Gentu updates its fee schedules for the MBS and Health Funds automatically, meaning that you never have to worry about ensuring that the amounts you're claiming from health funds are correct, and reducing the amount of time spent dealing with exceptions.
Gentu also maintains a historical record of fee schedules for the last two years, so when you create back-dated invoices, Gentu will automatically populate each item with correct fees as of the date of service.
This means that the only time you'll need to manually update fee schedules in Gentu is to keep your Private fees up to date; to import the latest AMA fees; and to update any custom-added item numbers you use.
Private Fee Schedules
Gentu supports the creation of multiple custom fee schedules. These fee schedules can be created by navigating to Settings > Billing Items & Fee Schedules. By default you will have a fee schedule called 'Private', but you can also create new schedules by clicking Add Fee Schedule.
New fee schedules must initially be created by basing them on an existing schedule (such as the MBS or any of the health fund schedules). Once you have created the base custom fee schedule though, you can manually edit the fees for individual items.
After clicking Add Fee Schedule, simply enter a name for the schedule, then use the options here to specify the rules for producing the schedule. You can set your fees to be a percentage or dollar figure above or below an existing schedule, as well as rounding. Press Save to create the new schedule. This may take a few moments as Gentu calculates the fees for the thousands of MBS items stored in its database.
Updating Fee Schedules
Once a fee schedule has been created, you can edit it by clicking on its entry in the list of Custom Fees in Settings > Billing Items & Fee Schedules. By default when viewing an existing fee schedule the window is locked to prevent inadvertent changes to fees.
You can unlock the fee schedule by clicking Edit.
Once you have unlocked the fee schedule you will be able to edit all details of the schedule as you would normally. Press Save to save any changes.
Updating Individual Items
To update the fee for an individual item, simply search for the item under the Billing Items heading of the Billing Items & Fee Schedules page in Settings. Select the item from the list of results and the details of the item will populate into the 'Billing Items' section.
Once the item has been selected, use the drop down menu to select the fee schedule you wish to use. By default 'Private' fees will display, but you can select any custom schedule from the list. Once you have selected the fee schedule you wish to use, you can update the fee by entering a value of your choosing into the green field.
When the fee for the selected schedule has been entered, click Save below the item information to save the new fee.
It is also possible to add custom items which don't appear in the MBS. This is done by navigating to Settings > Billing Items & Fee Schedules and selecting Add Custom Item.
Gentu will ask you to specify a Code, used to locate the item, and a fee to charge for the item. You can also include a description which will appear on the invoice and indicate if there is a GST component. Once you have done this, click Save to create your custom item.
Updating Custom Items
To edit the fee for a custom item, search for the item code or item description in the 'Billing Items' search bar, and then click on the relevant item in the results to select it. The 'Billing Items' section will update to reflect the details of the item you've selected.
From here you can update any details of the item's description, change the fee or alter it's GST status. Once you are satisfied with the changes, click Save to update your custom item.
Custom items can be updated across custom fee schedules in the same way as updating other individual items - by searching for the custom item, then selecting the fee schedule from the drop down menu.
It is worth noting that custom items won't be updated if you edit a custom fee schedule using the custom schedule; when updating a custom fee schedule you should ensure that you update any custom items manually.
If you are a member of the Australian Medical Association (AMA), you are entitled to charge AMA fees. You can import these fees by downloading the AMA Fee Schedule as a .CSV file from the AMA website. Navigate to Settings > Billing Items & Fee Schedules and then click Upload AMA. Navigate to and select the .CSV file.
Note: It is important that the AMA fee schedule is downloaded in .CSV format. Gentu is not able to read other file formats, such as PDF, and will not be able to successfully update the AMA fees.
You will then see a progress bar as the fee schedule is uploaded to Gentu, and once this is complete a notification will appear saying "AMA schedule uploaded. The schedule fees will be updated shortly."
At this time Gentu doesn't currently offer the WorkCover or TAC fee schedules. Until these fees are available by default, it is possible to manually set up WorkCover (or TAC) fees using a combination of custom fee schedules and manually editing item fees.
To set up WorkCover fees in Gentu, you will first need access to the WorkCover fee schedule. You can generally find these fees by searching online, e.g. by searching for "WorkCover NSW fee schedule" or similar.
Once you have the fees handy, you can add them into Gentu as follows.
- Navigate to Settings > Billing Items & Fee Schedules.
- Under Custom Schedules, Select Add Fee Schedule.
- Name the new schedule (e.g.) WorkCover.
- Select any options to create the schedule - e.g. "Set schedule to 0% above MBS".
- Press Save to create the new schedule.
- Under the Billing Items heading, search for an item number and select it from the list to view its details.
- Select "WorkCover" from the fee schedule drop down menu.
- Referring to the WorkCover schedule, type the desired fee into the fee box.
- Press Save.
As mentioned, this method does involve manually updating the fees for individual items. Therefore if you do wish to manually set up WorkCover fees in Gentu, it is recommended that you use this method to set the fees for your more commonly used item numbers. You can return to Settings > Billing Items & Fee Schedules at any time to change or edit the WorkCover fees for individual items.