Please note that you would need to get your unique details from Healthcode for Heydoc specifically, it may not be possible to use previously acquired details which you use for another system, kindly click here to do this.
In the section where it asks you for the "Practice management system" kindly fill that in as circled below:
Once you have these details to hand, the integration will proceed directly within Heydoc.
Add credentials into Integration settings
To integrate with Healthcode, go to "Settings" then click "Integrations" on the left hand side of your page and scroll down till you see the "Healthcode" section. Enter your unique details in the areas circled below and click "Save" at the bottom.
Add Healthcode identifier into user settings
Next, click "Users" on the left hand side of your page, select your practitioner's user and scroll down till you see the "Healthcode" section and enter your unique "Identifier" (this is your GMC number a with a zero at the beginning, e.g. 0651978). Click "Save" at the top of the page:
Add insurance providers as Contacts
Now, go to "Contacts" at the top of your page, click "New":
Fill in the details of the contact at the insurance company you would like to add. Scroll down to the bottom of the page to the "Healthcode" section. Once you start typing the first few letters of the "Healthcode identifier (Insurance)" you will be able to select from the drop down menu:
Click "Save" and you will be able to see a summary of this contact:
Adding appointment types and procedures
Now go to "Products" at the top of your page. You will see a list of your current products, click "New":
In "Type" select "Procedure" or "Appointment":
Enter the details for the product such as the "Name". If this is a procedure you can select one of the procedure types from the drop down menu or free type this:
You can add insurance pricing in the "Contracts" section. For more information on how to use contract pricing, click here.
Now scroll down till you see the "Healthcode" section. Here you will need to enter the "Industry standard code" and "Procedure Code (valid CCSD)" for your product. As you type the first few letters of the "Industry standard code" as circled below, you will be able to select an option from the dropdown menu. If it is required, you may also need to enter the "Procedure Code" using the same functionality.
Heydoc cannot advise with which code to enter for your procedures. If you do not know what codes to enter here, please reach out to Healthcode or the insurance providers who will be able to advise.
Click "Save" at the top of your page once this is complete. You would need to do this for any other products for which you would like to use Healthcode for if they require these codes.
Add insurance details to patient record
Next, click "Patients" at the top of your page, you will see a list of all your current patients. Select the patient for whom you wish to add their insurance details:
Click into that patient and you will see the "Summary" page. Click on the edit icon as circled below:
Scroll down till you see "Relationships and Emergency contacts":
Click "Add relationship" and in "Relationship type" select "Insurance provider" from the drop down menu:
In "Patient or contact name" start typing the first few letters of the insurance provider and this will appear as below:
Now add the registration number and click "Add relationship":
This will now appear as below within the patient file, click "Save" at the top of your page:
Submitting an invoice to Healthcode
You can now send invoices to Healthcode through Heydoc for this patient. Click "Invoices" then click "New":
You will see a new invoice page. This will automatically pull in any outstanding items this patient has on their account, in this case, "Follow-up Consultation". Fill in the "Header" and "Practitioner" section. You will see the that "To" section is pre-filled with the insurance provider we added to the patient file earlier:
Click "Save invoice" once complete. You will now see this invoice listed as below, click into this invoice:
You will then see the page below. Click the Healthcode icon as circled:
A pop-up will appear which will ask you for the diagnosis, once you start typing the first few letters you will be able to select from the drop down menu as below:
Click the option you would like then click "Submit to Healthcode" as circled below:
You will now see that your invoice is currently "Unprocessed":
If you refresh your page, you will then see this change to "Validated" in blue as below which indicates that this invoice has been successfully sent to Healthcode:
What do the different statuses mean on my invoice once submitted to Healthcode?
Once you have submitted an invoice to Healthcode, it will appear like below with a status next to 'Outstanding':
'Unprocessed' - the invoice has been sent to Healthcode but has not yet been received by them/processed by them
'Validated' - Healthcode have received this invoice
'Awaiting collection' - the invoice is awaiting collection from the insurance company
'Collected' - the invoice has been collected by the insurance company
Please note that once Healthcode have sent the invoice to the insurance company, they receive no further information regarding this invoice.
Communication is only one way, so once this invoice has been paid by the insurance company this payment will not be recorded automatically and you will need to record this invoice as payed. Click here to see how to record payment on an invoice.