Bp VIP.Net Topaz SP1 Release Notes

REPORT_NOT_FOUND

Generated by the following scenarios:

• A correlating claim (matching correlation ID) could not be found for a claim submitted by the practice.
• A correlating claim was found, but the type of claim does not match (for example, submitted as patient claim but bulk bill claim was found with the same ID).
• A correlating claim was found, but the provider number differs.
• The report was requested for a B2B device that is different to the device that submitted the claim.

For multi-location practices, ensure that the user requesting the report selects the correct B2B device when entering the Medicare Service options screen. Otherwise, you must contact Services Australia for more information to resolve the issue.

REPORT_EXPIRED

The report request is more than six months from the Date of Lodgement of one or more claims. Check the request reporting period.

REPORT_NOT_READY

The claim has not yet been finalised by Services Australia. Try again later.

REPORT_NOT_AVAILABLE

The claim was processed and has been rejected. Check the processing report for more information.

READY

The report is available for retrieval.

REPORTED

The claim has already been reported.

SMS

When sending bulk SMS, the option Hide Inactive is now available to remove inactive locations from the list to send SMS messages from.

55011

Reporting

In the Referrers Report, the Clinic name is now displayed in front of the Provider's address section on screen and in report exports.

26705

Reporting

A new column Mobile has been added to the Appointment Book Summary Report which shows the patient's mobile phone number.

68923

Reporting

A new column Mobile has been added to the Next Appointment Recall Report which shows the patient's mobile phone number.

68924

Reporting

The Patient Claims report (Financial Reports > Patient Claims) has been updated with options to report on claims with a status of pendable or rejected to assist in locating and actioning these claims.

69004

MyComms

A new Ctrl-L lookup field has been added: Name & Address / Known Name (Bracketed). This field will print Title Firstname (Known name) Surname.

68073

Setup Charges

A new option Item Ordering has been introduced to Fee Setup for Subsidisers. Users can now choose whether to follow standard Medicare rules for ordering items in Consultation (F5), or order items by highest to lowest subsidiser fee only.

64354

Patient Claims

For PCI and IMC-PC claims, the age at which a claimant or redirector is required has been raised from 12 to 14. The age up has been updated in relevant user notifications.

68603

Aged Debtors Report

When running aged debtors for a subsidiser with batches, the report grouped any duplicate batch numbers from Medicare. Now, if 'Debtors' is selected for the Groups filter, batches are displayed independently. Date and Owed Provider details have been added to the report for clarity.

68537

Bulk Bill batching

In the Batch preview screen, the button Create Batches is now labelled Create/Send Batches. This function now both batches and sends a batch at the same time.

From the Medicare Service options screen, option 4. Create and Send Batches now also performs both functions. You no longer have to send batches from 5. Bulk Billing Claims or 6. DVA Paperless Streamlining Claims.

67881

General errors

Errors of return code 500 indicate a problem with the Internet connection with Services Australia and now return an error message indicating that users should contact Medicare for support.

66660

Help menu

The toolbar Help Menu has been updated to reflect recent changes. Obsolete options have been removed and the Help link to the online knowledge base has been renamed to 'Online Knowledge Base'.

68049

In-Hospital Claims

Critical Care Service has been added to the Consultation Item popup from the Consultation screen. The checkbox allows the user to select which item is included as the critical care item.

68813

In-Hospital Claims

The list of options for Same Day Status Code has been updated for IHCW Claims .

68749

In-Hospital Claims

Changes have been made to the Medicare In Hospital Claims screen. Almost all of the fields on this screen are populated from operation details and the Day Stay Episode, alterations from this screen are not preserved. These fields are now read-only to reflect this.

67711

In-Patient Medical Claims

A new checkbox Include Billing Agent No has been added to the IMC Claims screen. The checkbox is ticked or unticked by default based on the selected Claim Type, and cannot be modified for claim types of 'PC' or 'MB'.

If ticked, the billing agent provider number is sent with the claim.

68351

In-Patient Medical Claims

For IMC Claims of type 'SC' (Scheme), Bp VIP.net now alerts the user if the Financial Interest Disclosure and Informed Financial Consent options are not correct for the SC claim type.

68435

In-Patient Medical Claims

The label for Informed Financial Consent options is now clearer.

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Logging

PRODA and Medicare Web Service transaction logs are truncated to the most recent 8 weeks.

67458

Medicare and DVA documents

Service detail codes and related values if present (such as indication of aftercare, or multiple services) are printed at the end of the relevant service description in the Lodgement Advice or Benefit of Statement and Claim.

67538

Medicare and DVA documents

For Bulk Billing, if time duration, accession date or collection date is set, these details are printed on the statement for the relevant service at the end of the service description.

67596

Medicare and DVA documents

The Patient Claim Consent and Declaration form for In-patient Medical Claims has been updated in accordance with changes for Medicare Web Services.

64707

Medicare, DVA , and Health Fund Reports

The format of the Online Eligibility Check (OEC) report has been updated for Medicare Web Services. This report contains new details on Health Fund and Medicare status information if available.

67924

Medicare, DVA , and Health Fund Reports

In DVA and DVA Allied processing reports, for items where the charge amount is equal to the claim benefit (that is, the item was fully paid), service details for the item will no longer appear. Processing reports will only show unpaid or partially paid items.

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Medicare, DVA , and Health Fund Reports

When running IMC, IHC, or OEC reports (Processing, Payment, Declines), Location and Provider filtering (top right options) in these screens has changed.

The Minor ID/Location field displays the location of the logged-in user (single Location) or the B2B and Minor ID (multi-location practice) selected and cannot be changed. You can select an Individual Provider if you wish to filter reports to a single provider.

67398

Medicare, DVA , and Health Fund Reports

When generating IHC or IMC payment and processing reports, you can filter the reports to a single Health Fund from the Fund field.

67396

Medicare, DVA , and Health Fund Reports

The IHC Processing Report has been updated for Medicare Web Services. Some field labels have changed, and Fund Status has been added.

65142

Medicare and DVA

In the general Medicare Service options screens, option 4 Process Stored Claims has been renamed to Create and Send Batches and now links to the same screen as File > Communications > Subsidiser Batching.

You can no longer store claims for later submission in accordance with Medicare Web Services updated functionality.

68065

Online Verification

When a verification check is run for either Medicare only or Health Fund Only, the last verified date is updated and refreshed.

65265

Patient Claiming

IMC-PC is for claiming the rebate from Medicare, where the patient is not eligible under their healthfund to claim for a particular service. Pre-requisite for this type of claim is that the patient must have a health fund and details recorded on the F3 screen.

IMC Patient Claims are submitted from Bp VIP.net, for invoices owed to the patient or redirected patient, not Medicare/DVA or Health Fund. A new checkbox IMC PC is available on the Consultation (F5) screen to indicate this claim type if:

• In-Patient is selected
• The patient has a Medicare number and a Health Fund member's number.

The Account Paid checkbox on the Medicare Service screen is ticked and read-only for fully paid IMC PC claims.

68072

Patient Claiming

The user is now alerted when attempting to send an SC (Scheme/Contract) type IMC claim and hasn’t selected a Financial Interest Disclosure (FID) option.

67317

Patient Claiming

The user is now alerted when attempting to send a claim of type AG (Agreement) and hasn’t selected an Informed Financial Consent (IFC) option.

67318

Patient Details

Online verification buttons in this screen have been relabelled to better reflect the Services Australia function being used.

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Patient Statements of Claim and Benefit

If time duration, accession date or collection date is transmitted for relevant Bulk Bill claims, these times are included in the service description and printed on the patient statement.

67596

Payment (F6) and Transactions (F8)

The fields VIP EasyClaim Authorised and EasyClaim Authorised in these screens are now labelled 'Medicare Authorised'.

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Search (F2)

You can now search for patients by patient email address, recorded in Patient Details (F3). Prefix the search term with '@'.

27539

Service Details

The HIC Consultation Item window for entering service details from the Consultation screen has been renamed to Consultation Item and the fields rearranged for clarity.

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Xero integration

Scheduled task functionality has been restored to practices that have a Xero integration with Bp VIP.net. Some limits apply:

• The Xero Export scheduled task must be scheduled to run on the same Bp VIP.net with VIPService installed. This is usually the server.
• VIPService must be running for the scheduled export task to run.
• To prevent a series of failed exports that may be missed, the Xero interface checks to see if an export has occurred in the last seven days before it runs a scheduled export. If there has been no scheduled or manual export in that time, the scheduled task will not run.

If you haven't run a successful export for seven days, you will have to run a manual export to restart the check timer. Best Practice Software recommend that tasks are regularly reviewed to check for incomplete exports.

• The authentication token for the Xero interface expires after 30 days. If a scheduled export fails because of authentication, a user must click the Clear Token button in the Xero setup (Practice Preferences > Financial Preferences. > Export) to resupply credentials and generate a new token.

65520

Transaction History (F8)

The Status field in the footer of the Transactions history screen shows the patient claiming status (such as MEDICARE_PENDED or ASSESSED) when a Patient Claiming transaction is selected.

67068

Transaction History (F8) Search for Batch

Searching for data from the Transactions screen (F8) now included the following options:

1. Search for transactions by Batch Number. A search for batch number must provide a Provider name and batch Date, because batch numbers regenerate for each provider daily.

2. Search for transactions by Correlation ID. The Correlation ID is a unique identifier for a Medicare Web Services transaction. Operators may need to search for this ID in the transaction history for reconciliation purposes.

68124

MyComms

When a new MyComms status is added, Bp VIP.net no longer updates the status of existing correspondence with a blank status.

Patient Details

You can no longer record dates of birth in the future in Patient Details.

26003

Quotes

Quote PDF files are now saved as 'Quote.pdf'' when attached to an email in Bp VIP.net, not Invoice.pdf.

26091

DVA

When billing DVA, all medical practitioners are now correctly paid 100% of the MBS fee for diagnostic imaging and pathology services.

65263

In-Hospital Claims

The value for Single Value Benefits (SVB) Number of Days is now submitted correctly for IHCW claims.

68825

Multi-location and MWS

The PRODA Login dialog that appears for practices with multiple Minor IDs now displays 'No B2B devices are near expiry' if no future expiry is detected, rather than appear blank.

68598

Bulk reminders

Duplicate profiles with the same name can no longer be saved in the Bulk Appointment Reminders screen.

61589

Invoices

When creating an invoice for Medicare or DVA, where one diagnostic imaging item number has been added that is not marked as self deemed and all remaining items are non referred items, the referral type is now set to 'D'.

67677

Invoices

When creating an invoice, service type defaults based on item type have been removed for all MBS items except Pathology items. You can set the service type from the Consultation (F5) screen.

67605

Invoices

Invoice items for anaesthesia claims now order correctly in F5.

67536

Invoices

When creating an invoice with multiple items, including a diagnostic imaging item, the referral Type Code and referral Override Code are now set correctly based on the presence of a referral and whether items are marked 'self-deemed'.

67510

Claims

For Australian practices, the Aus Claim Form (Alt+F8) screen now prompts that a Provider must be selected if this field is empty.

67283

Patient Details

White space padding in patient address details is truncated when the patient details are saved. This helps prevents batch errors related to address validation.

67492

Payment F6

Tagging an invoice with no subsidiser and selecting the Medicare button no longer produces an error.

68044

Tasks

Cancelling a task reply no longer displays the task as 'Replied'.

67802

My Health Record

The text used in Bp VIP.net to indicate whether a patient has declined to upload all documents by default to My Health Record has been updated in accordance with Australia Digital Health Agency standards.

64620

Patient Details

Default cursor placement to the search box and tabbing order have been restored when adding a provider from the Patient Details (F3) screen.

66811

IMC Claim Reporting

The Total Benefit and HF BenefitAmount displayed on the IMC Claiming Payment report did not match the HF DepositAmount. This has been resolved and all totals match correctly.

69119

Patient Claiming

When sending a patient claim (PCI) for multiple items, Bp VIP.net cannot submit an invoice where a payment in the Payment screen (F6) exceeds the amount of the most expensive item, but is less than the total value of the whole invoice. Bp VIP.net will respond with the following alert.

For example, this scenario could occur when a patient is making a partial payment at the time, with the intention to complete the payment at a later date.

Claims with multiple items must be paid or partially paid as follows to be successfully processed by Medicare:

• All items are fully paid
• One item is partially paid, all other items are not paid
• All items are partially paid.

Best Practice Software are working on a resolution in a future revision of Topaz SP1 to prevent this scenario occurring.

Workaround

Process the claim using one of these options:

• The patient pays only the gap and the gap claim is sent to Medicare. The gap payment cannot exceed the value of the highest paid subsidy item.
• The claim is sent unpaid to Medicare, and the patient pays the outstanding amount at a later date.
• The patient pays in instalments over time and the claim is sent once full payment has been made.

The practice should aware that both workaround methods will invoke the Pay Doctor Via Claimant scheme, in which a cheque for the payment to doctor is issued by Medicare to the patient, who has 90 days to forward the cheque to the practice. Learn more about the Pay Doctor Via Claimant scheme.

69062

Subsidiser Batching

Batches cannot be resent from File > Communications > Subsidiser Batching by ticking Resend?. Bp VIP.net will respond with the following alert.

Workaround

1. Open the Transactions F8 screen of the billed organisation.

2. Select the batch to be resent.

3. Select Modify and Decline each item in the batch.

4. Modify each declined invoice from the patient's Transactions F8 screen and update the value in the Notes drop-down to Resubmission.

Once all declined invoices have been modified and the Notes drop-down has been updated to Resubmission:

5. Select the Medicare icon.

6. Click option 4. Create & Send Batches.

7. Select Batch and Create / Send Batches to batch the resubmitted invoices and send.

69139

Patient Claims Report

The Patient Claims report does not show Rejected claims with (REJECTED) marker in Claim Type column when filtering the report for All.

The report must be filtered for Rejected Only to show rejected claims with (REJECTED) marker in Claim Type column. This can be cross-referenced with the report for All .

69121

Financial Summary

Filters in the Financial Summary using the Groups option for Batch results may include batches without the matching filter in the Show drop-down selection.

69082

Online Eligibility Check

When running an OEC, the Online Eligibility Check (OECW) Report previewed in the Report Viewer screen will only save to the patient's MyComms F4 Incoming Correspondence if the Close button is selected.

If any other option is used, the report will save as a blank PDF viewable from the Medicare button option 8. Online Eligibility Check Reporting, and will not save to the patient’s Incoming Correspondence.

69158

Medicare Web Services

When creating a Bulk Billing batch for In-Patient claims, the Facility ID for the billing provider is populated incorrectly instead of the Facility ID of the hospital specified on the invoice.

Users may not be able to create Bulk Billing batches if the Internal Facility in Bp VIP.net has no defined Facility ID or if the incorrect Facility ID is being included in the batch.

Workaround

Users will need to create a matching provider record for the facility at which the operation was performed. Bp VIP.net will then populate the correct Facility ID from the provider record.

If all existing internal providers already have an additional record at the hospital facility for billing purposes, continue to create these billing location records for all new providers.

1. Go to Setup > Providers > This Clinic

2. Select Copy Provider

3. The Unit will be the hospital that the operation was performed. If the hospital facility does not have an Internal Organisation record one must be created.

4. Select OK to save

5. Update the Provider details on the relevant invoices.

69106

Medicare Web Services

The interface to enable Medicare Web Services may not be visible to users after 1 July 2022.

Contact Bp VIP.net support to have a script run to enable Medicare Web Services.

69250