As a practice that accepts a variety of different patients, you may see a patient who is covered by TAC. The TAC is Victoria’s Traffic Accident Commission. They work in a similar way to WorkCover, in that they need a claim number printed on an invoice, and they use certificates similar to WorkCover certificates.
Configuring TAC is a multi-step process that is normally completed by a Genie trainer at the time of installing of Genie, however some providers choose not to take on any TAC patients or may wish to set this up at a later time.
The purpose of this article is to make this process easier to understand for you and to reduce the amount of time you will interrupt your normal workflow to set up TAC, so when you consult with a patient who is covered by TAC, you know exactly how to take care of them through Genie.
Before you begin
You may wish to check if you already have a TAC health fund or account holder entered into your system. If you do, it will make this process a bit easier for you as the first few steps have already been done for you. It’s also a good idea to make sure you have the correct details entered in your Practice Preference record.
Navigate to File > Practice Preferences, and double click on your practice. In the State field, ensure you have VIC entered as the state, as without this, you will not be able to see the TAC fee schedule under Special > Software Updates > Fee Schedules.
To configure TAC correctly for use in your database, please follow the instructions below:
Adding TAC as a Health Fund
1. You will need to add TAC as a health fund by navigating to Open > Billing Items > Health Funds > Add. Enter TAC into the Fund Name field.
2. Set the Account Holder for the fund to TAC. This can be done by selecting the magnifying glass next to Account Holder. You may be prompted to add in this Account Holder if it does not already exist in your system. If it doesn't already exist you will need to choose to create it. You will then be prompted with the Editing Account Holder window where you can add in the appropriate details for the fund.
3. You will also need to change the Use this schedule if it’s a private health fund drop-down menu to TAC. If TAC already exists as an Account Holder, navigate to Open> Account Holders and search for TAC. Open the Account Holder record and make the change here.
4. Change the Multiple Procedure Rule to 100/75/75 in the Account Holder record and then Save.
Downloading the TAC Fee Schedule
1. After firstly ensuring there is no one carrying out billing at the time, download the TAC Fee Schedule through Special > Software Updates > Fee Schedules
2. Download the VIC WorkCover Certificate dated 01/07/14 through the WorkCover Certificates tab of Software Updates
3. In the User Preferences for the doctor, tick the Use Custom Forms WorkCover Certificates tick box in the General tab, then click Save
Once you have successfully configured TAC as a fund in your database and applied the TAC fee schedule to this fund, you can begin creating TAC claims for patients. The instructions below will walk you through how to do this:
Enter the Secondary tab of the patient demographic window to access the WorkCover section and click on Claims > Add. Set the employer to “TAC Employer” and the insurer to “TAC”. The insurer named TAC is the same Account Holder that you created earlier. Once selected enter the address details for TAC in the Business Address field (so you can post this later).
Enter claim details into the claim fields provided (especially the claim number). Sometimes you will not have all the information to fill out the claim in its entirety, but you can fill this out to the best of your knowledge, as the only part that you will need to print on invoices is the claim number.
Click on the blue plus icon beside Certificates to bring up the following window where you can fill out the fields needed and print the certificate:
Once you have gone through the process of creating and either saving or printing the certificate for your TAC claim, you can then create an invoice for this claim.
To do this, use the WorkCover button within the invoicing window to select the claim you have created. You will be prompted to select either TAC Employer or TAC, to which you should select TAC. You can then complete the invoice as normal. The fees that are used should be the TAC fees, and the claim number should appear on the invoice.
Although it is possible to create an invoice for TAC using the Other button on an invoice, this method will not include a claim number on the invoice print out, which we understand to be a requirement of invoicing TAC.
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