FAQs

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Below are a list of Frequently Asked Questions. Scroll through to find questions and answers about HealthKit. You can also enter a few key words into the search function at the top right of this screen to search the entire manual for the relevant information. If you do not find your question here or you cannot find the answer in the manual, email us at community@healthkit.com. You can also click on the Online Help link in HealthKit at the top right of the screen for more help.

You can also access our New Features page which list our new features, enhancements and fixes in HealthKit, as well as our Mini Videos.

Your profile and information

Practitioner profile

Watch video on changing your name in HealthKit
  • I want to change my name that I used when I set up my profile. How can I update it? If you are in a group practice, you only need to make the change on your Personal page. Go to your Personal page, and click the Edit button at the top right of the screen. Make the change in the name field and click the Save Profile button at the bottom of the screen. This saves the spelling update on your Personal page and on your Users page. If you are in a sole practice, you also need to update your Group Name on your Settings page (you do not need to do this if you are in a group practice). Go to your Settings page, and click the Edit icon at the right of the screen. Make the change in the Group Name field and then click Save.
  • How can I change my profession in HealthKit? Email HealthKit at community@healthkit.com and we will change your profession for you.
  • How can I change my email address? Your email address is recorded in two places on HealthKit; to change your email address, go to:
  1. Your Personal page and click the Edit button at the top right of the screen. Update your email address in the email field, and click the Save button at the bottom of the screen.
  2. Your Users page, and click the Edit icon next to your name. Enter and confirm your new email address and click the Save button.
  • I want to add a particular expertise to my expertise list but it is not listed in the Expertise list - how can I add it? Please email HealthKit at community@healthkit.com telling us the expertise that you want added. We will review it and if acceptable, we will add it to the Expertise list.

Locations and practice hours

  • Can I add multiple practice locations? Yes, you can add multiple practice locations for your practice. Click the Add Location button on the Locations page and complete the practice information.
  • How do I add my practice/company name? You can add your practice name on the Locations page. Click the Add Location button and enter the name of your practice in the Practice Name field. Your practice name then appears on your appointments, reminders, invoices and reports.
  • Can I have more than one practice name when using HealthKit - e.g. "John Smith Clinic" and "Springfield Clinic"? Yes you can. There are three scenarios:
  1. If you have two practice locations at which you practice on different days, you can list both practices and their hours on your Locations page. HealthKit automatically selects the correct location and reminder for each appointment and then configures the correct letterhead, address and information on your invoice.
  2. If you have two practice names but you use them interchangeably together and they are both listed on your invoice, list them in the one location as your practice name on the Locations page, and on your invoice template.
  3. If you have two practice names and use them separately for different invoices, but the practices are located in the same location and open on the same day (i.e. some appointments are billed as John Smith Clinic and some are billed as Springfield Clinic), set the two names as two different locations on your Locations page, and then set the hours to be the same for each practice name. Select the preferred practice name whenever you make an appointment so you can have different invoices and different reminders for the two different practices depending on which practice name you select.
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  • I have multiple practitioners in my practice but not all of them work at all of the practice locations - how can I remove a practitioner from a particular location? Go to the Locations page and click the Cancel icon next to the practitioner's name on the listing for the location where they do not see patients. If the practitioner has never seen patients at that location, you can delete them from the location; if the practitioner has seen patients at the location, you can archive them. Archived or deleted practitioners do not appear on the calendar or online bookings for that particular location.

Account set-up and access levels

Account set-up

  • How do I use HealthKit in two different practice groups? To use HealthKit in two different practice groups, all you need to do is use different email addresses in the two different practice groups (the password can be the same). Your account in one practice group is linked to one email address, and your account in the other practice group is linked to the other email address.
  • If I do use HealthKit in two different practice groups, will each practice know that I have another account and will they be able to access my calendar and patient lists for both practices? No, your two accounts are entirely separate and one practice group cannot access your Calendar, Patients List or Financial Reports for your other account.
  • Can you combine two separate accounts into the one group account? I'm wanting to set up a group practice with another practitioner who also uses HealthKit. Yes, you can merge two HealthKit accounts. Email us at community@healthkit.com and let us know which accounts you want to merge, and we will merge the two accounts for you, and let you know when it has been completed. See also Creating separate ABNs/company numbers within the one group practice.

Adding and managing practitioners and receptionists

  • How can I create a group practice with multiple practitioners and/or with receptionist support? You create a group practice by adding users - i.e. practitioners or administrative staff - to your practice. Go to your Users page and click the New User button. Enter their name and select their role type and access level, and enter the required information. Click Save to create their linked account and therefore change your sole practice into a group practice. Click here for more information, and watch this mini-video.
  • How can I add a practitioner and/or receptionist to my account? Go to your Users page and click the New User button. Enter their name and select their role type and access level, and enter the required information. Click Save to create their linked account and add them to your account. Read more here and watch this mini-video for more information.
  • How do I delete a particular user? Practitioners with full access can deactivate other users with lower access on the Users page. Watch this video to see how to deactivate users (or read more here). For security purposes, only HealthKit administrators can deactivate full access users; please email us at community@healthkit.com to request deactivation.
  • I am trying to add another practitioner to my practice, but when I enter their email address, I get a message that says the email address is already registered with HealthKit. The practitioner is either already using HealthKit or their email address is listed in our database. You add an existing HealthKit practitioner in the same way that you add a practitioner who is not yet using HealthKit - click the Add User button on the Users page, and HealthKit will enable them to have two accounts that they access from the same email address. Read more here or watch this mini-video for more information.
  • I have deactivated a practitioner in my practice, but I've discovered there are still appointments and reminders in the practitioner's calendar - how can the reminders and appointments be cancelled? Email HealthKit at community@healthkit.com and we will reactivate the account but give access only to you, for you to cancel the appointments and reminders, and if necessary, reassign the patients to other practitioners in your practice.

Creating and managing different levels of access

  • Can I set up practitioners in my practice with different levels of access? Yes, you can. When you add practitioners as users, you can set their access to one of the four levels of access, depending on the practitioner's profession and role within the practice. Click here for more information.
  • What are the differences between the access levels? The different access levels in HealthKit give access to different financial, clinical and other information for the different types of people employed in a practice based on their role and profession. You can see the different access levels here.
  • How can I limit access to practice financial information by practitioners in my practice? You can set practitioners' access level as Personal Access to limit their access to practice financial information. Click here for more information.
  • How can I change the access level of someone in my practice? Practitioners and administrators with full access can change another user's access level on their Users page by clicking the Edit button next to her name and selecting the appropriate access level for the practitioner/administrator. Watch this video or read here for more information.
  • I want a practitioner who has Personal Access to have access to another practitioner's patient profile - how do I make this happen? On the General page of the patient's profile, click the Edit icon under Practitioner Relationships and add the practitioner to the patient's practitioner relationships and determine the relevant access level. Watch this mini-video to see how to do it in practice.

Calendar, appointments and online bookings

Practice hours

  • How do I set my practice hours? Go to your Locations page and add your locations, then the Edit button that appears in the Hours box next to the location, and set your hours. You can see more information here.
  • How do I set different colours for my different practice locations? On your Locations page, add your locations and set the opening hours colour for that practice location. The times that you are available to see patients at that location are shown in that colour on your calendar.
  • How do I add my breaks to my calendar? You can regular breaks in your calendar by going to your Locations page in your Profile, and clicking the Edit icon in the Hours section. You can create day-long breaks by setting the hours for the day as Closed. You can add breaks during parts of the day by setting open hours around the break time. For example, if you see patients on Tuesdays between 9am and 5pm but have a 30 minute break at 11am, you select 9am as the opening time, and 11am as the closing time, then you select 11:30 Tuesday as the opening time and 5pm as the closing time. Tuesdays are then shown in your calendar as open 9-11am and 11:30-5pm, and closed from 11-11:30am. For more information, go to the Locations and Practice Hours page. For one-off breaks, add a personal appointment for the time that you have a break.
  • How do I add my practice hours for my different practice locations? First add your different practice locations on your Locations page in your Profile. Click the Edit icon in the Hours section of each practice and add the hours for the days you are in each of the different practice locations.
  • How do I add my practice hours if I work in two practices on the one day? First add your different practice locations on your Locations page in your Profile. Click the Edit icon in the Hours section of one practice and add the hours at that practice for the day, then click the Edit icon in the Hours section of the other practice and add your hours at the other practice for that day.

Calendar and appointment look and feel

Watch video showing how to change your view preferences
  • How do I change the default hours and the days that are shown on my calendar and how do I make my calendar the width of my screen? You can change the hours and whether your calendar shows weekdays only or all days by clicking the Settings icon at the top right of your calendar. You can also change the width of your calendar. Watch this video to see how to change your calendar preferences.
  • How do I change between day, week and month views? You can change between day, week and month views by clicking the Day button above the calendar for Day view, the Week button for Week view and the Month button for month view. Click here to see more information.
  • How can I scroll through my calendar? You can scroll through the calendar using the blue left and right arrows in the navigation bar above the calendar.
  • How can I change the length of the time blocks down the left of the calendar? You can zoom in and out of your calendar view using the zoom icons (that look like magnifying glasses). The minimum time block is 5 minutes and the maximum is 1 hour. Click here to see more information.
  • How can I see multiple practitioners' diaries at the one time? You can view multiple practitioners' diaries on your calendar in Day mode. Select which practitioners' diaries you want to see from the list that appears in the Login toggle at the top right, and their diaries are shown on your calendar. Whenever you next go to the Day view, their diaries are shown automatically. Watch this video to see how to do this.
  • Can I create different colours for different appointments? Yes, you can create colours for different appointments. When you add a fee, select a colour for the fee so that appointments using that fee are shown on your calendar in this colour. You can see how to do this in this mini-video.
  • How do I see more detail about appointment, such as location, fees, referrals, etc? Either hover over the appointment time to see the appointment details in a hover box, or click the appointment to view and update the appointment details. Click here for more information.

Appointments

  • How do I make an appointment? You can make an appointment in two ways:
  1. On the calendar by clicking on the time of the appointment; or
  2. On the Appointment List by clicking the New Appointment button at the top right of the page.
Uniquely HealthKit integrates your calendar, invoices patient records and clinical notes all in the one process.
  • How do I create a personal appointment? Click the time of the appointment, then click the Personal button and add the appointment details. Watch this video to see how to do this.
  • How do I make a group appointment? Once you have made an appointment with one patient, click the Add Another Patient button to add more patients to the appointment, thus creating a group appointment. Watch this video to see how to do this.
  • How do I remove a patient from a group appointment? Click the appointment on the calendar, and click the cross button next to the patient's name to remove them from the group appointment.
  • How can I make multiple appointments at the same time? To add an appointment to your calendar that is at the same time as another appointment, click the time of the appointment and complete the appointment information. Both appointments appear on your calendar, with the second appointment next to or overlapping the first appointment. Click here for more information.
  • How do I add recurring / repeating appointments? You can add a repeating appointments when you make an appointment. Click Repeat Appointment in the Appointment Details section, then complete the details about when you want the appointment to recur - e.g. daily, weekly, the first Tuesday of every month - and when you want the set of recurring appointments to finish.
  • What are the options for setting up recurring appointments - can I set them daily? can I set them for weekdays? can I set them to finish after a particular date? You can set up recurring appointments to repeat daily, weekly, fortnightly, every three weeks, monthly etc. You can also choose to set them up starting on a specific day of them week and ending after a set number of times or on a specific date.
  • How do I show the location for the appointment? The location for the appointment is automatically shown, based on your practice hours on your Locations page. For example, if you have set on your Locations page that you are in the Springfield Clinic on Mondays, the appointment location is automatically shown as the Springfield Clinic.
  • How do I change the location for one appointment on the calendar? The appointment location is automatically set based on your practice hours. You can change the location for an individual appointment on the calendar by selecting the relevant location from the locations dropdown menu. Click here for more information.
  • How do I make an appointment in a room on the calendar? Whilst the location is automatically set based on your practice hours, you can set the room on the Location dropdown menu. You can see more in this mini-video
  • How do I select that an appointment is a home visit or online consultation (i.e. an appointment that is not face-to-face with the patient in my clinic location)? Change the location of the appointment on the Location dropdown menu on your calendar to Home Visit and click Save. The patient's address is shown as the location for the appointment on your calendar and on the invoice, as well as in the reminders. Click here for more information.
  • How do I add a fee for an appointment if I didn't add the fee when I made the appointment? Open the saved appointment on the calendar, and click the Add Fee button. You can see more in this mini-video.
  • How do I cancel or delete an appointment and what is the difference between the two of them? Click the appointment on the calendar then click the Delete icon (shown as a cross) - click here for more information. You can then determine whether you want to: remove the appointment from the calendar (but keep a record of the appointment cancellation on the patient's profile); delete the appointment (including removing it from the patient's profile and your Appointment List); or change the attendance status to Did Not Attend. You cannot delete an appointment if an electronic payment or rebate has been processed through HealthKit. Watch this video to see how to do this.
  • How do I cancel an appointment but keep a record of the appointment and not remove the invoice? Click the appointment on the calendar then click the Delete icon (shown as across) then select that you want to remove the appointment from your calendar. Watch this video to see how to do this.
  • How do I delete an appointment and remove all record of the appointment and also remove any invoices? Click the appointment on the calendar then click the Delete icon (shown as across) then select that you want to delete the appointment from your calendar. Watch this video to see how to do this.
  • How do I delete a series of recurring appointments? To delete a series of recurring appointments, delete one of the appointments in the series and when prompted, confirm that you want to delete either all of the appointments in the series (i.e. appointments that have occurred previously as well as appointments in the future), or all future appointments.
  • How do I delete one appointment from a series of recurring appointments? To delete one appointment in a series of recurring appointments, delete the appointment and when prompted, confirm that you want to delete this appointment.
  • How do I record that a patient did not attend an appointment? You can record that a patient did not attend an appointment in two ways. Click the appointment on the calendar and then click either the Delete or the Edit icon. Select the option to change the attendance status to Did Not Attend. This keeps the appointment and the fees, so that you have the option to charge for the missed appointment.
  • How do I set an appointment with a patient or organisation, but without a fee or invoice attached? When you make the appointment, select the patient's (or organisation's) name but do not add a fee for the appointment. Therefore the appointment has no fee or invoice linked to it.
  • How do I add a fee for an appointment if I did not add the fee when I originally set up the appointment? Click the No Invoice button and add the fee. After you save, the invoice is created in the usual way. Watch this video to see how to do this.

Online bookings

  • How do I set up online bookings? Online bookings are set for each practitioner at each location, so open your practice hours at a particular location and click that you want to enable online bookings and select the type of online booking you would like to enable - time-based or request-based. Click here for more information.
  • How do I accept an online booking? When you receive an online booking request, a green Notifications buttons appears on your calendar and dashboard. Click the Notifications button and then click the online booking request. You can then choose to accept and confirm the booking request or decline the request. Click here for more information.
  • How do I embed online bookings onto my website? Go to the Directory Profile area of the Personal page and click Edit. The code for your IT developer to embed on your website is found here.
  • How do I link online bookings to my website? Go to the Directory Profile area of the Personal page and click Edit. The direct link to your HealthKit profile and the code for your IT developer to embed on your website is found here.

Appointments List

  • How do I view a list of all appointments that I've had using HealthKit? All your appointments are listed on your Appointments List.
  • How do I view a list of appointments, limited to a particular time period? Go to your Appointments List, and click the column heading Start Time. Set the time range for which you want to see a list of appointments, and all appointments within that time range are shown in your list.
  • I'm looking at my Appointments List and only a few appointments are showing - why? You have entered a search term in the search field on your Appointments List and the Appointments List is showing only those appointments that meet your criteria. Delete the search term and all the appointments appear in your Appointments List. Watch this video to see how to solve this for all your different types of lists.

Calendar syncing

  • Can I sync my calendar with external calendars, such as iPhones or Outlook? Yes, you can sync your HealthKit calendar with your iPhone, Outlook, Google and Mac calendars. Click here for more information on syncing your calendars.
  • How do I sync my HealthKit calendar with my iPhone? You can quickly sync your HealthKit calendar with your iPhone calendar by clicking the email icon next to your name on the Users page, opening the link in the email sent on your iPhone and then clicking subscribe. You can also sync them manually. Click here for more information.
  • How do I sync my HealthKit calendar with my Outlook calendar? You can sync your HealthKit calendar with your Outlook calendar through the File menu on your Outlook calendar. Click here for detailed instructions.
  • How do I sync my HealthKit calendar with my Google calendar? Syncing your HealthKit calendar with your Google calendar is a three step process that you can follow here.
  • How do I sync my HealthKit calendar with my Mac calendar? Syncing your HealthKit calendar with your Mac calendar is a two step process - follow the instructions here.
  • How do I get my unique syncing address / my iCal address? You can get your unique syncing address in two places: your Users page and on your Calendar. Click here for more information.
  • Can I sync my HealthKit calendar with my Android phone? Unfortunately iCal syncing (the process through which HealthKit manages syncing) does not work with Android phones – it only works with iPhones, Outlook, Mac and Google calendar.
  • Can I see meetings I create in my external calendars in my HealthKit calendar? Unfortunately not. The syncing between the HealthKit calendar and external calendar is one-way, i.e. so that you can see your appointments made in HealthKit on your external calendar on the go, but not the other way around.

Reminders

  • How do I set up reminders in my practice? Go to the Reminders page under your Profile tab, and select the type of reminders and notifications you would like (e.g. on appointment booking, on appointment changes and pre-appointment reminders), how they are sent (by text or email) and when (for pre-appointment reminders). You can edit the text of each reminder and confirmation, and also set up patient-specific reminder preferences.
  • Can I set how long before appointments reminders are sent? Yes, you can determine how many days before an appointment a reminder is sent, whether the reminder is sent on a weekday or a weekend and the specific time that the reminder is sent. You can select up to 5 days before an appointment for reminders to be sent. You can set this on your Reminders page.
  • Different people in my practice want reminders sent at different times. How do I allow different people in my practice to have different reminder and emailed invoices preferences? You can set reminders at a group or individual level on your Reminders page - watch this video to see how to do it.
  • How do I change the wording of reminders sent from my practice? Click the Edit icon on the right of the reminder/notification that you want to edit. Make the changes to wording of the reminder/notification and click Save. You can use dynamic terms to include fields specific to an appointment that changes with each appointment; for example, if you use the + Patient Name field in the wording of a reminder, the reminder dynamically includes the name of the patient for whom the appointment is made, in each appointment for that patient. You can see how to change the wording of reminders in this video.
  • How do I change the email address from which reminders and emailed invoices are sent? You can change the reminder and emailed invoice sender address on the Reminders page. You can also set reminders to come from a practice email address rather than your own email address - see how in this video.
  • How can I include the practice location in reminders when I have different practice locations? Including the dynamic term + Appointment Location in the reminder ensures that the appointment location is dynamically included in each appointment without you having to change the location address with each appointment.
  • How do I check the number of characters in a reminder? You can check the number of characters in a reminder in two ways:
    • Estimate: you can get a character count based on the wording that you set for each reminder on your Reminders page;
    • Actual: you can get an actual character count for a specific reminder for a specific patient (with dynamic terms converted to real text) by clicking the reminder icon on the opened appointment, then clicking the Edit icon to see the character count.
  • How much do text reminders cost and how do I pay for them? Reminders currently cost $0.22 per text. If you purchase or top up in bulk, discounts are available. You can pay for text reminder credits on the Reminders page. Click the Buy Credits button and enter the value of the text reminder credits that you would like to buy. If you select two-way reminders, patient responses are included in the cost of the reminder (i.e. you pay no extra for their response).
  • How can I tell if a reminder has been sent to a patient? Open the appointment on your calendar and click the reminder icon (which looks like a bell) to view when and whether a reminder has been sent or scheduled.
  • How do I run a report showing which reminders and emailed invoices have been sent? Go to the Reports page under your Finances tab and click Communication, then click the New Report icon. Select the type of report and any parameters, then click Run. Watch this video to see how to run a reminders report.
  • Can I resend a reminder to a particular patient? Yes, you can. Open the appointment on your calendar and click the reminder icon (which looks like a bell), then click the resend icon (second from the right), which immediately resends the reminder to the patient.
  • How do I make changes to a reminder for a particular patient before it is sent? Open the appointment on your calendar and click the reminder icon (which looks like a bell), then click the edit icon (second from the left). You can then make changes to the reminder and send it.
  • If I use two-way reminders, do I pay extra for the patient's response? No, the patient's response is included in the cost of the two-way SMS.
  • If a patient has two mobile phones listed on their patient profile, to which mobile phone is the SMS sent? The SMS is sent to the first mobile phone number listed.

Invoicing, fees and billing

  • What types of appointments can I create invoices for? You can create invoices for appointments with any patient and any organisation. For patients, you can create invoices for:
  1. Individual patient appointments;
  2. Repeating appointments;
  3. Group appointments; and
  4. Home visits/appointments outside of rooms.
  • Can I bill for non-appointments? Yes, you can create invoices in HealthKit for non-appointments such as seminars, workshops, items/purchases (e.g. books, bandages, splits etc that patients buy), assessments etc. Go to the Invoices page, click New Invoices and select the correct fee. Click here for more information.
  • Which currencies can I create invoices in? You can create invoices in any currency. Currencies are automatically set for the country in which your account is registered on your Settings page.

Adding, editing and deleting fees for my practice

  • How do I add a fee? You can add a fee to your Fee List in 3 ways:
  1. When adding an appointment to your calendar: when making an appointment, enter the name of the patient, and start to enter the fee in the Fees field. If the fee is not listed in your Fee List but is on the HealthKit global fee database, you can import the fee into your own Fee List so all that you need to do is enter the amount that you charge for the fee. If the fee is not listed in the HealthKit database, you can enter all of the details of the fee and save it to your Fee List.
  2. Through an invoice: when you are viewing an invoice, click the Add Another Fee button, and then follow the same process as adding a fee through an appointment.
  3. On your Fee List: go to your Fee List, and click the New Fee button at the top right of the screen. Enter the name of the fee in the Lookup field. If the fee exists on the HealthKit global fee database, import it into your own Fee List so all you need to do is enter the amount that you charge. If the fee is not listed in the HealthKit database, enter all of the fee details and click the Save button at the bottom of the page.
Click here for more information.
  • Different practitioners in my practice charge different amounts for the same treatment fee/item number - how do I create custom fees for different practitioners in HealthKit? When you add or edit the fee, click the Add Custom Fee, and add the different amounts that different practitioners charge for the same fee item number. You can see this in this mini-video.
  • How do I add a fee for an item (i.e. not for appointments)? When you add the fee (either through the calendar, an invoice or on the Fee List), select the fee type as an item. You can then specify the quantity of the items purchased on the invoice. For example, if a patient purchased 2 bandages, you add a fee for one bandage and on the invoice, you specify that the patient purchased two bandages, and the invoice shows the fee name and the quantity.
  • How do I add a fee for travel? When you add the fee (either through the calendar, an invoice or on the Fee List), select the fee type as an item, which allows you specify the 'quantity' (i.e. the number of kilometres) of the fee on the invoice.
  • How do I add sliding fees? We recommend two ways to add sliding scale fees:
  1. If less than 80% of patients pay the normal rate, so a significant number of patients pay a sliding fee: set up several fees in your Fee List with the different fee amounts to reflect the different sliding scales, and whenever you make an appointment with a patient, select the appropriate fee for the patient; or
  2. If more than 80% of patients pay the normal rate: list the one fee on your Fee List, and whenever a patient is charged a sliding scale fee, change the fee amount on the invoice by clicking the edit button next to the fee and changing the fee amount to the reduced fee.
  • How do I edit a fee without causing problems with my existing invoices? Go to your Fee List and click the fee. Make the changes to the fee, and click Save, then select whether you want the changes to apply to all invoices, future invoices only, past invoices only or no invoices. Click here for more information.
  • How do I delete a fee that I have added for my practice? Click the fee on the Fee List, then click the Delete button at the top right of the page that is next to the login toggle. You can delete any fee, as long as it has not been used on an invoice previously. If the fee has been used on an invoice, you can either delete the fee from that invoice first and then you can delete the fee from your Fee List, or you can archive the fee, so that the fee does not appear when you are selecting a fee for an appointment.

Creating and adding information to invoices

  • How do I create an invoice? Invoices are automatically created for appointments whenever you make the appointment. For non-appointment invoices, you can create a manual invoice from your Invoices List or the patient or organisation profile. Click here for more information, or watch this mini-video.
  • How do I create an invoice where there is no appointment? For non-appointment invoices, you can create a manual invoice for a patient or an organisation in one of three ways: from your Invoices List, from the Funding page of the patient's profile, or organisation's profile. Click here for more information.
  • How do I add my provider numbers? You can add provider numbers directly on your invoices by clicking the Edit button in the Identifications section that appears when the fee for the appointment requires a provider number. The provider number is automatically saved on your Identifications page. You can also add your provider numbers directly on your Identifications page, which you can see in this mini-video.
  • Can I add different provider numbers for different funding bodies? Yes, you can. Provider numbers are listed by funding body on your Identifications page, and you can add each provider number for each funding body.
  • How do I add provider numbers for multiple practice locations? Go to your Identifications page, which lists provider numbers by practice location based on the locations you have listed on your Locations page. Provider numbers can also be added for each funding body on your Locations page.
  • How do I change the fee amount that I charge on an invoice on a one-off basis (i.e. only on this invoice)? Click the Edit icon next to the fee on the invoice and change the fee amount for this invoice (the fee is only changed on this invoice, and not on your Fee List or on other invoices). Watch this mini-video to see this in more detail.
  • How can I add another fee to an invoice? Go to the Fees & Charges section of the invoice, and click the Add Another Fee button. You can add as many fees as needed to an invoice. Click here for more information.
  • How do I group existing unpaid fees and invoices for a patient onto the one invoice? Click the group icon below the fee on an invoice to group unpaid fees and invoices onto this invoice. Watch this mini-video to see how to do it in practice.
  • How do I add distance travelled (kms or miles) to a fee for travel? If you have added a travel fee to your Fee List, select it as the fee on the invoice and either type or select the quantity. For example, if you wish to charge for 18km of travel, select the travel fee and then enter 18 as the Quantity. The total charged for the travel is automatically calculated based on the quantity and the amount charged per kilometre. Click Save. The fee is shown on the invoice as well as the number of kilometres in brackets.

Invoices look and feel

  • How do I add a referral to an invoice? Go to the claim and referral section of the invoice and click the Add Referral button. Add the referral details (click here for more information on what to add) and click the Save button to add the referral information to the invoice and to the Funding page of the patient's profile.
  • How do I add a patient's claiming information to an invoice? Go to the claim and referral section of the invoice and click the edit button in the section. Add the claim details (click here for more information on what to add) and click the Save button to add the claim information to the invoice and to the Funding page of the patient's profile.
  • How do I add a referral to an invoice if I have not added a patient's claiming information?
  • How can I add my letterhead and logos to my invoices? You can can set up an invoice header and footer with your information, letterhead and logos on your Settings page under your Profile tab. Click the Edit icon in the Templates section of the Settings page and either:
  1. Add and format your practice information in the header and footer fields; or
  2. Add your logos and letterhead images by clicking the Add Image icon.
Click here for more information on adding letterheads and logos.
  • How can I add my bank account details to my invoice footer? Go to the Settings page under your Profile tab, and click the Edit icon next to Invoice templates. Add your bank details to the footer and click Save.
  • I'm in a group practice where every practitioner has their own ABN/company registration number - how do I set up my invoices? On the Locations page, click the Edit icon next to the ABN in Use field underneath the practitioner's name and add the practitioner's own ABN - this is the ABN that is shown on the practitioner's invoices. See here for more information, and watch this mini-video to see how to do this.

Billing funding bodies and third parties

  • How do I create an appointment for a patient but bill a third party for the service? You create appointments and invoices for third party funding bodies (such as WorkCover and other compensation schemes) in a similar way to creating patient-direct invoices and Medicare invoices. Watch this mini-video to see third party invoicing in action; you can also read more here.
  • How do I email an invoice for a patient appointment to a funding body? If you have entered the email address of the funding body or the case manager on the Organisation's profile, you can email the invoice to the funding body using the Email icon at the top right of the screen when you are viewing the third party invoice.
  • How do I show that the third party has paid the invoice? Go to the third party invoice and click the Mark as Paid button, which changes the status of the third party invoice to be Fully or Partially paid.
  • Why when I bill a third party does the amount the patient owes me reduce to $0.00, but the third party has not paid me yet? The patient’s profile shows that they do not owe any fees because it is the third party who owes the fees rather than the patient. By billing the third party you remove the obligation for the patient to pay you, and assign that obligation to the third party. Click here for more information.
  • If I send a bill to a funding body for a patient appointment and the funding body rejects paying the bill, how can I transfer the invoice to be paid by the patient?

Editing and deleting information on invoices

  • How do I delete a fee from an invoice? Go to the invoice and in the Fees & Charges section, click the delete (cross) icon next to the fee and confirm that you want to delete the fee. Click here for more information.
  • Some of my own information on my invoice is incorrect - how can I update my details on my invoice? Go to the invoice and click the Edit (pencil) icon in the section/s that you want to update. Click here for more information.

Payments, non-payments and deposits on an invoice

  • How do I mark an invoice as paid? Click the Mark as Paid button on the bottom right of the invoice, select the payment method and click Save. The invoice is now marked as fully paid.
  • How do I mark that an invoice has been partially paid? Click the Mark as Paid button on the bottom right of the invoice, select the payment method and how much was paid, and then click Save. The invoice is now marked as partially paid. When the remainder of the invoice is paid, click the Mark as Paid button again, select the payment method and how much was paid, then click Save. If the invoice is now fully paid, the invoice is marked as Fully Paid; if not, the invoice is marked as Partially Paid.
  • Can I mark invoices as paid, if I do not use payments processing? Yes. When you have received payment (e.g. by cash or cheque), click the Mark as Paid button, select the payment method and Click Save. The invoice is now marked as fully paid.

"I have marked an invoice as paid, but have realised that I made a mistake. How do I remove or change a payment on an invoice? Click the Edit icon next to the Payment on the invoice and remove the payment; the invoice status reverts to Not Yet Paid. Watch this mini-video to see more.

  • How do I waive payment of an invoice? Click the Edit icon next to the fee on the invoice, and reduce the fee amount to $0.
  • How do I write off bad debts and unpaid invoices that will not be paid? Click the Edit icon next to the fee on the invoice, and reduce the fee amount to $0.
  • How do I add my payment details to my invoice footer, so patients can pay me by internet transfer? See above.
  • How can I take a deposit from a patient? You can take a deposit or prepayment from a patient on the General page of a patient's profile, which is applied to any future invoice. Click the Edit button next to the Fee Balance field, and click the Add New deposit button, which you can take offline or through Auto Payments. The deposit is then applied to any future invoice, automatically reducing the Total to be paid for the invoice. You can see this in this mini-video.

Emailing invoices

  • How can I set up automated emailing of invoices in my practice? All you need to do is set the status to Automatic on your Payments page.
  • How can I email a patient an invoice? When you are viewing the invoice, click the Email icon at the top of the screen to email the invoice to the patient. You can also tailor a message to the patient to accompany the invoice. Once emailed, the time and date of the email appears when you click the email button. Click here for more information.
  • How can I change the default wording of the email that is sent when I email an invoice to a patient? You can edit the default wording of the invoice email on your Reminders page.
  • Can I edit a particular email that is sent out with an invoice to a patient? Yes, you can.
  • How can I email a patient an invoice if their email address is not already listed in their profile? When you click the Email icon at the top of the screen when viewing an invoice, enter the patient's email address in the email address field if no email address is shown. The invoice is emailed to the patient, and the email address is saved on the General page of the patient's profile.

Deleting invoices

  • How do I delete an invoice? Go to the invoice (either from the appointment or the Invoice List) and click the Delete button at the top of the screen. Click here for more information. You can delete invoices in most instances except where an electronic payment or rebate has already been processed for the invoice.

Invoices list

  • I'm looking at my invoices List and only a few invoices are showing - why? You have entered a search term in the search field on your Invoices List and the Invoices List is showing only those invoices that meet your criteria. Delete the search term and all the invoices appear in your Invoices List. Watch this video to see how to solve this for all your different types of lists.

Payments processing

  • How can I set up electronic payments processing in my practice? Setting up electronic payments processing is easy. Just add the patient's payment details on their profile either through their invoice or on the Funding page of the patient's profile. Whenever you have an appointment with the patient you can click the Process Payment button to process the amount of the fee that the patient is paying. Click here for full details on electronic payments processing.
  • What sort of cards/account types can be used for payments processing? You can use HealthKit to process payments from both credit cards and debit cards. Most transaction accounts are in fact debit cards now which means they function like credit cards but use the account holder's own money. You can tell whether a transaction card is a debit card seeing whether it has a silver coloured chip on it, which most transaction accounts in Australia do now have. FYI, the chip is what powers Australia's paypass system, that allows you to ‘wave’ your transaction account card over the eftpos terminal at shops such as supermarkets, service stations and retail outlets. You can read more about it and see an example of the card chip here.
  • Who pays the payment processing fee? You have the choice how the fees are paid. You can choose to pass these fees on to your patients, or to pay the fees yourself. If you chose to pass them on to your patients, you can then choose if this is done every time or on an optional basis.
  • When do payments processed through HealthKit arrive in my account? Two business days after the appointment, if the payment is processed before 9pm. For example, if you have an appointment on Monday, the payment hits your account on Wednesday; if you have appointment on Thursday the payment usually hits your account on the Monday, though some banks will transfer it on the Saturday.
  • What does 'stored credit card' and 'manual payment' mean when it appears on an appointment on the calendar? 'Stored credit card' lets you know that you can process the fee payment electronically for this appointment as the patient's payment details are saved on their profile. If no payment details have been saved, 'manual payment' is shown letting you know that fees must be handled manually outside of HealthKit (e.g. cash, cheque, eftpos etc).
  • Different people in my practice want payments processed to different accounts. How do I allow different people in my practice to have different deposit accounts and payments preferences? You can set payments processing preferences to Individual on your Payments page so that different people in your practice can have different payments processing preferences and deposit accounts. Watch this mini-video to see how to do it in practice.
  • How can payment details be deleted from HealthKit? For security reasons, payment details can only be deleted by HealthKit administration. Email us at community@healthkit.com and HealthKit will delete the payment details.

Patients and clinical records

Patients list

  • How do I see all of my patients at the one time? You can see all your patients listed on your Patients List.
  • How do I create and export a list of my patients? Go to your Patients List and click the Export icon at the top right of the screen, next to the print button, which exports your Patient List into a CSV file, which you can view and save in Excel.
  • I'm looking at my Patients List and only a few patients are showing - why? You have entered a search term in the search field on your Patients List and the Patients List is showing only those patients who meet your criteria. Delete the search term and all the patients appear in your Patients List. Watch this video to see how to solve this.
  • How do I create a Waiting List? Go to the Patient Profile for the patient you are wanting to add to your waiting list, and click the Edit button. Change the patient's status in Status dropdown menu to Waiting List.

Patient profile

  • How do I set a specific practitioner as a patient's main practitioner? Go to the General page of the patient's profile, and click the Edit icon in the Practitioner relationships area, and follow the prompts. You can see how to do this in this mini-video.
  • I accidentally created a second patient profile for a patient that's already in my Patient List and now I have two patient profiles for the same patient - how can I merge my patient profiles? Go to the profile that you want to merge, then click the Edit button then the Merge button. Select the destination patient profile, determine the level of information you want to merge and then click Merge to merge the two profiles. Click here for more information, and watch this video to see how to do this.
  • I call my patients "clients" and sometimes I see supervisees. How do I change the terminology I use to describe the people I see? You can change your default patient terminology on your Settings page for all your patients, and you can change the terminology for a specific patient on on their patient profile. Watch this video to see how to do this.
  • How do I access all of a patient's invoices or appointments? Go to the patient's profile, then go to their History page to see the full list of appointments and invoices for a particular patient.
  • I'm not seeing a patient anymore - how to I archive a patient profile? Go to the General page of the patient's profile, click the Edit button and change the patient's status to Archived. You can see how to do this in this mini-video.
  • How do I delete a patient? Go to the General page of the patient's profile, and click the Edit button at the top right of the page. In the Status field, change the patient's status to Deleted. Deleted patients do not appear on your Patients List or as patients with whom you can make appointments on your calendar. Appointments that you have had with the patient before you changed their status to Deleted remain on the calendar. Click here for more information, or watch this mini-video to see it in action.
  • How do I add a patient's claiming information to their profile? Go to the Funding page of the patient's profile and click the New Claim button (you can also add claiming information when making an appointment or directly on a patient's invoice). Select the funder and if the funder is already saved on your Funder List, enter the claiming information needed for that funder. If the funder is not already saved on your Funder List, import the Funder to your Funder List and enter the claiming information needed for that funder. If the funder is not on your Funder list or cannot be imported, add the funder to your Funder List and then enter the claiming information needed for that funder. Click here for more information.
  • How do I add a referral to a patient's profile? After you have added a patient's claiming information on the Funding page, add the referral by clicking the Add Referral button in the Claims & Referrals section, and complete the information required. You can also add a referral after you have made an appointment for the patient, or on an invoice. Watch this video to see how to do this.
  • I accidentally created two sets of claiming details on a patient's funding page (e.g. two sets of Medicare or DVA claiming details) - how do I merge the duplicate claiming details? Click the merge icon next to the duplicate claim information and then confirm that you want to merge this information with the other claiming information. Watch this video to see how to do this.
Watch video showing how to archive and delete patients
  • How do I archive a patient? Go to the General page of the patient's profile, and click the Edit button at the top right of the page. In the Status field, change the patient's status to Archived. Click here for more information, and watch this video to see how to do this.
  • How do I delete a patient? Go to the General page of the patient's profile, and click the Edit button at the top right of the page. In the Status field, change the patient's status to Deleted. Deleted patients do not appear on your Patients List or as patients with whom you can make appointments on your calendar. Appointments that you have had with the patient before you changed their status to Deleted remain on the calendar. Click here for more information, and watch this video to see how to do this.

Case notes and referral reports

  • How do I print a patient's clinical notes? Click the print icon on the top right of the screen when you are looking at a patient's clinical notes, or click the triangle next to the save button and select Print, and then determine the level of detail that you want to print. Watch this video to see how to do this.
  • Can I prevent my case notes being changed? Yes, you can. After you have completed your case notes, click the small icon next to the Save button on the clinical note and select Publish. Publishing a note 'locks' the case note, with limited rights to revert the note.
  • I want to send a report back to the referring practitioner - how do I create a report with all the referring practitioner's and patient's details automatically on it? Open up the referral on the patient's Clinical tab, and in the Reports & Notes area click the Add New button. A new note is opened with the template in it, which when published, shows all the referring practitioner's, the patient's and other details in it. Click here for more information.
  • My practitioners have Personal Access - how do I share specific patient records between practitioners? See above.

Referrals

  • How do I add a referral to a patient's profile? Go to the Funding page of the patient's profile and click the New Claim button (you can also add claiming information when making an appointment or directly on a patient's invoice). Select the funder and if the funder is already saved on your Funder List, enter the claiming information needed for that funder. If the funder is not already saved on your Funder List, import the Funder to your Funder List and enter the claiming information needed for that funder. If the funder is not on your Funder list or cannot be imported, add the funder to your Funder List and then enter the claiming information needed for that funder. Click here for more information.
  • How do I add the details of a referring GP/physician/doctor on HealthKit? Whenever you add a referral for a patient, the referring GP/physician is saved to your Specialists List for you.
  • How do I track the number of appointments completed under a referral? When you have selected a referral type that is linked to a particular fee, you can track the number of appointments covered by the referral on the patient's Funding page and on appointments on your calendar.
  • How do I change the number of appointments under a referral? How do I set the number of appointments under a referral if the patient has already seen be a few times before I have entered them on HealthKit? When adding the referral into HealthKit, change the number of appointments available under the referral to be the number left under the referral rather than the full number of appointments under the referral. HealthKit then tracks the appointments and lets you know when the appointments available are complete. You can see this in action in this mini-video.

Specialists

  • How do I delete a specialist / referring GP? Go to the specialist's profile on your Specialists List (under the Contacts tab) and click the Delete button at the top right of your screen next to the Login toggle. You can delete the profile if it is not linked to any patient profiles.

Claiming

  • How do I add a patient's claiming information to their profile? After you have added a patient's claiming information on the Funding page, add the referral by clicking the Add Referral button in the Claims & Referrals section, and complete the information required. You can also add a referral after you have made an appointment for the patient, or on an invoice.
  • How do I add a patient's claiming information to an invoice? Go to the claim and referral section of the invoice, and click the Edit button to add the patient's claiming information.
  • I have accidentally created two sets of claiming details on a patient's funding page (e.g. two sets of Medicare or DVA claiming details) - how do I merge the duplicate claiming details? You can merge the two sets of claiming details by going to the patient's Funding page and clicking the Merge icon next to the duplicate claiming details and following the prompts - you can see how to do it in this mini-video.

Medicare Australia and DVA online claiming

  • How do I register for Medicare and DVA online claiming? All you need to do to register for online claiming is complete two forms (which you can see here in our manual, along with help tips on completing the forms) and sending them to Medicare. On the forms you’ll be asked for your Location ID / Minor ID which you can access on your Users page.
  • How long does it usually take for Medicare to process my online claiming registration? It generally takes Medicare 3-5 business days to complete the online claiming registration process, and then you can process rebates instantly. We recommend that you call Medicare two business days after you submit your registration forms to check on the progress of your registration, because Medicare does not directly inform you (or HealthKit) that they have processed your registration form.
  • I'm already registered with Medicare to provide treatment covered by Medicare. Do I need to register for online claiming? Yes, you do. The registration process for online claiming is a separate agreement between you and Medicare and defines your responsibilities regarding online claiming. Click here for more information.
  • If I register for Medicare online claiming, am I registered for DVA claiming as well? Yes, you are.
  • Where do I find my Minor ID/Location ID? Minor ID or Location ID (the two terms employed by Medicare) is specific to each practitioner and is found on the Users page under column Medicare ID.
  • Do I need multiple Minor IDs/Location IDs if I operate across multiple practice locations? No, you only need one Minor ID for each practitioner, no matter how many locations you have.
  • I'm in a group practice and we all have different Minor IDs/Location IDs - can we change our Minor IDs so that they are the same for all of us? Yes, you can change practitioners' Minor IDs to be the same as each other. On the Users page, click the Edit icon next to the practitioner's name and select the new Minor ID/Location ID from the Medicare ID dropdown menu, and click Save. You can read more about this here. You can see this in practice in this mini-video.
  • Do I need to install a PKI certificate to use online claiming with HealthKit? No, you do not need a PKI certificate to use online claiming with HealthKit. This makes processing rebates much easier for practitioners because you do not need to install or manage anything, and you can process rebates regardless of whether you’re using a PC, Mac or iPad. Instead, HealthKit has a Communities of Interest certificate which is how the rebate is transmitted to Medicare via your HealthKit account.
  • How does Medicare transfer rebates to patients? If you specify a patient's bank details in HealthKit, rebates are paid into that bank account. If no bank account is specified in HealthKit and Medicare has their bank details, Medicare processes the rebate to that bank account. If no bank account is specified in HealthKit and Medicare does not have their bank details, Medicare sends a cheque to their address.
  • How do I verify a patient's Medicare or DVA card details (i.e. online patient and veteran verification)?| Go to the patient's Funding page, and click the Patient Verification icon to the left of the patient's Medicare or DVA number; Medicare confirms whether the number is correct within approximately 5 seconds. See more in this mini-video.
  • How do I add a patient's Medicare card expiry date? When adding the patient's Medicare card expiry date, select the month and year and then select the 1st of the month as the expiry day.
  • How do I claim travel for DVA purposes? Add the DVA travel item to your Fee List. Go to the invoice for the patient appointment and click the Add Another Fee button. Select your travel fee and add the number of kilmetres you travelled in the Quantity field.
  • How do I add a claimant? After you have added the patient's own Medicare details, click the Add Claimant button and enter the claimant's Medicare details (if the claimant is already on your Patients List, you can just select them as the claimant). Click here for more information, or watch this mini-video.
  • How long does it take for Medicare to pay the rebate to the patient or to the practitioner? The rebate is generally processed overnight if you process the rebate on a business day; otherwise you or your patient generally receives the rebate the next business day. It can take up to 2-3 business days for the rebate to be transferred. If you need to check on the progress of a rebate, call Medicare on 1800 700 199.
  • Can I charge only the gap payment and process a bulk bill claim, rather than charging the full amount and processing a Medicare rebate paid to the patient? You cannot charge a gap on top of a bulk bill payment as Medicare does not allow it. You can however charge the patient a fee (e.g. $130) and then process the rebate for them so that they receive the rebate (e.g. $124.50) overnight meaning in effect they are paying only for the gap.
  • I have received an error code from Medicare - what should I do? Click here to see a list of error codes and actions to rectify them. You can also call Medicare on 1800 700 199.
  • This is my first time processing a claim and I have received error 9125 - what do I do? One of the quirks of the DVA process is that if you are an allied health practitioner and the first claim that you process is a DVA claim not a Medicare claim, the claim fails. This is not a HealthKit issue, rather it’s a bug within DVA which does not occur if your first claim is a Medicare claim. To overcome this issue, process an Online Veteran Verification first (which allows you to check whether the DVA card details you have are correct or not), by going to the patient’s Funding page, and clicking OVV. After you have completed the OVV, you can process the DVA claim successfully. There are only five DVA bugs that we know of – you can read them here on our manual.
  • What is the servicing provider number and payee provider number? The servicing provider number is the provider number of the practitioner who provides the treatment and the payee provider number is the provider number of the practitioner who receives the rebate. For sole practitioners, the servicing provider number and the payee provider number are the same. In group practices, employee'/contractors' provider numbers are the servicing provider number and the payee provider number is usually the owner of the practice. Watch mini video.
  • How do I reset and resubmit a Medicare/DVA rebate? Go to the invoice, and click the Get Report button, then click the Reset icon. Click here for more information.
  • How do I cancel a Medicare or DVA rebate? You can cancel rebates only on the same day as you process them before 9pm. For rebates paid to patients, click the Cancel Rebate button at the bottom of the invoice - watch this mini-video. For bulk bill and DVA rebates, watch this mini video.
  • How can I set up automated Medicare and DVA processing? You can set up automated processing on your Payments page. All you have to do is choose either the number of minutes into the appointment the rebate or bulk bill is to be processed or the specific time of the day they should be processed.

Account settings

Watch video on changing timezone
  • The time on my calendar is wrong. How can I change my timezone settings? Got you your Settings page under your Profile, and review the default timezone that is based on the country you selected when you first signed up for HealthKit. To change it, click the Edit icon and select the appropriate timezone in the Timezone field. Click Save to update your timezone.
Watch video on changing your name in HealthKit
  • How can I change the email address that I use to login to HealthKit? Your email address is recorded in two places on HealthKit; to change your email address, go to:
  1. Your Personal page and click the Edit button at the top right of the screen. Update your email address in the email field, and click the Save button at the bottom of the screen.
  2. Your Users page, and click the Edit icon next to your name. Enter and confirm your new email address and click the Save button.
After you have saved your new email address in both locations, you can login to HealthKit with the new email address.

Other questions

  • How do I make the font on my screen bigger? You can make the font on your screen larger through your browser. For example, in Google Chrome, click the Google Chrome help menu and increase the zoom. In Internet Explorer, click the Tools menu and increase the zoom.
  • Can I use HealthKit on an iPad? Yes, you can. iPads are one of the most popular devices that people use HealthKit on. For practitioners in Australia, HealthKit is the only software that enables practitioners to process Medicare and DVA rebates from an iPad, as you do not need to use and install a PKI Certificate to process rebates when you use HealthKit.
  • What security do you use in HealthKit? HealthKit is protected by 256-bit bank grade security and encryption, which means records, notes and payment information is protected to the same level used in banks. All information is encrypted and stored in a securely protected data centre in Australia with multiple backups in place. Moreover, the system has been designed with confidentiality and security in mind from the start and that has infused throughout the software, for example through:
    • The structure of patient profiles and clinical notes
    • Access levels with 4 levels for practitioners and 3 for administrative staff, depending on their roles in your practice; and
    • Financial reports, where you can create financial reports without patient names shown, so that you can provide reports to accountants without breaching patient confidentiality.
When HealthKit integrates with funding bodies (such as Australia's Medicare and DVA bodies), HealthKit passed security and operational tests across the system, without which we could not have integrated with these government funding bodies.
  • Where are HealthKit's servers located? Your data is hosted on servers with state-of-the-art security and are located within the EU for EU practitioners, and within Australia for all others.
  • Do you comply with GDPR? European patient data is stored within the European Union on GDPR compliant web servers. We've appointed a Data Protection Officer, contactable at privacy@healthkit.com. Privacy and security is at the centre of what we do.
Thousands of practitioners throughout the world rely on HealthKit to help manage their practices and deliver better patient outcomes. Part of the reason so many practitioners rely on HealthKit to run their practices is that HealthKit has taken a privacy by design approach that goes beyond the GDPR requirements. We’ve included many features mandated by the GDPR long before its introduction, including the ability to see the entirety of your practice data, delete your data, and the ability to extract your practice data in a readable format.
  • Does HealthKit have secure messaging? Secure messaging remains problematic in Australia because take-up among practitioners remains low, and there is no standard. HealthKit integrates with two secure messaging providers, ReferralNet and Argus. To use either of these services you need to set up an account.
  • What are HealthKit's add-on products and how much do they cost?You can use HealthKit to manage bookings, invoicing, clinical records and financial reporting free of charge. You only pay for add-on products, which are:
  1. Reminders: email reminders are free of charge and SMS reminders cost $AUD0.22 each which is 1 HealthKit credit. If you use two-way reminders so that patients confirm their appointments by SMS with responses directly integrated into your calendar, patient SMS responses do not incur a charge.
  2. Medicare and DVA rebates processing: successful claims processed through HealthKit are 1 HealthKit credit (effective 22nd October 2018).
  3. Payments processing: A comparable cost to an eftpos facility (depending on your bank), at around 2% of the appointment fee. Different practices use payments processing for different reasons – for clinics payments processing frees up waiting rooms and streamlines receptionists’ administration; for sole practitioners payments processing removes the bulk of your administration and functions almost like a receptionist by handling the payments for you. Payments processing is been particularly attractive for group sessions as it allows patients to finish their group session and then get on with their day. If you accept fees by cash, cheque, eftpos etc, there is no charge.
  4. Secure messaging delivery: You can use either ReferralNet or Argus to send patient information to other practitioners for 3 HealthKit credits.
  5. TAC claims through HealthKit: Provides the ability to make claims online and receive payment the next business day (in most cases). This is 3 HealthKit credits.
  6. Medipass integration and claiming with HealthKit: Claims can be made online through integration with HICAPS GO without the need for a stand-alone terminal. This is 3 HealthKit credits.
  7. WorkCover Queensland claim lodgement: You can lodge claims directly with WorkCover Queensland directly. The cost is 3 HealthKit credits.
  8. BPAY Payments: You can accept payments by BPAY to offer more payment options for your patients. The cost is 2% of the appointment fee.
  • Ïs there a discount if I purchase HealthKit credits in bulk?: Yes, the more HealthKit credits you purchase or top up, the more you will save.

For practitioners outside of Australia, please send an email to community@healthkit.com to find out the add-on cost in your country.