Secure Website and Reader Application User Guide February 2005
IMPORTANT NOTICE Copyright Medibank Private Limited All rights reserved. No part of this document (including its appendices and Schedules) may be reproduced, transmitted or communicated to the public in any form or by any means without the prior written approval of Medibank Private Limited.
Table of Contents 1 INTRODUCTION... 1 2 GETTING STARTED... 1 3 MEDIBANK WEBSITE SUPPORT... 1 4 SECURE WEBSITE OVERVIEW... 1 4.1 PURPOSE OF SECURE WEBSITE... 1 4.2 OVERVIEW... 1 5 ACCESS TO SECURE WEBSITE... 1 6 LOG-ON, TERMS & CONDITIONS, CHANGE PASSWORD... 2 6.1 LOGON TO HOSPITAL CONTRACTING FILE TRANSFER SERVICE PAGE... 2 6.2 TERMS AND CONDITIONS... 2 6.3 CHANGE PASSWORD... 2 7 INFORMATION PAGE... 2 8 DOWNLOADING & INSTALLING READER APPLICATION... 3 8.1 DOWNLOADING READER... 3 8.2 INSTALLING READER... 3 9 UN-INSTALLING READER APPLICATION... 3 10 VIEW FILES... 3 11 DOWNLOAD A PRICING MODEL... 4 12 DELETING A PRICING MODEL... 4 13 UPLOAD A PRICING MODEL... 4 14 VIEW TRANSFER HISTORY... 5 15 READER APPLICATION OVERVIEW... 5 15.1 PURPOSE OF READER... 5 16 OPEN READER... 5 17 OPEN A PRICING MODEL... 5 18 EDITING... 6 19 COPY AND PASTING... 6 20 UNDO... 7 21 APPLY SOLVER... 7 22 FILTER DATA... 7 23 FREEZE PANES... 8 24 ANNOTATION... 8 25 PRINT... 8 26 PAGE SETUP... 8 27 SAVE MODEL... 8 28 EXPORT DATA... 8 29 USING THE BLANK EXCEL MODEL... 9 30 ABOUT READER... 9
SECURE WEBSITE AND READER APPLICATION USER GUIDE 1 Introduction Medibank has created an application (Reader Application) to run the Pricing Model provided to hospitals to assist with the contracting process. The Pricing Model is provided in an encrypted format that can only be read using the Reader Application. The Reader Application and Pricing Model are available to hospitals via a secure Website https://secure.medibank.com.au/filetransfer. Hospitals are also able to send information back to Medibank using the secure Website. The Website also provides information on the RFP process. This information is regularly updated and hospitals are asked to check these updates frequently. 2 Getting Started 1. Obtain Login and Password. A username and password has to be allocated to each person using the Website. The hospital nominated representative should email hospital_contracting@medibank.com.au to register users for the Website. Medibank will provide new users with a login and temporary password. 2. Go to https://secure.medibank.com.au/filetransfer. Follow the instructions in Section 6 of this User Guide to login, select a password and review the terms and conditions of using the Website. 3. Download and Install the Reader Application. Follow the instructions in Section 8 of this User Guide to download and install the Reader Application. 4. Download a Pricing Model. Follow the instructions in Section 11 of this User Guide to download a Pricing Model. 5. Open a Pricing Model using Reader Application. Follow the instructions in Section 16 & 17 of this User Guide to open a Pricing Model using the Reader Application. 3 Medibank Website Support Medibank has support available for hospitals using the secure Website, Reader Application and Pricing Model. Please contact Medibank on hospital_contracting@medibank.com.au or 03 8622 5244 if you have any problems using the Website or installing and using the Reader Application and Pricing Model. 4 Secure Website Overview 4.1 Purpose of Secure Website The secure Website allows files to be securely transferred between Medibank and hospital providers via the Medibank Website. Initially, only pricing model files will be transmitted via this portal. 4.2 Overview The Secure Website is structured in the following way: Information View Files for download and deletion Upload File View Transfer History Change Password Every web page contains: A link to the secure Website user guide A link to a Contact Us page. This page includes an email address as well as phone numbers and contact names that can be contacted if you have problems using the secure Website A link to the Terms and Conditions for the use of the secure Website. 5 Access to Secure Website Prior to using the secure Website, each hospital user that will use the site must be allocated a login user name and a temporary password. The hospital nominated representative should email hospital_contracting@medibank.com.au to register users. The email should include: Full name of users to be registered. Position title of each user. Telephone number for the hospital nominated representative. The username and password will be provided by telephone to the hospital nominated representative, but requests must be made by email.
SECURE WEBSITE AND READER APPLICATION USER GUIDE When the hospital user first logs in, they will be required to change the password (see below) and to agree to the Terms and Conditions of using the Website as displayed. Each hospital user will have access to all files for their organisation and is able to download and upload files on behalf of their organisation. It is the organisation s responsibility to notify Medibank of any changes to hospital user for file access reasons. 6 Log-On, Terms & Conditions, Change Password 6.1 Logon to Hospital Contracting File Transfer Service page. 1. Launch Internet Explorer. 2. Enter the following URL in the address field https://secure.medibank.com.au/filetransfer. 3. In the Hospital Contracting File Transfer System page displayed enter your Username and Password. 4. Click Log me in. 6.2 Terms and Conditions The Terms and Conditions page is displayed the first time you log on. Please read these online terms and conditions before continuing. To agree to the Terms and Conditions: 1. Select I accept the Terms and Conditions. 2. Select Do not show again if you do not wish to review the Terms and Conditions each time you login to the secure Website. 3. Click I agree. 4. The Permanently accept terms and conditions? page is displayed. This is to confirm that you do not wish to review the Terms and Conditions each time you login to the secure Website. Click continue to permanently accept the Terms and Conditions. The Terms and Conditions will no longer display when you log on again. Instead you will be directed to the Hospital Contracting File Transfer Information page. 5. If you do not accept the Terms and Conditions, click I disagree. A message will appear that You must accept the Terms and Conditions to access secure member services. You will not be able to utilise this facility unless you accept the Terms and Conditions. Please contact Medibank regarding any concerns. 6.3 Change Password When you log in for the first time the Change Password screen is displayed after the Terms and Conditions have been accepted. Your temporary password must be changed at this stage. Passwords must be: At least 8 characters long with no consecutive identical characters and must be a mix of numeric andalphabetical groups eg password1or 01102002 will not be accepted. Changed at least every 90 days (you will receive a warning at the login stage when you need to do this). The same password cannot be re-used for 24 months. 1. Enter your old password (the temporary one supplied by Medibank) 2. Enter your new password. 3. Re-enter the new password. 4. Click submit The Hospital Contracting File Transfer Information page is displayed. If you forget your password and cannot login to the secure Website, please contact Medibank Website Support. 7 Information Page The Hospital Contracting File Transfer Information page displays a link to download the Reader Application used to view the Medibank Pricing Model. It also displays any communications from Medibank that relate to all hospitals. This noticeboard may contain information on any clarifications or amendments on model changes or use, or specific Medibank contacts for resolution of identified issues. The noticeboard is not used for any communication pertaining to a specific organisation or hospital.
SECURE WEBSITE AND READER APPLICATION USER GUIDE 8 Downloading & Installing Reader Application 8.1 Downloading Reader Application Installing the Reader Application requires administrator rights to the computer desktop and a Microsoft Windows operating system. Windows XP (Service Pack 1 or 2) or Windows 2000 (Service Pack 4) operating systems are recommended. Windows 98, Windows NT and Windows 95 (with minimum of 64MB of Ram) are also suitable. Note: you may need to request assistance from your IT group for Administrator access to install the Reader Application. 1. Go to the secure Website Information page. Click on Reader Application Version 1.0 and then choose Open file. 8.2 Installing Reader 1. If administrator rights exist, a message box pops up briefly with a text that the system is Checking for previous installation. A dialogue box will open. Click Next 2. The destination folder to load Reader Application defaults to directory C:\program files and it is recommended that you use this default setting. However, to choose a different folder, click Browse and make your selection. Otherwise click Next. 3. Click Next again. 4. A dialogue box showing the progress will be displayed. 5. Click Finish. The successful information message will be displayed if the Reader Application download has completed successfully. A desktop icon and Program menu item is created for the Reader Application. If the desktop icon has not appeared automatically, you can run the Reader Application by clicking on your Start menu, go to Programs and then HPS Reader. Unsuccessful Installation due to no computer administrator rights If you do not have administrator rights to add a program onto the desktop a message will appear and your IT department need to be contacted to arrange administrator rights. 9 Un-installing Reader Application If a new version of Reader Application has been released via the secure Website, the previous version needs to be removed first. This can be done as part of the installation of the new version of the Reader Application. 1. Go to the secure Website Information page. Click on Reader Application Version X.0 and then choose Open file. Reader Application checks if any previous installation exists. If one does, a message prompting a un-installation of the previous installed Reader version appears. 2. Click Yes. 3. Click Next. 4. Click Finish. 5. Click Yes to All. 10 View Files To access your Pricing Models on the secure Website, select the View Files option on the left hand navigation menu. The ' View Files page displays only files of the organisation that the hospital user belongs to. Each row includes the: Filename Hospital provider number (Provider Id) Organisation Date uploaded. From here you can download an available file. It is recommended that the file be deleted from the secure Website after downloading a file.
SECURE WEBSITE AND READER APPLICATION USER GUIDE 11 Download a Pricing Model 1. In the View Files page, select a file from those listed by clicking on the filename. 2. The Download File page is displayed after a few moments. A file download warning may appear, depending on the computer security setting. To continue click Save. 3. The Save As pop up window is displayed. Browse to the directory you wish to save the file into and click Save. 4. A pop up window is displayed. This window is automatically closed if the Close this dialogue box when download completed has been selected. Otherwise when the download is complete, manually click 'Close to close this window. Open Windows Explorer and go to the directory you selected to confirm the document has been saved there. 5. You will be returned to the Download File page when the download has been completed successfully. If the download was unsuccessful, click on the link No. Click here to download again. If the file has been successfully downloaded, you can either delete the file by clicking delete, exit out of this screen by clicking cancel or navigate to another page using the left hand navigation menu. It is recommended that files are deleted and not stored on the website. 12 Deleting a Pricing Model Option 1 after downloading a file 1. If a file has been successfully downloaded, the file can then be deleted by clicking on the delete button at the bottom left of the Download File page. 2. On the Delete Files page displayed click Continue. This file will be deleted and you are returned to the View Files page. The file is no longer listed in the Files table. Option2 within View Files 1. Go to the View Files page and in the file list, select the box in the left hand column beside the filename (this will place a tick in the box). Multiple files can be deleted by selecting multiple boxes. 2. Click Delete (displayed at the bottom of the table). The Delete Files page is displayed 3. Click Continue and the file will be deleted and you are returned to the View Files page. The file(s) is no longer listed in the Files table. 13 Upload a Pricing Model To send a file back to Medibank via the secure Website, use the Upload File functionality. 1. Click the 'Upload File'link on the left hand navigation menu. The Upload File page is displayed 2. Enter the Hospital Provider number in full (letters in capital) into the Provider Id field. 3. Click Browse... and the Choose file pop up window is displayed. 4. Select a file from the directory it is stored in and click Submit. The file must conform to the file naming standard. This requires that all files start with the full hospital provider number and this must be consistent with the provider id keyed in the provider id field. If you have encounter any problems, check: The hospital provider number at the start of the filename is complete and correct. The file name is unique and does not match the name of files that already exist on the system. The file name conforms to the file naming standard (ie. it starts with the full hospital provider number). The hospital provider number entered in the provider id field is correct and that the letter at the end of the provider number is a capital. A pop up window is displayed advising that the file upload is in progress. Uploading large files may take a few minutes. The site has been set up to handle a maximum file size of 15MB. Therefore the size of the file will determine if the file is successfully uploaded or not. If the file size is less than 15MB When the upload is successful the pop up window is closed and you are returned to the Upload File page. A message will be displayed confirming the upload was successful.
SECURE WEBSITE AND READER APPLICATION USER GUIDE If the file size is greater than 15MB The pop up window is closed and you are returned to the Upload File page. The page will display the following message: The file you are trying to upload exceeds the maximum file size of 15MB. Virus Scan As part of the file upload process, the file must be virus-scanned. If a virus is recognised, the user will be informed and the file will not be uploaded. 5. Confirm the file has been uploaded. Click the 'View Files'link on the left hand navigation menu. Check that the file you uploaded is displayed in the Files table. If the file upload was not successful, you will be informed that the file upload failed and asked whether you wish to retry the upload. 14 View Transfer History The View Transfer History displays a rolling history of file transmissions over the last 12 months, unlike the View Files menu that only displays current files available for download. 1. Click the 'View Transfer History'link on the left hand navigation menu. 2. The View Transfer History page is displayed. The files listed are limited to file transfers associated with the organisation. Files are sorted by transfer date with newest transfers at the beginning of the list. The list of files is presented using a paged view with users able to navigate to the next page or the previous by the page numbers displayed at the top right and bottom right of the table. Each row includes: Filename Provider Id Organisation Transfer type (whether the file was uploaded or downloaded) Who (the name of the Medibank Contract Administrator or Hospital User) When (the time the file was uploaded or downloaded) 15 Reader Application Overview 15.1 Purpose of Reader Application The Medibank Reader Application allows hospital users to view and perform analysis on a Pricing Model downloaded from the secure Website. The tool allows presentation and manipulation of the model in a spreadsheet. This document assists hospital users to use the Reader Application to load, view, modify and save the Pricing Model. 16 Open Reader Application Run Reader Application 1. Once Reader Application is installed on the computer, click on the HPS Reader Application icon on your desktop page. Alternatively, click on the Start menu, go to Programs and then HPSReader folder. HPSReader.lnk 2. The Reader Application will now load. Not all icons are available until a Pricing Model is loaded. 17 Open a Pricing Model 1. Click Load Model option in the header menu of the Reader Application. A file open dialogue box appears, filtered by Pricing Model (.dat) file type. 2. Locate the target Pricing Model file (.dat file type) from the directory you downloaded the Pricing Model file to via the secure Website and click open. 3. Any information relevant to the model being opened may be displayed in a pop-up window on opening. This will need to be acknowledged before continuing, and there may be more than one message. Click Ok to each message. 4. Reader will open up to the summary worksheet within the Pricing Model.
SECURE WEBSITE AND READER APPLICATION USER GUIDE The loaded Pricing Model appears as a series of tabbed worksheets, one for each category of service. Each data worksheet contains the model populated with relevant provider specific category data, overall summarised in the Summary worksheet: Summary ON_Seps_Coded ON_Seps_Uncoded ON_Seps_ErrorDRG ON_Seps_NoWgt SD_Seps_MBSmatched SD_Seps_MBSunmatched ON_fixed_price_service SD_fixed_price_service ICU Rehab Psych SD_Seps_nonMS Outpatients Base For further details about the Pricing Models, refer to the Explanation and Definitions for Medibank Pricing Model documentation. 18 Editing To change the value in a cell within a Pricing Model: 1. Select a cell. 2. The current value or formula is shown in the edit box below the header menu. 3. Enter a new value or formula. 4. Press Enter or move out of the cell to complete the action. General guidelines: Formulas should start with an equals sign eg. +A1+B1 does not work but =A1+B1 does. Commonly used functions are available. These have the same syntax as Excel eg =sum(a1:b10) or =if(a1=1, Yes, No ). Shortcuts are generally not available eg Ctrl-C for copy. Formulas will update their reference cells if copied into another cell. Percentages should be input as decimals eg. 0.05 for 5% 19 Copy and Pasting Copy and Paste within Reader Application Right click on the mouse displays the following copy and paste options with Reader: Copy range to clipboard Paste values only Paste values and formulas (within Reader only) Paste special all, formulas, values, formats To Copy: Highlight the cell or range you want to copy. Select the copy range to clipboard option. To Paste: Paste values only - Pastes only the data value in the cell. Paste values and formulas Pastes the data value and the underlying formula with the new cell details. Paste special-all - Pastes the data value and the underlying formula (updating the formula with the new cell details) and all formats. Paste special-formulas - Pastes the data value and the underlying formula (updating the formula with the new cell details) Paste special-data values - Pastes the data values only but no underlying formula nor formats. Paste special-format - Only pastes the format of the cell.
SECURE WEBSITE AND READER APPLICATION USER GUIDE Copy and Paste into a Spreadsheet application Reader can copy and paste information into another spreadsheet tool such as Excel but only as values. 1. Select a single cell, range of cells or an entire worksheet by selecting the select all option. 2. Click on the right mouse button anywhere within the selected range and select the Copy range to clipboard option on the pop up menu. 3. The selected data are stored in the clipboard. 4. Open an external application that can receive clipboard data (such as a text editor or another spreadsheet application). 5. Select the Paste option within the external application to insert the data into this application. It will paste as values only. To copy and paste formulas into other spreadsheet applications: 1. Go to cell with formula. 2. Highlight formula in the formula bar. 3. Copy selection using the right click mouse menu. 4. Press the Esc key. 5. Paste into another spreadsheet application. 6. Change any relevant cell references within the formula. Copy from a Spreadsheet application and paste to Reader Application Copy a range or an entire worksheet and then paste, but only as values. Formulas can then be applied manually to the required cells. 20 Undo The Undo function allows you to undo the last action taken. It is only a one-step undo functionality, and actions other than the most recent one cannot be undone. For example, a range in a column is cleared and new values are then entered. The undo button will only allow you to undo the last value entered. To restore the range cleared, the original model may need to be re-loaded. The undo button will only apply to data actions and does not work for Filter and Freeze Pane which have their own specific Remove Filter and Unfreeze or Solver functionality (which has to be reset manually). 21 Apply Solver Solver provides the functionality to calculate the price weight of one for the revenue neutral conversion to the Medibank Payment Mechanism as the starting point for the Pricing Model. The revenue model in the Summary Sheet can be re-balanced if any data or Medibank price points are to be changed. Your original pricing model will be set to 0% by default as it is a revenue neutral translation to the Medibank Payment Mechanism. To re-balance the model after a change, use Solver as follows: 1. Select Apply Solver option in the header menu. 2. Enter 0.00 (0%) for balancing in the solver cell and click OK. 3. The values in the summary worksheet are adjusted according to the balancing percentage goal entered (0% of revenue neutral). Check that the calculation is correct by ensuring the values in cells I49 and J41 are the same as the percentage entered in solver. 22 Filter Data The filter function provides the ability to filter by one column at a time. Multiple filters can be done by selecting columns one at a time in a hierarchical manner. 1. Click on column header to highlight column (the Filter data option is now available in the header menu) 2. Click on Filter data in header menu. 3. Select a value to be sorted from the Filter text drop down menu within the filter dialogue box. 4. Click Apply Filter. 5. In the Filter dialogue box, the default start row is 11 (where headings on all worksheets start). To change the row number to start the filter from other than 11, manually type the row number in the start row box. 6. The data range now lists those rows that match the value selected in the filtered column. The Cancel filter is now available on the header menu. 7. To remove filter, click Cancel filter to display all data
SECURE WEBSITE AND READER APPLICATION USER GUIDE 23 Freeze Panes The Freeze panes function allows columns/rows to be frozen within the window to easily view the information up/down and across the page. 1. Click on cell to be used as row and column freeze pane reference. 2. Select Freeze pane button in the header menu. To remove Freeze pane, click un-freeze. Note: If you select a column on the right to freeze that is beyond the initial top left screen, columns widths to the left of the selected column needs to be compressed so that columns to the right of the frozen column can be viewed. 24 Annotation The annotation function works as a notepad should you wish to add any notes to the model. Only one annotation can be saved per version. The Annotations box is limited to 512 characters and any text within the Annotation box can be added, edited or deleted. 1. Click on Annotation option in the header menu. 2. Type message in free-text box eg changes made to model. 3. Click OK To retain the annotation, select Save Model. On opening the saved version, the Annotation message box will appear. 25 Print The Print option in the header menu lets you print the current worksheet or the entire workbook, preview pages to be printed and select paper size. To print a selected range, highlight the range first and then click on the press the Print button. Use the preview facility to review the print format. To adjust, use the Page Setup button in the Reader Application header menu. 26 Page Setup The Page Setup option in the header menu provides functionality to: change the page orientation adjust the print scaling insert a header or footer text. 27 Save Model Files must be saved under another name if changes are made to the original model provided by Medibank. 1. Select the Save Model option in the header menu. 2. Select the file name and location to save to (the filename must not match the original file downloaded using the secure Website). 3. Select OK. 4. The file is saved under the new filename at the selected file location. If the filename selected is the same as the original filename, an error will be displayed. Click ok Select another filename and click Save. 28 Export Data The Export Data option in the header menu allows you to export and save all the data worksheets into an Excel file, with the exception of the Summary sheet. All data sheets will be exported as values with no formulas. The data sheets can be copied into the blank excel file provided on the secure Website Information page to use the Pricing Model in excel format. (see Section 29) If any changes have been made to the secure Website Pricing Model, a message will pop-up prompting to save the model as well. 1. Select the Export Model option in the header menu. 2. Select the file name and location to save the exported data to. The file type default is Excel (.xls). 3. Select OK. The file is saved under the new filename at the selected file location. If changes have been made to the Pricing Model since the file was last saved, the following message will ask for confirmation to proceed with the export.
SECURE WEBSITE AND READER APPLICATION USER GUIDE 29 Using the Blank Excel Model The blank pricing model template provided as an Excel file Blank0304_template.xls contains a Summary sheet and a worksheet with titles and formulas for each data sheet in the Pricing Model. With the exception of the ON_Seps_Coded worksheet, all columns containing data from each worksheet within the exported data excel file needs to be copied and then pasted into the blank excel template. 1. Open Blank0304_template.xls. 2. Open the Excel file with the data exported from Reader Pricing Model dat file or open the Pricing Model file in Reader. 3. In the ON_Seps_Coded worksheet, copy data from column A to column R only, starting at the first data row (row 11) downwards till the last row of data. 4. Navigate to the excel blank template and paste this data in cell A11 of the same worksheet name. 5. Highlight the range S11:AD11 and copy the formulas down to the end of the data range you have inserted. 6. Return back to the excel file with the exported data or the Reader Pricing Model and go to the next worksheet ON_Seps_Uncoded. Copy the data range for all columns from row 11 inclusive downwards from this sheet. 7. Navigate to the excel blank template and paste this data into the worksheet with the same name. 8. Continue steps 6 and 7 until all the remaining data sheets have been copied across. Ignore the Config sheet. 9. To balance this model to be revenue neutral once the data has been copied across, go to the Summary worksheet, click on the Tools menu and then select Solver. If the Solver option is not available under the Tools menu, select the Add-Ins option under the Tools menu and click in the box against the Solver Add-in and then OK.The Solver functionality will now be available in excel under the Tools menu. 10. In the Solver Parameters window, put to the value of 0 and click on Solve. 11. Click OK to the next window to accept the solver solution. 12. Go to the Summary worksheet and check that the totals are the same as the Summary sheet in the Reader Application Pricing Model you started from. If any changes to data or price points are made, the base model needs to be re-balanced again to be 0% revenue neutral. 30 About Reader As there could potentially be new versions of Reader Application as the application is updated, the About Reader option contains information on which Reader version has been installed and the drive it has been installed. The model and the Reader Application version must be the same or the Pricing Model will not be able to be opened or viewed. If this occurs and you have not been provided with a new version of Reader, please contact Medibank.