All practitioners must be registered with HCAI before you can submit claims through InnoCare Software. Please contact HCAI for enrollment instructions.
1. Add Procedure Codes
- Click System Setup Tab
- Click Clinical
- Click Procedure Codes
- Right-click to add a new code:
Click here for a list of the most commonly used codes.
2. Add Diagnostic Codes (ICD 10 Codes)
HCAI requires the use of ICD 10 Codes in every claim submitted.
- Click System Setup Tab
- Click Clinical
- Click Diagnostic Codes
- Right-click and select add or import
Click here for a CSV file that you can import into InnoCare.
3. Set Prices for Procedure Codes
- Click System Setup Tab
- Click Billing
- Click Price List
- Make sure you add the price on the procedure:
4. Add Dummy Payer
The dummy payer lets us request information from HCAI so that we can fill in the proper information.
- Click Payers Tab
- Click Payers Administration
- Click Add
- New Payer Name: TEST
5. Add Provider Type Abbreviations
- Click System Setup Tab
- Click Organization
- Click Resources
- Edit Resource Type
- Enter Abbreviation
Profession --- Abbreviation
Acupuncturist --- RAC
Chiropractor --- DC
Kinesiologist --- KN
Massage Therapist --- MT
Occupational Therapist --- OT
Physiotherapist --- PT
Physiotherapy Assistant --- PHA
6. Configure HCAI for InnoCare Software Integration
HCAI will need to be setup for InnoCare Software integration to make a link between the two systems.
6.1 Sign in to HCAI website
- Open Web Browser and go to https://www.hcai.ca/HCAI.Web/Login.aspx
- Enter User Name and Password provided by HCAI
- Click Manage Tab
- Click Facility Management Tab
6.2 Set up Integration
- Set PMS Integration to Yes (Bottom Right)
- PMS Vendor: InnoCare Software
- PMS User Name: "Clinic's Name"
- Select Save
6.3 Set up Password (only if previously integrated with other software)
- Click RESET PASSWORD FOR PMS USER
- Write the password down (The password is case sensitive)
- Click DONE
6.4 Gather Information for Future Steps
- Write down the Facility Number
7. Create eClaims Agents
eClaims agents are used to represent the connection to the HCAI system.
- Click System Setup Tab
- Click Billing
- Click e-Claims Agents
- Right-click white space
- Click Add
General
- Name - Make up a name (for example, HCAI - Toronto)
- Locations - Select the relevant Locations for this Agent
- Payers - Select the TEST Payer from step 4
Settings
- e-Claim Layout - HCAI
- On-line - Checked
- User ID - hcai (from step 6.2)
- Password - (from step 6.3)
- Submitter ID - Facility ID (from step 6.4)
8. Request Information from HCAI
Using the information you entered in step 7 we can now request information from the HCAI server to complete the rest of the InnoCare Software set up. We will print these details to prevent back-and-forth during setup.
8.1 Request Registry Info
- Click System Setup Tab
- Click Billing
- Click e-Claims Agents
- Right click <e-Claims Agent>
- Click Request Registry Info
- Right-click Column header
- Click Quick Print
8.2 Request Payer Info
- Click System Setup Tab
- Click Billing
- Click e-Claims Agents
- Right click <e-Claims Agent>
- Click Request Payer Info
- Right-click Column header
- Click Quick Print
9. Update Payers
Using the information from Step 8.2 we will create payers in InnoCare Software.
- Click Payers Tab
- Click Payers Administration
- Click <Payer>
- Click Add/Edit
- Complete...
- The information from Step 8.2 is needed for this step.
- InnoCare Software Name = HCAI Payer (all wording must be exact and it is case sensitive)
- InnoCare Software Registry ID: HCAI Payer ID
- InnoCare Software Branch ID: HCAI Branch ID
Repeat this section for every payer you deal with.
If you run into any troubles adding payers into the system please click here for an in-depth walk through.
10. Add Billing ID for Clinic Location(s)
Using the information from step 6.4 we will configure the location ID.
- Click System Setup Tab
- Click Organization
- Click Clinic Locations
- Select the name of the clinic
- Click Edit
- Click Billing IDs Tab
- Right-click white space (bottom window - eClaim Agent)
- Click Add
- Payer: Choose the e-Claims Agent from Step 6.4
- Billing ID: Set the value from Step 6.4
11. Add Billing IDs for Resource
Using the information from step 8.3 we will configure the resource ID.
- Click System Setup Tab
- Click Organization
- Click Resources
- Select <Resource Type>
- Click Resource
- Click Edit
- Click E-Claim Agent Billing ID's Tab
- Right Click white space
- Click Add
- e-Claims Agent: Choose the e-Claims Agent
- Billing ID: Set the value from Step 8.3
12. Add Procedure Codes to Appointment Types
Procedures allow more detailed billing and multiple billings per appointment.
- Click System Setup Tab
- Click Clinical
- Click Appointment Types
- Right Click
- Edit
- Click Procedures Tab
- Right Click white space
- Click Add
- Procedure: XXXX
- Modifier: N/A
- Measure: Session
- Quantity: 1.00
- External Facility: N/A
- Place: N/A
13. Complete Client Details
The Client details must be 100% complete otherwise the claim will be rejected by HCAI.
13.1 Profile Tab
The following fields are required:
- First Name
- Last Name
- Gender
- Date of Birth (DOB)
- Mailing Address
13.2 Treatment Plan
The following fields are required:
General Tab
- Title
- Opened Date
- Injured Date
- Price Schedule
- Managing Prac
Diagnosis Tab
- Primary ICD
13.3 Payment Plan
The following fields are required:
General Tab
- Payer
- Policy
- Claim
- Effective Date
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