Invoicing for Te Whatu Ora

Invoices submitted to the Te Whatu Ora for each Service type need to comply with specific rules and show particular information.  Toniq has worked with the Te Whatu Ora to develop 3 invoice variants that comply using the Toniq system.

Invoicing Through Retail Debtors

Maintain Debtor

Set up the Te Whatu Ora debtor as pictured below, with the Postal Address and Post code fields showing the agreement and claimant numbers respectively.

From main menu, go to:  

• 3. Debtors
• 1. Maintain debtors
• F11 next page, set Print Private Information and Prompt ref. debits
• F12 Accept Details

A4 TAX Invoice

From main menu, go to: 

• 7. Administration
• 1. Setup
• 2. Workstation configuration
• 2. Receipt options
• Press F11 twice
• Set Invoice title to TAX INVOICE
• F12 Accept details

Check the A4 printer is assigned (setting printers is per workstation)

From main menu: 

• 7. Administration
• 1. Setup
• 2. Workstation configuration
• 1. Device setup

Printing the Invoice

Only ONE invoice number per service per claim period is required.  So component items covered by the service must all be charged together to the Te Whatu Ora debtor.

• At the ref prompt: enter the claim period – e.g. Claim period January  (REQUIRED by MOH)
• Then the one transaction (per service) can be printed from within maintain debtor account
  Highlight the invoice within the list
• press F9 Print Select, A4 Invoice for selected transaction

Note: Make sure the pharmacy name prints both GST number and phone number on the top of the invoice

Processing the claim items, variations

1. These items can be processed totally as miscellaneous retail products e.g. After hours fees,   MUR packaging etc
2. They can be processed in dispensary, as FEEs against relevant patients e.g. MUR – Initial consult, MUR – follow-up, MUR packaging.  This ensures that they show on the patient history – as part of their treatment

Processing FEES in Dispensary

If fees are processed in Dispensary and charged directly to the Te Whatu Ora account, numerous invoice numbers will be produced – one for each “Rx” charged.   This will not comply with the Te Whatu Ora invoicing rules.

If on the other hand the fees are allowed to go to the parked transactions list. They can be retrieved altogether at the relevant invoicing time and put through on one transaction/invoice.

But! Check that you do NOT clear down your Rx parked transactions too often – go to POS, Clear Parked Transactions and make sure that the Parked Rx expiry days is at least 40 days.

And since the ‘Rxs’ will have gone to POS for different clients and all be set to seller Dispensary it will be difficult to identify the items to retreive and charge UNLESS you have the barcoded receipts to scan. 

Hint: To make sure you do not miss any, reconcile your receipts against the prescription details report for each MUR fee before doing the charging – so you can reprint any missing receipts.

To setup an MUR (or other) Fee

• At Rx entry Press F7 Med
• Enter FEE and press F7 Show Hidden
• Pick one of the Toniq setup fees e.g FEE – SERVICE 06
  1. Change description:   eg: FEE – MUR Packaging 
  2. Set shortcut eg. MURp
  3. Set Retail price (e.g $5.62 – GST inc price)
  4. Set FEE tick box (bottom right)
  5. F11 – delete Dispensing note and unset prompt
  6. F11, F11, F12 Accept Details

3^rd Variation: Dispensary Only

If you do not have the Toniq Retail system, it is possible to process the MUR service components through the private claims system and produce an invoice that complies with the Te Whatu Ora requirements.

Te Whatu Ora will accept a Private Claims Invoice from Dispensary, provided it is set up as follows.

Using Private Claims to Invoice Te Whatu Ora

• Pick any patient
• Enter NS as the Rx code then press F3 Private Claim
• Press enter at Employer
• At Accident Insurer, press the spacebar, enter and pick Te Whatu Ora or set up a new insurer (see screenshot below)
  • Enter your pharmacy's agreement number and claim number in the Address field and phone number in the Pharmacy Identifier:

• Enter a Form number (1 will do!):

• Dispense a Fee set up as the Service or Service components.
  • Note: the price is inclusive of GST.

Producing the invoice

From main menu, go to: 

• Electronic Claiming
• Private claims
• Invoice
• Select a date range for the claim period (usually the calendar month)
• Pick the Accident Insurer, Te Whatu Ora, and print the report 

Note: If services (like MUR) have been dispensed to multiple patients, one page will be produced per patient – so the invoice will be multi-page.