Guide to Setting Up Healthcode Integration

What is Healthcode?

Healthcode is the UK's official medical bill clearing company for the private healthcare sector. In essence, any bills that need raising with health insurance companies need to be processed through the Healthcode system.

Who is it for & Why Should I Use it?

If you work with insurers and medico-legal providers this will allow you to submit your invoices directly from within WriteUpp. No need to re-key or submit claims manually. It should save you a whole heap of time!

How Do I Get Started?

As you might expect there’s a little bit of setup required to get started. This isn’t us making things complicated but unfortunately (as many of you will know) Insurers require a bit more information when you submit a claim. However, once you have completed the setup, all you need to do is click on the Healthcode button which appears at the bottom of the invoice screen.



This will take you through to a new screen where you will be able to review your submission and complete any missing information required by Healthcode. From here you can either submit your payment request or check that your request is valid before you submit it.

The remainder of this article explains what you need to do get things set up in WriteUpp. Once the setup is complete then (in theory) it's just a question of hitting a couple of buttons!

Step 1 - Get Your Healthcode Credentials

To use this integration you will first need to be registered with Healthcode. Without registering with Healthcode, you will not be able to use this feature.

Your registration must be for use with WriteUpp. You cannot use previous registrations that you have set up for another system or for manual submissions. 

To get registered, go to https://www.healthcode.co.uk/connect-with-veda/ and follow the steps to register. If you require any assistance please contact the Healthcode Customer Services team on 0330 900 4900.

When you have registered you will be provided with:

Site ID
Web Services ID
Password

These credentials are unrelated to your WriteUpp credentials and are provided by Healthcode. If you have any problems using these details, please contact Healthcode

Step 2 - Add Healthcode credentials to your WriteUpp account

Once you have received your Healthcode credentials, open the Main Menu, go to Integrations & Add Ons and click on Configure under Healthcode.

Enter your Healthcode credentials on screen as directed and click on save.

You can also click on Check Credentials and we'll check with Healthcode that the credentials can successfully be used.

If you have any problems verifying your credentials, unfortunately that's not something that we at WriteUpp can help with. Instead please contact Healthcode Customer Services team on 0330 900 4900 to check your setup.

If you don't complete this step none of the following steps will be possible

Step 3 - Set Up or Amend Your Third-Parties

In WriteUpp, Third-Parties are individuals or organisations that have an interest in a client's treatment. As such, Insurers and Medico-Legal companies (who pay for treatment) are Third-Parties.

To set up Third-Parties for Healthcode submissions:

Go to Settings -> Third Parties

Add a new Third-Party or edit an existing Third-Party if you now wish to submit invoices via Healthcode

When you create or edit the Third-Party you will be taken to the following screen:
 


In addition to the regular information that you need to specify when you set up a Third-Party, you should enter the Healthcode Identifier for the Insurer, for example "bup" if you're invoicing BUPA, and your Provider Number for the Insurer:

Step 4 - Link Appointment Types to Industry Standard Codes

To allow insurers to capture and analyse data about claims they require treatments to be classified using Industry Standard Codes (ISC).

To facilitate this you need to map the WriteUpp appointment types that you are going to claim for to their corresponding ISC, as follows:

Go to Settings -> Scheduling -> Appointment Types

Then either add a new Appointment Type or edit an existing Appointment Type that you are going to use for Healthcode submissions

When you create or edit an Appointment Type, you'll see an ISC dropdown option. Click on the dropdown and choose the ISC that corresponds to your Appointment Type then click on "Save".

The below article shows how to favourite ISC codes so that they appear on this list:

How do I add ISC codes to my favourites from the master list?

Step 5 - Link Expense Items to Industry Standard Codes (OPTIONAL)

This step is only required if you claim for expenses (i.e. Non-Treatment related costs)

To allow insurers to capture and analyse data about claims they also require non-Treatment related expenses to be classified using Industry Standard Codes.

To facilitate this you need to map the WriteUpp expense items that you are going to claim for to their corresponding ISC, as follows:

Go to Settings -> Expenses

Then either add a new Expense Type or edit an existing Expense item that you are going to use for Healthcode submissions

When you create or edit the Expense item, you'll again see an ISC dropdown list. Click on the ISC dropdown and choose the ISC that corresponds to your Expense item then click on "Save"

Once you have completed Steps 1 to 4 (or 5 where appropriate) you are ready to start using Healthcode

The following article explains how you submit invoices via Healthcode

Guide to Invoicing Using Healthcode

This article contains information on troubleshooting the Healthcode integration:

Healthcode troubleshooting

Updated on: 27/02/2023