A guide to the Clearing Service

Discover all you need to know about the Clearing Service

The Clearing Service charges are now in place for healthcare practitioners and clinics.

Direct debit details won’t need to be entered until your current monthly plan ends.

Click here to get set up.

 

What has changed?

Since 2002 we provided a validation and clearing service for electronic invoicing free of charge. From April 2021 we introduced a charge for the Clearing Service

Why did it change?

When we started the free electronic bill clearing service in 2002, we could not have imagined we would be processing and clearing more than 7million electronic bills each year by 2019 including 4million from practitioners and clinics and 2.9million from hospitals, which represents an increase of 31% on three years before. This accounted for more than £3.3bn revenue for the sector. Whilst volumes fell during the height of the pandemic there has already been a significant recovery.

As the invoice clearing hub for the whole industry, the Clearing Service must continue to be secure and up to date with all compatible software, web security standards and data security compliance.

Maintaining this vital link between practitioners and insurers is expensive and requires technical expertise, compatibility and ever-increasing compliance and server security.

To continue to support our customers now and in the future, Healthcode’s service must be commercially viable and built on strong foundations. Therefore, the Clearing Service charge has been set at a reasonable price for everyone, instead of funding it through other areas of our business.

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How much will I be charged?

To continue using the service you will be charged a subscription fee of £6.99 per month per payee provider, plus a transaction fee of 25p per validated bill.  These charges will apply to all users of the Clearing Service, including ePractice customers, as well as those who access our service using third-party practice management software. 

As the Clearing Service charges are wholly associated with running your practice they are 100% allowable as a business expense and can be offset against tax.

Who is affected?

All customers that use Healthcode’s electronic bill Clearing Service are affected and require a subscription to our Clearing Service.

What you need to do to get set up

As you know you will need to subscribe to the Clearing Service to submit electronic bills to the private medical insurers (PMIs). This will take effect once your current plan has expired. We have produced some handy customer journey maps and step by step guides to give you further support.

 

To access these please click on the relevant links under the customer profile below which best suits you.

Single Specialist

A single specialist is a practitioner who has a billing site* in their name (including a company name) and bills PMIs themselves and/or has additional named people (users) with access to the site to do this on their behalf. They have not linked their site with another, known as a Medsec site, which is associated with:

    • a commercial medical secretarial or billing bureau
    • a medical secretary provided by a hospital
    • a self-employed secretary 

Medical secretary

A Medsec site is a billing site* set up for a single or group of medical secretaries working for one or more practitioners where the practitioners are paid directly by the insurers. This type of site is also used by commercial medical secretarial and billing bureaus. Practitioners who wish to use these services have their own billing sites which are linked to the Medsec site. In this instance the billing site is referred to as a “Child site” and this guide applies to you too.  

Practice/Clinic

A Practice/Clinic is made up of one or more individuals who have a billing site* in their name (including a company name) where they are billing for multiple practitioners and the practice/clinic both invoices and is paid by the insurance companies.

*A billing site is a secure account set up on Healthcode’s secure website for a medical provider that captures and stores billing data for submission to private medical insurers (PMIs) and other payors.

New ePractice subscription plans

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Feedback from customers has helped us gain a better insight into their experience of Healthcode, their practice needs, and how they feel Healthcode can support them. The responses helped us understand the challenges of running a successful private healthcare business that exceeds the expectations of patients, operates efficiently across one or multiple locations, and complies with more stringent regulations on data protection and information transparency.

We have introduced three new subscription plans that replaced our old ePractice packages.  

ePractice Basic

This plan offers the basic functionality required to create and submit an invoice.

ePractice Lite

An improved entry-level service by which customers can manage all their billing and collection activities for PMIs, self-funded patients, and other payors.  It is best for startups to help you keep control with real-time visibility over your financial transactions, income, and cash flow. It includes tools to help you record payments, reduce bad debt, and a time-saving tool to verify patients’ PMI membership.

ePractice Pro

A complete practice management service that puts you in control of financial and administrative tasks and gives you access to your business data all from one platform. In addition to the features to help you manage your patient records and financial transactions, ePractice Pro also includes diary & appointment scheduling, letters and SMS text messaging, real-time reporting, and clinical coding tools.

Click here to view the detailed plan features. 

All ePractice plans, including the free to access ePractice Basic, integrate with the Clearing Service.

Frequently asked questions

How would you describe Healthcode as a business?

We are an IT solutions provider for the whole private healthcare sector and the insurance companies are also our customers. Our aim is to produce systems to facilitate and improve the operational efficiency of administrative processes for everyone. The contracts and fee schedules that exist between insurers and healthcare practitioners are none of our business and out of our control.