Below is a list of frequently asked questions regarding the new writeback feature to update MyMedicare registered patients in Bp.
For a full guide to how to use the MyMedicare CSV Uploader please refer to:
MyMedicare - Guide to exporting and importing the CSV patient list into Cubiko
FAQs
- What technical requirements are needed to use this feature in Cubiko?
- Cubiko only has a patient's surname and first initial listed on the dashboard - how do you know the correct patient to update in Bp?
- Will Cubiko remove any patients already listed as registered for MyMedicare in Bp?
- What if a patient withdraws their registration from our practice?
- How to setup and link locations on your Bp Instance?
- Does this update Bp automatically?
- How often should I perform this task?
- How long does it take for the information to be seen in Bp?
- What information gets sent to Bp when I do an upload?
- Can the status of a patient be updated incorrectly?
- Who can perform this task in Cubiko?
- Can I still use MyMedicare metrics in Cubiko if I don't perform the Writeback to Bp task?
- What do I do if I get an error message?
What technical requirements are needed to use this feature in Cubiko?
Practices will need to be using the Orchid-SP1 Revision 1. (version number 1.12.1.1023) version of Best Practice (Bp) and their extractions be set up through Halo Connect.
The most recent Bp Program updates can be found at Bp Premier Downloads
Cubiko only has a patient's surname and first initial listed on the dashboard, how do you know the correct patient to update in Bp?
Cubiko uses the Internal ID of a patient to link the coded Medicare and date of birth details to the correct patient within Bp. If the details cannot be linked to the correct patient in Bp no change will be made to the patient file.
Will Cubiko remove any patients already listed as registered for MyMedicare in Bp?
Yes - if we identify a patient that has a withdrawal date and no additional/more recent registration date is included on the CSV, the patient will be updated to no longer be ticked in Bp.
If a patient is not listed in the CSV there will be no change to their setting in Bp (regardless of whether marked as registered in Bp or not)
If we cannot match the patient details on the CSV with patient details in Bp, no change will be made.
What if a patient withdraws their registration from our practice?
If the CSV uploaded identifies a patient as having a withdrawal date with no additional/more recent registration date, they will be unticked in Bp.
How to setup and link locations on your Bp Instance?
You can update your Bp Location details (Setup > Practice Details - then Select the location to edit) with the MyMedicare Site ID which will then sync the patient to their registered location.
The CSV you export from PRODA will include the practice's MyMedicare Site ID (this will be the 2nd column listed "Organisation Site ID").
*Note the personal details in these screenshots are mock data and taken from the Services Australia website.
Note: If you have not updated these details, the patient will not be updated with the listed location and will need to be updated manually.
You may see an error in Cubiko when attempting to write back to Bp that will say it is attempting to update at Default and the result is an error updating MyMedicare Status.
Does this update Bp automatically?
No, you will need to complete the steps to write the updates to Bp as outlined in:
MyMedicare - Guide to exporting and importing the CSV patient list into Cubiko
Once completed, the information will be updated in Bp immediately.
How often should I perform this task?
For optimal MyMedicare patient registration tracking, Cubiko suggests performing this export and import process weekly to ensure the most current data is at your fingertips. The more frequently you do this, the more up-to-date your metrics will be.
How long does it take for the information to be seen in Bp?
Successful updates are written back into Bp immediately.
Post a successful CSV upload, the data will take an overnight extraction to display in your MyMedicare dashboard.
What information gets sent to Bp when I do an upload?
If you have confirmed yes to updating Bp, all the changes listed in the table will be updated.The information updated in Bp is:
- Registered for MyMedicare (Tick Box)
- Date Registered
- Registered Location (If Applicable to your practices' Bp setup)
Why does the Usual Doctor not update with the writeback?
Cubiko does not update the Usual Provider details using the preferred practitioner listed on your MyMedicare CSV.
Our Patient preferred Practitioner metrics, found in Clinic Optimisation > Appointment optimisation, uses your practice data to determine the patient's preferred practitioner, which you can update in Bp for their 'Usual Gp' in the patient's file.
The Preferred Practitioner from the CSV document would need to be reviewed to see where it is suitable to update the patient's Usual GP on their file in Bp.
Can the status of a patient be updated incorrectly?
If you are updating with an older CSV file previously updated, where the patient's registration status has changed since you last completed the Export/Import, then the status may be updated incorrectly.
The status will update based on the most recent CSV file.
For optimal MyMedicare patient registration tracking, Cubiko suggests performing this export and import process regularly to ensure the most current data is at your fingertips. The more frequently you do this, the more up-to-date your metrics will be.
Who can perform this task in Cubiko?
Anyone that has the appropriate MyMedicare Settings permission.
To update a viewer's permission to add "MyMedicare Settings". Refer to Managing Viewers in Cubiko.
Can I still use MyMedicare metrics in Cubiko if I don't perform the writeback to Bp step?
You can still use the metrics within MyMedicare, but there is a chance that the information you have listed in Bp will not reflect the same as Cubiko if the updates are not completed.
For optimal MyMedicare patient registration tracking, Cubiko suggests performing this export and import process weekly to ensure the most current data is at your fingertips. The more frequently you do this, the more up-to-date your metrics will be.
What do I do if I get an error message?
If your practice is running an old version of Bp it will prevent being able to use this feature. The most recent Bp Program updates can be found at Bp Premier Downloads
Network dropping out - Ensure your connection is running and stable.
Errors within the CSV
Upload Validation Failed
This may happen is the file was renamed or reformated to remove columns, or there is corrupt the data columns.
Should this occur you will need to re-export and ensure no changes are made to the CSV file prior to upload
If you have specific rows that cannot be matched to a patient, you can identify the Row number (which corresponds with the row number on the CSV) and the error.
Top Tip: You may find some errors for patients here where the Medicare card number does not match, however, the card you have on file in your practice management software may be correct. This can occur for patients who have recently had new Medicare cards issued, the previous number alongside the new number are both active for 1 month prior to the old number being removed. This can cause some errors where it is unable to match.