The Medicare claiming process can often take time out of your day, especially if you need to print off invoices and send them to Medicare outside of Genie. This can also lead to longer wait times for claims to be processed. If you're interested in speeding up this process, you can use the HIC Online module to send all your claims quickly and directly to Medicare electronically.
Before you begin
You will need to ensure you have registered to use HIC Online services with Medicare. This registration will need to be organised with Medicare directly. Once you have registered your practice, you will be provided with Location/Site certificates that will be used to communicate with Medicare Online. This will be sent to your practice on a CD and is required for you to be able to configure HIC Online.
HIC Online software is required to be installed on each computer you would like to do any Medicare Online claiming from. If you have more than one computer you wish to use for claiming, this process will need to be repeated on each one.
To install HIC Online, navigate to Special > Software Updates > Miscellaneous, tick the box to the left of HIC Online and click Install 1 item.
When prompted on whether to install the update immediately or just download it, select 'Just Download It' and choose a location on your computer to save this file e.g. the desktop.
Once the download has completed, close out of the Genie Client application and launch the HIC Online Installer file.
Click Next to proceed to selecting a folder location to install HIC Online. This will be set to the Genie folder on the machine by default, which is the recommended folder location. Once you have confirmed the folder location, click Next to allow HIC Online to be installed.
Please note, this will also install a version of Java that is compatible with the HIC Online software. If you already have another version of Java installed on the machine, you may receive a prompt asking for this Java version to be un-installed prior to installing HIC Online.
Once the install has finished, launch the Genie Client application and proceed with the remaining steps in this article.
Once you have installed HIC Online, navigate to File > Practice Preferences and double click on your practice. In the Miscellaneous tab you will find the HIC Online section below:
Ensure you have entered your GEN number in the HIC Location ID field and ticked all the boxes of the features you will be using at your practice. Your GEN number can be found in the top, right corner of your Appointment Book.
If you are using Real-time Patient Claims and would like to use this as the default (as opposed to Batched Patient Claims) tick the Run Real Time by Default box.
If you access the internet through a proxy server that requires authentication, you will need to enter the User ID and Password here. Otherwise you can leave these fields blank.
Please note: If you have more than one location certificate, you will need to create a separate Practice Preference record with the HIC Location ID for each additional, individual certificate.
If you would like to receive a warning when your PKI certificates are approaching their expiry date, you can navigate to File > All User Preferences, double click on your nominated user from the list and open the General tab. In that window, tick the Check for Expiring PKI Certificates tickbox.
This only needs to be done for one user who will then be prompted when they login of any certificates that will expire within the next 30 days. If no users have this preference ticked, Genie will automatically do this check and prompt the first user to login for the day.
The PSI Store is used to store all Private Key Infrastructure (PKI) certificates in your database. This includes your Location/Site certificate, Medicare Online global certificates and NASH (My Health Record) certificates.
It is created and maintained using the HIC Online PSI Store function located in File > Maintenance & Reports > Administrator. Any changes to the PSI store (including its creation) need only be done from one client machine. Any other clients will pick up the changes the next time they use any HIC Online functions.
There are two ways to add a PSI Store record:
Creating a new PSI Store
Use this option if you have never used HIC Online before and you have the CD from Medicare Australia and any iKeys you would like to use.
- Insert the CD containing your location certificate into your computer.
- Click on the blue plus sign to create a new PSI Store.
- You will be presented with the Create PSI Store window below:
- Follow the red prompts at the bottom of the window to complete the fields on the form.
- Default names and locations for the certificate files will automatically populate; these should be correct but it is recommended to navigate to the location of the correct files with the Browse buttons on the right-hand side of the window
- The Location Passphrase is also known as the Personal Identification Code (PIC) and should have been sent in the mail separately to your Location Certificate CD. Enter this into the Location Passphrase field.
- In the New Location Passphrase field, you have the option of changing this passphrase by entering a new passphrase of your choice here. You can leave this as the same passphrase if you choose.
- If you do elect to change your passphrase, this will take the place of the original passphrase supplied to you by Medicare.
- Confirm this passphrase and click OK to create the PSI Store record.
Importing an existing PSI Store
Use this option if you have already created a PSI Store previously and would like to continue using this.
- Click on the PSI Store Import icon
- The Import PSI Store window will appear:
- Click the Browse button to browse to the location of the PSI Store on your computer. This will usually be in the format of GEN00001.psi
- Enter the PSI Store Passphrase (PIC) that was used to set up the PSI Store originally and click OK
- You should find the PSI Store record will now be visible with your GEN attached
Once the PSI Store has been created, you should be able to begin using HIC Online to send your claims electronically to Medicare.
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