ECLIPSE & Inpatient Medical Claims (IMC): Configuration

This article provides an overview of the essential practice and user settings that must be completed before your team can begin using IMC Patient and ECLIPSE Billing in MediRecords. ECLIPSE enables providers to submit in-patient invoices directly to health funds, improving claim accuracy and reducing manual handling. With the right configuration, your practice can streamline billing, reduce rejections, and ensure that claims are processed quickly and efficiently.

We will walk through everything you need to configure, from setting up service locations and linking them to your practice, through to configuring provider details and health fund agreements. By completing these steps, your practice will be ready to confidently process in-patient invoices through ECLIPSE while maintaining compliance with Medicare and fund requirements.

Contents:

1. Location Configuration
2. Practice Configuration
3. Provider Configuration
4. Further Reading

Location Configuration

Before we can begin processing in-patient invoice, we first need to ensure each location your providers are billing from is listed as a Service Provider.

What you will need:

• Name of location/ Room(s) you will be billing from
• Address(es) of location/ rooms you will be billing from
• Facility ID(s) of location/ rooms you will be billing from
• Contact details e.g. Phone, email address

1. To create and manage each room/ location you will be billing from, click More on the left-hand side panel to reveal a drop-down list, followed by Resources and click Contacts:

   

    

   
   
    

 2. Followed by Service Providers:

 3. Click New, once selected, this will take you to the screen you need to enter your location details:

  4. Under Provider Type, select Public or Private Hospital.

Now, enter your location details and then click Save:

Now that you have saved your rooms, you can now add these to your practice.

Practice Configuration

1. To add your room(s) to your practice, select More followed by Settings and click Subscription Details:

 2. Click Practices:

 3. Select the Tick-box of your practice and click Edit Practice:

*NOTE:  If you have more than one practice in MediRecords, you are only required to add rooms to each practice you will be ECLIPSE billing through.

1. Click Rooms:

 2. To add a Room, click the Plus next to Rooms:

This will then create a new room field. Click next to the Tick-box, and search for the name of your hospital. As you’re typing the name of your room(s) into the name field, our autocomplete word search will populate some suggestions to select. Choose a room from the drop-down menu. 

Note: If you create a new Room using free-text rather than selecting from the defined list, then the Room will not have a Facility ID included and cannot be used for claiming. You can manually insert the Facility ID for a Location by opening the Location through More > Resources > Contacts > Service Providers, and entering the Facility ID into the field shown below:

If you need to manually record the Facility ID, you can use this link to find the appropriate identifier: Government List of Declared Hospitals. 

3. Once you have entered your existing/ newly created room(s), select Save.

Provider Configuration

What you will need:

• List of all Health Funds each of your Doctors has an Agreement or Scheme with
• Doctors Fund Payee ID as issued by each Health Fund

• The Max Known Gap for each Health Fund for applicable scheme claim types

   

1. To manage each provider that will be billing through Eclipse; Start by clicking More at the top page to reveal a drop-down list, and click Settings and click Subscription Details:

   

 2. Click Users:

 3. Select the Tick-box of the user you want to enable Eclipse Billing >Configure:

  4. Click Invoices:

 5. Select the appropriate letter templates (hyperlink letter templates) for In-patient Quote; Bill to Patient, Bill to Health Fund and In-patient Invoice; Bill to Patient, Bill to Invoice and select Yes for Include Referral for Medicare Billing. Using this setting will ensure a referral is required for each claim submitting, preventing unnecessary claim rejections and click Save:

Now that you have set up your quote and invoice templates for this user, you can now connect your Health Funds for Eclipse Billing.

*Note: You can create your own quote and invoice templates from Resources > Letter Templates <Insert letter templates tutorial link> should you chose not to use the default invoices provided.

Click Eclipse and from the list of available Health Funds, you will need select a Claim Type and enter your Fund Payee ID and the Max Known Gap:

Notes:

1. You do NOT need to complete the steps in this section to use ECLIPSE Claiming for most health funds. The steps below will assist with reducing the number of clicks required to create an ECLIPSE claim, but do not change the ability to claim through ECLIPSE.
2. The exception to the rule is BUPA who require a Fund Brand ID to be entered. If you do not enter this against your ECLIPSE configuration, then you will be required to enter it on each invoice individually.
3. HBF Health Limited require a Fund Brand ID specifically for practices in WA. 

*NOTE: You do not need to enter information for funds a provider does not have an Agreement or Scheme with. Please speak with your Health Fund to determine this relationship before entering these details.

Once you have entered the required Claim Type, Fund Payee ID and Max Known Gap for Scheme arrangements, click Save:

Further Reading

• Patient Claims - Medicare, DVA & ECLIPSE
• Manual Invoicing - Medicare, DVA & ECLIPSE
• Invoicing & Invoice Management