Adding an Item Code

• Go to Utilities - Lookups - General - Item
• Ensure you have Group CTRL+G and Filter CTRL+F rows showing

• Click on Contains: under Item Number and search to see if the Item Code is already listed

• If not listed, select Click here to add a new row. Suggest clicking under Favourite to start
• Select Favourite for easier management
• Enter the Item Number. Only Alpha+Numeric numbers can be added as Medicare and DVA numbers are updated by DCM fee updates
• Enter the Description 
• Enter the Amount GST inclusive
  • If this amount does not change, then enter the correct value here
  • If this amount changes often or per Entity, enter 0 here
  • If this amount changes per Entity, go to Utilities - Entities - Private Rate - Edit and Add the item there with the correct detail
  • This value can be overtyped on generating the IFC/Invoice
• Allocate Other Services Code if a Hospital Item Code
  • Accommodation
  • Allied Health Services
  • Bundled
  • Dental
  • Disposables
  • Labour Ward
  • Nursery Fee
  • Other
  • Pharmaceuticals
  • Prostheses
  • Theatre Ward
• Custom Category
  • Add your own Item Code Categories for reporting via Utilities - Lookups - General - Item Category

Editing an Item Code

• Go to Utilities - Lookups - General - Item
• Ensure you have Group CTRL+G and Filter CTRL+F rows showing
• Click on Contains: under Item Number and search for the Item Code
• Edit the detail in the grid noting that only description, Amount, Has GST, Other Services Code and Custom Category can be edited

Deleting an Item Code

• Only Item Codes not referenced on an IFC or Invoice can be deleted
• Go to Utilities - Lookups - General - Item
• Ensure you have Group CTRL+G and Filter CTRL+F rows showing
• Click on Contains: under Item Number and search for the Item Code
• Select the Item and right-click and select Delete Row

Item Code Descriptions

• Medicare Item Codes by default have the description provided by Medicare. These descriptions can be quite lengthy, and you can replace the description as follows:
  • Go to Utilities - Lookups - Items and locate the Medicare Item and overtype the description, or
  • Go to Regular Tasks - Links and Support - My Fees and select the Entity and enter the Item Codes and change the description there, or
  • If you have added an Item Code via Utilities - Entities - Private Rate - Edit, this description will be used instead of the above, or
  • Over type the description on generating the IFC/Invoice (this is not permanent)
  • On transmitting claims electronically to Medicare, the Item Code description is not transmitted

Service Codes and Custom Categories

If the Item Code is to be included on the In Hospital Claim, it needs the Services Code to be flagged. Service Codes can be:

• Accommodation
• Allied Health
• Bundled
• Dental
• Disposables
• Labour Ward
• Nursery Fee
• Other
• Pharmaceuticals
• Prosthesis
• Theatre Ward

• Add Item Sales Categories in Utilities - Lookups - General - Item Categories. 

• Allocate the Category to Item Codes in Utilities - Lookups - General - Items. If you cannot see the Custom Category column, press CTRL+R to reset the Grid View.

• Items allocated to Custom Categories to be reported on by selecting Statistics and Extracts - Total Sales by Category