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HCAI: Setup

All practitioners must be registered with HCAI before you can submit claims through InnoCare Software. Please contact HCAI for enrolment instructions.

1. Add Procedure Codes

  • Click System Setup Tab
  • Click Clinical
  • Click Procedure Codes

Import the Procedure Codes using Tab as the delimiter.

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

Import the Diagnostic Codes using Tab as the delimiter.

3. Set Prices for Procedure Codes

  • Click System Setup Tab
  • Click Billing
  • Click Price List

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 --- AC

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

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.

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
  • Click <Clinic Location>
  • 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 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
    • Insured ID
    • Effective Date
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