Staff Hub

Home/Staff Hub
Staff Hub2022-09-14T12:50:21+10:00

These policies and procedures have been prepared to support my colleagues with the administration of my practice.

Initial appointment enquiries and bookings

Initial appointment availability is advertised on the Client Information page.

The initial appointment wait list is available for up to 5 new clients at a time and managed through Cliniko.

Adding a new client to the wait list
  1. Open Waitlist in Cliniko > Add to Waitlist > Create a New Patient.
  2. Compete all relevant fields, including reason for referral in the Extra info field (e.g. “Referred by GP for treatment of PTSD”).
  3. Direct the client to my website for further information and resources.

What to do if the wait list is full/unavailable

  1. Direct the client to the Resources page of my website.
  2. Note that Mental Health Treatment Plans are transferrable and can be used with any psychologist.

Referral documents

Step 1: Add File
  1. Update the file name and upload to referral documents to the patient’s files in Cliniko.
  • ANDERSON Thomas DVAx12 01JAN22
Step 2: Contacts
  1. Check/add the referring doctors details to Contacts in Cliniko.
  2. Source their reception email address and add it to Contacts if we don’t have it already.
Step 3: Patient Details
  1. Check/add the following information in the Patient Details in Cliniko:
    • DVA Card number: Type DVA card number
    • Referring Doctor: Select referring doctor
    • Invoice extra information: Note the condition being treated (e.g. Anxiety, Depression, PTSD)
Step 4: Create a Case
  1. Add a new case in Cliniko
  2. Case name: DVA
  3. Type: Maximum appointments (12)
  4. Include cancelled appointments? No
  5. Include did not arrive appointments? No
  6. Referral? Yes
  7. Referral Type: DVA
  8. Referring doctor: Add referring doctor
  9. Issue date: Add date of referral
  10. Expiry date: 12 months after date of referral
  11. Add file (link to uploaded referral documents)
  12. Attribute any future appointments to the case
  13. Select Save
  14. Close any expired cases
Step 1: Add File
  1. Update the file name and upload to referral documents to the patient’s files in Cliniko.
  • ANDERSON Thomas MHTPx4 01JAN22
  • ANDERSON Thomas MHTPx6 01JAN22
  • ANDERSON Thomas MHTPx10 01JAN22
Step 2: Contacts
  1. Check/add the referring doctors details to Contacts in Cliniko.
  2. Complete all fields, and source any missing information (including their email address) through a web search or by calling their clinic.
Step 3: Patient Details
  1. Check/add the following information in the Patient Details in Cliniko:
    • Medicare number
    • Medicare reference number
    • Referring Doctor
Step 4: Create a Case
  1. Add a new case in Cliniko
  2. Case name: Better Access
  3. Type: Maximum appointments (4, 6, or 10)
  4. Include cancelled appointments? No
  5. Include did not arrive appointments? No
  6. Referral? Yes
  7. Referral Type: Medicare
  8. Referring doctor: Add referring doctor
  9. Issue date: Add date of referral
  10. Expiry date: leave blank
  11. Add file (referral documents)
  12. Attribute any future appointments to the case
  13. Select Save
  14. Close any expired cases
Step 1: Add File
  1. Update the file name and upload to referral documents to the patient’s files in Cliniko.
  • ANDERSON Thomas VSACTx6 01JAN22
  • ANDERSON Thomas VSACTx10 01JAN22
  • ANDERSON Thomas VSACTx22 01JAN22
Step 2: Patient Details
  1. Check/add the following information in the Patient Details in Cliniko:
    • Email invoice to: victimsupport@act.gov.au
    • Invoice extra information:
      • Client’s Victim Support ACT Unique Identifier (UI) number
Step 3: Create a Case
  1. Add a new case in Cliniko
  2. Case name: Victim Support ACT
  3. Type: Maximum appointments (specify)
  4. Include cancelled appointments? No
  5. Include did not arrive appointments? No
  6. Referral? No
  7. Notes: Type date of referral
  8. Add file (link to uploaded referral documents)
  9. Attribute any future appointments to the case
  10. Select Save
  11. Close any expired cases
Step 1: Add File
  1. Update the file name and upload to referral documents to the patient’s files in Cliniko.
  • ANDERSON Thomas VSNSWx22 01JAN22
Step 2: Patient Details
  1. Check/add the following information in the Patient Details in Cliniko:
    • Invoice extra information: Client’s Victim Services NSW case number
Step 3: Create a Case
  1. Add a new case in Cliniko
  2. Case name: Better Access
  3. Type: Maximum appointments (4, 6, or 10)
  4. Include cancelled appointments? No
  5. Include did not arrive appointments? No
  6. Referral? No
  7. Notes: Type date of referral
  8. Add file (link to uploaded referral documents)
  9. Attribute any future appointments to the case
  10. Select Save
  11. Close any expired cases
Step 1: Add File
  1. Update the file name and upload to referral documents to the patient’s files in Cliniko.
  • ANDERSON Thomas WSVIVx4 01JAN22
  • ANDERSON Thomas WSVICx6 01JAN22
Step 2: Patient Details
  1. Check/add the following information in the Patient Details in Cliniko:
    • Appointment notes…
      WorkSafe VIC
      Claim number:
      Date of injury:
      Employer:
      Referring doctor: [name and provider number] Date of referral:
      WorkSafe VIC agent:
      Case manager: [name and contact details]
    • Email invoice to: [WorkSafe VIC agent’s invoice submission email address]
    • Invoice extra information…
      WorkSafe VIC
      Claim Number:
      WorkSafe VIC agent:
      Referring doctor: [name and provider number] Date of referral:[OsteopathicSense’s bank account information]
Step 3: Create a Case
  1. Add a new case in Cliniko
  2. Case name: Victim Support ACT
  3. Type: Maximum appointments (specify)
  4. Include cancelled appointments? No
  5. Include did not arrive appointments? No
  6. Referral? No
  7. Notes: Type date of referral
  8. Add file (link to uploaded referral documents)
  9. Attribute any future appointments to the case
  10. Select Save
  11. Close any expired cases

Payments and claims

Step 1: Cliniko
  1. Open the invoice in Cliniko
  2. Select Enter Payment > Department of Veteran’s Affairs Claim
  3. Check Practitioner’s Provider Number
  4. Select Process DVA Claim
Step 2: Medipass
  1. A new window will open in Medipass
  2. Check/enter Patient Details, including…
    1. Accepted Disability Indicator: Select YES
    2. Accepted Disability Description: Check/enter the name of the condition being treated (e.g. PTSD)
  3. Check/enter Referral Details
  4. Select Submit Claim
Further information

https://help.cliniko.com/en/articles/6002537-process-claims-for-department-of-veterans-affairs

https://help.medipass.com.au/en/articles/3640265-white-and-gold-card-holders

https://help.cliniko.com/en/articles/3401695-process-patient-claims-for-medicare

Further information

The Medicare rebate amount is $131.65 and is available on a capped number of sessions for clients referred by their GP with a Mental Health Treatment Plan (or with a referral letter from their psychiatrist) under the Better Access initiative.

Medicare benefits under Better Access are usually capped at 10 sessions per calendar year (1 Jan to 31 Dec) but have been temporarily expanded to 20 sessions per calendar year until 31 Dec 2022 under the Better Access Pandemic Support Measure.

Further information about Better Access eligibility and referral requirements is available below:

https://psychology.org.au/psychology/medicare-rebates-psychological-services/medicare-faqs-for-the-public

Fees for online consultations are payable by Visa or Mastercard and can be processed through Medipass.

Step 1: Cliniko
  1. Open/create an invoice in Cliniko
  2. Select Enter Payment
  3. Copy the invoice number
Step 2: Medipass
  1. Select Get Paid > Card Payment
  2. Add Invoice Reference (from Cliniko)
  3. Select Patient / Add New Patient (and tick Save Card Details for Next Time)
  4. Confirm Authorisation
  5. Select Charge
  6. Select Email Receipt
Step 3: Cliniko
  1. Return to Cliniko invoice
  2. Record Payment Source
  3. Apply to Invoice
  4. Save Payment
Further Information

https://help.medipass.com.au/en/articles/3276737-assisted-card-payments

I’ll process these claims through the Victims Services NSW counsellor portal for payment by EFT.

I’ll submit these claims to Victim Support ACT for payment by EFT.

A gap payment of $71.11 ($29.11 concession) is charged to WorkSafe VIC clients. The remaining amount ($180.89) is then billed to WorkSafe VIC for payment by EFT.

Step 1: Take client payment
  1. Open the invoice in Cliniko
  2. Select Enter payment
  3. Process the client’s gap payment
  4. Enter the gap payment amount into the payment source and apply it to the invoice
  5. Select Save Payment
Step 2: Submit invoice for remaining amount to WorkSafe VIC
  1. From the open invoice, select Email Other to send the invoice for the remaining amount to the client’s WorkSafe VIC agent for payment by EFT.
  2. Return to the Appointment and add a note to the appointment to document the date that the invoice was submitted to WorkSafe VIC.

Further information

https://www.worksafe.vic.gov.au/psychology

Go to Top