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HCAI: Setup

Josie Fidalgo
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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:

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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:

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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

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

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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)

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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

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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

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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

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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

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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

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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

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13.2 Treatment Plan

The following fields are required:

General Tab

    • Title
    • Opened Date
    • Injured Date
    • Price Schedule
    • Managing Prac

Diagnosis Tab

    • Primary ICD

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13.3 Payment Plan

The following fields are required:

General Tab

    • Payer
    • Policy
    • Claim
    • Effective Date

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