Note: This documentation is for reference only. This functionality is now live in WriteUpp. If you wish to activate Healthcode, please drop us a request at firstname.lastname@example.org
What is Healthcode?
Healthcode is the official provider that processes medical bills electronically in the UK. In essence, any bills that need raising with health insurance companies need to be processed through the Healthcode system.
Who is it for & Why Should I Use it?
If you work with insurers and medico-legal providers this will allow you to submit your invoices directly from within WriteUpp. No need to re-key or submit claims manually. It should save you a whole heap of time!
How Do I Get Started?
As you might expect there’s a little bit of setup required to get started. This isn’t us making things complicated but unfortunately (as many of you will know) Insurers require a bit more information when you submit a claim. However, once you have done the setup all you need to do is click on the Healthcode button which appears at the bottom of the invoice screen.
This will take you through to a new screen where you will be able to review your submission and complete any missing information required by Healthcode. From here you can either submit your payment request or check that your request is valid before you submit it.
The remainder of this article explains what you need to do get things set up in WriteUpp. Once the setup is complete then (in theory) its just a question of hitting a couple of buttons!
Step 1 - Get Your Healthcode Credentials
To use this integration you will first need to be registered with Healthcode. Without registering with Healthcode will not be able to use this feature.
To get registered just go to www.healthcode.co.uk/veda and complete (the rather lengthy) form. If you require any assistance please contact the Healthcode Customer Services team on 01784 263150.
When you have registered you will be provided with:
- Site ID
- Web Services ID
Note: These credentials are unrelated to your WriteUpp credentials.
Step 2 - Turn on Healthcode in WriteUpp
Once you have received your Healthcode credentials you will need to go to Settings->General->Invoicing and check "Enable Healthcode", highlighted below:
You will then be able to enter your Healthcode credentials and verify that they are correct by clicking on the "Check Credentials" button. Once you have verified your credentials click on "Save".
If you have any problems verifying your credentials please do not contact the WriteUpp Help Desk as we will be unable to help. Instead please contact Healthcode Customer Services team on 01784 263150.
Note: If you don't complete this step none of the following steps will be possible
Step 3 - Set Up or Amend Your Third-Parties
In WriteUpp Third-Parties are individuals or organisations that have an interest in a client's treatment. As such, Insurers and Medico-Legal companies (who pay for treatment) are Third-Parties.
To set up Third-Parties for Healthcode submissions:
- Go to Settings->Third Parties
- Add a new Third-Party or edit an existing Third-Party if you now wish to submit invoices via Healthcode
- When you create or edit the Third-Party you will be taken to the following screen:
- In addition to the regular information that you need to specify when you set up a Third-Party you should enter the Healthcode Identifier for the Insurer, for example "bup" if you're invoicing BUPA, and your Provider Number for the Insurer
Step 4 - Link Appointment Types to Industry Standard Codes
To allow insurers to capture and analyse data about claims they require treatments to be classified using Industry Standard Codes (ISC).
To facilitate this you need to map the WriteUpp appointment types that you are going to claim for to their corresponding ISC, as follows:
- Go to Settings->Scheduling->Appointment Types
- Then either add a new Appointment Type or edit an existing Appointment Type that you are going to use for Healthcode submissions
- When you create or edit the Appointment Type you will be taken to the following screen:
Here you need to click on the ISC dropdown (highlighted) and choose the ISC that corresponds to your Appointment Type then click on "Save". We have only included a small sub-section of the nearly 16,000 ISC codes at present. Going forwards we will be providing you with a mechanism to select your own personal favourites but at present if the code you require please email email@example.com and we will add it for you. Please be aware that a) there may be a lead time associated with adding additional ISC codes and b) we can only add up to 3 ISC codes per site.
Step 5 - Link Expense Items to Industry Standard Codes (OPTIONAL)
Note: This step is only required if you claim for expenses (i.e. Non-Treatment related costs)
To allow insurers to capture and analyse data about claims they also require non-Treatment related expenses to be classified using Industry Standard Codes.
To facilitate this you need to map the WriteUpp expense items that you are going to claim for to their corresponding ISC, as follows:
- Go to Settings-> Expenses
- Then either add a new Expense Type or edit an existing Expense item that you are going to use for Healthcode submissions
- When you create or edit the Expense item you will be taken to the following screen:
Here you need to click on the ISC dropdown (highlighted) and choose the ISC that corresponds to your Expense item then click on "Save"
Once you have completed Steps 1 to 4 (or 5 where appropriate) you are ready to start using Healthcode
The following article explains how you submit invoices via Healthcode
Need More Help?
We understand that not everything is black and white, so if you need some help, click "Submit A Request" ticket and one of our team will help you out as soon as possible.