Submitting ACC45 Forms using direct ACC connections (APIs)

table of contents introduction docid\ izm8eg1s5iuoo9ep4nv1aprerequisites docid\ izm8eg1s5iuoo9ep4nv1aconfiguration docid\ izm8eg1s5iuoo9ep4nv1aenable acc services docid\ izm8eg1s5iuoo9ep4nv1aorganisation configuration docid\ izm8eg1s5iuoo9ep4nv1apos or provider configuration docid\ izm8eg1s5iuoo9ep4nv1aprovider configuration docid\ izm8eg1s5iuoo9ep4nv1aprovider role configuration docid\ izm8eg1s5iuoo9ep4nv1aoccupation and ethnicity short codes docid\ izm8eg1s5iuoo9ep4nv1adisease codes docid\ izm8eg1s5iuoo9ep4nv1amandatory fields docid\ izm8eg1s5iuoo9ep4nv1auser guide docid\ izm8eg1s5iuoo9ep4nv1acreating and submitting acc45 docid\ izm8eg1s5iuoo9ep4nv1amanaging acc45 docid\ izm8eg1s5iuoo9ep4nv1aupdating acc45 approval status docid\ izm8eg1s5iuoo9ep4nv1asearching acc45 forms from another organisation docid\ izm8eg1s5iuoo9ep4nv1asubmitting additional information docid\ izm8eg1s5iuoo9ep4nv1ageneral information docid\ izm8eg1s5iuoo9ep4nv1anotes on some fields docid\ izm8eg1s5iuoo9ep4nv1aemployment status docid\ izm8eg1s5iuoo9ep4nv1aoccupation docid\ izm8eg1s5iuoo9ep4nv1aemployer docid\ izm8eg1s5iuoo9ep4nv1asport injury docid\ izm8eg1s5iuoo9ep4nv1ainjury diagnosis docid\ izm8eg1s5iuoo9ep4nv1aincapacity/restricted capacity period docid\ izm8eg1s5iuoo9ep4nv1avalidation rules docid\ izm8eg1s5iuoo9ep4nv1aincapacity/restricted capacity periods rules docid\ izm8eg1s5iuoo9ep4nv1a this manual includes details on how to configure profile for this feature, as well as information about this functionality if you are only interested in how to use this functionality, refer to user guide submit acc45 form using direct connections (apis) docid 1tw3hn88ermzctig2sbga introduction acc have now made new connections (apis) available to allow practice management systems to integrate directly with them this will allow for a more efficient and reliable service without needing third parties such as healthlink the acc45 form is now submitted directly to acc using these new connections we have implemented a new acc45 form to support this the overall workflow is the same, however some requirements around mandatory fields – and validation rules to enforce them have changed we recommend all users who fill out acc45 forms read the user guide docid 1tw3hn88ermzctig2sbga section in this document there are also some one off changes required to use the new feature, described in the configuration docid\ izm8eg1s5iuoo9ep4nv1a section with these changes, the old cdo form can no longer be used and the acc45 workflow view is no longer available if you are still using this form, you should upload all forms before upgrade prerequisites profile v8 8 11 and above before you upgrade, make sure all parked healthlink acc45 forms have been submitted configuration to submit acc45 forms using the acc api, several configuration changes must be made the enable acc services , organisation configuration , and provider configuration steps are identical to the steps used to enable acc bulk invoicing https //help intrahealth com/en/support/solutions/articles/6000266111 if you have already made these changes, you can skip to pos or provider configuration docid\ izm8eg1s5iuoo9ep4nv1a in this document if any acc registration details are not known, please contact acc by phoning 0800 222 070 and selecting the option for the registration team enable acc services on organisation/preferences/setup/emessages , select the service acc and drag it from the available services column to the installed services column the acc properties window will open click the import button to open the file explorer navigate to and select the acc digital certificate issued by healthlink, and enter the password in the passphrase field click the test button to get confirmation the certificate is installed correctly you should receive this message if it is installed correctly optional the troubleshooting directory field provides a place to save copies of all api requests it can be turned on if required if a hard drive is specified (e g c \ or d \\, this is relative to the machine where profile ih server is installed press ok to return to the emessages page and make sure the acc checkbox is checked if your organisation does not have a digital certificate, apply online at https //www acc co nz/for providers/working with us using our digital services/ https //www acc co nz/for providers/working with us using our digital services/ or contact acc by phoning 0800 117 590 organisation configuration your organisation’s acc vendor id must be recorded in profile using the procedure below go to organisation/people and places and open the organisation’s (prac) record go to the reference view and check what is listed under the hpi organisation id if your hpi organisation id is the same as your acc vendor id, you do not need to do anything else profile will use this as your acc vendor id note only the first 6 digits need to match for example, if your hpi organisation id is gzz999 c, and your acc vendor id is gzz999, this is considered a match if your acc vendor id is different, then you will need to add it in the right hand side panel, as described in the next steps press the add button in the alias field, type "acc" in the reference1 field, type your acc vendor id, e g gzz9999 press ok in the organisation window, press ok again to save pos or provider configuration acc requires a provider or pos address for each acc45 submitted address mandatory fields are street city post code ( postal field) if the provider submitting the acc45 has an address entered in their record, this will be sent to acc if the provider submitting the acc45 has no address recorded in their record, then the pos (place of service) address will be sent if you record a street address in your providers' record, please ensure it is correct and it includes a postcode if you do not record addresses for providers, then you only need to record it in the pos (place of service) record please ensure your pos's have a correct street address, including a post code go to organisation/people and places open the relevant pos record in the street address panel, ensure the street, city and postal fields are correctly populated press ok if you have more than one pos, repeat steps 2 to 4 for any other working pos provider configuration all providers using acc's api need to know their acc provider id, contract id and acc vendor id the correct ids must be entered into the provider records following the procedure below go to organisation/people and places and select the provider who is using acc go to the reference view and check what is displayed under the row with the alias acc make sure the entries in the reference1 and reference2 fields are valid for the appropriate id numbers reference1 acc provider id if the acc provider id is the same as the hpi cpn, this does not need to be entered reference2 contract id (i e 80 for a gp contract, 56 for a nurses contract, and 56a for a nurse practitioner contract) must be entered provider role configuration to give providers access to opening and editing acc45 forms, eform access must be enabled we also recommend allowing access to work centre eform management view for providers go to organisation/roles on the left, select the appropriate role, i e a role given to users filling out acc45 forms find the role action clinical\medical record\eform and make sure it is granted find the role action organization\work centre\work\eforms management and make sure it is granted with the eform management view, providers can view the details and status of multiple acc45 forms across patients occupation and ethnicity short codes to configure this feature, follow the steps below download the following jaffa files from here docid\ deh gzmlodxtenoi2mwwe occupation short code (lkup) jfa l2 ethnicity short code (lkup) jfa save them onto an accessible location import them these files include all the occupation and ethnicity short codes accepted by acc the following codes may be in your database, but are not accepted by acc if you have any patients with these occupation codes recorded, change them to a valid acc code you may also remove them from the list of occupation short codes 4113 calculating machine operators 4214 pawnbrokers and moneylenders 9700 workers not classifiable by occupation 9900 not applicable note that ethnicity with code 54 “other” (or “other ethnicity”) is not accepted by acc, but code 61 (“other ethnicity”) is the options available in the occupation field come from short codes of type "occupation" although the codes must not be altered as they are mandated by acc descriptions can be updated and extended by the practice if required disease codes for diagnoses, profile’s acc45 form will continue to use disease codes linked to the accread (acc read codes common) disease group the last set of diagnosis codes provided by acc was distributed by intrahealth when the healthlink acc45 form was released years ago however, many of those codes are no longer considered valid by acc we have created a jaffa file which will align the set of disease codes that can be used in an acc45 with the list of codes accepted by acc on import, the file will create a new disease group "acc old" (old acc disease codes no longer valid) move all disease codes no longer accepted by acc from "accread" to "acc old" disease group all disease codes still considered valid by acc will remain unchanged, i e they will still belong to the "accread" group in the eacc45 you can only select disease codes belonging to the "accread" group so, after importing this file, you will avoid the risk of sending an invalid diagnosis, which would then need to be replaced with a valid one by acc on receipt download the file from here docid\ deh gzmlodxtenoi2mwwe and import it into profile if you were not previously using the healthlink acc45 form, do not import the file mentioned above contact us to obtain the required jaffa file which will only add the currently acceptrequired codes mandatory fields as the acc form will not be able to be submitted without all mandatory fields being filled, we recommend enabling mandatory field highlighting by going to organisation/preferences/workspace and ticking the highlight fields checkbox user guide creating and submitting acc45 do not click on the healthlink eform button to create an acc45, as that will give you access to the healthlink eacc45, which should no longer be used open a new acc45 eform following your usual workflow there are several possible locations to open this form, including if acc45 icon is available on the new encounter toolbar, select it this is the recommended method, as an acc45 action link is added to the encounter if the acc45 icon is available on profile’s main toolbar, select it in the encounter, select the form actions panel, then press the new eform button and select the acc45 the acc45 eform will open complete the form by entering the required information click next to move to the next tab click send to submit the eform after successful submission, a reference number will automatically be assigned in the acc45 number field when acc45 eform is submitted, an approval for it is auto generated; important approval fields will be auto populated, pulling data from the acc45 eform this includes up to 3 coded diagnosis codes the approvals description shows the diagnosis or diagnoses descriptions from the eacc45 form managing acc45 there are several options for managing parked and submitted acc45 eforms work centre eforms manageme nt view this view shows details and status of multiple acc45 forms across patients you can use filters to help you manage forms effectively, for example, display only 'incomplete' forms medical record eforms view this view shows acc45 forms for this patient meeting the filter criteria encounters view if the acc45 was launched from new encounter , there will be an action added to the encounter you can click on that link to open the parked or submitted form in the new workflow, the acc form is no longer considered an attachment to an approval, and therefore will no longer appear in the approvals view in alter patient or medical record updating acc45 approval status the status of an acc45 approval can be updated automatically by checking with the acc records refer to the steps below, or watch this brief tutorial video open up the relevant acc45 approval press the update button to check the acc45 status with acc the status will update automatically if the acc45 has not yet been processed by acc, the status will remain as 'pending' searching acc45 forms from another organisation if an acc45 form was previously submitted by another organisation, you can search for it in the acc system and if found automatically use its details to create a new approval the search will be based on the patient's details and the acc45 reference number if known refer to the steps below, or watch this brief tutorial video create a new approval for the patient enter the provider code in the provider field and (if known) the acc reference number in the reference field press the search button if you had entered a reference number, and this is found in the acc system, then status, date of event, diagnosis details and description fields will automatically populate press ok to save the approval if no reference number was entered, then a list of this patient's acc claims registered in the last 5 years will come up select the appropriate acc claim and press ok the approval form will autofill the status, date of event, diagnosis details and description based on the data found on the acc records the provider to be entered in step 2 is any internal provider who is set up for acc submitting additional information it may be the case that you need to send additional information to acc for example, acc may contact a doctor asking for more information about an accident, such as clinical notes in these situations, the information can be submitted to acc directly using profile sending the information using profile is more secure as opposed to patient information being sent through email faster it will go straight to acc's system easier to track profile can show the status of any sent attachments additional information that can be sent to acc must be in the form of a letter, scan or form additional information can be sent to acc by following the steps below open the relevant acc approval go to the attachments tab click the add attachment button the select attachments window will open that shows all saved documents, scanned documents, forms and eforms specific to the patient select the attachment you wish to include and click attach click on the type column and type part of the document type description, e g 'provider notes' profile will automatically select the type alternatively, press the button to choose the applicable document type from the list click on the column for each attachment to confirm it is ready to send click the send now button click yes on the prompt that appears the approval will be submitted and the status column will change to say 'submitted' hovering over the status will show more information if a document is rejected, the status icon will show 'rejected', and hovering over the status will show the reason for rejection note the specialist / gp / other treatment provider notes type is a general type that should be used for most situations where acc requests more information from a doctor note only three types have been enabled to avoid overwhelming users, but more can easily be added if there are any other document types you regularly send to acc that do not fit into these categories, please contact us and we will add them to the selection note attachments cannot exceed 20mb in size general information if any mandatory fields are missing, the form will pick that up and you will be unable to submit it if highlighting mandatory fields has been turned on, as recommended in the configuration docid\ izm8eg1s5iuoo9ep4nv1a section, mandatory fields will show in the designated colour until they have been populated for example there are several validation rules applied to the form to comply with acc requirements these can refer to configuration or to data we have provided more information on these in the validation rules section some fields display conditionally, i e depending on other options selected for example, employer, fitness for work details and others an acc45 number will be automatically generated and assigned on successful submission of the form if – for any reason – you need to manually enter an acc45 number, click on the enter button and enter it allowed formats are aannnnn, annnnnn, nnnnnaa, nnnnaaa, where a represents an alpha character, and n a numeric digit we recommend printing any required associated document after submission, to ensure it includes the acc45 number if you are not ready to send the form, you can park it and send it later when patient details are updated in the form (e g occupation, employer), a prompt will come up offering to update the patient record once a form has been successfully submitted, it cannot be modified or re sent notes on some fields employment status the patient is considered to be in paid employment in nz when any of the following options is selected ‘i am an employee’ (e g employee that pays paye) ‘i own/part own the company in which i work’ (e g owner or part owner of a limited liability company) ‘i am self employed’ (e g working as a sole trader or partnership) ‘other’ when selecting this option, describe as appropriate in the ‘other employment’ field “not in paid employment in new zealand” includes a volunteer worker (unpaid) an employee of an overseas company (not paying paye) occupation this field will be automatically populated from the patient’s record, social view, occupation code field if not recorded in the patient’s record, it can be selected in the form, and optionally saved to the patient’s record by clicking yes in the prompt that comes up on parking or sending the form the occupation field is mandatory even when the patient is not in paid employment choose an appropriate option such as 'unemployed', 'retired', 'student', 'pre school child' etc employer similarly, employer information is automatically populated onto the form from the patient’s record, social view, current employment panel if not recorded in the patient’s record, it can be selected in the form, and optionally saved to the patient’s record by clicking yes in the prompt that comes up on parking or sending the form you can update an employer’s address “on the fly” in the form however, if you wish to update it permanently, you should do so in their record in the employer field right click on the employer, and select ‘ open link ’ update as required and click ok in the form, re select the employer to refresh the details if there is no predefined employer record, you can create a new one from the form by clicking on the new button which comes up when the employer is not found alternatively, you can leave the employer field empty and manually fill out the name of employer and mandatory address fields sport injury if the accident occurred while playing sport, select ‘sports or exercise’ in the ‘what were you doing at the time of the accident?’ field to display an additional field with sports options injury diagnosis this is a standard lookup searching from the list of disease codes linked to the acc read codes (common) group search using standard lookup methods either type the exact code if known, or type part of the disease description until either an exact match is found or a list of matches is presented, from where you can double click on the appropriate one you can add up to 10 diagnoses if required, which will all be sent to acc note that only the top 3 will be recorded in the approval window created on successful submission of the form incapacity/restricted capacity period set the start and end of a period either by selecting from the calendar, or by entering directly in the field, then click on the appropriate button fit for some work or fully unfit for work when pressing the ‘fit for some work’ button, the ‘fit for some work' window will come up mandatory fields in this window are number of hours per day and type of work other fields are optional once a period has been set, a summary will appear below it validation rules free text fields have a maximum number of characters restriction enforced by acc to avoid errors on submission, profile will not let you type past the number of characters allowed the following fields in the patient’ record, general view, street address panel are mandatory street, city, postal (post code) and country if any of them are missing, an error will come up when sending, listing the fields with no value, e g you will need to fill out the missing details in the patient's record before attempting to resend the form if there are missing mandatory fields, it will return an error, eg incapacity/restricted capacity periods rules you cannot select more than 14 days in a single period, or in total (including weekends) if you have set both a ‘fully unfit’ and ‘fit for some work’ period, there can be no gap between the end of a period and the start of the next (even if the gap is a weekend day) the start date of an incapacity period cannot be before the accident date the ‘return to normal work’ date cannot be before the end of the last incapacity/restricted capacity period if the return to normal work field is left blank, it will be sent to acc as the first day after the end of the latest incapacity/restricted capacity period