Once you have set up your Healthcode integration, you can then begin submitting invoices from Heydoc to Healthcode. If you have not set-up your Healthcode integration, click here for more information on how to do this.

To submit an invoice to Healthcode for a patient, go to the patient record and click "Invoices" and then click "New" to create a new invoice:

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 to fill out the various information regarding the invoice which is required by Healthcode:

In the "Service setting" drop down list you will see the different service settings:

  • Consultation Room: Clinician did not use a facility and provided a consultation service.

  • Outpatient: Clinician used a facility to treat a patient and the patient did not use “a bed”

  • Inpatient: Clinician used a facility to treat a patient and the patient spent at least one night

  • Daycase: Clinician used a facility to treat a patient and the patient stayed no longer than a day.

For each one of the above service settings, the user will be prompted to provide further details.

The next set of instructions will guide you through each service setting.

  • Consultation Room

If you select the service setting as "Consultation Room" ensure you then enter the diagnosis code, once you start typing the first few letters you will be able to select from the drop down menu as below:

The "Payee provider" will automatically populate with the practitioner's name. However if the payee provider is a place, begin typing the place in the field and you will see options appear from the drop down list. If your site does not appear, please contact support@heydoc.co.uk with your site and 60Million number and we will be able to add this to the database:

You can then select the "Controlling specialist" from your list of practitioners who have a Healthcode identifier:

And finally select the provider, you can also search for a site in this field:

  • Outpatient

If you've selected the service setting as "Outpatient", fill this in as you would for Consultation room service setting (as above).

Additionally you will need to enter the "Treatment site". Begin typing the site in the field and select from the drop down list:

  • Inpatient

If you've selected the service setting as "Inpatient", as well as selecting the "Treatment site" you will also need to select the:

- Admission date

- Discharge date

- Discharge reason

  • Daycase

If you've selected the service setting as "Daycase", you must also fill in the same information as Inpatient:

Submitting the invoice to Healthcode

Once you have filled out all appropriate details 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 paid. Click here to see how to record payment on an invoice.

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