Configuring your Calculate Account

 

The sections in this article include:

• Configuring your account settings
  • Setup billing/employment entities
  • Bank account settings
  • Generated Document Settings
• PMS Instances
• Calendars
• Categories
• Practice reassigned items

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Configuring your Account Settings

Setup Billing / Employment Entities

The Billing Entity represents the organisation managing service fees between doctors and the practice.

Basic Settings

• Billing/Employment Entity Name: This should be the official business or company name that is on your ABN. It will be used on invoices (with ABN & bank details).
• Short Name: Appears throughout the app. This lets you replace long legal names with something simpler, for example instead of “Practice Corp Pty Ltd ATF Smith Family Trust” you can display “Main St Medical”.
• Primary Email: Contact email for invoices and correspondence.
• ABN: The ABN of the billing entity.
• Address: The billing entity’s registered address.

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Bank Account Settings

Bank accounts are used when generating invoices for calendars set to practitioner payment flow. They can also be used to generate ABA files. Here, you can set up one or more bank accounts and later select which account to use for each case.

• Bank Account Details: Enter the Account Name, BSB, Account Number and APCA Number. These details are used on generated invoices and for ABA file payments.
• APCA Number: Required for Direct Debit ABA file generation. The APCA Number is used for identification within the Australian Payments Clearing Association (APCA) framework and is subject to APCA guidelines and regulations. To find your APCA number, please contact your business banker.

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Generated Document Settings

The terms and descriptions we use on generated documents generally make sense for most practices however you are able to configure the name of certain items to match your specific requirements.

• General Services Description: A description for transactions charged at the practitioner’s default fee percentage
• Description of services provided by the billing entity to appear on tax invoices: For service fees charged to independent practitioners.
• Description of services provided to the billing entity to appear on receipt created tax invoices: For amounts charged by locums.
• Invoice Due Date: Sets the due date (X days after a fee run).

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PMS Instances

The table in this section shows all PMS instances linked to your account by the Cubiko team. Once linked, each instance must be configured before it can be used by Calculate. This ensures data flows correctly into fee runs and practitioner configurations.

You can configure PMS instances via the Not Yet Configured PMS Instances tab.

1. Go to PMS Instances.
2. Click the Not Yet Configured tab.
3. Click Configure for each instance and fill in the name and address details.

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Calendars

A calendar within Calculate defines the timing and logic of practitioner fee runs. Each practitioner must be assigned to a calendar so Calculate knows when and how to calculate their fees.

Adding a Calendar

When creating a calendar:

Navigate to Settings > Calendar > Add Calendar.

In the Create Calendar pop-up, complete the following fields:

• Name: Give the calendar a clear name. Example: ‘Independent Contractor - Receipts’
• Period: Choose how often the fee run should occur. You have the option to select from Weekly, Fortnightly, Monthly, Bi-Monthly (day 1 to 14 and then day 15 to end-of-month) or Four Weekly
• Start Date: Enter the date the first run begins
• Income Basis: Defines how income is recognised:
  • Billings - Billed amount by Service Created Date (accrual)
  • Billings - Billed amount by Invoice Created Date (accrual)
  • Receipts - Paid amount by Payment Created Date (cash)
• Engagement Method: Select the practitioner engagement method:
  • Independent Practitioner: Choose whether the Payment Flow is through the Practice (the practice receives the money and pays the practitioner a fee split) or directly to the Practitioner (the practitioner received the money and pays a fee split back to the practice).
  • Locum: No additional setup required.
  • Employed Doctor or Registrar: No documents or emails are generated.
• Billing Entity: Select the Billing Entity the calendar applies to. This ensures invoices and payments are linked to the correct entity.

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Categories

Categories let you define templates to apply to each fee rule to easily filter which transactions should be matched. This makes it easy to set different fee percentages for specific services.

Categories are created at the account level and can be applied to any practitioner when setting up their fee rules. If you ever need to update a category, such as adding or removing an item, you only need to make the change once and it will flow through to every practitioner using it.

Types of Categories

1. MBS Items: Add item numbers (e.g. 721, 723, 732).
2. DVA Items: Include Department of Veterans’ Affairs item numbers.
3. Custom Items: Select from your list of custom items (e.g. Private flu vax).
4. Date-Based: Assign a name and a date range (e.g. Christmas holidays).

Categories can then be applied when creating Practitioner Fee Rules, giving you flexibility in how service fees are calculated. For example, you may set one percentage for chronic condition items and a different percentage for procedures.

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Practice Reassigned Items

Practice Reassigned Items allow you to exclude certain billings from practitioner payments and reassign them directly to the practice.

Any transactions with a custom item that matches one of the items in the Practice Reassigned Items list will be removed from the practitioner’s income and allocated to the practice instead. These appear in a fee run as Practice Assigned Billings/Receipts.

Example: Private vaccines or Medical Reports being reassigned to the practice rather than included in practitioner payments.

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