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Clearing Service | Practices & Clinics using ePractice Basic


Managing your Clearing Service subscription

If you use ePractice Basic to create your invoices it’s easy to set up and manage your subscription to the Clearing Service. You’ll need this to invoice the insurers and other payors electronically.

You can only subscribe if you have a personal user ID and password (not sharing this with anyone else). If you don’t have a user ID, please complete our User Login Request form.

It’s really important that you check the ID of the site you want to use to invoice electronically before starting this process – this’ll save confusion and avoid you setting up a Direct Debit for the wrong site. The site ID is 7 characters long and always begins with HC.

If you need to set up your Direct Debit in a company name or if your bank needs dual signatories this needs to be done BEFORE you complete the steps listed here. Please go to the following help pages:

Direct Debit – company bank account

Direct Debit – dual signatories (also includes instructions for company bank accounts)

First steps

  • Log in here
  • Type your user ID and password into the boxes and click Submit
  • Close the Clearing Service splash screen (if it appears) by clicking OK
  • A second splash screen may appear telling you about Online Payments – close it by clicking on the “x”

Adding your Clearing Service subscription

  • Click the Manage Subscription button at the bottom of the menu bar – this is on the left of your screen.
  • Click Update Subscription
  • You’ll see a screen with your subscription options – ePractice Basic is identified as your Current Plan with a white tick inside a blue triangle in the top left corner of the tile
  • Click the Choose Plan box at the top of the Clearing Service pane to insert a tick – don’t do anything to your ePractice pane unless you wish to change it (see below)
  • Click Proceed on the top right of the screen

Setting up your Direct Debit

  • Enter the necessary information on the Direct Debit Instructions form – this doesn’t have to be the same account where payments from the insurers and other payors are sent
  • Tick the boxes at the bottom of the screen before clicking Confirm
  • A message box will confirm your subscription – click OK
  • The Clearing Service is now also identified as a Current Plan

Your direct debit will show as Pending verification against your Payment Methods in the Manage Subscription home page (accessed by clicking Update Details). This stage usually takes around two working days while the mandate is logged with BACS (Bankers’ Automated Clearing System).

Unsubscribing from the Clearing Service

You don’t need to cancel your Direct Debit as you can unsubscribe from the Clearing Service at any time by removing the tick against the Current Plan box. Click Proceed on the top right of the screen. The changes will take effect at the end of your current monthly term.

If you’ve sent any transactions through the service in the month before unsubscribing, these charges will be taken the following month.

Resubscribing to the Clearing Service

You can resubscribe at any time by adding the tick against the Clearing Service Choose Plan and then clicking Proceed on the top right of the screen. The changes will take effect immediately.

Changing ePractice plans

You can upgrade and downgrade your ePractice subscription at any time by clicking in the Choose Plan box at the top of the required plan to insert a tick. Click Proceed on the top right of the screen. If you’re upgrading, the changes will be made immediately – the pro-rated amount (the subscription due between sign up and the end of your current monthly term) will be added to your unbilled charges and invoiced at next renewal. If you’re downgrading the changes will take effect at the end of your current monthly term.

Healthcode Academy

The Healthcode Academy is run by our friendly and knowledgeable Service Delivery Associates. They offer practical and relevant modular tutorials about our products highlighting the wealth of useful features and help you to use them with confidence. Each free online session uses your own data for real-time examples and lasts between 30-60 minutes. Don’t have the time? Take a look at our bite-sized modules instead.

Learn more about Healthcode Academy

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