From here you can enter in the service code and click Search. The fields can be entered for that service code and click Save. The service codes are billed in 15 minute increments. All codes should be set to a fee of $20, with the exception of the Q311 which is set for $17. The value is paid out based on number of units billed to the MOH.
Here is a link to a video going over this process: How To Manually Add or Edit An OHIP Service Code
If you wish to have the service code on your Billing Form for quick access, this can be done by going to Administration > Billing > Manage Billing Form:
From here you can select Service Code, select the appropriate billing from from the drop down and click Manage on the far right. The new service codes can be entered and assign a number to the right for placement. Click Update to save changes.
Here is a link to review this process: Billing Form Management
Create Billable Patient Record:
The service codes will be billed in an hourly rate, with 15 minute increments.
This will need to be billed as a non-patient claim under the Billing Type Bonus Codes. This type of invoice requires no patient details included - name, DOB and HIN.
First, we need to create a patient record to bill and track time spent. Each physician will require their own patient record. The above patient details are mandatory when creating a patient record, so any value can be entered when creating the patient chart.
To create a new patient you can click on Search along the top green tool bar and click Create Demographic:
A name, DOB and sex must be entered, and then Save Record at the bottom of the window:
In a clinic with multiple providers, you will want to include the Doctor's name in the patient name for easy distinction.
Here is a link to a video going over the process of creating new patient charts: Creating A Patient Demographic
Recurring Appointment:
Now that we have our billable patient, we can create a recurring appointment on the schedule to make it easy to bill each day.
To create a recurring appointment, we want to navigate to the physician's schedule and click on a time slot to search for our patient. For example, we can start on April 1st and make the appointment either at the start of the day, or at the bottom of the schedule as to not interfere with patient appointments.
On the appointment window the patient name can be entered and click Search on the right to capture the patient chart.
You can then enter in an appointment reason, set an appointment status as well. Once all ready, the R button in the bottom right corner needs to be clicked to open the Repeat Booking window:
This appointment would need to be entered Daily, and once every day. You may enter in your desired end date, and click Add Recurring Appointment.
Here is a link to a video reviewing this procedure: Repeat and Recurring Appointments
Invoice Creation:
After opening the invoice creation page, the Bill Type needs to be updated to Bonus Codes:
The Bonus Codes billing type will make the invoice a non-patient claim removing all patient details (name, sex, DOB and HIN).
The service code can be entered from the Billing Form, or searched from the Search and Select Service Code box. The Quantity box needs to be updated with the appropriate number of 15 minute increments spent for the day completing that task.
Please note that the time spent needs to be rounded to the closest unit. If 8 minutes was spent in the task, then it is rounded up to a full unit.
Once complete, Save & Close can be clicked!
Here is a link to a video reviewing the Bill Type Bonus Codes for preventative care billing: Bonus Preventative Care Billing
Time Spent Tracking Audits:
The time spent needs to be logged for audits that can be performed at any time.
We are working on a Report By Template to help monitor time spent, this will also aid in ensuring that limits are not exceeded. For instance, it would be recommended to run the report around the 20th each month to check how close the physician is to the max limit.
In the mean time, an Encounter Template could be utilized to calculate the time spent on different tasks for each service code.
To create a new Encounter Template, you can either open a patient eChart and select from the Templates drop down New/Edit Template, or you can navigate to Administration > eChart > Insert A Template.
If you want to use this template, you can copy the text below.
Direct Hours:
Time spent with a patient in office, including phone and virtual appointments.
Direct Telephone Out Of Office Hours:
Time spent completing phone appointments while away from the office.
Indirect Hours:
Time spent completing services when there is no direct patient contact.
Clinical Administration Hours:
Time spent completing administrative work.
Indirect Activities (delete all that apply):
( ) - Coordinating and planning care (chart reviews, reviewing results such as labs, imaging, consult notes)
( ) - Conferencing, consulting and meeting with other physicians and healthcare professionals for a specific patient of patients
( ) - Conferencing and meeting with family members and/or patient medical representatives
( ) - Discussion with and providing advice and information to the patient or the patient's representatives that is an insured service related to pre - or post-direct patient care, via synchronous or asynchronous care communication
( ) - Reviewing clinical information or research directly related to the needs of a particular patient
( ) - Patient specific clinical teaching arising from direct patient care
( ) - Other (insert details)
Clinical Administration Time Activities: (delete all that do not apply)
( ) - Proactive patient management (ex. screenings, chronic disease)
( ) - EMR updates requiring patient expertise
( ) - Quality improvement initiatives
( ) - Other (insert details) Here is a link to a video to review this option: Encounter Note Template
Please contact Support for any assistance at help@oscarprodesk.ca