Invoicing Bulk Bill & DVA

A Bulk Bill or DVA-type can be created by selecting either Bulk Bill or DVA from the Account Type drop down menu of the invoice window.

Bulk Bill

1. Access the patient's file and select Add > Invoice.
   
2. Select Bulk Bill from the Account Type drop down menu.
3. Add the item numbers to the invoice.
4. Add any necessary Medicare overrides by clicking the + icon to the left of the item, ticking the relevant checkboxes, and entering any service text, then clicking Apply.
   
   
5. Press the Batch button at the bottom of the screen.
   
6. The Bulk Bill claim will then be added to the electronic batch queue.

Gentu automatically transmits all claims in the batch queue at 10pm daily.

If you do not wish to electronically transmit this Bulk Bill invoice to Medicare, you can choose to either Print or Save the invoice.

• Print will print out a copy of the DB4 form, used for manual batching.
• Save will save the invoice - you can return to it later and add/remove items as needed, for instance, if you are not certain which items the doctor wishes to charge.

Bulk billing a child/minor

To bulk bill a child or a minor under 12, the parent/guardian must be set as the account holder for the patient.

1. Open the Address Book and select Add > Account Holder.
2. Ensure the Account Holder entity type is Individual.
3. Enter in all of the parent/guardian's details, including their Medicare card details and DOB.
4. Save the record.
5. Open the patient's file to Patient Details and find the Account Holders table.
6. Click the + icon and search for the newly added parent/guardian by name.
7. Select them and press Save to add the account holder.
   

• If the patient has a 'Self' type account holder already selected, you can select them and press Unlink to remove them, making the parent/guardian the default/primary account holder.
  
• If you do not remove the 'self' account holder, you'll need to manually select the parent/guardian as the Addressee when you invoice this patient.

When you then invoice the patient, you can select the parent/guardian account holder from the Addressee menu.

If the parent/guardian has been set as the primary account holder, Gentu will select them by default.

DVA

For DVA accounts, there are a few more steps to complete.

1. Access the patient's file and select Add > Invoice.
   
2. Select DVA from the Account Type drop down menu. 
3. A Treatment Location drop down menu will appear. Select the relevant treatment location from the menu.
   
   
   
   • Selecting any treatment location except Rooms will reveal a Distance Travelled field. Here you should enter the distance travelled (in kilometres) to the treatment location.
     
   • Selecting Hospital or Residential Care as the treatment location will cause the Hospital drop down menu to appear. Select the hospital or residential care facility where the services were provided.
     
     • You can add locations to the Hospitals list via Gentu's Address Book.
       
4. Add the item number(s).
5. Add any necessary Overrides and/or Service Text by clicking the flag icon to the left of each item.
6. Press Batch.
7. Gentu will add the account to the batch queue for later transmission.

FAQ

> I have accidentally sent a claim with the wrong information on it / sent a claim for the wrong patient. How do I delete the claim?

Once a claim has been transmitted, it is not possible to delete the batch from Gentu. Even if you were able to delete the batch/claim from Gentu, this would not be reflected on Medicare's end, and they would continue to process the claim as normal. It helps to think of claims like emails; once it is sent, it cannot be edited or deleted.

The best thing to do in this case is to call Medicare (ph: 1800 700 199) and request that they cancel or reject the claim for you. Once the processing report is available in Gentu, you will be once more be able to make changes to the claim's invoice - e.g. marking items resolved and adjusting their fees down to $0 to cancel the claim, then recreating and resubmitting it from scratch. 

> How do I batch and transmit Bulk Bill/DVA batches?

You do not need to manually batch and transmit Bulk Bill or DVA batches from Gentu. When you save a Bulk Bill or DVA account type invoice, Gentu will add them to the batch queue. At 10pm daily, Gentu will automatically batch and transfer the queued claims.

> How can I unbatch an invoice, so it doesn't get sent at the end of the day?

At any time prior to 10pm (the time when queued invoices are automatically batched and sent), you can unbatch an invoice to prevent it from sending using the steps below. 

1. Find the patient
2. Open their Account tab
3. Open the invoice in question
4. Click on the Unbatch button.

This will remove it from the invoices waiting to be transmitted to Medicare or DVA. If the invoice has already been sent, this option will not be available. You will need to wait for the report to be returned from Medicare or DVA before it can be modified and resubmitted.

> I cannot Batch a DVA/Bulk Bill invoice.

There are certain items in Gentu which cannot be claimed electronically. Please see our article on Non-Claimable Billing Items for more information.

If you need to claim an item which can't be electronically claimed, you should instead Print the account, and manually submit it (via mail or fax) to DVA or Medicare.