Record a Visit

Helix User Guide

Record a Visit

When a patient has been located, and selected, the Create Visit panel opens for that patient.

The Centre displays the centre you're currently logged into.
The Work Area displays 'GP' by default, but you can indicate another area if you wish e.g. 'Specialist', 'Physio' etc.
The Date of Service displays the current date by default, but you can set this to a previous date if the service was provided on a different day.
HCP displays either the name of the clinician selected when the patient's appointment was made, or 'First Available'. In the latter case, you can specify a clinician by typing their name into the field.
The Billing Type drop-down menu displays one of the following options:

A pre-selected billing type, selected by you, when the patient's appointment was first scheduled.
A pre-selected billing type, based on patient demographics e.g. if patient has a Medicare number recorded, Medicare will be pre-selected.
Billing options can be modified by the clinician during consult.
DVA Department of Veterans' Affairs and Medicare options are only enabled if these card details have been entered for the patient.
You can change the billing type at any time, provided you have not already issued the invoice.

Add Service Items as desired, by clicking within the Code text box, and entering the item number. A list of matching items is present to select from. The default amount for the service item is entered automatically, but can be overridden by changing it manually.

Enter any notes in the Annotation section at the bottom of the panel.
A warning message may be displayed at the bottom of the panel. For example, if a patient has already had an appointment created that day, and they present for another appointment. Service text may be entered to state the reason for the second consultation, such as "patient presented for new illness".
If payment is required (a private visit, for example), the amount is displayed at the bottom of the Visit panel. The patient pays the amount before their consultation, and any adjustments can be made after the consultation.
Finalisation of an invoice generally occurs at the end of a consult. However, should you wish to finalise before the consult, the Process Billing button provides for this.

The Create Visit button offers the following options:

Create Visit: The patient is added to the queue, and you can immediately record their visit. You would use this method if you are billing the patient for services delivered that day (i.e. the most common method for recording a visit). A visit voucher is printed and given to the HCP when it is the patient’s turn. After the visit has been recorded, a list of the visit Service Items is added to the patient's Timeline, flagged with the icon.
Create Visit - No Queue: You can immediately record the patient's visit, but they are not added to the queue, and a consult is not conducted. You would use this method if you wanted to bill the patient for a previous visit (e.g. the patient was consulted yesterday, and they have returned today, to settle their account).

Visit Type

Description

Medicare

Medicare codes may be entered in the rows displayed.
Enter a new code, or type a description in the Code field to display a list of options.
The amount displayed is bulk-billed to Medicare; there is no charge to the patient.
Select a service fee type from the drop-down list. This is used to group invoices together.
Select service text by clicking and selecting an option or entering text in the field. This displays as a note on the invoice.
A row can be deleted by clicking

DVA Department of Veterans' Affairs

In the DVA panel, enter the Treatment location, Authorised by, and Condition treated (if the patient has a DVA white card).
Enter DVA codes in the rows. The amount is displayed, but there is no charge to the patient.
Select a service fee type from the drop-down list. This is used to group invoices together.

Select service text by clicking and selecting an option or entering text in the field. This displays as a note on the invoice.
A row can be deleted by clicking

Private

To prepare a claim for a private consultation:

Check in the patient header that the Payer Details have been recorded. If the patient is under 12 years old, the payer details must be entered here. If the patient is the payer, then tick the associated button.
Select a HCP in the Create Visit panel.
Click to commence recording of the visit.
Enter a new code to add a new charge.
Record the payment, and click Issue. If multiple payment types were used, enter the amount for each type. If no payment was made, a warning message is displayed when you select Create Visit.
Click the Prepare Claim button in the Private section.

The Patient Prepare Claim panel displays.
Confirm with the patient that Medicare has their contact and bank details. If not, tick the associated boxes to send these details to Medicare.
Click The claim is submitted to Medicare. A success message is displayed to indicate it was created. See Patient Claims for more information on how the claims are stored.

Pre-Employment

Record the Employer and Account holder names for a pre-employment consultation. If the Employer or Account holder cannot be found, you can create a new one.
Enter pre-employment codes in the rows. The Amount is displayed for each row and the Total is displayed at the bottom of the panel.

The available payment methods are:

HICAPS
EFTPOS
Credit Card (includes a surcharge)
Cash

Notes:

If multiple payment types were used, enter the amount for each type.
To change the payment method, click the icon again and select a new option.
If too much money was paid, a refund can be performed in the transaction history. See Transaction History for information.
Select a Service fee type from the drop-down list. This is used to group invoices together.
Select Service text by clicking and selecting an option, or entering text in the field. This displays as a note on the invoice,
A row can be deleted by clicking

Workers Compensation

Enter details for the following:

Employer
Account holder
Type of injury (free text)
Date of injury
Claim date
Claim # (free text)
A claim diary entry may be created by clicking
Contacted? (drop-down list).
Select a colour-coded status from the drop-down list (Active, Declined, Pending, In Review, Closed, or Inactive).
Employer contact (free text).

When you start typing in the Employer and Account holder fields, a list of options is displayed. A new Employer or Account holder can be added by clicking or Add New Address button. The Add/Edit Address Book opens.

Enter worker compensation codes in the rows. The amount is displayed but there is no charge to the patient.

Select a service fee type from the drop-down list. This is used to group invoices together.

Select service text by clicking and selecting an option, or entering text in the field. This displays as a note on the invoice.

A row can be deleted by clicking