When a patient’s information has been updated at the provincial level, but has not yet been updated in Juno EMR/ClinicAid, your invoices may come back rejected due to that mismatch. The patient’s information will need to be adjusted in both Juno and ClinicAidbefore invoices for that patient can be reprocessed and resubmitted. In order to ensure that changes made in one system are accurately reflected in the other, we first change the patient’s information in Juno EMR, and then “push” that information into ClinicAid.
In Juno EMR
To adjust a patient demographic in the Juno User Interface:
Click the Search bar and type the patient’s name. When their name appears in the auto-complete, click it to enter their Details page.
Update the patient’s information so that it matches the information on record at the ministry. This can include Health Insurance information (PHN, version code if necessary), but may also include the patient’s name and/or address.
Click the “Save” button at the top or bottom of the page.
To adjust a patient demographic in the Classic User Interface:
Click “Search.”
Select the criteria by which you would like to find your patient (name, demographic number, phone number, etc).
Type the patient’s identifying information into the text field.
If the patient is an active patient, press Enter or click Search. If the patient is inactive, click “Search Inactive.” If the patient has another status in the clinic, click All.
Click the patient’s Demographic number to enter their Master Record.
Click the “Edit” link next to the demographic number in Master Record.
Adjust the patient’s health insurance information (PHN, version code if necessary).
Click “Update Record” at the bottom of the Master Record.
To update your patients’ information in ClinicAid, you will need to ‘push’ that information from Juno EMR. Juno EMR updates your patients’ information whenever you navigate to the invoice creation page from their chart or a patient appointment. You can do this from:
The schedule (clicking the B on a scheduled appointment for that patient)
The patient’s Master Record (clicking the Create Invoice link), or
The patient’s Details page (click Billing, then select Create Invoice).
You do not need to save or submit a new invoice for the information to be updated. You can exit the invoice creation screen once you have confirmed that the patient’s information has been updated to the correct values (the right-hand side of the Create Invoice screen, under “Patient Information,” and/or the Advanced tab).
Once the patient's information has been updated in ClinicAid, you will need to reprocess the rejected invoice(s) with the patient's updated information. To do that:
In ClinicAid, click Manage Invoices if you are not already on that screen. Locate the invoice that you would like to edit.
Click the blue pencil-shaped edit button to edit the invoice.
In the Patient Information section of the right-hand side of the invoice, click the two circular arrows to reprocess that patient's information, pictured below.
Make any other required changes to resolve the rejection.
Click “Send Now” at the bottom right of the invoice.
This will resubmit the invoice to your provincial healthcare billing authority. Assuming that there are no other issues with the invoice, it should be paid on your next remittance.
If, instead of “Send Now,” you click the “Save” button, a copy of that invoice will continue to appear in the “Requires Action” tab. Under the “Status” heading, those invoices will now say “Revised.” You can click the View button (the eye-shaped icon) to send these invoices individually, or can click the check-boxes to the left of the invoices to activate the “Send All” button at the bottom of the screen when you are ready to send those to your provincial billing authority.