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Bp Premier Management Setup Guide

Legal notices Copyright © 2017 Best Practice Software. All rights reserved. Best Practice Software believe

Legal notices

Copyright © 2017 Best Practice Software. All rights reserved.

Best Practice Software believe the information in this User Manual is accurate as of its publication date. The information is subject to change without notice.

You may only copy, change, or use the User Manual as required for your own use as permitted under the End User Licence Agreement or the Order Form. User Manuals are intended for reference only and do not preclude the need for training.

Best Practice Software Pty Ltd PO Box 1911

Bundaberg Queensland Australia 4670 Hamilton New Zealand 3240

Best Practice Software New Zealand Ltd PO Box 1459

The information contained in the User Manual is intended to be a guide only. BPS does not provide any warranty in relation to its currency, accuracy or completeness and, unless otherwise required by law, will not accept any liability in relation to any loss or damage suffered by you or any third party in reliance on the information contained in the User Manual.

Last updated: January 2018

Intended for usage with Bp Premier version Lava.

This User Manual is sourced from the Best Practice Software Bp Premier Lava Knowledge Base.

Setting up the Management module for the first time After you have installed Bp Premier

Setting up the Management module for the first time

After you have installed Bp Premier for the first time, or converted from a previous clinical software package, you must apply a minimum of configuration to start using Bp Premier. You will need to log in to Bp Premier as a user with administrator-level permissions, such as practice manager or principal doc- tor, to access many of the configuration screens in the instructions. For some Windows configuration, you will need to log in to Windows as an administrator user.

If you have already set up the Clinical module of Bp Premier, you may have already performed some of the steps below.

The instructions in this guide describe the minimum required to configure a new installation of Bp Premier for use in a live environment. For more information on the configuration options available, or for more complex configuration requirements, search for the Bp Premier function in the online Know- ledge Base.

Complete each section in sequence. Best Practice Software appreciates that it can take some time to configure software to completely suit a practice's preferences and workflows. All of the settings described in this section can be reversed or changed at any later time.

Before you start

Before you start configuring Management functionality, you should have arranged the following items:

1. Obtain your Site ID and Minor ID from Best Practice Software. If your practice has multiple loc- ations, each location will need a unique Minor ID.

2. Obtain your Medicare Site certificate and passcode from Medicare. If you have converted from a previous software package, you will need to let Medicare know your change in soft- ware and new Minor ID.

3. If you are using Tyro, you will need to purchase and install your Tyro terminal and obtain your Merchant IDs for each user who will be processing payments through Tyro.

4. Installed an evaluation copy of Bp Premier, and discussed your proposed Go Live date with Best Practice Software Sales. If you have converted from a previous software package, you will need to confirm that Bp Premier has successfully converted the data from the previous pack- age and return the Completion of Trial Conversion form.

Check Management functionality is enabled

When a licence key that has the Bp Premier Management module enabled is entered into Bp Premier, additional toolbar icons and menu items become available.

On the main menu, a Management heading appears in the menu options. New icons will appear for the Appointment Book and Waiting room, depending on the user's permissions within Bp Premier.

Additional preferences will appear for each user in the Setup > Users screen, as well
Additional preferences will appear for each user in the Setup > Users screen, as well

Additional preferences will appear for each user in the Setup > Users screen, as well as a Set Reports button to give users access to Management reports. Three new options under the Setup menu option will configure Sessions, Practice fees, and Cheques.

The Setup > Configuration screen will have tabs to configure Appointments, Billing, SMS, Account text, Payer allocation, Bank accounts, and Work Cover details.

1. Set date, time, and region

The Windows operating system on the Bp Premier server must have the region, date/time format, and time zone set to 'Australia' for Bp Premier to function correctly. If the date/time format is set to an American usage, for example, Bp Premier may not be able to synchronise with third-party software like messaging services and My Health online.

1. On the Bp Premier server, open the Control Panel and select Date and Time. Alternatively, click once on the clock in the bottom right of the desktop and select Change Date and Time Settings.

2. Set the Time Zone to your Australia time zone and enable daylight savings if your state uses day- light savings.

3. From the control panel, select Region.

4. Set the Format to 'English (Australia)'.

5. Set the short date format to a format that lists date, then month, then year. For example, 'd/MM/yyyy' or 'd/MM/yy'. Do not use a month-first format.

6. Select the Location tab and set the Location to 'Australia'. 7. Click Ok to
6. Select the Location tab and set the Location to 'Australia'. 7. Click Ok to

6. Select the Location tab and set the Location to 'Australia'.

7. Click Ok to save and exit the Region dialog.

2. Enter practice details and locations

If you have converted your data into Bp Premier from another package, the practice details will con- tain the practice details you recorded in the old system, but you should check that the details are still correct. If you have installed Bp Premier with an empty database, you are prompted to enter the prac- tice details when you first log in to Bp Premier.

the prac- tice details when you first log in to Bp Premier. Important: Ensure your practice

Important: Ensure your practice details are correct. Bp Premier uses the practice inform- ation entered when printing items like scripts, invoices, and receipts.

There is only ever one practice name in the software. However, you can create multiple

There is only ever one practice name in the software. However, you can create multiple practice loc- ations, which represent different practice sites. Locations affect almost all workflows in Bp Premier and are printed on scripts, invoices, and reports, for example. Users select the location at which they are working when the user logs in. There must be at least one location record.

Add practice details:

1. Select Setup > Practice from the Bp Premier screen. The Practice details screen will appear.

2. Click Change.

Practice details screen will appear. 2. Click Change . 3. Record the details for your practice

3. Record the details for your practice and click Save:

Field

Description

Practice Name

Your practice’s trading or usual name. The value here populates the General / Practice name template field, which can be used in practice letterheads and templates.

ABN Number

Your practice’s Australian Business Number.

VSP Number

Your practice’s Vaccine Service Provider Number.

Health

Your practice’s HPI-O number, obtained from the Department of Human Services, and used to access My Health Record online.

Identifier

Evaluation only

Tick if the licence you have received from Best Practice Software is for a limited-days evaluation of the software. Bp Premier Support or Sales will advise you whether to tick this checkbox during your initial installation.

Site ID Number

Bp Premier site code issued from Best Practice Software. If you do not have a site ID, contact Best Practice Software on 1300 401 111 and press 2 to talk to Sales.

Field Description Licence Code Licence key issued to you by Best Practice Software. Add locations:

Field

Description

Licence Code

Licence key issued to you by Best Practice Software.

Add locations:

1. Click Add next to the Practice Locations list. The Location details screen appears.

Locations list. The Location details screen appears. 2. Complete the details for this location and click

2. Complete the details for this location and click Save:

Field

Description

Rural / Remote area

Determines which Medicare incentive is added to bulk-billed invoices for pensioners, health care card recipients, and children. If unticked, incentive '10990' is used; if ticked, '10991' is used.

E-mail

Email address for this practice location.

LSP Number

Location Specific Practice Number, for practices that provide diagnostic imaging services or radiation oncology services.

Exempt from Diagnostic Imaging rules

Tick if your practice is exempt, or has been granted an exemption, from the Department of Health rules regarding Diagnostic Imaging Service equipment.

Minor ID

Minor ID for this location obtained from Best Practice Software.

Field Description Medicare Certificate Email The Email address associated with the Medicare PKI certificate for

Field

Description

Medicare Certificate Email

The Email address associated with the Medicare PKI certificate for this location.

Click Attach HeSA Certificates to link a Medicare PKI certificate to this location. The Email address associated with the certificate is assigned when you register with Medicare, but you can view the email address in the Medicare PKI Certificate Manager.

You only need to populate this field for practices with multiple locations.

Delete a location:

1. Select the location on the Practice details screen and click Delete. A prompt will appear if any users have provider numbers linked to that location.

2. If the location is deleted, users with linked provider numbers will still be visible, but the provider number linked to that location will no longer be visible.

Restore a deleted location:

1. Select the Show Deleted checkbox at the bottom of the screen to view deleted locations.

2. Select the deleted location in the Practice locations list field and click Restore.

4. Add Bp Premier users

Add users

If you have not converted from a previous clinical management package, you will need to create records for each staff member who will be using Bp Premier, including doctors, nurses, reception staff, and practice managers.

If you have converted from other management software, you will need to configure the converted users to match your practice's workflows in Bp Premier, and to grant permissions to access reports and functionality appropriate to each user.

access reports and functionality appropriate to each user. Important: If this is the first time you

Important: If this is the first time you are setting up Bp Premier, the first user should be a senior category of user such as Principal Doctor or Practice Manager. These categories have the broadest set of permissions to access Bp Premier functionality, which you will need to set up other users and much of the configuration required in this guide.

1. Click Setup > Users. The Users screen will appear. Click Add to open the New user screen.

2. Complete the demographic information on the left hand side. The Category is the user type or role, and will determine the default permissions and which fields on the right must be completed.

3. If you are adding a provider, complete the administrative fields on the right hand side. If you are recording Provider No., Prescriber No., or Health Identifier (HPI-I), the numbers must be valid

before you can save the record. Click the which the provider works.

button to record a Provider No. for each location at

4. Click Save to save the user record. Grant user permissions and set the password
4. Click Save to save the user record. Grant user permissions and set the password

4. Click Save to save the user record.

Grant user permissions and set the password

When a new user is added, Bp Premier automatically allocates permissions according to the Category in the User details screen. You can modify permissions from the default for individual users.

Note: If your practice has just enabled the Management module for the first time, Bp Premier users that were in the system before enabling Management will have no management per- missions. You will need to review their permissions before they can use any of the management features.

1. Click Setup > Users. Select the user to modify permissions for and click Edit to open the Edit user screen.

2. Click Set Permissions at the bottom.

3.

The Section column on the left indicates the area of Bp Premier functionality granted access by the permission. The Permission column indicates the level of access granted:

Permission column indicates the level of access granted: No Access — The function will not be

No Access — The function will not be visible from menus if the user is logged in. The user will be denied access through any other pathway.Permission column indicates the level of access granted: View only — The user will be able

View only — The user will be able to view data associated with the function (for example, view patient records, or contacts, the appointment book). The user will not be able to modify, add, or delete any records or any data.The user will be denied access through any other pathway. Add/Edit/Delete — The user can view,

Add/Edit/Delete — The user can view, add, edit, and delete records and data associated with the function.be able to modify, add, or delete any records or any data. Allow Access / Deny

Allow Access / Deny Access — Some functions allow only yes or no access to the user, for example, access to reports.and delete records and data associated with the function. 4. Click Set Password to enter and

or no access to the user, for example, access to reports. 4. Click Set Password to

4. Click Set Password to enter and confirm a password for the new user. You should let the user know of the initial password so they can log in to Bp Premier. Users with the User details per- mission set to ‘Allow access’ can change their own password.

5. Click Save to save the new user record.

Grant user access to reports

Bp Premier provides dozens of reports with the Management module. When you add a new user, Bp Premier will prompt you for the reports the user has access to.

Note: Only certain categories of user will prompt for reporting permissions when created. Other categories,

Note: Only certain categories of user will prompt for reporting permissions when created. Other categories, such as 'Nurse' or 'Junior receptionist', will not be granted access to reports by default. You will need to set the Reports permission on the user's Permissions screen to 'Allow access' to enable the Set Reports button.

If you change a user's Category, Bp Premier will prompt you to reset the user's reporting per- missions to the defaults for the new category.

1. Open the User Details screen for the user.

2. Click Set Reports. The Setup reports screen appears.

3. Select the Report Types in the top right you want to grant access to: New, Old, or All. The report types will be displayed in the list of reports on the left hand side.

Old reports are historical reports from before the Lava version. New reports are new management reports for financial analysis and disbursement provided in the Lava edition. If you need to run reports on data before your practice upgraded to Lava, you will need access to Old reports.

4. Tick each report you want to user to be able to run, or click Select all.

5. Set the Practitioner Access:

All Practitioners — The selected reports will contain data from all practitioners at your prac- tice.or click Select all . 5. Set the Practitioner Access : Self Only Access — The

Self Only Access — The selected reports will contain data only from patients and data for the current user.will contain data from all practitioners at your prac- tice. 6. Select the location data included

6. Select the location data included in the reports from the Locations Access list.

Only data from the selected locations will be returned in the reports. For example, if ‘Main sur- gery’ is the only location ticked, transaction and patient data associated with any other location will not be included in reports for this user.

7. To apply the settings on the right hand side to all selected reports, click Apply to all ticked reports. Otherwise, repeat steps 4-6 to configure practitioner and location access to each selected report.

8. Click Save . Set user preferences Preferences are set at the user level. If
8. Click Save . Set user preferences Preferences are set at the user level. If

8. Click Save.

Set user preferences

Preferences are set at the user level. If a user has the permission Own preferences set to ‘Add/Edit/De- lete’, a user can update their own preferences. Preferences set default values and workflows for func- tions like the appointment book, investigations, the word processor, and messaging.

1. From the main screen, select Setup > Preferences.

2. Work through the tabs: General, Letters, Prescribing, Clinical, Pathology, Imaging. The last four tabs are for provider users only and will have no effect on non-provider users.

3. Click Save.

3. Configure billing

Turn off links to other billing packages

If the practice previously used a third-party billing package to handle account management and pay- ments, and you are now using Bp Premier Management functionality for billing, you need to deac- tivate the billing link. If you are not converting from a previous package, you do not need to perform this step.

1. Log in to the Bp Premier server.

2. Select Setup > Configuration > Links. Untick the selection Activate the link to another package. This will disable the linking process.

Set up billing preferences 1. Select Setup > Configuration > Billing . Bp Premier Management
Set up billing preferences 1. Select Setup > Configuration > Billing . Bp Premier Management

Set up billing preferences 1. Select Setup > Configuration > Billing.

Configure the fields in this screen to suit your practice's preferences. Field Description Default billing
Configure the fields in this screen to suit your practice's preferences. Field Description Default billing

Configure the fields in this screen to suit your practice's preferences.

Field

Description

Default billing

Sets the default billing type when new providers are added.

New patients

Sets the default billing type when new patients are added.

Billing precedence

Determines whether the doctor's or patient's billing type is used as the default when creating accounts. The billing type can be changed before printing or saving the account:

If set to 'Doctor', all patients seen by that doctor will be billed according to the doctor's default billing.type can be changed before printing or saving the account: If set to 'Patient', the patient

If set to 'Patient', the patient will always be billed according to the patient's billing type.be billed according to the doctor's default billing. Payment Type Determines which payment type will be

Payment Type

Determines which payment type will be selected when you first open the Payments screen: None, Cash, EFT, or Credit card.

Field Description Default to the patients usual doctor for new accounts If ticked, all new

Field

Description

Default to the patients usual doctor for new accounts

If ticked, all new accounts generated from the Create Account screen will be billed to the provider listed in the patient's usual doctor field in the patient's demographics record.

Enforce entry of reason for cancelling payments and invoices

If ticked, users must enter a reason for cancelling payments and invoices.

Create separate accounts in Debtor list for each doctor

If ticked, the debtor list will generate separate debtor statements for each doctor and a drop down box will appear on the ‘Debtor list screen to allow you to select the doctor. If unticked, the ‘Debtor list screen will produce debtor statements for the practice rather than each doctor.

Print practice name on accounts, receipts and statements

If ticked, the practice name and address entered in the Setup > Practice details > Edit screen will be printed on all accounts, receipts, and statements. If unticked, the doctor's name and details will be printed on all accounts, receipts, and statements.

Prevent Direct Bill vouchers without Medicare and DVA no.

If ticked, accounts which are direct-billed to Medicare or DVA can't be entered if the Medicare number or DVA number is not recorded on the patients demographic record. If unticked, accounts can be direct-billed if the Medicare number or DVA number is not recorded.

Allow invoices with no services to be printed

If ticked, accounts that do not contain any services can be printed. If unticked, blank accounts can not be printed.

Print invoices and receipts on A5 paper

If ticked, all invoices and receipts will print in A5 format. If unticked, all invoices and receipts will print in A4 format.

Print header on invoices and receipts

If ticked, all invoices and receipts will have the practice or doctor details printed at the top of the page (see also setting for Print practice name on accounts, receipts and statements). If unticked, nothing will be printed at the top of invoices and receipts. The letterhead will be used.

Bill direct to insurance company if known

Tick this box if you want any accounts created for the patient to default to bill to the insurance company noted on the patient's demographics record.

Prompt when there is a duplicate service on the same day

Tick this box to display, when saving an invoice, if an item number listed on the invoice has already been billed that day.

Print Medicare No and DoB on Invoices and receipts

Tick this box to print the patient's Medicare number and date of birth in their invoices and receipts.

Field Description Print health insurance fund details on invoices and receipts Tick this box to

Field

Description

Print health insurance fund details on invoices and receipts

Tick this box to print a patient's health care fund details from their demographic record in the patient's invoices and receipts.

Include outstanding balance on Invoices and Receipts

Tick this box to print outstanding balances on invoices and receipts.

Include Practice in the list of billing providers

Tick this box to include the provider's practice in the list of billing providers when creating an account.

Default to DVA list for DVA accounts for Allied Health Professionals

Tick this box to display the Allied Health DVA item list when creating accounts for DVA patients.

Include Services when using ‘Use previous account button

If ticked, the Use previous accounts function is available when creating an account to default to, including services.

Round GST to the nearest 5 cents

Rounds GST amounts up or down to the nearest 5 cents.

Apply Diagnostic Imaging rules to private accounts

Lava Service Pack 1 only.

Apply the multiple services rules for diagnostic imaging, as applied to Medicare and DVA accounts, to private fee accounts also.

Check the 'Credit '

payment box when reversing a payment

Lava Service Pack 1 only.

When reversing a payment, tick the Credit payment to payer’s account checkbox on the Reverse Payment popup by default.

If the Credit payment to payer’s account checkbox is ticked, the refunded amount will be credited to the payer’s account.

Print name & address on

Adjusts where the name and address is printed on accounts or receipts from the left of page.

accounts and

receipts

mm

from left of page

Start printing body of accounts and

Adjusts where the body of accounts and receipts are printed from the top of the page. This setting is useful if your practice prints on preprinted letterheads or forms.

receipts

mm

from to top of page

Layout of Medicare Claim form

Medicare regularly change the layout of their green claim form. This option allows you to change the print format to match the form you are using. The form number is printed on the bottom left hand side of the Medicare claim form.

Add contacts Record doctors, persons, and companies engaged in correspondence with the practice, such as

Add contacts

Record doctors, persons, and companies engaged in correspondence with the practice, such as spe- cialists, legal bodies, and administrators. Contacts are nominated in workflows like referrals, care plans, and the patient record. Laboratories that conduct pathology and radiology investigations are recorded as contacts.

If you have exported contacts from a previous installation of Bp Premier, you can import the contacts file.

Add contacts:

1. From the main Bp Premier screen, select View > Contacts.

2. Select Add new to add a new contact.

3. Complete the fields in the screen and click Save to save the contact.

fields in the screen and click Save to save the contact. Import contacts: 1. From Windows

Import contacts:

1. From Windows desktop, select Start > Apps > Best Practice Software > Bp Utilities.

2. Log in with a Bp Premier username and password.

3. Double-click Import contacts.

4. Click Load file and browse for the contacts file to import. 5. Click Select
4. Click Load file and browse for the contacts file to import. 5. Click Select

4. Click Load file and browse for the contacts file to import.

5. Click Select all and click Import to import all the contacts in the file into Bp Premier.

Add account holders

Accounts holders are companies and institutions that can be billed as a third party account recipient for patient accounts (for example, Insurance Companies, Employers, or Hospitals). Account holders can also be used for non-patient accounts.

1. From the main Bp Premier screen, select View > Account Holders.

2. Select Add new to add a new account holder.

Holders . 2. Select Add new to add a new account holder. 3. Complete the contact

3. Complete the contact details and click Save. You can now create non-patient accounts for this account holder, and view the transaction history in the Account Holder History screen.

Set text for account and overdue statements 1. From the Configuration screen, select the Account

Set text for account and overdue statements

1. From the Configuration screen, select the Account text tab. This screen configures the text that is printed at the bottom of accounts.

the text that is printed at the bottom of accounts. 2. Complete the fields in this

2. Complete the fields in this screen:

Field

Description

Print for

If your practice has multiple locations, choose the practice location to set account text for. Each location can have different text on statements. If your locations will all use the same standard statement text, select ‘Default’.

Location

Standard

In the topmost text box, enter the text that will appear at the bottom of regular account statements.

account

footer (n

 

days

Beneath the standard account text box are text boxes for overdue statements. The default periods are 30, 60, and 90 days, but you can change the default overdue periods to suit your practice.

overdue)

Field Description Discount This text is printed on any accounts created from a fee scheduled

Field

Description

Discount

This text is printed on any accounts created from a fee scheduled called 'Discount'. Any text here can contain the placeholder %FEE%, which is replaced during printing with the value of the fee at the practice fee rate (not the discount rate). The default text contains an example usage of %FEE%.

text

Base

Select whether to calculate the overdue date based on the date that the Invoice was created or the date the Service was administered.

overdue

for

 

practice

on

3. Click Save.

4. Repeat for each practice location you want to set invoice text for.

Set text for invoice notes

You can record standard text that can be associated with items on an invoice. Notes recorded here are available for selection from the Notes field on the Account details screen, and the Service details field on the Account item and Fee amount screens.

Invoice notes help ensure that Medicare accounts and invoiced items have consistent descriptions when sent to Medicare.

1. From the Configuration screen, select the Invoice notes tab.

2. Select Add and add a row of invoice note text. Click Save to save the text.

3. Create as many invoice notes as you need and click Save when you are
3. Create as many invoice notes as you need and click Save when you are

3. Create as many invoice notes as you need and click Save when you are finished creating invoice notes.

Notes can now be selected on invoice and item screens:

Set up payer allocation If an employee doctor's bulk bill payments are paid into a
Set up payer allocation If an employee doctor's bulk bill payments are paid into a

Set up payer allocation

If an employee doctor's bulk bill payments are paid into a principal bank account and distributed later, you will need to set up payer allocation in Bp Premier.

1. Select Setup > Configuration > Payer Allocation. Click Add. The Provider payment details screen will appear.

2. Select the provider who is performing services. Payments to this doctor will be paid into the bank account of the provider in the next step.

3. Enter the provider number for Medicare and DVA payments to be paid to. Bulk bill payments for the provider in step 2 will be paid to the bank account of the provider entered in this field.

4. Click Save to add the bulk bill redirect. Add as many employee providers as
4. Click Save to add the bulk bill redirect. Add as many employee providers as

4. Click Save to add the bulk bill redirect. Add as many employee providers as you need, and click Save to save all changes.

Add bank names and drawer details

You must define the bank names that are available for selection from configuration and payment screens.

1.

From the main Bp Premier screen, select Setup > Cheque details.

Bp Premier screen, select Setup > Cheque details . 2. Click Add next to the Default
Bp Premier screen, select Setup > Cheque details . 2. Click Add next to the Default

2. Click Add next to the Default bank names list to add a new bank name.

3. Click Add next to the Default drawers list to add names of payers who regularly pay by cheque. The names in this list will be available in the Drawer list when adding cheques to the Payments screen.

4. Click Save.

Add bank accounts

You must define the bank account details for the practice and for applicable providers for dis- bursement and reconciliation.

1. From the Configuration screen, select the Bank accounts tab. Click Add under Practice accounts to open the Bank account details screen for the practice.

2. Complete the account details and click Save . You can add as many bank
2. Complete the account details and click Save . You can add as many bank

2. Complete the account details and click Save. You can add as many bank accounts for the practice as needed.

3. Click Add under Provider accounts to open the Bank account details screen for a provider.

4. Complete the account details for the provider and click Save. You can add as many bank accounts for providers as you need.

Add WorkCover defaults

The Workcover tab of the Configuration screen records details that will be used on accounts when 'WorkCover' is selected in the Create account screen.

Note: These details would most likely be used in Queensland where there is a centralised
Note: These details would most likely be used in Queensland where there is a centralised

Note: These details would most likely be used in Queensland where there is a centralised facility for WorkCover. In other states, WorkCover accounts are often issued to individual employers or insurance companies.

5. Set up private fees

Bp Premier Management is distributed with the fee schedules for Medicare and the Department of Vet- erans Affairs. Fee schedules are updated with each monthly Data Update, available for download from the Best Practice Software website www.bpsoftware.net.

Fees listed in the Medicare and DVA schedules cannot be changed or added to. However, to suit your type of practice, you can:

Add a custom schedule (such as ‘AMA’, ‘Workers’ compensation’, or ‘Practice fees’).added to. However, to suit your type of practice, you can: Within the custom schedule, set

Within the custom schedule, set practice fees for MBS and DVA items, if your practice charges other than the MBS default fee. Fees can be calculated as a set amount or percentage greater(such as ‘AMA’, ‘Workers’ compensation’, or ‘Practice fees’). Page 26 Bp Premier Management Setup Guide

than the MBS schedule fee. Add custom chargeable items. When staff are processing an account
than the MBS schedule fee. Add custom chargeable items. When staff are processing an account

than the MBS schedule fee. Add custom chargeable items.

When staff are processing an account from the Account details window, all fee schedules are listed in the Billing schedule dropdown menu. After you select a billing schedule from this list, any service items in the account will use the fee calculated from the selected schedule.

items in the account will use the fee calculated from the selected schedule. Bp Premier Management
Add a custom fee schedule 1. Select Setup > Practice fees . The Setup practice

Add a custom fee schedule

1. Select Setup > Practice fees. The Setup practice fees screen will appear.

fees . The Setup practice fees screen will appear. 2. Click Add schedule . The Fee

2. Click Add schedule. The Fee schedule screen will appear.

3. Enter the name of the schedule and indicate the default calculate method: add set
3. Enter the name of the schedule and indicate the default calculate method: add set

3. Enter the name of the schedule and indicate the default calculate method: add set amount or per- centage to the MBS fee. If you don’t select a calculation method, users will enter fees manually when creating an account.

4. Indicate the rounding method, if any.

5. Click Save to return to the Setup practice fees screen. You can now add custom items to this schedule, and set practice prices for MBS fees against this schedule.

Note: If you create a fee schedule called “Discount”, any accounts generated using that schedule will have the text from the Discount text field on the Configuration > Account text screen added when printed.

Assign a practice fee to an MBS item

1. In the Setup practice fees screen, click Set MBS item fee. The Set MBS Item fee screen will be dis- played.

2. Enter the MBS item number you want to set a practice fee for. If
2. Enter the MBS item number you want to set a practice fee for. If

2. Enter the MBS item number you want to set a practice fee for. If the number is a valid MBS item, the Item and MBS description fields will be populated with the standard MBS description.

3. Select the custom schedule used for practice fees and click Set fee. The Calculate fee screen will open.

4. Calculate the practice fee to charge. The options are: Enter a set fee Use
4. Calculate the practice fee to charge. The options are: Enter a set fee Use

4. Calculate the practice fee to charge. The options are:

Enter a set fee

Enter a set fee

Use the MBS schedule fee

Use the MBS schedule fee

Add a percentage to the schedule fee.

Add a percentage to the schedule fee.

5. Click OK to save the fee.

6. Tick Apply the highlighted amount to all customisable items in list if you want to apply the fee you just set for this item to all custom schedules shown in this screen.

7. Tick Add GST to this item when adding to account to add GST to the fee shown in the Account details screen.

8. Click Save to return to the Setup practice fees screen.

When the MBS item is added to an account and the custom schedule is selected as the Billing Schedule, the practice fee will be charged instead of the default MBS fee.

9. Repeat for each MBS item you want to over-ride with a practice fee.

Add a custom chargeable item

At the top of the Setup practice fees screen is a list of Customised Fees, which lists all customised MBS items and custom chargeable items.

1.

Click Add custom item. The Setup fee item screen will appear.

Add custom item . The Setup fee item screen will appear. 2. Type in an item
Add custom item . The Setup fee item screen will appear. 2. Type in an item

2. Type in an item number (if applicable) and description of the item in the Item description field.

3. Select the first schedule to set a fee for this item. Click Set fee. The Calculate fee screen opens.

item. Click Set fee . The Calculate fee screen opens. 4. Enter the desired fee. For

4. Enter the desired fee. For items that are not related to an MBS Item number, you can not select Use schedule fee or Schedule fee + n %.

5. Click OK to save the change. The fee will appear against the fee schedule selected in step 3.

6.

Tick Apply the highlighted amount to all customisable items in list to set this fee for all sched- ules listed.

items in list to set this fee for all sched- ules listed. 7. Tick Add GST

7. Tick Add GST to this item when adding to account if the fee attracts GST.

8. Click Save to save the item, which will now appear in the Customised fees list.

6. Set up appointment book sessions

A ‘session’ is a time period during which appointments can be booked for a provider. For example, 8am-12pm might be a morning session, and 1pm-5pm an afternoon session. Bp Premier has a set of default sessions that you can modify to suit your practice, or you can create your own session defin- itions for the practice or for individual providers.

When you create a provider user, Bp Premier will ask if you want to assign the default sessions to the new user, or use custom session definitions.

Sessions also determine the first and last sessions available in the day for the practice and providers, as well as set:

public holidays and practice closing periods (for example, an office Christmas break shutdown)in the day for the practice and providers, as well as set: consultations outside of regular

consultations outside of regular hours (‘extra’ sessions)periods (for example, an office Christmas break shutdown) 'on the day' times for walk-ins, if applicable

'on the day' times for walk-ins, if applicable to your practiceoutside of regular hours (‘extra’ sessions) rostered times for providers if your practice uses a rolling

rostered times for providers if your practice uses a rolling roster cycle.day' times for walk-ins, if applicable to your practice Create a session: 1. Select Setup >

Create a session:

1. Select Setup > Sessions. The Setup sessions screen will appear.

> Sessions . The Setup sessions screen will appear. 2. To set practice default sessions, select

2. To set practice default sessions, select ‘Practice defaults’ from the Provider dropdown in the top left. Otherwise, select the provider you want to set sessions for. Select one of the days of the week and click Edit, or click Add to add a new session. The Session details screen will appear.

3. Define the parameters for the session: Select ‘Monday to Friday’ from the Day of
3. Define the parameters for the session: Select ‘Monday to Friday’ from the Day of

3. Define the parameters for the session:

Select ‘Monday to Friday’ from the Day of Week field to define the same parameters for all weekdays. Day of Week field to define the same parameters for all weekdays.

The Colour field represents the colour for this session in the appointment book. Colour field represents the colour for this session in the appointment book.

The Start date and End date fields set the calendar period for which this session is Start date and End date fields set the calendar period for which this session is enabled.

Select the practice Location the session applies to. Location the session applies to.

If your practice uses rolling roster cycles, you can set up sessions for a provider that change depending on the roster week.Select the practice Location the session applies to. For example, if a provider works a morning

For example, if a provider works a morning shift Mon–Fri in week one, and an afternoon shift in week two, create the morning session and set This session is week 1 in a 2 week cycle, and for the afternoon session set This session is week 2 in a 2 week cycle.

If you use a roster, set the Cycle start date on which the first week of the roster cycle begins. Cycle start date on which the first week of the roster cycle begins.

4. Click Save to save the session. Repeat to create as many session definitions as you need.

To create sessions for public holiday and on the day appointments, select different radio buttons at the top of the Setup sessions screen.

7. Set up the appointment book

Each practice will set up the appointment book in different ways, but the following components

provide a starting point: Appointment types set a default duration and appointment book icon. Cancellation

provide a starting point:

Appointment types set a default duration and appointment book icon. set a default duration and appointment book icon.

Cancellation reasons provide a predefined list of reasons when patients cancel an appointment. provide a predefined list of reasons when patients cancel an appointment.

Appointment book layouts group providers together on the same ‘page’ of the appointment book. group providers together on the same ‘page’ of the appointment book.

Appointment book defaults control the look and behaviour of the appointment book and wait- ing room. control the look and behaviour of the appointment book and wait- ing room.

Add appointment types and cancellation reasons

1. From the main Bp Premier screen, select Setup > Configuration. The Configuration screen will appear.

2. Select the Lists tab.

screen will appear. 2. Select the Lists tab. 3. Add entries relevant to your practice for

3. Add entries relevant to your practice for the following lists:

Appointment Type — A set of standard appointment types have been provided with match- ing icon. Create — A set of standard appointment types have been provided with match- ing icon. Create your own and assign your own icons.

Reason for cancelling appointments — A standard set of cancellation reasons, to save staff typing in text each time — A standard set of cancellation reasons, to save staff typing in text each time a patient cancels an appointment.

4.

Click Save.

4. Click Save . Create appointment book layouts A layout displays a combination of Bp Premier

Create appointment book layouts

A layout displays a combination of Bp Premier providers or user groups who can have appointments booked. For example, you could group ‘GPs’ onto one appointment book page, and ‘Specialists’ on another.

1. Select Setup > Configuration > Appointments tab. Click Appointment book layout. The Appoint- ment book layouts screen will appear.

. The Appoint- ment book layouts screen will appear. 2. Click Add and add a layout

2. Click Add and add a layout name.

3. Click Save. Bp Premier will ask ‘Would you like to populate the new layout with all providers who take appointments?’.

4. Click Yes to add all users who can take appointments to the layout. You can remove users later. Or click No to add users manually.

5. A new layout will be listed in the top pane.

6. To add users to the layout, select the layout in the top pane and click Add in the bottom pane. In the Select user screen, click on a user you want to include in this particular layout and click Select.

7. After you have included all the users you want in the layout, use the Up and Down buttons to

determine the order in which the providers are shown in the appointment book. 8. Click

determine the order in which the providers are shown in the appointment book.

8. Click Save.

Set up appointment book defaults

1. From the Configuration screen, select the Appointments tab. This page sets up the default appearance of your Appointment book.

sets up the default appearance of your Appointment book. 2. Configure the fields in this screen

2. Configure the fields in this screen to suit your practice's preferences for handling the Appoint- ment book.

Field

Description

Start time

Sets the time of the first displayed appointment slot.

Field Description End time Sets the time of the last displayed appointment slot. These times

Field

Description

End time

Sets the time of the last displayed appointment slot.

These times are independent of the times set up for user sessions. If a user has sessions set up outside these ranges, those appointment slots will not be visible from the Appointment book.

Tip: It is good practice to set these times one or two slots before and

Tip: It is good practice to set these times one or two slots before and after the first and last appointments of the day. Setting a buffer like this creates a margin at the top and bottom of the appointment window that assists readability.

Appointment

Sets the basic length of an appointment slot.

length

All appointments in the system must be multiples of this length. If it is set to 15 minutes, appointments can be made at 15, 30, 45, or 60 minute intervals.

If, for example, some doctors have appointments at 10 minutes length and other doctors at 15 minutes length, the Appointment length setting will need to be set to 5 minutes to show both types of appointments on the same Appointment book.

Take the following into consideration:

You should carefully consider the length you set here. Too small an interval will res- ult in a large number of slots displayed, which may require more scrolling and decrease readability.Appointment book. Take the following into consideration: Since the Appointments window allows double and even triple

Since the Appointments window allows double and even triple booking into the same timeslot, it may be more practical to use a 10 or 15 minute basic appointment length, and use double bookings for users who need longer appointments.which may require more scrolling and decrease readability. Once this length has been set, changing it

Once this length has been set, changing it may result in appointments that have already been booked not appearing properly in the Appointments window; the appointments that do not correspond with the new times will be displayed at the next closest time after their original appointment time.use double bookings for users who need longer appointments. Individual doctor's appointment lengths are set when

Individual doctor's appointment lengths are set when setting up their sessions.

Refresh Interval

Sets the number of seconds between each refresh of the Appointment book.

Minimum column

Sets the minimum column width (in pixels) for each column on the Appointment book.

width (pixels)

Default Day sheet layout

Portrait or Landscape.

Display Sunday in appointment window

Tick this box to include Sunday as a column in the display of week view in the Appointment book. If this is not checked, Sundays can still be displayed when the Appointment window is in day view.

Highlight row when Time column clicked

This checkbox highlights an entire row on the Appointment book when the Time column is clicked.

Field Description Pop up notes when making an appointment Bp Premier records notes against a

Field

Description

Pop up notes when making an appointment

Bp Premier records notes against a patient's name in the Appointment notes field on the Patient demographics screen, and generates notes for items such as a patient has an outstanding account, or is due for a reminder to be sent.

If the Pop up notes when making an appointment checkbox is ticked, notes are displayed on the Add appointment screen when making an appointment.

Pop up notes when patient arrives

If ticked, patient notes are also displayed in a popup when a patient is marked as 'Arrived' in the Appointment book.

Check the Health Insurance Fund expiry date

If ticked, the Health Insurance Fund expiry date is checked when accounts are created and a prompt displayed if expired.

Pop up notes when creating account

If ticked, patient notes are also displayed in a popup when creating an account for the patient.

Colour booked

If ticked, booked appointments are displayed in a pale blue colour. If not, booked and unbooked appointments have the same colour in the same session.

appointments

differently from

 

unbooked

Allow users to open patient records from other user's appointments

If ticked, users who have access to open patient records will be able to start visits from other user's columns in the appointment book.

This option is most commonly used if a practice has a treatment room that is used by many staff, and will allow the next available person to take the appointment.

Allow users to change the ‘Booked by' name when making appointments

If ticked, users can change the name of the person who has booked the appointment when creating the appointment.

Show Cancellation list when an appointment is cancelled

If ticked, when an appointment is cancelled, the cancellation list will show any patients who are waiting on an appointment to become available.

Include Inactive

If ticked, both inactive and active patients are displayed in the patient search screen.

patients when

making an

appointment

Require a reason when cancelling an appointment

If ticked, the user will be forced to enter a reason for cancelling and appointment.

Display appointment type icons in Appointment book and Waiting room

If ticked, appointment book icons will appear next to appointments in the appointment book and waiting room.

Field   Description Don't display ticked, and the option Display appointment type icons is ticked,

Field

 

Description

Don't display

ticked, and the option Display appointment type icons is ticked, standard appointments will not have icons displayed. next to them.

If

appointment icon

on standard

 

appointments

Automatically show

ticked, an attendance icon indicates whether an appointment's attendance has been confirmed or declined:

If

attendance status

on appointment

 

book

book A green circle icon means that the appointment has been confirmed.

A green circle icon means that the appointment has been confirmed.

A red circle icon means that the appointment has been declined.

A red circle icon means that the appointment has been declined.

yellow circle icon means that the appointment has been sent an SMS reminder, but has

yellow circle icon means that the appointment has been sent an SMS reminder, but has not confirmed or declined the appointment.

A

No icon indicates that the appointment has not been sent an SMS reminder, and the

No icon indicates that the appointment has not been sent an SMS reminder, and the appointment has not been confirmed or declined.

Show uncompleted

ticked, patients that are currently “With doctor” or “At billing” remain displayed in the Waiting room screen.

If

appointments in

Waiting room

 

when opened

not ticked, the same patients are removed from the Waiting room screen as soon as the doctor opens the patient record and starts a visit.

If

Allow patients to be added directly to Waiting room

ticked, patients can be added to the Waiting room screen without having had an appointment made in the Appointment book.

If

Allow patients to be added to Waiting room for ‘Any doctor

If

ticked, patients can be added to the Waiting room screen without being allocated to

specific doctor. Patients will be visible in all doctors' Waiting room screens, and any doctor can choose to see them.

a

8. Set up SMS appointment reminders

Bp Premier can send out appointment reminders to patients by SMS, if the patient has a mobile phone number and consent to receive SMS recorded in their patient demographic.

Before you can send SMS messages from Bp Premier, you must purchase an SMS plan from Best Practice Software. Contact Sales on 1300 401 111 and press 2. You will receive an SMS user name.

SMS connection details and defaults

1. Select Setup > Configuration > Appointments > SMS Reminders. Click Configure at the bottom of the SMS Reminders screen.

2. Enter the SMS User name you received from Best Practice Software.

3. If your practice uses a proxy server, enter the proxy details. 4. Test the
3. If your practice uses a proxy server, enter the proxy details. 4. Test the

3. If your practice uses a proxy server, enter the proxy details.

4. Test the connection and click OK to save the configuration.

5. In the SMS Reminders screen, tick:

Check for replies to SMS remindersthe configuration. 5. In the SMS Reminders screen, tick: Automatically confirm or decline appointment attendance 6.

Automatically confirm or decline appointment attendanceReminders screen, tick: Check for replies to SMS reminders 6. Click OK to save the configuration.

Automatically confirm or decline appointment attendance 6. Click OK to save the configuration. Reminder templates

6. Click OK to save the configuration.

Reminder templates

1. Select Setup > Configuration > Appointments > SMS Reminders.

2. Click SMS Reminders and click New to add a new template.

3. Add a template name. 4. Type template text into the text box on the
3. Add a template name. 4. Type template text into the text box on the

3. Add a template name.

4. Type template text into the text box on the left. Double-click a field on the right to insert that field into the template text. The field will be substituted with the actual value when the SMS is sent. For example, <ApptDate> will be converted to the date of the appointment.

5. Keep texts under 140 characters and remember to account for expanded fields, such as long patient or doctor names.

6. Click OK.

Set up reminder schedules

A schedule is a set of criteria for sending bulk appointment reminders.

1.

Select Setup > Configuration > Bp Service tab.

Select Setup > Configuration > Bp Service tab . 2. Tick Use BP Service for running
Select Setup > Configuration > Bp Service tab . 2. Tick Use BP Service for running

2. Tick Use BP Service for running automated SMS and click Configure Automated SMS. The SMS Automated Schedules screen will appear.

3. Click Add. The Add/Edit SMS Schedule screen will appear.

4. The selections on the left hand side determine the appointments that will be included
4. The selections on the left hand side determine the appointments that will be included

4. The selections on the left hand side determine the appointments that will be included in the reminder list. The Date span determines how far into the future to look for appointments. You can send reminders for appointments with selected doctors and selected appointment types.

5. The right hand side determines when to send the reminder messages, how often, and which tem- plate to use.

6. Enter a descriptive Schedule Name and click OK to save the reminder schedule. After saving, Bp Service will monitor the reminder schedule and trigger SMS reminders to be sent out at the Send time.

Set permissions for users to send SMS messages

By default, new users are not granted permission to send SMS messages.

1. Select Setup > Users. Select the user who will send messages and click Edit.

2. Click Set Permissions. Scroll to the bottom of the list and set Send SMS Reminders to ‘Allowed’.

3. Click Save and Save again. 9. Set up Medicare online claiming You will need
3. Click Save and Save again. 9. Set up Medicare online claiming You will need

3. Click Save and Save again.

9. Set up Medicare online claiming

You will need your Medicare site certificate and passcode.

The instructions below set up a practice with a single location and no proxy server for online claiming. If your practice has multiple Minor IDs registered with Medicare for multiple locations, or uses a proxy server, review the additional resources below:

Search for ‘multiple minor ID’ in the Bp Premier Knowledge Base . Knowledge Base.

Search for ‘claiming proxy server’ in the Bp Premier Knowledge Base . Knowledge Base.

Check the online claiming module was installed

On the Bp Premier server, look for the folder C:\Program Data\BPOnline. If this folder does not exist, rerun the Bp Premier installation file and select Install Bp Premier Online Claiming Module on the Online Claiming screen.

Enable online claiming and set up certificates You will need the following digital certificate files:

Enable online claiming and set up certificates

You will need the following digital certificate files:

Individual PKI certificates fac_encrypt.p12 and fac_sign.p12 — found on the Medicare PKI site cer- tificate sent to you fac_encrypt.p12 and fac_sign.p12 — found on the Medicare PKI site cer- tificate sent to you by Medicare.

Public PKI ‘Medicare Australia’ certificates — installed and updated through Data Update in the folder C:\ProgramFiles\Best Practice Software\BPS\MedicareCerts\.the Medicare PKI site cer- tificate sent to you by Medicare. 1. Select Setup > Configuration

1. Select Setup > Configuration > Online claiming.

2. Tick Activate Online Bulk Bill Claiming and Activate Online Private Patient Claiming.

3. Enter your Minor Id.

Online Private Patient Claiming . 3. Enter your Minor Id . 4. Click Change and set

4. Click Change and set the Path to Certificate Store to ‘C:\ProgramData\BPOnline\’. Click Save. Bp Premier will prompt for a certificate store password for the practice. Enter and confirm a pass- word and click Save.

If you need to change the certificate store password, click Set certificate store passphrase .
If you need to change the certificate store password, click Set certificate store passphrase .

If you need to change the certificate store password, click Set certificate store passphrase.

5. Insert the Medicare site certificate CD.

6. Click Import Medicare certificate to open the HeSA Certificates screen. Select and Attach all cer- tificates with ‘Medicare Australia’ in the Certificate owner column. Click Close when finished.

7. Click Import site certificates to open another HeSA Certificates screen. Click Change folder ,
7. Click Import site certificates to open another HeSA Certificates screen. Click Change folder ,

7. Click Import site certificates to open another HeSA Certificates screen. Click Change folder, browse to the location of the Medicare site certificate CD and click OK.

8. Select the certificate fac_encrypt.p12 and click Attach. Select fac_sign.p12 and click Attach. Do not import any other certificates from the CD.

9. Click Close.

10. Click Save in the Online Claiming tab to save configuration.

Test the link to Medicare

1. Press F2 to search for a patient, and click View Details to open the patient’s demographic record.

2. Click Medicare/DVA Eligibility check. If the connection is successful, Medicare will be able to val- idate the patient’s Medicare number and report on matching details.

If more than one Bp Premier workstation processes online claims

On the Bp Premier server:

1. Share the folder ‘C:\ProgramData\BPOnline’ to Bp Premier workstations on the network.

2. Grant Windows users ‘Full control’ permissions to this folder.

On each Bp Premier workstation that will be used for online claiming:

1. Open the Configuration > Online claiming screen and tick Activate Online Bulk Bill Claiming and Activate Online Private Patient Claiming.

2. Set the Path to Certificate Store to ‘\\<servername>\C:\ProgramData\BPOnline\’., where <servername> is the hostname or IP address of your Bp Premier server. If this folder is on a mapped network drive, browse to the folder and click OK.

3. Log out of Bp Premier and back in.

11. Set up Tyro Tyro allows you to process Medicare Easyclaims through an EFTPOS terminal.

11. Set up Tyro

Tyro allows you to process Medicare Easyclaims through an EFTPOS terminal. Setting up a Tyro ter- minal requires some configuration of hardware and software outside of Bp Premier. Bp Premier may not be able to provide support with configuration of Tyro hardware or software. Contact Tyro Support for assistance.

You do not need to perform this step if your practice does not use Tyro terminals.

Install Tyro terminal and adapter software

You need to purchase a Tyro terminal suitable for your practice and install the terminal on the Bp Premier workstation you will use to process Easyclaims, such as reception.

You also need to install the Tyro adapter software on the same workstation and pair the workstation with the terminal. Tyro Support can assist with obtaining and installing the adapter software for your terminal device.

Set up Bp Premier for Tyro

1. On the machine with the Tyro adapter installed, browse to the folder C:\Program Files\Best Practice Software\BPS.

2. Run the file Tyro Setup.exe.

3. Log in using your Bp Premier username and password. The Tyro Setup screen will appear.

4. Tick the checkbox Use Tyro Patient claiming and click Save.

5. Log in to Bp Premier.

6. Select Setup > Configuration > Online Claiming.

7. Tick Activate Tyro Integrated EFTPOS.

8. Tick Activate EasyClaim Private Patient Claiming to allow private patient Easyclaims to be pro- cessed through the Tyro terminal.

9.

Tick Always send private patient claims by best available method to automatically select either Send via Patient claiming or Send via Easyclaim on the payments screen:

claiming or Send via Easyclaim on the payments screen: If unticked, neither option will be ticked

If unticked, neither option will be ticked automatically on the payments screen.claiming or Send via Easyclaim on the payments screen: If you are using both Online Private

If you are using both Online Private Patient claiming and Easyclaim Private Patient Claiming, Send by Easyclaim will be ticked automatically on the payments screen. Send by Easyclaim will be ticked automatically on the payments screen.

If you use only one claiming method, only that option will be ticked automatically on the payments screen.will be ticked automatically on the payments screen. 6. Press Save . Add Merchant IDs Complete

option will be ticked automatically on the payments screen. 6. Press Save . Add Merchant IDs

6. Press Save.

Add Merchant IDs

Complete this procedure once on any workstation successfully paired with the Tyro Terminal.

1. Select Setup > Configuration from the main Bp Premier screen. The Configuration screen will appear.

2. Select the Banks Accounts tab.

3. If the practice has only one bank account, you only need to edit the Practice account. Select the practice account listed in the top section and click Edit. The Bank account details screen will appear.

4. Enter the Tyro Merchant ID (MID) provided to you by Tyro for the practice bank account and click Save.

5. If your practice has more than one practice account, repeat steps 3–4 for each
5. If your practice has more than one practice account, repeat steps 3–4 for each

5. If your practice has more than one practice account, repeat steps 3–4 for each practice account, using the Tyro MID provided for each practice account number.

6. If your practice deposits payments into separate provider bank accounts, you must nominate a Merchant ID for each provider account. Repeat steps 3–4 for each provider account by clicking Edit under the Provider accounts list. Enter the Tyro MID for each provider account number.

7. Click Save . 10. Create document templates A practice letterhead, including graphics, can be
7. Click Save . 10. Create document templates A practice letterhead, including graphics, can be

7. Click Save.

10. Create document templates

A practice letterhead, including graphics, can be inserted into templates and used for outgoing cor- respondence. Providers can also have unique letterheads.

Bp Premier installs with a variety of standard templates for documents like medical certificates, asthma and primary care plans, referrals for different specialists, consent forms, and reminder mailout letters. You cannot modify the ‘Supplied’ templates, but you can create your own, or copy and modify a sup- plied template.

The Bp Premier word processor will be familiar to users of Microsoft Word or any other authoring soft- ware.

Create a letterhead

1. Press F4 to open the word processor.

2. Select Templates > Edit Letterhead. Click Add from the Letterheads screen and select ‘Practice’ to create a practice letterhead, or select a provider to create a letterhead for.

3. Click Select . The word processor will open at a blank document. 4. Use
3. Click Select . The word processor will open at a blank document. 4. Use

3. Click Select. The word processor will open at a blank document.

4. Use the formatting toolbar to insert and format text into the letterhead document. The example below uses a table to format a graphic with right-aligned text.

5. Double-click on a field from the list on the left hand side to insert
5. Double-click on a field from the list on the left hand side to insert

5. Double-click on a field from the list on the left hand side to insert that field. When the document is printed or saved, fields will be converted to the field value, such as the practice name, practice address, and ABN.

6. Save the letterhead when you are finished. Bp Premier will warn if the letterhead is too large. Every outgoing document that contains the letterhead is saved to the documents database. If the letterhead uses a large or complex graphic, this can quickly grow the database size.

Modify a template

1. From the word processor, select Templates > Edit template. The Word Processor templates screen will appear.

2. Select the template you want to modify for your practice and click Open.

you want to modify for your practice and click Open . 3. Make changes to the

3. Make changes to the template and insert fields where data might change. To insert a letterhead, insert General / Practice letterhead or User letterhead.

4. Save the template. Bp Premier will prompt for a new template name. Tick Available to all users to make this template available to all Bp Premier users. If you do not tick this checkbox, the tem- plate will only be available to the logged-in user.

5. Click Save . 12. Set up printers You can set up destination printers for
5. Click Save . 12. Set up printers You can set up destination printers for

5. Click Save.

12. Set up printers

You can set up destination printers for different document types, such as sending account statements to a Finance printer and invoices to the front desk. You can set the default paper source and margins for each printer.

1. Select Setup > Printers. The Setup printers screen appears.

2. For each document type applicable to your practice, select a destination printer from the Printer column. ‘Default printer’ will select the default Windows printer on that machine. ‘Prompt for printer’ will ask for the printer to send to.

3. Select a document type from the list and click Setup . 4. Change the
3. Select a document type from the list and click Setup . 4. Change the

3. Select a document type from the list and click Setup.

4. Change the paper source if you need to (for example, to print to A3 instead) and set a horizonal and vertical offset to add to any margins present in the document templates.

5. Click Save. Repeat to set up printer settings for a different document type.

6. Click Save again to save printer settings.

13. Set the emergency access password

Bp Premier stores an emergency access password that can be used to access confidential notes in an emergency, such as providing access to a patient record if the usual provider is on leave. The emer- gency password should be set before the software goes live, and made available to selected senior staff only. Because the emergency password provides complete access to sensitive clinical data, change the password regularly.

1. Select Setup > Configuration > Database.

2. Click Emergency patient access.

3. Enter and confirm the emergency password and click Save . 14. Set a backup
3. Enter and confirm the emergency password and click Save . 14. Set a backup

3. Enter and confirm the emergency password and click Save.

14. Set a backup schedule and perform a manual backup

Best Practice Software recommend scheduling a regular database backup. After-hours is best to reduce potential performance issues on the server.

Create a backup schedule

1. Select Setup > Configuration > Bp Service. Tick Use BP Service for running automated backups and click Configure Automated Backup. The Scheduled backup screen will appear.

2. Click Add to open the Backup details screen.

3. Select the day of week to run the backup, or every day or all
3. Select the day of week to run the backup, or every day or all

3. Select the day of week to run the backup, or every day or all week days.

4. Select the Backup time and the Backup folder on the server where the backup files will be stored. If you are saving to a network drive, the drive must be mapped, not a UNC path.

5. If you want to run a compressed backup, you will need about three times the size of the database on the server hard drive to run the compression.

6. Click Save to save the scheduled backup. You can create as many scheduled backups as you need.

7. Tick Delete old backups in same folder to replace old backup files with the new backup. However, you should also make sure you keep a copy of prior backup files, according to your practice’s disaster recovery IT policy.

8. Tick Send message if backup fails to send an internal message to the selected users if a backup fails.

9. Click Save.

Run a manual backup

Back up your database at this point to save all of your management configuration.

1.

From Windows desktop, select Apps > Best Practice Software > Bp Backup.

select Apps > Best Practice Software > Bp Backup . 2. Click Backup Database . Enter
select Apps > Best Practice Software > Bp Backup . 2. Click Backup Database . Enter

2. Click Backup Database. Enter a user name and password for a user with administrator per- missions.

3. Browse to where you want to save the backup file, enter a descriptive File name, and click Save.

Initial Management functionality setup is complete. You can now begin using management functions like billing and claiming in a live environment. Follow the instructions in the Clinical Setup Guide if you are setting up Bp Premier for the first time.