How to Set Up a New Practitioner File 2018-08-14T07:25:42Z 2018-08-14T07:25:42Z 7777607 7777607 How to Set Up a New Practitioner File 2018-08-14T07:25:42Z 2018-08-14T07:25:42Z Timothy tim_7104970 This article covers:<br /><ul><li>Creating a Practitioner File</li><li>Creating a User Login</li><li>Adding Columns to the Appointment Book</li><li>Practitioner Availability &amp; Rules</li><li>Adding Appointment Type Intervals</li><li>Advanced setup for: HICAPS, Medicare/DVA Online, Clinical Notes and Patient Booking Gateway</li></ul><b><u>Creating a Practitioner File</u></b><br /><b><u><br /></u></b>To create a new practitioner, load the <b>Practitioners </b>menu from either the toolbar&nbsp;<img src="" /> or by going to <b>File &gt; Practitioners</b>.<br /><br />Click <b>New </b>to create a practitioner.<br /><br /><img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1746074/12404-vw93hq_inlinejpg1534228990" /><br />&nbsp;<br />A basic practitioner file should include the following basic details:<br /><ul><li>Name</li><li>Short Description</li><li>Practice Group</li><li>Provider Number</li></ul><img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1746075/9534-1tdas82_inlinejpg1534229007" /><br /><br />The <b>Title </b>(e.g. ‘Physiotherapist’), <b>Qualifications</b>, <b>Location</b>, <b>Email </b>and <b>Default Email Templates</b> can be entered as required.<br /><br />The <b>Practice Group </b>selection determines which header and banking details are used when billing for this practitioner.<br /><br /><img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1746076/3254-cncuw3_inlinejpg1534229045" /><br /><br />The practitioner’s provider numbers are entered on the <b>Provider Numbers</b> tab. This area also allows you to enter <b>Override Provider Numbers</b> to be used depending on the patient's <b>Health Fund</b> or <b>Fee Category</b>.<br /><br /><b>Default Items</b> allows you to set the default item code and new patient item code per Fee Category for this practitioner.<br /><br /><img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1746077/3254-1gjjuzj_inlinepng1534229111" /><br /><br />With these details entered, click <b>Close </b>to save your new practitioner file.<br /><br /><b><u>Creating a User Login</u></b><br /><b><u><br /></u></b>All users, including practitioners with access to Front Desk, will require their own Front Desk username and password. To create a new user, login with the Admin account, select <b>System &gt; Security</b> and click <b>Add </b>on the right. <br /><br /><img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1746078/3254-s60aii_inlinepng1534229149" /><br /><br />Add a username and password. Note that users can change their own passwords when logged in by selecting <b>System &gt; Change Password. </b><br /><br />Practitioner user logins should also be linked to their Practitioner File by enabling <b>User is a Practitioner</b> and selecting the practitioner.<br /><br /><img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1746079/9534-1o4okod_inlinepng1534229188" /><br /><br />After creating a user login for the practitioner, review the access permissions for this user by clicking <b>Access </b>button on the security window. <br /> <br /><b><u>Adding Columns to the Appointment Book</u></b><br /><br />The next step is to add the practitioner to the appointment book by adding <b>Appointment Book columns</b>.<br /><br />Open <b>System Information</b> and navigate to the <b>Appointment Book</b> tab. <br /><br /><img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1746082/9534-1geldfs_inlinejpg1534230673" /><br /><br />Go to the <b>Columns </b>tab, then click <b>Add</b>.<br /><br /><img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1746083/3254-1cru53g_inlinejpg1534230683" /><br /><br />Select your practitioner, then click <b>OK </b>to add a column. Repeat this step if you require multiple columns for the same practitioner.<br /><br />If required, <b>Advanced </b>options are available to allow this column to be used by other practitioners.<br /> <br /><b><u>Practitioner Availability &amp; Rules</u></b><br /><b><u><br /></u></b>With the practitioner column added, you can now move onto the practitioner’s availability, which is determined by <b>Prac. Days </b>and <b>Rules</b>.<br /><br />Select <b>Prac. Days</b> from the <b>Appointment Book</b> tab of <b>System Information.</b> This window determines the days on which the practitioner’s column will be visible.<br /><br /><img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1746084/16167-1rhmntz_inlinepng1534230703" /><br /><br />Deselect the days you do not wish the practitioner’s column to appear, then click <b>OK</b>.<br /><br />Select <b>Rules </b>from the <b>Appointment Book</b> tab of System Information.<br /><br />Rules can be used to restrict areas of the appointment book and are often used to set:<br /><ul><li>Start and end times for individual practitioners.</li><li>Lunch breaks.</li><li>Annual leave.</li><li>Special booking periods (e.g. new patients only).</li></ul>For a detailed guide to Rules, please see the <a href="" rel="nofollow" target="_blank" title="Link:">Appointment Rules article.</a><br /><br /><b><u>Adding Appointment Type Intervals</u></b><br /><b><u><br /></u></b>Additional customisation is available within <b>Appointment Types</b> for individual practitioners.<br /><br />Select <b>App. Types</b> from the <b>Appointment Book</b> tab of <b>System Information.</b><b><br /></b><br /><b><img src="" title="Image:" /><br /></b><br />Double-click one of the appointment types to be used by this practitioner, which will display the <b>Edit </b>window.<br /><br /><img src="" title="Image:" /><br /><br />Under the <b>Default Practitioner Intervals</b>, click <b>Add </b>to set the default intervals for your new practitioner. When selecting this appointment type for the practitioner, it will automatically update the intervals based on your selection.<br /><br />Repeat this for any remaining <b>Appointment Types</b> that apply to this practitioner.<br /><br /><b><u>Advanced Setup (HICAPS, Medicare, Clinical Notes, Patient Booking Gateway)</u></b><br /><b><u></u></b><br /><b><u>HICAPS</u></b><br /><b><u><br /></u></b>If you are using HICAPS integration, please ensure the practitioner’s provider number has been programmed into the HICAPS terminal. <b>For assistance with this, please contact HICAPS on 1300 725 726.</b><br /><br />Once the practitioner has been entered into the terminal, open Front Desk and go to the <b>HICAPS / EFTPOS</b> tab of <b>System Information.</b><b><br /></b><br /><b><img src="" /><br /></b><br />Click the <b>Synchronise </b>button to collect an updated practitioner list from your terminal.<br /><br />After synchronising, find the practitioner in the <b>Provider / Merchant Numbers for EFTPOS</b> section. In the <b>Number </b>column, click the drop-down next to the practitioner to align them to their HICAPS Terminal entry. This tells Front Desk which Provider Number / Merchant ID to use when billing this practitioner for EFTPOS.<br /><br />With the correct selections made, click <b>Close </b>to save.<br /><br />The practitioner should now be ready to use the HICAPS integration.<br /><br /><b><u>Medicare/DVA Online Claiming</u></b><br /><b><u><br /></u></b>When using Medicare/DVA Online claiming, practitioners must first be registered to submit online claims with Medicare. Please contact Medicare directly on 1800 700 199 to discuss this process. <br /><br />If payment for Medicare/DVA Online claims should go to a different practitioner, check <b>Use alternate Payee Provider</b> and select a practitioner from the drop-down list.<br /><br /><img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1746088/3254-1r6qxs0_inlinepng1534230781" /><br /><br /><b><u>Clinical Notes</u></b><br /><b><u><br /></u></b>The <b>Clinical Notes</b> tab of the practitioner files allows default fonts, templates and security settings to be configured.<br /><br />The <b>General </b>tab allows default fonts to be set per <b>Clinical Note Type.</b><br /><b></b><br /><b><img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1746089/3254-d0pyvp_inlinepng1534230796" /><br /></b> <br />The <b>Security </b>tab allows you to restrict who can access the clinical notes this practitioner creates.<br /><br /><img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1746090/9534-r289in_inlinepng1534230809" /><br /><br />The <b>Templates </b>tab allows default Clinical Note Templates to be set per Clinical Note Type. <br /><br /><img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1746091/3254-y3vh71_inlinepng1534230823" /><br /><br /><b><u>Patient Booking Gateway</u></b><br /><b><u><br /></u></b>If you are a user of the Patient Booking Gateway and would like to make the new practitioner available for online booking, follow the steps below.<br /><br />Go to <b>File &gt; Patient Booking Gateway Configuration &gt; Practitioners.</b><br /><br />Note the ‘Registered for’ indicator at the bottom of the window, which shows the maximum number of practitioners that can be registered for online bookings. If additional registrations are required, please <a rel="nofollow" target="_blank" title="Link wwwsmartsoftcomau/contact">contact the Business Care team.</a><br /><br /><img src="" title="Image https//d2r1vs3d9006apcloudfrontnet/s3_images/1746092/9534-1unhthd_inlinepng1534230840" /><br /><br />Double-click the practitioner's name, enable <b>Available for Patient Booking Gateway</b>, then select the practitioner's <b>Booking Location</b> and <b>Profession.</b><br /><b><br /></b><b><img src="" title="Image:" /><br /></b><br />Additional options are also available if the practitioner is <b>Only available for classes</b> and whether the practitioner allows patients that are not registered in the Patient Booking Gateway to make guest bookings online. Options also exist to limit which practitioners this practitioner's default patients can book with online. article 0 1 2 create