Practitioners with Multiple provider numbers at same location

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We have a situation where a physiotherapist who is also a Chinese medicine practitioner has started working for us, and works at all three of our clinics. Currently the only way to bill accurately so that the correct provider number for his Chinese Medicine, Acupuncture, or Physiotherapy services appears on the receipt or is sent to the Hicaps terminal is to have separate columns in the appointment book for each discipline at each location. With our current set up this would require the one therapist to have nine different columns "Therapist/LocationA/Physio, Therapist/LocationA/ChineseMed. Therapist/LocationA/Acupuncture" etc.

This seems unnecessarily cumbersome. I wonder if there could be a section in the practitioners file to add other provider numbers and qualifications, which could then be accessed via a drop down menu at the time of billing/payment?
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Ben Kewish

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Posted 3 years ago

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Steven, Business Care

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Hi Ben
It is unusual to have a practitioner that is qualified for 3 professions and is active in each profession. Generally, practitioners may have interests in diverse areas, such as Physio and Acupuncture, but will consult under one profession say - Physio. 

The health funds certainly make it difficult in this situation by requiring a different provider number per location and profession. In your case up to 9 provider numbers for this practitioner.

If a practitioner works across multiple locations you will need to setup a Practitioner for each location. For reporting purposes you can setup a Reporting Group with a Practitioner in each location to report on the one practitioner’s activities at all locations.

The way Front Desk manages multiple provider numbers per Practitioner is through the Provider Number Override feature. This can be found on the Practitioner card under the Provider Numbers tab. Provider numbers can be automatically selected based on fee categories, health funds or a combination of both so that billing staff generally don’t need to make a choice at the time of billing, which reduces errors. 

Below is an example of how you can set this up in Front Desk:

You could add additional fee categories for Acupuncture and Chinese Medicine.

*Please note that you should never reorder or remove existing Fee Categories in Front Desk, other than adding additional items to the bottom of the list. If you require assistance with editing your previous fee categories it is essential that you contact our support team and let us take care of it for you by opening a case at www.smartsoft.com.au/support



Once created, you can use the Provider Number Practitioner Override to assign a different Provider Number for each fee category for practitioners with multiple provider numbers.



*Note that if you wanted you could also use a different provider number for different Health Funds or a combination of Fee Category and Health Fund

For most patients who attend for one type of treatment (Physio, Chinese Medicine or Acupuncture) you only need to set their fee category appropriately on the General tab of their file. Any patient who is being treated with multiple modalities, and you want to bill specifically as a different profession, you can setup multiple accounts on their file to override the respective fee category. Note the two accounts on the Patient file below:



Now (like you suggested) admin staff just need to use the Account drop down while receipting/billing a patient and Front Desk will assign the correct Provider Number for you.



In most scenarios with this pre-setup the staff will not need to make any selections at billing. In the situation where you have a practitioner with multiple professions and individual patients see this person for different modalities, you would then select which account to bill (Physio, Chinese Medicine, or Acupuncture) at the time of billing.
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Ben Kewish

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Thanks Steven, I'll try setting it up that way, seems more efficient for sure. Thanks for your help with this.
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Benjamin Muir

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How does using Tyro affect this scenario? He is .an acupuncture/TCM practitioner who is also a remedial therapist.