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Release Notes

Medtech Evolution Australia

Version 10.0.1 Build 5031

June 2016

These Release Notes contain important information for Medtech Evolution users. Please ensure

that they are circulated amongst all your relevant staff. We suggest that they are filed safely for

future reference.


Table of Contents

Introduction ................................................................................................................................... 7

Overview .................................................................................................................................... 8

Functional and Interface Enhancements ................................................................................. 9

Splash Screen ................................................................................................................................ 9

Medtech Icon ............................................................................................................................. 10

Actions Menu .............................................................................................................................. 11

Cascading Windows .................................................................................................................. 11

Tiling Windows ............................................................................................................................. 12

Column Rearrange Remembrance ......................................................................................... 13

Screen Position & Size Remembrance ..................................................................................... 13

Grid Column Sorting ................................................................................................................... 14

Patient Palette Enhancements ................................................................................................. 15

One Click Access ....................................................................................................................... 15

ATSI Status 15

Patient Phone Number on Palette ........................................................................................... 16

ManageMyHealthTM ................................................................................................................... 17

Patient Email ID Auto-populates .............................................................................................. 17

Medicare Number Auto-populates ......................................................................................... 17

Accounting Enhancements ...................................................................................................... 18

Payment Level ............................................................................................................................ 18

Group Invoice window .............................................................................................................. 20

Group Invoice Management ................................................................................................... 21

Company Register window .................................................................................... 22

Associated Insurer .................................................................................................... 23

Compile Periodic Invoice ........................................................................................ 25

Make Payment for Group Invoice ......................................................................... 25

Add a Credit Note for Group Invoice ................................................................... 28

Add a Refund for Group Invoice ........................................................................... 30

Allocate Credit ......................................................................................................... 31


Patient Account ......................................................................................................................... 33

New Payment ........................................................................................................... 33

New Credit Note ...................................................................................................... 35

New Refund .............................................................................................................. 36

Allocate Credit ......................................................................................................... 38

Accounting Report Changes ................................................................................................... 40

Outstanding Accounts Report ............................................................................... 40

Print Activity Report .................................................................................................. 40

Aged Balance Summary Report ............................................................................ 41

GST Report ................................................................................................................. 42

Transaction Report ................................................................................................... 42

Transaction Payments Report ................................................................................. 42

External Reference Number ...................................................................................................... 42

Configuration to enable External Reference No. ................................................ 43

Query Builder Search ............................................................................................... 45

Patient Search .......................................................................................................... 45

Scanning Enhancements .......................................................................................................... 46

Image Compression Types ........................................................................................................ 46

Scan in PDF Format .................................................................................................................... 47

View Scan Window .................................................................................................................... 48

Print Scan Window ...................................................................................................................... 51

Assign ‘Subject’ to the Scanned Images / Documents ........................................................ 52

Immunisation Enhancement ..................................................................................................... 56

Immunisation Schedule Screen ................................................................................................ 56

Immunisation Status Screen ...................................................................................................... 58

Schedule Selection tab ........................................................................................... 58

Immunisations Schedule tab .................................................................................. 60

All Immunisations tab ............................................................................................... 61

New/View Immunisation Term screen ..................................................................................... 61

ACIR Enhancement.................................................................................................................... 63


Submit to ACIR .......................................................................................................... 63

Medicare Ancillary Number ................................................................................... 63

General Enhancements ............................................................................................................ 65

Inbox/Outbox Documents Print Preview ................................................................................. 65

Patient Contact .......................................................................................................................... 69

Add a new Contact ................................................................................................ 70

Emergency Contact Icon on the Patient Palette ............................................... 73

Next of Kin fields in Query Builder ........................................................................... 74

Merge Fields for Next of Kin and Emergency Contact ....................................... 74

Patient Name Validation in Patient Register window ........................................................... 75

Screen Numbering ..................................................................................................................... 75

MediSecure – DrShop ................................................................................................................. 76

Configuration to enable MediSecure and DrShop ............................................................... 77

MediSecure Site Setup ............................................................................................................... 77

Staff Setup ................................................................................................................. 77

New/View Health Specialty Setup ........................................................................................... 78

Health Specialty Mapping Setup ............................................................................................. 79

DrShop Alert Pop Up on Prescribing Medicine with Addiction Potential ........................... 79

Patient Medication Printout ...................................................................................................... 82

Usability Improvements .............................................................................................................. 84

Query Builder ............................................................................................................................... 84

Message Transfer Utility .............................................................................................................. 85

Icon Changes ............................................................................................................................. 87

Medtech KIOSK ........................................................................................................................... 92

ManageMyHealthTM Integrated with Health Engine ............................................................. 93

Resolved Items ............................................................................................................................ 94

Scanning Fixes ............................................................................................................................. 94

Scanning Resolution Issue .......................................................................................................... 94

Grid Column Sorting ................................................................................................................... 94

Query Builder – Size mismatch error ......................................................................................... 94

Consultation window – Scrolling Issue ..................................................................................... 95


Patient Information Sheets ........................................................................................................ 95

Patient Claims – Sent Claims remains selected...................................................................... 95

Task Manager .............................................................................................................................. 95

Patient Medication – ‘Please wait a moment’ Issue ............................................................. 96

Error Message Redefined .......................................................................................................... 96

Error when Microsoft Word not installed ............................................................... 96

Error when Adobe Acrobat (PDF) not installed ................................................... 96

Access Violation / Out of Memory Error ................................................................ 97

Fully paid IMC batches no longer displayed in “Outstanding Batches Tab” .................... 97

Quick Bill amount no longer shown as ‘zero’ in Invoice ....................................................... 98

SMS Compose Window no longer retains previous message .............................................. 98

SMS Failure 98

Outbox Document Formatting loss .......................................................................................... 98

Provider Banking Utility ............................................................................................................... 98

Error while saving Health Record .............................................................................................. 98

Error while saving New Web Form ............................................................................................ 99

Performance delay when repeating Medications ................................................................ 99

Inbox – ‘Out of Memory’ errors ................................................................................................. 99

CDA Document Wizard – Attestation ...................................................................................... 99

Shared Health Summary –Preview ....................................................................... 100

Event Summary- Preview ....................................................................................... 100

eReferral- Preview .................................................................................................. 101

New Refund Window ............................................................................................................... 102

View Medication Screen ......................................................................................................... 102

NSW Medical Certificate form ................................................................................................ 103

CDA Bridge 103

Preview of Event Summary document .................................................................................. 103

e-Referral document - Citrix .................................................................................................... 104

Location Selection failed error ............................................................................................... 104

Invoice Annotation ................................................................................................................... 104

Third party group invoice ........................................................................................................ 104


Scanning a PDF File .................................................................................................................. 104

IMC Retrieved Payments in Patient Accounts Window ...................................................... 105

Health Engine – DLL not getting replaced ............................................................................ 105

Appointment Book ................................................................................................................... 105

Appointment Pad ..................................................................................................................... 105

Dictionary for spell check ........................................................................................................ 105

Consultation Window ............................................................................................................... 105

Uninvoiced services report ...................................................................................................... 105

New Payment Screen .............................................................................................................. 106

New Credit note screen .......................................................................................................... 106

Work cover certificate ............................................................................................................. 106

Accounting Reports ................................................................................................................. 106

Technical Fixes .......................................................................................................................... 107

Diagnostic Services .................................................................................................................. 107

Audit in SMS ............................................................................................................................... 107

Out of Memory Error ................................................................................................................. 107

Access Violation Error ............................................................................................................... 108

DB Error 108

EIB InterBase Error ...................................................................................................................... 108

Component error ...................................................................................................................... 109

Printing Error ............................................................................................................................... 109

Mad Except Error Message ..................................................................................................... 109


Introduction Medtech Evolution Version 10.0.1 Build 5031 is a milestone of Medtech releases as this version

explores new interfaces, teamed up with a technical migration from Delphi 5 to Delphi XE – which

provides the ability to support 64-bit Operating Systems. This release showcases the renovated

applications with new components, styles and icons.

IMPORTANT NOTE

From this version onwards, Medtech supports both 32-bit and 64-bit operating systems. All future

Release Notes and Installation documents will refer to the application as Medtech Evolution.


Overview Medtech Evolution Version 10.0.1 Build 5031 is a key release from Medtech. This document

provides information on the new features: Dr Shop, Accounting enhancements, Scanning

enhancements, User Interface enhancements such as Screen Numbering, as well as several items

resolved since the last Medtech Evolution release.

Please ensure that this document is read and circulated amongst the Practice staff.

NOTE: Please ONLY run the upgrade at a time when your site is not required to be up and running

in a short amount of time. It is recommended that you run the upgrade after hours or on the

weekend where you would have adequate time to complete the upgrade.

NOTE: The amount of time required to run the upgrade is dependent on the specification of your

server and the size of ALL databases.

IMPORTANT NOTE

WARNING: It is HIGHLY recommended to employ ONLY qualified system engineers when

performing ANY installation and upgrade. The consequences of ruining a database during

upgrade could possibly lead to data corruptions and, as a result, data loss and systems downtime.

If in doubt, please consult with your qualified IT technician/service provider or contact one of

the Medtech Channel Partners listed on our website:

http://www.medtechglobal.com/au/support-au/channel-partners-au/

http://www.medtechglobal.com/au/support-au/channel-partners-au/


Functional and Interface Enhancements This chapter details the functional and user interface enhancements that have been

implemented in this release.

Splash Screen The initial Splash screen that appears while opening the Medtech Evolution application has been

redesigned, as shown below:

Previous versions of Medtech32


Medtech Evolution Version 10.0.1 Build 5031

Medtech Icon The Medtech icons that appear on the toolbar above the Patient Palette section have been

modified, as shown below:

Previous versions of Medtech32



Actions Menu The most visible and key enhancement is the introduction of the ‘Actions’ menu. This menu

replaces the Context menu – which appeared next to the Module menu to provide additional

menu options for the active window. The Context menu will no longer display in association with

the active window. Instead the Actions menu will be available within the active screen and will

contain all the associated active screen menu options previously found in the Context menu.

Screenshot examples of the earlier Medtech32 Context menu are shown below, alongside its

replacement menu – the Medtech Evolution Actions menu.

Context Menu Actions Menu

Cascading Windows The Windows Cascading function is the ability to arrange multiple windows (that have been

opened) within the application, to be displayed in an overlapping view with the individual Title

bars remaining visible. This option has been included in Medtech Evolution and can be found in

the Window menu selections.


Tiling Windows

The Windows Tiling option is the ability to arrange multiple windows (that have been opened)

within the application so that they do not overlap each other. This option has been introduced in

Medtech and can be found within the Window menu selections.


Column Rearrange Remembrance Similar to the Screen Position & Size configuration settings, Medtech Evolution Version 10.0.1

provides the ability to remember the column positions (if rearranged) of the individual screens (for

instance, Provider Inbox, Patient Inbox). No configuration is required for implementation of this

feature.

If the columns in any of the screens in Medtech Evolution are rearranged by the ‘drag and drop’

feature, then the required columns will be remembered and displayed as they have been set up,

when the screen is reopened again.

Screen Position & Size Remembrance There is an existing option ‘Remember Screen Positions’ in the Desktop tab of Staff Setup window

to remember the position of the individual screens within Medtech.

As an added enhancement to this feature, if this checkbox option is selected, the size of the

individual screens will also be remembered (in addition to the screen position).


Grid Column Sorting A Column Sorting option has been introduced in several windows to improve the view by enabling

the columns to be highlighted and sorted by the selected column order.

For example, in the Patient Medications window (Module Clinical Patient Medications), click

on any of the column headings to sort the Medication entries accordingly by Ascending or

Descending order.


Patient Palette Enhancements

One Click Access For ease of access in this Medtech Evolution Version 10.0.1 Build 5031, clicking on the Patient’s

Name, Address or Phone Number as displayed on the patient palette, will open the Patient

Register screen of the active patient.

ATSI Status

The ATSI status of the active patient will now be displayed on the patient palette.

The Aboriginal and Torres Strait Islander status for the active patient – selected in the More tab of

Patient Register window (Module Patient Register) – will be displayed on the patient palette.


Since the length of the ATSI status descriptions are quite long, the description will be displayed in

an abbreviated format.

Patient Phone Number on Palette

An option in the Codes & Defaults tab of Location Settings window provides the ability to select

which of the patient’s phone numbers are to be displayed on the patient palette. The phone

number options selected here will be those visible on the palette. This is a Global setting for all

patients.

IMPORTANT NOTE

The selection of the phone numbers to display on the patient palette has been restricted to a

maximum of two numbers. If all three phone number options have been chosen, then the warning

message shown below will be displayed when clicking the OK button to close the Location Settings

screen.


ManageMyHealthTM

Patient Email ID Auto-populates When registering a patient in ManageMyHealthTM (MMH) from within the Medtech Evolution

application, if the patient record in Medtech Evolution’s Patient Register screen has the patient’s

email address details recorded there, then those email details will be automatically populated

into the ManageMyHealthTM Patient Registration Advanced Form.

Medicare Number Auto-populates When registering a patient in ManageMyHealthTM from within the Medtech Evolution application,

and the Identification Type selected is the patient’s Medicare Card details, then the Medicare

Card No field in the ManageMyHealthTM Patient Registration Advanced Form will be populated

automatically from the Medtech Evolution Patient Register.


Accounting Enhancements

Payment Level

In earlier versions of Medtech, an invoice type ‘Group Invoices’ has been available in New/View

Payment Level window. Now this ‘Group Invoices’ invoice type has been removed from the

Invoice Type Combo box and introduced as a checkbox in Setup Accounting Payment Level

New/View Payment Level Main tab in Medtech Evolution Version 10.0.1 Build 5031.

This field will be enabled only for the invoice types ‘Private’ or ‘Third Party Claim’ and the account

holder options ‘Prompt for Account Holder’, ’Patients Employer Account’ or ‘Account Holder

default (only when a ‘Company’ is selected as the Default Account Holder)’.


NOTE: During the Build upgrade, all the existing Payment levels with invoice type ‘Group Invoices’

will change to ‘Private’ and the ‘Group Invoice’ checkbox will be ticked. Also the account holder

option will be set to ‘Prompt for account holder’.

Also, in the Payment Level window, a new column ‘Group’ has been introduced to display the

invoice type of the Payment Levels that are flagged as ‘Group Invoice’.


Group Invoice window

The Group Invoice feature has been extended further to support invoicing using the ‘Third Party’

Payment Levels in addition to the ‘Private’ payment levels. Hence, the following changes have

been made in the Group Invoice window:

Patient – the ability to invoice for multiple patients in a Group Invoice has been restricted.

Henceforth, the Group Invoice can be generated only for a single patient (patient on the

palette).

Payment Level – the ability to invoice using Private payment level has been restricted. Only

the Private and Third Party Payment levels flagged as ‘Group Invoice’ (i.e. Injury & Non-

Injury) will be listed in the Payment level drop down menu.

NOTE:

1. If a normal Payment level (e.g. "Private") is configured as the Default Payment level in

the Patient Register, then on opening the ‘New Invoice (F9)’ screen "Third Party claim"

will be displayed as the Default Payment level and on opening ‘New Group Invoice

(Ctrl + G)’ screen the Payment level will be blank.

2. If a Group Payment level (Payment level flagged as ‘Group’) is configured as the

Default Payment level in the Patient Register, then on opening the ‘New Invoice (F9)’

screen "Private" will be displayed as the Default Payment level and on opening ‘New

Group Invoice (Ctrl + G)’ the Group Payment level will be displayed as the Default

Payment level.

Location – the Location field has been introduced. By default the logged-in location will

be displayed.


Third Party Claims – the Third Party Claims field will be displayed only for the Payment Level

‘Third Party Claim’ flagged as ‘Group Invoice’ (i.e. Injury) and it is mandatory to select the

respective Third Party Claim.

Referral – the Referral field will be displayed for all Payment Levels. Select the referrer from

the drop down menu.

Invoice button – the Invoice button has been moved to the left side of the window.

Group Invoice Management

The Group Invoice Management screen is the central point from which a user can manage the

compiling of Group Invoices. Due to the enhancement of Group Invoice, the following changes

have been made in the Group Invoice Management window:

The ‘Un-Invoiced’ and ‘Outstanding Invoice’ tabs have been replaced with the following tabs:

Private Un-Invoiced tab – where all the Private Group Invoices (Payment level ‘Private’

flagged as ‘Group Invoice’) that have been put on Hold will be displayed. Users can select

and compile the required invoices by clicking on the ‘Compile’ option from the ‘Actions’

menu or by clicking on the Compile icon .

NOTE: After the upgrade, all the existing on Hold invoices in Un-Invoiced tab will be

displayed in the Private Un-Invoiced tab.

Third Party Un-Invoiced tab – where all the Third Party Group Invoices (Payment level ‘Third

Party Claim’ flagged as ‘Group Invoice’) that have been put on Hold will be displayed,

grouped by account holder (i.e. employer). Users can select and compile the required


invoices by clicking the ‘Compile’ option from the ‘Actions’ menu or by clicking on the

Compile icon .

Private Outstanding Invoice tab – where all the Private Group compiled invoices will be

displayed. From this tab users can make a new payment, credit note, refund or can

allocate a credit.

NOTE: After the upgrade, all the existing outstanding invoices in the Outstanding Invoices

tab will be displayed in the Private Outstanding tab.

Third Party Outstanding Invoice tab – where all the Third Party Group compiled invoices will

be displayed. From this tab users can make a new payment, credit note, refund or allocate

a credit.

Transaction History tab – where users can search for the account holder (Company) and

view the transactions of the selected account holder for a selected date range.

Company Register window

In the Company Register window the following fields have been introduced: To get to the

Company Register Window go to F2 – Tick Companies only-double click on an existing company

and click on F3.

Insurance Company – select this option if the company is an ‘Insurance Company’. On

selecting the Insurance Company checkbox, the Preferred Insurer drop down menu will

be disabled.


Invoice Cycle – select the Invoice Cycle for the company. This field contains the following

values:

o Daily

o Weekly

o Monthly

By default ‘Monthly’ will be displayed in the Company Register.

Preferred Insurer – select the Preferred Insurer for the company. Companies that are

flagged as ‘Insurance Company’ will be listed in this drop down field.

Associated Insurer A new field ‘Associated Insurer’ has been introduced in the Third Party Claims for selecting the

insurer. To access this window go to Module-Accounts-Third Party Claims. Associated Insurer is not

a mandatory field.

All the companies that are flagged as ‘Insurance Company’ will be listed in the Name drop down

field. Address and Phone number will be auto-populated after selecting the insurer.

NOTE: In the New/View Third Party Claim window, if the selected company in the Account Holder

field is configured with ‘Preferred Insurer’ then the configured insurer will be displayed in the

‘Associated Insurer’ field.


All the Compiled Third Party Group Invoices will be displayed in the Third Party Outstanding tab

based on the selected insurer in the Third Party Claims window.

A new column ‘Insurer’ has been introduced in the Third Party Claim window to view the selected

insurer for each third party claim.


Compile Periodic Invoice

Users have the ability to compile and generate invoices for all the Private and Third Party Group

invoices that have been put on Hold for each company based on the Invoice Cycle selected in

the Company Register.

Follow the steps below to compile and generate invoices using the Invoice Cycle:

1. Click on the ‘Private Un-Invoiced’ or ‘Third Party Un-Invoiced’ tab and select the option

‘Compile Period Invoice’ from the Actions menu.

2. The Generate Invoice window will be displayed. Select the required Invoice Cycle – Daily

or Weekly or Monthly.

3. Click on the Generate button.

4. Invoices grouped under the Account Holders (i.e. Companies) configured with the

selected ‘Invoice Cycle’ will be compiled and generated as invoices. All the ‘Private’

generated invoices will be moved to the ‘Private Outstanding Invoice’ tab and all the

‘Third Party’ generated invoices will be moved to the ‘Third Party Outstanding Invoice’ tab.

Make Payment for Group Invoice

Medtech Evolution has provided the ability to process a payment for the Group Invoices from the

Group Invoice Management window. As a further enhancement, users can also make Payments

on the Invoice level or by the Service level; i.e. a payment can be processed for a service within

an invoice.

Follow the steps below to process a payment for a Group Invoice:

1. Select the required Account Holder from the Private Outstanding Invoice or Third Party

Outstanding Invoice tab or from the Transaction History tab.


2. Select the ‘New Payment’ option from the Actions menu or click on the New Payment icon

to bring up the New Payment window.

3. By default, the account holder selected will be displayed in the ‘A/C Holder’ field. All the

group invoices generated for this account holder will be displayed in the ‘Invoices’ grid.

IMPORTANT NOTE

When making a payment from the Group Invoice Management window, the Payment

window will display only those Group Invoice entries, not the normal invoices, and vice-

versa when making a payment from the Patient Account window.

4. Enter the Payment amount in the ‘Amount’ field and select the mode of payment from

the ‘Method’ field.

NOTE: If the payment method is ‘Cheque’, then the following fields will be enabled and

are mandatory:

Bank

Branch

Drawer

Cheque No.

5. To make payment for the whole invoice, select the respective invoice from the ‘Invoices’

grid.


OR

To make a payment for a service item within the invoice, then click on the sign of the

invoice and select the required service Item.

6. Click OK to make the payment. The payment will be linked to the respective Group Invoice

entry under the ‘Resolution’ tab, as shown below:


Add a Credit Note for Group Invoice

Medtech Evolution has provided the ability to add a credit note from the Group Invoice

Management window to write-off balances from patients’ accounts. It is also possible to add a

credit note for an invoice or for a service item within an invoice.

Follow the steps below to add a Credit Note from the Group Invoice Management window:

1. Select the required account holder from the Private Outstanding Invoice or Third Party


2. Select the ‘New Credit Note’ option from the Actions menu to bring up the New Credit

Note window.


group invoices generated for this account holder will be displayed in the ‘Invoices’ grid.

4. To add a credit note for the whole invoice, select the respective invoice from the

‘Invoices’ grid.


OR

To add a credit note for a service item within an invoice, click on the sign of an invoice

and select the required service item.

5. Click OK to add a Credit Note. The Credit Note will be linked to the respective Group

Invoice entry under ‘Resolution’ tab, as shown below:


Add a Refund for Group Invoice

Medtech Evolution also provides the ability to add a refund from the Group Invoice Management

window.

Follow the steps below to add a refund from the Group Invoice Management window:

1. Select the required account holder from the Private Outstanding Invoice or Third Party


2. Select the ‘New Refund’ option from the Actions menu to bring up the New Refund

window.


Payments made for this account holder will be displayed in the grid based on the selection

of the option in the ‘Display’ section.

4. A refund can be done on the Payment level or on the Service level within the Payment.

Select the respective Payment entry in the grid and click OK button to add a refund.


5. Click on the Transaction History tab to search and display the respective account holder

in the Company field. The refund will be linked to the respective Payment entry under the

‘Resolution’ tab, as shown below:

Allocate Credit

The Allocate Credit feature is used to allocate the unresolved amount [i.e. unallocated amount

(in Credit)] of an account holder to any of the unpaid invoices.

Follow the steps below to allocate a Credit from the Group Invoice Management window:

1. Click on any of the following tabs in the Group Invoice Management window – Private

Outstanding Invoice or Third Party Outstanding Invoice or Transaction History tab.

2. Select the ‘Allocate Credit’ option from the Actions menu to bring up the Credit Allocation

window.


3. Select the required account holder (whose account is in credit) by clicking the Ellipsis

button. All the unpaid Group Invoices for the selected account holder will be displayed in

the ‘Invoices’ grid.

4. In the Payment section, click on the Ellipsis button next to the ‘Amount’ field to bring up

the Select Credits to Allocate window.

5. The excess paid or unallocated amount of Group Payments will be displayed in the

‘Unresolved Amt’ column. Select a Credit Available entry and click on the OK button.

6. Select the required Unpaid Group Invoice(s) entry in the ‘Invoices’ section of the Credit

Allocation window to allocate the unresolved amount in Invoice level and Service level.

The allocated amount will be displayed in the ‘To Allocate’ column, as shown below:


7. Click OK to allocate the Credit amount. The Credit Allocation will be linked to the

respective Group Invoice entry under ‘Resolution’ tab, as shown below:

Patient Account

The Patient Account module gives an overall view of the patient’s account. This window displays

a list of all the patient’s accounts and also breaks the list down into Outstanding, Private, Bulk Bill,

REPAT and Third party accounts.

From Medtech Evolution Version 10.0.1, all the compiled Group Invoice entries will be displayed in

the Group Invoice Management window. Previously this data had been displayed in the Patient

Account window. Henceforth, no group invoice entries will be displayed in the Patient Account

window. Refer to the Group Invoice Management section for further information.

New Payment

In earlier versions, payments could be initiated for the Invoice level. In Medtech Evolution Version

10.0.1 Build 5031, Medtech has provided the ability to make a payment at the Invoice level or by

the Service level; i.e. payments can be made for a service within an invoice.


Follow the steps below to make payment for an invoice:

1. Go to Module-Accounts-Patient Account (Shift+F9) to open Patient Account window.

Select the ‘New Payment’ option from the Actions menu or click on the New Payment icon

to bring up the New Payment window.

2. By default, the active patient’s account holder will be displayed in the ‘A/C Holder’ field.

All the outstanding invoices generated for this account holder will be displayed in the


IMPORTANT NOTE

When making a payment from the Patient Account window, the New Payment window will display

only the normal Invoice entries – and not the Group invoices – and vice-versa when making a

payment from the Group Invoice Management window.

3. Enter the payment amount in the ‘Amount’ field and select the mode of payment from

the ‘Method’ field.

NOTE: If the payment method is ‘Cheque’ then the following fields will be enabled and are

mandatory:

Bank

Branch

Drawer

Cheque No.

4. To make a payment for the whole invoice, select the respective invoice from the ‘Invoices’

grid.


OR

To make payment for a service items within an invoice, then click on the sign of an

invoice and select the required service item.

5. Click OK to make the payment. The payment will be linked to the respective invoice entry

under the ‘Resolution’ tab.

New Credit Note

In earlier versions, credit notes could only be added at the Invoice level. In Medtech Evolution

Version 10.0.1 Build 5031, Medtech has provided the ability to add a credit note for an invoice or

for a service item within the invoice. Also Medtech has removed the Services section in the New

Credit Note window.

Follow the steps below to add a Credit Note from the Patient Account screen:


Select the ‘New Credit Note’ option from the Actions menu or click on the New Credit Note

icon to bring up the New Credit Note window.

2. By default, the active patient’s account holder selected will be displayed in the ‘A/C

Holder’ field. All the invoices generated for this account holder will be displayed in the



3. To add a credit note for the whole invoice, select the respective invoice from the


OR

To add a credit note for a service item within an invoice, then click on the sign of an

invoice and select the required service item.

4. Click OK to add a Credit Note. The Credit Note will be linked to the respective invoice

entry under the ‘Resolution’ tab.

New Refund

In earlier versions, refunds could be added only at the Payment level. In Medtech Evolution Version

10.0.1 Build 5031, Medtech has provided the ability to add a refund on the Payment level or by

the Service level; i.e. a refund can be added against a service within a payment.

Follow the steps below to add a refund from the Group Invoice Management window:


Select the ‘New Refund’ option from the Actions menu to bring up the New Refund

window.


2. By default, the active patient’s account holder will be displayed in the ‘A/C Holder’ field.

All the payments made for this account holder will be displayed in the grid based on the

selection of the option in the ‘Display’ section.

3. To refund the whole invoice, select the respective invoice from the grid.

OR

To refund for a service item within a payment, click on the sign of the payment and

select the required service item.


4. The refund will be linked to the respective payment entry under the ‘Resolution’ tab.

Allocate Credit

The Allocate Credit feature is used to allocate the unresolved amount [i.e. unallocated amount

(in Credit)] of an account holder to any of the unpaid invoices.

Follow the steps below to allocate Credit(s) from the Patient Account window:


Select the ‘Allocate Credits’ option from the Actions menu to bring up the Credit

Allocation window.

2. Select the required account holder (whose account is in Credit) by clicking the Ellipsis

button. All the unpaid Invoices for the selected account holder will be displayed in the


3. In the Payment section, click on the Ellipsis button next to the ‘Amount’ field to bring up

the Select Credits to Allocate window.


4. The excess paid or unallocated amount of normal payments will be displayed in the

‘Unresolved Amt’ column. Select a Credit Available entry and click on the OK button.

5. Select the required Unpaid Invoice(s) entry in the ‘Invoices’ section of the Credit Allocation

window to allocate the unresolved amount in Invoice level or Service level. The allocated

amount will be displayed in the ‘To Allocate’ column, as shown below:

6. Click OK to allocate the Credit amount. The Credit Allocation will be linked to the

respective invoice entry under the ‘Resolution’ tab as Payment entry.


Accounting Report Changes

Outstanding Accounts Report To access Outstanding Accounts Report go to Report-Accounting-Outstanding Accounts. In

earlier versions of Medtech, the Outstanding Accounts report will display a Group Invoice in single

line even though the invoice is created for multiple providers. In Medtech Evolution Version 10.0.1

Build 5031, the Outstanding Accounts report will display a single Group Invoice as multiple entries

based on the provider.

Also the Method column will differentiate the Group Invoice type. ‘P’ is Private Group Invoice and

‘I’ is Third Party Group Invoice.

Print Activity Report To access Activity Report go to Report-Accounting-Activity Report. In earlier versions of Medtech,

the Activity report will display a Group Invoice for one provider (Provider of the first service in Group

Invoice) even though the invoice is created for multiple providers. In Medtech Evolution Version

10.0.1 Build 5031, the Activity report will display a Group Invoice with the services under the

corresponding provider.

Also in earlier versions, all the Group Invoices are displayed in Bill Type ‘P’. In Medtech Evolution

Version 10.0.1 Build 5031, all the Private Group Invoices will display in Bill Type ‘P’ and all Third Party

Group Invoices will display in Bill Type ‘I’.


Aged Balance Summary Report

To access Aged Balance Summary Report go to Report-Accounting-Aged Balance Summary. In

earlier versions of Medtech, the Aged Balance report will display Group Invoice for one provider

(Provider of the first service in Group Invoice) even though the invoice is created for multiple

providers. In Medtech Evolution Version 10.0.1 Build 5031, the Aged Balance report will display a

Group Invoice based on the selected Provider in the Report selection filter.


GST Report

To access GST Report go to Report-Accounting-GST Report. In earlier versions of Medtech, the

GST report will not display the Group Invoice. In Medtech Evolution Version 10.0.1 Build 5031, the

GST report will display the Group Invoice based on the selected Provider in the Report selection

filter.

Transaction Report

To access Transaction Report go to Report-Accounting-Transaction Report. In earlier versions, the

Transaction report will display the Group Invoice for one provider (Provider of the first service in

Group Invoice) even though the invoice is created for multiple providers. In Medtech Evolution

Version 10.0.1 Build 5031, the Transaction report will display the Group Invoice based on the

selected Provider in the Report selection filter.

Transaction Payments Report

To access Transaction Payments Report go to Report-Accounting-Transaction Report. In earlier

versions, the Transaction Payment report will display the Group Invoice for one provider (Provider

of the first service in Group Invoice) even though the invoice is created for multiple providers. In

Medtech Evolution Version 10.0.1 Build 5031, the Transaction Payments report will display the

Group Invoice based on the selected Provider in the Report selection filter.

External Reference Number

In Medtech Evolution Version 10.0.1 Build 5031, the ability to capture the External Reference

Number in both the Invoice and Group Invoice windows has been provided. Users can search for

the patient using the External Reference Number.


Configuration to enable External Reference No.

The field ‘Enable External Ref No. Invoicing’ has been introduced to the Location Settings, under

the ‘Postal & Accounting’ tab, to enable the External Reference No. field in Invoices, Group

Invoices and the Patient Search ‘Advanced’ tab.

Once the above configuration has been enabled, the field Ext Ref No. will be displayed in both

the Invoice and Group Invoice windows, as shown below:

Invoice window

Group Invoice

This is a non-mandatory field, and allows for both alpha and numeric characters. The maximum

field length is of 20 characters and will be displayed for all the Payment Levels with the exception

of the Invoice Type – ‘REPAT’, ‘Bulk Bill’ and ‘In-Patient Medical Claim’.

When opening the compiled Group Invoice from the Group Invoice Management window, the

External Reference Number captured in the Group Invoice window will be displayed under the

‘Ext Ref No’ column (for each service item) in the ‘View Invoice’ window:


The column Ext Ref No. will also be displayed in the Group Invoice Management window (based

on the Setup configuration) in all the tabs.

When opening the View Invoice from the Patient Account window, the External Reference

Number captured in the New Invoice window will be displayed in ‘Ext Ref No’ field in the ‘View

Invoice’ window:

A new column Ext Ref No. will also be displayed in the Patient Accounts window (based on the

Setup configuration) and will appear in the following tabs – Account, Outstanding, Patient and

Third Party Claim.


Query Builder Search

The new field ‘External Reference No’ is also included in the ‘Query Builder’ tables, under the

‘Invoices/Payment’ table.

Patient Search

In addition, two new parameters ‘Third Party Claim’ and ‘External Ref No’ have been introduced

in the Search Patient/Company window under the ‘Advanced’ tab to provide more sophisticated

searching.

After entering the search criteria and then clicking on the ‘Search’ button, the system will fetch

the matching patient/company as per the Medtech existing functionality. The behaviour of the

two new fields are as follows:

Third Party Claim No. - Allows alpha-numeric searching

External Reference No. - Allows alpha-numeric searching

IMPORTANT NOTE

The ‘Third Party Claim No.’ field will always be available in the Search box, whereas the ‘External

Reference No.’ will only be available based on the configuration ‘Enable External Ref No.

Invoicing’ in the Location Settings.


Scanning Enhancements The Scanning module has been replaced with the latest ImageEn component to bring in all image

formats (e.g. TIFF, BMP, PNG, JPG, etc.) as compressed files into the Medtech Evolution

application. With the introduction of this component, the Scanning module offers:

1. Improved Performance

2. Direct Twain scanning – without the need for any third party library

3. Support for all image-related compression types – disk space friendly as the files are smaller

4. Previews of multipage scans and the ability to navigate in TIFF images

5. The ability to rotate the scanned images.

6. Zoom-In and Zoom-Out using the mouse

7. The ability to load any type of image into the Medtech Evolution application

Image Compression Types In the Actions menu Select Source Settings screen is the Compression option, which can be

set for various image formats to further reduce the space occupied on the disk when scanning at

high resolutions and without the need to change the image dimensions. Select the required image

Compression Type from the Settings window before proceeding to scan the document/record

into Medtech Evolution.


Scan in PDF Format

Medtech has provided an ability to scan records/documents in as a PDF format. Previously,

records/documents could only be scanned in using image formats (e.g. TIFF, JPEG, etc.).

A new menu option ‘Scan In PDF Format’ has been introduced in the Scanning window under the

Actions menu. When selecting this option, all the scanned documents will be stored and displayed

in PDF format.

Similarly, the option ‘Scan files from folder to be saved in PDF format’ has also been included in

the Select Source window to process, store and display the image files that are loaded from the

disk in PDF format, using the option ‘Load from File’ or ‘Load from Folder’.


This field will be selected/unselected by default if you have turned On/Off the option ‘Scan In PDF

Format’ from the Scanning window Actions menu and vice-versa.

View Scan Window The interface of the View Scan window has been renovated and displayed accordingly for the

scanned image and PDF documents.

Scanned PDF Document

When opening the Scanned PDF document from the Scanning window (i.e. the document

scanned as PDF format), the Adobe Acrobat floating toolbar will appear when placing the cursor

over the PDF document in the View Scan window.


Adobe Acrobat floating toolbar Icons

Click this icon to save the PDF document to disk

Click this icon to print the PDF document to the desired printer

Click this icon to go to the previous page of the document

Click this icon to go to the next page

Enter the desired page number to go to and press the Enter key

Click these icons to Zoom Out / Zoom In

Click this icon to show the Adobe Acrobat toolbar

NOTE: While the Adobe Acrobat Floating toolbar will reside in the same location onscreen, use

the Scroll bars to navigate up and down the page as required.

Scanned Image Document

When opening the Scanned Image document from the Scanning window (i.e. the document

scanned as Image format), the View Scan window will be displayed with the Preview pane on the

left. You can select the required page from the Preview pane, and the selected page will be

displayed on the main pane to the right of the screen.


Click this icon to rotate the page Clockwise

Click this icon to rotate the page Anti-Clockwise

Click this icon to adjust the page size to Fit to window

Click this icon to adjust the page to effective size

Click these icons to Zoom In / Zoom Out

Click this icon to go to the First Page

Click this icon to go to the Previous Page

Click this icon to go to the Next Page

Click this icon to go to the Last Page


Print Scan Window

A new Print Scan window has been introduced to preview the scanned image document and to

select the desired page(s) to print. Click on the Print button in the View Scan window, and the

Print Scan window will appear.


Select the required option from the drop down menu:

Print All – on selecting this option, all the pages in the scanned

document will be sent to the printer. By default this option will

be selected

Print Selected – on selecting this option, the page selected on

the left pane of the Print Scan window (using the Ctrl / Shift +

Left mouse click) will be sent to the printer

Select this button – the scanned document will be printed as per

the above selection.

Select this button – the printing process will be cancelled.

Select this button to view the Print Setup window. This provides

additional settings that can be modified as required.

NOTE: The print screen view shown in the example above will differ from the user’s

view and will display the Default Printer name and details for the logged on user.

Assign ‘Subject’ to the Scanned Images / Documents

Medtech has provided an option for the users to type in the Subject for the document while

scanning, which is especially useful when there are multiple documents involved.

NOTE: It is not a requirement to have an active patient on the palette.


To enable this feature, select the option ‘Prompt for the Subject of the Scanned Document’ in the

Location Settings ‘Documents’ tab.

NOTE: This option will be available for the user to select only when the existing option ‘Prompt User

to Link Scanned Document to Active Patient’ is selected.

IMPORTANT NOTE

After selecting the above configuration, you must Exit from the Medtech Evolution application for

these changes to be applied


Scanning Single Page Document

While scanning a document using the option ‘Single Page Documents’ or ‘Load from File’ or ‘Load

from Folder’ from the Scanning ‘Actions’ menu, the following Scanned Document window will be

displayed for the user to input the subject of the scanned document:

Users can then type in the subject heading into the ‘Subject’ field (e.g. ‘Report’) and then click

on the OK button.

The scanned document will then be directly sent to the Patient Inbox, if the patient is active on

the palette. Otherwise, the scanned document will be sent to the Scanning window under

‘Unassigned Scans’ folder (existing feature).

The text entered will be displayed as ‘Subject’ in the View Scan window and also in the Patient

Inbox window ‘Subject’ column, as shown below:


Scanning Multiple Page Documents

While scanning multiple page documents (with a blank page between them as required), using

the options ‘Multi Page Documents’ or ‘Load from File’ or ‘Load from Folder’ from the Scanning

‘Actions’ menu, the Scanned Document window will be displayed for the user to input the subject

of the first scanned document:

The user can key the subject into the ‘Subject’ field (e.g. ‘Report’). To assign the same subject for

all subsequent scanned documents, click on the option ‘Select to Label all the subsequent

scanned documents with same subject’.

If the above option is unselected then the Scanned document window will pop up for all the

documents, where the user will be required to manually type in the subject heading.


Immunisation Enhancement This release has provided an enhancement that allows clinicians to select multiple Immunisation

Schedule for Patients and also to Change the Sequence number for Non Standard Vaccines at

the time of Vaccination. In the previous versions, only one Schedule can be selected at a time

and option to change the sequence number of the vaccine was available only from vaccine

group Setup.

In the Immunisation screen, Vaccines will be displayed with the sequence number and a provision

to modify the sequence number while adding an Immunisation will be available. This would ensure

that the right sequence of the vaccine currently being administered is recorded in the system.

Immunisation Schedule Screen Utilities Immunisation Immunisation Schedule

A new setup ‘Immunisation Schedule’ has been introduced to add new schedules and update

existing schedules.

Available schedules will be listed in the Immunisation Schedule screen as shown below:


NOTE: A clinician can add maximum of 34 schedules in the ‘Immunisation Schedule’ screen

To create an immunisation schedule, click on the ‘Add Schedule’ button. The below fields have

been added:

Schedule Starts From

From Age

To Age

ATSI Status

Schedule Starts From – this field denotes the date from which the schedule is active and it is a drop

down menu with values for ‘Patient’s Date of Birth’ and ‘Schedule Activation Date’.

From Age – the age from which the schedule is applicable will be calculated based on this field;

this is a drop down menu.

To Age – the age to which the schedule is applicable will be calculated based on this field; this is

a drop down menu.

ATSI Status – it is mandatory to select whether a schedule is an ATSI Schedule or Non-ATSI Schedule.

All the existing schedules will be set as Non-ATSI Schedules after the upgrade.

NOTE: Schedules that are created specifically for Aboriginal or Torres Strait Islander patients should

be marked as ATSI in this screen.

.

Enter the necessary Immunisation Schedule details and select the corresponding vaccine and

Vaccine group for the schedule with ATSI Status and save.


Immunisation Status Screen

Schedule Selection tab

Module Immunisations

A new tab ‘Schedule Selection’ has been added to the ‘Immunisations Status’ screen. ‘Schedule

Selection’ tab will list the all immunisation schedules available. Clinicians now have an option to

select more than one schedule for a patient from the ‘Schedule Selection’ tab.

The vaccine for the selected schedule will be listed in the ‘Immunisation Schedule’ tab with due

dates based on Scheduled Start Date

On selecting a particular schedule the Start Date will be displayed based on the ‘Patient Date of

Birth’ or ‘Schedule Activation Date’ configured for the selected schedule in the Immunisation

Schedule Setup.

NOTE: On opening the Immunisation Status screen, the ‘Schedule Selection’ tab will be displayed

if the patient has no schedules selected and no vaccines administered.

When a clinician tries to select a non-ATSI schedule for an ATSI patient, the following warning

message is displayed:


When a clinician tries to select an ATSI schedule for a non-ATSI patient, then the following warning

message is displayed:

When a patient’s ATSI status is not recorded or marked as “Not stated or inadequately described”,

the following warning message is displayed:

When the patient’s age does not fall within the age range of the selected schedule, the following

warning message is displayed:

When clinician tries to untick the selected schedule from Schedule selection tab, the following

warning message is displayed:


Immunisations Schedule tab

Vaccines associated to the schedule(s) selected through the ‘Schedule Selection’ tab will be

listed in the ‘Immunisation Schedule’ tab

Two new columns called ‘Due date’ and ‘Seq No.’ have been introduced under the Immunisation

Schedule tab.

The Due Date column shows due date of each of the vaccine within the selected schedule. The

vaccine due date will be calculated based on the schedule start date and the vaccine group to

which the vaccine belongs and the age of the patient.

The sort order of the vaccines on the grid is in the ascending order of the vaccine due date.

The Seq No. column shows the value from the Sequence dose field which is set in the

Setup Recall/Screening Vaccine Groups tab.

Date Given – ‘Given’ column name has been renamed as ‘Date Given’

NOTE: On opening the Immunisation Status screen the ‘Immunisation Schedule’ tab will be

displayed if the patient has at least 1 schedule selected.


All Immunisations tab

The ‘Other Immunisations Given’ tab has been renamed as ‘All Immunisations’ and will list all the

immunisations administered to the patient, irrespective of whether the vaccines were part of a

schedule or had been given as a one-off.

If the immunisation schedules are removed from the patient’s schedule list, the ‘All Immunisations’

tab will continue to list all the vaccines that have been given to the patient.

NOTE:

1. All the Non-Standard Vaccines can be added only from the ‘All Immunisations’ tab.

2. On opening the Immunisation Status screen the ‘All Immunisation’ tab will be displayed if

the patient has no schedules selected but has received one-off vaccines.

New/View Immunisation Term screen

In the New/View Immunisation Term screen, two enhancements have been made.

Vaccine – the ‘Code’ label has been renamed as ‘Vaccine’.

Vaccine Seq No. – This field has been introduced and will provide an option to add/modify the

sequence number while adding Non-Standard Vaccines.


NOTE:

1. When a new immunisation term is added from the ‘Immunisation Schedule’ tab, this will

be displayed under the ‘All Immunisations’ tab.

2. When a new Immunisation term is added from the ‘All Immunisations’ tab, this will not be

listed under the ‘Immunisation Schedule’ tab

3. Vaccine group and sequence can only be changed for Non-Standard Vaccines

whereas Vaccine and Vaccine sequence cannot be changed for Standard Vaccines.

For Non-Standard Vaccines, when a clinician changes the Vaccine Sequence to a number that

occurs earlier than the Sequence that was already given, then the following warning message is

displayed


ACIR Enhancement

Submit to ACIR ACIR has now declared that practices can send ACIR claims for patients between the ages 0 to

19 years. Medtech has made appropriate changes in-line with this announcement from ACIR.

Now ‘Submit to ACIR’ will be enabled for patients between the ages of 0 to 19 years.

Medicare Ancillary Number A new field called Ancillary Provider Number has been introduced in Location settings, which is

mandatory when a nurse is sending claims to ACIR.


NOTE: When a nurse or provider tries to send an ACIR claim without a Provider No. or Ancillary

Provider No., then the warning given below will be displayed:


General Enhancements

Inbox/Outbox Documents Print Preview

Previously when printing an Outbox/Inbox document by clicking on the Print or Print & Send button,

all the pages of the document would be printed and there was no option to print a “selection of

pages” or a “range of page numbers”.

In Medtech Evolution Version 10.0.1 Build 5031, a new Print Preview option has been introduced

under the Print and Print & Send button as a drop down menu in the following windows to allow a

preview of the document before it is sent to the printer:

New Patient Document (Module ► Outbox ► New Document)

New/View Patient Inbox (Module ► Inbox ► Patient Inbox ► New/Open)

New/View Provider Inbox (Module ► Outbox ► Provider Inbox ► New/Open)

When clicking on the Print Preview option, the Report Preview window will be displayed, as shown

below:


By clicking on the Print button in the Report Preview window, the Output Options window will

be displayed. From this window, the user can choose the required pages or a range of pages for

printing.

Selected Printer – by default, the printer configured for the respective file in the Printer

Defaults window (File ► Print Setup) will be displayed. If not configured, then the printing

will be directed to the Windows default printer.


NOTE: The Setup button will allow the user to change the required printer.

Print Range – this section will allow the user to select the range of pages.

o All – by default this option will be selected. When clicking the OK button, all pages in

the document will be printed to the selected printer.

o Selection – on selecting this option, the Selection text box field will be enabled. Enter

the required page(s) to print.

Individual Pages – the individual pages need to be separated by a comma (,);

e.g. 4,6,9

Range of Pages – the range of pages need to be separated by a hyphen (-);

e.g. 7-9

o Pages – on selecting this option, the from range box will be enabled and allow the

user to enter the range of pages to print.


OK – when clicking the OK button, the document will be printed as per the selection.

Cancel – when clicking this option, the printing process will be aborted.

Setup –when clicking the Setup button, the Print Setup window will be displayed and allow

the user to change the required printer from the Name field.

The following fields are available in the Report Preview window:

When clicking this button, the First page of the document/report will be

displayed

When clicking this button, the Last page of the document/report will be

displayed

When clicking this button, the Previous page of the document/report

will be displayed

When clicking this button, the Next page of the document/report will

be displayed

Allows the user to enter the desired page to view and display the

respective page when pressing the Enter key on the keyboard

The Zoom In / Zoom Out option allows the user to increase/decrease the

size of the document/report

This allows the user to enter the zoom value in as a %, and will

automatically display the preview accordingly


Patient Contact

To accommodate multiple requests for the Patient’s Emergency Contacts fields to be included in

to the Patient Register screen, this enhancement has been included in the release of Medtech

Evolution Version 10.0.1 Build 5031. The following sections detail the extensive changes made to

the Patient Register window.

The Next of Kin/Employer tab of the Patient Register window has been renamed as ‘Contacts’ and

provides an ability to add multiple contacts as ‘Next of Kin’, ‘Emergency Contact’ and ‘Employer’

details.

Previous version of Medtech Evolution



The consolidated grid view lists all the available contact types for the patient – Next of Kin,

Emergency contact, Employer contact as well as a Default contact. The user can also set a

default contact each for Next of Kin, as well as for the Employer.

Contact Name – Name of the added contact. Applicable colour coding represents:

o Green – Emergency contact

o Green + Bold – Emergency contact; also the default contact

o Black – Next of Kin/ Employer

o Black + Bold – Next of Kin/Employer; also the default contact

Type of Contact – Types of contact; e.g. Next of Kin, Employer

Relationship – Relationship of the person with the patient. For example, for Next of Kin, it

could be Father, Family Friend. For an Employer the column will remain blank.

Add Contact – Add a new Next of Kin/ Emergency/Employer contact for the patient.

Add a new Contact

Clicking the Add Contact button will bring up the New Contact window where the contacts are

added to the Patient Register.


Based on the selection of the Contact Type (Employer or Next of Kin), the fields in the New Contact

window will vary.

Employer – Select Employer for adding a new Employer contact. An employer could also

be set as default contact type by selecting the Default/Preferred checkbox.

Next of Kin – Select the Next of Kin to add a new Next of Kin contact for the patient.

Default/Preferred Contact – Select this option if the particular contact type has to be set

as preferred contact type.

NOTE: If the patient previously had no Next of Kin (NOK) or Employer details, then when

adding a new NOK or Employer details, the ‘Default/Preferred Contact’ checkbox option

will be selected by default.

Emergency contact – A Next of Kin or Employer contact could be set as the Emergency

contact for the patient. Tick this checkbox if the particular contact has to be marked as

Emergency contact.

The following fields will be available for the Contact Type – Next of Kin:

Name – Type in the name of the NOK. Click on the ellipsis button to search for and to add

an existing patient as NOK. If an existing patient is chosen as NOK, all the other fields would

automatically be filled in as available.

Street – NOK’s street address; e.g. 123 George Street.

Suburb – The suburb where the NOK resides. If unsure of the spelling, enter part of the word

and press the tab key or click the ellipsis button. The Find Suburb window will be displayed

allowing the correct suburb to be chosen from the list (highlight the correct suburb and

click on the OK or press the Enter key).

State – The state will default automatically after the suburb has been selected. This can be

updated manually if required.

Post Code – The postcode will default after the suburb has been selected. This can be

updated manually if required.

Residence – Information entered in this field will appear between the NOK’s Name and

Street in address details printed on documents.

E-mail – The NOK’s E-mail address.

Home Phone – The NOK’s home phone number.

Work Phone – The NOK’s work phone number.

Mobile – The NOK’s mobile number

NOTE: A warning message will appear if the user doesn’t enter the minimum of at least one

contact number, and will advise the user that ‘You must select at least one contact

number’.

Relationship – The NOK’s relationship to the patient.


The following fields will be available for the Contact Type – Employer:

Employer Name – Enter the name of the employer into the name field. A few letters will

suffice, press tab or click the ellipsis button to conduct the search. Highlight the required

employer and click OK or press Enter.

OK – Click OK to save the entry.

Cancel – Click Cancel to abort the process.

Help – Click Help to bring up the screen-specific help.

IMPORTANT NOTE

After upgrading to Medtech Evolution Version 10.0.1 Build 5031, the existing patients’ Next of Kin

and Employer details in the Next of Kin/Employer tab will be retrieved and displayed as the default

contacts in the Patient Register ‘Contacts’ tab.

When trying to include preferred contact for another Next of Kin, a Confirm message will appear

as shown below, to check if the user wants to change the actual Preferred contact.


Likewise a similar message will appear for the Employer Default contact.

Clicking “Yes” will reset the Preferred/Default contact by automatically unticking the

existing Preferred/default contact checkbox and thereby enabling the checkbox in the

new contact field.

Clicking “No” will prevent any modifications thereby retaining the existing Preferred/

Default contact icon.

Emergency Contact Icon on the Patient Palette

If the patient’s Emergency contact details are updated in the Patient Register, a GREEN icon will

be displayed in the palette next to phone numbers.

Likewise, if an Emergency contact is not updated for the active patient on the palette, the icon

will be in a disabled mode, as shown by a GREY icon.


On clicking the Emergency Contact icon, the Patient Register – ‘Contacts’ tab will be displayed.

Next of Kin fields in Query Builder

The following fields relating to NOK are introduced in Query Builder under the ‘Patient’ table:

Next of Kin Mobile

Next of Kin Email

Default / Emergency - Contact Type

Merge Fields for Next of Kin and Emergency Contact

The following merge fields with respect to NOK have been introduced under the ‘Patient Keyword’

Filter in the Merge Symbol screen:

Next of Kin Mobile Number (PAT_NOK_MOBILE)

Next of Kin Email (PAT_NOK_EMAIL)

The following merge fields with respect to Emergency Contact have been introduced under the

‘Patient Keyword’ Filter in the Merge Symbol screen:

Emergency Name (PAT_EMY_NAME)

Emergency Street (PAT_EMY_STREET)

Emergency Suburb (PAT_EMY_SUBURB)

Emergency State (PAT_EMY_STATE)

Emergency Work Phone Number (PAT_EMY_WORKPHONE)

Emergency Home Phone Number (PAT_EMY_HOMEPHONE)

Emergency Residence (PAT_EMY_RESIDENCE)

Emergency Mobile Number (PAT_EMY_MOBILE)

Emergency Email (PAT_EMY_EMAIL)

Emergency Post Code (PAT_EMY_POSTCODE)


Patient Name Validation in Patient Register window

As per the latest validation rules, Medicare will no longer be able to process claims where a

patient’s First Name and/or Surname contains special characters other than the ‘Hyphen’ and

the ‘Apostrophe’. There should also be no spaces before or after these permitted special

characters.

Therefore, Medtech has introduced a few validation rules to the Patient Register ‘Surname’ and

‘Given Name’ fields to restrict users from entering any special characters. The validations are:

No special characters can be entered other than ‘Hyphen’ and ‘Apostrophe’

Sales$ Sherry Robert (Bob) $Sales Sherry Sales Sherry

No space can be entered before or after the permitted special characters; i.e. ‘Hyphen’

and ‘Apostrophe’,

O’ Connor Anne –Marie O ’Connor Anne– Marie O ’ Connor Anne – Marie O’Connor Anne–Marie

Screen Numbering

Medtech has introduced unique screen IDs for each screen. This screen ID helps customers when

calling Support to report a problem with a particular screen. For example, the screen number for

Search Patient/Company window is ‘PA04’, as shown below:


MediSecure – DrShop

Thousands of Australians are addicted to prescription medicines. Addiction triggers patients to visit

multiple doctors to obtain more medicines than are medically required, which is known as doctor

shopping.

To overcome this, a Real Time Prescription Monitoring system has been implemented in integration

with MediSecure called Dr Shop.

Medtech is now integrated with Dr Shop to minimise abuse of prescription medicines.

Dr Shop will only be activated if a prescription is for a medication with addiction potential. If any

medication with addiction potential has been prescribed within the past 90 days, an Alert box will

appear (as shown in the screenshot below) when the provider prints the script. This will avoid the

risk of prescribing the same drug for the same patient within a short time span.

For further details on MediSecure – Dr Shop, refer to the user guide provided by MediSecure.

IMPORTANT NOTE

DrShop integration with MediSecure requires a new MediSecure Adapter to be run. For existing

Medtech Evolution users, after upgrading to Medtech Evolution 10.0.1 Build 5031, the old

MediSecure Adapter should be uninstalled and the new MediSecure Adapter should be installed,

otherwise MediSecure will not work. If there are any issues in installing the new MediSecure

Adapter, please contact MediSecure Support.


PREREQUISITES

Users should contact MediSecure directly and be able to provide their IP Address to enable the

“DrShop” feature.

Configuration to enable MediSecure and DrShop

MediSecure Site Setup

A new file called ‘MediSecure Site’ has been introduced in Location setup to configure the site

activation code for individual locations to be able to send prescriptions to the MediSecure server.

Setup ► Location ► Location Settings ► Codes & Defaults Tab

Staff Setup

To enable MediSecure and DrShop in Medtech Evolution, it is mandatory to complete the setup

configuration in the following fields of the Staff setup Provider tab:

1. Specialty

2. Prescriber Number

3. The option Print Barcode using MediSecure checkbox must be selected/ticked


Setup► Staff ► Members ► Provider Tab

New/View Health Specialty Setup

A new field ANZCO has been introduced in New/View Health Specialty window, which will be

populated automatically when the user enters the description field.

Setup ► Staff ► Health Specialty ► New/View


Health Specialty Mapping Setup

A new ‘Health Specialty Mapping’ window has been introduced to view the following details –

Health Specialty unmapped with ANZSCO, Staff(s) not mapped with Specialty, Staff(s) mapped

with Specialty but Specialty unmapped with ANZCO and complete list of ANZCO Health Specialty.

Setup ► Staff ► Health Specialty Mapping

DrShop Alert Pop Up on Prescribing Medicine with Addiction

Potential

When a medication with addiction potential (e.g. Alfentanil Hydrochloride) is prescribed for a

patient and after clicking the Print the selected Prescribed Medications icon in the Consultation

window, a DrShop Alert window will be displayed based on the scenarios below:

1. When a clinician prescribes any medication with addiction potential and no activity is

found in the MediSecure Network by the same prescriber or another prescriber in the past

90 days, then the following DrShop Alert window will display:


2. When a clinician prescribes any medication with addiction potential and activity is found

in the MediSecure Network only by the same prescriber in the past 90 days, then the

following DrShop Alert window will display:


3. When a clinician prescribes any medication with addiction potential and activity is found

in the MediSecure Network by any other prescriber in the past 90 days, then the following

DrShop Alert window will display:

The following actions can be taken from the DrShop Alert window:

1. Click on the Cancel Current Script button to cancel the medication transmitted to

MediSecure and close the DrShop Alert window.

2. Click on the Continue button tol continue to transmit the medication to MediSecure and

close the DrShop Alert window.

3. Click on the Extended information button to launch the MediSecure login page as shown

below to login to the MediSecure DrShop Portal and view more details regarding the

patient’s medication with addiction potential.


Patient Medication Printout

In earlier versions of Medtech Evolution, when sending and printing the medications from the

Consultation window, the MediSecure barcode would print at the bottom of the printout.

In Medtech Evolution Version 10.0.1 Build 5031, the format has been changed and the barcode

will now be printed at the top of the printout, as shown below:


The first eight characters of the barcode are the Location ID, the second eight characters are the

Prescription Number and the last character is a randomly generated code.


Usability Improvements

Query Builder

The overall width of the Query Builder screen has been expanded. This assists users to be able to

see the Table fields and the defined conditions with more clarity.

Designer View

Also, the Printer field in the Data Sheet View tab has been expanded, providing the user with the

view of the full Printer path.

Data Sheet View


Message Transfer Utility

The Message Transfer Utility screen has been increased in Height and Width to better view the

maximum Configuration list.

The width of the New/View Configuration screen has also increased in size to be able to view the

complete file path.


IMPORTANT NOTE

After upgrading to Medtech Evolution Version 10.0.1 Build 5031, the old Message Transfer utility will

be deprecated. If the Practice is using Old Message Transfer ensure the configuration/

settings/Scheduled Task is done against the New Message Transfer utility.


Icon Changes

All icons across the Medtech Evolution application have been renovated to an enhanced look

and to also adhere to the latest trend. The following pages will provide a comparison of the icons

in the Medtech32 Version 9.3.3 Build 4620 and the new icons now displayed in the Medtech

Evolution Version 10.0.1 Build 5031:

Icon Name Old Icon New Icon

New

Open

Filter

Expand

Go to Previous day

Today

Go to Next day

Find Patient

Find Family

Patient Register

Appointment Book

Appointment Pad

Appointment Overview

Waiting Room

Queue View

New Quick Bill

New Invoice

New IMC Invoice

New Group Invoice

Group Invoice Management



Patient Account

New Payment

New Credit Note

New Refund

Transfer

Banking

Batching

IMC Batching

Third Party Claims

Patient Alerts

New Patient Medication

Patient Medications

New Patient Classification

Patient Classifications

Consultation

Patient Manager

Daily Record

Front Page

New Patient Contact

Patient Contacts

Medical Warnings

New Clinical Template



Immunisations

Patient Screening

Scanning

Patient Inbox

Patient Outbox

Provider Inbox

Provider Outbox

Labels

New Patient Document

Referrals

Requests

Lab Referral

Radiology Referral

eClinic - eRequest

Quick Document 1

Quick Document 2

Quick Document 3

Quick Document 4

Quick Document 5

Quick Document 6

Patient Recalls

Recall Contact List



Report Manager

Query Builder

Address Book

New Task Manager

Patient Task Manager – Future Task

Patient Task Manager – Overdue Task

Patient Task Manager – No Task

Staff Task Manager – Future Task

Staff Task Manager – Overdue Task

Staff Task Manager – No Task

Clinical Ease

Medical Calculator

Patient Information Sheets

Physical Activity Module

Medtech Draw

Travel Information Sheets

Attachment Manager

Health Assessment

Diabetes Care Plan

Care Plan

Asthma 3+ Action Plan

Patient Obstetrics



Patient Verification

IHI Verification

New Advanced Form

Patient Advanced Forms

PCEHR Status

Download eHealth document

Create and Send eHealth document

Prescription and Dispensing

Medicare Overview

Observation View

Health Check Schedule

Representative List

Login to ManageMyHealth – Green

Login to ManageMyHealth – Orange

ManageMyHealth Patient Registration

Reception Inbox

SA / NSW Workers Compensation Form

Medtech Master

Notification Centre

Contact Support


Medtech Kiosk One of the most important features of this release is the Medtech Kiosk. The Medtech Kiosk is a

front-desk kiosk application that allows patients to “self-serve” the common activities within the

reception/waiting room of a primary healthcare clinic.

The Kiosk is provided on a stand with a touch sensitive screen that allows patients to interact with

the application via screen touches. The Self–Check-in Kiosk can reduce the queues at the clinic’s

reception, thereby saving administration costs and valuable time.

Patients will be able to use the Kiosk to check-in for a pre-booked appointment and have their

encounter slip printed, update their demographic and Emergency contact details via the Kiosk

and have the details saved against their Medtech record. The updated details will be transmitted

to the Medtech Evolution application and approved by the Front Desk staff after validation.


ManageMyHealthTM Integrated with Health

Engine

ManageMyHealthTM has been extended and Health Engine Appointment Settings are now

included under My Practice module for each practice location in order to enable users to be able

to choose whether to provide Health Engine integration for a location.

This feature will enable guest users to book appointments with ManageMyHealthTM, the request of

which will be received by the doctors in Medtech Evolution under Reception Inbox with the

Patient name mentioned as “Guest Patient”. This way the doctor can differentiate between

registered patients and guest users.


Resolved Items

Scanning Fixes

In Medtech Evolution Version 10.0, the following issues had been reported in the Scanning module:

Slowness in performance while scanning

Twain Scan window stays open for a long time after scanning

Scanning in Colour mode continued, even after changing the mode to ‘Greyscale’

These issues have been resolved in Medtech Evolution Version 10.0.1 Build 5031.

Scanning Resolution Issue

There was an issue in Medtech Evolution Version 10.0, where the resolution of the scanned

document was not the best quality.

The cause for the scanning resolution issue has been identified as the ‘Compression Type’ not

being configured in the ‘Select Source’ window.

This issue has now been resolved in Medtech Evolution Version 10.0.1 Build 5031. The ‘Compression

Type’ will be a configured default for the following scanning types:

Scan as Tiff – the compression type will be ‘TIFF_LZW’

Scan as PDF – the compression type will be ‘PDF_LZW’

Grid Column Sorting

A Column Sorting option has been enabled in the ‘Folder’ column of Scanning window to provide

an ability to sort the scanned records by the Folder name.

Query Builder – Size mismatch error

When defining multiple conditions for the ‘Service Code’ field (under ‘Invoiced Services’ Table) in

the Query Builder, the ‘Size mismatch error’ was being displayed.

This issue has now been resolved in Medtech Evolution Version 10.0.1 Build 5031. No such error

message will be displayed when defining multiple conditions in Query Builder.


Consultation window – Scrolling Issue

There was a Scrolling issue reported in the Consultation window, when clicking the option Other

Documents ► Document.

This issue has now been resolved in Medtech Evolution Version 10.0.1 Build 5031.

Patient Information Sheets

The following issues in the Patient Information Sheets have been identified in earlier versions of

Medtech Evolution:

When printing the required patient information (i.e. PDF) from the Patient Information

Sheets, the entries were not being recorded in the Consultation and Daily Record window.

This issue has now been resolved in Medtech Evolution Version 10.0.1 Build 5031; the

information printed from the Patient Information Sheet will be recorded in the Consultation

and Daily Record window.

When searching for the information ‘Heartburn’ in the Patient Information Sheet, the PDF

content was only partially visible, as some of the text was missing.

This issue has now been resolved in Medtech Evolution Version 10.0.1 Build 5031; the

content in the Heartburn information sheets will be fully visible to the users.

Patient Claims – Sent Claims remains selected

There was an issue in Patient Claims window, where the Sent claims remained unselected even

after submitting the claims to Medicare.


Task Manager

When searching through the Keyword from the Filter Tasks window, the tasks were not being

displayed in the Staff/Patient Task Manger window.

This issue has now been resolved in Medtech Evolution Version 10.0.1 Build 5031; the tasks will now

be displayed in the Staff/Patient Task Manger window when searching via a Keyword entry from

the Filter Tasks window.


Patient Medication – ‘Please wait a moment’ Issue

An information window ‘Please wait a moment’ was being displayed when selecting the option

‘Repeat selected Medication’ from the Patient Medications window.

This issue has now been resolved in Medtech Evolution Version 10.0 Build 5031; this error will not

appear when selecting the option ‘Repeat selected Medication’.

Error Message Redefined

Error when Microsoft Word not installed

The Error message below would display when opening any Outbox Word document from a

workstation where Microsoft Word was not installed or not activated. The message text has been

reworded to provide more meaningful instruction to the end user.

Error when Adobe Acrobat (PDF) not installed

The Error message arising when opening any PDF files from the Scanning or Patient Inbox or

Provider Inbox or Patient Information Sheets from a workstation where Adobe Acrobat is not

installed has been reworded to provide more meaningful instruction to the end user.


Access Violation / Out of Memory Error

In earlier versions of Medtech Evolution, the wording of some of the error messages made it difficult

to identify where the cause of the problem stemmed from (as shown below):

In Medtech Evolution Version 10.0.1 Build 5031, now – if any errors do occur – the Exception

Information window (shown below) will be displayed with more detail to assist both the end user

and the development teams to resolve the issue.

Click Hide to hide the information

OR

Click OK to restart the application

Fully paid IMC batches no longer displayed in “Outstanding Batches

Tab” In earlier versions of Medtech32, paid accounts remained in “Outstanding Batches” tab of IMC

Batching window even after the Payment is received from Health Fund/Medicare.



Quick Bill amount no longer shown as ‘zero’ in Invoice

In earlier versions of Medtech32, the generated quick bill amount was displayed as ‘zero’, when

opening the Invoice screen.


SMS Compose Window no longer retains previous message In earlier versions of Medtech32, the message content details remain from previous sent message

when creating a new message for different patients.

In Medtech Evolution Version 10.0.1 Build 5031, the message content details will be blank in the

SMS Compose window when creating a new message for different patients.

SMS Failure SMS Reminders for Appointments were failing after the upgrade to Medtech32 Version 9.3.3 Build

4971. This has now been fixed.

Outbox Document Formatting loss In earlier versions of Medtech32, whenever an Outbox Document was sent via email through the

Send Via Email option, the formatting was completely lost. This has now been fixed. Outbox

documents sent via email will retain the original formatting

Provider Banking Utility The Provider Banking List Utility does not show Medicare EFD Payments and the behaviour is same

as in Medtech Evolution Version 10.0.1 Build 5031.

Error while saving Health Record In earlier versions of Medtech32, while saving a Health Record, users may encounter an error that

said “Please wait a moment…” This has now been fixed and if there is a problem in saving the

Health Record, the user will get the message shown below:


Error while saving New Web Form In earlier versions of Medtech 32 when an existing Web Form was modified, the newly made

changes did not get saved.

This issue has been resolved in Medtech Evolution Version 10.0.1 Build 5031.

Performance delay when repeating Medications An information window ‘Please wait a moment’ was displayed when selecting the option ‘Repeat

selected Medication’ from the Patient Medications window.


Inbox – ‘Out of Memory’ errors In earlier versions of Medtech32 the out of memory issue was occurring in the Inbox function.


IMPORTANT NOTE

In certain cases, the system may ask for a reboot post installation. When such a scenario arises,

a reboot is mandatory.

CDA Document Wizard – Attestation

In Earlier Versions of Medtech Evolution, the details regarding attestation of CDA

Document was displayed as checkbox now this has been changed to bullet points.


Shared Health Summary –Preview

Event Summary- Preview


eReferral- Preview


New Refund Window

In Earlier Versions of Medtech Evolution, the column Amount was not getting displayed in

New invoice Window. This issue has been resolved now. The screen shot of which is shown

below.

Module->Accounts->Patient Account and select new refund

`

View Medication Screen

In earlier versions of Medtech Evolution, user can modify the status of the medication

which is sent to the Medisecure/eRX

The functionality is now modified such that a script which was sent to Medisecure/eRX

and having success/Cancelled status will not be allowed to modify by the user except

inactivate.

In earlier versions of Medtech Evolution, the inactivated Medication can be made active

again when the e-Script Status is Success / cancelled.

This functionality is now modified such that the user cannot re-activate the medication if

the e-script status is success / cancelled.


NSW Medical Certificate form

In earlier Versions of Medtech Evolution Size mismatch error was getting displayed while

printing the NSW Medical Certificate Form. The screen shot of which is shown below.

This issue has been resolved now.

CDA Bridge

The clean-up of existing Xml files and PDF documents has been performed after installing

the CDA Bridge

Preview of Event Summary document

In Earlier versions of Medtech Evolution, when concurrent users access MyHealthRecord,

the Event summary Document is displayed with MyHealthRecord contents along with

"lock conflict" error.



e-Referral document - Citrix

In earlier versions of Medtech Evolution, User was unable to open the downloaded e-

Referral Document from patient.

This issue has been resolved now

Location Selection failed error

In earlier versions of Medtech Evolution, the location failed error message was getting

displayed while previewing and saving the e health document as draft.


Invoice Annotation

In earlier versions of Medtech Evolution, the Invoice annotation was not getting saved for

the invoice which is compiled from the hold.


Third party group invoice

In earlier versions of Medtech Evolution, the account holder section was not changing

for third party group invoice when third party details are given

This issue has been resolved now and the account holder section will be changed to

employer account for third party group invoice when third party details are given.

Scanning a PDF File

In earlier versions of Medtech Evolution, while user trying to scan a PDF document using

'Load from file' option in Windows 8 or Windows 10 machine a warning message was

getting displayed as shown below



IMC Retrieved Payments in Patient Accounts Window

In earlier versions of Medtech Evolution, the payment retrieved from the Medicare for

eclipse claims was not getting populated in Patient’s Account window.


Health Engine – DLL not getting replaced

Medtech Services DLLs were not replaced during the upgrade. This issue has now been

resolved.

Appointment Book

When user copy/paste/drag an appointment from one diary to another, the location of

the original booking was also getting copied.


Appointment Pad

An exception message was getting displayed when eight providers are in the

appointment pad.

This issued has been resolved now.

Dictionary for spell check

In 9.3.3 Version of Medtech32 , dictionary for spell check was not working.

This issues has been resolved now.

Consultation Window The New consultation window was not retaining the resize length/width/position.


Uninvoiced services report

The unvoiced services report was getting generated with Inactivated Services in the

report.



New Payment Screen

In New payment screen user was unable to fetch 'NextPayRef.


New Credit note screen

In New Credit Note screen user was unable to fetch NextInvRef.


Work cover certificate

While trying to reprint the work cover certificate, the details default to whoever is logged

into the session at that time and only that user detail is getting displayed instead of

displaying the provider details.


Accounting Reports

Lot of discrepancies were present in Accounting reports and Aged Balanced Summary

before and after the upgrade.



Technical Fixes

Diagnostic Services

The Diagnostic Service assists the Medtech Evolution Technical team to diagnose and rectify any

issues more easily, through the following processes:

Profile – Trace the screens opened by the users

Trace – Trace the actions performed by the users

Exception – Trace the issues faced by the users

Audit in SMS A new Audit feature has been introduced in SMS to record any changes performed by the user.

NOTE: This has just been provided as information. This is a technical enhancement and cannot be

viewed anywhere in the application.

Out of Memory Error Out of Memory Error had been reported most frequently from within the following modules. This

has now been resolved.

Modules Affected

Drug Search

Patient/Provider Inbox


Access Violation Error

Access Violation error had been reported most frequently from the following modules. This has

now been resolved.

Modules Affected

Patient Inbox

Provider Inbox

DB Error

DB Error had been reported most frequently from within the following modules. This has now been

resolved.

Modules Affected

Log on Screen

Consultation Screen

EIB InterBase Error

EIB InterBase Error had been reported most frequently from within the following modules. This has

now been resolved.

Modules Affected

Patient Account, Appointment

Patient Inbox

Provider Inbox


Component error

Component Error had been reported most frequently from within the following modules. This has

now been resolved.

Modules Affected

Patient Inbox

Provider Inbox

Printing Error

Printing Error had been reported most frequently from within the following modules. This has now

been resolved.

Modules Affected

Patient Inbox

Provider Inbox

Mad Except Error Message

In earlier versions of Medtech Evolution, the Mad Except error messages displayed with various

tabs, each with a log file being created with all the details available in the various tabs. The size

of the log files were huge, hence the information window “please wait a moment” was displayed.

While this message being displayed, users were unable to continue working in the application.

This issue has now been fixed in Medtech Evolution Version 10.0.1 Build 5031; the Mad Except Error

message will now be displayed with two tabs only. The log file will be created with less detail for

the two tabs of information, therefore the file size will be minimal and there should be no repeat

occurrences of the “please wait a moment” error.

NOTE: Before deploying this patch, please save the ME log files to a different folder location and

clear the log files to evaluate the difference in file sizes.


For further information on this release, or any other queries regarding Medtech Evolution

Version 10.0.1 Build 5031, please contact the Medtech Helpdesk on 1800 148 165, or email

[email protected].

mailto:[email protected]