Change practice AGB code

Overview

Your practice gets a new organisation AGB code when something changes about the business registered with Vektis. The most common example is a change of legal form, such as from a vof or sole proprietorship to a bv. Legally, the bv is a new business, with a new KVK number and a new AGB code.

Your practice AGB code is used in many places: in your contracts with health insurers, in your VECOZO authorizations and in the data Flux sends to quality registries and PREM suppliers. A new code means you need to update all of these. This page lists the steps.

The personal AGB codes of your practitioners do not change. The work relationship between each practitioner and the new business must be registered with Vektis, though.

Before you start

Agree on a changeover date first: the day from which care falls under the new business. Care delivered before this date is claimed under the old AGB code. Care from this date onwards is claimed under the new AGB code.

Have the following ready:

• The new organisation AGB code from Vektis
• The new KVK number, and the new VAT number if it changes
• The new bank account number, if the bv gets its own account
• The new contracts with the health insurers, or confirmation that you have requested them
• A VECOZO login of the contact person of the new business

Step 1: Vektis

Request a new organisation AGB code for the new business from Vektis. Then register the work relationships between the new business and every practitioner who delivers care there in Mijn Vektis. Read more at AGB-wijzigingen zorgverlener.

If a work relationship is missing, a health insurer can reject claims from that practitioner.

Step 2: Contracts with health insurers

Contracts with health insurers belong to an AGB code. A new AGB code therefore usually means you need to request new contracts. Contact every health insurer or purchasing group you have a contract with.

Once you have the new contracts, add them to Flux under contracts:

1. Let the existing contracts with the old AGB code end on the day before the changeover date. This stops them from being used for new care.
2. Add a contract for every new contract, with the new AGB code and the correct declarant AGB number, starting on the changeover date.
3. Check the treatment codes and rates. They can differ between the old and the new contract.

Do not delete the old contracts. You still need them to claim or credit care delivered before the changeover date.

Step 3: General settings

Flux support sets up the switch of AGB code for you. Do not change the AGB code yourself. Send Flux support the new AGB code, the new KVK number, the new VAT number and the changeover date.

Flux support gives the old AGB code an end date and the new AGB code a start date. The same goes for the KVK number and the VAT number. The old and new numbers then exist side by side in your environment, but their periods do not overlap. When Flux creates an invoice, it picks the AGB code, KVK number and VAT number that apply on the date of the care. This keeps care from before the changeover date under the old numbers, even if you invoice it after the changeover date. Flux also checks the new AGB code in the AGB register.

On the changeover date itself, update the other details that change with the new business in Settings → General:

• The name of the organisation
• The bank account number for invoices

Step 4: VECOZO

To the best of our knowledge, a new business needs its own VECOZO connection, with its own certificates. Check with VECOZO support what your situation requires. The authorizations you gave Flux before apply to the old business. Authorize Flux again from the new business:

• VECOZO Claims: add an external authorization for the Declareren service.
• COV check: add an external authorization for the COV service. Then select the new AGB code for the COV check in Flux.

Do not revoke the authorizations of the old business before you have checked with VECOZO support. Returns and corrections on older claims may still run through them.

Step 5: SBV-Z

The UZI server certificate for the SBV-Z check is registered to a subscriber of the UZI register. To the best of our knowledge, the new business needs its own UZI subscription and a new UZI server certificate. Check with UZI register support what your situation requires.

You request a new certificate the same way as during the first setup: download a new PKCS#10 file in Flux, request the certificate from the UZI register and upload it in Flux.

Step 6: Quality registries

Flux includes the practice AGB code in what it sends. Pass the new AGB code on to the organisations your practice takes part in, so the data ends up in the right registration.

• Nivel: pass the new AGB code on to Nivel. Nothing needs to change in Flux.
• Stichting Keurmerk Fysiotherapie (SKF): pass the new AGB code on to the Keurmerk. Nothing needs to change in Flux.
• Landelijke Database Fysiotherapie (LDF): pass the new AGB code on to the LDF. To the best of our knowledge, you will then get new EPD-LDF connection details. Check this with LDF support. If you get new connection details, enter them in the LDF app in Flux.

Step 7: PREM suppliers

PREM suppliers link results to your practice AGB code. We do not know what a new AGB code means for your supplier. Contact your supplier's support to pass on the new AGB code and ask whether you need a new account.

• Mediquest: you enter the practice AGB code yourself in the Mediquest app in Flux. Change it on the changeover date.
• QDNA: pass the new AGB code on to QDNA. If you get a new practice account, activate the integration in Flux again with the new login details.
• Qualiview: pass the new AGB code on to Qualizorg. If you get a new practice account, activate the integration in Flux again with the new login details.

Step 8: Accounting

A new legal form affects your financial administration. Always discuss this step with your bookkeeper or accountant. Flux cannot advise on this.

We recommend keeping one accounting integration in Flux. Your bookkeeper splits the entries of the old and the new business in the accounts. Do you want a separate administration for the new business anyway? Flux can sync to multiple administrations. Contact Flux support for this.

Discuss at least the following with your bookkeeper:

• The split: how your bookkeeper divides invoices, claims and payments around the changeover date between the old and the new business.
• Invoices after the changeover date for earlier care: these get the old AGB code, the old KVK number and the old VAT number, but the new name and the new bank account number. See step 3.
• Bank account and direct debit: a new bank account number can affect direct debits and payments through Mollie.

Use Exact Online, Twinfield or Nmbrs Accounting? Read the page for your accounting package as well.

Checklist

Go through this list to make sure you have not missed anything:

• Changeover date agreed
• New AGB code requested from Vektis
• Work relationships of all practitioners registered with Vektis
• New contracts requested from all health insurers
• Old contracts in Flux set to end on the day before the changeover date
• New contracts added to Flux
• New AGB code, KVK number, VAT number and changeover date sent to Flux support
• As much care as possible from before the changeover date invoiced
• Name and bank account number updated on the changeover date
• VECOZO authorizations for Declareren and COV given again
• AGB code for the COV check changed
• VECOZO support asked what the new business needs
• SBV-Z: checked with the UZI register whether a new UZI server certificate is needed
• Nivel and SKF informed
• LDF informed, and new connection details entered if needed
• PREM supplier informed
• Accounting implications discussed with your bookkeeper