A Case is like a folder that contains all the information about the Patient's course of treatment such as Clinical Notes, Treatment Plans, Letters, Referring Doctor, Payers or other Contacts specific to the Case.
Important!
To book an Appointment for a Patient in Nookal, a Case is required.
If there isn't an existing Case in the Patient's file, there will be an extra step in the booking process to create a Case. If no details are added it will always default to “General” and “Private”.
It is possible to create a Case when booking an appointment in the Calendar or from the Patient's File.
Creating a Private Case When Booking an Appointment
1. In the process of Booking a new Appointment for a Patient, if a new Case is required, select Create a New Case on the right-hand side of the Appointment creation window.
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If the are no existing Cases, the New Case details section will already be displayed.
2. Select a Case Title.
3. Add the Referrer for marketing purposes (optional).
4. Click Create Appointment to book the appointment and create the Case link to the booking.
Creating a Case for a Third-Party Payer When Booking an Appointment
1. In the process of Booking a new Appointment for a Patient, if a new Case is required, select New Case on the right-hand side of the Appointment creation window.
2. Select a Case Title.
3. Select Third Party and choose a Payer from the existing list of Payers in the Contacts database or type a new payer’s name to add.
4. Add the Referrer for marketing purposes (optional).
5. Click Create Appointment to book the appointment and create the Case link to the booking.
Important!
Once the Case has been linked to a Third-Party Payer, more details might need to be added in the Case to claim successfully such as referral details.
Additional information for the Payer can be added at the time of booking or later, as long as it is before the invoice is generated.
Adding Referral Details for a Payer from the Appointment
1. Open the Appointment window from the Calendar and in Classic view, Click Edit Case Details under the Payer field.
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In Fresh View, click on the spanner icon.
The Case window will open, the Payer selected will be in the right column with a green dot next to it which means it is active.
2. Many new fields are in the Payers section. These fields are not all essential for all payers, but adding as much information as possible will help prevent a claim from being rejected and it makes it easier to track remaining sessions, etc. See below what each field relates to:
- Referral - Doctor that has written the referral and the Date the referral was written. The Doctor needs to be in your Contacts list to be selected and the date needs to be before the first case associated appointment.
- Reference - Claim number or authorisation number that is specific to this claim. (Membership Insurance Number should be in the Patient Profile, under the Payers details).
- Case Manager - If applicable, alternative recipient for invoices and correspondence, you can select from a list of all your contacts which have the Case Manager box ticked on their Contact page.
- Number of Sessions: Number of sessions approved or remaining, this will be shown in the appointment and will be adjusted each time an invoice is generated.
- Expiry Date: If the treatments are pre-approved within a certain time frame.
- Notes: For your own reference, will not be displayed on the invoice
- Status: To prevent invoicing the payer when the claiming is over, you can deactivate the Payer.
Important!
Case Title, Date of Injury, Reference number, and Referral information (Doctor, Name and Provider Number and Referral Date) will be displayed on invoices addressed to the Third Party.
If using Invoice Automation, an option to enter an Additional Contact will appear on the case. If an email address is entered here, when an uninvoiced appointment in this case is processed, it will also send the additional contact an email with the invoice.
3. Click Save Changes.
Creating a Case and Adding a Third Party Payer From the Patients Section
1. Open the Patients section and open the Patient Profile.
2. Click Cases.
3. Click on the Case or Create New Case.
4. Click Add Payer.
5. Select the appropriate Payer from the dropdown list.
6. Click Next.
7. A Section for this Payer will be added on the right-hand side of the Case page. Add all the required details in the Payer section to claim successfully. Refer to step 2 of the section above for more details on the Payer's fields.
Hot Tips
The Payer of each existing Appointment for this Case as it will not update automatically.
The quickest way to achieve this is via Patients > Cases > Payer > click the chain-link icon next to Sessions.
Select the Bookings to link to the Case and Payer and Save Changes.
Alternatively:
1. Click on the Appointment in the Calendar.
2. Click on the Payer dropdown list.
3. Select the appropriate Payer in the Active Payer section of the dropdown list.
4. Click Save.