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Encounters
Open a service recording for patient interactions and add clinical items, record progress notes, prescribe medications, review investigations, write referrals and manage recalls.
Encounters
Record patient encounters in Communicare using any one of the following methods.
Service Recording
In Communicare, a service is where a patient interacts with a service provider. In general, it means to have a consultation with a health care provider, that is, a Doctor, Nurse, or Healthworker.
Service Record
Use the Service Record window to set the provider and encounter place and mode, record billing details and set any requirements.
Service Record - Medicare
When a service is completed or paused, a Medicare claim can be submitted either by the provider or reception.
Daily Medicare Tasks
Each morning, check the Medicare claim status for the previous day's encounters.

Encounters
Open a service recording for patient interactions and add clinical items, record progress notes, prescribe medications, review investigations, write referrals and manage recalls.
- Encounters
  Record patient encounters in Communicare using any one of the following methods.
  - Service Recording
    In Communicare, a service is where a patient interacts with a service provider. In general, it means to have a consultation with a health care provider, that is, a Doctor, Nurse, or Healthworker.
    - Recording a Service
      For each patient encounter, record a service.
    - Recording Telehealth Consultations
      Use one of these encounter modes to record telehealth services.
    - Service Selector
      When you open the clinical record for a patient or add a service recording, and a service has already been provided for that patient today, those services are listed in the Service Selector window.
    - Starting a Service
      Every time you open a clinical record, a service is started. You have the option of keeping the service or not when you close the clinical record.
    - Closing a Clinical Record
      To complete a service, close the clinical record.
    - Changing to a Different Service
      If you were part of a past service, you can edit that service.
    - Service Record
      Use the Service Record window to set the provider and encounter place and mode, record billing details and set any requirements.
      - Service Record - Detail
        Use the Service Record > Detail tab to set the provider and encounter place and mode.
      - Service Record - Medicare
        When a service is completed or paused, a Medicare claim can be submitted either by the provider or reception.
        Submit a claim to Medicare
        If your health service is integrated with Medicare, you can submit an electronic claim either when you close a service if you are the provider, or later if you are a receptionist or claims manager.
        Daily Medicare Tasks
        Each morning, check the Medicare claim status for the previous day's encounters.
        Correcting Medicare Claims
        If you mistakenly submit a claim to Medicare, depending on the status of the claim in Communicare, you may be able to revoke if you act quickly.
      - Service Record - Private
        Check the Private Billing items claimed on the Private tab.
      - Service Record - Requirements
        Select a requirement to display an exclamation mark icon in Service Recording.
    - Service Record Filter Selections
      Use the Service Record Filter Selections window to determine which service records are displayed in the Service Recording window.
    - Service Record status
    - Provider Mode Place Selection
      The Provider, Mode and Place and Program window is displayed when you open a clinical record and Communicare is unable to identify the provider and mode-place for opening the clinical record.
    - Preselecting the Provider
      You can set the Provider, Encounter Place, Encounter Mode and optional Program used for all future services.
    - Medicare Assignment Form
      You can print patient and service details to a Medicare form ready for signing.
    - Workers Compensation
      In WA, record workers compensation interactions using the WorkCover clinical items.
  - Clinical Records
    The clinical record comprises all clinical information recorded for a patient in Communicare by your health service. It includes clinical items and recalls.
  - Intramail
    Use the intramail system to send secure internal electronic messages within Communicare.
- Medications
  This topic covers all Medications Management functionality within Communicare.
- Clinical Support

Daily Medicare Tasks

Each morning, check the Medicare claim status for the previous day's encounters.

The Medicare claim status for each encounter is displayed in the Claims Status (Online Claiming) window. Select File > Online Claiming > Bulk Bill Claims tab.

Table 1. Medicare tasks by status
Claim Status	Description
Error: Claim not sent - please retry	There was an error and the claim wasn't submitted to Medicare	Resubmit the claim
Claim waiting in queue Claim sent - Awaiting processing Claim processed - Awaiting Payment	One or more of the claims for the service are in progress	No action required if the transmission date is within the previous week Contact Medicare Australia if a claim is still in progress after a week
Claim paid by Medicare Australia	All claims are paid or processed awaiting payment By default, paid claims are not displayed	No action required
Claim partially paid by Medicare Australia	Some claims are paid and the rest have been rejected	Click View Medicare Australia Report and read the report. Fix the problem in the claim: In Service Recording or Biographics, open the claim details. Make the required changes, then either: To resend the claim, click Claim Now. Deselect the items that are not claimable and click Save.
Claim rejected - View Report	All claims have been rejected	Click View Medicare Australia Report and read the report. Fix the problem in the claim: In the Claims Status (Online Claiming) window, click Reset Bulk Bill. In Service Recording or Biographics, open the claim details. Make the required changes, then either: To resend the claim, click Claim Now. If the claim can't be resent, click Not Claimable.
Claim discarded	When a rejected claim is retransmitted, the original claim is discarded	No action required

Associated Reports

To display the reports associated with Medicare:

Select Report > Search Reports.
In the Reports Search window, in the Search field, enter medicare.

When required, generate a list of patients whose Medicare details are incorrect, run Report > Patients > Invalid Medicare Details. Send this list to Medicare Australia who can provide the correct numbers and other details.

At a convenient time run the Payment Report for all claims. This may take some time depending on the number of claims currently awaiting payment.

See Reports for more information.

9 February 2024