Organisation, settings and licensing

Organisations

The organisation tree

Organisation › Organisation Structure shows your organisation as a tree. Each part shows its own settings and its effective settings, meaning what it inherits from above.

• Kinds of unit. State, local health district, region, facility, ward and department. A unit’s kind cannot be changed once it is created.
• Facilities record their type (hospital, aged care, home care, clinic or community health), funding (public, private or mixed), time zone, HPI-O, bed count, ABN and address.
• Beds are added and edited on their ward.
• Moving a unit takes everything under it along. Deleting a unit retires everything under it.

Settings and overrides

Most behaviour is set once for the organisation and changed where a site needs something different. Each setting says which levels may change it (organisation, state, district, facility or ward) and how levels combine. The lowest level that sets a value wins.

Every change is kept with the reason given, and the history is on each part of the tree. A global administrator decides which settings exist and their defaults. Changing a setting needs settings rights: an administrator, or a manager holding the settings.config.update permission.

Billing reference data

The four billing screens under Care Admin hold national reference data shared by every organisation on the site, so a change made here applies to all of them.

Health Funds

The register of health funds and other payers: code, name, type, contact details, whether they take electronic claims, default accommodation and status.

1. Refresh the list from Services Australia

   Choose Get Participants. Funds Services Australia no longer lists are made inactive, and the result stays on screen. It needs an administrator, or a settings manager who also lodges Medicare and fund claims.

2. Add or edit a fund

   Choose Add Health Fund, or edit a row. This needs an administrator.

3. Retire a fund

   Set its status to Inactive. A fund that still has DRG costs or billing rules cannot be deleted.

DRG Costs

Base costs, average length of stay and outlier thresholds by DRG and fund. Add a rate, or edit or delete a row. Changing them needs settings-write authority.

IFC Billing Rules

The informed financial consent rules for each fund: gap scheme (known gap, no gap or percentage gap), room rates, surgeon and anaesthetist rebate rates, the theatre rate per minute, and the dates the rule applies. Choose Add Billing Rule. Changing them needs settings-write authority.

MBS Items

The Medicare Benefits Schedule: item number, description, category, schedule fee and benefit. Only a global administrator can change it.

1. Download the schedule

   Download the MBS XML file from MBS Online.

2. Import it

   Choose Import MBS Items and select the file. A dry run shows how many items are ready to load and any left out.

3. Load it

   Choose Load. The result says how many items are new, corrected and unchanged. A new fee becomes a new version from the date it starts, so earlier claims keep the fee that applied to them.

ADT and jurisdictional reporting

• ADT Settings (Care Admin) holds the admission types, separation modes, episode types and transfer rules your organisation uses. Add, edit or delete your own. HealthOS’s defaults are shared by every organisation and cannot be changed: to use a different value, add your own at the organisation or a facility.
• Jurisdictional Reporting (Care Admin) holds the data extracts, validation rules, mandatory fields and reporting periods for state reporting. Extracts, rules and mandatory fields can be added, edited and deleted. Reporting periods can be added, edited, closed and locked, but not deleted. The first time your organisation opens the screen it is given a starting set of extracts and rules to adapt.

Changing either needs settings-write authority.

One thing to watch on Jurisdictional Reporting: Add extract offers the types VAED, VEMD, VINAH, VAHI and Custom, while most of the starting set uses other types. An extract you add does not pick up the starting set’s rules and mandatory fields, so check them after adding one.

Menus

Organisation › Menu Configuration decides which menus staff see.

• The default is set for each type of facility. It applies to the whole site and needs a system administrator.
• Overrides can be set for your organisation or one facility.
• Precedence. A facility’s override wins over the organisation’s, which wins over the default.

Licences

An organisation’s licence decides which modules and connections it can use. See it in Platform › Tenant Licensing. A system administrator can view their own organisation’s licence and its history. Only a global administrator can change a licence: an organisation cannot raise its own.

A feature the organisation is not licensed for is greyed out with the reason. Ask your global administrator, or HealthOS, to add it.

Still stuck? Email support@healthos.net.au