Surgical Assistant Smartphone App User Guide

Surgical Assistant Smartphone App User Guide

Our Companion App for Surgical Assistants lets you use many useful CESoft functions on your Smartphone. It runs off the same database as the main CESoft software, so anything you do in the app will appear in the software when you save. We will be adding some further features such as verifications and submissions. However keep in mind that this companion app is intended to help you with common functions while you're in theatre - it's not designed to replicate all CESoft functions. You will still need to go to the main app for reporting and other functions.

This guide walks you through everyday invoicing as a surgical assistant: signing in, finding your operating lists, and reviewing the invoices for each patient. You can also add new cases to a list either with the camera on your phone or by typing the details.

Because the app is built for your phone, screenshots here shows the mobile layout. All screenshots use fictitious test patients — no real patient information is shown.

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 (the short code your practice was given, e.g. CUT00000), your Username, and your Password, then tap Sign in.
TipThe app keeps you signed in for your session — you do not need to sign in again if you switch between invoices on the same session.

Adding the app to your home screen

We recommend taking a moment when you first log in to add the app to your home screen. This will give you a better experience, helping you to open the application quickly while removing some of the unnecessary browser elements. See https://support.cesoft.com.au/portal/en/kb/articles/add-web-app-to-home-screen

The Surgical Lists home screen

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 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 footer shows two actions: Add Invoice (start a new invoice not linked to a list) and Scan label (use the camera to read a patient hospital label).
The Settings button (top right) opens your account identity card and scanning preferences. The Log out button signs you out — the app will ask you to confirm.
TipOn an operating day you will usually tap the appropriate list to open that day's invoice list, then review or add invoices from there.

Opening a surgical list and reading the Invoice List

To view an existing list tap any row on the Surgical Lists screen 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 that invoice.
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 that invoice.
At the top of the Invoice List the date, hospital, and surgeon are always visible so you know which list you are working in.
Use the navigation arrows at the bottom to move to the previous or next page of invoices if there are many. Tap Back (top left) to return to the home screen.
TipThe invoice number is assigned on saved invoices — before saving, the heading shows “New Invoice”.

Create an invoice for a privately-insured patient

From the Invoice List tap the + button in the footer (or tap Add Invoice on the home screen) to open a blank New Invoice.
TipYou can also use the camera to capture patient details from a hospital patient label. See the section on Scanning a patient label

Panel 1 — Patient Details
The Search tab is active by default. Type the patient's family name into the search box — the app searches as you type.
The patient search tab. Type a surname to find an existing patient record.
The patient search tab. Type a surname to find an existing patient record.
Search results appear below the search box. Tap a result to select the patient.
Search results appear below the search box. Tap a result to select the patient.
Tap the matching result to link the patient. The panel confirms “Patient found and linked” and fills in the name, date of birth, and sex.
Once linked, the patient's name and date of birth are filled in and cannot be edited — they come from the patient record.
Tap Medicare and fund details to expand the card and review the patient's Medicare number and health fund.
The Medicare and fund details card. The health fund shown here is pre-filled from the patient record.
The Medicare and fund details card. The health fund shown here is pre-filled from the patient record.
TipYou do not need to edit this card for a standard privately-insured claim — the fund is already correct.
Panel 2 — Surgeon & Hospital
Tap Surgeon & Hospital to expand Panel 2. Confirm the surgeon and hospital for this list. If you work with more than one, you can change them here.
Panel 2 shows the surgeon and hospital. These default to the operating list you came from.
Panel 2 shows the surgeon and hospital. These default to the operating list you came from.
Panel 3 — Claim Details
Tap Claim Details to expand Panel 3. For a privately-insured patient the defaults are Claim Type: Inpatient Claim, Fee Basis: Fund, and Status: Estimate.
Claim Details for a privately-insured patient. “Fund” fee basis means the assist fee is calculated from the fund's scheduled rate.
TipYou usually do not need to change anything in Panel 3 for a standard fund invoice — the defaults are correct.
Panel 4 — Assist Items
Tap Assist Items to expand Panel 4. Confirm the Date of Service (it defaults to today).
The Assist Items panel before any items are added. “Add Item” opens a new row.
Tap Add Item and type the MBS item number for the surgical procedure, then move to the next field. The app validates the item and fills in the description automatically.
A source item row with item number 30445. The description fills automatically once the item is validated.
A source item row with item number 30445. The description fills automatically once the item is validated.
The assist item card appears automatically once the item is validated — it shows the assist item number, the MBS Rebate, Fund Rebate, Gap, and Invoice Total.
The assist item card. Item 51303 here means the MBS fee exceeded the threshold, so the assist fee is 20% of the MBS scheduled fee. Item 51300 is used for lower-value procedures.
TipYou do not enter the assist item — the app calculates it from the surgical items and the fund's rate table, and updates it automatically if you change the surgical items.
Panel 5 — Notes
Tap Notes to expand Panel 5. Any notes previously saved against this patient appear here. You can type a new invoice note in the box provided.
Save
Tap Save in the footer. The heading changes from “New Invoice” to an allocated invoice number, and the Save button returns to its plain state.
After saving, the heading shows the allocated invoice number. The invoice is now in your list.
After saving, the heading shows the allocated invoice number. The invoice is now in your list.

Variation: a self-funded patient

The invoice differs slightly when the patient has no health fund.

Create a new invoice. In Panel 1, if the patient does not exist, tap the New tab and enter their details.
The New Patient tab. Enter family name, first name, date of birth, and sex. A Medicare number is optional but recommended. Leave the health fund blank for a self-funded patient.
The New Patient tab. Enter family name, first name, date of birth, and sex. A Medicare number is optional but recommended. Leave the health fund blank for a self-funded patient.
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) — these are correct, no changes needed.
Panel 3 for a self-funded patient. The fee basis options are limited to Rebate and MBS.
Panel 3 for a self-funded patient. The fee basis options are limited to Rebate and MBS.
Add the surgical items in Panel 4. The assist item card shows Fund Rebate: $0.00 — there is no fund to pay a rebate, so the total rebate equals the MBS rebate amount.
The assist item card for a self-funded/Medicare patient. Fund Rebate is $0.00; the Invoice Total equals the MBS Rebate alone.
TipFor self-funded patients the patient pays the full invoice total themselves — there is no fund rebate to subtract.

Variation: a DVA patient

How the invoice differs for a Department of Veterans' Affairs patient.

Search for the DVA patient in Panel 1. Once linked, the Medicare and fund details card shows the Veterans' Affairs fund.
A DVA patient linked. The health fund shows “Veterans' Affairs.”
Expand the Medicare and fund details card. Instead of a Medicare number, the DVA patient has a Veterans File Number.
The fund details for a DVA patient show the Veterans File Number, not a Medicare number.
The fund details for a DVA patient show the Veterans File Number, not a Medicare number.
In Panel 3, Claim Type is forced to DVA Claim and Fee Basis to Fund — the app sets these automatically when the DVA fund is selected and they cannot be changed.
Add the surgical items in Panel 4 and save as normal.
TipDVA claims use the DVA fee schedule, which differs from MBS. The assist item and fee are calculated from DVA rates automatically.

Add multiple surgical items (multi-operation)

How to add more than one surgical item, and how the multiple-operation rule affects the fee.

Open a new invoice for a privately-insured patient and complete Panels 1–3 as normal.
In Panel 4, tap Add Item for the first surgical item. After validation the assist item card appears. Tap Add Item again and enter a second MBS item number.
Two surgical items entered. The assist item recalculates automatically — the MBS multiple-operation rule reduces the fee for the second (and subsequent) item before the assist percentage is applied.
TipYou can add as many surgical items as needed. The app applies the MBS multiple-operation rule (50% for items beyond the first) automatically — you do not need to calculate this yourself.

Apply a gap charge (Known Gap fee basis)

How to set a specific dollar gap that the patient will pay.

Open a new invoice for a privately-insured patient and complete Panels 1–2 as normal.
In Panel 3, tap the Fee Basis dropdown and select Gap.
Selecting “Gap” reveals a gap amount field and an Apply control.
An amber gap field and an Apply gap value button appear, with the message “Value not yet applied”.
The gap field before the value is applied. Enter the dollar amount the patient has agreed to pay as a gap, then tap Apply.
The gap field before the value is applied. Enter the dollar amount the patient has agreed to pay as a gap, then tap Apply.
Enter the gap amount (e.g. 50) and tap Apply gap value. The button disables and the “not yet applied” message disappears — the gap is locked in.
After tapping Apply, the gap is locked in and the Apply button is disabled.
After tapping Apply, the gap is locked in and the Apply button is disabled.
Add the surgical items in Panel 4. The assist item card now shows the gap as a separate line, and the Invoice Total is MBS Rebate + Fund Rebate + Gap.
The assist item card with a $50 gap applied. The Invoice Total includes MBS Rebate + Fund Rebate + Gap.
The saved Known Gap invoice. The invoice number is allocated and all fee components are preserved.
The saved Known Gap invoice. The invoice number is allocated and all fee components are preserved.
NoteThe gap amount must be agreed with the patient in writing before the service. The app records the gap but does not generate the informed financial consent form — that remains a separate step.

Edit an existing invoice

Open a saved invoice and make changes.

From the home screen, tap the operating list row to open the Invoice List, then tap the invoice you want to edit.
An existing invoice open for editing. All fields are active and the assist item card shows the current calculation.
An existing invoice open for editing. All fields are active and the assist item card shows the current calculation.
Make your changes. For example, change the surgical item number — the description updates and the assist item recalculates immediately.
After changing the item from 30445 to 30023, the assist item recalculated from 51303 to 51300. The footer shows “Save changes” to remind you there are unsaved edits.
Tap Save changes. An “Invoice saved” message appears briefly and the footer reverts to plain Save.
After saving, the confirmation appears and the footer reverts to Save.
After saving, the confirmation appears and the footer reverts to Save.
TipIf you navigate away without saving, the app warns you that there are unsaved changes.

A locked invoice and how to unlock it

An invoice is locked when its status is Submitted, Complete, or Written Off. Its fields are greyed out and a message reads “This invoice is locked. Tap the padlock below to unlock.”
A locked invoice (status = Submitted). All patient, claim, and item fields are disabled. The footer shows “Unlock this invoice”. Notes remain editable even when locked.
Tap Unlock this invoice. The fields become editable again.
After unlocking, the invoice is fully editable. The status has been set to Queued.
After unlocking, the invoice is fully editable. The status has been set to Queued.
NoteUnlocking moves the status back to Queued, not to the previous locked status. If the invoice should return to Submitted after your changes, set the status before saving.
TipNotes can always be edited on a locked invoice — you do not need to unlock just to add a note.

Settings

To find your account details and scanning preferences, 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. The scanning toggle controls whether scanned label details are applied automatically or shown for review first.
The Show confirmation screen from label scan toggle is on by default — after scanning you see a confirmation screen before details are applied. Turn it off to apply scanned details immediately.
TipSettings cannot change your name, password, or provider details — contact your practice administrator for those.

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.

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