The NFZ path in Heltio has three stretches: coding a service at the moment it is performed, contract limits for a given year, and the batch handed off to OptiMED or downloaded as a file. On top of that comes a view of the patient's eligibility.
Everything below works only at facilities of type Hospital. In an outpatient practice these entries do not appear in the menu, and the contract limits carry the note "Available for hospital facilities only". Settlements with private insurers are a separate, independent feature — described in Insurer settlements.
How to do it
Enter the contract limits for the year
Settings → NFZ contract limits. Pick the Contract year and click Define contract. The table has four rows — Inpatient general-systemic, Inpatient neurological, Day rehabilitation, Outpatient — and one column, Annual limit. You fill in only the settings the facility actually runs; empty stays empty. Save acknowledges with Contract limits saved.
The limits do not block work — they are the basis of the NFZ realization vs limit report. Delete contract clears the limits for every setting in that year but, as the dialog itself says, "Realization data is not affected."
Code the service at execution
The coding is created where the service is created: on a therapy order — on the patient record or on the ward — in the Log execution dialog. The NFZ coding section has three fields:
- Rehab setting — suggested from the profile of the unit the treatment was performed in.
- NFZ service type — Inpatient general-systemic, Inpatient neurological, Day-rehab centre or Outpatient physiotherapy.
- NFZ product code — for example 5.32.01.0000001.
The state of the coding shows as Optional, Incomplete or Coded. Saving is acknowledged with NFZ codes saved; you correct it later through Edit NFZ codes.
Check the patient's eligibility
On the patient record and at ward admission there is an NFZ eligibility card with a Check eligibility button. The result is recorded as Insured (confirmed), Not confirmed or Unknown, together with a date — Last checked …. Every check stays in the history; nothing is overwritten.
Generate a batch for a period
Settings → NFZ export & feed. You give a Period from, a Period to and a File format — CSV, XML or JSON — and then click Generate batch. Heltio gathers every coded service from the period, groups them by rehabilitation setting and shows the number of records.
Regenerating a batch for the same period replaces the previous one, as long as it has not been handed off yet — records will not be duplicated. A batch already handed off stays untouched; handing it off again is a deliberate decision.
The batch list shows the period, the format, the number of records and the status: Draft, Generated, Handed off to OptiMED or Error.
Hand off the batch or download the file
The batch details have two buttons: Feed to OptiMED and Download file. The first queues the batch for hand-off, the second gives you the same set of data in the chosen format for manual delivery.
When something goes wrong
Invalid NFZ product code — must be a non-empty code
What this means: The product code field was left empty, or has a shape Heltio does not accept.
Neuro records missing Barthel entry/exit — required for NFZ settlement
What this means: The batch contains neurological services with no Barthel measurement at admission or at discharge.
No NFZ-coded services in this period
What this means: In the chosen period no service has NFZ coding recorded.
Feed failed — retry on the integration panel
What this means: The hand-off of the batch did not go through.
No PESEL on file — eligibility cannot be confirmed
What this means: The patient record has no PESEL number, so there is nothing to check.
Failed to load contract data.
What this means: The contract limits were not fetched.
Who has access
Clinic AdminContract limits, and generating, handing off and downloading batches, are reserved for the Owner, the Administrator and a Coordinator. The same three run the NFZ eligibility check; the recorded result is visible to every role with access to the patient record. The Clinical (read-only) role generates, hands off and downloads nothing.
Every batch generation, hand-off and file download leaves an entry in the audit log — including who downloaded patients' personal data.
Related
- Department report — realization set against the contract limit.
- Therapy orders — where the execution you enter the codes on is created.
- Organization structure — a unit's rehab profile suggests the setting when coding.
- Insurer settlements — private payers, an entirely different path.
- Patient record — where NFZ eligibility and the PESEL live.
Related features
Department report
Patient-days, bed and place occupancy, therapist and device productivity, the waitlist and NFZ contract realization — all for a chosen period, on one screen.
Therapy orders
An order for treatments for a ward patient: the diagnosis, ICD-9 procedures, the ordering physician and a register of every execution at the bedside.
Organization structure — departments, wards and teams
The tree of a facility's units: departments, wards, outpatient clinics and day units, staff assignment to a unit, and care teams. Available only for facilities of type Hospital.
Settlement with insurers
Claims for visits funded by an insurer, grouped into billing batches and sent as an XLSX file with a PDF bundle. NFZ reporting through OptiMED is a separate path, available to hospital facilities only.
Patient record
The file of a single person — personal details, clinical profile, note history, measurements, consents, guardians and settlements, in the tabs down the left-hand side.