The Australian Medicare Invoice Template is a print option available on the batch page which allows you to print applicable invoices in the Australian Medicare Invoice format.

To use this option the invoices must have one Primary Worker for all Events and must be for a single Service File. We recommend generating invoices using the Generate Invoices in Batch Mode feature.

In this article:

The Australian Medicare Invoice Template is an invoice print option on the batch page in Penelope that you to print applicable invoices according to the Australian Medicare Invoice format.

To use this invoice option, the invoices will must have one Primary Worker for all Events and must be for a single Service File. We recommend generating invoices using the Generate Invoices in Batch Mode feature with the “By Primary Worker” option though it is possible to generate an invoice from a single Event and print the Australian Medicare Invoice Template.

To use the Australian Medicare Invoice Template, you must complete the following tasks:

1. Enable the AUS Medicare number in Penelope (this task only needs to be completed once)

2. Update all Individual Profiles of existing clients with an AUS Medicare number to include their AUS Medicare number.

3. Input the AUS Medicare number in the Intake Wizard or Add Individual features for all new and applicable clients.

4. Log an inbound referral at the client’s Service File. If the AUS Medicare number for a client is missing or an Inbound Referral in the Service File has not been logged at the time you attempt to print the Australian Medicare Invoice Template, an error message will display.

To use the Australian Medicare Invoice Template, you must enable the AUS Medicare field in Penelope. Prerequisite: You must be logged in to Penelope using a System Administrator account.

1. In the System Setup section, click Individual.

2. Click Edit. 3. In the Additional Identification Numbers section, click the AUS Medicare (xxxx xxxxx x) option.

4. Click Save. Note: The AUS Med (xxxx-xxxxx-xx) option in the Identification Numbers section of the Individual Setup page is not used with the Australian Medicare Invoice Template.

To print an invoice using the Australian Medicare Invoice Template for a client’s service, you must update all applicable existing client’s Individual Profiles with their AUS Medicare numbers.

1. Browse to the client’s Individual Profile that you want to update.

2. On the Profile tab, click Edit.

3. In the Individual Identifier section, in the Medicare field, type the client’s valid Australian Medicare number.

4. In the Expires field, type the expiry date of the client’s Australian Medicare number.

5. Click Save. Note: You must enter the client’s Australian Medicare number correctly. If the number is not entered correctly, an error message will display at the time you attempt to print the Australian Medicare Invoice Template.

To print an invoice using the Australian Medicare Invoice Template for a client’s service, you must input the AUS Medicare number for all new applicable clients.

1. Depending on your agency’s process, launch the Intake Wizard or Add Individual feature.

2. Complete the relevant fields for your agency.

3. In the Individual Identifier section, in the Medicare field, type the client’s valid Australian Medicare number.

4. In the Expires field, type the expiry date of the client’s Australian Medicare number.

5. Complete any remaining fields and sections relevant to your agency.

6. Click Finish. Note: For detailed instructions on using the Intake Wizard or the Add Individual features, please see the following tutorials:

• Intake Wizard: https://intercom.help/ssgpenelope/en/articles/5184955-using-the-intake-wizard

• Add Individual: https://intercom.help/ssgpenelope/en/articles/5178013-add-individual

To print an invoice using the Australian Medicare Invoice Template for a client’s service, there must be an Inbound Referral on the Service File for the client.

This process is typically completed as part of the Intake Wizard. If the client you want to print an invoice for using the Australian Medicare Invoice Template does not have an Inbound Referral at the Service File level, complete the following steps:

1. Browse to the client’s Service File that you log an Inbound Referral for.

2. In the Service File, in the Referral sidebar, click Add.

3. From the Referral Direction drop-down, click Inbound.

4. From the Type drop-down, select the appropriate type of referring individual or organization.

5. In the Name field, type the name of the referring individual or organization. If the name of the referring individual or organization appears in the lookup list, select it from the list and proceed to Step 6. If the the name of the referring individual or organization does not appear in the lookup list, continue filling in the remaining information on the screen such as Contact and Address information.

6. Click Next.

7. From the Reason drop-down, select the referral reason.

8. In the Date field, select the date of the referral.

9. If applicable, click the Client Consent option.

10. In the Referral Member section, select which Service File participants the referral is applicable to.

11. In the Client Needs field, type any information about the client’s needs.

12. In the Client Instructions field, type any information about the client’s instructions.

13. Click Finish. Note: For detailed instructions on using the Intake Wizard to log an Inbound Referral, please see the following tutorial:

Based on requirements for the Australian Medicare Invoice Template, each invoice must be generated to ensure that there is only a single Primary Worker for each of the events included in the invoice. To accommodate this requirement, you can generate an invoice from a single event using the “Invoice this event” option at the Event level or by using the “By Primary Worker” option from the Batch Invoice feature. If you use the Batch Invoice feature with the “By Primary Worker” option enabled, Penelope automatically generates multiple invoices if there is more than one Primary Worker identified for the Events. Note that Primary Worker for this consideration is determined at the Event level.

Prerequisites: To successfully generate an invoice, you must ensure that the Cart items for each event are accurate and that the Attendance for each event has been recorded.

STEP 1: GENERATE THE BATCH

1. On the homepage, in the Links sidebar, click Generate Invoices in Batch mode.

2. In the Batch Name field, type a name for the batch.

3. If necessary, in the Batch/Invoice Date, modify the batch/invoice date.

4. From the Batch Site drop-down, select which Site the batch is being generated at.

5. In the Invoice method section, click By Primary Worker.

6. In the Batch Selection Criteria section, choose a combination of criteria relevant to the batch of invoices that you want to generate.

7. Click View Units.

8. From the results list, select the events that you want to include in the batch.

9. Click Create.

10. When prompted to confirm, click Okay.

Note: By using the “By Primary Worker” option in Step 5, Penelope will create a separate invoice for each set of events in the same Service File with the same Primary Worker.

STEP 2: POST THE BATCH

1. If you are satisfied with the batch, click Post Batch.

STEP 3: PRINT THE AUSTRALIAN MEDICARE INVOICE TEMPLATE

1. In the Print Documents sidebar, in the Print Documents section, click Use Australian Medicare. Template 6

2. Click Print. If the Australian Medicare Invoice Template generates without errors, you will see an invoice similar to that pictured below:

You can generate a single invoice from an Event. The Australian Medicare Invoice Template must be printed from the batch page, so after creating the single invoice, you must search to find the associated batch. Prerequisites: To successfully generate an invoice, you must ensure that the Cart item(s) for the event are accurate and that the Attendance for the event has been recorded.

STEP 1: GENERATE THE INITIAL INVOICE

1. From the Service Event, in the Links sidebar, click Invoice this event.

STEP 2: OPEN THE BATCH

When you invoice a single event at the Event level, Penelope automatically creates a batch.

1. From the Service Event, Click the Cart tab.

2. In the Billing details, in the Invoice column, click the invoice number.

3. Click the Batch No.

STEP 3: PRINT THE AUSTRALIAN MEDICARE INVOICE TEMPLATE

1. In the Print Documents sidebar, in the Print Documents section, click Use Australian Medicare. Template

2. Click Print. If the Australian Medicare Invoice Template generates without errors, you will see an invoice similar to that pictured below:

The most common errors that you may see when trying to print the Australian Medicare Invoice Template are shown below:

This error indicates that there is a missing Inbound Referral at the Service File level for the client. To correct this error, update the client’s Service File with an Inbound Referral and print the Australian Medicare Invoice Template again.

This error indicates that the AUS Med number is missing from the client’s Individual Profile. To correct this error, update the client’s Individual Profile with their AUS Med number and expiry and print the Australian Medicare Invoice Template again.