4Learning
4Learning / Admin Staff / Advanced
Click a heading below to expand that topic and reveal the training material. This page is devoted to Admin Staff that are required to perform more advanced functions as well as some configuration tasks.
When playing a video, use the Full-Screen button in the bottom right hand corner of the video player to toggle to Full-Screen – and then back to normal size when finished.
For Practices yet switched over to Audit4 Appointments and Billing, there are two presentations back on the 4Learning Home screen
This video is the first training video in the Appointment Advanced series and focuses in on managing patient confirmations with the Appointment Reminder Tasks
Duration 9 mins | Video Version 1.5 | Audit4 v20.1.59 | Published 18/03/2022
Optional: Configuring “Last Minute” Reminders
Audit4 Appointment Reminders are designed to avoid accidental double up reminder messages. If an appointment is already part of a reminder task or has been confirmed, then it won’t be included in any overlapping or subsequent reminder task. This protection allows you to configure a subsequent or “last minute reminder” rule. For example:
-
Configure a blanket rule that sends appointment reminders to all patients with appointments 7 days into the future.
-
Also configure a “last minute reminder” rule which triggers closer to the appointment – e.g. 1 day in advance at 11:00 am.
-
Prior to the “last minute reminder” rule, ensure you complete the appointment reminder task that was created 7 days prior. Any appointment that hasn’t been confirmed either manually or via the patient “Y” reply, will change back from status Reminder in progress to status Booked.
-
When the “last minute reminder” rule triggers, all appointments with a Status of Confirmed will be left untouched but all those not confirmed by the first SMS message that have been returned from Reminder in Progress back to Booked when the task was completed, will be sent a second message controlled by the “last minute reminder” rule.
-
Additionally, any new Appointments created after the first reminder triggers will also get the “last minute” reminder.
S4S Support are always more than happy to assist you with reminder task configuration.
This video shows how to use the Appointment Day Check to perform actions like a bulk update of Medicare Numbers or identifying referral issues before the first patient arrives.
Duration 8 mins | Video Version 1 | Audit4 v20.2.0 | Published 16/8/2022
This video is 3rd training video in the Appointment Advanced series and focuses on The Appointment Reschedule Task
Duration 6 mins | Video Version 1.0 | Audit4 v20.1.59 | Published 9/06/2022 Updated 23/2/2023
This video shows how to easily load all the Public Holidays for a year for your region in a few simple steps.
Duration 2mins | Video Version 2 | Audit4 v18.5.0 | Published 28/10/2020
This video shows how a Practice Manager can set and change the fees for a practitioner or a group of practitioners.
Duration 6mins | Video version 1 | Audit4 v18.5.0 | Published 28/10/2020
Finding an invoice by the invoice number helps you receipt a bank transfer payment.
Duration 1m 30s | Video version 1 | Published 28/10/2020
Submitting and Managing Inpatient Medical Claims (IMCs)
Duration 8 mins | Video version 2.2 | Published 31/3/2022
Retrieving Medicare payment, status, and processing reports for Patient Claims, Bulk Bills, DVA, and IMCs.
The payment reports allow Audit4 to automatically receipt claims paid to your clinicians so this is important to perform prior to generating revenue reports.
Duration 4 mins | Video version 3.1 | Published 3/1/2025
Demo of Tyro EFTPOS integration in Audit4. Includes information on Tyro Easyclaim (an optional Tyro feature).
Duration 2 mins | Video version 2.0 | Published 3/1/2025
How to pair a Tyro terminal. Pairing is needed when you:
- get a new Tyro terminal
- add a new Audit4 Business Account and you need to pair the new Merchant Id provided by Tyro
- a Tyro terminal is replaced (Re-Pair) - e.g. a 3G Terminal is replaced with a 4G terminal
Duration 2 min 46 secs | Video version 3.0 | Published 20/9/2024
Resolving Claims in an Unknown state - may occur when Medicare is having system issues.
Duration 8 mins | Video version 2.0 | Published 8/5/2024
Managing Users in Practice Admin
Duration 4 mins | Video version 1.0 | Published 16/12/2024
PRODA – Provider Digital Access
Practices need to use a PRODA account to login and perform the following:
- Register and Manage a PRODA B2B Device – required for Medicare Billing and Claiming. B2B = Business to Business; in this case your practice to Medicare Online. Your PRODA B2B Device will often be referred to more simply as the PRODA Device.
- Request a NASH Certificate for My Health Record and the Health Identifiers (HI) Service and ePrescribing. Note that the HI Service is required for ePrescribing even if you do not want to use My Health Record.
For more information on PRODA and how to get a PRODA Account, please refer to the Services Australia website:
https://www.servicesaustralia.gov.au/proda-provider-digital-access
Request a NASH Certificate
This is done via HPOS which is another service accessible via your PRODA Account. Within HPOS you will need an HPOS organisation and then within this Organisation you can request a NASH Certificate. To get more information please visit:
Digital Health – My Health Record: register-and-set-up-access
Renew a NASH Certificate
NASH Certificates expire every 2 years. Audit4 will provide ample warning prior to expiry. Within HPOS you can easily renew a NASH Certificate before it expires to ensure continued access to My Health Record and ePrescribing. The following instructions can help step you through the NASH Certificate renewal process.
Register New PRODA B2B Device
See the following PDF Document:
Audit4 Billing-New PRODA Device for Medicare Web Services.pdf
EXTEND your PRODA Device
See the following PDF Document:
Audit4PRODA-ExtendingaProdaDevice.pdf
Audit4 will automatically detect that the PRODA Device has been extended when the next claim is sent to Medicare – you do not need to do anything within Audit4 after you extend your PRODA Device.
Re-Activate your PRODA Device
Provided you Extend your PRODA Device prior to the 6 month expiry, Device Re-Activation, or Generating A New Code, should never be required. However, if you have received a message stating Re-Activation is required, please contact S4S Support.
Server Migration
When your Audit4 is migrated from one server to a new server, a new PRODA B2B Device is required. See the following Document:
Audit4 PRODA – New PRODA Device for new Server.pdf
This video provides the Practice Manager (or Clinician) an overview of the process of getting your Audit4 setup for ePrescribing and My Health Record.
Duration 8m | Video version 4 | Published 11/8/2021
FAQs
If using the Audit4 Appointments and Billing, then patients will be created in Audit4 and there is a good protection mechanism to avoid accidental creation of duplicates – so you should very rarely get duplicates. If you use another practice management system that is linked and it creates the Audit4 patient then duplicates can happen. This can help you handle duplicates.
This document provides instructions to help you connect your Audit4 with Sinch MessageMedia after which you can send patient’s appointment reminders and/or adhoc SMS messages. It also includes instructions to setup SMS messaging for ePrescribing Tokens. Whilst tokens would normally be sent via eRx, you can optionally use your MessageMedia account if the eRx SMS eScript Tokens are experiencing delays and you want the patient to confirm they have the token before leaving the consult. S4S Support can enable the ePrescribing Local SMS option once you have completed the instructions below.
Occasionally you may have a need to contact all or a large subset of patients en mass with a one-off announcement (e.g. the Practice’s phone number is changing). Sinche MessageMedia provides a good solution to this and Audit4 can provide the list of patients and their mobile numbers.
Whilst the access to electronic prescribing is restricted to prescribers only, there may be a need for staff to view the Print-Send script history if a patient rings about a possible missing script.
Your IT Support or scanner provider first needs to install the scanner drivers on the workstation where you will be using Audit4. Audit4 requires the TWAIN version of the drivers to be installed.
The scanner should be tested outside of Audit4 to ensure the driver is functioning correctly. On Windows workstations, typing "scan" into the Start Menu search should provide access to the inbuilt Windows scanning tool.
Once the scanner is confirmed as working on the workstation close Audit4 completely and open it again. This is required because Audit4 only detects available scanners when it is first started.
Duration 5 mins | Video version 1.1 | Published 8/4/2024
Troubleshooting
- Scanners must be turned on before logging into Audit4. Try closing Audit4, ensure the scanner is turned on, then log back in to Audit4 and test the scanner again.
- Communication between the scanner and the workstation may have stopped working. Turn off the scanner and shutdown the workstation and restart it and turn the scanner on.
- Test the scanner outside of Audit4 before ringing S4S Support. Most scanners will provide a program to allow you to test a scan. If the scanner is not functioning outside of Audit4, contact your local IT Support or scanner provider.
Tyro Surcharge capability can be enabled in Audit4 v23.1.0 (available Q1 2025). This document shows how surcharges can be enabled.
— End ––