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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
Patient Import

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.
  - 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.
  - 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
    Communicare's security scheme is designed to be easy to maintain yet effective. It works on 3 layers: SYSDBA, ADMINISTRATOR, MEDISYS.
  - 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. These XML datasets can then be loaded into PEN CS' Clinical Audit Tool (CAT).
  - 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.

Patient Import

Patient information may be imported into Communicare from either a csv file or Medicare Australia's Medicare data files.

To run the import simply select menu File > Import Patient Biographic's File... and follow the on screen instructions.

Details of import process will be reported at the end of operation and saved in Patient_Import.log in the Communicare program folder.

CSV File Import

The format of the csv file is defined in PatientImport.xls which can be found in the Communicare program folder. A csv file can be created from PatientImport.xls by using Excel's 'Save As' command.

It is best not to edit the PatientImport.xls file in the Communicare program folder because it will be overwritten by any Communicare upgrade. Instead, copy it to a working folder and edit it there. .

Dates must be formatted as dd/mm/yyyy.

*Medicare Australia's Medicare Data File Import * Contact the Medicare Australia EDI Help Desk by phone on 1300 550 115 to request the supply of Medicare patient data files. One file is supplied for each provider, containing details of each provider's patients.

These files contain Name, Date of Birth, Sex and Medicare card number only. No address information is contained in these files. Each imported patient's address is left blank, except for locality, which is set to the 'Default Community' according to System_Parameters.

9 February 2024