Karen's Key Tips and Practice Tricks
If you have any feedback, ideas for tips or need assistance contact Karen at Karen.Bolch@wellsouth.org.nz.
19 November 2025 - Charging patients under 14 years of age
Merry Christmas and wishing you all a Happy New Year.
I hope you have enjoyed my tips and tricks pages throughout the year and that they have been helpful for you. I’d really appreciate your feedback, and I’m open to ideas on what to include in 2026 so email karen.bolch@wellsouth.org.nz
Congratulations!!!!
A massive congratulations to all of you who have been busy working your way through the Register Updates in Thalamus, especially the pre-2011 enrolment forms. The results from November to December were great and I look forward to seeing those figures decrease even more over the coming months.
If you require any assistance or have any questions regarding these reports, please feel free to contact me.
A few points to remember:
• Unenrollment issues – means that you have not unenrolled the patient 100% from the NES.
• Quintile Funding – addresses require validation in the PMS only.
• Quintile Mismatch – addresses require validation in the NES and saved back to the PMS.
• Pre-2011 Enrolment Forms – please ensure you are ‘re-enrolling’ your patients in the PMS and not ‘enrolling’ them.
• Enrolment Forms – must include the following mandatory statements as per HNZ:
I have read and understand the Use of Health Information Privacy Statement. The information I have provided on the Enrolment Form will be used to determine eligibility to receive publicly funded services. Information may be compared with other government agencies, but only when permitted under the Privacy Act.
I understand that the Practice participates in a national survey about people’s healthcare experience and how their overall care is managed. Taking part is voluntary, and all responses will be anonymous. The survey provides important information that is used to improve health services.
I understand that the practice may share my health information between healthcare providers using HealthOne, a secure system for storing electronic patient records and that all information is kept confidential and checks are in place to monitor all access.
I understand that further information on HealthOne is available from the practice on request.
Stay safe and I hope you all have some relaxing time off over the holiday season and get to spend it with special people.
19 November 2025 - Charging patients under 14 years of age
According to Te Whatu Ora | Health New Zealand, Tamariki (children) aged 13 and under are eligible for free doctor visits at general practices. However, it is always best to check with your specific practice to confirm eligibility.
5 November, 2025 - pre 2011 Patient Enrolment Forms
Te Whatu Ora requires all patients enrolled using pre-2011 enrolment forms to complete a new enrolment form. This is due to mandatory declarations that are missing on the older forms, which no longer meet current enrolment standards.
Printable pdf here - this PDF includes demonstration images for PMS'.
22 October, 2025 - Patient re-enrolment via auditable contact
Patients with a current enrolment can be re-enrolled with your practice through auditable contact.
This may be an effective process for reconnecting with patients who haven’t been seen in the past three years.
Printable pdf here - this PDF includes demonstration images for PMS'.
9 October, 2025 - Patients who go to prison
When enrolled patients go to prison for more than 3 months, you must end their funding for capitation while still keeping them registered within your practice. You can leave the patient as registered in your PMS and end their enrolment in NES. This means that you will no longer receive capitation for this patient until you re-enrol them once they are released from prison.
Printable pdf here - this PDF includes demonstration images for PMS'.
24 September 2025 - Who can claim funded maternity care within New Zealand?
Maternity claiming and eligibility
New Zealand citizens and permanent residents are entitled to free pregnancy care unless they choose a private obstetrician or private sonographer. Non-citizens or non-permanent residents may also be eligible for free or subsidised maternity care under specific conditions.
Printable pdf here.
10 September 2025 - Hardship Fund
This programme provides limited funding to support enrolled and unenrolled patients facing financial hardship and in clinical need to access primary care that they otherwise couldn't afford. Practices/providers have the discretion to allocate this funding as they see fit, subject to these conditions.
Printable pdf here.
27 August 2025 - managing newborn enrolments in primary care
When newborns are enrolled with a general practice at birth, health professionals gain more opportunities to give childhood immunisations on time and maximise the child’s health as they grow.
Printable pdf here
13 August 2025 - eReferral form for Vietnam War veterans
HealthLink and Veterans' Affairs New Zealand are pleased to introduce a new eReferral form that makes it easier and faster for you to complete the Annual Medical Assessment (AMA) for Vietnam veterans. This fully funded assessment helps monitor and support the long-term health of veterans exposed to service-related risks.
Printable pdf here
31 July 2025 - Checking the status of CSC & HUHC for patients within Medtech and Indici
When patients have a Community Services Card (CSC) or High Use Health Card (HUHC), it can affect their funding and costs within a practice.
Printable pdf here Scroll to page 2 for Indici codes and summary info.
16 July 2025 - Drivers licence medical update
Registered Nurses can complete the drivers medical for enrolled patients in full, freeing up valuable GP time.
Resource Link
Printable pdf here.
3 July 2025 - Patient records when a patient transfers to a new practice
The practice newly enrolling the patient is obliged to accept the paper notes along with the electronic records, if the patient has consented to the transfer of records.
Resource Link
Printable pdf here.
18 June 2025 - General Medical Services (GMS) explained
GMS are subsidies paid to general practices under the Section 88 notice to help reduce patient fees for children and subsidy card holders for standard consults.
Resource Link
General Medical Services claim
Printable pdf here.
4 June 2025 - Retention of patient records and confidentiality
Patient health information is highly confidential and must always be handled with care, even after a patient has left the medical centre or is deceased.
Printable pdf here with links to further information.