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Administration
Communicare Administrators can tune the way in which Communicare works at your health clinic using the configuration, tools and task information.
System Administration
Reference Tables
Private Billing
Billing Types
The Billing Type is a lookup list of all the entities to whom service charges can be billed. For example, Private Individual, Private Health Insurance, WorkCover, Department of Veterans Affairs and so on.

Administration
Communicare Administrators can tune the way in which Communicare works at your health clinic using the configuration, tools and task information.
- System Administration
  - System Parameters
    If you belong to the System Administrators user group, you can configure Communicare by setting system parameters.
  - Organisation Maintenance
    Configure Communicare for your organisation by setting organisation parameters. Changes to organisation parameters affect the Communicare system for the organisation and all workstations.
  - User Groups
    Users of the Communicare system are organised into groups. Rights to access various parts of Communicare are given to these groups of users.
  - Address Book
    The address book stores local address book entries and address book entries that are linked to external directory services.
  - Reference Tables
  - Appointment Session Templates
    Appointment Session Templates identify when appointments can be made, in a general way. They are used as a template for creating the sessions into which appointments are actually booked.
  - Reference Tables
    - Certificates Maintenance
      The Certificates Maintenance window lists all of the currently installed certificates that can be used in various places in Communicare.
    - Appointment Facility
    - Requirements
    - Public Holidays
      Public holidays identify normal working days (or part days) that the practice will be closed.
    - MIMS Database Import
      If your site uses the Prescribing Full or Prescribing Once off/short course module, Adverse Reactions or browsing MIMS drug database, update MIMs monthly.
    - Formularies
      Use the Formulary Maintenance window to manage medication lists or formularies.
    - Locality
      The Locality reference table is a list of places used in patient addresses. It is initially populated with over 14,000 localities used by Australia Post when your Communicare server is installed.
    - Patient Skin
    - Patient Group Maintenance
    - Encounter Place
      An encounter place can take one of two forms.
    - Text Shortcuts
      Add or modify the text shortcuts for commonly used blocks of text available in Communicare. Text shortcuts can be used by clinicians in progress notes and letters.
    - Dosage instructions
      Use the Dosage Instruction window to review abbreviations or short codes for use when prescribing and add new abbreviations.
    - Medicare Benefits Schedule Shortlist
      Because the Medicare Benefits Schedule (MBS) is so big, you can control the order in which Medicare Benefits Schedule (MBS) items are displayed in Communicare and add short descriptions that are meaningful to your context.
    - Private Billing
      - Fee Schedule
      - Billing Types
        The Billing Type is a lookup list of all the entities to whom service charges can be billed. For example, Private Individual, Private Health Insurance, WorkCover, Department of Veterans Affairs and so on.
    - Investigations
      Investigations can be requested by a provider from within a patient's clinical record. Use the Investigation reference table to define investigations.
    - Clinical Item Type
      A clinical item type is a predefined value that a clinical item for a patient can take.
    - Special Lookup Table Maintenance
    - Transport Mode
    - Chart Types
    - Viewing Rights
      Viewing Rights define access levels to clinical data. The rights themselves are maintained by the Viewing Rights Maintenance program.
    - SNOMED CT Import
      Communicare uses SNOMED CT-AU terminology to capture clinical data.
    - Reference Table Codes
      Communicare reference tables use a variety of codes to identify and manage clinical data.
  - Providers
    The Providers window lists clinicians who have been added to Communicare as providers at your health service.
  - Medicare Number Import
    Patient Medicare numbers can be imported directly from files provided by Medicare Australia.
  - Patient Import
  - Communicare Security
  - Daily Process Service
  - Automatic Patient Status Change
  - Terminal Server and Communicare
    The Communicare client can be installed on a Terminal Server.
  - Backup Regimes
    Backups of your Communicare database are critical for business continuity in the event of a disaster. Communicare is automatically backed up to the server nightly. Your site should take regular backups of these backups.
  - Disaster Recovery
    In the event of disaster, call Communicare Support on 1800 798 441 and follow these steps to recover your data.
  - File Transfer
    Communicare demos and updates are available from the Communicare User Portal - Help and Support tab.
  - Firewall Configuration
  - Upgrades
    Communicare upgrades are performed remotely by Communicare Support at a time arranged with the system administrator.
  - Database Connection Settings
  - Central Data Update
    This program allows a specific set of Clinical Item definitions to be centrally maintained and distributed to user sites by Communicare. These centrally maintained Clinical Item definitions are referred to as central items.
  - Terms Conversion
    Together with your Implementation Consultant, when your site goes live with Communicare, a clinician with Administrator user privileges can use the Terms Converter tool to convert local terms into centrally maintained terms, for example, ICPC-2 PLUS terms.
  - CAT Export Tool
    Use the CAT Export Tool to export datasets defined by the Improvement Foundation, from Communicare as XML.
  - Background Processes
    Communicare runs a number of server-side background processes that integrate with various external services.
- Tools
  Use these tools to help manage Communicare.
- Regular Administrator Tasks
  There are several regular maintenance tasks for the Communicare Administrator to perform.

Billing Types

The Billing Type is a lookup list of all the entities to whom service charges can be billed. For example, Private Individual, Private Health Insurance, WorkCover, Department of Veterans Affairs and so on.

Create at least one private billing type. If required, add other billing types, such as WorkCover as an organisation.

To add a new billing type:

Select File > Reference Tables > Private Billing > Billing Type.
In the Billing Type window, click Add
In the newly created row, in the Billing Type Name column, enter a name. For example, Private.
In the Billing Type column, select either Individual or Organisation. For example, Individual.
If the service incurs the GST, set Taxable. When set, a GST of 10% is automatically added to the invoice for this billing type.
If required, repeat steps 2-5 to add other billing types. For example, WorkCover as an Organisation.
Click Save.

Results

For each billing type that is an organisation, there must be a record in the address book. To add organisations for private billing to the address book, select File > Address Book Maintenance. See Address Book Maintenance for more information.

Editing Billing Types

To edit a billing type:

Select File > Reference Tables > Private Billing > Billing Type.
In the Billing Type window, select the row for the billing type you want to edit.
Edit the required values.
Click Save.

Deleting Billing Types

If a billing type is not in use by another record, you can delete it so that the item cannot be used for future billing.

To delete a billing type:

Select File > Reference Tables > Private Billing > Billing Type.
In the Billing Type window, select the row for the billing type you want to delete.
Click Remove.
In the confirmation window, click Yes.
Click Save.

Results

The billing type remains in the database so that there is no impact on existing records that are linked to that billing type.

To view deleted billing types, in the Billing Type window, set Show Deleted.

14 November 2023