This guide took 7 hours and 16 minutes to create. [Over 2 weeks of actual time]

If you have any questions or concerns related to this guide or require help with having this setup, please feel free to reach out to the IT team — helpdesk@myhealth.net.au

Alternatively, you can request the AutoMed team to help you — support@automedsystems.com.au

Topics covered in this entire guide:

• Objective

• Creating the appointment types (Best Practice)

• Creating Custom Practice Fees

• Creating After Hours Appoinment Types on Automed

• AutoMed Appointment Type Settings

• Telehealth / Post Payment Set up

• Enabling Doctors for After Hour Bookings

• Creating Doctor Sessions in Best practice

• Colour Matching Sessions

Objective:

Establishing our own urgent after-hours telehealth service to cover both social and non-social hours in compliance with the PIP After-Hours Incentive guideline (Level 5). Scope and Coverage:

Our After-Hours telehealth program aligns seamlessly with the Practice Incentives Program (PIP) After-Hours Incentive guidelines, providing comprehensive coverage during the complete after-hours period, which includes:

• Outside 8 am to 6 pm on weekdays.

• Outside 8 am to 12 noon on Saturdays.

• All day on Sundays and public holidays.

This after-hours period is further categorised into:Sociable After-Hours Period:

• From 6 pm through to 11 pm on weeknights.

Unsociable After-Hours Period:

• From 11 pm through to 8 am on weekdays.

• Hours outside of 8 am and 12 noon on Saturdays.

• All day on Sundays and public holidays.

This meticulous coverage ensures that our telehealth services address the varying needs of patients during both sociable and unsociable after-hours periods, adhering to the specific timeframes outlined by the PIP guidelines.

AutoMed has many features, and it's easy to get overwhelmed by them, initially looking at the dashboard. This section solely focuses on the Fees and financial aspects of AutoMed's Dashboard.

This group showcases:

• After-Hour Fee setup (The After-Hour Fee is divided into parts to make it easier for others to find what they need without having to read the whole guide.)

• How to Run a Debtors Book Audit and send a URL to a patient for payment

• Updating After-Hours Fees (This is purely for those that already have After-hours setup and are bumping up their prices)

1. On the AutoMed Dashboard select the “Appointment Types” button

2. Select “Add Appointment Type” button

3. After selecting Add Appointment Type you need to select both buttons in the screenshot below

Load Appt. Types, Load Fee Schedules & Descriptions

Confirmation Message Template

1. From the Best Practice main page select Setup>Configuration (Shift+F3), from here select “Lists”

2. From here, click “Add” to create a custom the Appointment type to use specifically for the After-Hours Program

3. Create these 2 Appointment Types

1. From the Best Practice main page select Setup>Practice Fees (Shift+F7), From there select “Add custom item”

2. Create the new item with the exact title

If you have any questions or concerns related to this guide or require help with having this setup, please feel free to reach out to the IT team — helpdesk@myhealth.net.au

Alternatively, you can request the AutoMed team to help you — support@automedsystems.com.au

CONTENTS LINKED IN THIS PAGE:

• Manage / Update your Debtors Templates

• PATIENT VIEW: Debtors SMS and Payment

Navigate to Automed’s Dashboard - HERE

1. Click on the “Utilities” dropdown menu

2. Click on “Debtors Book”

3. Click on the “Start Date” field

4. Click on the “End Date” field

5. Click on the “Run Audit” button

6. Click on the “Send URL” button

7. Click on the Tier SMS template you require

8. Click on Confirm to send the SMS with the chosen TIER SMS message

If you need to manage your Debtors templates to customise to your clinic’s needs, please click the link below.

• Manage / Update your Debtors Templates

If you would like to see the patient’s view, please click the link below.

• PATIENT VIEW: Debtors SMS and Payment

1. Head to AutoMed's dashboard and click on "Appointment Types"

2. Click on the Pencil icon next to the After-Hours (AH) GP Consults

This allows you to edit these appointments, including fees!

3. Click on the Telehealth / Post Payment Required box

4. Click on the “Billing Type Per:” box and select “Place funds on hold”

5. Click the billing schedule fee and select whichever appointment type you require

This example is using the “CON021 // Social After Hours”, meaning we’d need to select “CON022 // Non Social After Hours” in the other appointment we need to make.

6. Click on the Amount box

$253.55 (AH GP Consult 6PM - 11PM) CON021 // Social After Hours $506.75 (AH GP Consult 11PM - 8AM) CON022 // Non Social After Hours

Depending on which AutoMed Appointment type you’re editing, you must change them to the specific type above, for this example, we’re editing - CON021 // Social After Hours - This represents between 6PM and 11PM

7. Click into the 'Online Pop-Up Message:' text body

We have to change this amount to reflect to the new amount you put in the previous step.

Social Hours TEMPLATE (AFTER 6PM BEFORE 11PM)

<h4><p class="text-center"><strong>This Phone consultation will be billed according to our standard billing schedule and policy. </strong></p></h4><br>

<h4><p class="text-center"><strong><font color="red">Please note Medicare rebates are not available to patients that have not visited the practice in the last 12 months, if you have not had a face to face appointment in the past 12 months please book an in-clinic appointment instead. </font></strong></h4></p>

<h4><p class="text-center"><strong>To confirm your appointment you will be required to enter your card details. These details are stored securely and will only be debited according to the scheduled fee, if applicable, once the consultation has been completed. </strong></p></h4>

<h4><p class="text-center"><strong>$253.55 will be placed on hold on your card at time of booking to secure payment after the consult. </strong></p></h4>

<h4><p class="text-center"><strong>A surcharge of 1.28% plus 35c applies to online card payments. </strong></p></h4>

<h4><p class="text-center"><strong>Would you like to proceed with making an appointment? </strong></p></h4><br>

Non-Social Hours TEMPLATE (AFTER 11PM - BEFORE 8AM)

<h4><p class="text-center"><strong>This Phone consultation will be billed according to our standard billing schedule and policy. </strong></p></h4><br>

<h4><p class="text-center"><strong><font color="red">Please note Medicare rebates are not available to patients that have not visited the practice in the last 12 months, if you have not had a face to face appointment in the past 12 months please book an in-clinic appointment instead. </font></strong></h4></p>

<h4><p class="text-center"><strong>To confirm your appointment you will be required to enter your card details.These details are stored securely and will only be debited according to the scheduled fee, if applicable, once the consultation has been completed. </strong></p></h4>

<h4><p class="text-center"><strong>$506.75 will be placed on hold on your card at time of booking to secure payment after the consult.</strong></p></h4>

<h4><p class="text-center"><strong>A surcharge of 1.28% plus 35c applies to online card payments. </strong></p></h4>

<h4><p class="text-center"><strong>Would you like to proceed with making an appointment? </strong></p></h4><br>

8. Click on the submit button.

Submit to finalise the appointment type, this should take effect straight away.

Rinse and repeat the same step above for the other After-hours appointment type, making sure you change the amount. Also, making sure we reflect the price change in the description of the Online Pop-Up Message.

9. On the main Appointment Type page, scroll all the way down and click submit again

These changes should take effect immediately.

Video Tutorial:

1. From the Main screen of Best Practice go to Setup > Sessions (Shift+F6)

2. Select the Doctor that you want to create After Hour sessions for

3. Appointment Times can be adjusted as required

Same with start and end dates. (Leave blank for indefinite)

1st Appointment Reminder

Appointment Reminder Template

2nd Appointment Reminder

2nd Appointment Reminder Template

1. On AutoMed’s Dashboard select Doctors from the left menu

2. Click the Pencil Icon next to the Doctor(s) you’re enabling for After-Hours service

3. In the Appointment Settings scroll down until you find all Afterhours consults and tick each

4. Scroll further down and find “Telehealth Options” and expand this box

5. Click the checkbox of “Enable Telehealth” and input the doctors phone number

6. Once all has been completed, hit the Submit button

Video Tutorial:

The below part of the guide will show you how AutoMed will read the After-Hour sessions only and not care for anything other when you create these After-Hour Doctor sessions. [Creating Doctor Sessions in Best practice]

You’re free to choose any colour you’d like during the setup of creating your Doctors After-Hours sessions, but you will need to remember these colours, or you can add them to the custom colours row.

If you’re wanting something more than what the Basic colours and want to have a custom colour you need to remember the RED, GREEN and BLUE values with a colour of your choosing, using the gif instructions above click “Define Custom Colours” to expand your colour and see the values that you need. You do not have to do this if choosing a basic colour.

Once you’ve setup all the required doctor sessions and the custom colour of your choosing, we have to do the same on AutoMed’s dashboard under the appointment types.

1. Navigate to AutoMed’s dashboard and select “Appointment Types”

2. Find your After-Hour Session appointment types and select the grey box under the (✓) column

3. Input the Red, Green and Blue values that you previously made note of

If you have forgotten these, go back here - Getting Red, Green and Blue values

4. Click the “Ok” button to finalise those changes

You will repeat this step for all other After-Hour sessions.

5. Scroll all the way down and click the “Submit” button

Video Tutorial:

This allows AutoMed to communicate with Best Practice purely with colours. This essentially is saying that when patient’s book an appointment for these After-Hour sessions they can only communicate with a yellow column in Best Practice, so it doesn’t accidentally go somewhere else.

If you have any questions or concerns related to this guide or require help with having this setup, please feel free to reach out to the IT team — helpdesk@myhealth.net.au

Alternatively, you can request the AutoMed team to help you — support@automedsystems.com.au

Navigate to Automed’s Dashboard - HERE

1. Click on the “Utilities” dropdown menu

2. Click on “Debtors Book”

3. Click on Manage Templates

4. Click on your desired Tier system and customise the message

Below are customisable templates, feel free change this up to fit your clinic’s needs. I suggest having:

• TIER 1 be sent within 24-48 hours or end of business day.

• TIER 2 being sent between 48-72hours+ with a more aggressive notice saying it’s overdue and was payable on the day.

• TIER 3 being for DNA’S if your clinic charges patients for these.

5. Click on “Submit” to finalise and save your changes

1. Send URL sent

Immediately after sending the “Send URL” button with the Payment URL Message, the patient will get the below text message, with a valid payment link for them to access. Notice all the Tags, these are customised for each patient and clinic to keep it personal. These can be customised in the Debtors List SMS. Manage / Update your Debtors Templates

2. Clicking Payment URL

After clicking on the Payment URL link that’s sent to the patient, they’ll have to provide their FULL Date of Birth before being able to access the Invoice for what they need to pay. This is helpful if we somehow send this link to the wrong individual, they’re unable to open the invoice without the proper information, thus limiting their access and not being able to see any harmful information.

3. After inputting the Date Of Birth

After the patient enters their DOB, they can see:

• The date the invoice was created (the date of the appointment)

• The Doctor who provided the service

• What MBS Item No. this was and description

• Fees and applicable surcharges / GST

This is extremely helpful for the patient’s view to see what exactly they’re being charged for.

The payment is settled and receipted into Best Practice software in real-time. This means once you see the patient has paid for the appointment, you’re able to open the patient’s billing history and see that it has been marked paid.

This is where you may need to send the online claim for them.

Once this task has been completed, you should be set for your After-Hours fees.

If you have any questions or concerns related to this guide or need help with having this setup, please feel free to reach out to the IT team — helpdesk@myhealth.net.au

ON THIS PAGE:

• AutoMed Setup

• Social/Non-Social Hours Template

1. Head to AutoMed's dashboard and click on "Appointment Types"

2. Click on the Pencil icon next to the After-Hours (AH) GP Consults

This allows you to edit these appointments, including fees!

3. Find and click on "Telehealth / Post Payment Required" drop down

This is where we'll adjust the fees to see fit.

4. Click on the Amount box

5. Click into the 'Online Pop-Up Message:' text body

We have to change this amount to reflect to the new amount you put in the previous step.

Social Hours TEMPLATE (AFTER 6PM BEFORE 11PM)

TIP

<h4><p class="text-center"><strong>This Phone consultation will be billed according to our standard billing schedule and policy. </strong></p></h4><br>

<h4><p class="text-center"><strong><font color="red">Please note Medicare rebates are not available to patients that have not visited the practice in the last 12 months, if you have not had a face to face appointment in the past 12 months please book an in-clinic appointment instead. </font></strong></h4></p>

<h4><p class="text-center"><strong>To confirm your appointment you will be required to enter your card details. These details are stored securely and will only be debited according to the scheduled fee, if applicable, once the consultation has been completed. </strong></p></h4>

<h4><p class="text-center"><strong>$253.55 will be placed on hold on your card at time of booking to secure payment after the consult. </strong></p></h4>

<h4><p class="text-center"><strong>A surcharge of 1.28% plus 35c applies to online card payments. </strong></p></h4>

<h4><p class="text-center"><strong>Would you like to proceed with making an appointment? </strong></p></h4><br>

Non-Social Hours TEMPLATE (AFTER 11PM - BEFORE 8AM)

TIP

<h4><p class="text-center"><strong>This Phone consultation will be billed according to our standard billing schedule and policy. </strong></p></h4><br>

<h4><p class="text-center"><strong><font color="red">Please note Medicare rebates are not available to patients that have not visited the practice in the last 12 months, if you have not had a face to face appointment in the past 12 months please book an in-clinic appointment instead. </font></strong></h4></p>

<h4><p class="text-center"><strong>To confirm your appointment you will be required to enter your card details.These details are stored securely and will only be debited according to the scheduled fee, if applicable, once the consultation has been completed. </strong></p></h4>

<h4><p class="text-center"><strong>$506.75 will be placed on hold on your card at time of booking to secure payment after the consult.</strong></p></h4>

<h4><p class="text-center"><strong>A surcharge of 1.28% plus 35c applies to online card payments. </strong></p></h4>

<h4><p class="text-center"><strong>Would you like to proceed with making an appointment? </strong></p></h4><br>

6. Click on the submit button

Submit to finalise the appointment type.

7. On the main Appointment Type page, scroll all the way down and click submit again

These changes should take effect immediately.

Rinse and repeat the same step above for the other After-hours appointment type(s) making sure you change the amount.

Also, making sure we reflect the price change in the description of the Online Pop-Up Message.