Curaeon Help Centre / KB-116
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KB-116Clinical softwareHow-to
Draft. This article is awaiting technical review and may change — if anything here conflicts with advice from our team, follow the team.

Set up your practice's details, opening hours and closures in Settings → Practice

Get the practice's name, logo, contact details and Medicare identifiers right so they print correctly on every receipt, invoice and letter, then set the hours and closure dates that decide when appointments can be booked.

Before you start

Part of the page Who can change it
Practice identity (logo, name, phone, email, address, ABN, Medicare Minor ID, HPI-O, PRODA Organisation ID, script paper) Any signed-in staff member
Timezone Administrators. Everyone else sees the zone and "your practice administrator can change this".
Business hours Everyone can read them. Only an administrator can save a change.
Holidays & one-off closures Administrators. The card is not shown to anyone else.
Curaeon licence Administrators. The card is not shown to anyone else. See KB-114 — Your Curaeon licence: seats, renewal, and requesting more from Settings → Practice.
Settings → Practice as an administrator sees it: the Practice identity card with its Save changes button at the top. Business hours, Holidays & one-off closures and the Curaeon licence follow further down the page.
Settings → Practice as an administrator sees it: the Practice identity card with its Save changes button at the top. Business hours, Holidays & one-off closures and the Curaeon licence follow further down the page.

A tour of the page

The page has four cards, top to bottom.

  1. Practice identity: what appears on receipts, invoices and letters, plus the identifiers Medicare claiming needs, what scripts print on, and the timezone. It has its own Save changes button.
  2. Business hours: when the practice is open, day by day. It has its own Save hours button.
  3. Holidays & one-off closures: dates the practice is shut whatever the hours say.
  4. Curaeon licence: seats, renewal and requests. This is covered in full in KB-114 — Your Curaeon licence: seats, renewal, and requesting more from Settings → Practice and not repeated here.

Important: The two save buttons are separate. Save changes saves the identity card only. Save hours saves the week of opening hours only. Closures save as you add or remove them.

Fill in the practice identity

  1. Open Settings → Practice.
  2. Fill in or correct the fields in the table below.
  3. Select Save changes at the top of the card.

You will see "Practice settings saved — letterheads update immediately." Nothing needs to be re-issued: the next receipt, invoice or letter printed uses the new details.

Field What to enter Rules
Logo Select Upload and choose a PNG, JPEG or SVG image. Once there is a logo the buttons read Replace and Remove. Must be under 500 KB. With no logo the letterhead shows the practice name only. A new or removed logo is not saved until you select Save changes.
Practice name The name as it should print. Required. Curaeon will not save without it.
Phone & email The practice's main phone number and email address. Optional.
Address Street address, an optional second line, suburb, state and postcode. State is chosen from the list. The postcode must be 4 digits.
ABN Your 11-digit ABN. Spaces are fine. Must be 11 digits and must pass the ABN's own check, which catches most typing mistakes. After saving it is shown in the usual spaced form.
Medicare Minor ID The letters and numbers from your Medicare Location Certificate. It identifies this site for Online Claiming and ECLIPSE. 2 to 20 letters and numbers, no punctuation. Stored in capitals; spaces and hyphens are removed.
HPI-O Your Healthcare Provider Identifier – Organisation. 16 digits. See "The HPI-O and the HI Service" below.
PRODA Organisation ID Your PRODA organisation ID. The practice can't submit Medicare claims without both the HPI-O and the PRODA Organisation ID. You can still save the page without them, so a missing number never stops you fixing a phone number.
Script paper PB023 stationery — values only or Plain paper — form and values. See "Choose what scripts print on" below.
Timezone The zone your practice is in. Administrators only. See "Change the timezone" below.

Clearing a field and saving removes that detail from the letterhead.

A practitioner's own numbers (AHPRA, provider, prescriber, HPI-I) are not on this page. They are kept on the person's account in Settings → Users (KB-120 — Manage staff accounts in Settings → Users: add, change a role, seats, provider numbers, deactivate), which only an administrator can open. Letterhead layouts, including a letterhead for each location or practitioner, are in Settings → Templates (KB-049 — Build and import letter templates: Word upload, merge fields, pronoun fields, snippets).

The HPI-O and the HI Service

Under the HPI-O field, Curaeon shows what the HI Service has said about the number that is saved.

What you see What it means
Not confirmed with the HI Service and "Well formed, but only the HI Service can say it is the right one." The number has the right shape, and nobody has checked it with the HI Service yet.
Validated with the HI Service, with the date The HI Service confirmed this is the practice's number.
Not validated by the HI Service, with the date it was last checked The HI Service was asked and could not match the number. Check it against your HPI-O paperwork.
HI Service: Retired, Deactivated or Resolved The HI Service confirmed the number but says it is no longer one to keep using without looking into it.
"The HI Service is not connected for this practice yet, so the HPI-O cannot be checked." The connection has not been set up. See KB-129 — Read Settings → HI Service: the connection, the NASH certificate, and what the HI Service returned and disclosed.
HPI-O alert. followed by a sentence The HI Service raised something about the number.

To check the number at any time, select Check HPI-O with the HI Service. The result appears beside the button.

When the HI Service is connected, a new or changed HPI-O is checked with it as you save, before it is stored. If the check does not pass, the page is not saved and the message says why. Whatever the HI Service said about the old number is cleared when the number changes, because that answer was about a different number.

To clear an alert:

  1. Select Resolve on the alert.
  2. Type how it was resolved, for example that the name was corrected to match the HI Service. The Resolve alert button stays off until you have typed something.
  3. Select Resolve alert.

Choose what scripts print on

Curaeon prints paper prescriptions in one of two ways.

Anyone can change this, because whoever stocks the printer knows what is in it. Change it back when the stationery arrives.

Change the timezone

Every time in Curaeon is shown and booked in the practice's timezone, never the zone of the computer someone happens to be using. That is what keeps a doctor working remotely from booking into the wrong day.

Important: Changing the timezone does not just relabel things. Every appointment, opening hour and roster already recorded is a clock time read in this zone, so all of them are read differently afterwards. Set it once, when the practice is set up, and leave it alone.

  1. Under Timezone, choose the zone. The list covers Sydney, Melbourne, Brisbane, Adelaide, Perth, Hobart, Darwin, Broken Hill and Lord Howe Island, each with its offset so you can check it against a clock.
  2. Select Save changes.
  3. Read the confirmation. It names the old and new zone and what will be re-read. Choose OK to go ahead.
  4. Arrange for the Curaeon server to be restarted. The change takes effect only then.

Until the restart, the page shows a red line: "Saved as … but this server is still running in … — every time in Curaeon is being read in … until it is restarted." That line is the thing to act on. The screen does not offer a restart button; ask whoever looks after your server, or raise a ticket.

If Curaeon answers that another practice on this server is set to a different zone, the change is refused. One server serves one timezone. Raise a ticket.

Set your opening hours

Opening hours are enforced, not just displayed. Once saved:

An appointment that is already outside the hours stays where it is and stays visible.

Until you save hours for the first time, every day reads Not set and the note under the card says "Not set yet — nothing is restricted." Nothing is refused until you save.

The Business hours card: one row per day, each open day with its opening and closing time, + Add hours for a second block on days the practice shuts over lunch, Closed all day, and Save hours at the top right.
The Business hours card: one row per day, each open day with its opening and closing time, + Add hours for a second block on days the practice shuts over lunch, Closed all day, and Save hours at the top right.
  1. In Business hours, find the first day you open.
  2. Select Set hours (or Open this day if the week has been saved before). The day opens as 09:00 to 17:00.
  3. Change the opening and closing times to yours.
  4. If you close over lunch, select + Add hours. A second block appears, starting when the first one ends. Set it to your afternoon hours. For example, 08:30 to 12:30 and 13:30 to 17:30.
  5. Repeat for each day you open.
  6. For a day you do not open, leave it as it is. To close a day that has hours, select Closed all day.
  7. Select Save hours.

You will see "Business hours saved — bookings outside them are refused from now on." From then on, days without hours read Closed.

The whole week is saved at once, on purpose. Opening hours are read as a set, and saving one day at a time would leave a week that is half old and half new.

Button What it does
Set hours / Open this day Opens a closed day as 09:00 to 17:00.
+ Add hours Adds a one-hour block starting where the day currently ends. It is switched off, with "No room for another block — the day is open until 23:00 or later", when there is no room.
Remove Removes that block.
Closed all day Removes every block on that day.
Save hours Saves all seven days. Nothing is saved until you select it.

Curaeon refuses a week it cannot make sense of, and names the day:

Message says Fix
A block is missing a time Fill in both the opening and closing time, or remove the block.
A block closes at or before it opens Check the two times are the right way round.
Overlapping blocks, with both named Two blocks on that day cover the same time. Move one or remove it.
"your role does not permit this action" Only an administrator can save opening hours.

Note: If practitioners already have rosters, tighten the hours with care. Existing roster lines are not changed, but any new roster line has to fit inside the day's earliest opening and latest closing.

Add a public holiday or a one-off closure

A closure shuts the whole practice for one date, whatever the opening hours say. Bookings on that date are refused, for every practitioner.

  1. In Holidays & one-off closures, under Add a closure, choose the date. Only today or a later date can be chosen.
  2. Type a reason, such as the name of the public holiday or "Staff training day". If you leave it empty, the reason is saved as "Practice closed".
  3. Select Add closure.

You will see "Closure added — bookings on that date are refused." The date joins the list below, which shows every closure in the next year with its Date and Reason.

A closure covers one date. For a run of days, such as the days between Christmas and New Year, add each date.

Important: Adding a closure does not cancel or move appointments that are already booked on that date. Check the calendar for that day first, and rebook anyone affected (KB-038 — Book, reschedule and track appointments in the Calendar).

Remove a closure

  1. Find the date in the list.
  2. Select Remove.

It is removed straight away, without a confirmation, and you will see "Closure removed." The date can be booked again.

Closures and leave are different things

These closures are the same ones the roster and the calendar read. They are set in one place and honoured everywhere.

What the page does not do

What is recorded

What you did How it reads in the Audit log
Saved the identity card Practice details updated, with each field's old and new value. A logo is recorded only as set, replaced or removed, never the image itself.
Saved opening hours Opening hours changed, with the week before and after.
Added a closure Roster exception added
Removed a closure Roster exception deleted, which keeps what the closure said.

If that didn't work

Still stuck? Raise a ticket at support.curaeon.com.au or call 1300 XXX XXX. If your clinic can't see patients right now, call and choose option 1. Support is staffed Monday to Friday, 8:00–18:00 Sydney time; outside those hours a call or text to the same number is answered on a best-effort basis.