Signing in

Get into the app on your phone from any browser.

Open https://app.cesoft.com.au in your phone's browser.

The sign-in screen asks for your Minor ID, username, and password. The Minor ID is provided by your practice — it stays the same every time.

Enter your Minor ID (e.g. CUT00000), your Username, and your Password, then tap Sign in.

Adding the app to your home screen

The Surgical Lists home screen and Invoice List

The two list screens you use every day.

After signing in you land on the Surgical Lists screen. Each row is one operating list — a date, hospital, and surgeon.

The home screen. Past lists appear above today's date; today's list is highlighted; future lists appear below. The count on the right shows how many invoices exist for that list.

The Settings and Log out buttons are at the top right. Tap a list row to open that day's Invoice List.

The Invoice List for a day. Each row shows the invoice number, status badge, patient name, date of birth, age, sex, and health fund. Tap any row to open it.

After several invoices are saved. The status badge (Estimate, Queued, Submitted) shows where each invoice is in the billing workflow.

Create an invoice for a privately-insured patient

The full anaesthetic invoice flow, covering all six panels.

Tap the + button in the footer to open a blank New Invoice. The app shows six collapsible panels — tap each heading to expand it.

A new invoice with all six panels collapsed. Work through them top to bottom.

On the Search tab, type the patient's family name. Results appear as you type — tap the matching record to link the patient.

Type a surname to find an existing patient record. Results appear below the search box.

Once linked, the patient's name and date of birth are confirmed. These come from the patient record and cannot be edited here.

Tap Medicare and fund details to review the Medicare number and health fund.

The Medicare and fund details card. The health fund is pre-filled from the patient record.

Confirm the operating surgeon and hospital. If you work with more than one, search and change them here.

Panel 2 shows the operating surgeon and hospital, defaulted from the list you came from.

For a privately-insured patient the defaults are Claim Type: Inpatient Claim, Fee Basis: Fund, Status: Estimate.

Panel 3 for a privately-insured patient. “Fund” fee basis means the anaesthetic fee is calculated from the health fund's scheduled rate.

Open the Referrer panel and select the Referral Type. Once a type is selected, the Provider Number and Referred By fields appear — search for the referring doctor.

The Referrer panel before any details are entered. Tap “Referral Type” to open the dropdown.

The referral type dropdown. Common choices are Standard (a GP referral within the referral period), Emergency, and Not required.

After choosing the referring doctor, the provider number fills in automatically from the doctor's record.

Open the Procedure panel and record the anaesthetic timing. Enter the Start time and End time, or an Estimated Duration if exact times are not available.

The Procedure panel before any times are entered. Start time, End time, and Estimated Duration are separate fields.

Start time 09:00 and end time 10:30. The duration (90 minutes) is calculated from the times, and drives the automatic TIME item.

Open the Anaesthetic Items panel and confirm the Date of Service. Tap Add Item and enter an MBS item number — the app validates it and fills in the description. Typical items include a BASE item (e.g. 20911) and a pre-operative consultation item (e.g. 17610).

The Anaesthetic Items panel before any items are entered. Tap “Add Item” to open a new row.

Once a BASE item is added and a duration is set, an automatic TIME item appears as a separate read-only row, calculated from the procedure duration.

The TIME item appears automatically once a BASE item is added and the procedure duration is set. It is shaded to distinguish it from items you entered.

The TIME item is read-only — you cannot edit its number or description. The only action is to delete it, which also clears the procedure timing. It updates automatically if the duration changes.

Add any further items, such as a pre-operative consultation. Each appears as its own row, and the Totals card sums them.

The Anaesthetic Items panel after adding items. Each item shows its MBS Rebate, Fund Rebate, and Invoice Total.

The Totals card shows the combined MBS Rebate, Fund Rebate, and Invoice Total across all items.

Open Notes to read any saved notes (read-only) and add an invoice note if needed. Then tap Save in the footer — the heading changes from “New Invoice” to an allocated invoice number.

After saving, the heading shows the allocated invoice number. The invoice now appears in your Invoice List.

Back on the home screen, the list row now shows a count of at least one invoice.

Variation: a DVA patient

How the invoice differs for a Department of Veterans' Affairs patient, where DVA pays the full fee.

Search for and link the DVA patient. Expand Medicare and fund details — the card shows the Veterans File Number in place of a Medicare number.

DVA patient linked. The health fund shows “Veterans' Affairs” / “DVA.”

The fund details card for a DVA patient shows the Veterans File Number.

In Panel 3, Claim Type is automatically set to DVA Claim and Fee Basis to Fund. These are fixed for DVA patients and cannot be changed.

Panel 3 for a DVA patient. Claim Type is “DVA Claim” and Fee Basis is “Fund” — both set automatically.

Complete the Referrer, Procedure, and Anaesthetic Items panels as normal. In the Totals card, the MBS Rebate is $0.00 — DVA does not use the Medicare schedule; the full fee is carried as Fund Rebate (the DVA rate).

The Totals card for a DVA invoice. MBS Rebate is $0.00; the Fund Rebate carries the full DVA fee.

Variation: a self-funded / Medicare-only patient

How the invoice differs when a patient has no private health fund.

If the patient does not exist, tap the New tab in Panel 1 and enter their details. A Medicare number is optional but recommended; leave the health fund blank (or set to Self Funded).

The New Patient tab. Leave the fund blank for a self-funded patient.

A new patient being created. The Medicare number is optional but recommended so Medicare can be billed.

In Panel 3 the Health Fund shows “Self Funded”. Claim Type defaults to Medicare and Fee Basis to MBS (or Rebate if Bulk Bill is configured). The fee basis options are limited to Rebate and MBS.

Panel 3 for a self-funded patient. Claim Type is Medicare; Fee Basis is MBS. These defaults are correct.

Complete the remaining panels as normal. In the Totals card the Fund Rebate is $0.00 because there is no health fund — the patient is responsible for the gap above the Medicare rebate.

Totals for a self-funded patient. Fund Rebate is $0.00.

Reading a patient's Pre-op Questionnaire

Access the pre-operative questionnaire a patient completed before their procedure.

Open an invoice for a patient who has been sent a pre-operative questionnaire. When one has been sent, a clipboard icon appears in the invoice header.

Tap the clipboard icon. The app opens the read-only Pre-op Questionnaire screen, showing the patient's responses about medical history, medications, allergies, and readiness for anaesthesia. Scroll to read all sections, then tap Back.

The Pre-op Questionnaire screen. When a questionnaire has been submitted, the patient's responses appear here in full, section by section. (Shown here is the empty state, before any questionnaire has been submitted.)

A locked invoice and how to unlock it

What a locked invoice looks like, and how to reopen it for editing.

An invoice is locked when its status is Submitted, Complete, or Written Off. Its fields are greyed out, a message reads “This invoice is locked,” and the footer shows Unlock this invoice.

A locked invoice (status = Submitted). All patient, claim, referrer, procedure, and item fields are disabled.

Tap Unlock this invoice. All fields become editable again, then make your changes and tap Save.

The same invoice after unlocking. All fields are now active and editable; the status shown is Queued.

Settings

Where to find your account details.

From the home screen, tap Settings in the top-right corner.

The Settings screen. The identity card shows your site, provider name, provider type, and login username — all read-only.

Scanning a patient label

You can use the device camera to pre-fill patient details from a hospital label. The Scan label button in the home-screen footer opens the device camera to scan a patient label.

The “Scan label” button in the footer opens the camera. “Add Invoice” starts a new invoice without scanning.

When the camera reads a label, the patient's details are pre-filled into a new invoice, saving you manual entry. The Settings screen controls whether a confirmation screen appears first (recommended).

NoteCamera scanning requires a device with a camera and browser camera permission. It is not available in a desktop browser.