Ref: HCISRNG-47 Version: 001 Date: March 2021

This document contains information in relation to the Clearing Service. Information in this document, including URL and other references, is subject to change without prior notice. Unless stated, the companies, organisations, products, email addresses, people, places and events depicted in examples in this guide are fictitious. No association with any real companies, organisations, products, email addresses, people, places or events is intended or should be inferred. Complying with all applicable copyright laws is the responsibility of the user. Without limiting the rights under copyright, no part of this document may be reproduced, stored or introduced into a retrieval system. Healthcode operates a policy of on-going development. Healthcode reserves the right to make changes and improvements to any of the products described in this document without prior notice. ©2021 Healthcode Ltd. All rights reserved.

Healthcode Ltd | Introduction 3

1 Introduction .......................................................................................................................... 4 2 ePractice legacy software plans ........................................................................................... 5

2.1 Logging in ..................................................................................................................... 5 2.2 Managing your subscriptions ........................................................................................ 6

3 ePractice new software plans ............................................................................................ 10

3.1 Logging in ................................................................................................................... 10 3.2 Managing your subscriptions ...................................................................................... 11

4 Compatible third-party software ......................................................................................... 15

4.1 Logging in ................................................................................................................... 15 4.2 Manage Subscription .................................................................................................. 15

5 Direct debit instructions for companies and/or dual signatories .......................................... 18

5.1 Company name .......................................................................................................... 19 5.2 Dual signatories .......................................................................................................... 20

1 Introduction A billing site is a secure account set up on Healthcode’s secure website for a medical provider that captures and stores billing data for submission to private medical insurers (PMIs) and other payors.

A Practice/Clinic is made up of one or more individuals who have a billing site in their name (including a company name) where they are billing for multiple practitioners where the practice/clinic both invoices and is paid by the insurance companies. The following guidance is to help you set up your subscription to the Clearing Service so you can bill electronically. The following steps are separated into three sections so please hold down the Ctrl key and click on the relevant link below to jump straight there:

• Users of ePractice legacy software plans: biller, biller Plus or manager

• Users of ePractice new software plans: Basic, Lite or Pro

• Users of compatible third-party software. A list of these is available here.

2 ePractice legacy software plans This section is for those who are still using one of our old software packages. Our legacy software plans have now been phased out and replaced with three new ones: ePractice biller Equivalent = ePractice Basic

ePractice biller Plus Equivalent = ePractice Lite for Practices

ePractice manager Equivalent = ePractice Pro

Anyone who was using biller will automatically be migrated to our new Basic software package and should skip to the section about the new software packages. For those on biller Plus and manager your pre-paid subscription fee will include all charges for the Clearing Service until the end of your current term, when the subscription will be cancelled.

2.1 Logging in Log in by visiting https://www.veda.healthcode.co.uk/prelogin/sign_new.jsp?message=

Type in your User ID and Password and click on the button. You will immediately be presented with a splash screen.

Click OK to close it.

You may then be presented with a second splash screen alerting you to the online billing and payments service for self-pay patients.

Click on the “x” on the top right of the screen to close it.

2.2 Managing your subscriptions Important: If you need to set up a direct debit in a company name and/or with dual signatures DO NOT follow the following steps relating to setting up the direct debit. Details on completing your direct debit instructions are set out in the section Direct debit instructions for companies and/or dual signatories and should be completed before following these steps. The Manage Subscription button is at the bottom of the menu bar, which is found on the left of your screen.

Click on Manage Subscription and a drop-down menu will appear. Click on Update Subscription to see your current plan.

A screen will appear showing your current plan with a message, including information that if you change your subscription before the end of your term, you will not be eligible for a refund.

To find out when your subscription is due to be cancelled click on Manage Subscription again

and then Update Details, which will open the Manage Subscriptions home page.

Click on the box that shows your current subscription.

You can then see when your current subscription will be cancelled.

Click on to return to the Manage Subscriptions home page, which you close by clicking “x” on the top right of the pop out screen. Once your subscription has been cancelled you will no longer be able to bill electronically and will need to subscribe to a new plan and the Clearing Service. When you next log in after the cancellation date and click on Update Subscription, a page with all your subscription options is shown.

You will need to select a plan from the choice of ePractice Basic, Lite or Pro and, if you wish to continue electronically billing the insurance companies, you will need to also choose the Clearing Service. Click in the Choose Plan box at the top of each pane to make your choice. A tick will appear.

Click on the top right of the screen to set up your direct debit details; you will not be directed to complete a direct debit if you have previously set one up. The following screen will appear.

Enter the relevant bank details. This does not need to be the same account where payment from the insurers are sent.

Remember to tick the boxes at the bottom before clicking confirm.

You will receive an Information Message, confirming your subscriptions to the Clearing Service and your new software plan.

Click OK. Your current plans will now be shown:

Your direct debit will show as pending verification in the Manage Subscription home page (via Update Details). This stage usually takes around two working days while the mandate is logged with BACS (Bankers’ Automated Clearing System).

3 ePractice new software plans This section is for those who are already using one of our new software packages, Basic, Lite and Pro. All charges for the Clearing Service will be covered until the end of your current monthly term. If you wish to continue electronically billing the insurance companies, you will then need to subscribe to the Clearing Service.

3.1 Logging in Log in by visiting https://www.veda.healthcode.co.uk/prelogin/sign_new.jsp?message=

Type in your User ID and Password and click on the button. You will immediately be presented with a splash screen.

Click OK to close it. You may then be presented with a second splash screen alerting you to the online billing and payments service for self-pay patients.

Click on the “x” on the top right of the screen to close it.

3.2 Managing your subscriptions The Manage Subscription button is at the bottom of the menu bar, which is found on the left of your screen.

Click on Manage Subscription and a drop-down menu will appear. Click on Update Subscription to see your current plan.

A screen will appear showing your current plan.

To find out when your subscription is due to be cancelled click on Manage Subscription again

and then Update Details, which will open the Manage Subscriptions home page.

Click on the box that shows your current subscription.

You will see the date your subscription will be cancelled:

Click on to return to the Manage Subscriptions home page, which you close by clicking “x” on the top right of the pop out screen. Once your subscription has been cancelled you will no longer be able to bill electronically and will need to subscribe to the Clearing Service. When you next log in after the expiry date and click on Update Subscription, a page with all your subscription options is shown. Your software plan subscription will continue as previously and will show as your current plan.

Click in the Choose Plan box at the top of the Clearing Service pane to add this. A tick will appear.

Click on the top right of the screen. The following steps should be followed depending on whether you had previously set up a direct debit for monthly software charges.

3.2.1 ePractice Basic adding Clearing Service

Important: If you need to set up a direct debit in a company name and/or with dual signatures DO NOT follow the following steps relating to setting up the direct debit. Details on completing your direct debit instructions are set out in the section Direct debit instructions for companies and/or dual signatories. The following screen will appear.

Enter the relevant bank details. This does not need to be the same account where payment from the insurers are sent. Remember to tick the boxes at the bottom before clicking confirm.

A message will pop up, confirming your subscriptions to the Clearing Service.

Click OK.

Your current plans will now be shown:

Your direct debit will show as pending verification in the Manage Subscription home page (via Update Details). This stage usually takes around two working days while the mandate is logged with BACS (Bankers’ Automated Clearing System).

3.2.2 ePractice Lite and Pro adding Clearing Service You will receive an Information Message, confirming your subscription to the Clearing Service.

Your subscription has now been updated to include the Clearing Service in addition to your software.

4 Compatible third-party software

If you are using a compatible third-party software you will be using VEDA to access your billing information. Please note: Make sure you use Internet Explorer as your browser as other browsers are not compatible. If you cannot use Internet Explorer please email us with your site ID and we will issue a payment link for you to complete.

4.1 Logging in Log in by visiting https://www.veda.healthcode.co.uk/prelogin/sign_new.jsp?message=

Type in your User ID and Password and click on the button. You will immediately be presented with a splash screen.

Click OK to close it.

4.2 Manage Subscription Click on the Manage Subscription tab at the top of the screen.

Your Manage Subscription home page will open.

VEDA will already be selected as your current plan.

To continue to electronically bill the insurance companies you need to subscribe to the Clearing Service. Important: If you need to set up a direct debit in a company name and/or with dual signatures DO NOT follow the following steps relating to setting up the direct debit. Details on completing your direct debit instructions are set out in the section Direct debit instructions for companies and/or dual signatories and should be completed before you subscribe to the Clearing Service. Click in the Choose Plan box at the top of the Clearing Service pane. A tick will appear.

Click on the top right of the screen. The following screen will appear.

Enter the relevant bank details. This does not need to be the same account where payment from the insurers are sent. Remember to tick the boxes at the bottom before clicking Submit.

A message will pop up, confirming your subscription to the Clearing Service.

Your direct debit will show as pending verification. This stage usually takes around two working days while the mandate is logged with BACS (Bankers’ Automated Clearing System).

5 Direct debit instructions for companies and/or dual signatories You will need to set up your direct debit before you amend your subscriptions. For ePractice users, under Manage Subscription, click on Update Details

For VEDA users, click the Manage Subscription tab at the top of the page and then click the button at the top of the VEDA pane. The Manage Subscriptions home page will appear.

Click on Payment Methods The following screen will appear:

Click the button. A separate pop-up box will open.

If you need to add an IBAN (International Bank Account Number) click here:

This will alter the form:

It is likely that some of the details will have pre-populated, e.g. name, so amend it as necessary adding the bank account details, your billing address and email .

5.1 Company name If you need to use a company name click here:

This will alter the form.

Complete the rest of the form as above and then click the button. Your direct debit will show as pending verification. This stage usually takes around two working days while the mandate is logged with BACS (Bankers’ Automated Clearing System).

5.2 Dual signatories If you need to set up the direct debit with dual signatories complete as above and then check the box at the end of the form. We suggest you have both signatories present at this stage to speed up the process.

Complete the rest of the form and then click the button. You will be presented with a screen showing all the details and can make changes if required.

Click the button. Save the direct debit as your Primary account by clicking the Primary box. You can repeat the process later with another bank account if you wish to have a backup.

Click on the button.

You will then be sent an email. Click on Complete mandate setup.

You will be directed to the following web page:

Follow the instructions. When you have uploaded the signed document click Submit signed agreement.

Your direct debit will show as pending verification. This stage usually takes around two working days while the mandate is logged with BACS (Bankers’ Automated Clearing System).