BpPremier Lava ManagementSetupGuide

Bp Premier Management
Setup Guide
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The information is subject to change without notice.
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do not preclude the need for training.
Best Practice Software Pty Ltd Best Practice Software New Zealand Ltd
PO Box 1911 PO Box 1459
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www.bpsoftware.net
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.
Page 2 Bp Premier Management Setup Guide

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.
Bp Premier Management Setup Guide Page 3

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 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.
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 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.
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,
Identifier and used to access My Health Record online.
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:
1. Click Add next to the Practice Locations list. The Location details screen appears.
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 Tick if your practice is exempt, or has been granted an exemption, from
Imaging rules 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 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.
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 ... button to record a Provider No. for each location at
which the provider works.

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:
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.
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.
Add/Edit/Delete — The user can view, add, edit, and delete records and data associated
with the function.
Allow Access / Deny Access — Some functions allow only yes or no access to the user, for
example, access to reports.
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, 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.
Self Only Access — The selected reports will contain data only from patients and data for the
current user.
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 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.

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.
If set to 'Patient', the patient will always be billed according to the patient's billing
type.
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 If ticked, all new accounts generated from the Create Account screen will be billed
patients usual to the provider listed in the patient's usual doctor field in the patient's demographics
doctor for new record.
accounts
Enforce entry of If ticked, users must enter a reason for cancelling payments and invoices.
reason for
cancelling
payments and
invoices
Create separate If ticked, the debtor list will generate separate debtor statements for each doctor
accounts in Debtor and a drop down box will appear on the ‘Debtor list screen to allow you to select the
list for each doctor doctor. If unticked, the ‘Debtor list screen will produce debtor statements for the
practice rather than each doctor.
Print practice name If ticked, the practice name and address entered in the Setup > Practice details >
on accounts, Edit screen will be printed on all accounts, receipts, and statements. If unticked, the
receipts and doctor's name and details will be printed on all accounts, receipts, and statements.
statements
Prevent Direct Bill If ticked, accounts which are direct-billed to Medicare or DVA can't be entered if the
vouchers without Medicare number or DVA number is not recorded on the patients demographic
Medicare and DVA record. If unticked, accounts can be direct-billed if the Medicare number or DVA
no. number is not recorded.
Allow invoices with If ticked, accounts that do not contain any services can be printed.
no services to be If unticked, blank accounts can not be printed.
printed
Print invoices and If ticked, all invoices and receipts will print in A5 format. If unticked, all invoices and
receipts on A5 receipts will print in A4 format.
paper
Print header on If ticked, all invoices and receipts will have the practice or doctor details printed at
invoices and the top of the page (see also setting for Print practice name on accounts, receipts
receipts and statements). If unticked, nothing will be printed at the top of invoices and
receipts. The letterhead will be used.
Bill direct to Tick this box if you want any accounts created for the patient to default to bill to the
insurance company insurance company noted on the patient's demographics record.
if known
Prompt when there Tick this box to display, when saving an invoice, if an item number listed on the
is a duplicate invoice has already been billed that day.
service on the same
day
Print Medicare No Tick this box to print the patient's Medicare number and date of birth in their
and DoB on Invoices invoices and receipts.
and receipts

Field Description
Print health Tick this box to print a patient's health care fund details from their demographic
insurance fund record in the patient's invoices and receipts.
details on invoices
and receipts
Include outstanding Tick this box to print outstanding balances on invoices and receipts.
balance on Invoices
and Receipts
Include Practice in Tick this box to include the provider's practice in the list of billing providers when
the list of billing creating an account.
providers
Default to DVA list Tick this box to display the Allied Health DVA item list when creating accounts for
for DVA accounts DVA patients.
for Allied Health
Professionals
Include Services If ticked, the Use previous accounts function is available when creating an account to
when using ‘Use default to, including services.
previous account
button
Round GST to the Rounds GST amounts up or down to the nearest 5 cents.
nearest 5 cents
Apply Diagnostic Lava Service Pack 1 only.

Imaging rules to
private accounts Apply the multiple services rules for diagnostic imaging, as applied to Medicare and
DVA accounts, to private fee accounts also.
Check the 'Credit Lava Service Pack 1 only.

payment...' box
when reversing a When reversing a payment, tick the Credit payment to payer’s account checkbox
payment 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 & Adjusts where the name and address is printed on accounts or receipts from the left
address on of page.
accounts and
receipts __ mm
from left of page
Start printing body Adjusts where the body of accounts and receipts are printed from the top of the
of accounts and page. This setting is useful if your practice prints on preprinted letterheads or forms.
receipts __ mm
from to top of page
Layout of Medicare Medicare regularly change the layout of their green claim form. This option allows
Claim form 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 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.
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 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.
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 text tab. This screen configures the text that is
printed at the bottom of accounts.
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.
Location Each location can have different text on statements. If your locations will all use the same
standard statement text, select ‘Default’.
Standard In the topmost text box, enter the text that will appear at the bottom of regular account
account statements.
footer (n
days Beneath the standard account text box are text boxes for overdue statements. The default
overdue) periods are 30, 60, and 90 days, but you can change the default overdue periods to suit
your practice.

Field Description
Discount This text is printed on any accounts created from a fee scheduled called 'Discount'. Any
text 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%.
Base Select whether to calculate the overdue date based on the date that the Invoice was
overdue created or the date the Service was administered.
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 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 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 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.
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 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 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’).

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

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.

Add a custom fee schedule
1. Select Setup > Practice fees. The Setup practice fees screen will appear.
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 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 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 the MBS 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.
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.
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.
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)
consultations outside of regular hours (‘extra’ sessions)
'on the day' times for walk-ins, if applicable to your practice
rostered times for providers if your practice uses a rolling roster cycle.
Create a session:
1. Select Setup > Sessions. The Setup sessions screen will appear.
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 Week field to define the same parameters for all
weekdays.
The 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 enabled.
Select the practice 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.
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.
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 reasons 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.
Appointment book defaults 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.
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 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 patient cancels an appointment.

4. Click Save.
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.
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 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.
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 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 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.
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.
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.
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 Portrait or Landscape.

layout
Display Sunday in Tick this box to include Sunday as a column in the display of week view in the
appointment Appointment book. If this is not checked, Sundays can still be displayed when the
window Appointment window is in day view.
Highlight row when This checkbox highlights an entire row on the Appointment book when the Time
Time column column is clicked.
clicked

Field Description
Pop up notes when Bp Premier records notes against a patient's name in the Appointment notes field on
making an the Patient demographics screen, and generates notes for items such as a patient has
appointment 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 If ticked, patient notes are also displayed in a popup when a patient is marked as
patient arrives 'Arrived' in the Appointment book.
Check the Health If ticked, the Health Insurance Fund expiry date is checked when accounts are created
Insurance Fund and a prompt displayed if expired.
expiry date
Pop up notes when If ticked, patient notes are also displayed in a popup when creating an account for the
creating account patient.
Colour booked If ticked, booked appointments are displayed in a pale blue colour. If not, booked and
appointments unbooked appointments have the same colour in the same session.
differently from
unbooked
Allow users to If ticked, users who have access to open patient records will be able to start visits from
open patient other user's columns in the appointment book.
records from other
user's This option is most commonly used if a practice has a treatment room that is used by
appointments many staff, and will allow the next available person to take the appointment.
Allow users to If ticked, users can change the name of the person who has booked the appointment
change the when creating the appointment.
‘Booked by' name
when making
appointments
Show Cancellation If ticked, when an appointment is cancelled, the cancellation list will show any patients
list when an who are waiting on an appointment to become available.
appointment is
cancelled
Include Inactive If ticked, both inactive and active patients are displayed in the patient search screen.
patients when
making an
appointment
Require a reason If ticked, the user will be forced to enter a reason for cancelling and appointment.
when cancelling an
appointment
Display If ticked, appointment book icons will appear next to appointments in the appointment
appointment type book and waiting room.
icons in
Appointment book
and Waiting room

Field Description
Don't display If ticked, and the option Display appointment type icons... is ticked, standard
appointment icon appointments will not have icons displayed. next to them.
on standard
appointments
Automatically show If ticked, an attendance icon indicates whether an appointment's attendance has been
attendance status confirmed or declined:
on appointment
book A green circle icon means that the appointment has been confirmed.
A red circle icon means that the appointment has been declined.
A yellow circle icon means that the appointment has been sent an SMS reminder,
but has not confirmed or declined the appointment.
No icon indicates that the appointment has not been sent an SMS reminder, and the
appointment has not been confirmed or declined.
Show uncompleted If ticked, patients that are currently “With doctor” or “At billing” remain displayed in
appointments in the Waiting room screen.
Waiting room
when opened If 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.
Allow patients to If ticked, patients can be added to the Waiting room screen without having had an
be added directly appointment made in the Appointment book.
to Waiting room
Allow patients to If ticked, patients can be added to the Waiting room screen without being allocated to
be added to a specific doctor. Patients will be visible in all doctors' Waiting room screens, and any
Waiting room for doctor can choose to see them.
‘Any doctor
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 connection and click OK to save the configuration.
5. In the SMS Reminders screen, tick:
Check for replies to SMS reminders
Automatically confirm or decline appointment attendance...
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 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.
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 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 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.

Search for ‘claiming proxy server’ in the Bp Premier 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:
Individual PKI certificates 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\.
1. Select Setup > Configuration > Online claiming.
2. Tick Activate Online Bulk Bill Claiming and Activate Online Private Patient Claiming.
3. Enter your Minor Id.
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.
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,
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. 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:
If unticked, neither option will be ticked automatically on the payments screen.
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.
If you use only one claiming method, only that option will be ticked automatically on the
payments screen.
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 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 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 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 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.
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 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 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 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 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.
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.

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Bp Premier Management

Last updated: January 2018

Intended for usage with Bp Premier version Lava.

Page 2 Bp Premier Management Setup Guide

Before you start

Check Management functionality is enabled

Bp Premier Management Setup Guide Page 3

1. Set date, time, and region

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2. Enter practice details and locations

Bp Premier Management Setup Guide Page 5

Add practice details:

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

ABN Number Your practice’s Australian Business Number.

VSP Number Your practice’s Vaccine Service Provider Number.

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Licence Code Licence key issued to you by Best Practice Software.

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

E-mail Email address for this practice location.

Bp Premier Management Setup Guide Page 7

Click Attach HeSA Certificates to link a Medicare PKI certificate to this

Restore a deleted location:

4. Add Bp Premier users

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1. Open the User Details screen for the user.

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

1. Log in to the Bp Premier server.

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Apply Diagnostic Lava Service Pack 1 only.

Check the 'Credit Lava Service Pack 1 only.

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

Bp Premier Management Setup Guide Page 17

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2. Complete the fields in this screen:

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

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Notes can now be selected on invoice and item screens:

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5. Set up private fees

Add a custom schedule (such as ‘AMA’, ‘Workers’ compensation’, or ‘Practice fees’).

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

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Assign a practice fee to an MBS item

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6. Set up appointment book sessions

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

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