Healthcode Prerequisites

Please Note: This article relates to both the TM2 and TM3 versions of the desktop software.

This guide will help with setting up the prerequisites in order for TM2 to successfully export data for use by Healthcode. Which includes the following;

  • Activating Healthcode within TM2
  • Setting up Diagnosis Codes for Healthcode
  • Mapping ICD9 Codes if you do not use TM2 Touch
  • Assigning Healthcode to Stock Items
  • Setting up Healthcode for Specific Groups
  • Patient Policy Number Details
Activating Healthcode within TM2

Before proceeding with the Setup of Healthcode within TM2; you will need an active account with Healthcode.  Once your account has been set up and you have been provided with details

  1. Go to Tools - TM2 Options
  2. Lookups and Labels - Healthcode Tab
  3. Enter Details
  4. Press Save

Generic Controlling Specialist - this will be provided by Healthcode

Healthcode Sender Code - this will be provided by Healthcode

Export Global Start Date - this value will be set the first time you begin to use Healthcode with TM2.  For example; if you set the date to 31st October 2017; invoices from that date which are linked to Healthcode's stock items will be exported for billing via the Healthcode Interface

Healthcode Site ID - this value will match the value in the Healthcode Sender Code field.

Healthcode Documents Path - this value will set a path on your machine that will set where the Healthcode Export is saved to.

Included full diagnosis codes text in export to Healthcode - if you use OSICS-10 or other custom codes with TM2, this option must be ticked.  If you do not use custom codes with TM2, the system will use the default standard ICD9 codes.

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Setting up Diagnosis Codes for Healthcode

If you use TM2 Touch & Standard ICD9 codes, you will need to map the ICD9 codes to your current diagnosis Codes.

To do this

  1. Go to Tools - TM2 Options
  2. Advanced Settings - Configuration
  3. Under TM2 Touch set Body Site Specific Diagnosis Codes - True
  4. Press Save

You will next need to set up the diagnosis codes via TM2 Touch Admin.

To do this

  1. Go to Tools - TM2 Touch Admin
  2. Diagnosis Codes
  3. Choose a Body Site from the drop-down menu
  4. Enter a Diagnosis Code in the Enter New Diagnosis Code field
  5. Add Diagnosis Code
  6. Select the appropriate code to map to the body site from the drop-down menu under the code column

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Mapping ICD9 Codes if you do not use TM2 Touch

Option One

If you do not use TM2 Touch and need to configure your ICD9 codes, you will need to map the codes via TM2 Options.

To do this

  1. Go to Tools - TM2 Options
  2. Lookups and Labels - Lookups
  3. Select Diagnosis Codes
  4. Add your code into the text field
  5. Press Add New Lookup

The file you export from TM2 will contain these details automatically.

Option Two

You will be able to add custom codes via Tools - TM2 Options.

To do this

  1. Go to Tools - TM2 Options
  2. Lookups and Labels - Lookups
  3. Select Diagnosis Codes
  4. Add your Custom Code in the text field
  5. Press Add New Lookup

If you use custom diagnosis codes, you can provide a list of these to Healthcode and let them match the details provided with a correct ICD9 code.  Please contact Healthcode to do this.

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Assigning Healthcode to Stock Items

You will need to assign the Healthcode industry standard codes to your stock items.  Please note, this only needs to be done to the stock items you have linked to your custom groups which you will be billed.

To do this

  1. Go to Practice - Stock
  2. Open the Stock item you wish to map
  3. Click on the Charge Code drop-down menu in the Healthcode tab
  4. Choose the appropriate code

Healthcode will be able to advise you on which Charge Code is suitable for the stock item you are working with.

The procedure code field is available on the stock form which will allow users to add a CCSD code if required.

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Setting up Healthcode for Specific Groups

Healthcode needs to be configured in order to work for specific groups.

To do this

  1. Go to Main - Groups
  2. Right-click a Group - Edit
  3. Click on the Healthcode tab at the bottom of the group record
  4. Click the Add New button
  5. Input Provider details
  6. Press Update

Insurer Code - This is unique to each custom group and is required by Healthcode. Input a value, click on the drop-down list and select the required value.

Location - This is the location of the clinic that makes use of the group.  Click on the drop-down list and choose the required location.

Provider Number - This is supplied by Healthcode.  Some groups may require a practitioner specific provider number that can be added via the Advanced Tab on a practitioner record. Healthcode will advise if this is required or if the provider number on the group is sufficient for submission.

Specialist Over Ride Setting - If you have a specific Specialist Over Ride Setting which is unique to your group, this value can be entered into the text box provided.  If you don't have a unique controlling specialist, you can override this value by leaving the input blank.  If this value is left blank, the Generic Controlling Specialist value will be used instead.

Episode Setting is Visit - This should be left ticked and will be ticked by default for most groups.  In some case, Healthcode may ask for this setting to be unticked to alter the detail in the exported file.

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Patient Policy Number Details

One of the key details required for all insurance groups is the policy number details of the patients.  If these details are missing, the claim may fail when being submitted.  You are able to set policy number details in the patient's record.

To do this

  1. Go to Main - Patients
  2. Open the Patient Record you want to add details to
  3. Enter a Policy Number in the Policy No. field
  4. Press the ID icon to the left of the icon to verify the number

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