Set up and support your practice's case conferences

Your role, in plain English

The GP hosts the conference, you help them — Conference.care makes it easy for you.

You don't need clinical knowledge and you won't be in the conference itself. Your job is to keep your practice's side of things tidy — patients, rosters, devices, billing — while Conference.care handles the coordination, scheduling and compliance behind the scenes.

What you'll do

• See every conference at your practice at a glance
• Add and update your practice's patients
• Help prepare a roster when needed — add, swap or remove patients
• Open a conference and load it on the GP's device (e.g. a clinic iPad)
• Keep an eye on billing and Medicare prep
• Invite GPs and manage who's a practice admin

What Conference.care handles

• The scheduling and admin legwork
• Assembling the patient's clinical team for each conference
• The software and the technical side
• Consent — for the most part (escalated to you only as a last resort)
• Cancelling or rescheduling — raise it with the team for resolution

Finding your way around

Log in at portal.conference.care. The main menu gives you everything you need:

The welcome wizard

When you first sign in you'll be walked through a short setup wizard. It takes a few minutes and only needs to be done once.

1. Confirm your practice's GPs

   Review the pre-loaded list of GPs. Add anyone who's missing, remove anyone who's moved on. For each GP you'll need their name — their email is optional but triggers a login invitation.

2. Set up conference blocks (optional)

   If your GPs hold regular case conferences, you can set up recurring one-hour blocks — weekly or fortnightly. This isn't mandatory and can always be configured later.

3. Agree to Terms of Service

   Read the agreement and confirm you're authorised to accept on behalf of your practice.

4. Telehealth setup

   You'll be asked whether your practice is equipped for video-based telehealth consultations. Answer and add any notes about special circumstances — then you're through to the dashboard.

Most days there's nothing for you to do

Conference.care handles the coordination and scheduling. You'll only need to step in for the occasional roster change, a new patient, or on conference day itself.

Dashboard overview

Your dashboard shows a read-only snapshot of your practice's conference activity:

• Next conference countdown — when the next one is due
• Eligible for Medicare submission — items ready for billing
• Consent tracking — current consent status across patients
• Recent activity — latest actions at your practice

Adding and updating patients

Adding an individual patient

1. Open the Patients section
2. Choose to add a patient
3. Enter their name, date of birth and contact details
4. Select the owning GP — this identifies whose patient they are

Adding multiple patients

Use the CSV import option to add several patients at once. Include each patient's owning GP in the file and the system will process them all together.

Consent handling

Helping prepare a conference roster

1. Open the conference from Calendar
2. View its details
3. Start typing a patient name — the list shows who's available, who's already booked, and who isn't eligible yet
4. Manage the roster: swap one patient with another, remove a patient, or add notes for the GP to see

Rescheduling or cancelling

You don't need to attend the conference yourself

The conference is between the GP and the clinical team. Your part is getting everything ready for the GP to start — then you're done.

The shared-device scenario

The most common setup: you open the conference on a shared clinic device (like an iPad) and hand it to the GP at the scheduled time.

Your job — get it ready

1. Open the scheduled conference from your admin account
2. Use the "Join as GP" button to load it on the device the GP will use
3. Hand the device over at the scheduled start time, ready to begin

Not your job — the conference itself

• Once the conference is loaded, you can step away
• The GP and clinical team run the discussion
• You don't need to be present or participate
• Patients usually don't attend (only if the GP invites them)

Billing & Medicare

The Billing section shows where things stand for Medicare submission: which items are eligible, each patient's consent and Medicare card status.

Medicare-eligible items

Items eligible for Medicare submission are listed with status badges showing consent and Medicare card status for each patient. See the badge reference in Part 5 for what each badge means.

Marking an item as billed

You can mark items as billed on a GP's behalf. The system records this action on their behalf and maintains a clear audit trail.

Managing practitioners

Adding or inviting GPs

• Add a GP individually or import several from CSV
• Include an email address to trigger a login invitation

Updating contact information

Added a GP without their email previously? Add the email address on the Practitioners page and the system will resend the invitation.

Granting practice-admin access

Decide who else at your practice should have admin access. You can grant or remove access at any time via a toggle on the Practitioners page.

Patient call history

Open any patient record to view their case-conference history. Past conferences are listed with their recording and finalisation status.

Who does what

A quick summary of responsibilities across Conference.care, your GPs and your admin team.

Consent & Medicare status badges

These badges appear throughout the platform to show you where things stand at a glance.

Consent badges

Medicare badges

Common questions