TSG has been working with CLS and Practice Managers to bring about changes in MediBooks to cater for the new Child Health Scheme which comes into effect on Monday 24th July 2023.
For each practice in Jersey, TSG has extracted the HIO price list items containing a rebate amount and/or a claim code and produced a mapping spreadsheet. The spreadsheet has been updated to contain the new rebate claim codes and the new rebate amount. The spreadsheet has been sent to the respective Practice Managers who will validate the information and populate the new customer amount column for cells shown in orange (non-CHS and HAS items). The Practice Manager will then return the spreadsheet to TSG together with the authorisation for TSG to update the price list in their MediBooks database.
Items that are no longer relevant (these will be highlighted in green) will be transferred to a new Department (tab) called "Removed" (i.e. child related HIO items). Items in the ZRemoved Department should not be made active as their Claim Codes and Rebate values are incorrect.
Items that were on the CLS list but not the practice price list will be added into a new Department called "Appended". Items from this department can be made active, however, we recommend moving them into a new department for ease of use first.
On Sunday 23rd July 2023, TSG will undertake the following work for each practice.
- Verify the nightly backup has taken place and store a copy of the database in an easy-to-access location.
- Backup the current price lists.
- Replace the current HAS price list with the new information provided by CLS, this will include changes to the description, prices, claim codes etc where applicable.
- Create a new scheme called "CHS", a new department called "CHS Scheme", and a new income code called "CHS".
- The spreadsheet containing updated prices will be imported and the HIO claim codes will be updated in the HIO scheme.
- Where a new item has been provided by CLS, for example, "GP Flu Vaccination Adult" and the claim code does not currently exist in the price list, it will be added but marked as inactive so that the practice can manually review as and when needed.
- Items from the HIO price list relating to child health (highlighted in green on the spreadsheet) will be created in the new CHS scheme and placed into the "Removed" tab on the HIO price list.
- Where a new item has been provided by CLS, for example, "GP Flu Vaccination Child" and the claim code does not currently exist in the price list, it will be added but marked as inactive so that the practice can manually review as and when needed.
In addition to the above, TSG has created an automated script that runs every day at 4am that will do the following.
- Identify patients not in the HAS scheme to find those with a date of birth which makes them less than 18 years old on the day. Those patients will then be updated and moved into the CHS scheme.
- Search the database of patients who are in the CHS scheme and are 18 or over and will move them to the HIO scheme.
- If a patient is on the HAS scheme no change will be made even if they are less than 18 on the day.
From Monday 24th July, there will be 3 schemes affected by this change.
- HAS: containing new claim codes and rebate / third party amount.
- CHS: contains child-related items previously in HIO (those highlighted in green on the spreadsheet) and those that are new from the list provided by CLS with new claim codes and rebate amounts.
- HIO: contains everything as before except child-related items (which will have been moved to the CHS scheme) plus the new items provided by CLS for HIO services. These will have the new claim codes, rebate amount and descriptions (for new items).
On 24 July we strongly recommend that Practice Managers review their price lists for HIO, HAS and CHS to ensure that the customer amount, rebate amount and third-party amounts plus descriptions are correct for them and if they are not then they will need to be updated manually by the Practice Manager.
Additionally, Practice Managers will need to review additional items for example "prescription charges", "Referral Letters" etc where the claim codes will be incorrect and the rebate amount will need to be removed post 23 July 2023.