January 22, 2021

Important Notice: COVID-19

Notice: COVID-19 has now been classified a global pandemic and we acknowledge that our clients are the backbone supporting the community during this unique time.We realise that practices resources are stretched, so please be assured that providing the highest levels of support during this time is our priority.We have expanded capacity in the support area to cope with increased demand and are doing our utmost to resolve your support queries quickly.
FAQs

Medtech32

Frequently Asked Questions

Medtech32 FAQs

Medtech32 Version Releases

1st July funding changes and Version 21.0 Update (June 2015)

 1. What is ‘Zero fees for Under 13 years’?

From 1st July 2015 children from the ages of six to twelve will be included in the current no co-payment scheme for day and night general practice services and prescriptions.

2. What do I have to do to make sure the 1st July funding changes are incorporated into our Medtech32?

  • Upgrade to Medtech32 version 21.0 on or before 30th June 2015
  • Finalise all existing GMS and ACC claims after close of business on 30th June
  • After finalizing all claims, THEN run the GMS Utility (before start of business 1st July)
    Go to Utilities ► Miscellaneous ► GMS under 13 changes and run the utility:Medtech32 - Activate GMS

NOTE: Please contact your PHO for any additional information/questions regarding the ‘Zero Fees for Under 13 Years’ scheme.

3. Does this upgrade require an Interbase Backup and Restore?

Yes – this upgrade will require an Interbase backup and restore and we recommend that you engage with your IT Support company to carry out the upgrade for you.

4. Does this upgrade include the new Rural GP RP07 subsidy?

Yes it does

5. Do I have to modify the subsidy as per the applied changes?

No, the following subsidies will automatically update:

  • The subsidy setup will be updated to reflect the new category ‘C’ for GMS subsidies.
  • C1, C3 and CZ subsidy categories are added in the subsidy setup with the same subsidy amount as J1, J3 and JZ respectively.
  • The ACC subsidy items will also have the new C1, C3 and CZ category items created – e.g. CACC.
  • The Subsidy Service dropdown in the service setup will populate the C1, C3 and CZ categories for both GMS and ACC funder services.
  • If Subsidy Service is selected as A1….YZ then C1, C3 and CZ categories will be included in that.

6. Where will the changes be reflected?

In the following modules:

  • Subsidy
  • Patient Register GMS category
  • GMS Category assignment in prescriptions
  • Internal GMS and Claw Back Reports
  • External Data Extracts
  • GMS Utility
  • Reports tab in Location Settings

7. Where can I get the GMS Adjustment Excel tool from?

On the support page of Medtech website. To view go to: https://medtechglobal.com/nz/support-nz/

8. Can I set up my new service fees before 1st July and then apply them?

The new subsidies will not be active before 1st July so you would in effect be raising your charges  to  patients.  However,  you  can  prepare  the  GMS  Adjustment  Excel  Tool  in advance so that all you have to do once you have completed the upgrade processes is copy the new subsidy adjustments into the services on the GMS tab.

9. What happens if we don’t upgrade in time?

As long as you have finalised claims created prior to July 1st your existing claims will not be affected. If you do not upgrade, any claims you generate will be at the wrong subsidy rate and you would need to correct them manually.

10. Why am I seeing a Location column in the Appointment Book?

The Ministry of Health has introduced a new requirement for practices claiming GMS subsidies for Casual patients. Such claims must now transmit the date, time and location type of the consult. Most of these consults will be entered in the appointment book and will automatically populate the claim. If a patient is seen outside the practice, the invoice will ask you to insert the location type and the date seen. The location types are set by the Ministry and cannot be changed by the practice.

As part of the Ministry of Health requirement, Medtech have enhanced the below modules to include: Location Type and Service. Please note these fields are already available as part of Version 20.12. Within Version 21.0 we have now included these in the claim files (GMS and IMMS).

The following modules in Medtech32 will now capture the additional details.

  • Appointments/ Queue
  • Consultation
  • Patient Contacts
  • Invoice

11. Why am I getting a pop-up about Non-Resident while Invoicing?

Practices typically invoice Non-residents for lab tests when they return to the Practice. On occasions the patient may not return to the Practice resulting in the Practice having to incur the cost for the Lab Tests.

To avoid this scenario, a reminder warning pop – up will appear when generating an invoice for a Non-resident. At this time it may be prudent to invoice the patient for all services rather than rely on them returning to the Practice.

The modules–‘New Invoice’, ’Quick Bill’ and ‘New Work Place Accident Invoice’ now include a pop-up warning as soon as the invoice is initiated for a Non-resident.

12. Can the new Statement Run Tax Invoice option be made to include the GST number?

Yes. You can add the GST number to the individual provider’s logo OR if you are using the practice GST number for all, to the practice logo.

13. When are the A&M subsidies going to be available?

These will be included in the upgrade AND in the standalone update for ACC subsidies which will also be on the website.

14. If I don’t want to upgrade can I still get the ACC subsidy updates?

Yes. Medtech is supplying a standalone ACC subsidy update at the same time as the V21 upgrade. But please be sure that you are not missing out on any subsidies by not upgrading.

Medtech32 Version 20.12 Release (March 2015)

1. Can I run the Medtech32 license installer along with the Version 20.12 update?

You can run it before or after the Version 20.12 install.

2. How do I remove all tasks for a deceased  patient?

You need to mark the patient’s registered status as ‘Deceased’ in the Registered field of the Patient Registration dialog box. The date deceased will be taken as the Patient’s age and all tasks associated with the patient will be removed.

3. Will the SMS be sent to the patient’s new number when their mobile number gets changed?

Yes. In Version 20.12, when the mobile number of the Patient in the Patient Registration is changed, then the SMS will be sent to the current mobile number.

4. Can I forward ManageMyHealth messages to staff that are not registered to ManageMyHealth?

Yes. A ManageMyHealth message can be forwarded to a provider who is not registered to ManageMyHealth.

5. Can providers manually forward ManageMyHealth messages?

Yes. In Medtech32 Version 20.12 the ManageMyHealth tab has a New Forwarding rule which can be enabled to forward messages from one provider to another. Refer to the release notes for more details.

6. Can providers manually forward ManageMyHealth messages?

Manual forwarding of messages can be done for  messages with status of Read, Received and Filed. Messages that have been actioned or partially actioned cannot be forwarded.

7. How do you stop a screening event from being uploaded to ManageMyHealth?

By selecting the Confidential Flag, a screening event will be marked confidential and will not be uploaded to ManageMyHealth.

8. Can a recall reminder be sent using ManageMyHealth?

The upgrade to Version 20.12 supports the feature to send a recall reminder email to the patient’s personal email.

The recall can be resent via MMH, SMS, Phone & Letter when the Reminder Response column has a status of Unread. Refer to the release notes for more information.

9. What is SNOMED-CT code?

SNOMED-CT is an international clinical term coding system that enables providers to identify and   exchange screening terms. It is a common screening identifier between Medtech32 and ManageMyHealth. The screening terms common to SNOMED-CT and ManageMyHealth are represented in the mapping table which establishes the common entity.

10. When alerts pop up for a patient, only certain alerts pop up. How do I get all alerts to pop up?

Only alerts that are designated as Auto Prompt will pop up when the patient is put on the palette. You will have to put a tick on Show All Patient Alerts to show all alerts.

11. I have a need to print a customized report that is not offered in the built-in Reports section. Is there a way to do this?

Yes. You can run/print several kinds of customized reports from our Query Builder tool.

Go to Tools ► Query Builder. You can choose the query conditions from here, request the desired output and run the query. You can also call Medtech support to request a specific query if you are having trouble in picking the right criteria.  Note: A charge may be applicable for  certain queries that need to be written for you.

12. How would I know if a patient has any allergies?

A patient with an allergy is indicated with A-! on the patient palette. To view the allergies, go to Module ► Clinical ► Medical Warnings

13. Where can I view a list of all appointments for a particular patient?

Make the required patient the active patient. Now go to Module ► Appointments ► Patient Appointments. A list of all appointments for this patient is now displayed with colour codes. An appointment in black text is a future appointment, one indicated in red implies a patient left without being invoiced, one in green indicates patient was invoiced, and one in blue indicates that the patient never arrived for the booked appointment.

14. I can’t recall a patient’s surname, but I remember her name starts with a B. I want to view this patient’s Account Statement. How can I achieve this?

Go to Module ► Accounts ► Statement Run. Enter the desired Period, click on the radio button or select Specific Range and enter the alphabet letter (in this case B) in both the boxes. Now, click on OK and it will show Account Statements for all Account Holders whose surname starts with B.

15. If I have made a note regarding a particular patient on a Notepad, is there a way to attach this to the patient record?

This can be achieved using the Attachment Manager feature. Go to Module ► Inbox ► Attachment Manager and attach these notes from here.

16. I want my doctors to be able to login without enforcing a password. Can this be achieved?

At Medtech we believe strongly in security. Although we have provided the option to not enforce a password policy, we recommend against it.

To set your desired password policy, go to Setup ► System Configuration and choose the desired password policy in the Password Policy tab.

17. How do I choose the set of icons that show up on my toolbar?

MedTech32 allows you to choose which icons you   want to see on your toolbar for easy access. Go to Window ► Toolbar ► Setup. Use the >> key to move all available icons to the toolbar, or highlight the icons you require and click the > key to move them to the toolbar. If there are icons that you do not require, select that icon from the Selected list and press the < button.

18. Is there a way I can view a report onscreen rather than printing it?

Before you click on OK for a report to be printed, choose Report Manager option in the Print To dropdown.

19. If I have created a duplicate patient by mistake and created some records to the duplicate patient, how can I correct this?

MedTech32 offers an option to merge two patient records. It is strongly advised that you be very cautious when you use this option as this process is completely irreversible. Go to Tools ► Patient ► Patient Join.

ACC

eSchedule

Why should I implement Medtech eSchedule in my practice?

With eSchedule activated in your Medtech Practice Management System (PMS) you can:

  • finalise your invoice claims more than once a day if needed
  • determine whether ACC has received you invoice claims via a live response message.  If not, eSchedule will tell you which line has the error for you to fix and resubmit back to ACC
  • filter the View Claims screen by the Income and Service Provider list

The improved functionality will also make it easier to:

  • view your online remittance advice on the same day that you receive a direct credit in your bank account
  • track and monitor the progress of your invoices and claims that have been submitted to ACC
  • check online ACC claim and injury status information for your patient

Does the ACC invoicing process change within the Medtech PMS?

The way you create your invoices in Medtech does not change. You still process and finalise your claims the way you do now. The only change is the way the finalised claims are grouped and displayed and the way you send them to ACC. This will all be demonstrated during your training by the ACC eBusiness Team.

We use an IT company that deals with all of our Medtech upgrades. Who will liaise with our IT company if required?

You will need to give ACC the contact details of your IT support company and ACC will work with the IT Company and Medtech to apply the eSchedule upgrade.

Is there anything I need to do to prepare for eSchedule?

Your hardware and software environment should be compliant with Medtech’s latest System Requirement Specifications published on the Medtech website (https://medtechglobal.com/nz/support-nz/hardware-specifications-nz/).

You must be using the latest version of Medtech32, which is Version 22.0 Build 4960 onwards. ACC will work directly with you, your IT Company and Medtech to get everything ready for the eSchedule upgrade. ACC will work out a time with you to fully train you on using the new upgrade. The only things you must do, is:

  • ensure all your ACC claims are finalised and sent before the upgrade is applied.
  • if you have an existing Digital Certificate, ensure that you have it on hand
  • if you haven’t got a Digital Certificate, ensure that you have applied for and received it

If I change to eSchedule, can I go back to the Healthlink method?

No. Once you upgrade to eSchedule this is a permanent change and you cannot use the Healthlink submission method anymore. However, the eSchedule process is vastly improved, and we are confident you won’t want to go back!

Will ACC still contact me if my invoices fail?

ACC won’t need to. The biggest advantage of eSchedule is that you receive a live response message when you send your invoice. So if your invoice is rejected, you will know straight away so that you can fix and resubmit your invoice claim.

How do I know which line has the error that needs fixing?

One of the benefits of eSchedule is that the invoice lines and the patient details will be reflected in the Medtech PMS.

Do my ACC Provider IDs need to change?

No. There will be no change to the ID you currently use.

If you want to reduce the number of invoices you send and remittance advices you receive for each of the providers in your practice, ACC will work with you to find out what you prefer.

Will there be any changes to how I send ACC45 injury claims?

No. This process does not change.

What do I do when my digital certificate expires?

You will need to install your renewed digital certificate in your Medtech settings. The ACC eBusiness Team will happily support you with this if you need help.

Can I include ACC Purchase Orders or additional comments on claims?

Yes. On the old system, any invoice annotations you made did not appear in the ACC system. Now, if you need to include more information (e.g. a purchase order number for a medical report) you can annotate your invoice in the F9 screen, and when you submit it we will see it here at ACC.

I am thinking of upgrading our system to Medtech Evolution. Will the eSchedule feature be available?

Yes.  If you need any further details please contact Medtech.

Is there any change to how I use our ACC Provider IDs?

Please talk to an ACC eBusiness Analyst about the options that would best suit how your practice operates.

How do I reconcile my payments?

Depending on how you structure your ACC IDs with your invoicing will determine what eSchedule functionality will best help with this task. ACC and Medtech will work together to further streamline the reconciliation process over time.

 

Administration

Invoicing and Accounts

Invoicing Icon Accounts Icon

How do I print a statement for an individual patient?

To print a statement for an individual patient:
1. Ensure the correct patient is displayed on the palette
2. Open the A/C Holder Account window (Shift+F9)
3. Select Account – Statement/Historic Inv-Rcpt
4. Select the date range required and click OK

How do I reprint a transaction?

To reprint an invoice:
1. Place the patient or account holder onto the palette
2. Open the A/C Holder Account window
3. Highlight the transaction to be printed
4. Select Account – Print Single Inv-Rcpt

How do I delete a transaction?

To delete a transaction:
1. Open the A/C Holder Account window
2. Highlight the transaction to be deleted
3. Select Account – Open
4. Select the Delete tick box located in the bottom left corner of the window
5. Click OK or press Enter

Can I create a message that will default on invoices?

To create a message that will default on invoices:
1. Select Setup – Accounting – Account Group
2. Double click the Account Group for whom the default message is to be created for
3. Select the Invoices tab
4. Type the message that is to default into the Invoice Message field and click OK.

How do I write off an outstanding account for a patient?

To write off an outstanding account for a patient:

Credit Note is used to write-off balances from a patients account

1. Place the patient or account holder onto the palette
2. Open the A/C Holder Account window (Shift+F9)
3. Select Account – New Credit Note. The New Credit Note window will be displayed.
4. Select the Account Holder and Provider as required
5. Click the cursor into the line under Service. A dropdown arrow to the right of the field will appear. From the dropdown list select the service the patient is being credited for.
6. The Description that will be displayed on the transaction is defaulted from the Medtech32 setup and usually states Credit

Note. This description can be changed for the transaction by typing directly into the field.

7. Tick the invoice to be credited from the Invoices section of the window
8. If necessary, enter an annotation by selecting the Annotate button. Type the annotation into the white area.
9. Click OK or press Enter. To print the credit note, highlight the credit note in the Account window and select Account – Print Single Inv-Rcpt

How do I print the services list?

Any list in Medtech can be printed. Right-click and then click Print To…select printer and orientation.

Banking

Banking Icon

How can I view a previous banking that has already been closed off?

To view a previous closed off banking:

1. Select Module – Accounts – Banking or click the Banking icon Banking Icon
2. Select Banking – Filter, Ctrl+F or click the Filter icon Filter Icon
3. Select the Previous radio button the select the tick box next to the banking you wish to view and click OK

Address Book

AddressBook Icon

How can I print entries from the Address Book?

To print entries from the Address Book:

1. Select Setup – Agencies – Address Book
2. Select Address Book – Print (or)
3. Right click the mouse on the grid and select Print To followed by the OK button

Support

Logging Non-Urgent Support Requests via Medtech32

To help speed up our ability to respond to your queries we ask that when your issue or question is not particularly time sensitive or urgent that you please log the question or issue with us via email. This helps us to stream non urgent issues away from the phones and allows us to achieve a faster turnaround time.

To do this – go to the Help Menu in Medtech32 and choose ‘Contact Support’ from the menu.

Type as much information about your request as you can and if you have any kind of error message, please include that.

If you are requesting a licence update please tick the Include license checkbox.

When all information is complete, simply click on the OK button and one of our team will respond to your request as soon as possible.

Clinical

Consultation

Consultation Icon

How do I bring up the consultation timer?

To bring up the consultation timer:

It is possible to have a consultation timer display at the top right hand corner of the window. The timer will show how long the patient has been In Consultation. The time will only be displayed if the patient has a valid appointment within the Appointment Book that has been flagged as being In Consultation.

1. With the correct patient on the palette and the Consultation window open, select Consultation – Show Timer. The time is displayed in Green in the top right corner of the Consultation window.

New Consultation Window

The colour will change to Yellow when there is two minutes of the allocated appointment time left.

Upon expiration of the appointment time, the colour will change to Red.

The timer is reset if the screen is closed during the consultative process.

It is also possible to adjust the timer by right clicking the mouse and selecting one of the available options (Reset, Pause or Resume).

I have entered consultation notes into the wrong patients file.  How do I move the notes to the correct file?

To move patient’s notes to the correct patient:

Consultation notes cannot simply be transferred from one patient to another due to medico legal issues (i.e. any changes to patient’s files need to be tracked for auditing purposes). The below steps can be followed to move the notes to the correct patient and inactivate the notes from the incorrect patient.

1. Ensure the incorrect patient is on the palette and open their Daily Record (F6).
2. Double click the incorrect consultation notes from the Daily Record.
3. Copy the notes and paste them into the correct patient’s Consultation window (i.e. Highlight the incorrect notes, right click the highlighted notes and select copy, go to the correct patients Consultation window, right click and select paste).
4. Go back into the incorrect Consultation notes, select the More tab, select the Inactive tick box and close the consultation.

Can I spell check my consultation notes?

To spell check consultation notes:

Consultation notes can be checked for correct spelling by selecting Consultation – Spell Check. If a word is not found in the dictionary, a list of suggestions will be displayed.

Select one of the options listed below to continue the spell check.

Ignore – Skips the current word and continues to check the rest of the consultation notes
Ignore All – Will skip all occurrences of that word in the consultation notes
Add – Will add the word in the Not in Dictionary field to the user defined dictionary
Change – Will change the word in the Not in Dictionary field to the word that is displayed in the Replace With field (either highlight a word from the Suggestions list or type the word directly into the Replace With field)
Change All – Will change all occurrences of the word in the consultation notes with the word displayed in the Replace With field
Auto Correct – This will always change the word in the Not in Dictionary field to the word displayed in the Replace With field – handy if you always make the same spelling mistake!

Once the spell check is complete, an Information window will be displayed. Click OK or press Enter to return to the Consultation window.

How do I change the font colour of the Subjective or Objective fields in the Consult notes for one patient?

Right click in the Subjective or Objective box and left click on Font.

How do I unlock locked consultation notes?

With the consultation screen open click on ‘consultation’ in the main menu tool bar -> click on unlock consultation notes.

Inbox

Lab Orders – Adding Patient Residential Status and NHI details

We have been advised by customers that PHOs and Laboratories are requesting that practices include patient residential status and NHI details on documents and order forms. To comply with these requests, practices need to include the following Insert Codes in the relevant documents.

a)    NHI Number [PAT_NHI_NO]

b)    New Zealand Resident [PAT_NZ_RESIDENT]

To add these – go to Setup 4 Inbox/Outbox 4 Outbox Document

 • Highlight the document in the list and double click to open
• On the Document tab – click on the Insert button
• The drop-down will default to the Patient Keyword list
• Scroll down to find NHI number and Resident Keyword

How can I forward laboratory results to another staff member to action?

To forward results to another provider to action:

You are able to forward pathology results from your inbox to another staff member’s inbox for them to action if necessary.

1. Select Module – Inbox – Provider Inbox.
2. Double click the result that is to be transferred to another staff member.
3. Select the required staff member from the Attention field and click OK.

How can I tell if pathology results have been actioned when viewing the results in the Patient Inbox?

To tell if pathology results have been actioned:

If the Subject field in the Patient Inbox is in bold font it means the pathology result has not yet been actioned.

Am I able to graph a patients test results?

To graph inbox results:

Test results can only be graphed if received in HL7 format. To graph test results please follow the below instructions:

1. With the correct patient on the palette, select Module – Inbox – Patient Inbox
2. Right click the mouse on the result in the inbox that is to be graphed and select This Subject Only
3. Select Patient Inbox – Chart
4. If only one row is to be graphed, select the row required by clicking the mouse on it. If multiple rows are required, select the first row, press the Ctrl key at the same time as clicking on the other rows required with the mouse.
5. Select Patient Inbox Chart – Graph

If I have filed a laboratory result to the wrong patient how do I re-file the result to the correct patient?

To re-file a pathology result:

1. Select Module – Inbox – Provider Inbox
2. Select Provider Inbox – Filter
3. Select the Filed Results Only tick box and click OK
4. Double click the mouse on the result to be refiled to the correct patient
5. Click the Find button and search for the patient you require. Click the File button.

Medications

How do I flag a medication as a Personal Medicine?

To flag a medication as a Personal Medicine:

If a provider has medicines that they prefer to prescribe, they can be setup as Personal Medicines. This allows for standardised fast prescribing as personal medicines will appear first before other drugs in the MIMS list. For example, if a certain brand of paracetamol is preferred, this brand will appear first on the list, with the preferred directions defined.

1. Select Setup – Clinical – Personal Medicines. The Personal Medicines window will be displayed.
2. Select Personal Medicine – New, Ctrl+N or click the Add a new personal medicine icon. The New Personal Medicine window will be displayed.
3. Enter the first few letters of the medication and press the Tab key. The Find Drug window will be displayed.
4. Highlight the Drug and Strength required and click OK or press Enter
5. Type the key denoting the personal medicine in the Key Field. The Key field enables the user to link a variety of medications to the same keyword. For example, the key URTI may have antibiotics and pain relief associated with it. When prescribing, the user can type the key within the Drug field and all associated personal medicines will appear enabling multiple selection and prescribing.
6. Enter the quantity of the personal medicine in the Mitte field
7. Enter the number of repeats for the personal medicine in the Repeats field
8. Enter the directions for the personal medication into the Directions text box
9. Select the Generic Substitution Allowed tick box if necessary
10. Select the provider that the personal medicine is to be attached to from the Provider dropdown list. Select All if all providers require access to the personal medicine.
11. Click OK or press Enter

How can I view all instances of a particular drug prescribed for a patient?

To view all instances of a drug prescribed to a patient:

1. Select Module – Clinical – Patient Medications (or select the Medications tab in the Patient Manager)
2. Right click on the medication in the grid you wish to filter for and select This Medication Only

How can I print off a patient’s full medical history?

To print of a patients full medical history:

1. Select Report – Patient – Medical History
2. Select the tick boxes next data that is required to print on the medical report and click OK

Quick Bill

Is there a way the provider can advise the front desk staff member how the patient is to be invoiced?

Providers can use the Quick Bill facility in Medtech32 to advise other staff members how the patient is to be invoiced.

1. Place the patient to be invoiced onto the palette
2. Select Module – Accounts – Quick Bill, Ctrl+Q or click the Quick Bill icon. The New Quick Bill window will be displayed.
3. Select the provider of the consultation from the Provider dropdown list
4. If necessary, select the income provider for the consultation from the Income Provider dropdown list
5. Select the service to be invoiced from the Services to Invoice dropdown
6. If multiple services are to be invoiced, repeat step 5 until all services have been added
7. If any notes are to be added for the staff member invoicing the patient (eg “Make repeat appointment in two weeks”), type these into the Notes field
10. Click OK. The billing requirements will default on the invoice window when the front desk staff member commences invoicing the patient. Any notes will be displayed in red font at the top of the window.

Outbox

How can I add new tests to laboratory or radiology order forms?

To add new tests to order forms:

Referral Services are the individual items that are generated as part of an Outbox Document eg Laboratory and Radiology Outbox Documents.

The services are linked by Referral Folder and are displayed in the Outbox Document window in the order displayed; therefore the services must be grouped together according to their Referral Headings.

1. Select Setup – In / Outbox – Referral Services
2. Select the Referral Folder the Referral Service is being created in from the Folder dropdown list eg Laboratory
3. Select Referral Service – New, Ctrl+N or click the Add a new referral service icon 
4. Type a unique code to identify the Referral Service in the Code field (eg the initials of the description)
5. Type the name of the Referral Service in the Description field (eg Liver Function Tests)
6. Select the folder the Referral Service is to be linked to from the Folder dropdown list eg Laboratory
7. Select the Referral Heading that the referral service will be listed under from the Ref Heading dropdown list eg Haematology
8. Referral Services are automatically displayed as tick boxes within the Outbox Document. If a Referral Service requires an extra field to type notes, entering the information to precede the note field in the Prompt field will enable the extra field eg Site (of a swab)
9. If, when the Referral Service being added is selected, more than one copy of the document is required, type the required number into the Copies to Print field
10. If necessary, type the cost of the test in the Cost field
11. Click OK or press Enter. The new Referral Service now needs to be grouped with other existing Referral Services that match its Heading / Group.
12. Highlight the newly added Referral Service and select either Ctrl+U or click the Move row up icon Move Up Icon to move the Referral Service up or select Ctrl+D or click the Move row down icon Move Down Icon to move the Referral Service down.

Continue to move the new Referral Service to the place it is to appear in the list on the Outbox document.

Patient Manager

How do I increase the size of the Patient Manager window?

The Patient Manager can be enlarged via the Daily Record tab.

1. Select Daily Record – View – Large or click the View Daily Record at large size icon Large View Icon
2. To decrease the size of the Patient Manager, select the Daily Record Tab and then Daily Record – View – Normal or click the View Daily Record at normal size icon Normal Size Icon

Front Desk

Appointment Book

How do I open more than one appointment book at the same time?

To open more than one Appointment Book:

You can have up to four Appointment Books open at once. This can be achieved by selecting Module – Appointments – Appointment Book 1-4 (as required).

If you have more than two Appointment Books open at the same time you may need to manually move them. To do this, click your mouse on the Title Bar of the Appointment Book window (the blue area at the top of the window), and whilst keeping your finger on the left mouse button, drag the window to its new position and let go of the mouse.

How do I make an appointment for an existing patient?

Making an appointment for an existing patient:

1. Open the Appointment Book
2. Select the date required from the Date dropdown list, manually type the date required into the Date field or use the Goto icons
3. Select the provider required from the Provider dropdown list
4. Click the cursor into the time slot required (refer to the Navigation or Find free appointment topics in this section). The time slot field will be highlighted in yellow.
5. Enter the patients’ surname (or part thereof) into the highlighted field and press tab or click the ellipsis button. The Search Patient / Company window will be displayed.
6. Highlight the patient required from the list displayed
7. Click OK or press Enter. The patient will be displayed in the selected time slot.
8. To make a note (if necessary), highlight the Note cell next to the patients’ appointment. The cell should be yellow.
9. Type the note directly into the Note field and press Enter

How do I make an appointment for a new patient?

To make an appointment for a new patient:

1. Open the Appointment Book
2. Select the date required from the Date dropdown list, manually type the date required into the Date field or use the Goto icons
3. Select the provider required from the Provider dropdown list
4. Click the cursor into the time slot required (refer to the Navigation or Find free appointment topics in this section). The time slot field will be highlighted in yellow.
5. To make an appointment and add the patient to the database follow option a. To make an appointment without adding the patient to the database, follow option b.

a. Enter the patients surname into the highlighted field and press tab or click the
ellipsis button

Ensure the patient isn’t present in the Search Patient / Company window

Click Add

Complete the Patient Registration

Click OK or press Enter. The patient will be added to the database and the
appointment will be made.

b. Enter the patients surname and first name into the highlighted field and press
Enter. By pressing Enter rather than tabbing, the patient will be placed in bold
font rather than be searched for in the database.

When ready to add the patient in the database, highlight the patient in the
Appointment Book and press tab, this will activate the Patient Search window
and allow the patient to be added to the database by clicking the Add button

6. To make a note (if necessary), highlight the Note cell next to the patients’ appointment. The cell should be yellow. Type the note directly into the Note field and press Enter.

How do I make an appointment for a sales rep?

To make an appointment for a sales rep:

Please follow the instructions for “How do I make an appointment for a new patient?”

How do I extend the duration of an appointment?

To extend an appointment duration:

1. Open the Appointment Book.
2. Highlight the appointment to be modified.
3. Select Appointment Book – Open, Ctrl+O, click the View an existing appointment icon Open Existing Icon or double click the highlighted appointments associated time slot. The View Appointment window will be displayed.
4. Modify the appointment duration by over typing the existing duration details with the new appointment duration in minutes
5. Click OK or press Enter. Should the new appointment duration result in overlapping with another appointment, a Confirmation window will be displayed.
6. If a Confirmation window is displayed click Yes or press Enter to proceed with the modification. If the duration specified is greater than the duration set in the appointment template, the duration will be displayed on the second line of the appointment.

Can I move an existing appointment from one time slot to another or from one provider to another?

To move an existing appointment:

Using standard Windows functionality, it is possible to move appointments from one appointment slot to another and from one provider to another. Two methods are described below; the Drag and Drop method and the Cut and Paste method.

Drag and Drop

1. Open the Appointment Book
2. Highlight the appointment to be modified
3. Click the highlighted appointment until a circle with a diagonal line through it appears (editing cursor)
4. Continue holding the left mouse button down and drag the appointment (the cursor will now have a little box attached to it) to the required timeslot
5. The patient will be displayed in the new appointment slot

Cut and Paste

1. Open the Appointment Book
2. Highlight the appointment to be modified
3. Select Edit – Cut, Ctrl+X or right-click the mouse on the highlighted appointment and select Cut. A Confirmation window will be displayed.
4. Click Yes or press Enter. The appointment will have been removed.
5. Click the mouse in the appointment slot required
6. Select Edit – Paste, Ctrl+V or right-click the mouse on the highlighted appointment and select Paste. The patient will be displayed in the new appointment slot.

Can I print out the Appointment Book?

There are two options when printing the Appointment Book:

Option A

1. Open the Appointment Book
2. Right-click the mouse in the Appointment Book and select Print To. The Printer Details window will be displayed.
3. Select the orientation required from the Orientation dropdown list
4. Select the printer required from the Printer dropdown list
5. Click OK or press Enter. The report format is displayed below.

Option B

1. Open the Appointment Book
2. Select Appointment Book – Print Appointment Book or Ctrl+P. The Appointment Book will print to the default printer.

I have arrived the wrong patient! Can I reset the appointment?

If the incorrect patient has been arrived or placed into consultation, the appointment can be reset.

1. Open the Appointment Book
2. Highlight the appointment to be reset
3. Select Appointment Book – Reset or click the Reset appointment icon ResetApp Icon. The contents of the Stat column will be cleared.

How do I book more than one appointment into the same time slot (ie: Double Book)?

To book more than one patient at the same time:

1. Ensure the patient that needs to be double booked is active on the palette
2. Open the Appointment Book
3. Select the date required from the Date dropdown list, manually type the date required into the Date field or use the Goto icons
4. Select the provider required from the Provider dropdown list
5. Click the cursor into the time slot required that is already reserved. The time slot field will be highlighted in dark blue.
6. Select Appointment Book – Make Appointment, Ctrl+M or click the Make appointment for patient on the palette icon. A Confirmation window will be displayed.
7. Click Yes or press Enter. The patient on the palette will be dropped into the appointment book in the highlighted slot. The double booked appointments will be displayed in yellow.
8. To make a note (if necessary), highlight the Note cell next to the patients’ appointment. The cell should be yellow. Type the note directly into the Note field and press Enter.

I have cancelled / deleted the incorrect patient’s appointment!  Is there any way I can get it back?

Should an appointment be cancelled in error, Medtech32 provides a function which will reverse the last cancelled appointment.

1. With the Appointment Book still open from the last cancellation, select Appointment Book – Undo Cancel. A Confirmation window will be displayed.
2. Click Yes or press Enter. The appointment will be inserted into the time slot it was cancelled from.

Can I place a patient In Consultation from the Appointment Book?

To place a patient In Consultation from the Appointment Book:

A patient can be placed In Consultation by using the Waiting Room function (generally used by providers).

However, this function can also be completed from the Appointment Book if necessary.

1. Open the Appointment Book
2. Highlight the patient to be placed into consultation
3. Select Appointment Book – In Consultation or Ctrl+I. An image of a stethoscope will be displayed in the Stat column indicating the patient is In Consultation.

NOTE
The patient must first be arrived before they can be placed into consultation.

Am I able to view a patient’s appointment history?

To view a patient’s appointment history:

Medtech32 has the ability to produce a list of patient’s appointments, both in the future and in the past. This is very handy for those patients who have trouble remembering when their appointments are!

1. Open the Appointment Book
2. Highlight the required patient in the Appointment Book
3. Select Appointment Book – Patient Appointment History

The Patient Appointment History window will be displayed and the highlighted patient will be placed onto the palette.

Appointments in the Patient Appointment History window are colour coded:

“Black” Future appointment
“Red” Patient has left the practice without being invoiced
“Green” Patient has been invoiced
“Blue” Booked appointment that was not arrived

NOTE
The Patient Appointment History window can also be accessed by having the correct patient on the palette and selecting Module – Appointments – Patient Appointments or Ctrl+F7.

4. To view details of an individual appointment, highlight the appointment in the list and select Patient Appointments – Open, Ctrl+O or click the Open an existing visit icon Open Existing Icon

The View Appointment window will be displayed. For further information on when the patient was arrived, consulted or invoiced, click the Details tab.

5. Click OK or press Enter to go back to the Patient Appointment History window

Can I print all future appointments for a patient?

To print patients future appointments:

1. Make the required patient active on the palette
2. Select Module – Appointments – Patient Appointments or Ctrl+F7. The Patient Appointment History Window will be displayed.
3. Select Patient Appointments – Print, Ctrl+P or click the Print a reminder slip for the selected appointment icon PrintReminderSlip-Icon. A reminder slip will print listing the patient’s future appointments.

Patient Search

I know a patient has been registered within Medtech32 but I can’t seem to find them. Do you have any hints on how to find the patient other than via surname?

To search for a patient using both their surname and first name, separate the details with a space (not a comma). For example, Trump D would search for any patient with the surname of Trump and the first initial of D.

If you are unsure of how a surname has been entered you can perform a wildcard search by using an asterisk(*). To do this, type in the first letter (or first few letters) of the patients name, an asterisk, the last letter of the patients name, and another asterisk eg MC*DOUG*. You must place an asterisk at the end of the patients name or the search will fail.
To search for a patient by first name only, place a space in the search window followed by the first name (or initial).

You can search via the patient’s file number by placing the number into the search window and clicking OK.

There are also more advanced ways of searching that can be accessed via selecting the Advanced tab in the Search Patient window. This will allow you to search using the following criteria: Previous Name, Street Name, Date of Birth, Phone Number, Invoice or Payment Reference Numbers.

And last but not least, try searching with the Include Inactive tickbox selected. This will search for all patients – including those that have been made inactive in the database (as the patient may have been inactivated in error).

How can I search for all family members at once?

Medtech32 regards families as those patients who all have the same Chart Number.
To find all family members of the patient on the palette:

1. Select Patient – Family, press Shift+F2 or click the Find Family icon Family Icon.

The Search Patient / Company window will be displayed, listing all patients with the same chart number.

Alternatively, if the family number of the patient is known, press F2 (or click the Find Patient icon) and type the ‘hash’ symbol (#) followed by the chart number eg #3, then click Search.

When I click on F6 for patient manager the screen doesn’t open up?

Close down all other Medtech32 screens so only the grey background is showing and press F6 again -> click on window in the main tool bar -> click arrange and the F6 screen will pop up.

Palette

Can I clear patient’s details from the palette?

To clear patient details from the palette:

For privacy purposes it is possible to close the patient displayed on the palette. Patient details will be removed completely from the palette and all patient related windows will be closed. Any setup related windows will remain open.

To clear the palette, select Patient – Close active patient or Shift+Ctrl+F12. The palette will display the Medtech32 logo and title.

Appointment Pad

Can I view more than four provider’s appointments at the same time?

Medtech32 provides the functionality to present the appointments of up to eight providers in a single window; this is known as the Appointment Pad and can be accessed via Module – Appointments – Appointment Pad or by clicking the Appointment Pad icon AppointmentPad Icon.

Patient Register

I am trying to inactivate a patient and receive the following error message: “This person is the account holder for other active patients. This person cannot be made inactive”. How can I make the patient inactive?

The error message “This person is the account holder for other active patients. This person cannot be made inactive” means that the patient you are trying to inactivate cannot be inactivated until they are removed as an account holder for any other patient. Please follow the below instructions to remove the patient as an account holder for other patients and to inactivate the patient.

1. Ensure the patient that is to be inactivated is on the palette and select Module – Patient Register (F3)
2. To find out whom the patient is the account holder for select Patient Register – Account Members. Make a note of the patients displayed in the Account Members window and then close the window.
3. Place the patient that was displayed in the Account Members window (in step 2) onto the palette
4. If the patient on the palette is to be their own account holder, select the A/c Holder tick box in the Name tab of the Patient Register, and then select the Self radio button in the Account tab of the Patient Register. Ensure the Account Group field displays the correct account group for the patient (eg Patient). Once complete click OK.
5. Repeat step 4 for any other patients that were displayed in the Account Members window (step 2)
6. Place the patient that is to be inactivated onto the palette
7. Select the Inactive tick box in the Patient Register and click OK

How do I enter an International Address into Medtech?

At this stage there is no set area within Medtech where you are able to enter International Addresses. However you can add additional address information into the Res/Building field which is found in most windows that contain address fields. Data that is entered in this field will be displayed between the data entered in the name field and the data entered into the street field.

Can I update the address for all family members at once?

All patients that share the same chart number can have their address details updated at the same time.

To update Address details of all family members:

1. Open the Patient Register of one of the family members
2. Change the address as required
3. Click OK or press Enter. A Confirmation window will be displayed, click Yes to continue. The Copy Address To window will be displayed.
4. Leave a tick in the family members who are to have their address changed. Un-tick the family members that are not to have their address changed.
5. Click OK or press Enter, and close the Patient Register when ready

Can I customise any fields in the Patient Register?

The third field through to the sixth field in the Various pane of the More tab in the Patient Register can be customised.

1. Select Setup – Reference Nos. The References window will be displayed, defaulting to the Main tab.
2. The Keyword Name fields (one through to four) refer to the titles of the User Definable Fields in the Patient Register. The titles can be typed directly into the associated fields. The actual contents of the keywords are created via Setup – Patient Register – 1 4.

How do I delete a patient / company from the Medtech database?

A patient / company cannot simply be deleted, they must be inactivated or merged with another entry (please refer to “Can I merge two or more patients / companies together?” for information regarding merging data)

1. Select Patient – Search, press F2 or click the Find Patient icon FindPatient Icon. The Search Patient / Company window will be displayed.
2. Enter the search criteria
3. Double click the mouse on the record required, or highlight the record and click OK. The selected record will be displayed on the palette.
4. Select Module – Patient Register, press F3 or click the Patient Register icon PatientRegister Icon. The Patient Register window will be displayed.
5. Select the Inactive tick box
6. Click OK or press Enter to save changes and then close the window when ready

GP2GP

GP2GP

1.     When the files are sent and it asks to inactivate a patient will all their details still be in Medtech?
Yes all the patient information will still be available. If you search for the patient and put a tick in the ‘include inactive’ you will be able to see this patient.  You can double click on the patient and you will still be able to see all the clinical information in the Patient Manager.

 

2.     We have numerous notes that are over 20mb. Is there a chance that the file size for GP2GP will be increased?
Unfortunately this size is set by Healthlink and Medtech cannot make any changes to the transfer file size.

 

3.     Is GP2GP integrated with Evolution?
Yes, GP2GP is available in Evolution.  A recorded Webinar will be available on our website in the near future.

 

4.     Should we unclick ‘NOK’ (Next of Kin) when exporting?
You can unclick this for export if you wish. If you don’t then the receiving practice would need to take the tick out at their end when doing the import so it does not overwrite information already entered.

 

5.     We put Transferred in the Register field in F3 – should we keep it as Not Registered?
This is a practice preference, you can change this field to ‘Transferred’ if you wish.

 

6.     How do you know how large the file is?
At this point there is no way of knowing this. However, this request has been logged with our Software Department to see if it can be included in a future release

 

7.     How do you split files?
To split the files you need to:

• Enter the receiving practice GP Details
• Click on all the tabs to turn them from blue to black
• Right click in some of the tabs (e.g. Consultation, Medications, Classifications) and click ‘Unselect All’
• Make a note of the tabs you have unselected
• Press the export button

Then return to the ‘Patient Export’ screen, enter the receiving practice GP Details again, and turn all the tabs from blue to black.

• Unselect all the tabs you sent the first time by right clicking and then click ‘unselect all’
• Click export

 

8.     When doing GP2GP import, does the patient need to be activated before import?
You do need to have the patient pre-registered in your practice before you complete the import

 

 9.     Do you have to make the EXT Provider in the circle of trust before sending the file?
No you don’t have to do this. The receiving practice needs to make the Clinical relationship from their end.

The sending practice should advise the receiving practice that there are confidential notes and that they need to set up clinical trust relationships with the #EXT provider, which is the default provider under which all GP2GP transfers are imported.

 

10.  Do all confidential items appear at the top of the list?
Yes, anything made Confidential will show at the top of the list

 

11.  How do you prevent accidental distribution of confidential records?
Confidential items are extracted and displayed in RED and must be manually ‘ticked’ to avoid inadvertently sending confidential information. All data items are marked for transfer by default, EXCEPT items marked confidential.

You can ONLY see (and export) confidential items that you have created, or if a Clinical Trust Relationship with other Providers in your Practice has been established. E.g. If a patient had some confidential notes and the receptionist was doing a GP2GP export these confidential files would not be exported.

The user can deselect information as they see fit when reviewing the information in the Patient Record to be exported. If you choose to send these notes, they will retain their confidential status.

The sending practice should advise the receiving practice that there are confidential notes and that they need to set up Clinical Trust Relationships with the #EXT provider, which is the default provider under which all GP2GP transfers are imported.

If the receiving practice does not have a provider setup called #EXT it can be set up by doing the following:

Staff > Setup > Members > Click on the ‘Add a new staff member’ icon

• Enter the code: #EXT
• Give it a name e.g. External
• Make this a Provider and a Service Provider on the Provider Tab. Enter your Location, enter ‘External’ or the name you have given this in the ‘Staff Details’
• You also need to give this a sequence, for example if you enter 10 on the income tab you will need to set a base fee of: 0
• Click on OK
• Logout and Log back in again

Now you can open the ‘Staff Setup’ and click on the Clinical tab for the ‘EXT’ provider, and tick the other required providers to be in this Clinical trust relationship.

 

12.  Why does importing overwrite the next of kin data in our system?
When doing a GP2GP Import it pays to take the tick out of the ‘Import’ option on the ‘Next of Kin’ Tab. This will then not overwrite the information you already have entered.

 

13.  Why will GP2GP present an error and won’t send files even though they were imported successfully?
Notes will import correctly because the sender may have fixed any issues before it was exported. If you try to export the same file and get errors it may be because there is some data which cannot be encrypted by GP2GP – e.g. Unexpected spaces and/or special characters (such as ~!@#$%^&*{}+). It can also be caused by related providers being set to ‘Not-In-Use’ as they have been inactivated under Staff setup.

 

14.  Do you have an example of what happens on an import when the screening terms between practices don’t match?
Mapping is required when importing screenings for a patient to ensure these screenings are mapped correctly to the correct terms.

Note: The columns below show your MT32 screening term, the measurement (where applicable) and the Incoming Screening Value.  Please note that the majority of screenings will automatically be mapped.

If an incoming Screening Value has not mapped to the correct MT32 screening term, you can click the drop arrow to the right of the screening term and select the correct value. The same can be done to map to the correct measurement.

Where the measurement field shows “Not applicable” it indicates the screening term has no measurement values. To rectify, click the Add button at the bottom of the screen to add a new screening term to Medtech.

Note:

1. You will need setup access rights to do this
2. Screenings NOT mapped will show in RED and will NOT be imported
3. To delete a mapping, place your cursor in the MT32 Screening column and press the delete key on your keyboard

 

15.  How can I send a large file via GP2GP?

Healthlink have set the file size to 20mb for the Export and Import of GP2GP files. If you have files that are less than 20mb and they are still not processing you should contact Healthlink directly.  They have placed some restrictions on certain practices, as well as this large files take a long time to send. One solution is to split the file and these will process quicker.

 

16.  To send a big file overnight do you have to physically be in the practice?
No, you are not required to be in the practice.

 

17.   Will GP2GP not send notes or documents if the provider has been inactivated?
You cannot send a GP2GP if a Provider is inactive. You will have to temporarily reactivate this provider to send the notes.

 

18.  Can you Export and Import Scanned Documents with GP2GP?
Yes, you can Export and Import Scanned Documents with GP2GP.

If after doing your import you’re having issues viewing your Documents, or you receive an error message please contact our Support Desk for further assistance.

 

19.  Are there any issues transferring files with embedded files (e.g. hyperlinks) or embedded data within a hospital discharge or specialist letter?
We have had the occasional problem with certain documentation where GP2GP cannot find documentation in the path specified. This will only occur if files are moved.  For example from a local C: drive to a shared drive. To resolve the export issue, check the file paths of the documents and either omit the inaccessible one from the export, OR ask you network technician to copy the document to a location which is accessible.

 

20.  Can I export files using other options or channels?
If your GP2GP file exceeds the limit size set by Healthlink you will be prompted by the following message.

At this point you have the option to insert your CD/DVD or USB stick.

In addition:

• If you are sending files overseas you can print a ‘Patient Medical History’ from Reports and give to the patient

• You can also do an EDI export, by doing an Outbox Document and selecting ‘Patient Transfer Out – #PTO Document.

• You can send this via Healthlink, Email or USB.

 

 

Setup

Passwords

How do I change or setup my own password?

To change a password:

1. Select File – Change Password. The Change Password window will be displayed.
2. Enter your old (current) password into the Old Password field. Leave this field blank if you are setting up your password for the first time.
3. Enter in your new password into the New Password field
4. Re-enter your new password into the Verify Password field
5. Click OK or press Enter

NOTE:
If you have forgotten what your password is, the administrator can log on, select Setup – Staff – Members, select the staff member required (eg yourself), select the Security tab and modify the details in the Login Password field.

Toolbars

How do I customise my toolbar?

To customise a toolbar:

To access the Setup Toolbar for Staff Member window, select Window – Toolbar – Setup.

The list on the left is titled Not Selected and displays the icons that are not currently included on the toolbar for the staff member logged on. The list on the right is titled Selected and displays the icons that are currently included on the toolbar for the staff member logged on.

To add icons to the toolbar:

1. Highlight the icon required from the Not Selected side
2. Click the Add Option to Toolbar icon. This will move the icon to the Selected side.
3. Click OK or press Enter

To remove icons from the toolbar:

1. Highlight the icon to be removed from the Selected side
2. Click the Remove Option from Toolbar icon. This will move the icon to the Not Selected side.
3. Click OK or press Enter

To rearrange the order that the icons appear on the toolbar:

1. Highlight the icon that requires moving from the Selected side
2. Click either the Move Option Up or Move Option Down icons until the icon appears in the desired position
3. Click OK or press Enter

Medtech is open but some icons are greyed out and I can’t open the windows. Why?

When icons on the toolbar are greyed out ensure that there is a patient on the palette.

Online Help

Does Medtech have an online help file?

To access Medtech help files:

Medtech32 online help is available to all users. Depending on how the online help is accessed, either a general help window will be displayed (allowing the user to search for help via an index), or a screen specific window will be displayed (the user does not have to search via an index as the relevant help screen is already displayed).

Non Screen Specific Help

NOTE:
These instructions are written as though there are no windows open within Medtech32.

1. Select Help – Medtech32 Help or press F1. The Medtech 32 window will be displayed.
2. There are two ways to search for a help file, via the contents or via the index:

Contents – Click the contents button Contents Button. Green text indicates more information on that topic exists. To access the information click the green text.
Index – Click the index button Index Button.

The Help Topics: Medtech32 window will be displayed. Type the topic required, or the first few letters of the word you’re looking for in the field. Select the required topic from the list. Click the index entry you want, and then click Display and then click the Display button Display ButtonBack Button.

3. To go back to the previously displayed information, click the back button Back Button
4. To print the help file, select File – Print Topic or click the Print button Print ButtonPrint Button
5. To close the help window, select File – Exit or click the Close icon at the top right of the window CloseWIndow Button

Screen Specific Help

1. Open the window that help is required for, eg if help is required on how to add an appointment, open the Appointment Book window.
2. Select Help – Medtech32 Help or press F1
Green text indicates that there is further information you can access on that topic. Click the green word to access the associated help file.
3. To go back to the previously displayed information, click the back button Back Button
4. To print the help file, select File – Print Topic or click the Print button Print Button
5. To close the help window, select File – Exit or click the Close icon at the top right of the window CloseWIndow Button

Services

How do I add a new service item number into Medtech?

To add a new service Item Number:

1. Select Setup – Accounting – Services
2. Select Service – New, Ctrl+N or click the Add a new service icon Add New Icon
3. Enter the new code of the new service item number into the Code field (eg AF could be the code for Admin Fee)
4. Type the description of the service item number into the Description field
5. Enter the fees for the service and click OK or press Enter

If you click OK and receive the following error message – Cannot insert Service Row – ensure that the service item number you are trying to add has not been inactivated. This can be done by clicking the Filter icon and selecting the Include Inactive tick box. If the item number is displayed in the grid with a line through it, double click the item number, un-tick the Inactive tick box and click OK.

Training Database

Is there any way I can practice using Medtech without jeopardising my own data?

To practice in Medtech without using the main database:

We encourage you to utilise the Medtech32 training database. This is an ideal utility for familiarisation and training in Medtech32, allowing you to learn without jeopardising the integrity of you own patient data.

To access the training database, follow the steps below:

1. Double click the Medtech32 icon on the desktop
2. Enter the code of SFE into the Staff Code field

3. Enter SFE into the password field

4. Ensure Training Database is selected from the Database dropdown list
5. Click OK or press Enter

Staff Member Setup

How do I add a new Doctor staff member into Medtech?

To add a new Doctor staff member:

1. Select Setup – Staff – Members. The Staff window will be displayed.
2. Select Staff – New, Ctrl+N or click the Add a new staff member icon Add New Icon. The New Staff window will be displayed, defaulting to the Staff Details tab.
3. Complete the following fields in the Staff Details tab (other fields can be completed if necessary); Code (eg staff initials) and Internal Name. Also, select the Provider and Service Provider tick boxes at the top of the window.
4. Select the Access tab. If the new staff member is to use a password when they login, enter this password into the Login Password field.

Select the level of security the staff member is to have from the Access Rights tick boxes eg Front Desk, Recall/Screening, and Clinical.

5. If any windows are to be displayed automatically when the staff member logs on, select the tick box next to the window that is to be opened.

Select the Remember Screen Positions tick box.

6. Select the Provider tab. Complete the External Name and Qualifications fields.

In the Sequence field, enter in the number in which the doctor is to be displayed in the Appointment Book dropdown list.

Complete the Registration Number fields.

7. If the provider is to have their own logo, select the Logo tab and create the logo as required.
8. Select the Income tab. If the income is going to the new staff member, select the Self radio button and complete the new staff members banking details in the bottom of the window.

If the income this staff member generates is to go to the provider listed in the Patient Register select the Patient’s Provider tick box. If the income this staff member generates is to go to another provider select the Nominated Provider radio button and then select the required provider from the Income Provider dropdown list.

9. Click OK.

Please note that the new staff member’s tool bar will also need to be configured.

How do I add a new Reception/Front Desk staff member into Medtech?

To add a new Reception / Front Desk staff member:

1. Select Setup – Staff – Members. The Staff window will be displayed.
2. Select Staff – New, Ctrl+N or click the Add a new staff member icon. The New Staff window will be displayed, defaulting to the Staff Details tab.
3. Complete the following fields in the Staff Details tab (other fields can be completed if necessary); Code (eg staff initials) and Internal Name.
4. Select the Access tab. If the new staff member is to use a password when they login, enter this password into the Login Password field.
5. Select the level of security the staff member is to have from the Access Rights tick boxes eg Front Desk, Accounts, and Modify Invoices.
5. If any windows are to be displayed automatically when the staff member logs on, select the tick box next to the window that is to be opened.
6. Select the Remember Screen Positions tick box
7. Click OK

Please note that the new staff member’s tool bar will also need to be configured.

When I try to finalise my ACC claims I get a message: “There is no account setup for SFE”

An ACC account has not been setup under this provider. On the toolbar go to Setup -> Staff -> Members -> click on the provider then click on accounts tab. Highlight ACC -> click search and enter the relevant ACC account.

Where do I enter in my new ACC45 numbers?

Staff Setup – If ACC45 numbers are usually entered in Staff setup, on the toolbar go to Setup -> Staff -> Members -> double click on the staff name -> Provider/ACC forms -> enter numbers in ACC45 details.

Printers

How do I configure my printers in Medtech?

To configure printers for Medtech:

1. Select File – Print Setup. The Printer Defaults window will be displayed.
2. Select the printers required for each function from the associated dropdown lists, eg to select your A4 printer click the dropdown arrow beside A4.

If necessary select the Force A5 tick box to force the system to print in A5 size if the printer does not provide a facility for A5 paper.

3. Click OK or press Enter

How can I nominate a particular printer for a specific document?

To nominate a printer for a document:

1. Select File – Print Setup. The Printer Defaults window will be displayed.
2. Select the Document Defaults tab
3. Using the dropdown lists next to the required documents, select the printers the documents should be sent to
4. Click OK or press Enter

Cash Draw

The practice has a Cash Draw – How can I configure it to be used in conjunction with Medtech?

To configure a Cash Draw for Medtech:

1. Select File – Print Setup. The Printer Defaults window will be displayed.
2. Select the Ports tab
3. Select the communications port for the Cash Draw from the Cash Draw dropdown list
4. Click OK or press Enter

Card Reader

How do I configure our Card Reader in Medtech?

To configure a Card Reader for Medtech:

1. Select File – Print Setup. The Printer Defaults window will be displayed.
2. Select the Ports tab
3. Select the communications port for the Card Reader from the Card Reader dropdown list
4. Click OK or press Enter

Am I able to print documents so they are displayed on the screen prior to printing?

To view printed documents on screen prior to printing:

The majority of documents and reports selected to print can be sent to the Report Manager instead of printing them directly to the printer. The document can then be viewed on screen and checked prior to printing. When printing from the Report Manager there are options to select the number of copies required and the pages desired.

1. To send a document to the Report Manager, select Report Manager from the Print To/Printer dropdown list in the printer window when printing a document.
2. To open the Report Manager, select Report – Report Manager or click the Report Manager icon ReportManager Icon. Once open, a list of documents that have been sent to the Report Manager (by the logged on staff member) will be displayed.
3. To open a report, double click the left mouse button on the required document, press Ctrl+O or click the Review Report icon ReviewReport Icon.
4. To print the report, click the Print button.
A pop-up window will be displayed allowing the printer, number of copies and desired pages to be selected. Once the details have been completed click OK.
5. If the document is no longer required to be listed in the Report Manager, highlight the document (by clicking on it), press the Delete key on the keyboard or click the Delete Report icon Delete Icon.

NOTE:
Each staff member can only view and print documents that they have generated and sent to the Report Manager under their own login.

Location

Where do I enter in my new ACC45 numbers?

Location Setup – If ACC45 numbers are usually entered in the Locations setup, on the tool bar go to Setup -> Location -> Location Settings -> Form/ forms no tab -> enter new numbers.

Where do I enter my practice EDI in Medtech?

On the toolbar go to Setup -> Location -> Location Settings-> double click practice name -> Web forms -> enter in Healthlink details -> Healthlink Mailbox.

Outbox Document

Where do I setup my quick outbox documents?

Setup -> Reference numbers -> documents tab -> click the drop down boxes and select the documents you want associated with the quick outbox numbers.

Utilities

ACC

My ACC45’s are receipted on the ACC website but not receipted in Medtech?

On the tool bar go to Utilities -> ACC -> Electronic claims ACC45’s. Change the printer to report manager and click on the Ack button.  This will run a report and update your ACC45 Status screen to reflect the same status as on the ACC website.

When we send our ACC45’s we are receiving a ‘No xml header’ error message and the forms have not been sent.

1. Login to the workstation where Healthlink is installed
2. Go to C:ACCSend folder -> Delete the ACC Form number specified in the error message
3. Resend the Form through Medtech -> Utilities -> ACC -> ACC45 Electronic Forms -> Select the form and resend

Patient Join

Can I merge two patients together?

Medtech32 provides a function to join patients together in instances where they have been duplicated in the database. This function is irreversible, so be certain you have the correct patients before you proceed with the join!

Single Patient Join

1. Place the patient that is to remain in the Medtech32 database onto the palette
2. Select Tools – Patient – Patient Join. The Patient Join Utility window will be displayed. The active patient on the palette will be displayed in the Main Patient field.
3. Enter the surname of the patient you wish to join to the main patient in the Secondary Patient field. Press tab or click the ellipsis button. Select the secondary patient from the Search Patient / Company window and click OK or press Enter. The selected patient will be displayed in the Secondary Patient field.
4. Click OK or press Enter. A Confirmation window will be displayed.
5. Click Yes or press Enter to proceed. An Information window will be displayed.
6. Click OK or press Enter

Can I undo a patient merge?

Once a patient merge has been performed it is irreversible.

Verify Account

The balance of the patient’s account displayed on the palette doesn’t seem to be correct. Is there a way I can verify this amount is correct?

From time to time you may experience difficulties reconciling patients’ accounts. Medtech32 provides a function to verify the account in order to update any account information that may not have been updated during normal processing.

1. Select Tools – Accounting – Verify Account.
2. Select either the All Accounts (to run the utility for all account holders) or the Specific A/c (to run the utility for one specific account holder), radio buttons.

If selecting Specific A/c, the account holder will default to the patient on the palette. To change the account holder, click on the ellipsis button to the right of the name. The Search Patient/Company window will be displayed. Enter the surname (or part thereof), and click Search or press Enter. Select the account holder required from the list click OK or press Enter.

3. Click OK or press Enter. An Information window will be displayed once the verification has been completed. Click OK or press Enter.
4. Refresh the palette by selecting a new patient on the palette using the F2 search function. Then select the original patient back to the palette and check the account balance.

Licensing

General

Q: How is my Medtech32 software licensed?
Each workstation or laptop that connects to the server will require a license.

Q: How do I check the number of Medtech licenses and modules I am registered for?

1. Log on to Medtech
2. On the Menu bar Go to Help -> Register

Register Menu

 3. Under the ‘Module’ tab you will find the number of users licensed, your current license expiry date, and the different modules you are licensed to use will be ticked.

Register Screen

Register AdvForms Screen

4. Under the ‘Advanced Forms’ tab you will find the different forms you are licensed to use listed in the ‘Licensed Publishers’ boxes that you will have access to.

Q: I am prompted on Medtech32 that my licence is due to expire, what should I do?

1. Log on to Medtech
2. On the Menu bar Go to Help -> Register

Register Menu

3. Your registration screen will be displayed

RegisterPrintButton Screen

4. Click on the ‘Print’ button > Print the details and fax it to 0800 633 833.

5. Our Finance Department will renew your license and fax the new registration details back to you.

Q: What do I do with the new (renewed), license registration details that I receive back from Medtech?

1. Log on to Medtech
2. On the Menu bar Go to Help > Register.  Enter the tick boxes and details from the new license registration EXACTLY as shown on your copy from Medtech under both the ‘Modules and ‘Advanced Forms’ tab.
(NB: This can be entered from any workstation that is connected to the server. If you are using a laptop that is ‘briefcased’, the new license registration details must be entered individually on each laptop.)
3. Once the new registration details have been entered, all users must log off and back on to Medtech from the network in order for the new license registration to take effect.

Register NewLicense Screen

4. Note: The Advanced Forms license details are case and space sensitive.

Register AdvForms NewLicense Screen

Q: What should I do if I receive an error message after I have entered my new license registration details?
The license registration details are very specific and need to be entered exactly as shown on your updated copy (case sensitive), received from Medtech.  Ensure all letters, numbers and commas are entered exactly as shown on your new license registration copy. If you experience any further problems please contact our Helpdesk on 0800 2633 832.

Q: I bought a new PC, can I transfer the Medtech software and license from the old PC to the new one?
A user can load the Medtech software with the same license registration details on to the new PC. Medtech licenses are device specific and not user specific. This means that if you have 10 licenses, and you replace one of those 10 devices with a new PC, you should still be able to connect and access all 10 workstations or laptop to the Medtech application.

Q: Do you offer a free demo license and how do I purchase a full version?
Yes, we can provide a time restricted license for demonstration purposes. Please contact our Finance Department at Medtech on 0800 2 633 832 for further information.

Q: How do I obtain an extra Medtech license?

1. You will need to fax a copy of your current licence registration and a signed ‘Request for additional licenses’ form which will be provided by our helpdesk
2. To print your license registration details from Medtech go to Help -> Register -> Print the details and fax to 0800 633 832.
3. On receipt of your new license registration you will need to update the data in your registration fields within the Register field

Q: Do I need to activate or allocate my product licenses?
There is no need to activate the software as this is automatically done on entering the license code.

Q: Will I have access to my data if my license expires? 
Access to the user’s data is restricted once your license expires.  The data is safe and when the license is renewed the data can accessed.

Q: Can I transfer or sell my Medtech32 licenses?
As a user you only have the right to use the software. Refer to your software license agreement regarding the Medtech license terms and conditions.

Other

General

Is after hours support available outside of your normal business hours?

Our helpdesk is available during normal working hours from 8am – 5pm.  An “After hours” pager service is available from 5pm – 9pm for any urgent or upgrade issues.

How do I check my Medtech version?

On the toolbar go to Help -> About Medtech32.

My Medtech license is about to expire, what do I do?

On the toolbar go to Help -> Register -> Print the details and send to 0800 633 832.  We will renew your license and fax the new registration back to you.

Do I have to be on the Medtech server to enter my new registration?

No, it can be entered on any workstation.

Is Medtech32 compatible with server 2008 and Win 7?

No, Please refer to the Medtech System Requirements page.

When running our daily backup, does everyone need to be logged out of Medtech?

Yes, this is necessary to prevent possible corruption during the copying.

Scanning

How can I delete from the scanning window?

To delete from the scanning window:

1. Open the Scanning window
2. Highlight the scan to be deleted
3. Select Scanning – Delete. A Confirm window will be displayed.
4. Click Yes to delete the scan or No to cancel

Printing

Can I print information that is listed in a grid format within Medtech?

To print information that is listed in a grid format:

Numerous Medtech32 windows contain lists of information. These lists display lines of information relating to the module/window displayed.

1. Right click anywhere within the list. A pop-up will be displayed, select Print To. The Printer Details window will be displayed.
2. Select the required printer options and click OK or press Enter.

Am I able to print documents so they are displayed on the screen prior to printing?

The majority of documents and reports selected to print can be sent to the Report Manager instead of printing them directly to the printer. The document can then be viewed on screen and checked prior to printing. When printing from the Report Manager there are options to select the number of copies required and the pages desired.

1. To send a document to the Report Manager, select Report Manager from the Print To/Printer dropdown list in the printer window when printing a document.
2. To open the Report Manager, select Report –> Report Manager or click the Report Manager icon ReportManager Icon. Once open, a list of documents that have been sent to the Report Manager (by the logged on staff member) will be displayed.
3. To open a report, double click the left mouse button on the required document, press Ctrl+O or click the Review Report icon ReviewReport Icon.
4. To print the report, click the Print button.
A pop-up window will be displayed allowing the printer, number of copies and desired pages to be selected. Once the details have been completed click OK.
5. If the document is no longer required to be listed in the Report Manager, highlight the document (by clicking on it), press the Delete key on the keyboard or click the Delete Report icon Delete Icon.

NOTE:
Each staff member can only view and print documents that they have generated and sent to the Report Manager under their own login.

Error Message

How do we fix “PDOXUSRS.LCK” Error?

PDOXUSRS.LCK error

1. Go to your desktop and right click on your MT32 icon -> click on properties -> then click on find target.  This will open your Bin folder, in here find and and delete the pdoxusrs.lck file.

2. Alternatively, if this cannot be deleted because you get a message saying ‘the file is in use’ -> you will need to delete this file on server when everyone is logged out.

NHI

Why do we require a NHI Mandatory 70% Threshold?

All GMS Claims that are submitted as a Fee For Service (FFS) claim must include NHI numbers on a minimum of 70% the claim items.

The Primary Health Organisation (PHO) Agreement (V16; 07.01.03) confirms that the NHI Requirements are:

NHI requirements for GMS Claims for Casual Users
– 
We will pay a Claim for General Medical Service provided to Casual Users if at least 70% of that Claim specifies a valid NHI Number for each Casual User.
– If less than 70% of a Claim specifies valid NHI Numbers for each Casual User, we will reject all Claims that do not contain a valid NHI Number.

What is the minimum percentage required for Immunisation Services?

All Immunisation Service Claims that are submitted under Fee For Service must include NHI numbers on a minimum of 85% the claim items.

The PHO Agreement (V16; 07.01.03) it states that the NHI Requirements are:

NHI Requirements

– We will pay a Claim for Immunisation Services provided 85% of single Claims making up your whole immunisation claim have valid NHI numbers.
– Where the proportion of NHI numbers in a whole Claim is less than the 85% target specified above, those single Claims that do not have NHI numbers will not be paid.

What are the NHI Check Digit?

To date the checks carried out by HealthPAC on the NHI number is that the line includes an NHI number and that it meets the correct format i.e. three alpha characters and four numeric characters.

When is this Digit check effective from?

It is effective from 1st May 2003, when all claims received will go through an extension of the current checks and will incorporate the following:

The line item includes an NHI number and the NHI number submitted meets the mathematical check digit formula, to confirm that the NHI is a valid number.

Where both of the 2 checks above fail, the line item will be rejected and payment will be made for the existing line items on the basis that the claim meets the 70% threshold. If the claim does not meet the threshold then only those line items with valid NHI will be paid.

What is an NHI number?

The National Health Index number is a New Zealand Patient Identifier used in the Health Sector for all patients that have received medical care from a service provider and meet the eligibility criteria

What information is available regarding the NHI number?

The NHI Contact Centre at HealthPAC can register patients and issue a NHI number over the telephone. HealthPAC will not give any information about a person other than the NHI number. An NHI number can only be issued if the caller confirms all details of the patient and the provider requesting the information.

Who can request information through HealthPAC?

Only registered Medical Practitioners and their practice can have access to the NHI number. To confirm identity of the requestor as a Doctor or practice HealthPAC will require a payee number before providing the information.

What services does HealthPAC provide regarding NHI numbers?

There is a Contact Centre facility, a fax facility and a bulk matching facility.

Contact Centre – 0800 855 151
Faxes Facility – 0800 329 644

Bulk Matching – This option is recommended when the provider has a large number (more than 100 patients per day), of patients that require NHI numbers. If you require more information about this service contact the NHI helpdesk.

HealthPAC

Why has my claim been rejected when I have provided 70% or more NHI in my GMS claim?

A claim is valid where 70% of NHI numbers submitted on a GMS claim relate to subsidised patient visits. For example, a GMS claim that has been submitted will not be deemed valid if a portion of the 70% of patients submitted with an NHI are patients who have an A3 status.

Can I amend my claim if the original claim submitted did not meet the 70% threshold, and only those patients with NHI numbers were paid?

Yes. You should resubmit the patient lines that had been rejected in the previous claim, with the amended details, within six months from the date of service.

How do I ensure that my claim meets the 70% threshold of claim items?

You should maintain all patient NHI information in the patient records field of your Practice Management Software (PMS) System. HealthPAC provides a NHI Contact Centre for all queries that relate to obtaining an NHI number.

Allied Health

General

 

I am a Physio site and I can’t access the medications, why?

If you are an Allied Health site you will be registered for Allied Clinical under your Medtech registration and hence you will not be able to access the Medications.

What are treatment triggers and how can you get the treatment triggers to display when invoicing?

Each accident read code will be associated with a Treatment Trigger and in order to get the triggers displaying while invoicing, please follow the steps below:

1. Ensure each Provider has the correct ACC Provider Type (this ensures that the treatment trigger numbers are linked by Provider Type)

2. Ensure the correct ACC Contract Class is selected (this ensures that the correct ACC regulation codes will display within the new invoice screen per Provider)

What is the difference between Physiotherapist EPN and Specified Treatment providers in the Setup > Staff> Provider/ACC Forms tab?

Selecting ACC Contract Class determines the ACC service codes which will be displayed within the New Invoice screen. Depending on what you have ticked in the Setup, the ACC services will be displayed.

Can you add or modify the Read code trigger numbers?

Yes, Medtech32 has been enhanced to include the storing of trigger numbers for specified ACC Read Codes under Setup> Clinical >Read. The ACC list of Physiotherapist Trigger numbers has been added as part of the installation process.

Module > Accidents> Patient Accidents, what’s the icon Expand Window Icon for?

The screen can be expanded to display the Provider Type and Available Treatments by clicking on the Expand window (Ctrl + E) Expand-Window-Icon icon.

Can you alter the Provider type for existing accident?

It is not possible to alter the Provider Type on an existing accident. If an error has been made then the accident should be made inactive and re-entered.

How can I get extension of treatment?

Users have the ability to complete an ACC32 Additional Treatments form from within Medtech. This form can be printed out and sent to ACC for approval. The form cannot currently be sent electronically.

When do you use copy accidents? How can I update the patient accident with treatment extensions?

Select Bring the patient on the palette and select the accident that requires treatment extensions and on the View Accident details tab, click on Injury diagnosis tab and here you can enter the Additional treatments details.

How can I know whether there are any treatments left for an accident?

When invoicing services for an Allied Health Provider and the number of Treatments Available drops to three, a warning message will be presented when saving an invoice. This message will prompt you to complete an ACC32 for an Extension of Treatments.

How can I see the claims that are on hold?

The user can tick the option to include All Allied Health invoices On Hold under the Filter Claims Preview window so that any allied treatment invoice that has a current status of On Hold will be displayed in Italics.

I cannot see the tick box to include All Allied Invoices On-Hold in the Filter Claims Preview window, Why?

This option will only be available if you select the funder as ACC or ALL.

Can I finalise the claims that are On-Hold?

When finalising claims for sending to ACC only the Allied Treatment invoices that are NOT On-Hold will be included in a claims batch. All those invoices flagged as being On-Hold will remain in the Claim Preview listing.

InterBase

General

1. What InterBase versions are no longer supported by Embarcadero?

InterBase 7.1
InterBase 7.5
InterBase 2007
InterBase 2009

Embarcadero only supports two InterBase versions previous to the latest version.

2. What InterBase versions are supported by Medtech?

InterBase XE (2011)

Medtech currently supports XE (2011) Update 4 and once compatibility testing is complete we will confirm our support for either XE3 or XE7.

Note: The two latest InterBase versions (XE3/XE7) are under compatibility certification for Medtech32 and will be aligned to the next Release Update in October 2015.

3. Why is it important to include a Software Assurance fee when purchasing InterBase licenses?

The annual Software Assurance maintenance fee entitles you to free upgrades to the latest version of InterBase, as and when released, starting from InterBase 2007.

4. How much is the Software Assurance fee?

The annual Software Assurance fee is $52.50 +GST per licence per annum.

5. How many previous versions will our InterBase supplier support?

Embarcadero will only support two InterBase versions previous to the latest version. Currently this includes: InterBase (2011) XE, XE3, XE7.

6. Would it be better to wait for Medtech to certify either XE3 or XE7 before we upgrade?

No we don’t advise you to wait to upgrade, and with Software Assurance there is no additional cost for separate upgrades.

If you are operating Versions older than XE you may not be supported by the InterBase Help Desk, as they will only support two versions back from the current version.

7. Should we upgrade to the latest InterBase XE3 or XE7 versions now?

No, as these versions are not yet certified for Medtech32.

Medtech currently supports XE (2011) Update 4 and once compatibility testing is complete we will confirm our support for either XE3 or XE7.

8. How about the Support from Medtech if the Practice is using InterBase versions which are not supported by Embarcadero?

Medtech is not able to support versions that the InterBase supplier itself does not support.  Practice data on unsupported InterBase versions will be at risk.

Medtech Support services will be chargeable for customers who experience corruption and data related (integrity) issues while they are using unsupported InterBase versions.