About Surgeonline - Services

Surgeonline offers the following services. Please click on the links for more details.

  1. Gap Scheme Provider Registration
  2. Data Input
  3. Invoice Calculation and Generation
  4. Invoice Distribution
  5. Payments/Receipts
  6. Debt Collection
  7. Reports
  8. Invoice Registry
  9. Billing Settings
  10. Obtaining an ABN
  11. Obtaining Provider Numbers
  12. RHBO details
  13. Schedules

1. Gap Scheme Provider Registration:

To take advantage of the Gap Schemes that are offered by the Australian Registered Health Benefit Organisations (RHBOs) you must register with them as a Gap Scheme provider. This will be done automatically on your behalf upon completion of your Surgeonline registration. Gap Scheme Provider registration will enable the payments of benefits directly into your bank account via electronic funds transfer. (click here to learn more about being a Gap Scheme provider)

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2. Data Input:

As a Surgeonline user you have the option of entering your own operation data, or you can post or fax patient stickers and item numbers to our office where our staff will do this for you. Downloadable billing sheets for this purpose are available on the Downloads page in the members' area of the site.

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3. Invoice Calculation and Generation:

Each RHBO uses a specific schedule of fees and multipliers to determine the benefits payable for an operation. Schedule and multiplier changes occur frequently and often without warning. The Surgeonline database is regularly updated with this data, and the correct "RHBO-specific" formulae are included to ensure that you are always paid the full benefits for each service provided.

To produce an invoice, simply submit the patient's details, the operation details and the MBS item numbers in any order. These item numbers will then be arranged into the correct billing order, assigned a billing percentage, and in the case of assistant claims will be allocated the appropriate assistant item number.

To produce invoices for "Non-MBS" procedures simply select a procedure title from your Non-MBS procedure directory and your invoice will be calculated using your customised Non-MBS fees.

An invoice preview is displayed before invoice submission, allowing you to customise the fees you charge, change the recipient, add notes or additional fee line items such as late fees.

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4. Invoice Distribution:

Surgeonline distributes invoices electronically to Medicare, the DVA and most health funds via Medicare's ECLIPSE Online Claiming System.

Surgeonline also distributes paper invoices to WorkCover Agencies, Third Party Insurers, Motor Accident Authorities and Patients.

Being fully integrated with Medicare's ECLIPSE Online Claiming System allows Surgeonline's members to:

ECLIPSE Integration also results in Surgeonline members benefitting from:

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5. Payments/Receipts:

Payments for your ECLIPSE claims are logged automatically via electronic remittance advice. Payments for your paper invoices will be accompanied by remittance advice sent to you in the mail. Once a payment has been made into your bank account, you can easily log it on Surgeonline's Payments Received page. Your account summaries will automatically be updated and receipts will be sent on your behalf where required. Any account that is only partially paid can be resubmitted free of charge and contact details are readily available to help you follow up the outstanding balance with the debtor.

It is inevitable that a percentage of your invoices will not be paid immediately by the relevant RHBO. This can occur for a number of reasons, but generally most problems can be overcome by contacting the RHBO and resubmitting the invoice.

Surgeonline makes it easy for you to keep track of your outstanding invoices and to resend them at the touch of a button.

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6. Debt Collection:

Occasionally you might find that an invoice has not been paid after a reasonable period of time. Unpaid invoices can easily be tracked on the Payments Received page, where you have the option of flagging them for our debt collection staff to pursue. We will make a reasonable attempt to chase up late payments and you will be provided with detailed information about our progress.

Our debt collection staff follow a three stage protocol when chasing unpaid benefits:

  1. Written Correspondence - A reminder letter or email will be sent to the debtor along with another copy of the invoice. A phone call will also be made to check on the status of the invoice.
  2. Second Phone Call - A phone call is made to the debtor and the invoice is resent once more if required.
  3. Third Phone Call - Another phone call is made and the invoice is sent again if required.

Each step in the process is carefully annotated in the text box of the corresponding invoice on the Payments Received page. This enables you to keep track of the debt collection process and read what has been done on your behalf.

If the benefits have not been reclaimed after the three attempts detailed above, the invoice will be referred back to you. At that point you are free to either mark the invoice settled or to pursue the matter further yourself. Any further attempts at debt collection after the initial three attempts are at the discretion of Surgeonline and are made on a case-by-case basis.

If it is discovered that you have made an error in data entry, you will be notified by a Surgeonline staff member and we will wait for you to submit the correct information before resending the invoice.

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7. Reports:

A fully featured Reports page lets you generate tables and downloadable spreadsheets of your operation history, outstanding invoices, logged payments and Surgeonline charges. The operation history report is particularly useful for maintaining a logbook. The outstanding invoices report lets you quickly locate unpaid invoices for easy resubmission free of charge, and the logged payments report gives you all the data you need for taxation purposes. All reports can be customised to restrict and group data to specific time periods. They can also be restricted to specific primary surgeons, hospitals, recipients and health funds for more detailed analysis.

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8. Invoice Registry:

The invoice registry tracks all of your invoices and their individual status. The registry enables easy access to and editing of unfinished invoices, invoices awaiting distribution and sent invoices. Changes can also be made to the distribution details of queued invoices, such as the proposed date of distribution or the recipient of the invoice.

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9. Billing Settings:

The billing settings determine how your invoices are calculated and distributed, and can be customised in accordance with your individual billing preferences. Each page of the billing settings is pre-loaded with default settings that will be used should you leave the page unaltered.

The default settings are set such that each of your accounts will be calculated at the highest possible rate, without a patient gap being charged. Settings can be customised to suit your individual billing preferences for each health fund, and for assistant claims, for each operating surgeon.

Regardless of whether or not you choose to set customised billing settings, invoice calculations can always be overridden on the invoice preview page prior to submission.

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10. Obtaining an ABN:

An ABN is typically only required when submitting invoices for WorkCover claims. Links to the Australian Business Register are provided to help you obtain an ABN online if you have not already done so.

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11. Obtaining Provider Numbers:

Before submitting any invoices you must have an HIC issued provider number.

Medicare Provider Number application forms can be downloaded from within the Surgeonline member's area and in turn submitted to the HIC. These are automatically pre-populated with all of your contact details to make the process as quick and easy as possible.

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12. RHBO Details:

The RHBO directory will give you quick access to an up to date list of Australian RHBOs and their contact details.

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13. Schedules:

Up to date benefits schedules and associated fees are available for searching and viewing.

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