Address Book Entry

Use the Address Book Entry window to maintain the details of people, organisations and places.

To display the Address Book Entry window, select File > Address Book Maintenance and add a new entry or double-click an existing entry to open it.

Address book entries are used in the following areas:
  • Any entry can be used in letter writing and if address details are specified these can be used as an addressee.
  • An entry can only be used for Secure Messaging if it is linked to the EPD.
To add an entry:
  1. Select File > Address Book Maintenance.
  2. In the Address Book window, click Add iconAdd.
  3. In the Address Book Entry window, in the Forenames and Surname fields, enter a person's given and family names or for an organisation, in the Organisation field, enter the organisation name. Where appropriate, Communicare displays a person's name if there is one, otherwise the organisation name.
  4. In the Speciality field, enter the speciality for the address book entry.
  5. For an organisation, in the HPI-O Number field, enter the current Healthcare Provider Identifier, which is the organisation number assigned to the encounter place. Depending on the organisation's status, the field background may be a different colour. For more information, see Healthcare Identifier Service.
    • To validate an existing HPI-O number with Medicare, click Validate. The validation may result in a new status or even a new number.
    • To view the history of HPI-O numbers assigned to the organisation, click History. For more information, see Viewing Healthcare Identifier History.
    Tip: If the HI Service module is not enabled, you may not be able to enter an HPI-O number. For more detail on availability, as well as the rules that govern when an HPI-O number search or validation is triggered, see Healthcare Identifier Service.
  6. In the HPD Practice Name field, enter the organisation name associated with the organisation's HPI-O in the Healthcare Provider Directory (HPD). Address book entries that have a different name recorded in Communicare to that registered in the HPD can make use of this. For example, a service under the auspice of another. This field can only be populated after the validation of a HPI-O, and is read only. If the Organisation name in Communicare is different to the name recorded in the HPD, you will be prompted to allow this field to be set to the value in the HPD.
  7. For an individual, in the HPI-I Number field, enter the current Healthcare Provider Identifier - Individual number assigned to the provider. Depending on the individual's status, the field background may be a different colour. For more information, see Healthcare Identifier Service.
    • To validate an existing HPI-I number with Medicare, click Validate. The validation may result in a new status or even a new number.
    • To view the history of HPI-I numbers assigned to the provider, click History. For more information, see Viewing Healthcare Identifier History.
    Tip: If the HI Service module is not enabled, you may not be able to enter an HPI-I number. For more detail on availability, as well as the rules that govern when an HPI-I number search or validation is triggered, see Healthcare Identifier Service.
  8. In the address and contact details fields, enter the required information.
  9. If you want to link local address book entries to the records in the Enterprise Provider Directory (EPD), click Match iconMatch to EPD and in the EPD Search Results window, select the required entry.
  10. If you want to send and receive secure messages to and from an organisation, it must be matched to the EPD. In the Secure Email Export Codes section, the Organisation and Department fields are populated from the EPD.
  11. If required, in the Export Code field, set an internal reporting code. For example, set MAIL so you can run a report to generate post labels for some providers.
  12. If required, set an entry as one or more of the following types of place:
    • Admissions Place - used when adding an admission clinical item type to a patient clinical record and for Admission reports
    • Referrals Place - used when adding a referral clinical item type to a patient clinical record and for Referral reports
    • Transport Place - used when adding a stop to a transport service
    • Pathology Place - used when adding investigation requests. Also set whether request forms for this place are printed to plain paper or to a preprinted request form. The requester can override this default when making a request.
    • Radiology Place - used when adding radiology requests. Also set whether request forms for this place are printed to plain paper or to a preprinted request form. The requester can override this default when making a request.
    • Billing - used when recording a Payer of type Other for private billing
    • Supplier - used when recording an Imprest stock supplier
  13. Click Save iconSave.

Results

If you matched the entry to the EPD, the local record is permanently linked to the matched record in the EPD and subsequent changes to the record in the EPD are synchronised overnight with the local address book entry. Those fields that are linked to the record in the EPD are read-only, as any changes would be overwritten by the synchronisation process. For those entries that have been matched to the EPD:
  • Contact cardContact Card is displayed
  • Symbol security iconSecurity icon is displayed for those addresses that can be used for secure communications.