Introduction

The Ministry of Health (MoH) fee schedule for 2020/ 2021 has been released. The update includes an increase of 2.84% to all fees paid for the 2020/21 year. No changes to any rules for the claiming process has been announced.

This topic confirms the steps required to update MoH information in EXACT.

Step 1: Back-Ups

We recommend you run a back-up just before you add MoH updates to your EXACT database. If you are not sure how to run a back-up, please contact your IT provider.

Step 2: Click here to Download the MoH Update Files

These MoH files will be supplied by our team shortly. These files will ensure relevant MoH information can be updated quickly and accurately. We recommend you download these files to your Server Computer.

Step 3: Import the MoH Fee Files

Plan to schedule a time, when no one else is using EXACT, to perform the 2020 updates. The update files need to be imported into your Server Computer.
It is important to check that your MoH Payors files are set up correctly to ensure the import will work successfully

How to check MoH Payor Files are configured correctly

1. Click the File menu and select Payors from the menu list

2. Click to open Payor file = OHSA from the Payor list

3. Check the configuration matches recommended settings

4. Open Payor file = OHSA-EX from the Payor list

5. Check the configuration matches recommended settings

6. If relevant, open Payor file = SDS from the Payor list

7. Check the configuration matches recommended settings

Screenshot showing location of Payor Type for OHSA

Open

How to import the MoH Fee Files - Part One | OHSA

1. Click to select the File menu

2. Click to select Payors from the File menu list

3. Click the List icon

4. Click to highlight Payor Code = OHSA

5. Click the OK button to open the OHSA Payor file

6. Click the Fee Schedule button

7. Click the Import Fees button

8. Open the MoH Updates folder

9. Click to select the file called OSHAfees_2020.CSV

10. Click the Open button
10. Click the Yes button when the Import Fees prompt appears
11. Click the OK button when the Import Fees has completed successfully

How to import the MoH Fee Files – Part Two | OHSA-EX

1. From the Payor list, open the OHSA-EX Payor file

2. Click the Fee Schedule button

3. Click the Import Fees button

4. Click to open the file called highcariesfees_2020.CSV

5. Click the Yes button when the Import Fees prompt appears

6. Click the OK button when the Import Fees has completed successfully

7. Check the OHSA-EX fees have been updated successfully

How to import the MoH Fee Files – Part Three | SDS

1. If relevant open the SDS Payor file

2. Click the Fee Schedule button

3. Click the Import Fees button

4. Click to open the file called sdsfees_2020.CSV

5. Click the Yes button when the Import Fees prompt appears

6. Click the OK button when the Import Fees has completed successfully

7. Check the SDS fees have been updated successfully

How to check the import

To check the 2020 fees have been updated successfully

1. Click the Fee Schedule button

2. Select any MoH item code

3. Click the edit button

4. Check the 'As at' date now displays 01/07/2020

Step 4: Import the School File

The updates for 2020 will not be complete without importing the latest School file into EXACT. The School file includes the names of every primary, an intermediate and secondary school in New Zealand (as per information available on the Ministry of Education website).
Did you know?

• About the Annual Consultation fee

Providers need to use the School list in EXACT to ensure the correct Annual Consultation fee will be calculated correctly on the claim form.

• Also available on the School list

• The School list in EXACT includes 'Home Schooled' and 'Not Attending School'

• Select 'Not Attending School' for a teenage under the age of 18 who is no longer at Secondary School

About the new School list import file

• The School update file will add new schools to your list in EXACT

• You should delete the name of any School which has closed in your area

• You should delete the name of any School which has had a name change in your area to avoid duplications

• If you discover a school near your Practice is not included in this list please contact Support.

How to Import the Schools Update

1. Click to select the Configure menu

2. Click to select OHSA from the Configure menu list

3. Click the Import Schools button

4. Open the MoH Updates folder

5. Click to select the file called SCHOOLS_2020.CSV

6. Click the Open button and the Schools update list will be imported

Step 5: Import the Decile Score File

When a Provider charts CON1 on an MoH Treatment Plan, the claim amount is based on the Patient's school decile score.
The School decile score (also known as TFEA score) is added into the EXACT school list by importing a separate update file.

Note: Since 1st July 2019, it has been mandatory to include the School decile score on all MoH claim forms. This field has been added to the latest MoH claim forms in EXACT for Versions 13.10 and higher.

How to Import the TFEA/Decile Scores Update

1. Click to select the Configure menu

2. Click to select OHSA from the Configure menu list

3. Click the Import TFEA Scores button

4. Open the MoH Updates folder

5. Click to select the file called TFEASCORES_2020.CSV

6. Click the Open button and the TFEA/Decile Scores update list will be imported

In Summary | Update #3

Here are the steps to ensure a smooth update:

1. Create Claims for completed visits

2. Run a Back-Up

3. Download MoH 2020 update files

4. Import the MoH Payor Fee files

5. Import the School file

6. Import the TFEA/ Decile file