Garrison Health will be known as ADF Health Services from 1 July 2019.
Are you confused about the changes occurring with Garrison Health? Not sure what you need to do to continue raising invoices and claiming for ADF patients? If this is you, we're here to help where we can, so please read on!
Before you begin
Invoicing and claiming for ADF Health Services must be done through BUPA's online booking system and cannot be done through Genie. Please read through the information below for steps on how to do this, and how to continue to keep the accuracy of your fiscal information within Genie.
The contract Medibank Health Solutions held, permitting claims for Australian Defence Force (ADF) personnel ends come 1 July 2019, and is being taken over by BUPA. Services rendered up until this date are to be treated as they always have been. From 1 July 2019, invoices and claims are raised and transmitted through BUPA's Online Portal.
Further information on what is occurring with Garrison Health can be found on the Garrison FAQs web page.
What does this mean for my practice?
To ensure you are ready to raise invoices and claim for ADF personnel come 1 July 2019, you must register with BUPA. This is separate from any existing agreement your doctors may have with BUPA already. To register, please see the ADF-HSC Provider Signup page on the BUPA website.
Invoicing and claiming will be done via BUPA's online booking system. This online booking system is called 'BUPA intelligent Referral and Booking System' (iRBS). For further information on what is required with BUPA, please contact BUPA directly. Invoices raised within Genie cannot be transmitted to ADF Health Services via Genie and should be looked at for reference/financial reporting purposes only.
What do I need to do in Genie?
While not necessary to raise invoices within Genie in addition to BUPA's online booking system, you may wish to keep a record of services rendered in your Genie software for reference or financial purposes.
Note: Invoices raised in Genie for ADF personnel cannot be claimed through Genie, and ADF Health Services is not ECLIPSE capable.
Creating the Health Fund in Genie
It is recommended that you create a new Health Fund within Genie, titled 'ADF Health'. Steps on how to create a new fund can be found within our Configuring Health Funds for ECLIPSE article. As mentioned above, as ADF Health are not ECLIPSE compatible, simply follow the steps at the end of the 'Add the Fund' section.
Updating the Fee Schedule
We have obtained and processed the new ADF fee schedule, which is available for download in Special > Software Updates from close of business, June 30, 2019. This will allow you to create ADF invoices with the appropriate fees. Steps on how to download and apply fee schedules can be found within our Updating Fee Schedules article.
Creating invoices in Genie
Once the fund has been set up with the correct schedule, ensure any patients you are wishing to bill for have their ADF Health details listed in the Private Fund section of their Demographics window. You can then invoice for ADF Health within Genie as per the Invoicing a health fund or organisation section of our Invoicing article.
Receipting invoices in Genie
Any ADF Health invoices can simply be receipted off within Genie once you have been paid by BUPA. The two are completely separate, and you will not receive confirmation within Genie when BUPA has paid the account. For more information on receipting invoices in Genie, please see our Receipting article.
Editing Invoices for manual submission
Any patients that were booked into your Genie database prior to BUPA taking over the ADF contract (July 1st 2019) will need invoices to be submitted to BUPA manually, as these patients will not appear in BUPA's online portal. The same rules apply to all doctor's who do not have an agreement with BUPA ADF but still see ADF patients.
Note: For any cases where invoices are required to be submitted manually, BUPA requires the removal of the patient's name and any other identifying information from the invoice. The only identifying information of the patient's that is required is the EP ID and DAN numbers.
Adding EP ID and DAN numbers
To add EP ID and DAN numbers to your invoices, the best way to do this would be to add these numbers into the Note field for the items on the invoice. This can be done at the point of creating the invoice in the Add Item to Invoice window. For existing invoices, you can select the patient then navigate to Billing > Account History, double click on the invoice in the Invoices column on the left hand side and double click on the items to add the numbers.
These numbers will appear just below each item number on your invoice print out.
Removing the Information
Currently there is no way to remove this information from an invoice within Genie. Our recommendation in these cases would be to print the invoice to a PDF generator such as Adobe PDF Reader or similar and edit the PDF to cover up the the patient's name, using the highlight feature or a similar feature.
Once you have saved the invoice as a PDF on your computer, open this in Adobe PDF Reader and select the Highlight text option in the toolbar at the top of the page.
With this selected, highlight all the patient information that needs to be removed from the invoice:
Once you have highlighted this information, right click on the highlighted text and selected Properties. You will be presented with the following window:
In this window, click on the color box to change the color to black, and adjust the Opacity value to 100%, then click OK. Do this for each highlight you have made on the invoice until all information is covered.
