Welcome to PPMP Central

PPMP Central is a comprehensive tutorial containing guides suited for beginners to advanced PPMP users and also includes documentation for I.T. Technicians.

Table of Content

Guide
Install/Move/Backup PPMP
Emailing Invoices/Receipts
SMS
DVA
Medicare Online
Workcover QLD
HICAPS
Tyro
Physitrack Integration
Install PDF Viewer
Report Finder

Installing PPMP Server (Only install one server per location)

Select only one PC located at the practice to be the PPMP server, all other PCs will only require a PPMP workstation installation. Your PPMP server must be switched on in order for PPMP workstations to connect to.

Step 1: Download the PPMPSetup.exe, right click and run as administrator.

Step 2: Go through the installation process and select "Full installation" & "Complete" when prompted. If the folder already exists then press Yes to install in that folder anyway.

Step 3: After the installation is complete, restart the PC and this will automatically initiate the SQL Server installation, go through the SQL server installation process.

Step 4: Open up PPMP and enter the login details.

  • SQL SERVER: (local)
  • DATABASE: PMPDATA
  • Username: ppmp
  • Password: ppmp

Step 5: Right click the windows start button on the bottom left corner and select Run > Type in: cliconfg and press OK.

Step 6: Enable Named Pipes & TCP/IP and press OK to save.

Step 7: Go to your PPMP Folder and ensure it is shared to everybody across your local network. (This should only be done on the server and not other workstations)

  • You can do this by locating your ppmp folder > right click on it and go to properties > go to the sharing tab > press advanced sharing > tick share this folder > press ok.

PPMP is now ready to use. To connect other workstations please see installing PPMP workstation login details.

Click here for System Requirements.


Installing PPMP Workstation (All other client installations)

Step 1: Ensure this PC is networked to your PPMP Server by your IT Technician.

Step 2: Download the PPMPSetup.exe and run as administrator.

Step 3: Go through the installation process and select "Workstation installation" & "Typical" when prompted.

Step 4: After the installation is complete, open up PPMP with the login details below.

  • SQL SERVER: YOURSERVERNAME (Your server name will show in the dropdown list)
  • DATABASE: PMPDATA (If this does not appear from the dropdown list, Windows firewall on your server is blocking the connection)
  • Username: ppmp
  • Password: ppmp

Step 5: Go to Setup > Computer Resource Usage > More PPMP Options

Step 6: Set the destination path of the DATA folder to: \\YOURSERVERNAME\ppmp and press ok

Step 5: Right click the windows start button on the bottom left corner and select Run > Type in: cliconfg and press OK.

Step 6: Enable Named Pipes & TCP/IP and press OK to save.

PPMP is now ready to use on this computer as well as your server at the same time, all appointments will be synchronized instantly.

Click here for System Requirements.


Moving PPMP Server to another computer

Step 1: Open up PPMP on the OLD SERVER and make sure it is the latest version (The version number is displayed on the PPMP Main menu)

  • Current latest version of PPMP: V
  • If no update button appears in the main menu then you are already on the latest version of PPMP

Step 2: Close PPMP on the OLD SERVER, this will prompt the backup window. Tick the checkbox "Select another location after the backup is ready" and press backup database to create the backup .ZIP file

Step 3: Press the button "Copy the backup file to another location" and save it to an external hard drive or USB.

Step 4: Right click the windows start button on the bottom left corner and select Run > Type in: SQLSERVERMANAGER10.msc

Step 5: You are now in the SQL server configuration manager, right click SQL Server (MSSQLSERVER) and press stop.

Step 6: Right click SQL Server (MSSQLSERVER) again and go to properties > service > change start mode from automatic to disabled and press OK.

Step 7: Transfer the backup .ZIP file from your hard drive to the desktop of your NEW SERVER.

Step 8: Download the PPMPSetup.exe on your NEW SERVER and run as administrator.

Step 9: Go through the installation process and select "Full installation" & "Complete" when prompted.

Step 10: After the installation is complete, restart the PC and this will automatically initiate the SQL Server installation, go through the SQL server installation process.

Step 11: Open up PPMP and enter the login details.

  • SQL SERVER: (local)
  • DATABASE: PMPDATA
  • Username: ppmp
  • Password: ppmp

Step 12: In the PPMP Main menu go to services > Restore backup ZIP file > Select your backup ZIP file on your desktop.

Step 13: Select Restore Files & Press Restore Files.

Step 14: Select Restore Database & Press Restore Database.

Step 15: Restart PPMP and it is ready to use.

Step 16: Right click the windows start button on the bottom left corner and select Run > Type in: cliconfg and press OK.

Step 17: Enable Named Pipes & TCP/IP and press OK to save.

Step 18: Go to your PPMP Folder and ensure it is shared to everybody across your local network.

  • You can do this by locating your ppmp folder > right click on it and go to properties > go to the sharing tab > press advanced sharing > tick share this folder > press ok.

PPMP is now ready to use, you can connect other workstations to read this diary, please see installing PPMP workstation login details.

Click here for System Requirements.


Setting the backup location

Step 1: Open up PPMP on your server (Backups can only be created on your PPMP server)

Step 2: On your PPMP Main menu go to Setup > Computer Resource Usage > Backup options.

Step 3: Enter the Final backup file destination path (This is where your default PPMP backups will be saved to).

Please see Creating a PPMP backup to see how to create your daily backups.


Creating a PPMP backup.

IMPORTANT: Ensure PPMP is on the latest version V before creating a backup.

Step 1: Open up PPMP on your server (Backups can only be created on your PPMP server)

Step 2: Close PPMP - This will prompt the backup window to appear.

Step 3: There are two options, you may select either one or both.

  • Backup to this location: (Location set in Setting the backup location)
  • Select another location: (Once the backup is created, a window will appear - you may select a folder destination.)

Step 4: Press backup database.

Your backup is now completed. Backups should be created EVERYDAY and we recommend keeping another backup on a USB or hard drive for emergencies.

To avoid long backup times, please scan/attach your documents at a low resolution. You may need to contact your IT Technician to assist you with the setup of your scanning software.


Restoring PPMP from a backup.

First an installation of PPMP Server is required.

Step 1: Open up PPMP on your server (Restores can only be done on your PPMP server)

  • SQL SERVER: (local)
  • DATABASE: PMPDATA
  • Username: ppmp
  • Password: ppmp

Step 2: In the PPMP Main menu go to services > Restore backup ZIP file > Select your backup ZIP file on your desktop.

Step 3: Select Restore Files & Press Restore Files.

Step 4: Select Restore Database & Press Restore Database.

Step 5: Restart PPMP and it is ready to use.

IMPORTANT: PPMP Backup must be restored on the same version it was created on.

PPMP is now ready to use, you can connect other workstations to read this diary, please see installing PPMP workstation login details.


PPMP Online Booking Website Button Install.

IMPORTANT: Please note HTML & CSS coding skills are required. You will need your website developer to install this.

Step 1: Ensure you have an online booking URL provided by PPMP.

Step 2: Copy the online-booking-content folder to the same folder as your website (usually same folder which index.html is located)

Step 3: Place the below stylesheet code within the head of your pages.

Step 4: Place the below button code within the body (at the start of the body) of your pages.

Step 5: Within the button code, replace # with your online booking URL.

    <iframe id='ppmpsrcUrl' src='#' style='width:100%;height:100%;'></iframe>

Step 6: Within the button code, replace the class blue to change the ribbon color.

    <div style="z-index:99999;" class="corner-ribbon top-left sticky blue ribbonbutton" onclick="document.getElementById('id01').style.display='block'">Book Online Now!</div>
    Color options below:

Your practice website should now have a ribbon on the top left corner of your website which will popup online bookings linked directly to your diary.

Patients will only be able to book if the time slot is empty (Cannot book if notes/reserved slots/already booked).

As soon as they book, they will receive a notification email with login details to book again in the future.

The practice will also get a notification email as well as the diary auto-populating the appointment.


SMS Setup.

Step 1: Fill out the SMS Registration form and fax/email to PPMP.

Step 2: We will contact you once your SMS Service is ready and install it for you.

While we setup your service, please read the SMS tutorials below.


Sending an individual SMS.

Step 1: Open your PPMP diary and go to SMS Apt Reminders tab > Send an SMS.

Step 2: Type in the mobile number & message then press Send the Message.


Sending a bulk SMS.

Step 1: Open your PPMP main menu and go to setup > SMS Template Setup.

Step 2: Press Add New Template.

Step 3: Press Add again.

Step 4: Enter your title and press Save. (Name this title: SMS Reminder)

Step 5: Press Exit and select the template name you just created. (SMS Reminder)

Step 6: Type in your message and double click on any merge fields on the right that you would like to enter in.

  • Example of an SMS template: Hello <Client Firstname>. Just a friendly reminder that your appointment is at <Time> on <Date>.
  • This will send an SMS to your client as: Hello John Smith. Just a friendly reminder that your appointment is at 9.00AM on 01/01/2016.

Step 7: Press Save Template.

Step 8: Go to the diary and under SMS Apt Reminders, Press For All On Tomorrows Page. (Or the other options if desired)

Step 9: Select your template you just created. (SMS Reminder) and press Next Step.

Step 10: There are now two options, press the desired option and your SMS messages will send:

  • Send SMS Reminders: This option will send the SMS message immediately.
  • Delayed Send Of Reminders: This option will allow you to select a date and time for the SMS to be sent out.

Please note that once the SMS Reminders have been set to delay send, there is no way to stop the submission.


Viewing patient SMS Replies.

Step 1: Open your PPMP main menu and go to Setup > Computer Resource Usage > Networking/SMS

Step 2: Make sure the checkbox is ticked: Retrieve SMS Delivery Report

  • This will enable SMS Replies retrieval which is $0.018 per SMS (Included in the $0.216 per SMS)

Step 3: Set checking of incoming SMS's from Never to every 10 minutes and press OK

Step 4: Open your PPMP diary and go to SMS Apt Reminders > SMS Messages sent log

Step 5: You can wait 10 minutes for the replies to come through or press Check for SMS Replies to force a retrieval of replies.

Step 6: The SMS replies will be in red, select them to view the SMS message below.

Step 7: Ticking the checkbox in the SMS Messages sent log will delete the reply.

Example: If you receive a reply "I cannot attend" from a patient. You would go into the diary and delete the appointment then tick this checkbox to delete the reply so you know that it has been actioned.


Internal Email Setup.

IMPORTANT: PPMP V required. Emailing functions will not work if the internal email system setup is incomplete.

Step 1: In your PPMP main menu go to Setup > User Licence > View/Print Registration Details > Ensure all your business details are filled in & press Save.

Step 2: Open your PPMP main menu and go to Setup > Internal Email System.

Step 3: Enter your From Name: (Your practice name)

Step 4: Enter your From Email: (Your practice email)

Step 5: If you would like a copy of sent items to your email address, make sure the checkbox is ticked: Include a copy of email to this address?

Step 6: Make sure the checkbox is ticked: Use PPMP Azure SMTP Server?

Step 7: Press Save & Test.

If you receive an error message during the test, please disable your firewall, antivirus, VPN or any firewalls within the router. You may need to contact your IT Technician to assist you with this.


Emailing a receipt.

Step 1: Go into a client information page an ensure there is an email address filled in. (Or under other addresses if the episode is set to send receipts to a different address)

Step 2: Go into a clients A/C Info and select the payment entry line (credit).

Step 3: Press View.

Step 4: Select your receipt layout and ensure email account is checked.

Step 5: Press Account (Normal or Itemised)

Step 6: Press Send.

Your receipt is now emailed as a PDF attachment to the client.


Emailing an Invoice.

Step 1: Go into a client information page an ensure there is an email address filled in. (Or under other addresses if the episode is set to send invoices to a different address)

Step 2: Select a client on the diary and press F11 to create a new invoice (Or go into the clients A/C info to view a previously made invoice to email and press view).

Step 3: Select your account layout and ensure email account is checked.

Step 4: Press Account (Normal or Itemised)

Step 5: Press Send.

Your invoice is now emailed as a PDF attachment to the client.


Emailing invoices (Bulk).

Step 1: In your PPMP Main menu go to Accounts > Print/Email Accounts.

Step 2: Select the required fields (Including at least one payment method & an account layout) and press continue.

Step 3: Press Email Accounts.

  • This will email your outstanding invoices to all your clients which have an email address under their client file.
  • If some clients do not have an email address, after you press Email Accounts button - Press Print Accounts button to print out the remainder invoices for clients that do not have an email address under their client file.

IMPORTANT: The same clients will not appear again in the next account print run to avoid sending multiple invoices to your clients. Clients will only appear if treatment charged again.


Medicare Online installation

To get the DVA system working, you will need to complete the Medicare Online installation & DVA setup.

Step 1: Fill out the Registration form and fax/email to PPMP.

Step 2: Wait for PPMP to process the form and a receipt will be emailed to you along with a Minor ID.

Step 3: Contact Medicare eBusiness and register this Minor ID - Medicare will send you a disk with the installation files (approx. 2-3 weeks)

  • It is important to wait until PPMP emails you a Minor ID and then contact Medicare eBusiness to register. (Registering before the Minor ID is issued to you by PPMP will cause your Medicare Online installation to fail and you will have to re-register with Medicare with the correct Minor ID issued to you by PPMP.)

Step 3: When the installation disk arrives, contact PPMP (1300 784 908) to book in an installation date. (PPMP will login to your server and install it for you)

  • Please insert the disk into your PC and verify that it is the correct disk, there should be two distinct files on the installation disk fac_sign & fac_encrypt. If the disk does not contain these two files then it is the wrong disk and you will have to contact Medicare to send the correct disk.

Step 4: PPMP Staff will install DVA onto your PPMP server on the booking date.

While you wait - You may begin the DVA Setup below.


DVA Setup

There are four setups that are required in order for DVA to process correctly. (Incorrect setup will cause DVA claims to fail and cause error return codes because required fields for Medicare are missing.)

  • Standard Charges Setup
  • Staff Setup
  • Client Details Setup
  • Registration Details Setup

Step 1: On your PPMP Main menu go to Setup > Fees & Charges Setup > Change the Standard Fees & Charges.

Step 2: Under Payment Method, Select DVA.

  • If you don't have this option then press setup to create this payment method: Setup > List Setup > Add > Type in: DVA > Press Save.

Step 3: Once DVA payment method is selected, Press Add new to add a new standard charge and type the required fields below.

  • Example:
  • Item Code: PH20
  • Medicare Code: PH20
  • Description: Standard Consultation
  • Normal Fee: $55

Step 4: Press Save - Your standard charge is now setup.

Step 5: On your PPMP Main menu go to Setup > Staff.

Step 6: Select your staff member and go to the provider nos tab.

Step 7: Select the Payment Method: DVA & type the required fields below.

  • Example:
  • Treatment Location: Rooms
  • Payment Method: DVA
  • Provider No: 123456X
  • Hicaps Provider Group Type: Physiotherapy
  • Hicaps Service Type Code: S - Specialist
  • Tyro Service Type Code: S - Specialist
  • Medicare Online Claim Type: DVA Allied Health
  • Medicare Online Claim Service Type: J - DVA Allied

Step 8: Press Update Provider No Details To ALL Payment Methods button - Your Staff setup is now complete (You will need to complete this same setup process for all your staff members)

Step 9: Go to the diary & open up a DVA clients file. (double-click on them)

Step 10: Under "Medicare DVA use ONLY!" - Enter in the Suburb, Postcode & Veteran Affairs Number.

Step 11: The client details is now setup. This setup will need to be done for all your DVA clients.

Step 12: On your PPMP Main menu go to setup > User license > View Registration Details and make sure all details are entered in and press Save.

DVA Setup is now complete - You can now process a DVA patient.


Processing a DVA patient

Step 1: Treatment Charge the client on your diary.

Step 2: The charge window will now appear - Select your consultation created under the payment method: DVA.

Step 3: Press Accept + Pay.

Step 4: Fill in the paying field & Press the Medicare DVA Claim button.

Step 5: Under Claims press Add.

Step 6: Under Vouchers press Add.

Step 7: Ensure all red asterisks fields * are filled in only.

  • If there are any fields filled in that are not marked with a red asterisks * - DELETE the content in them. (Except the field: Charge Amount $)

Step 8: Press Save & Go Back.

Step 9: Press Submit Claim to Medicare.

  • DVA has now been sent, please allow 1-3 business days for Medicare to process.
  • If you have received an error, please check your DVA Setup as a required field by Medicare is missing.

IMPORTANT: You must check if Medicare has paid your claims EVERYDAY. To do this go to your PPMP Main menu > Accounts > Transmit Medicare Online Claims > Press Retrieve/Payment Reports. This will check if your claims have been paid and update the paying fields in the client records automatically.


Processing a white card holder

Step 1: Go to the clients record and press the More Details tab.

Step 2: Tick the checkbox: White Card Holder

Step 3: Treatment Charge the client on your diary.

Step 4: The charge window will now appear - Select your consultation created under the payment method: DVA.

Step 5: Press Accept + Pay.

Step 6: Fill in the paying field & Press the Medicare DVA Claim button.

Step 7: Under Claims press Add.

Step 8: Under Vouchers press Add.

Step 9: Ensure all red asterisks fields * are filled.

  • Tick the Referral Issue Date checkbox.
  • Ensure the Referral Period is filled in.
  • Ensure the Referral Provider number is filled in.

Step 10: Press Save & Go Back.

Step 11: Press Submit Claim to Medicare.

  • DVA has now been sent, please allow 1-3 business days for Medicare to process.
  • If you have received an error, please check your DVA Setup as a required field by Medicare is missing.

IMPORTANT: You must check if Medicare has paid your claims EVERYDAY. To do this go to your PPMP Main menu > Accounts > Transmit Medicare Online Claims > Press Retrieve/Payment Reports. This will check if your claims have been paid and update the paying fields in the client records automatically.


Processing KM travelled

Please note: Medicare do not pay the first 10KMs & In order to claim KM they must be attached under a consultation. The KM claim will be rejected if not attached under a consultation.

Step 1: Treatment Charge the client on your diary.

Step 2: The charge window will now appear - Select your consultation created under the payment method: DVA.

Step 3: Press Accept + More.

Step 4: Enter in your charge for KM travelled (Medicare Item code must be KM)

  • Example:
  • Medicare Item code: KM
  • Description: Travel (20km)
  • Fee: $20

Step 5: Press Accept + Pay.

Step 6: Fill in the CONSULTATION paying field first & Press the Medicare DVA Claim button.

Step 7: Under Claims press Add.

Step 8: Under Vouchers press Add.

Step 9: Ensure all red asterisks fields * are filled in only.

  • If there are any fields filled in that are not marked with a red asterisks * - DELETE the content in them. (Except the field: Charge Amount $)

Step 10: Press Save & Go Back. (DO NOT SUBMIT TO MEDICARE YET)

Step 11: Press Exit.

Step 12: Fill in the TRAVEL paying field & Press the Medicare DVA Claim button.

Step 13: Under claims - Select the claim you just created (Should be on the bottom of the list)

Step 14: Under services - Press Add.

Step 15: Ensure the Item code: KM & Total Distance travelled is entered. Remove the charge amount.

Step 16: Press Save & Go Back.

Step 17: Press Submit Claim to Medicare.

  • DVA has now been sent, please allow 1-3 business days for Medicare to process.
  • If you have received an error, please check your DVA Setup as a required field by Medicare is missing.

IMPORTANT: You must check if Medicare has paid your claims EVERYDAY. To do this go to your PPMP Main menu > Accounts > Transmit Medicare Online Claims > Press Retrieve/Payment Reports. This will check if your claims have been paid and update the paying fields in the client records automatically.


Processing an EPC - Bulk Bill

Bulk billing is when your health professional accepts the Medicare benefit as full payment for a service. Instead of completing a form, you can use Medicare Online to send patient claim information directly to us through a secure internet connection. Benefits are paid directly into the patient's nominated cheque or savings account, usually the next working day. If the claim information is sent using Medicare Easyclaim, patient benefits are paid directly into the patient's nominated cheque or savings account almost immediately.

IMPORTANT: Please note a Medicare Online installation is required for Medicare Online to work.

If you would prefer to watch the video tutorial instead, please click the link below:

Step 1: In the PPMP Main menu go to Setup > Fees & Charges Setup > Change the Standard fees & charges.

Step 2: Press Setup in the Payment Method.

Step 3: Press List Setup.

Step 4: Press Add.

Step 5: Enter in the title: EPC - BB & Press Save & Exit.

Step 6: Under Payment method, Select your new EPC - BB payment method.

Step 7: Press Add New

Step 8: Type in the details below for your new consultation and press save.

  • Example:
  • Medicare Code: 10960
  • Description: Initial Consultation
  • Normal Fee $: 52.95

Step 9: Press Save & Exit to the PPMP main menu.

Step 10: Go to Setup > Staff.

Step 11: Select your staff member and go to the provider Nos tab.

Step 12: Go to Setup > Staff.

Step 13: Select your payment method from the drop down list: EPC - BB & Enter in the required fields below.

  • Example:
  • Treatment Location: Rooms
  • Payment Method: EPC - BB (Important)
  • Provider No: 123456X (Important)
  • Hicaps Provider Group Type: Physiotherapy
  • Hicaps Service Type Code: S - Specialist
  • Tyro Service Type Code: S - Specialist
  • Medicare Online Claim Type: BB (Important)
  • Medicare Online Claim Service Type: S - Specialist (Important)

Step 14: Press the button Save Provider No Details (Do not press the button below it)

Step 15: Exit out back into the diary and open a clients file (F3)

Step 16: Ensure the Medicare No field is filled in.

  • Example:
  • Medicare No: 1234567891 8 8 (Numbers in the two boxes on the right should be the same to reference who the client is on the card. Two boxes are for Tyro & HICAPS respectively)

Step 17: Press Medicare Verification.

Step 18: Select Online Patient Verification & Press Submit (This will check that your PPMP client record matches Medicares client record - A Success message should appear). This should be done to all your Bulk Bill patients.

Step 19: Treatment Charge the client.

Step 20: Select the payment method EPC - BB & Select your Consultation that you have just created.

Step 21: Press Accept + Pay.

Step 22: Fill in the paying field and press Medicare Online.

Step 23: Under Claims press Add.

Step 24: Under Vouchers press Add.

Step 25: Tick the checkbox: Include Referral/Request Details.

Step 26: Ensure all red asterisks fields * are filled. (By default they will be filled in if setup is entered in correctly)

Step 27: Press Save & Go Back.

Step 28: Press Submit claim to Medicare - Your claim is now submitted.

IMPORTANT: You must check if Medicare has paid your claims EVERYDAY. To do this go to your PPMP Main menu > Accounts > Transmit Medicare Online Claims > Press Retrieve/Payment Reports. This will check if your claims have been paid and update the paying fields in the client records automatically.


Processing an EPC - PCI

PCI - Patient Claims Interactive may be required if your practice charges more than Medicare fee for Item 10960.

IMPORTANT: Please note a Medicare Online installation is required for Medicare Online to work.

Once Medicare Online is successfully installed - You may use DVA and Medicare Online features through your PPMP.

If you would prefer to watch the video tutorial instead, please click the link below:

Step 1: In the PPMP Main menu go to Setup > Fees & Charges Setup > Change the Standard fees & charges.

Step 2: Press Setup in the Payment Method.

Step 3: Press List Setup.

Step 4: Press Add.

Step 5: Enter in the title: EPC - PCI & Press Save & Exit.

Step 6: Under Payment method, Select your new EPC - PCI payment method.

Step 7: Press Add New

Step 8: Type in the details below for your new consultation and press save.

  • Example:
  • Medicare Code: 10960
  • Description: Initial Consultation
  • Normal Fee $: 52.95

Step 9: Press Save & Exit to the PPMP main menu.

Step 10: Go to Setup > Staff.

Step 11: Select your staff member and go to the provider Nos tab.

Step 12: Go to Setup > Staff.

Step 13: Select your payment method from the drop down list: EPC - PCI & Enter in the required fields below.

  • Example:
  • Treatment Location: Rooms
  • Payment Method: EPC - PCI (Important)
  • Provider No: 123456X (Important)
  • Hicaps Provider Group Type: Physiotherapy
  • Hicaps Service Type Code: S - Specialist
  • Tyro Service Type Code: S - Specialist
  • Medicare Online Claim Type: PCI (Important)
  • Medicare Online Claim Service Type: S - Specialist (Important)

Step 14: Press the button Save Provider No Details (Do not press the button below it)

Step 15: Exit out back into the diary and open a clients file (F3)

Step 16: Ensure the Medicare No field is filled in.

  • Example:
  • Medicare No: 1234567891 8 8 (Numbers in the two boxes on the right should be the same to reference who the client is on the card. Two boxes are for Tyro & HICAPS respectively)

Step 17: Press Medicare Verification.

Step 18: Select Online Patient Verification & Press Submit (This will check that your PPMP client record matches Medicares client record - A Success message should appear). This should be done to all your Bulk Bill patients.

Step 19: Treatment Charge the client.

Step 20: Select the payment method EPC - PCI & Select your Consultation that you have just created.

Step 21: Press Accept + Pay.

Step 22: Fill in the paying field and press Paying All.

Step 23: Enter how the payment type amount according to how they paid and Press Accept But Don't Print.

Step 24: Under Claims press Add.

Step 25: Under Vouchers press Add.

Step 26: Tick the checkbox: Account paid in full?.

Step 27: Tick the checkbox: Include Referral/Request Details.

Step 28: Ensure all red asterisks fields * are filled. (By default they will be filled in if setup is entered in correctly)

Step 29: Press Save & Go Back.

Step 30: Press Submit claim to Medicare - Your claim is now submitted.

Please note: EPC - PCI claims will NOT show a processed date or payment date.


Workcover QLD Setup

Step 1: Register with Queensland WorkCover.

Step 2: Once you have received details from WorkCover go to Setup > Computer Resource Usage > Workcover tab.

Step 3: Enter in your WorkCover details

  • Example:
  • State: QLD
  • Policy Number: P9900000003 (Username without B2B_)
  • URL: Should already be entered in
  • API Client Key: Should already be entered in
  • UserName: B2B_P9900000003 (Supplied by WorkCover)
  • Password: *********** (Supplied by WorkCover)

Step 4: Press Save and then Press Test API Connectivity.

  • A success message: "The WorkCover API is up and running!" should appear.

Step 5: In your PPMP Main menu > Setup > User Licence > View Registration Details and make sure all details are entered in and Press Save.

Step 6: In your PPMP Main menu go to Setup > Fees + Charges Setup > Change the Standard Fees + Charges.

Step 7: Go to the Payment Method: Workcover (Or create one if it is not in there)

Step 8: Once payment method is set to Workcover. Press Add New to create a new consultation and Press Save.

  • Example:
  • Item Code: 10021
  • Description: Initial Consultation
  • Normal Fee $: 60

Step 9: In the diary open the client record and then go to the WorkCover episode.

Step 10: Fill in the episode details along with the required fields below:

  • Example:
  • Send A/C's To: Episode Other Addr's (4)
  • Claim/File Reference No's (1): 123456789Y
  • Normal Fee $: 60

Step 11: Now press the EDI tab within that WorkCover episode and set the below fields:

  • Example:
  • Type: WorkCover QLD
  • Claim: 123456789Y

Workcover QLD Setup is now complete - You must complete the WorkCover setup (Step 9 & onwards) for all WorkCover clients.


Billing a WorkCover Patient

Step 1: Treatment Charge the client on your diary.

Step 2: The charge window will now appear - Select your consultation created under the payment method: Workcover & ensure the Item Code is filled in.

Step 3: Press Accept.


Submitting WorkCover Claims

Step 1: In your PPMP Main menu go to Accounts > Transmit QLD WorkCover Accounts.

Step 2: Select your Workcover payment method and treatment location (Default: Rooms) & Press Continue.

Step 3: Click "Prepare and Send WorkCover File" once the list has been created.

A success message should appear: "The batch was sent successfully to the WorkCover system!"


Recording WorkCover Payments

Step 1: In your PPMP Main menu go to Batches > Batch Payment.

Step 2: Select the Batch you wish to pay and fill in the paying fields.

Step 3: Press Accept Don't Print.

Workcover payment fields are now updated.


HICAPS Installation

Step 1: Ensure your HICAPS terminal is connected to your PC.

Step 2: In your PPMP Main menu go to Setup > Computer Resource Usage > EFTPOS > Tick Use HICAPS & Selecting Printing Options: EFTPOS Terminal.

Step 3: The HICAPS installation will now popup - go through the installation.

  • If prompted, uninstall HICAPS. This will uninstall the old version and re-install the new version.

Step 4: Ensure the HICAPS + symbol on the bottom right corner of your screen is yellow.

  • If the symbol is red, you will need to contact HICAPS to fix this.

Step 5: Restart PPMP and HICAPS will now synchronize with your PPMP.


HICAPS Setup

Step 1: In your PPMP Main menu go to Setup > Staff.

Step 2: Select your staff member and go to that staff members Provider Nos tab.

Step 3: Fill in the required details below.

  • Example:
  • Provider No: 123456X
  • Provider Group Type: Physiotherapy
  • Service Type Code: S - Specialist

Step 4: Press Save Provider No Details To All Payment Methods button.

  • This setup will need to be processed for each treatment location for each staff member.

Step 5: In your PPMP Main menu go to Setup > Fees + Charges Setup > Change the Standard Fees + Charges.

Step 6: For all your standard charges, select them from the entries list and ensure the Item code + Medicare Code is filled in.

  • To find the correct codes - please refer to the hicaps item numbers in Setup > Staff > Provider Nos > View Hicaps Item Number List.

You are now ready to process a claim.


Processing a claim through HICAPS

Step 1: Treatment Charge your patient. (F7)

Step 2: Select your standard charge and press Accept + Pay

Step 3: Enter in the required amount to be processed and press Claim HICAPS.

Step 4: Enter the number corresponding with the patient name and press Begin.

Step 5: The HICAPS terminal will prompt you to swipe the patients card & display your computers name.

  • Once the process has completed successfully, PPMP® will display & print the claim summary for you & the Patient.

Step 6: Enter the payment screen and double click the paying field to pay off the remainder.

Step 7: To pay via EFTPOS Payment, enter the amount & select EFTPOS Payment.

Step 8: Enter the amount & press Start Transaction.

Step 9: Select your terminal & press Choose.

Step 10: Complete the transaction on the HICAPS terminal & PPMP will print a receipt.


Referring Doctors Setup

Step 1: In your PPMP Main menu go to Setup > Addresses.

Step 2: Press New entry button and enter in all the Doctor information on the right.

Step 3: Press Save.


Submitting a Bulk Bill Claim

Step 1: Treatment Charge your patient. (F7)

Step 2: Ensure all information is entered in. (All information will be entered in by default if HICAPS setup is completed)

Step 3: Press Accept + Pay

Step 4: Double click the empty paying field & Press Claim Medicare.

Step 5: Fill in the appropriate information.

  • Example:
  • Claim Type: Bulk Bill
  • Referral Period Code: Indefinite
  • Referral Override Code:

Step 6: Press Claim.

Step 7: Follow the prompts on the screen to complete the transaction & print receipts.


Submitting a Fully, Part, or Unpaid Claim

Step 1: Treatment Charge your patient. (F7)

Step 2: Ensure all information is entered in. (All information will be entered in by default if HICAPS setup is completed)

Step 3: Press Accept + Pay

Step 4: Double click the empty paying field & Press Claim Medicare.

Step 5: Fill in the appropriate information.

  • Example:
  • Claim Type: Fully Paid
  • Referral Period Code: Indefinite
  • Referral Override Code:

Step 6: Press Pay Patient Contribution (EFTPOS).

  • If the Medicare Number is not filled out in the Patient Details, you are prompted to swipe/insert the card.

Step 7: Follow the prompts on the screen to complete the transaction & print receipts.


Tyro Installation

Step 2: In your PPMP Main menu go to Setup > Computer Resource Usage > EFTPOS > Tick Use Tyro & Select Printing Options: EFTPOS Terminal.

Step 3: The Tyro installation will now popup - go through the installation prompts.

  • Select an Auto Update time if prompted, this is for Tyro software only.

Step 4: Restart your PC and open PPMP.


Tyro Setup

Step 1: In your PPMP Main menu go to Setup > Staff.

Step 2: Select your staff member and go to that staff members Provider Nos tab.

Step 3: Fill in the required details below.

  • Example:
  • Provider No: 123456X
  • Tyro: Service Type Code: S - Specialist

Step 4: Press Save Provider No Details To All Payment Methods button.

  • This setup will need to be processed for each treatment location for each staff member.

Step 5: In your PPMP Main menu go to Setup > Fees + Charges Setup > Change the Standard Fees + Charges.

Step 6: For all your standard charges, select them from the entries list and ensure the Item code + Medicare Code is filled in.

Step 7: Go into your patients file and ensure the medicare no is filled in. (If not known - it will be completed automatically after you swipe the clients Medicare Card)

Step 8: Go into your patients episode and ensure all details are filled in including all referral details. (See Referring doctors setup to pre-fill this information)

You are now ready to process a claim.


Processing a claim through Tyro

Step 1: Treatment Charge your patient. (F7)

Step 2: Select your standard charge and press Accept + Pay

Step 3: Double click in the paying field to enter the full amount and press Tyro Healthpoint.

Step 4: Enter the number corresponding with the patient name and press Begin.

Step 5: The Tyro terminal will prompt you to swipe the patients card, follow the prompts on the screen.

  • Once the process has completed successfully PPMP® will return you to the payment window, you will notice the Tyro claim amount has already been deducted from the total amount owing, you can pay the remaining balance or exit.

Step 6: Enter the payment screen and double click the paying field to pay off the remainder.

Step 7: To pay via EFTPOS Payment, enter the amount & select Tyro EFTPOS Payment.

Step 8: Enter the amount & press Start Transaction.

Step 9: The Tyro terminal will prompt you to swipe the patients card.

Step 10: Complete the transaction on the Tyro terminal & click yes to print a receipt.


Referring Doctors Setup

Step 1: In your PPMP Main menu go to Setup > Addresses.

Step 2: Press New entry button and enter in all the Doctor information on the right.

Step 3: Press Save.


Submitting a Bulk Bill Claim

Step 1: Treatment Charge your patient. (F7)

Step 2: Ensure all information is entered in. (All information will be entered in by default if Tyro setup is completed)

Step 3: Press Accept + Pay

Step 4: Double click the empty paying field & Press Tyro EasyClaim.

Step 5: Fill in the appropriate information.

  • Example:
  • Claim Type: Bulk Bill
  • Referral Override Code:
  • Referral Period Code: Indefinite

Step 6: Press Claim.

Step 7: Follow the prompts on the screen to complete the transaction & print receipts.


Submitting a Fully, Part, or Unpaid Claim

Step 1: Treatment Charge your patient. (F7)

Step 2: Ensure all information is entered in. (All information will be entered in by default if Tyro setup is completed)

Step 3: Press Accept + Pay

Step 4: Double click the empty paying field & Press Claim Medicare.

Step 5: Fill in the appropriate information.

  • Example:
  • Claim Type: Fully Paid
  • Referral Period Code: Indefinite
  • Referral Override Code:

Step 6: Press Pay Patient Contribution (EFTPOS).

  • If the Medicare Number is not filled out in the Patient Details, you are prompted to swipe/insert the card.

Step 7: Follow the prompts on the screen to complete the transaction & print receipts.


Physitrack integration

First you must have an account with Physitrack - Select PPMP as your Affiliate and enter PPMP20 to receive your 20% discount.

Step 1: In your PPMP Main menu go to Setup > Computer Resource Usage > Program Links > Tick Activate Physitrack link.

Step 2: Restart PPMP & open a client record.

Step 3: Select the Exercise Program.

Step 4: Press Open Patient In Physitrack.

  • If this is the first time you login, enter your Physitrack login credentials.

The patient is now opened in Physitrack.


Install PDF Viewer

In order to view your PDF documents, you must have a PDF viewer installed and set as the default program on that specific PC.
This guide will show you how to install Nitro PDF viewer which enables you to open PDF documents.

Step 1: Download and Open this file to install Nitro PDF viewer.

Step 2: Place any PDF document on your desktop.

Step 3: Right click the PDF document on your desktop and select open with > choose another app.

Step 4: Select Nitro Reader 3 and ensure the checkbox Always use this app to open .pdf files is checked.

Now you can open PDF files from PPMP Desktop or PPMP Cloud.


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IMPORTANT: If you cannot find certain reports listed here, upgrade to PPMP V




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