The Maintenance & Reports section of Genie is the host of many extremely useful tools for doctors, practice managers, and reception users alike. From viewing your financial and banking data, to transmitting claims to Medicare, and even archiving and culling your data, the Maintenance & Reports area is rife with mechanisms to help make your Genie experience more seamless.
Before you begin
To access this window, navigate to File > Maintenance & Reports. In this window, there are seven tabs available, these being:
- The General tab;
- The Daily tab;
- The Monthly tab;
- The Practice Analysis tab;
- The Administrator tab;
- The Other Reports tab; and
- The Disease Coding tab.
This opens a list of all the postcodes entered into Genie.
Import/Export Quick Reports:
This allows you to export or import QuickReport templates that have been created in Genie. This is useful if you want to use a template that another Genie user has created, or vice versa. When you click the Import/Export Quick Reports icon, you will be asked if you want to export or import a Quick Report.
Clicking the Export button will prompt you to select the template from your data file to export. This will be saved in the Genie folder of the computer you are using as two files: the QuickReport itself, and a 4QR resource file. You will only need to use the QuickReport file. You can then attach this file to an email and send it to another user.
Clicking the Import button will allow you to select the QuickReport to import into your data file. In the window that appears, navigate to the location where you have saved the QuickReport file, select the file and click Open. This template will now be available when you go to File > QuickReports and click Load.
Note: The name of the QuickReport will be the same as it is in the data file. Changing the name of the file will not change the name of the QuickReport once it is imported.
Track Individual Pathology Results:
This allows you to specify which results to individually track if your laboratory is sending results in HL7 format, rather than PIT format. This feature will only work if:
- Your local laboratory is transmitting results in HL7 format, AND
- Your local laboratory is using the universal LOINC codes to identify specific tests.
Some laboratories do not transmit the universal LOINC code. If this feature is not working for you, then speak with your local laboratory. It is not possible for Genie to include each laboratory's codes.
If you select any tests in this window, then a separate record will be created at a time of importation. This record will contain the numeric value of the result, which can then be graphed for each patient who has had this test performed.
You can select or deselect tests at any time, however, while a test is deselected, any results coming in will not be stored so as to be able to be graphed. If a test is selected, relevant results will only be able to be graphed from the date of selection. In short, this function is NOT retrospective.
Bear in mind that a separate record will be created for every specific result that you select. For example, if you select creatinine, glucose, cholesterol, & triglycerides to be tracked, then FOUR separate records will be created with every E/LFT you perform, as well as the main result record. Although this is well within Genie's capabilities, backups and data file rebuilds may take longer to perform. Since the only advantage to this feature is the ability to graph specific results, you should only track tests which would be meaningful or useful as a graph.
Delete 4D Preferences:
Note: This button only works if your practice is on Genie v8.9.2 or above.
Deletes your 4D Preferences folder and its contents, which can help solve a number of problems. After you click this button, Genie will automatically quit on your computer, delete the 4D Preferences folder, then restart Genie.
For more information on what this does, and how to perform a manual delete of 4D Preferences, see our article on Deleting 4D Preferences.
Reset ID Numbers:
Clicking on this icon resets the counters used to generate unique IDs in Genie. This can be used if you get a 'failure to save non-unique data' error.
Set Client-Server Timeouts (Genie Client only):
Opens the Network Timeout Settings window. In this window, three slider bars can be altered to decrease the likelihood of being disconnected in Genie. Our recommended settings are as below.
- Normal Operation: Controls the timeout between the client and server computer during normal operations (e.g. navigating the Appointment Book, entering Clinical information etc.). This can be increased if you are experiencing dropouts during normal use.
- Long-Running Commands: Controls the timeout during long running commands (i.e. processes that have been previously susceptible to timeouts). This can be increased if you are experiencing dropouts when transmitting HIC Online transmissions.
- Idle Connections: Controls the timeout for DB4D and SQL connections. These connections are different to application connections in that transmissions are not constant. If your intermediate routing device (router, firewall, wireless access point etc) has a shorter timeout than this setting, it may identify and close these connections. As the connection has not been closed by Genie itself, Genie will then attempt to reuse this connection and may encounter an issue. This can be decreased to ensure Genie closes the connection before your router or firewall interferes.
For more information about any of these three sliders, click on the Information button to the left of the relevant slider.
Please Note: Any changes made in this window will take effect the next time the Genie Server application is restarted.
Create All Patient Image Folders:
Creates a folder on the Server for each patient in which to store their images and attachments. This is used if you do not use ImagePro or attachments in Genie and prefer to attach files to patients directly into their folder on the Server.
Audit Patient Images (to be run in Genie Solo):
Ensures that references have been correctly created for the actual contents of the patients' images. This works in a similar manner to the Synchronise button in a patient's Image Browser except that it does this for every patient. It does not delete images, it only deletes any invalid references to images that no longer exist on the Server or creates references for new images. ImagePro should do this on its own, but in some circumstances it does not.
Please Note: This needs to be run in Genie Solo on the Server computer and may take considerable time, depending on the number of patients and images.
Rebuild Indices / Rebuild Data File (to be run in Genie Solo):
The Rebuild Indices function will rebuild all indices in the data file and can resolve many data corruption problems. Alt + clicking on the Rebuild Indices icon will rebuild the data file by exporting and then importing all records. This process can take a long time to complete but it is gentler than other repair options. However, you must shut down Genie Server and log into Genie Solo on your Server to run this process. The Rebuild Data File should only be performed at the instruction of Genie Support.
Clean Up Data File:
This examines every field of every record in the database and repairs any invalid values. Both this and the Rebuild Indices can be done on occasion as maintenance to help prevent data corruption.
Maintenance & Security Centre (Genie Solo only):
This opens the 4D Maintenance & Security Centre to allow for data repair and compacting. This option is only available within Maintenance & Reports in Genie Solo. Alternatively, it can be accessed via Genie Server on the Server machine. For more information on this feature, please see our Maintenance and Security Centre article.
Server Admin Window (Genie Client only):
This opens the Genie Server Administration Window that appears on the Server.
GenieWeb (Genie Client only):
The Daily Billing Report lists all the items invoiced on a particular day.
The report can be printed by clicking on the Printer icon. In a multi-doctor practice, you can select the Provider to display just that doctor's billing for the day. The Show Reversals checkbox allows you to display or hide credits. To view the billing for previous days, click the date arrows or select the date in the popup calendar.
Please Note: If you view billing from previous days, then the Payment column does not necessarily correspond to what was actually received on the day the invoice was created. The Payment column is showing what has been receipted against the item at any time since it was originally invoiced.
Daily Banking Report:
This report is used for printing off banking reports for the practice. For more information on the features of this report, please see our Using the Daily Banking Report article.
Daily Transaction Report:
The Daily Transaction Report displays all transactions for that day including invoices, receipts, credits, and reversals. This report can display all transactions or just transactions involving a particular doctor. Individual provider reports will also include any assistant fees.
Allows you to create, print and receipt manual Medicare/DVA batches. Please see our Manual Batching article for further instructions.
Bulk Bill/DVA Transmission:
This feature allows you to create and receipt off your electronic Medicare/DVA claims. For more information on how to best utilise this feature, please see our Bulk Bill and DVA Online Claiming article.
Patient Claims Transmission:
This feature is used when you do not transmit your patient claims in Real-Time. Please see our Creating Patient Claims article for more information.
ECLIPSE IMC Transmission:
Allows you to create transmissions for sending Immunisation records to the Australian Immunisation Register (AIR). For more information on this feature, please see our AIR Transmissions article.
Unpaid Invoices contains all deferred and overdue invoices. For information on all the features this report has, please see our Unpaid Invoices Report article.
Displays all the transactions for the selected month for all or a selected provider. This report is similar to the Daily Transaction Report in the Daily tab.
This function will export sale items ready for use within VMoney. The button for this report will only appear if your state is set as NSW in your Practice Preferences. To use the VMoney Export feature, you must be running Genie v8.8.5 or higher. You must also have a Medical Registration Number entered in your User Preferences (File > User Preferences).
This will show a list of all updates that have been stored for later activation, e.g. fee schedules. The user that performed the download will be alerted on the activation date when they log in as to whether they would like to apply the update, or they can be done at any stage through this button.
This will check the integrity of your billing data. This step should be performed before any income/billing reports are completed to ensure accurate figures are obtained.
For more information on why and how to run an integrity check, please see our Check Integrity article.
The following options are covered in detail within our Archiving and Culling article.
Archive Patient Correspondence:
Archives old letters by storing them in the patient's images folder on the server in RTF format.
Archive Pathology Results:
Archives old pathology results by storing them in the patient's images folder on the server as text files.
Cull Script Archive:
Deletes patients' script archives in the Clinical window from the database. It is a legal requirement that a copy of all printed prescriptions be retained for 12 months (24 months in some states).
Cull Old Invoices:
Deletes old invoices which have been fully paid. Afterwards the database will be compacted to recover empty space.
Archive HIC Online Claim Text:
Archives the encrypted claim message of finalised HIC Online transmissions which are more than 3 months old. Archived transmissions are stored in Genie\HICOnline\ArchivedTransmissions.
Billing vs Income Report:
This is the main report in Genie and is the one that should be used for determining providers' pays/dividends. For further details on this report please see our Billing vs Income Report article.
The Item Report will display the number, total value and average fee for either all items, or a selection of item numbers during a specified time period. For details on how to run all three options of this report, please see our article on The Item Report.
Paid on the Day:
This report displays the percentage of income which is actually paid on the day. It may be useful if a discount is offered for payment on the day, in which case you can see if it has had the desired effect.
This displays a breakdown of invoicing by patient type. This is determined by the Account Type selected in the patient's demographics, regardless of how the patient is invoiced (e.g. if the patient is classified as Private, yet they have been invoiced to WorkCover, this will still be calculated under the Patient Type of Private).
Account Holders Report:
This displays a breakdown of billing by account holder and organisations such as WorkCover, health funds, Medicare and Private accounts. The Account Holder is determined by who the invoice is made out to (e.g. if the patient is classified as Private, yet they have been invoiced to WorkCover, this will be calculated against WorkCover).
Sales by Postcode:
Displays sales within a specified postcode range. These can be grouped and exported to Excel if need be.
Aged Debtors Report:
This report shows outstanding debts, subdivided by current, 30, 60 days etc. For instructions on how to utilise this report, please see our article on the Aged Debtors Report.
The GST Report prints an itemised report of all invoiced items which attracted GST in a particular time period. You can create your own QuickReport template for this.
This report will give a breakdown of the number of referrals from each referring doctor in the time period selected.
For instructions on how to utilise this report, please see our article on the Referrals Report.
The Banking Summary records are created when a banking batch is sealed. This summary report details the totals for cash, cheques, EFTPOS etc.
This report allows you to either print or review a report of Assistants' billing and receipts for each surgeon.
Note: This will only display 513xx assistant items. If you use your own custom item numbers you will need to either view the Item Report or use the Quick Report function.
Displays all the billing for every patient of a specified fund. This report can be broken down by provider and/or item number.
Allows all receipts and credits to be viewed, searched or printed using a QuickReport. For more information on using QuickReports, see our Using QuickReports article.
Allows all billed items to be viewed, searched or printed using a QuickReport. For more information on using QuickReports, see our Using QuickReports article.
This allows the Administrator to view all billing changes that have been made to invoices/receipts including the reason entered by the user at the time of making the change. If the user does not enter a reason the change is still entered into the Audit but with a blank reason. The Suspicious Entries button will display those changes which could be suspicious.
For an explanation of what makes an entry suspicious, one of the practice principles should contact Genie Solutions.
Note: Only the Administrator of Genie can access the Audit Report.
This function allows you to keep track of letters which have been sent and received from third-party carriers (e.g. Healthlink, Argus). For more information on using third-party carriers, please see our Electronic Correspondence article.
Create data copy script:
This creates a script that, when run, copies the data file from the server machine to the client machine for use with Offsite Logging, or for a take home Back Up. For instructions on how to run this, please see our PDF Support Guides for Windows Servers and Mac Servers.
Exports your enter Genie database in XML format to an XML_Export folder in your Genie folder.
As of Genie v8.8.6, Genie is capable of integrating with the Tyro payment system. For further instructions, please see our Using Tyro with Genie article.
Note: The Tyro Preferences button will be accessible only to those users with the appropriate security preference enabled in File > Edit Groups.
HIC Online PSI Store:
Allows you to create and maintain your HIC Online PSI Stores. To open up the HIC Online PSI Store window, double-click on the required PSI Store. In here you are able to perform multiple tasks including updating your location and HIC Certificates, and change passwords.
Most of the options in this window would only be used under the instruction of Genie Support.
Upload HIC Online Log Files:
This is usually only used under the instruction of Genie Support as it sends your HIC Online log files to Genie Solutions for analysis of a problem. An internet connection is required for this upload to work, as you will be connecting to Genie's FTP site. If you are unable to upload your logs, it is typically due to either a Firewall blocking this connection, or you are not able to connect to the Internet. Please note: this feature will only be successful in v9.0.6 and above. If you are on a version below this, you will receive a message similar to this:
For more instructions on this feature, please see our Uploading HIC Online Log Files article.
Find HIC Online Files:
Produce a list of all HIC Online related files on your computer.
Check HIC Online Installation:
Performs a self-diagnostic check of the HIC Online installation on the current machine. This should be useful in quickly diagnosing any HIC Online Installation problems.
Restore a Backup:
Restores a backup file to data file format. For more information, please read our article on Backups.
Computer System Report:
This utility displays information about the operating system, processor and RAM on the current workstation and the server. Shift + clicking this icon will present you with a more detailed report.
Upload MSC Log Files:
This button allows you to transmit any log files generated by data maintenance procedures - such as a verify - directly to Genie Support. For the most part, you will only use this button under the instruction of Genie Support.
This is for doctors that are part of the Australian Primary Care Collaboratives incentive. It creates the reporting required on patients with IHD, AMI and Diabetes. All instructions on how to use the report accurately are contained within the report window.
Displays an analysis of urgent vs non-urgent appointments.
Note: Urgent appointments are classified as those that are booked in on the day (i.e. creation date = appointment date).
The number of days that a provider works in the specified period, is displayed in brackets beside the relevant day.
The Average column displays the average number of appointments on that day, over the specified period.
The Urgent column displays how many of those appointments are urgent, and therefore the percentage of urgent vs non-urgent appointments.
Appointment Types Report:
Alt+clicking on the Appointments Report icon will generate a report on patient appointment types. This gives a count of patient appointments that have been classified using the Type menu in the Appointment Book for a given time period. For more information on Types see Appointment Types.
Note: The Garbage can button will only be active in the Non Patient Appointments tab.
Health Service Utilisation Report:
Provides a breakdown for University Health Services detailing the number of patients seen, consults performed and presenting problems, for the specified time period.
This report can be exported to Microsoft Excel if required.
Clinical Audit Export:
Exports XML files for use by PEN Computer Systems' Clinical Audit Tool.
QANTAS Workcover Report:
Designed for the QANTAS Workcover health centres and prints sales with Workcover and Employer Details.
Porgera Mine Report:
This is a general report for Porgera Mine in Papua New Guinea.
Receipts by Provider:
Exports an Excel spreadsheet detailing receipts subdivided by Provider.
Exports an Excel spreadsheet listing consultations with patient age and sex.
Displays a log of all HI-related actions performed in Genie.
Generates a financial report of all stock purchased and sold over a specified period.
Shows a detailed report about individual referral details for appointments within a given date range.
Map ICPC Codes:
This feature allows you to map currently uncoded patient problems to the correct ICPC codes.
Create ICPC Codes:
Create temporary codes for items unable to be found in ICPC's current codes.
Remove ICPC Codes:
This will remove ICPC Codes from your Genie database. You can reinstall these via Special > Software Updates.
Remove ICD10 Codes:
This will remove ICD10 Codes from your Genie database. You can reinstall these via Special > Software Updates.
Map SNOMED-CT Codes:
This feature allows you to map currently uncoded patient problems to SNOMED-CT codes. If you do not currently have SNOMED-CT codes downloaded, they can be installed via Special > Software Updates.
If you think somebody else would appreciate reading this article feel free to email them a link.