How to Set a Mandatory ID Number When Creating Patient Accounts in Healthbridge Nova

How to add a new user

How to add a patient

How to Add a Branch in Healthbridge Nova

How to Add Custom Charge Codes in Healthbridge Nova

How to view transactions and invoices  on an account 

How to Change Your SMS and Email Templates in Healthbridge Nova

Account Age

Percentage Billing 

How to Transfer Liability from Medical Aid to Patient in Healthbridge Nova

How to set up Network pricing and contracts

Healthbridge Nova Reports

How to Add a Provider in Healthbridge Nova

How to Customize the Calendar in Healthbridge Nova

How to Send Bulk Messages in Healthbridge Nova

Login to Healthbridge Nova

How to Set Up Private Rates in Healthbridge Nova

How to reset passwords (System admin rights required)

How to Manage Electronic Remittances in Healthbridge Nova

How to link your Gmail Calendar

Stock Reports 

Monthly Transaction Report

Quarantine Stock Listing

Stock Overview

 Purchase Orders (PO's) and Receiving

Payment Summary Report

Payments Per Provider Report

Payment Details Report

Goods Received Listing (GRV)

How to cancel a cash Invoice 

Stock Adjustments 

Stock Movement 

Label Printing and Hardware Requirments

How to manage stock daily 

How to Take on Stock 

Vendor Management 

How to setup Invoice Templates 

How to set up appointment reminders and confirmation templates linked to specific visit types

How to manage Unallocated Credits 

How to Bill PMB Conditions at 300%

Debtors Movement Report

WhatsApp Patient onboarding 

How to add an appointment to the Calendar

How to Perform a Benefit Check in Healthbridge Nova

 Stock Level Listing

Supplier Returns Listing (SRN)

Modifier Coding Cheat sheet

How to Add Modifiers to an Invoice

Gynaecology & Obstetrics Modifier Cheatsheet

Paediatric Modifier Cheatsheet

How to manage patient accounts Part 1

Working with the Healthbridge Nova inbox

How to Fix and Resubmit Claims in Healthbridge Nova

How to do a Manual RA Capture.

How to search for patient accounts

How to add notes to a Patient Account 

How to manage patient accounts Part 2

How to Book and Join a Telehealth Appointment

How to manage captured  invoices 

How to follow up on Invoices 

How to add a Credit Note 

How to add a Debit Note 

How to capture a payment 

How to Create and Manage Quotations

How to Capture an Invoice

A day in the practice

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Add-Ons and Integrations

Logging into Healthbridge NovaStep 1<ol><li>Open your&nbsp;web browser (e.g., Chrome, Edge, Safari).</li><li>Type https://healthbridgenova.co.za/login in the address bar and press&nbsp;Enter.</li></ol>Step 2: Enter Your Credentials<ol><li>In the&nbsp;Username field, enter your registered username.</li><li>In the&nbsp;Password field, enter your password.</li><li>Click&nbsp;‘Login’.</li></ol><img src="https://cdn-assets.productfruits.com/8fb3ed3b-f054-4782-a5ba-ef0964c1bfd6">Step 3: Reset Your Password (First-Time Login Only)<ol><li>If this is your&nbsp;first time logging in, the system will prompt you to&nbsp;reset your password.</li><li>Follow the on-screen instructions to create a&nbsp;new secure password.</li><li>Click&nbsp;‘Confirm’ to save the changes.</li></ol>Step 4: Save Time for Future Logins<ol><li>(Optional) To quickly access Healthbridge Nova in the future,&nbsp;bookmark the login page:<ul><li>On Chrome: Click the&nbsp;star icon in the address bar.</li><li>On Safari: Click&nbsp;‘Add to Favorites’.</li><li>On Edge: Click the&nbsp;three dots (•••), then select&nbsp;‘Add to Favorites’.</li></ul></li></ol><figure class="image"><img src="https://cdn-assets.productfruits.com/60b77f71-86be-4905-af64-928f850505c3"></figure>Watch a quick and easy video on how to login.<figure class="media"><div data-oembed-url="https://vimeo.com/906720143?share=copy"><div style="position: relative; padding-bottom: 100%; height: 0; padding-bottom: 56.2493%;"><iframe src="https://player.vimeo.com/video/906720143" style="position: absolute; width: 100%; height: 100%; top: 0; left: 0;" frameborder="0" webkitallowfullscreen="" mozallowfullscreen="" allowfullscreen=""></iframe></div></div></figure>

Step 1: Open the Calendar.<ol><li>Log in to&nbsp;Healthbridge Nova.</li><li>Click on the&nbsp;‘Calendar’ tab from the&nbsp;main dashboard.</li></ol>Step 2: Select a Provider and Branch<ol><li>If you manage a&nbsp;multi-branch practice:<ul><li>Choose the&nbsp;Branch from the&nbsp;left-hand panel.</li><li>Select the&nbsp;Provider from the&nbsp;menu above the calendar<img src="https://cdn-assets.productfruits.com/ae7dafa1-2227-4a4d-a7db-5ab2fd184b8f"></li></ul></li></ol>Step 3: Choose a Time Slot<ol><li>Locate the&nbsp;desired date and time on the calendar.</li><li>Click on an&nbsp;empty time slot where you want to schedule the appointment.</li></ol>Step 4: Search for the Patient<ol><li>In the&nbsp;appointment window, search for the patient by entering:<ul><li>Name</li><li>Surname</li><li>Cell Number</li><li>Date of Birth</li></ul></li><li>Select the correct patient from the list. Their details will automatically populate in the appointment fields.</li><li>If the patient is new, enter their details manually or navigate to the&nbsp;‘Accounts’ tab to create a&nbsp;new patient profile.</li></ol><figure class="image"><img src="https://cdn-assets.productfruits.com/f6d7b6e9-ece8-48a5-a36a-65b49971ded7"></figure>Step 5: Enter Appointment Details<ol><li>Complete the required fields:<ul><li>Appointment Type or&nbsp;Reason for Visit.</li><li>Duration of the appointment.</li><li>Authorization Number (if required by the patient’s medical aid).</li><li>Room or Resource (for specialized procedures like ECGs).</li></ul></li></ol>Step 6: Set a Recurring Appointment (Optional)<ol><li>If the patient requires a&nbsp;recurring appointment (e.g., weekly, monthly):<ul><li>Click&nbsp;‘Repeat’ and choose the frequency.</li><li>Set the&nbsp;recurrence interval and&nbsp;end date.<img src="https://cdn-assets.productfruits.com/87acd7d5-5fb5-4fde-b8bc-2dfa98313ce5"></li></ul></li></ol>Step 7: Perform a Benefit Check (If Applicable)<ol><li>After saving the appointment, the system will&nbsp;automatically trigger a Benefit Check to verify the patient’s medical aid coverage.</li></ol>Step 8: Save and Confirm the Appointment<ol><li>Click&nbsp;‘Save’ to finalize the appointment.</li><li>The appointment will now appear on the&nbsp;calendar.</li></ol><figure class="image"><img src="https://cdn-assets.productfruits.com/5ba0949a-6dbc-45ef-8e6d-4e1d1728db96"></figure>Step 9: Manage Check-In and Waiting Room (On Appointment Day)<ol><li>On the day of the appointment, mark the patient as&nbsp;‘Checked-In’ from:<ul><li>The&nbsp;Calendar</li><li>The&nbsp;Waiting Room</li></ul></li></ol>Step 10: Changing the colour of an appointment<ol><li>Once an appointment has been booked the user can further define or add personalisation by adjusting the colour of the appoitment. &nbsp;<ul><li>Select the appoint that requires the colour change.</li><li>Click on the colour selection block in the top right hand corner.</li><li>Select the required colour and the setting will take effect.</li><li>this colour change will also carry through to the waiting room as the patients are checked in.</li></ul></li></ol><figure class="image"><img src="https://cdn-assets.productfruits.com/f00778f6-7505-4e09-88a6-bc3f3450d2c8"></figure>The appointment is now successfully scheduled in Healthbridge Nova!To watch a video on how to add an appointment click on 'Play' below.<figure class="media"><div data-oembed-url="https://vimeo.com/818286591"><div style="position: relative; padding-bottom: 100%; height: 0; padding-bottom: 56.2493%;"><iframe src="https://player.vimeo.com/video/818286591" style="position: absolute; width: 100%; height: 100%; top: 0; left: 0;" frameborder="0" webkitallowfullscreen="" mozallowfullscreen="" allowfullscreen=""></iframe></div></div></figure>&nbsp;&nbsp;&nbsp;&nbsp;&nbsp; &nbsp;

Step 1: Open the Calendar<ol><li>Log in to&nbsp;Healthbridge Nova.</li><li>Click on the&nbsp;‘Calendar’ tab.</li></ol>Step 2: Book an Appointment<ol><li>Select the&nbsp;Branch, Provider, and Time Slot for the patient’s appointment.</li><li>Follow the standard&nbsp;appointment booking process.</li></ol><figure class="image"><img src="https://cdn-assets.productfruits.com/1fdea5ab-0258-464f-8bca-fdb50ed198be"></figure>Step 3: Ensure All Required Fields Are Completed<ol><li>To trigger a&nbsp;Benefit Check, enter the following patient details:<ul><li>Name</li><li>Surname</li><li>Medical Scheme</li><li>Member Number</li><li>Dependent Code</li><li>Date of Birth</li></ul></li></ol><figure class="image"><img src="https://cdn-assets.productfruits.com/4c8a9c1a-b99f-4c5b-8f02-e6de1be7c999"></figure>Step 4: View Benefit Check Tariff Codes (Optional)<ol><li>At the top of the&nbsp;appointment window, locate&nbsp;‘Benefit Check Lines’.</li><li>Review the&nbsp;default Tariff Codes used for the Benefit Check.</li></ol><figure class="image"><img src="https://cdn-assets.productfruits.com/89ecea11-437a-40ef-8467-da76a1bc1c2e"></figure>Step 5: Save and Trigger the Benefit Check<ol><li>Click&nbsp;‘Save’ to finalize the appointment.</li><li>If applicable, the system will&nbsp;automatically perform a Benefit Check.</li></ol>Step 6: Interpret the Benefit Check Response<ol><li>The system will return a&nbsp;color-coded response:<ul><li>Green: Fully covered by medical aid.</li><li>Yellow: Partially covered; patients need to cover the shortfall.</li><li>Orange: Not covered; advice on payment methods.</li><li>Red: Rejected due to invalid patient details; correct the information and resubmit.</li><li>Grey: Response pending; typically resolved within the same day.</li><li>Blue: No benefit check has been triggered yet; this may indicate a cash payment, missing data, or that the benefit check is pending based on trigger timing.</li></ul></li></ol><figure class="image"><img src="https://cdn-assets.productfruits.com/51492762-80bb-4319-a1ef-972c8acdff21"></figure>The Benefit Check is now complete! The response will be displayed in the appointment details.<figure class="image"><img src="https://cdn-assets.productfruits.com/51492762-80bb-4319-a1ef-972c8acdff21"></figure>Click below for a quick tutorial on how to do a benefit check<figure class="media"><div data-oembed-url="https://vimeo.com/912174879?share=copy"><div style="position: relative; padding-bottom: 100%; height: 0; padding-bottom: 56.2493%;"><iframe src="https://player.vimeo.com/video/912174879" style="position: absolute; width: 100%; height: 100%; top: 0; left: 0;" frameborder="0" webkitallowfullscreen="" mozallowfullscreen="" allowfullscreen=""></iframe></div></div></figure>&nbsp;

Manual (Paper) RAs are remittances sent directly to the practice by the schemes because they cannot be sent electronically.How to capture a manual remittance advice.<ol><li>Navigate to the&nbsp;“Accounts” tab.</li><li>Select the&nbsp;“Manual RA capture” option.</li><li>Complete the required RA information.</li></ol><ul><li>Statement Date: The date on the RA.</li><li>Payment Date: The date payment was received.</li><li>Medical Aid/Insurer: Select the medical aid or insurer from the dropdown.</li><li>RA Statement Number: Enter the unique statement number from the RA.</li><li>EFT Reference Number: Input the payment reference.</li></ul>4. Once the required information has been captured the user can allocate payments as needed. <img src="https://lh7-rt.googleusercontent.com/docsz/AD_4nXc_9_WdcNP2rChkIxN4HKkZ9OEckUpPWqzDz5Iabxtr91HtYpBOWDbm5mtMOwc6A_cZKzerdLp9v5ynQ65FWAA_iA4idmbgnCPfycI3s1sh2BRashX73BR1YatamcwWSHpC2XRG2A?key=34YGgIAkJ33i0hp0xsHizazd">5. Extra verification is now required to save a manual RA header info. this additional step will ensure users validate their work before committing it.<figure class="image"><img src="https://cdn-assets.productfruits.com/2c88d4fb-05ee-4046-a2f9-bb6cd79b63eb"></figure>6. You can now edit RA header fields (excluding total and journal amounts) before any account allocations have been made. The user can simply click on the "pencil" icon to edit the fields and save the changes.<figure class="image"><img src="https://cdn-assets.productfruits.com/4a16eca3-5417-4ad7-8411-60e9319a2a5b"></figure>How to allocate payments.<ol><li>Once the RA information has been captured the user can select&nbsp;”Save RA and proceed to capture payments”.</li><li>Search the account and allocate an amount to the required invoice in the&nbsp;"amount paid" field.</li><li>Once the payment has been allocated to the account the user is required to&nbsp;“commit” to the payment, before moving forward to the next.</li><li>Once all payments have been allocated or "Committed" the user can select “Complete”&nbsp;to finish the manual RA.</li></ol><figure class="image"><img src="https://cdn-assets.productfruits.com/e8482b16-6df3-49e3-becd-53b27d178091"></figure><blockquote>Please take note of the following:<ul><li>The user can add the reason codes as required.</li><li>The user can also choose non-payment actions eg write off.</li><li>The user must commit an allocation before moving on to the next.&nbsp;&nbsp;&nbsp;</li></ul></blockquote>How do you “Save for later” when capturing a manual RA.This feature allows users to pause the Manual RA process without losing progress. Payments that have been partially entered or allocated can be saved and resumed later.<ol><li>Once all relevant data has been captured the user selects&nbsp;“Save RA and proceed to capture payments”&nbsp;They have the option to allocate payments immediately or&nbsp;“Save for Later”.</li></ol><figure class="image"><img src="https://cdn-assets.productfruits.com/68b68d4e-e21a-4eb9-97c3-06d49e3c310b"></figure>To access the RA’s that have been&nbsp;“Saved for Later”.<ol><li>Select the “Inbox” tab</li><li>Navigate to&nbsp;“Reconciliation” and select&nbsp;the required RA.</li><li>Open the RA and resume allocations.</li></ol><figure class="image"><img src="https://cdn-assets.productfruits.com/a3c28ca8-e2aa-44d9-b7a4-c64f426706cd"></figure><figure class="image"><img src="https://cdn-assets.productfruits.com/87acff89-9683-4803-8496-6eabff1f521b"></figure>How to reverse allocated payments.If a payment was already&nbsp;"committed" in error the user can follow these steps to rectify the error.<ol><li>Navigate to the “accounts”&nbsp;tab and locate the patient account that requires correction.</li><li>Select&nbsp;“Transactions”&nbsp;and change “Type”&nbsp;to ‘Medical aid payment”.</li><li>Locate the payment and “reverse”&nbsp;the transaction found under the "Actions" option.</li><li>Once the transaction is&nbsp;“reversed”, you can locate the item in the&nbsp;“Suspense Account”&nbsp;to be actioned as required.</li></ol><img src="https://cdn-assets.productfruits.com/c00ea481-7abe-483f-93de-2b1d9ce063b2"><blockquote>Note:&nbsp;Once a payment is reversed the RA can ONLY be located in the&nbsp;“Suspense account” for further action. This means that the allocation&nbsp;can not be done from the inbox.</blockquote><figure class="media"><div data-oembed-url="https://vimeo.com/843125676?share=copy"><div style="position: relative; padding-bottom: 100%; height: 0; padding-bottom: 56.2493%;"><iframe src="https://player.vimeo.com/video/843125676" style="position: absolute; width: 100%; height: 100%; top: 0; left: 0;" frameborder="0" webkitallowfullscreen="" mozallowfullscreen="" allowfullscreen=""></iframe></div></div></figure>&nbsp;

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