, you must do this first from Open > Bank Accounts.|
|Check Referral validity in Appointments||This will check to make sure a patient has a valid referral whenever you book an appointment with this user, and also when you place them into the waiting room.|
|AHPRA / Medical Registration No
AHPRA number available in Genie 9.4.2 and above.
|This is the user's AHPRA (Australian Health Practitioner Regulation Agency) number that will print on private invoices.
The Medical Registration No is used for United Kingdom prescriptions.
|OSHC User ID||This allows you to record the user's OSHC Worldcare User ID for use in Worldcare claims.|
|This is the Healthcare Professional Identifier-Individual number for your user. This is used for eHealth purposes such as accessing a patient's My Health Record.|
|UUID||This is the Universally Unique Identifier for your user. This is auto-generated by Genie.|
My Health Record
|Activate for this user||If your practice and user are set up for My Health Record, tick this box to activate MyHR for this user. See the My Health Record section for more information.|
|Check automatically when opening a Patient's Clinical Record||Leave this ticked if you would like Genie to automatically connect to the patient's My Health Record when opening their clinical file.|
|Retrieve Medicare Overview when opening My Health Record Tab||Leave this ticked if you would like to retrieve the Medicare overview upon opening the My Health Record tab in a patient's clinical file.|
|Activate Debug Logging||This is only to be ticked under the instruction of Genie staff.|
|Auto Capitalise||This preference will result in the first letter of words entered in fields within patient demographics or address book records to be automatically capitalised.|
|Monitor the Genie Message Board||This is a legacy feature that is no longer in use.|
|Position of Navigation Palette||The navigation palette tracks which windows are open in Genie and provides alerts to the logged in user. You can choose to display this either on the right or at the bottom of your Genie application.|
|Open Patients List at Startup||This will open the patient list, instead of the appointment book, when first starting Genie.|
|Display Patient Mugshots||This will show a picture of the patient when entering a patient's demographics or clinical window. For this to work, the picture needs to be added to the patient's file and assigned the type of 'Mugshot'.
See Using Mugshots for more information.
|Create a separate email account for me||This preference creates an email account for this user to use as the default when using the Genie email module.|
|Confirm Quit||This preference produces an extra confirmation box when quitting out of Genie.|
|Disable Main Window Close Box||This prevents the use of the red cross in the top-right of the Genie application, ensuring that this is never accidentally pressed. This preference is available for Windows users only.|
|Maximise Windows Intelligently||This will increase the size of the windows in Genie while maintaining the correct placement of the navigation palette.|
|Use Custom Forms Workcover Certificates||This will allow the user to utilise the custom WorkCover certificates that are available for download from Special > Software Updates.
See WorkCover for more information.
|Display patient memo for x seconds||This option allows you to determine how long a patient's red memo box will remain on display when booking in an appointment. Setting this preference to "0" will stop the memo box from appearing.|
|Default Item No||Anything entered in this box will ensure the Items to Charge window appears after saving out of a patient's clinical file. Enter in the user's frequently billed item number for this item number to be automatically selected, or enter a "0" for the window to still appear but with no items selected.
Leave this field blank if you do not wish the Items to Charge window to appear.
|Use Large Clinical Window||If your screen resolution is set to 1280 x 754 or higher, you can use the larger clinical window using this option. With this preference ticked your patient clinical files will have two main tabs: Main and Other.
Without this preference ticked, your patient clinical files will have three main tabs: Summary, Notes and Checklists/Script Archive.
|Open Clinical window to Notes Page||This option tells Genie to open to the Notes tab of a patient's clinical file rather than the Summary tab when using the small clinical window.|
|Use Small Font For Drop Down Lists||This option is good if you have extensive drop-down menus for your lists (e.g. Current Problems and Past History) as it will allow all items in these menus to become visible.|
|Remind me to start Off-site Logging||This option will prompt the user to start offsite logging whenever they open Genie Solo (Single User).
See Database Replication and Offsite Logging for more information.
|Use Ophthalmic Surgery Exam Window||This preference is only available if your practice type is set to Ophthalmology.|
|Use New Eye Display||This preference is only available if your practice type is set to Ophthalmology.|
|Use Q2Pix to Display Images in Contact List||This preference (available in v9.2.1 and above) allows you to view images within a patient clinical file without the use of an external application (e.g. Adobe).|
|Don't send SMS reminders for my appointments||If this option is not ticked, SMS reminders will not be sent for any appointments booked for this user.|
|I do not bill inpatient services from the Appt Book||Ticking this box will prevent the "Inpatient / Outpatient" prompt from appearing when billing patients from the appointment book for this user. This may be relevant for GPs who do not usually bill inpatient services.|
|Play sound when a patient arrives||This preference causes a sound to play when a patient appointment status booked for this provider changes to "In Waiting Room". The drop-down menu to the right of this checkbox allows you to choose the sound you wish Genie to play.
This preference needs to be configured when logged in as this user.
|Show me in the Appointment Book on the following days||This will create a column in the appointment book for this user. Ticking separate days will display the user in the appointment book for these days only.|
|Appt Interval||This allows the new user to have a different appointment interval to the default interval time set up in Appts > Appointment Preferences. To use the same appointment interval as every other user, leave this set to "Global".|
|Show me in the Billing Menu||This option must be ticked if the user provides any services, otherwise their name will not appear in any Provider drop-down in Genie.
You may need to quit and restart Genie Client (or Genie Solo for single users) in order for this checkbox to take effect.
|Warn me of Future-Dated Services||This should be ticked for staff who perform the invoicing. This ensures that invoices are not issued with future-dated services by mistake (e.g. accidentally invoicing from a future appointment).|
|Use Type-Ahead when Billing||This should be ticked for staff who perform the invoicing. Genie will try and predict the complete item number that is being entered if the item has the "Display In List of Commonly Used Items" checkbox ticked in Open > Billing Items.|
HICOnline / PKI
|Use iKey to Sign Claims||Tick this option if the user uses individual iKeys to sign claims.|
|Check for Expiring PKI Certificates||Tick this option if the user would like to be notified when their online claiming certificates are due to expire.|
|Invoice Message||If the user sometimes bills for assistants, you can add a separate memo to printed invoices for the assistant item. The default message is:
"Please make the cheque for the assistant's fee payable to [user's name]"
|Print Medication List on Scripts||This will print a list of all active medications for the patient from the prescription list in their clinical window.|
|Print Certificate on Scripts||This will print a medical sickness certificate on the patient's prescription.|
|Use Meal Times for Scripts||This option will change the way you specify dosage and frequency for prescriptions. Existing prescriptions will continue to print with the current dose and frequency until you fil in the new dosage fields. This is not an option which you should frequently change back and forth, so you should decide on the method you wish to use and then stick with it. It is preferred that all users within the practice should decide on one method.|
|Allow sending of Healthcare Fact Sheets when Prescribing||This will allow Healthshare to send a fact sheet to the patient about the drug being prescribed when prescribing a particular drug for the first time. The patient will need an email address and postcode entered in their demographics for this to work successfully.|
|Enable NPS RADAR alert||If you have NPS RADAR installed, this enables the NPS RADAR summary that appears the first three times that a new RADAR drug is prescribed.|
|Record Anonymous NPS Usage Data||The first time you access any NPS document, either RADAR or PIL, you are asked for permission to collect data about your usage. If you do not wish this information to be sent anonymously, this checkbox should remain unticked.|
|When a new NPS Version is available||This option becomes available if you have Enable NPS RADAR alert ticked. This allows you to specify what to do if an update of the NPS documents becomes available. You can change this setting to either "Install Automatically", "Prompt Before Installing", or "Never Install".|
|Access MIMS Annual via the Internet||This will allow you to access MIMS information for medications via the internet rather than files on your local machine. This means that you do not need to download MIMS Annual.|
|Degree of Interaction Checking||This will determine the degree of which Genie checks MIMS drug interactions, ranging from not established (0) to severe only (5).|
|Electronic Transfer of Prescriptions||Once you've registered with eRx or MediSecure, you must configure this section accordingly. Choose the Send to MediSecure or Send to eRx radio button to populate the Host URL and Port No fields automatically. For eRx, the Sender ID will need to be completed. This will be provided to you by eRx when registered. Select your eRx Host Platform - this is your machine OS (Windows or Mac). Click the Ping button to connect to eRx.|
Pathology & Radiology
|Extract Results from PIT format||This instructs Genie to attempt to extract individual results from PIT-formatted files and insert them into a consultation record so that they can be graphed. This will only work with some pathology providers depending on how they present their results (i.e. in PIT format).|
|Move to Action List after linking||This preference should be checked if you wish to use the Pathology Action List for dealing with pathology and radiology result actions.|
|Check for Missing Run Numbers||This instructs Genie to check for missing pathology results whenever you navigate to Open > Pathology & Radiology. If a run is missing, Genie will warn you about it for 30 days. If you receive this alert you should contact the laboratory and request the missing run number.|
|Bulk Bill Pathology||The "Bulk Bill" option will automatically be ticked on printed pathology requests. The patient will need to have a valid Medicare card in order for this preference to work as expected.|
|Copy Results to Interested Parties||Genie will add the patient's interested parties (GP, referring doctor, etc.) into the CC section of pathology and radiology requests.|
|Offer to store INR Results||This will provide a prompt to save INR results into the INR Control after they have been imported. This can be accessed through the Tools menu in a patient's clinical window.|
|Offer to store TFT Results||This will provide a prompt to save TFT results into the Thyroid Control after they have been imported. This can be accessed through the Tools menu in a patient's clinical window.|
|Do Not Show Prompts Window||This will prevent the red prompt window from being displayed in patient clinical files.|
|Pap Smear & Mammogram Alert||This preference gives you a warning if a pap smear/mammogram has not been recorded in a patient's clinical window. This will only appear if the patient is a female between the ages of 20 - 70 and she has not had a "hysterectomy" entered in her Past History. This will also not appear if "Don't Recall" is marked in their clinical window.|
|Overdue Recalls Alert||This preference will generate a warning for you if there are any overdue recalls for a patient. This will also not appear if "Don't Recall" is marked in a patient's clinical window.|
|Warn of pathology results received within the last...||If you enter a numerical value in this field, Genie will give the new user a warning if there are any results received within that time frame when opening a clinical window.|
|Other Warnings||Depending on the age and sex of the patient, this preference will warn if you have not checked a variety of the parameters stored in the Consults Parameters (e.g. BP, Weight, Height, Cholesterol, PSA, etc.).|
|Genie <> Outlook/iCal
Genie > Outlook/iCal
|Choose if you wish to synchronise appointments and tasks to and from Outlook/iCal, or only one way from Genie. Choose one way if you don't want appointments that are deleted from Genie to be reinstated when you next synchronise from Outlook/iCal.
See Synchronising Genie with iCal and Outlook for more information.
|Synchronise the Address Book||Select this option if you wish to sync the address book. Tick the subsequent "Only synchronise those with an email address" if you wish to only sync address book records that have an email address.|
|Save Word Letters as Attachments||This preference is generally ticked if the user prefers to write letters in Microsoft Word using the icon in red quill letters. This will save the letter as an attachment instead of an outgoing letter.|
|Make Letters Undeletable When Reviewed||This prevents letters from being deleted after they have been marked as Reviewed by this user.|
|Default Zoom in 4D Write Area||Upon opening, all letters will automatically be zoomed to this percentage of the letter area. This includes applies to the contact display area in the clinical window.|
|Mark Letters 'Ready to Send' When Reviewed||Once letters are marked as Reviewed, they will be marked as Ready to Send for the third-party carrier software to send on to the recipient. This option may be useful if you use offsite typists.|
|Mark Letters 'Ready to Send' Immediately||This indicates that the letter will be ready to send to the third-party carrier software once the letter is created and saved. This option may be useful if you write your own letters.|
|ReferralNet ID||ReferralNet is a third-party provider for sending electronic correspondence. Enter the individual identifier here if the new user is signed up to use them.|
|If you have Use Individual Letterheads ticked in File > Practice Preferences > Practice Letterhead, then the letterhead created here will be presented on invoices and statements for this user. You can copy the letterhead from your Practice Preferences using the Copy from Practice button and/or insert pictures or logos using the Insert Picture button. You can fit approximately eight lines of text within this letterhead area.|
If the new user works in multiple locations with different provider numbers, this is where you can set up the extra sites for billing purposes. Please see our Add a Site of Service article for steps on how to do this.
This tab will be activated if your practice is registered for ECLIPSE and will list all the relevant health funds. For more information please see the article on Setting Up Providers for ECLIPSE Claiming.