Overview

An 'entity' user is generally a non-human, administrative account with which you bill patients for services. For example, your Practice may wish to bill patients for vitamins bought over the counter, at your Practice. Such sundries are 'administered' by the Practice as opposed to being administered by a specific practitioner. If you intend to bill patients in this manner, you need to create a user account for the Practice. The instructions below cover how to create and configure an entity account in Pracsoft.

Note that there are additional instructions below for sites that also use MedicalDirector Clinical in conjunction with Pracsoft. These extra steps must be followed if your practice uses both Pracsoft and Clinical.

Step 1: Creating an Entity User Account in Pracsoft

1.      Log into Pracsoft as a Level 9 user.

2.      Select Admin > User List. The User List window appears.

 

3.      Click  The User Details widow appears.

o      Enter up to 4 characters into the User ID text box.

•       The User ID (usually the user's initials) is utilised throughout MedicalDirector Pracsoft to identify users and Practitioners.

•       Each User ID must be unique. As this is an 'entity' account for your Practice, a suggested ID could be 'Prac'.

•       The User ID (also referred to as an Initial Code) cannot be changed if transactions have been recorded on behalf of it.

o      Via the User Type drop-down menu select 'Practitioner', as this account will be used for billing patients.

o      Enter a name into the User Name text box. Remember, this is for your Practice to bill, so it is recommended you use a name that's appropriate. In our example, we have called this user 'Prac'.

o      Via the Security Level drop-down menu, select '1 - Basic Access'. See more about security levels here.

o      Via the Summary Data View drop-down, select 'None Allowed'.

o      Leave the Recall Attendance Prompt deselected.

 

 

4.      Click Save to confirm your selections. The Set-up Password window appears. Enter and confirm a password for this user.

 

5.      Click Save to confirm your password choice.

6.      The Practitioner Details Set-up prompt appears. You will need to configure some practitioner settings for the entity account, so click

7.      The Practitioner Details window appears. Ensure the following settings are in place:

o      The Location field represents your practice.

o      The LSPN field is left blank.

o      The Provider No field is left blank.

o      The Payee Provider No field is left blank. An entity account does not need to have a Provider Number recorded against its record because it cannot conduct online claiming.

o      The Validate check box is not ticked.

o      The AHPRA No field is left blank.

o      The HPI-I No field is left blank.

o      The Practitioner Type field reads 'Medical Practitioner'.

o      The Referral Required check box is not ticked.

o      The Practitioner Status field reads 'Employee'.

o      The Practice Group field reads '0'. Note that typically this is left as '0' unless your practice uses Practice Groups.

o      The Medicare Plus field reads 'None'.

o      The Apply VAP Incentive check box is not ticked.

 

8.      Click Save to save the practitioner settings for your Entity account.

If you use MedicalDirector Clinical in conjunction with Pracsoft, you must now locate the new user account in Clinical and flag it as 'inactive. Follow the instructions in Step 2, below.

You can now bill patients using this account.

Step 2: Managing the Entity Account in Clinical

This section is for sites that use both MedicalDirector Clinical and Pracsoft.

If you use Clinical in conjunction with Pracsoft, and you have followed the instructions above for creating an entity account in Pracsoft, you may have discovered that the Clinical user database now also includes this new user record. This is by design; user records created in Pracsoft are automatically created for you in Clinical. However, in this instance, you must flag the entity user record in Clinical as 'inactive'. Follow the instructions below.

1.      From within the MedicalDirector Clinical main window, access the User Database by selecting Users > Setup Users.

2.      Locate and select the entity user account you created in Pracsoft.

  

3.      Click   You will be prompted to confirm this action. Click Yes to confirm.

4.      You will now be asked whether you also wish to flag this entity user account 'inactive' in Pracsoft. Because you need to keep this user account active in Pracsoft in order to bill with it, you must select .

5.      There are no further requirement in Clinical. You may now close the User Database.