Batch Processing for Bulk Bill, Medicare and DVA Rebates


If you do not want to use automated bulk bill and rebate processing, processing all rebates for a particular time period in a batch saves you time and effort compared to processing each rebate individually. You can process patient, bulk bill and DVA rebates through batch processing. The rebate is received in the same way and at the same time as you otherwise would receive the rebate.

To batch process your rebates:

  1. Click Reports > Finance.

  2. Click New Report at the top-right of the page.

  3. In the Report Type drop-down menu, select Unprocessed Medicare and choose any relevant filters (do not change the filters if you want to see all unprocessed Medicare rebates):

    • Appointment age: the days since the the earliest date of the first rebate to be processed (e.g. if you select 5 days, all eligible unprocessed rebates are shown on the report).

    • Practitioner: select the practitioner about whom the report is being run. You can run the report for your whole practice by selecting All Practitioners. If you are a sole practitioner, the report is run solely for you.

    • Location: select the practice for which you are running the report. If you have only one practice location, the report is run solely for that practice.

    • Type: select from patient rebates, bulk bill or DVA rebates, or select All if you want to process all rebate types.

  4. Click Run. Your unprocessed Medicare rebates that meet your criteria are shown. You can either:

    • Select individual rebates to process by clicking the relevant Process Rebate link next to the rebate;

    • Tick all the rebates you want to process, then click the Process Selected link at the bottom of the page; or

    • Click the blue Process All link in the top-right of the page.

After you confirm that you want to process the rebate/s, the rebates are processed in the background. A green notification button appears on your screen next to your log-in area when the rebates have been processed; you can click the notification button to see which rebates have been successfully processed and which rebates have failed (so that you can rectify the problem and process them again).

If an invoice balance is shown in red, Medicare will send the patient the rebate as a cheque in your name to the patient's address. This is not desirable - to prevent this from happening, make sure the invoice is marked Paid before you process the rebate.

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