Item Codes - Same Code Different Fee

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We have two psychologists who use the same item code but they both charge a different fee.  Is there a way to link item code/fee to each psychologist.  Currently we have it default to one fee and then manually change for the other psychologist for each transaction.
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Gavin

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Posted 3 years ago

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Geelong Hand Therapy

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HI Gavin, we have the same thing here - we put the clinicians initials after the item code and then on our main computer, there is an additional Hicaps Code that overrides the item code - under Item Detail - so when you go through Hicaps, it will pick up the same item code for each clinician even though the item is called something different... hope that makes sense?
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Timothy, Business Care Manager

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Hi Gavin. As Jane has said, the way to accomplish this is to create a separate item code for the practitioner that specifies the different rates they are charging for the item. If this item is for their most common service, you might consider selecting their unique item code in the Default Items tab on the practitioner file. When billing, this should override the clinic default item code for this practitioner only.
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Gavin

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Thanks.  If we use their initials ie 80110GS, and 80110 in Medicare Code, the item code with the initials prints on receipt.  What if they need to take to medicare?  Is there a way to have the medicare item code printed on invoice?
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Timothy, Business Care Manager

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Though you can override the item code for electronic submission, for example you can bill an 80110GS but send 80110 to Medicare, HICAPS or Tyro, you cannot do this for printed receipts. As long as the item description is correct and you only proceed the item code with one or two characters we've not had reports of issues from users.

What have others found? 
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Joyaa Antares

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We do as Geelong Hand Therapy & Timothy suggest.  (We don't have FD and HICAPS linked however).
Occasionally we do get problems - someone at Medibank Private regularly rejects our clients who sent in a receipt with 1803JA (etc) on it [1803 is the HICAPS code for Osteo follow-up].
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Rachel Bruce

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We do this with a number of different codes and have had no issues with Medicare DVA or Hicaps as we only put the code in the hicaps field when creating the item code. No issues with patients who take printed receipts in to their health funds either.
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Better Life Centre

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Hi Front Desk,

That's a good suggestion. Is it possible to include a feature in each Practitioner's settings for including their fees alongside the item codes. We have over 15 clinicians, 10 of whom are psychologists who charge different fees - it becomes difficult to omit mistakes in a busy reception. Would great appreciate it.

Jane
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Amber Quirk

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Hi Frontdesk,

I have a similar problem - two clinics charging different fees.

Any suggestions?
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Steven, Business Care

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Hi Amber

The only way to do this is to have a slightly different Item Code e.g. 500-A 500-B, with a differentiator at the end. Note for Medicare and for HICAPS you will need to enter the actual code in a different area (see below).



Other than this, you may look at using the same Item Code but different Fee Categories for the different locations e.g. Private-A or Private-B. Patients attending location A will need to have their fee category selected correctly on their file.

Due to the overhead in having a different fee for the same Item Code and Fee Category for a different practitioner or location, it is often best practice to keep your fees consistent.
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Brendan Limbrey

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We have a similar situation here with our different physios each charging a different rate. The way we are doing it at the moment is to manually change the fee against the item number when billing. It would be good to be able to have a feature where we could list a different fee for each of our providers for the same item number. I have noted the solution you have outlined above.
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Andrea Lutt

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We also have the same situation in our clinic and we have implemented different item codes for different physios.  We cannot use the situation of using a Fee Category, as the difference in billing is not related to the patient, it is related to the practitioner, and patients can see more than one practitioner.  In a busy reception environment, it is difficult for our admin staff to remember to over-write the amount charged or to remember to select the correct item code depending on the physio when there are already so many to choose from as there are a huge number of variations.  It would be great to be able to have fees set by Fee Category and also by Practitioner, however, I appreciate the complexity of implementing this.
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Timothy, Business Care Manager

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Hi Andrea. Could you please open a support case at www.smartsoft.com.au/support so that one of our helpdesk staff can review your setup? 
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Vital Core

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We would love to see this also. We have senior physio's that charge a higher rate than the less experienced and mistakes are make when billing customers at busy times. Please look at adding a feature to the Practitioner their own fee.
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Amber Quirk

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Any progress ??

We still have this problem - different fees for therapist/stock etc depending on location