Gentu's Address Book lets you store records of other practitioners, hospitals, health funds, any non-patient account holders, as well as all other miscellaneous contacts. It is possible to address a letter to any individual or business that you have added to the address book, and in most cases, to address a bill or invoice to them.
Practitioners are other doctors and healthcare providers. After adding them to Gentu’s address book, you can:
- Send them letters (including electronic letters)
- Select them as a referring doctor or a health team members
- Set them as the surgeon, assistant, anaesthetist, or paediatrician for a procedure.
Select Add > Practitioner to add a new practitioner.
At minimum, you must add a surname for a practitioner before Gentu will allow you to save them.
Assists at Procedures
Ticking this checkbox will allow you to select the practitioner as the assistant surgeon on a Procedure, and/or when billing assistant items.
If the Assists at Procedures checkbox is ticked, you will also need to enter the practitioner’s Business Name before Gentu will allow you to save the record.
Select the doctor’s speciality in this drop down menu.
Selecting the Anaesthetist speciality will allow you to choose this practitioner as the Anaesthetist in the Procedure window.
Selecting the Paediatrician speciality will allow you to choose this practitioner as the Paediatrician in the Procedure window.
Enter the doctor’s Medicare provider number here.
The provider number is necessary if you wish to select this practitioner as a patient's referring doctor.
The provider number is especially important for practitioners who will be assisting with surgery, or acting as the principal surgeon in a procedure, for online claiming purposes.
- Note: Gentu uses Medicare’s checking algorithm to determine the validity of provider numbers. If Gentu says the provider number is incorrect, double check the provider number with the practitioner themselves.
- If Gentu tells you the number is invalid owing to too few characters, you can add zeroes (0) to the beginning of the provider number to pad it out to 8 characters total.
Healthlink, Argus, and Medical Objects
The Healthlink ID, Argus ID and Medical Objects ID can be entered if you wish to send electronic letters to this practitioner using these third party carriers.
Preferred Contact Method
If you wish to send electronic correspondence to this doctor, it’s recommended that you select their preferred contact method here - e.g. Argus, Medical Objects or Healthlink.
When you address a letter to this practitioner, Gentu will automatically set the letter to be sent by the doctor's preferred communication method.
Select Add > Hospital to add a new hospital record.
At minimum, you must enter the Hospital Name before Gentu will allow you to save the record.
If necessary, you can also add the contact details for a specific contact person at the hospital, by entering their details within the Title/First Name/Last Name fields.
Hospitals added to your address book can be selected from the Hospital drop down menu when you are invoicing Health fund or DVA account type invoices.
Hospitals can also be billed directly under the Other account type when creating an invoice.
Procedures will be performed at this hospital
Ticking this checkbox will cause the hospital to be selectable within the Procedure window as the hospital where the surgery is to be performed.
The Facility ID is like a provider number for a location. The Facility ID is necessary for any hospitals that will be used to bill Inpatient procedures through a patient’s private health fund.
If you are not sure of the hospital's Facility ID, you are welcome to contact Gentu Support directly as we may be able to provide this. Alternatively, you can contact the hospital directly.
Issue invoices to this contact
Tick this checkbox if you wish to address invoices to this hospital. When ticked, this hospital can be selected as an invoice addressee by using the Other account type when creating an invoice.
Apply GST to all items billed
When this checkbox is ticked, GST will be calculated on all invoices billed to this Hospital. Note that you must tick Issue invoices... before you can tick this option.
If the hospital has a specific billing address, you can also enter its details here. These will be printed on any invoices addressed to the hospital under the Other account type.
There are two types of Account Holder - Individual and Business. You can select which type of account holder you’re adding by selecting either the Individual or Business entity type.
Issue invoices to this contact will be ticked by default for an account holder, as it is presumed that you will be addressing invoices to them.
Individual account holders can be linked to an existing patient via Patient Details as a private account holder. This would be used in the scenario where the patient is not their own account holder, for example if they are a child, minor or ward.
If you link an individual account holder to a child patient in order to bulk bill them, then you must also enter the account holder’s name, date of birth and Medicare card details, as these are necessary in order for any claims to be processed by Medicare.
Once you’ve saved an individual account holder, you can link them to a patient by opening Patient Details, clicking the + icon, searching for the individual account holder, and pressing Save.
A business account holder can be billed under the Other account type when creating an invoice. This would be useful in the case where you need to bill a third party organisation, for example billing a lawyer’s firm for providing medical records under subpoena.
Simply select the Business entity type to save a new business account holder.
At minimum you must enter a business name, and you can also enter the details of an individual contact within the business.
Issue invoices to this contact will be ticked by default.
You can also choose to tick Apply GST to all items billed for Business type Account Holders.
Use the Fee Schedule drop down menu to select the default fee schedule to bill this health fund.
The selected fee schedule will be used by default when billing this organisation under the Other invoice account type.
The Contact list in the address book is useful for miscellaneous contacts - those that you may wish to address a letter to, but that you don’t necessarily need to bill or invoice.
However, you can mark a Contact as a billable entity by ticking the issue invoices to this contact checkbox. You can also choose to tick Apply GST for all items billed for Business Contacts.
An example of a business Contact might be if you have added a health fund as a Contact in order to address a letter to them. An example of an individual type Contact might be if you are sending a letter to a freelance consultant.
Similar to Account Holders, you can add either Individual or Business type Contacts. The difference between Individual and Business contacts is how their details will appear on a letter when printed. A letter addressed to an Individual Contact will show the contact’s first name and surname, whereas a letter addressed to a Business Contact will only print the business name.
You can edit the details of any Health Funds you’ve added to Gentu within the Address Book - such as the contact person’s name or its mailing address.
Note that you cannot add new Health Funds via the Address Book. By default Gentu has the details of the major Australian health funds pre-loaded into your database, but if you wish to add another Health Fund, you can do so via Settings > Health Funds > Create New. Manually added Health Funds will not have online billing capabilities.