Welcome to ClinicAid
Thanks for signing up with ClinicAid! We hope our web-based medical billing software will enable you to bill to the Saskatchewan Medical Services Branch MSB quickly and easily!
Now that you’ve signed up, you should have already received your login details via email to access your account. You can start the process of setting everything up for billing by logging into your ClinicAid account.
Go to the clinicaid.ca homepage and click on the Login button at the top right of the page. Enter your login credentials to access your account. We recommend using Mozilla Firefox or Google Chrome for any of your ClinicAid activities as these are the browsers that will work best with ClinicAid. We don’t advise using Safari or Internet Explorer for your ClinicAid billing purposes.
Setting up your provider record
The first thing you’ll need to do in order to complete your account setup is to create a provider record. If you’ve already been in touch with one of our support reps, this step may already be partially or fully completed for you.
In case you haven’t had your provider record(s) set up yet, here is what you’ll need to do.
Step 1: From the left-hand side menu, click on the Admin section.
Step 2: Click on Providers.
Step 3: Click on the green “Add Provider” button.
Step 4: Complete the provider information, including:
Provider Billing number
Clinic ID : clinic name, town, address, postal code
Location code (office, in patient, etc.)
*Please note that you will need to get setup for ICS submissions in order to submit your electronic claims through ClinicAid. You can contact the MSB Casework Unit at 306-798-0013 and ask to be enrolled for electronic submissions through ICS.
Step 5: Click the blue “Create provider” button in order to save the record.
Once you’ve completed all of the fields and saved the record, you should see a new provider displayed in the account. You can view the record by clicking the name of the provider or the little grey eye button on the right. You can make edits to the record by clicking the name of the provider and selecting edit, or by clicking the blue pencil icon on the right. Providers can be set to “inactive” if needed.
Once you’ve completed all of the fields and saved the record, you should see a new provider displayed in the account which, if viewed by clicking the name of the provider or the little grey eye button to the right, should look something like this:
You’ll need to set up separate provider records for each of the physicians the billing will be done for using this ClinicAid account.
Adding your first patients
In order to create and submit claims, you will need to link them to a patient’s Health Service Number (HSN). This means that you will need to create patient demographic records in ClinicAid with your patients’ details before beginning to submit claims.
There are three ways to add new patients into your ClinicAid account, outlined below.
1) Doing a demographic import of patient records from a previous system
If you were billing through a different software previous to getting a ClinicAid account, it may be possible to import your patient data directly into ClinicAid so that you don’t have to manually enter each patient record into the system. We will need a copy of your data in a comma-separated value (CSV) format (generally an Excel spreadsheet-type format will work).
If you don’t have direct access to your patient data, you will need to ask your current or previous billing software provider for the export or, if the data is on a server within your office, we may be able to access it remotely.
Contact a ClinicAid support rep if you’d like to find out more about doing an import of your data.
2) Adding a patient record from the Manage Patients section
You can add individual patient records by navigating to the Manage Patients section in the left-hand side menu. This will probably be the most efficient way to add a batch of patients when you first begin using your new ClinicAid account.
Step 1: In the Manage Patients section, you will see two options for creating a new patient record:
Option 1: Click the green “Add Patient” button to open up the complete patient demographic form which will allow you to fill out all of the patient’s details.
Option 2: Click the green “Quick Patient” button to open up a shortened version of the complete patient demographic form. You can set which fields to display by default on this form in the Preferences > Settings > Patient Quick Forms section.
Step 2: Select whichever of the two options is best suited to your practice and begin entering the patient’s details. The Ministry of Health requires all claims to contain the following basic patient information in order for them to be processed properly:
- First and last name: enter the patient’s name
- Patient's birthdate and Gender
- Health Service Number (HSN) : 9 digit personal health number of the patient, as seen on their healthcare card.
*If the Health Services Number is not available for a newborn, submit the claim with the mother's HSN and the newborn's identification data. The mother's name should be indicated in the comments record of the direct input claim or in the remarks area of a paper claim. If the mother has recently moved, the address should be indicated.
Step 3: Click the blue “Create patient” button to save the record once you have added the desired amount of information.
You can continue adding patient records by repeating this process.
3) Creating a patient record from the Create Invoice page
You can also create patient records directly from the Create Invoice screen. This method will be particularly useful once you already have your patient files set up and are adding new patients as you are doing the billing for them. It is also especially useful for physicians that don’t have regular patients.
When you click on the Create Invoice section in the left-hand menu, your cursor will automatically be in the Patient field. This field is a search that you can type patient names or PHNs into in order to pull up their patient record easily when creating an invoice. However, if the patient doesn’t already exist in your system, you will need to add them following these steps:
Step 1: Click on the + icon next to the patient field in order to open up the “Add a new patient” quick form.
Step 2: Complete all of the desired patient information.
Step 3: Click the blue “Create patient” button in order to save the record. This patient’s record will now join your other records in the Manage Patients section and will be searchable for future billing.
Once you’ve added patient records to your ClinicAid account, you’re ready to start creating invoices!
Creating your first invoices
There are 5 main sections to complete in order to create and submit your claims through the Ministry of Health properly. They are as follows:
1) Completing the patient information section
Step 1: Select the patient you wish to bill for. This field acts as a search so if the patient already exists in your account, simply search for them by name or HSN. If the patient does not yet exist, add the patient record following the instructions above.
Step 2: Once the patient is selected, their information should prefill in the Patient Information section of the invoice.
Step 3: Add a Referral ID if the patient was referred to you by another physician. This field acts as a search so you can begin typing the referral physician’s name or billing number. If they don’t appear in the search results, you can simply type in the practitioner's billing number if you know it, or you can add the provider as a custom referral provider by going to the Admin section in the left-hand side menu, opening the Referral Providers tab, and adding a new referral provider.
2) Completing the provider information section
If you’ve set a default provider* in your account (especially useful for sole practitioners), the Provider Information section should already be prefilled. Otherwise, simply begin typing the name of a physician or select them from the list that appears.
*To set a default provider, click the Edit pencil icon next to the Default Provider setting (found at the top right of the screen next to your account information) and select the provider’s name you wish to set as the default provider in the account.
To save, click the checkmark. Once this is saved, your new invoices will have the provider information section prefilled with this provider’s details.
3) Adding line items with appropriate service codes and diagnostic codes
All claims submitted to the Ministry of Health will require a service code. The majority of service codes require at least one diagnostic code.
The service codes and diagnostic codes fields are searchable by code or by description so typing numbers or letters in these fields will automatically display search results. Codes can be selected from the search or typed in. In order to complete a line item, follow these steps:
Step 1: input the appropriate service code. You can search for a code by number or description. For longer descriptions, use your mouse to hover over the short descriptions displayed in order to see the full text.
Step 2: input the appropriate diagnostic code. You can search for the code by the number or the word.
Step 3: select the service date. By default, the service date is set to today’s date. In order to select a service date in the past, use the calendar feature.
Step 4: if applicable enter the corresponding Location Code by clicking on the "Extra Fields" section. In this section you can also add any comments to go along with the claim.
Step 5: click the black “Add” button to add the line item to the invoice.
You can add as many line items as you’d like for a particular patient. They will be assessed based on the service code and service date.
5) Saving and submitting your claims
Once you’ve completed all of the necessary information on your claim, you are ready to send it in! You can submit the claim immediately by clicking the green “Send Now” button at the bottom of the invoice, but we recommend saving the claim by clicking the blue “Save” button instead. Saving your claims will allow you to do one final review before sending them off in a larger batch.
To send off your batch of saved claims, go to the Manage Invoices section. The “New” status (first tab) will display your new, unsubmitted claims which you can then send in a batch by checking the top checkbox (next to Service Date). This will select all of the claims visible on the page and once you click the green “Send” button that appears after checking the items, they will moved to the "Pending" tab.
Once you have sent your claims you will need to generate a submission file.
6) Generating a Submissions File
Step 1: Go to the Admin section in the left-hand side menu, opening the Billing Files tab and clicking on the green "Generate Submission Files" botton.
Step 2: In the pop up box you will see all the claims that have been created, select "Generate All".
Step 3: Download your generated file by clicking on the arrow button. That file will them be saved to your downloads folder.
Step 4: Go to the Ministry's ICS webpage to log in to your ICS account if you do not have access to ICS
you can contact the MSB Casework Unit at 306-798-0013 and ask to be enrolled for electronic submissions through ICS. Once you are registered with ICS you will need to install the Security Certificate to your browser, this certificate is provided by ICS.
Step 5: Click on "Submit Claims", which will bring you to where you can choose your file that you just downloaded to your computer, once you choose your file select "Submit Claims", which will then submit your claims to the Ministry.
Step 6: Once the ICS portal is accessible, log in to ICS and click on "Pick Up Returns". That will allow you to download your Remittance File. You will then go into your ClinicAid account to upload the file:
- Go to the Admin section and go down to Billing Files
- Select the Remittance Files tab and click on the green "Upload Remittance Files"
Once the Remittance File is uploaded ClinicAid will automatically read through the file and mark your invoices as paid or rejected. And you can view those claims under Manage Invoices.
MSB Billing Cycle
The Run Schedule in Saskatchewan it is every 2 weeks and cut off is Tuesday at 9:00AM. After the cut off the ICS portal will be inaccessible. As of Wednesday at 12:00PM the portal will become accessible once again.
Contacts and additional resources
Please visit ClinicAid’s Customer Support Portal to find additional resources to help you familiarize yourself with your new account. There, you’ll find links to our tutorial videos, as well as FAQs and written guides to help you become a ClinicAid billing pro in no time! You can also visit our blog for updates and more relevant information about ClinicAid. Feel free to contact us with any other questions you may have.
Other useful resources include the Health Care Resources for Physicians (for information about the various aspects of being a practitioner in Saskatchewan), the Payment Schedule for Insured Services(for specific procedures lists and fee amounts).
We hope this guide has helped you familiarize yourself with your ClinicAid account. Please let us know if you have any questions and happy billing!