This article explains the set up process for setting up Healthengine's Medical Certificates Product. This process occurs after you have activated the Medical Certificates product via the Product page in Practice Admin.
Adding or updating a Medical Certificates policy
Healthengine has provided practices with the option to add in your own policy regarding your practices handling of Medical Certificates. Items you might wish to include involve eligibility criteria or your refund policy. Healthengine also has a template you can use, which can be added by clicking the Template button.
Once you have added a policy, click save to have it automatically updated on your practice patient request form.
Adding a price for your Medical Certificates
In order to be able to take Medical Certificate requests online, a price needs to be set up for your practice. This price is the same for any practitioner who approves a request at your practice.
In Practice Admin, go to Medical Certificates > Preferences and scroll to the Patient out-of-pocket cost section. Enter the price you wish the patient to pay; noting that there is a transaction fee. You can choose to pass that onto the patient if you wish by adjusting the fee accordingly.
Click Save once you are done and this price will update immediately.
Adding a Stripe account to Medical Certificates
In order to take a Medical Certificate request, Healthengine requires at least one Stripe account to be associated with either the practice or the approving practitioner. If a practitioner doesn't have their own stripe account, any fees taken will be sent to the practice account for distribution later.
To set this up, go to Practice Admin > Medical Certificates > Preferences and scroll to the Practice Payments section.
Note: If your practice or practitioners already have a stripe account set up as part of Healthengine Payments Product, these Stripe accounts are automatically added to Medical Certificate interface.
Under Practice payments, you can see all the practitioners who will have their fees sent to the practice stripe account if they approve a Medical Certificate. Only the approving practitioner gets paid for the service, regardless of the practitioner preference the patient selected.
Under Practitioner payments, you can see which practitioners have an account linked to your practice and will get paid directly if a Medical Certificate is processed by them.
If you wish to set up a Stripe account for the practice or practitioners, the orange "Set up Stripe Payments" option will be available to select, which will take you to the Healthengine Stripe account creation page.
For this, you will need:
- An email address, unique to you or the practice. Stripe accounts cannot share details, so each practitioner will need their own email separate to the practice
- Mobile phone number, for verification purposes from Stripe
- Your country (Australia)
- Business Type
- Business structure
- Legal Business name
- Australian Business Number (ABN)
- Business Address (in most cases, the same as the practice address)
- Business website
- Bank account details to receive payment into
Adding ABN and Business name details
For invoicing purposes, you need to enter the Australian Business Number (ABN) and legal business name for your practice and practitioners into Practice Admin. You can do this under the Medical Certificates > Preferences page and by clicking the edit pen icon on the right hand side.
This will bring up the fields for you to fill in regarding the ABN and business name.
Adding an APHRA number to your practitioners
When onboarding your practice to Healthengine, your practitioners should have had their Australian Health Practitioner Regulation Agency (APHRA) numbers added as part of your set up. However, if you have had new practitioners join your practice you might need to add their APHRA number from within Practice Admin.
To do this, log in to Practice Admin >Manage Practitioners and click edit profile next to the practitioner you wish to add an APHRA number too.
Within this page, there is a section to enter the APHRA number, as well as a look up function if you wish to search the APHRA register to confirm the number. Once added, scroll to the bottom of the page and click save.
Setting Permissions for Medical Certificate Request
In order to action a Medical Certificate, the Action Medical Requests permission needs to be assigned to the relevant account. This is to ensure that only users who can action medical certificate requests are able to do so. All staff are able to see the Medical Certificates overview page, but only certain users can approve or reject them.
If you need to create a new user account, there is a section in Practice Admin > Logins and Permissions where you can add the email address for the new user, and they will be prompted to set up an account with your Practice on Healthengine.
To set the permission, go to Practice Admin > Logins and Permissions and find the relevant user you wish to assign the permission too. Tick the Action Medical Requests checkbox, and wait for the page to sync. Once completed, this user will have the ability to review and action Medical Certificates. We recommend that only practitioners have this permission selected.
Setting up notifications for Medical Certificate Requests
Practices can choose to receive an email notification anytime a new request is made.
This email preference can be managed in the Account > Notifications section of Practice Admin. Once the relevant email address is found or added, you can then set which type of notifications you wish to receive by clicking the pencil edit button, and ensuring Medical Certificates is toggled to ON.
You can reach the Medical Certificates page by either clicking the "View requests" button in the notification email, or going to Practice Admin > Medical Certificates.
Requirements to take a Medical Certificate Checklist
In order to be able to take a Medical Certificate request and have the button show on your practice profile, you need to have the following:
- At least one practitioner set up with an APRHA number
- At least one account with the Approve Medical Request permission set
- A Stripe account associated with the practice or the approving practitioner
- A price for the medical certificate
- A medical certificate policy
If you have any issues, please contact firstname.lastname@example.org or your CSM directly.