Changes to WA Public Hospital Invoicing Requirements

This must be done within each doctors’ User Preferences. To access this, please navigate to File > All User Preferences, and double-click on the doctor’s username (or, if logged in as the doctor, simply navigate to File > User Preferences). Next, click into the Practice Sites tab, and double-click on the entry you have for the public hospital/s (or, click the Blue Plus icon to add a new site if needed).  

Now you can add your CMP Provider Number within the 'Place' field as seen below:

This must be done for each CMP Provider Number the doctor has, with one CMP Provider Number per-site.

Please Note: If these same sites are used for any DVA online billing, there may be issues with the Practice Site name being too great a length, and you may find DVA online claims are rejected, or come back with exceptions.

As such, if DVA online billing is performed for any sites also requiring a CMP Provider Number, you may wish to consider adding in new Practice Sites consisting of the CMP number alone, instead of adjusting the name of an existing Site (this will mean there will be duplicate sites within the doctors' User Preferences - one site without the CMP number, the other, with the CMP number).

This must be manually entered each time a WAGMSS invoice is raised. Should you wish to do this, the process to add this is as follows:  
 
1. Highlight the patient and either click the $ icon or navigate to Billing > Invoice.  
2. Click Add Item to Invoice as you normally would. 
3. Complete the 'Add Item' window as you normally would (selecting an item number, ensuring the fee is correct etc.). However, prior to Saving out of this window, you should see a Note field, located toward the bottom-left of this window. You can enter the CMP Provider Number here, and patient UR number. For example:  

4. Please ensure this is done for each item that is added to the invoice.  
5. Save the invoice as you normally would.  

Again - if this option is chosen, the CMP Provider Number and Patient UR must be added each time an invoice is raised, as this will not populate automatically. 

To add the invoice memo/s containing the relevant CMP Provider Number/s, please go to File > Practice Preferences > double click on your Practice Name, then click into the Miscellaneous tab. In the bottom right-hand corner, there is an Invoice Memo drop-down menu. Expand the menu and select Add. Add a new memo containing the practice site (i.e. the hospital name) and the CMP Provider Number, then click Save. Repeat this for all sites the doctor(s) works at, requiring a CMP Provider Number. 

To then add this to invoices, at the time of raising an invoice, in the bottom left-hand corner of the invoice window, select the Invoice Memo drop-down menu and select the relevant facility. 

The invoice will then print including both the doctor's standard Medicare-issued Provider Number, as well as their CMP Provider Number. Invoice Memos appear beneath the item number information, and above the Remittance Advice on invoices. 

Note: Invoice Memos do not appear when using Genie’s Batch Processing, or Manual Batching method. In this case, Invoice Memos are not recommended, and instead, you should consider the above-two alternatives.  

Note: Invoice Memos cannot exceed two lines in length. As such, you may wish to format this in a similar style to: 

or;

As a part of the changes to these invoices, includes a requirement that all items being charged must include an item description. However, as the WAGMSS fee schedule does not include item descriptions for their WAGMSS-specific items (i.e. WA0045), this information must be found and manually entered into your Billing Items. Please contact MAAS directly, if you are unsure on the correct item description to enter per-item. When you have the item description, you can add this into Genie now!

To do this, click into Open > Billing Items, and use the Magnifying Glass icon to search for your first WAGMSS-specific item. When found, double-click this to edit. Within the open Field directly beneath the item number, enter in the item description, then Save. Repeat these steps for all WAGMSS-specific items your practice uses.

If you have any queries regarding these processes, or for assistance in determining which may be best for your practice, please feel free to contact our Support team who will be happy to discuss this with you. 

If you have any additional suggestions for workarounds, please let your community know by commenting your thoughts!