Billing Items

Genie's Billing Items window makes it easy to keep track of item numbers and fees. The Billing Items window can be accessed via Open > Billings Items and shows every item number recorded in your Genie database. This includes the item numbers imported via the MBS and/or the AMA Schedule, fee schedules associated with different health funds, and any custom items you've created.

Before you begin

Make sure all of your fee schedules have been updated before you add any new billing items via the Billing Items window. Typically you shouldn't need to add MBS fees manually - any new items should be added when you update the MBS Schedule via the Software Updates window. For more information on updating fees in Genie, refer to the Updating Fee Schedules article.

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The Billing Items window

	Search for a billing item.
	Add a new billing item.
	View all billing items.
	Opens the Report Builder window.
	Delete the selected billing item(s).
	Increase fees for a particular fee schedule or Account Type. This function is explained in the Updating Fee Schedules article.
	Import a fee schedule. This function is explained in the Updating Fee Schedules article.
	Opens a list of all of the health funds that have been entered into your database.

Adding and editing billing items

Upon clicking the blue plus icon , you'll be presented with the Add a New Billing Item window. You'll see the same window, this time titled Editing Item, when you double-click on an existing billing item.

The Item Number field is where you can designate the item number for a billing item. If you're creating a new custom item number, this doesn't necessarily need to be an actual number.

The MBS Group field applies to MBS items only. You typically won't need to enter anything in this field as it will be populated automatically for downloaded MBS items. If you need to bill an MBS item that doesn't yet have a fee schedule to download in Genie, please refer to the instructions in the 'Adding an MBS Group to a billing item' section below.

The box in the upper-left of the window is where you can view and/or edit the description of a billing item. For MBS items, this will be populated automatically. For custom item numbers, this is where you can explain the item; be as brief or specific as you need to in order to clarify what the item is for anyone who may need to bill it.

The checkboxes in the upper-right of the window dictate how the item is billed:

The Assistant Billable checkbox allows a surgical assist fee to be calculated for the item.
Ticking Display in List of Commonly Used Itemswill display the item for quick selection when adding an item to an invoice. It will also include the item in the list of Items to Charge that appears when saving out of a patient's clinical record.
The Manage Stockcheckbox marks the item as stock, allowing it to be managed in the Stock Control
Multiple Procedure Rule Applies to This Item specifies whether this item is to be factored into Multiple Procedure Rule Calculations
If This Item Includes GST In The Price is selected, the appropriate percentage of the fee will be designated as GST every time this item is invoiced.
If Always an Inpatient Procedure is ticked, the Inpatient checkbox for the item will be ticked by default whenever it is added to an invoice.

The table in the bottom right-hand corner of the window is where fees can be set for the item. To add or edit a fee, slow-double-click on the existing fee and the field will become editable. For example, if you were setting a Private fee for new billing item, you would highlight the Private row and then click on $0 in the Fee column. The field will become editable and you'll be able to enter a new fee.

When specifying a fee for a custom item, ensure that you take into account the This Item Includes GST in the Price If it is ticked, the fee entered should be GST-inclusive, and vice-versa.

Adding an MBS Group to a billing item

If you are required to bill a Medicare item prior to the item being made available to download in Genie, you can follow the instructions below to manually create the billing item and add in the MBS Group number:

Gathering details from MBS Online

Navigate to the MBS Online website
Using the Search the MBS field toward the top-right corner of their website, search for the first item you wish to add into Genie (i.e. 91850)
You should see a result appear that looks like this:

4. Note down the following details from this item:

The Item Number
The Group (i.e. T4 - you do not need to note down the word following the T4, nor the subgroup)
The Fee, and separately, the Benefit: 85% fee, as well as the Benefit: 75% fee if applicable
Copy the entire Description

Entering the new Items into Genie

Within Genie, navigate to Open > Billing Items
Click the Blue Plus icon, located toward the top-left of this window
Within the Item Number field, type in the item number specific to the details you noted above
In the blank field immediately below the Item Number field, copy in the complete description
Next, above the Description field, toward the right you should see an MBS Group field. To edit this field, Alt+Click on the words MBS Group
Type in the Group, i.e. T4

Entering in the Fees

Within this same window, toward the right you should see both Schedule, and Rebate in blue font.
Slow double-click into the Fee Column to the right of Schedule, and type in the Fee noted down above, i.e. $27.70
Slow double-click into the Fee Column to the right of Rebate, and type in the Benefit: 85% amount, i.e. $23.55
Click Save.

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Gathering details from MBS Online

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