Guide to Setting Up Healthcode Integration

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 support@writeupp.com

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.

Your registration must be for use with WriteUpp. You cannot use previous registrations that you have set up for another system or for manual veda submissions.

 

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
  • Password

Note: These credentials are unrelated to your WriteUpp credentials.

Step 2 - Request Healthcode to be activated in your WriteUpp account

While you are waiting for your Healthcode credentials contact us at support@writeupp.com to let us know that you would like Healthcode activating on your account (not everyone does). 

Once you have received your Healthcode credentials go to Settings->Invoice, scroll down to the bottom of the page and enter your Healthcode credentials. 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:

  1. Go to Settings->Third Parties
  2. Add a new Third-Party or edit an existing Third-Party if you now wish to submit invoices via Healthcode
  3. When you create or edit the Third-Party you will be taken to the following screen:
     
  4. 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:

  1. Go to Settings->Scheduling->Appointment Types
  2. Then either add a new Appointment Type or edit an existing Appointment Type that you are going to use for Healthcode submissions
  3. 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". The below article shows how to favourite ISC codes so that they appear on this list:

    How do I add ISC codes to my favourites from the master list?

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:

  1. Go to Settings-> Expenses
  2. Then either add a new Expense Type or edit an existing Expense item that you are going to use for Healthcode submissions
  3. 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

Guide to Invoicing Using 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.

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