Healthcode Setup & Submission

What is the purpose of this article? 

This article will take a Super User through the process of setting up the Healthcode integration with their Meddbase Chamber.  

This article will detail: 

• What is Healthcode?
• Enabling Healthcode in Meddbase
• Healthcode Settings in Meddbase
  • Claim Source Settings
  • Insurer settings
  • Procedure Codes on Services
  • Invoicing Diagnosis codes
• Submitting an invoice to Healthcode

What is Healthcode?

Pre-requisites for this process

Providers will need to submit a spreadsheet containing details of their Treatment Sites practitioners (including their GMC/professional numbers) and services to Healthcode for mapping. This will need to be configured in the Meddbase chamber, Meddbase will allocate each practitioner and treatment site a unique code, in Healthcode this is called a 'A Code'. If you would like a copy of this spreadsheet or need advice completing it, please contact support.

Healthcode are then able to map the A codes to the practitioners and Treatment Sites provided.

To start the process of signing up to Healthcode for you will need to register through the Healthcode website (https://www.healthcode.co.uk/ > Register)

• The application will be sent through to Healthcode’s Registrations team for set-up.
• Once this is completed, Healthcode will send through a ‘Welcome’ email with the credentials required to access your Healthcode Account, as well as for the VEDA site. The Welcome email should contain the Site ID of the VEDA Site.
• The password is now known as the API Key (a long alphanumeric reference needed to place in the password section in MedDBase)
• The third credential is a Web Services User ID (using a regular account username in MedDBase will not work for the integration link)
• Details on how to access these credentials via the Healthcode Account can be found here: https://www.healthcode.co.uk/help-and-support/healthcode-account-frequently-asked-questions/

Note: Please be aware that Healthcode will attempt to map all relevant ICD10 codes to ICD9 where available, but there may not always be a suitable code.

Enabling Healthcode in Meddbase

To begin setting up the integration:

• Go to Admin > Configuration > Chargeable feature
• Check ‘Healthcode’
• Accept the warning
• Click Save

Next, you will need to add your Healthcode account details to Meddbase. To do this:

• Go to Admin > Configure work types
• Click the 'Outstanding Debt' work type (Note: if this work type is not visible, you will need to add it as a new work type)

Configure the following settings:

Healthcode Settings in Meddbase

Following the initial setup, there are different Healthcode settings in the system which need to be addressed to complete the Healthcode configuration. These are: 

1. Claim Source Settings
   • Chamber Company – Claim as Hospital 
   • Doctor/Consultant – Claim for Specialists
   • Site – Claim for Locations
2. Insurer settings 
3. Procedure Codes on Services
4. Invoicing Diagnosis codes

Claim Source Settings

When invoices are submitted to Healthcode, they must include a claim source. This can be:

• Consultant (default)
• Hospital
• Screening Centre

Some insurers require billing companies to claim as Hospital for electronic invoicing. Meddbase allows you to configure claim sources at the company, consultant, and site level depending on your insurer agreements.

If the Healthcode section is not visible on any records, please do the following:

• Go to Layout > Unlock Layout for Editing > Layout Sections > Healthcode to add it to your layout page.
• Save the layout and set it as the company default.
• Save your changes by clicking Layout > Lock Layout.

Doctor/Consultant – Claim for Specialists

Once the integration has been turned on, a new section should be available to add to each doctor's personal details page.

Fields you can set here:

• Has been registered (mandatory)

  • Enables invoices for this consultant to be submitted to Healthcode.

• Invoice as payee (optional)

  • Tick if the consultant has a custom insurer contract and needs invoices to be billed under their name, even if raised by the clinic.

    • Some consultants have custom contracts with insurers in order to get paid more if a particular service is performed by them. The invoice may be raised by the clinic, but the insurer needs to know (via Healthcode) that it's being billed on behalf of the specialist, so that they get the better price. If a consultant has one of these custom contracts, then 'invoice as payee' should be ticked on their record.

Chamber Company – Claim as Hospital 

Once the integration has been turned on in chargeable features, a new section should be available to add to your chamber company's details page.

If the creditor needs to claim as a hospital in order to satisfy a particular insurer, then 'claim as hospital' should be ticked. Set here if the whole billing company must claim as a hospital to meet insurer requirements.

• Start Page > Company > [Find Company] > Company Details

Site – Claim for Locations

For some sites, their provider number should be sent to Healthcode in preference to that of the billing company. In this case check the box 'Invoice as payee'. Your sites can be found under Admin > Site Management. Set here if you want to define claim rules for a specific site or clinic.

Insurer settings

Each insurer is identified by a unique insurer code. This code ensures Healthcode recognises the insurer when processing invoices. 

The insurer code is sent on every electronic invoice that goes to Healthcode. Healthcode uses the code to check the invoice against the correct insurer record. If the code is missing or incorrect, the invoice may be rejected. Meddbase therefore needs the correct insurer code to link invoices to the right insurer when claims are submitted.

In Meddbase, the insurer code is entered on the insurer company’s details page. Once the Healthcode integration is enabled, a Healthcode section becomes available on each insurer’s details page where this code can be provided.

If this section is not visible:

• Go to Layout > Unlock Layout for Editing > Layout Sections > Healthcode to add it to your layout page.
• Save your changes by clicking Layout > Lock Layout.

Insurer codes

This is a code that uniquely identifies the insurer to Healthcode. Below are some typical codes used for insurers:

If an insurance company you use is not listed above, please contact them for the code they use to identify with Healthcode.

Configuring invoice 'Setting'

You will find out from the insurance company if you need to use a particular 'setting' to make the invoice valid.

This can be found under the Outstanding Debt work item settings:

The setting can also be overridden per session:

Procedure Codes on Services

To provide Healthcode with the correct procedure information, you can now add Procedure Codes (CCSD codes) directly to services in Meddbase.

• Go to Start Page > Admin > Billing Rules > Services.

• Open the service you want to edit.

• In the new Procedure Code field, enter the appropriate CCSD code.

• Save your changes.

When this service is later added to an appointment, the CCSD code is automatically pulled into the billing item and sent on the electronic invoice. This ensures Healthcode receives a standardised record of the services delivered.

Invoicing Diagnosis codes

Each invoice submitted to Healthcode must include an invoice diagnosis code. Healthcode accept ICS, ICD9, ICD10, or OSICS codes for sports injuries.

You will have completed a mapping exercise to map all of your:

• Practice Details
• Treatment Sites
• Payee Providers
• Controlling Specialists
• Provider Numbers
• Services

This mapping exercise is sent across to Healthcode who will provide you with support and guidance on the correct diagnosis codes for your clinic. Once done, you may either add the diagnosis codes manually or import the codes into your chamber. Please contact Meddbase support for advice on adding the diagnosis codes to your chamber.

Diagnosis Codes vs. Procedure Codes

• Diagnosis Code

  • Entered at the invoice level.

  • Only one per invoice.

  • Identifies the main diagnosis/purpose of the invoice.

  • Checked by Healthcode against the insurer’s approved list.

• Procedure Codes (CCSD)

  • Entered at the service level.

  • Set up in Admin > Billing Rules > Services.

  • Multiple can appear on an invoice (one for each service performed).

  • Identifies the specific procedures provided using Healthcode’s CCSD list.

Submitting an invoice to Healthcode

Important: All invoices submitted to Healthcode must have an appointment and an invoicing diagnosis code set.

Step 1: Book the Appointment

• Ensure the Insurer is set as the debtor when booking the appointment.

Step 2: Add Services

• Add all services during the consultation.

• Each service will include a procedure code.

Step 3: Discharge the Appointment

• Complete the consultation and discharge the appointment.

• Only after discharge can the invoice be submitted to Healthcode.

Step 4: Add an Invoicing Diagnosis Code

A diagnosis code can be added either during the consultation or after the fact. Possible locations to add a diagnosis code:

1. During the consultation on a clinical form (requires Capture diagnosis during consultation enabled under Admin > Configuration > Accountancy).

2. From a patient’s profile when creating a new Authorisation (under the Eligibility and Cases section).

3. Directly on the invoice when clicking Healthcode > Submit to Healthcode /Edit Healthcode Details.

If a diagnosis code was previously entered before handling the invoice, it will auto-populate on the invoice.

Step 5: Review and Submit Invoice

• Open the invoice, make any final changes if needed.

• Click Submit to Healthcode.

• Status changes from Not Sent → In Healthcode Queue.

• A work item is created in Outstanding Debt for tracking.

Step 6: Outcome

• If the screening is successful and no errors are returned, the invoice will be sent through to Healthcode and in Meddbase, the invoice status will be automatically marked as sent. This will allow for payment reconcilliation at a later date.
• If the screening is not successful and errors are returned by the EDI, the status of the invoice will remain Not sent. This allows you to correct the invoice depending on the errors returned. You will then repeat the above steps until a successful submission.

Troubleshooting

If the 'Healthcode' button does not appear on invoices, first check that the debtor is an insurance company. If the debtor is a patient, then the button will not appear.

If the error is one of the following:

You may have used an insurer code that is not configured in Healthcode yet

This means Healthcode needs to 'map' an insurer in their setup. You will need to inform Healthcode if you want to start using a new insurer that you have not used before.

Healthcode web services said: Access Denied: 

Your site ID is not recognised or your password is incorrect. You will need to contact Healthcode to verify your site ID.

Healthcode web services did not recognise this chamber's Site Id

Your site ID is not recognised or your password is incorrect. You will need to contact Healthcode to verify your site ID.

Healthcode web services could not validate the username for this site

Contact Healthcode as your username is not valid.

Healthcode web services were unavailable

Healthcode is currently unavailable. Contact Healthcode or try again later

One or more problems were found with the Healthcode setup

Please verify your setup. If you need training for your set, MMS can provide onsite or remote training session. Please contact Meddbase support to arrange training.

Billing item 'xxxxx' is not associated with an appointment

This happens if billing items are added by hand to an invoice, rather than by adding a service to an appointment. You cannot issue an invoice to Healthcode unless it has an associated appointment. In this case, you will need to re-issue the invoice via an appointment.

Debtor 'xxxx' does not have any healthcode settings provided / Debtor 'xxxx' is not configured as an insurer for Healthcode

This means the insurer doesn't have a code set. Please see Insurer settings for further details.

Problem with Setting: Must be I, D or O
The type of Healthcode invoice has not been set correctly. You need to set the invoice type to be either:

• Inpatient (I)
• Daycase (D)
• Outpatient (O).

Problem with RegistrationNo: No matching membership details can be found

The insurance details of a patient may be incorrect. Check that the membership number provided by the patient is correct.

Problem with ProcCode: Invalid Code

The procedure code for the invoiced product is invalid or missing for the insurance provider.

Problem with Diagnosis: Code not Mapped

The diagnosis code selected is not valid for the insurance provider.

Troubleshooting Healthcode invoicing issues:

Depending on the error messages output by Meddbase, customers may find this helpful in remediating most of their billing issues: https://www.healthcode.co.uk/help-and-support/veda-invoice-errors-and-how-to-fix-them/

Please note the link contains screenshots of HC VEDA – although Meddbase clients will be submitting bills via the API, the error reasons will remain the same.

Other helpful links
Healthcode’s Glossary of Terms:

https://www.docs.healthcode.co.uk/glossary-of-terms__trashed/glossary/#provider

Review Date

This article was updated on 19th August 2025.