User Guide - Submit ACC45 Form using direct connections (APIs)

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 this user guide https //intrahealth freshdesk com/a/solutions/articles/6000267103/edit?lang=en#user guide there are also some one off changes required to use the new feature, described in submitting acc45 forms using direct acc connections (apis) docid\ izm8eg1s5iuoo9ep4nv1a 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 before you upgrade, make sure all parked healthlink acc45 forms have been submitted profile v8 8 11 and above configuration as described in submitting acc45 forms using direct acc connections (apis) docid\ izm8eg1s5iuoo9ep4nv1a has been completed 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 approvals 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 https //intrahealth freshdesk com/a/solutions/articles/6000267103/edit?lang=en#mandatory fields 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