Before setting up claims you must make sure you have added your claimant number to RxOne. You can do this in the Options window. Claims will not be successful until this is done.

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1 Introduction

1.1 Purpose of the Document

The purpose of this document is to communicate the steps involved for the installation of Pharmacy Claiming for HealthSoft Pharmacy Management Software (PMS) users.  For Pharmacy claiming to be installed on the designated computer at your pharmacy and function securely there are some activities you are required to perform.  This document provides a step by step guide on how to complete the required steps to ensure you can begin submitting your pharmacy claims online.

1.2 Check Requirements

Before you begin please make sure you have the following accessible:

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1.2.1 Check for Windows Updates (To be done on all computers in the shop)

Go to the RxOne Start Menu; from the top menu select Help, About SystemThe ‘System details’ report will openCheck ‘Windows Updates” – left hand side, 4th row‘Daily 3am’ is the default setting time for updates to run (you will need to ensure computers are left on overnight).If you prefer updates to run at a different time or Windows Updates says ‘False’, please phone HealthSoft for assistance (Phone 09 3007007).

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3 Uploading the Digital Certificate

3.1 Uploading the Public Key into the Delegated Administration (DA) Tool

Before uploading your digital certificate, The Ministry of Health needs to register your pharmacy as a business party inside the Delegated Administration system.

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You are now ready to begin claiming online.  If the frequency you can submit claims has changed via your Pharmacy Services Agreement variation with your DHB, there is one more step required to be completed after you have submitted your first online claim.

4.1 Update to Four Times a Month Claiming

The first online claim you submit will be a fortnightly claim.  After you have successfully submitted your first online claim, and if you have an agreement variation to submit claims four times a month, please follow the below steps.

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5 Appendix A: Maintenance of Digital Certificates

5.1 Renewal of Digital Certificates

HealthSecure Digital Certificates are valid for 12 months.  When the digital certificates expiry date is approaching, you should receive a letter from the Registration Authority six weeks prior to your certificate expiry.  Once you have returned your renewal forms, HealthLink should provide you with your replacement digital certificate.

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• Delegated Administration Tool

5.1.1  Internet Explorer Certificate Store

Complete steps to renew digital certificate provided by HealthLink

5.1.2 Replace Digital Certificate in MoH Messenger

Instructions to update the HealthLink Certificate.

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• Insert the HealthLink CD into the drive on your master computer

• CANCEL the Autoplay (very important)

• From the RxOne Start Menu go to SmartClaim

• Double-click on the ‘Install Online Claims’ button

  • Say ‘Yes’ to the question ‘Do you want to export the certificates and set up MoH Messenger now?’

  • Follow the prompts to complete the install, e.g. type in password exactly as supplied (will need to do this twice)

  • You will need to contact the MoH Sector Services to have them install the Delegate Authority (0800 505 125  Option 3)

5.1.3 Uploading the Public Key into the DA Tool

Refer to the steps detailed in 3.1 of this document

5.2 Deleting Digital Certificates – e.g. Certificate Holding Staff Member leaves

If a person holding a HealthSecure digital certificate leaves the pharmacy, their certificate should be deleted from the C:\Workspace\Certs, MoH Messenger and DA Tool and a new one for an existing staff member should be loaded.  However to avoid any interruption with the submission of claims, do not delete the existing digital certificate until you are ready to load the new digital certificate.

To delete a digital certificate for a user follow the steps provided above in 5.1 Renewal of Digital Certificates.

5.3 Change of Ownership or Pharmacy Restructure

Due to the number of complex scenarios occurring in this area, it is difficult to accurately detail generic steps.  Direct contact with the Pharmacy is required to ensure instructions are provided.  Please contact HealthSoft on 09 357 6701 and the Ministry of Health, Sector Services 0800 505 125 as early as possible prior the change occurring to ensure the transition occurs as smoothly as possible.

5.4 Support for Multiple Claimants

This section will only be applicable to pharmacies required to operate more than one Claimant Number concurrently.  This situation can occur if you operate a pharmacy chain where all claims are processed at a single location or if you are undergoing a change of ownership and the claim periods for the old and new claimants overlap.

6 Appendix B: Useful Information

6.1 Contact Details

HealthSoft: 09 3007007 Initial point of contact for: • claim transmission errors• program errors• claiming set up issues

Ministry of Health (Sector Services) : 0800 505 125 Option 3

Initial point of contact for:• Online set up and ongoing support• Start date of first online claim• Access Manager login issues• Claim response generation issues• Claim reimbursement details

HealthLink: 0800 288 887

Initial point of contact for:• Digital Certificate queries 6.2 Claiming Periods

Four Times a Month Claiming

Fortnightly Claiming

• Due date means the fourth business day following the Claim Period to which the claim in question relates.

• Where the Payment Date is not a Business Day, then the Payment Date will be made on the first Business Day following the Payment Date.

7. Appendix C 

7.1 Acronyms and definitions used in this document document 

Acronym Description 

Claim Period

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