The Specialist Configuration Information Pack

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1 The Specialist Configuration Information Pack Contents 1. Registering for Medicare Online An overview of the process Installing The Specialist once you have registered for Medicare Online Supplying Letterheads for The Specialist Option 1: Choose from standard templates Option 2: Supply your own artwork Post Go Live changes will be chargeable Letterhead Template Style 1: Letterhead Template Style 2: Letterhead Template Style 3: Backup Options for The Specialist Clintel-managed backups: the DataRight Offsite Backup Service Bring your own backups Passive backups Active backups WINDOWS only File-share push Manual backups MAC only Recommended Requirements Server Mac: Windows: Workstations Mac: Windows: Mobile Data Workstations Mac workstation running Mobile Data: Windows workstation running Mobile Data: Remote Access required for installation & updates Other Requirements and things to be aware of Install Remote support software Step 1: Windows Users - Installing the Remote Access Application Step 1: Mac Users Installing the Remote Access Application Step 2: Configuring the Remote Access software

2 1. Registering for Medicare Online Registering for Online claiming with Medicare can take 2-3 weeks, so please contact them ASAP. In order for us to install the Medicare Online Module you need to register for Online Claiming with Medicare. You may need to provide Medicare with our MAJOR ID which is Clintels They will ask for your MinorID which is: see Check out the following link for more information or call the number below: The Medicare Australia ebusiness Service Centre can be contacted on As soon as you have the CD and password, we can schedule in the installation of the Medicare Module. 1.1 An overview of the process 1. You call to register for Online claiming with Medicare Australia They send you forms you fill them out and send them to Medicare Australia 3. They will send you a CD and password please contact us when you receive this 4. Clintel install the Medicare Online module 5. Clintel train you on the module 6. You start using the system Please fax - (08) a completed copy of the Medicare Online registration forms when you have sent them to Medicare. We can check for common errors that may hold up the process. At the present time, you need to send through three registration forms to complete registration. However, these can change, so please check with Medicare Australia on which forms you need to submit to complete registration. 1. Online claiming provider agreement form - to get Medicare Online CD + PIC 2. Online claiming practice details form - Links practice to the minor ID - no link for Medicare 3. Banking details Online claiming form - links providers to the minor ID and a bank account. 1.2 Installing The Specialist once you have registered for Medicare Online Our normal process is to wait until you have registered for online claiming before we install The Specialist. The reasoning here is that bulk billing manually follows a different process than if you bulk bill using Medicare Online. This means that you will need to be trained to do bulk billing one way, and then have to learn a different way when your Medicare Online module is installed. 2

3 To make things easier, we tend to wait and set you up from the start with Medicare Online, to save you having to learn a number of different approaches. 3

4 2. Supplying Letterheads for The Specialist Typically, your standard implementation of The Specialist covers two letterheads per associate: One for accounting (invoices, receipts, etc); and one for correspondence (letters, medical certificates, etc). Please specify for us which approach you require out of the following 2 options: 2.1 Option 1: Choose from standard templates This is the preferred option: We have 3 standard letterhead templates. Choose your preferred design from the attached letterhead samples, and provide the text (per each associate) in the configuration spreadsheet. If you choose a style that includes your logo, then your logo should be supplied to us and meet the following requirements: Must be in a high-quality electronic format. Typically, scans are not sufficient; We can accept most common vector file formats; If supplying JPEG files, they should be 300DPI to be suitable for printing, the JPEG must be clear and sharp, at a size much larger than your screen. Please turn to the next page to choose a template. 2.2 Option 2: Supply your own artwork If you prefer, you can supply your own artwork, so long as it meets these requirements: Must be in a high-quality electronic format. Typically, scans are not sufficient; Must be just a letterhead and fit within a box that is 170mm wide and 30mm tall; We can accept most common vector file formats; If supplying JPEG files, they should be 300DPI to be suitable for printing, the JPEG must be clear and sharp, at a size much larger than your screen. Additional charges may apply, per hour, if we need to help you modify or convert supplied artwork. 2.3 Post Go Live changes will be chargeable Changes to letterheads post Go Live will be chargeable at the current support rate. 4

5 2.4 Letterhead Template Style 1: 2.5 Letterhead Template Style 2: 2.6 Letterhead Template Style 3: 5

6 3. Backup Options for The Specialist The Specialist includes a single server program (DB2) which keeps all of your critical information in a database. To ensure that you can back up this database, the server periodically saves a snapshot to a nominated folder. This folder should be backed up regularly (say, every night) to ensure you are protected against data loss or corruptions. There are several backup options already in use by clients of The Specialist, and this document provides a summary and recommendation. 3.1 Clintel-managed backups: the DataRight Offsite Backup Service This is by far the most popular option, and is recommended by us, because it relieves you of all the work and responsibility of your Specialist backups. We manage the installation, maintenance, and monitoring of this system, and notify you only if there is a problem. DROBS (the DataRight Offsite Backup Service) uses your existing Internet connection to send encrypted updates of your database to a safe multi-site network of secured servers. This happens automatically each night, and includes snapshots that, at any given time, track changes for up to 14 days prior. The system is very robust, and it effectively guarantees that your data can never be lost. Various packages are available, which can optionally cover other files besides The Specialist. Prices are available on request. Note that this option assumes your server is usually turned on and connected to the Internet all the time, which is true of most servers. 3.2 Bring your own backups These options are available for various backup systems which are either managed by you, as the client, or by your IT provider: Passive backups In most cases, we set up the server for The Specialist to save backup-ready files into a nominated folder each night at 9pm. Your existing backup software can then pick up these files at some scheduled time after this. The folder can either be a shared location on The Specialist server, or a file share on a different server Active backups WINDOWS only In some cases, we can provide a program that you (or your IT provider) load into your existing backup system, which controls when The Specialist should prepare a backup. This program is known as a script, and will prepare the files on-demand for your existing backup system to fetch File-share push If you have a special network place where you typically keep files for backup purposes, then we can configure the Passive Backups option to push its files onto a nominated SMB (Windows-type) file share each night at a specified time. This is preferred where a site uses 6

7 (for example) a NAS (Network Attached Storage) device, or some other server backup storage Manual backups MAC only Manual backups are generally not recommended as they rely on a lot of manual human steps, which places more demand on the end user and increases the risk of data loss due to mistakes. Additionally, the client will have to wait while the backup process runs, and while the files are being copied, and this is only practical for small databases. Some clients do not have an automated backup schedule, or cannot guarantee that their server computer will always be on at a certain time each night. In these cases, a budget option is to ask The Specialist to run a manual backup on demand. The Specialist then fills a folder with essential files, and it's the client's responsibility to copy the folder to an external hard drive, or burn them to DVD. 7

8 4. Recommended Requirements Minimum hardware & system you will require for The Specialist, Studio 4 SQL Edition 4.1 Server This applies for a computer which serves all Specialist data. It covers a server for multiple users in a network environment, as well as a computer that runs The Specialist stand-alone in a single-user site (i.e. a self-serving computer) Mac: Mac OS 10.8 or above Intel Core 2 processor (excludes just Intel Core and Intel Core Duo ) At least 2GB of available RAM 256 GB of available hard disk space Windows: Windows Server 2008 or later At least 2GB of available RAM At least 256 GB of available hard disk space For both Mac and Windows Servers, we strongly recommend that: you purchase a server with at least 8 GB RAM to accommodate other software that may be running on the server. the server has redundant hard drives the server should be connected to a UPS you should have some form of off-site backup we can offer a solution for this 4.2 Workstations The following system requirements apply to any computer which runs The Specialist, and which connects to a separate computer as its server, in a network environment Mac: Mac OS 10.7 or above; Intel Core or PowerPC G5 processor; 1GB of RAM; 500 MB of available hard disk space; Windows: Windows XP Pro with SP2, or Windows 7 Pro or above 1GB of RAM 500 MB of available hard disk space Stand-alone (i.e. single-computer) sites please call for more info. 8

9 4.3 Mobile Data Workstations Mac workstation running Mobile Data: Mac OS 10.5 or above Intel Core 2 processor (excludes just Intel Core and Intel Core Duo ) 2GB of RAM 3GB+ recommended; 20GB of available hard disk space; System Update to latest Java required; Wired Ethernet Connection Windows workstation running Mobile Data: Windows XP Pro with SP2; 3GB of RAM; 20GB of available hard disk space; Wired Ethernet Connection 4.4 Remote Access required for installation & updates LogMeIn must be installed on all computers. This includes the server, new (to be installed), current, and old computers (to be retired). This enables us to log in and access both old settings and new areas that must be set up. Please follow the instructions in Appendix A to install LogMeIn on each computer and activate it for us. 4.5 Other Requirements and things to be aware of 1. Mac OS X 10.6 requires TCP/IP printing capabilities of your printer. Some older printers may need to have this feature enabled, while others may not support this feature. Please make sure your printer will work with Mac OS X 10.6 before planning to update all of your machines. 2. If you are an existing customer receiving an upgrade, please ensure that all Mobile Data computers are checked in before we commence upgrading The Specialist. 3. You will need to make a booking for each Mobile Data computer to be installed. Each computer will typically be used exclusively by us for up to 4 hours to implement Mobile Data. 9

10 5. Install Remote support software In order for us to access your machines, our remote support software needs to be installed on: All workstations running The Specialist / CareRight The Server where The Specialist / CareRight is installed Windows and Mac installation steps differ slightly, so please follow the appropriate steps below. Step 1: Windows Users - Installing the Remote Access Application To install the software follow these steps 1. Go to the following web address: 2. Click the download remote access button 3. Your browser may automatically download the file, or it may prompt you to save it. Save the File. 10

11 4. The file should go into the downloads folder (for Firefox Browsers this is located in the screenshot above) run the application you just downloaded it will install automatically: Now you ve launched the software, skip to page 13 - Step 2: Configuring the Remote Access software Step 1: Mac Users Installing the Remote Access Application To install the software follow these steps 1. Go to the following web address: 2. Click the download remote access button 3. Open your browser downloads window usually this is done by clicking the arrow on the right of the address bar. 11

12 4. Open the downloaded file in Finder by clicking the magnifine glass on the right of the download 5. Launch the Remote Access application from the downloads folder 6. Launch the Remote Access application from the Applications folder. It will mount the software as an external drive. You then need to click on the external drive link called Access. 12

13 7. Now, Open a finder window and go to the Applications tab, find the Remote Access application, and launch it. Step 2: Configuring the Remote Access software 1. Once the application has launched, you need to add some basic details about the computer and your practice name. Under the Preferences tab a) Computer Name: A descriptive name for the computer. Ideally you should number all computers in your practice and then affix a stick label to each so they are easily identified by your staff and Clintel Support staff. E.g. Reception Left PC (PC001) 13

14 14 b) Next, you need to add your practice name so this computer appears under the correct group. Under This Computer s Group click Add. E.g. Your Practice Name West Adelaide Medical Centre

15 c) click Start to start the remote service d) If the Remote Access Service has successfully started, you ll receive a message to confirm this. Next click Save.. If the Remote Access Service didn't successfully start then please check your firewall settings to see if the service is being blocked. 6. Close the window using the Exit button. The Remote Access Service will automatically start when you boot up your computer. 15

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