Insurers and Provider Numbers

You can enter all your Insurance IDs (Provider Numbers) into Power Diary so that the correct Provider Number is displayed on invoices for each client depending on what Insurance policy they have.  (Australian Users please note that "Medicare" is considered to be an Insurance Policy.)  Some Insurers also require separate Provider Numbers to be used for each location that you practice from.  To manage this Power Diary allows you to record different Provider Numbers for each of your locations if needed.

In this article:

Initial Setup

There are three initial setup steps as follows:  (You'll only have to do these once.)

(1) Setting up Locations (Only applicable if you have more than one location)
(2) Adding Insurers
(3) Adding Provider Numbers for Specific Calendars

(1) Set up Locations (Only applicable if you have more than one location.)

  1. Go to Setup > ConfigurationLocations
  2. Click "Add Location" and enter the location name and address.
  3. Click "Save".

(2) Adding Insurers

  1. Go to Setup > Custom Lists
  2. Select 'Insurers'
  3. Click "Add Insurers".
  4. Enter the Insurer Name (ie BUPA) and Type (ie Private Health).
  5. Tick "Show on Invoice" if you would like the insurer to be visible on invoices when emailed or printed.
  6. Enter the text you would like written on the invoice to accompany the provider number (i.e BUPA Provider Number: ). The actual provider number will be configured in a later step.
  7. Click "Save".

(3) Adding Providers Number for Specific Calendars

  1. Go to Setup > Calendars
  2. Select the diary
  3. Access the 'Insurers' section.
  4. Click "Add Diary Insurers".
  5. Select the Insurer (as set up in Step 2) or click "Add" to create a new Insurer.
  6. Enter the provider number and select whether this is for a specific location or for "All" locations.
  7. Tick "Default for new clients" If you would like this insurer to automatically be assigned to new clients.
  8. Click "Save".

Applying an Insurer to the Client

You can view, add or edit the client's selected insurer by going into the Client Record as follows:

  1. Access the Client Details page
  2. Go to Billing > Insurance
  3. Any existing insurers will show in this table and can be edited. To add a new insurance, click "Add Insurance".
  4. The Default Insurer for the client will be the default insurer that appears on the client new invoices.

Add or Remove an Insurer From a Clients Invoice

  1. For an existing invoice go to the editing invoice page (right Click on appointment and select "Edit Invoice" or click on appointment and follow the 'Edit' link next to 'Invoice Total').
  2. Ensure that the insurer (ie. Medicare) is selected in the Insurance drop down box. If you do not see the correct option then ensure that this option has been added to the client's record under Billing > Insurance.

Still need help? Contact Us Contact Us