pracnet software brief guide - primaryclinic...press the find button to find matching patients. 3....

Global Health Limited

Level 2, 607 Bourke Street

Melbourne VIC Australia 3000

T: +61 3 9675 0600 | F: +61 39675 0699

www.global‐health.com | pracnet.support@global‐health.com

Commercial‐in‐Confidence

Pracnet Software Brief Guide

Commercial‐in‐Confidence Page 1

Contents Introduction ............................................................................................................. 2

Hardware/Software Requirements ........................................................................... 2

Supported Operating System ...................................................................................... 2

Other Products and Requirements ............................................................................. 3

Hardware Server ......................................................................................................... 3

Workstations ............................................................................................................... 3

Software Installation ................................................................................................ 3

Login ........................................................................................................................ 3

Main Form ................................................................................................................... 4

Patient Records ........................................................................................................ 5

Registering New Patients ............................................................................................ 5

Searching Patients ....................................................................................................... 6

Editing Patient Details ................................................................................................. 7

Invoices and Receipts ............................................................................................... 7

Create Medicare Bulk Billing Invoices ......................................................................... 8

Create Private Patient Invoices ................................................................................... 9

Create Veteran Affair Invoices .................................................................................. 10

Create Work Cover Invoices ...................................................................................... 11

Create Trasport Accicent Commission (“TAC”) Invoices ........................................... 12

Create In‐Patient Medical Claim (“IMC”) Invoices .................................................... 14

Create Overseas Student Claims (“OVS”) Invoices .................................................... 15

Receipting Payments ................................................................................................. 17

Reminders .............................................................................................................. 17

Creating a New Reminder ......................................................................................... 17

Recalls ................................................................................................................... 18

Creating a New Recall ............................................................................................... 19

Letters ................................................................................................................... 19

Documents ............................................................................................................. 20

Waiting Room ........................................................................................................ 20

Appointments ........................................................................................................ 22

End of Day/Week/Month Processing ...................................................................... 24

Earnings ..................................................................................................................... 24

Daily Banking ............................................................................................................. 25

Medicare Online Claiming ...................................................................................... 26

Version Date Description

1.0 10 Sept 2014 Initial draft

1.1 22 Dec 2014 Review and additional information


Introduction Welcome to PRACNET, a comprehensive computing system that assists in the management of a medical

practice. It gives you the best patient billing, HIC Online, appointments and pictures/text scanning. We are

proud that our enthusiastic users consider PRACNET the best system. We listen to users’ comments and

incorporate their ideas into the software. Our most sincere thanks to all the doctors, practice managers and

receptionists who tell us what they want.

PRACNET is Windows‐based and easy to use. If you are familiar with Windows 7/8, you can use PRACNET

straight away by reading the control tips on screen. These are the pop‐up texts explaining what each button

and each field does.

PRACNET helps providing a better service to the patient, reducing the administration time for the

practitioner, and making a better bottom line for the practice.

Hardware/Software Requirements This document is intended only as a guide to assist practices in identifying their Computer Hardware,

Operating System and Software Requirements. We strongly recommend the clinic to consult a Microsoft

Certified Technician to determine requirements and licensing to meet their individual needs.

All recommendations are provided under minimum guidelines. Actual requirements will vary based on your

system configuration, installed application and usage.

Supported Operating System

Windows 7 Professional/Ultimate/Enterprise Edition

Windows 8

Windows Server 2008

Windows Server 2012

Note: PRACNET can be used in Terminal Services (“TS”) environment but its Online Claiming module does not

support TS Remote App and Citrix.

Microsoft SQL Server

PRACNET are distributed with MS SQL Server 2008 Express Edition (Max 4 GB database and 1 GB memory).

Other supported versions are as follow:

Microsoft SQL Server 2008 R1 and R2

Microsoft SQL Server 2012


Other Products and Requirements

Microsoft Office Word for word processing (letter writing module)

All Windows accounts that run PRACNET requires full access (read and write) to the local PRACNET folder, the PRACNET database folder on the Server and all registry keys under HKEY_CURRENT_USER\Software\Abaki\Settings.

Hardware Server

Intel Quad Core or better.

4 GB of RAM or higher.

A minimum of 5.0 GB of free space on the hard drive. A SAS hard drive with 15000 or 10000 is highly recommended.

A DVD drives to install software.

Workstations

Intel Quad Core or better.

2 GB of RAM or higher.

A minimum of 1.5 GB of free space on the hard drive.

A DVD drives to install software.

Software Installation Refer to “Pracnet Software Installtion Guide”.

Login

Login Screen

In the login screen, an existing user can log‐in into the system by specifying an username and password.


Main Form

Once the user is successfully logged in to the system, a main screen is presented.

Important Nomenclature

The Title bar is the bar on top of the screen. It contains the title “Pracnet”.

The Menu bar is the bar beneath the title bar. It contains File, Edit, Open, Patient/Organization, Admin tasks, Setup and Help

The Toolbar is the bar beneath the menu bar. It contains icons to run commands. The Patient Toolbar is the bar labeled as “Show” and “New”. It contains icons to run commands related to a specific patient (e.g. to show all invoices for the patient).

“Click” means pressing then releasing the left mouse button (for right‐handed mouse).

“Right‐click” means pressing then releasing the right mouse button.

“Press” refers to pressing a key on the keyboard.

Important Actions

When entering data in forms, use the Tab key to move from field to field, not the Enter key.

If a form has a button with dark borders, it is the default button. Pressing the Enter key is the same as clicking this button.

Some keyboard shortcut keys:

F2 Open the patient list

F8 Add a new patient

F9 Open the Appointment screen

F10 Open the Waiting room

F11 Open the Invoice list

F12 Open the Main form screen

Ctrl + R Open the clinical information of a selected patient.


Patient Records

Registering New Patients

Click the New Patient icon on the toolbar. 1.

In the Patients form, fill in the white boxes. 2.

When entering the Medicare number, do not input any spaces. Type in only 9 digits. Put the 10th 3.digit in the Medicare Issue field. Type the number in front of each patient on the Ref box

When finished, click the Save & Close button on the form. 4.


Searching Patients Click the Patients icon on the main form. 1.

Enter the first 2 or 3 letters for the surname, press Tab, enter the first letter of the first name, then 2.press the Find button to find matching patients.

The blinking cursor moves to the list on the right. If there are many names in the list, use the Up 3.Arrow and Down Arrow keys to select the right person. Press Enter to accept the patient.

If the patient cannot be found, click the New Person button at the bottom of the form to register a 4.new patient

Pracnet – Find Patient/Client Form


Editing Patient Details

Find the patient as above, modify the patient information and then click the Save & Close button to save the

change.

Pracnet – Patient/Client Form

Invoices and Receipts The Invoices screen which can be accessed via the Invoices icon on the main form allows users to view, edit

or add new invoices on the system.

Pracnet – Invoices Form


Create Medicare Bulk Billing Invoices

Click the New button on the Invoice form (or click the New Invoice icon on the toolbar) to open 1.the Invoices form.

The Search Patient form is displayed. 2.

Swipe the Medicare card to get a list of patients (or enter 3 letters for the surname and 1 letter for 3.the first name, then press Enter).

Use the Up Arrow and Down Arrow keys to select the right person then press Enter to accept. 4.

In the Invoice Details form, ensure the Bulk Bill tab is selected and highlighted in blue. 5.

Select an appropriate service type by clicking on the title of the sub‐tab including General, Pathology 6.services or Specialist.

Fill in the white boxes. Note that the Invoice Date must be the consultation date. 7.

In the Items table, enter the service items. 8.

Click Save when finished. 9.

Pracnet – Bulk Billing Invoice Details Form


Create Private Patient Invoices

In the Invoices form, click New and select a patient from the database. 1.

In the Invoice Details form, ensure the Private Patient tab is selected and highlighted in blue. 2.


Fill in the white boxes as above. 4.

When all the white boxes have been filled, click Pay. The Payment Allocation form will be displayed. 5.

If a payment is to be made: 6.

a. Enter details for the payments (CASH, CHEQUE etc), one on each line. This will create a corresponding column next to the Owing column in the Invoices table regarding to the Payment Type entered.

b. Double click the white “corresponding payment type” box for each invoice to pay off the invoice. You must allocate all the amounts entered.

Click Save to issue the receipt. 7.

Pracnet – Private Patient Invoice Details Form


Pracnet – Payment Allocation Form

Create Veteran Affair Invoices In the Invoices form, click New and select a patient from the database. 1. In the Invoice Details form, ensure the Veterans Affairs tab is selected and highlighted in blue. 2. Select an appropriate service type by clicking on the title of the sub‐tab including General, Pathology 3.

services or Specialist. Fill in the white boxes. Note that the Invoice Date must be the consultation date. 4. In the Items table, enter the service items. 5. Click Save when finished. 6.

Pracnet – Veteran Affair Invoice Details Form


Create Work Cover Invoices In the Invoices form, click New and select a patient from the database. 1.

In the Invoice Details form, ensure the Work cover tab is selected and highlighted in blue. 2.








Pracnet – Work Cover Invoice Details Form



Create Trasport Accicent Commission (“TAC”) Invoices In the Invoices form, click New and select a patient from the database. 1.

In the Invoice Details form, ensure the TAC tab is selected and highlighted in blue. 2.









Pracnet – TAC Invoice Details Form



Create In‐Patient Medical Claim (“IMC”) Invoices In the Invoices form, click New and select a patient from the database. 1.

In the Invoice Details form, ensure the IMC tab is selected and highlighted in blue. 2.








Pracnet – In-Patient Medical Claim Invoice Details Form



Create Overseas Student Claims (“OVS”) Invoices In the Invoices form, click New and select a patient from the database. 1.

In the Invoice Details form, ensure the OVS tab is selected and highlighted in blue. 2.









Pracnet – OVS Invoice Details Form



Receipting Payments On the Invoices form, enter the search criteria on the left panel and click Find to display the invoice 1.

being paid on the table at the right hand side.

Use the Up Arrow and Down Arrow keys to select the right invoice (if necessary), then click the New 2.

Receipt icon on the toolbar to bring up the Payment Allocation form.

Follow the instructions for Private Patient Billing above: 3.




Reminders

Creating a New Reminder

From the Main form, click Reminders.

Click on the New button on the Reminder form OR the New Reminder icon on the toolbar to bring up the New Reminder form.

Select a patient from the database, enter other details if required, a Reminder record will be created and displayed on the table.

Every week, on the agreed day, the Reminder letters will be automatically printed for mailing. Optionally. SMS or Email can be configured to send the Reminder letters electronically.

When the patient returns, the Reminder will be automatically displayed. Put on the date at the Returned column to clear the Reminder for this patient.


Pracnet – Reminders Form

Recalls You might use the Recall system to ensure the patient returns for further consultations or tests.


Creating a New Recall

From the Main form, click Recalls.

Click on the New button on the Recall form OR the New Recall icon on the toolbar, a search patient window is displayed.

Select a patient from the database, a New Recall window appears.

Enter the date the patient is due back.

Select a reason for the recall from the drop down list, or enter a short message such as “X‐RAY”

Click on the Save button to create the record.

Letters Pracnet provides pre‐formatted letters for writing letters to patients, GP’s, specialists, insurance companies

etc.

From the Main form, click Letters.

Click on the New button on the Letters form OR the New Letters icon on the toolbar, a search patient window is displayed.

Select a patient from the database, a Letter Template window appears for users to select.

The letter will be displayed for you to edit.


When finished, close Word. Always say YES to save the letter.

Documents Pracnet allows users to scan or import a document and record into a patient profile. This can be done via the

Main Form, then click on Documents.

Waiting Room This form is useful to GP’s where there are many patients to be billed each day. Specialists usually use the

Invoices form for billing.


Pracnet – Waiting Room Form

On the Main form, click the Waiting Room button (or click on the New Waiting Room icon on the toolbar) to open the Waiting Room form.

When a patient arrives, click on the Arrive button. In the Find Clients form, search for the patient from the database and accept the patient. A waiting room detail screen will be displayed to be filled in.


Select a Provider and click Save. A new line with the patient name will be added to the Waiting Room.

When a patient leaves, click on the patient name then click on the Leave button.

The Invoice Details form appears to let you bill the patient. If the patient leaves without a consultation, click No Invoice.

Appointments

When a patient telephones to make an appointment, click the Appointments button on the main

form (or click on the New Appointment icon on the toolbar) to bring up the Appointments form.

Pracnet – Appointment Book Form

Change the appointment date by clicking a date on the appointment calendar.

If this is an existing patient, double click the time slot you want to book the patient into. The Find Clients form appears. Type in any letters for the surname and any letter for the first name to search for the patient. Accept the patient.


The appointment screen will display the name of the patient booked on the time slot accordingly.

To bring a patient from the Appointment book into the waiting room: RIGHT CLICK on the patient navigate to the menu of Patient/Arrive.

You can also click New Invoice to bill. Click the Patient menu to do all other things.


End of Day/Week/Month Processing

Earnings

From the Menu Bar, click Admin Tasks, then Earning by Charges or Earning by Payments. The Earnings form will appear.

Enter the dates as required then click Find.

Print today’s earning & number of patients shown on the screen.


Daily Banking

From the Menu Bar, click Admin Tasks, then Daily Banking. The payments received on the day will appear on the right box. To view the payments on previous days, choose the date range on the left hand side.

Click Clear Drawer to print a banking statement, reconcile the payment list with this statement to make sure all payments are recorded properly


Medicare Online Claiming Refer to “Online Claiming Guide”.