Add provider numbers and identifications

Who can do this?

  • All users and access levels can update own records

  • Full Access and Clinical Access can update other practitioner records

As a healthcare practitioner, you may be registered with one or more funding bodies, each one assigning you a provider number (or equivalent identifier). Funding bodies require practitioners to add these provider numbers, and sometimes other necessary identification, to invoices.

Instead of having to manually add these numbers every time you issue an invoice, you can set up each funding body’s required identification types then add a practitioner's details for each required identification.

This way, whenever you generate an invoice for that funding body, the associated provider numbers or identifications are automatically shown.

Set up required identification for funding bodies

  1. Go to Finances > Fees, then click the Funders tab.

    Provider-Identification-Numbers-01.png
  2. In the list, click the funding body you wish to edit.

  3. Under the Edit section, you can find the optional fields Identification (primary), Identification (secondary), and Additional Identification. Enter the labels (not the actual provider number) for any identification required to confirm eligibility to claim. Examples: Medicare provider number, TAC payee number, AHPRA.

    Provider-Identification-Numbers-02.png
  4. Click Save.

Note

If you are part of multiple practice groups, you will need to do this process for each practice group.

Add provider numbers and identification

You can add provider numbers and identification for funding bodies in two ways: in the Identifications page, or through the invoice.

  • Identifications page

    1. Go to Finances > Fees, then click the Identifications tab.

      Provider-Identification-Numbers-03.png
    2. Click Edit. (If you are making updates for another practitioner, first select their name in the Practitioner dropdown, then click Edit.)

    3. Add all the necessary provider/identification numbers for each practice location.

      Provider-Identification-Numbers-04.png
    4. Click Save.

  • Invoice

    1. Open any invoice with the relevant funding body selected in the fee.

    2. In the Identification section, select the Icon-Edit.svg Edit icon.

      Provider-Identification-Numbers-05.png
    3. Add in the necessary provider/identification numbers for the funding body.

      Provider-Identification-Numbers-06.png
    4. Click Save. This saves the identification numbers for all invoices for this funding body at the indicated practice location.

      Provider-Identification-Numbers-07.png

Add identification for different private funding bodies

If you submit claims with multiple private funding bodies, you may need to enter different provider numbers for each funding body. By adding multiple identifications to the Private funder, you can then select the required provider number on any invoice with a Private fee.

  1. Click Finances > Fees, then click the Identifications tab.

  2. In the top right, click Edit.

  3. In the Private row, add the provider number/s for each practice location.

  4. Enter a Description (e.g. the name of the health fund). This will be shown in brackets next to the provider number on invoices. Adding the description here will make it easier for you to select the correct provider number on invoices.

  5. Click Add another identification to add another provider number (e.g. for a different health fund).

  6. Click Save.

When you have an invoice with a Private fee, click the Icon-Edit.svg edit icon in the Identifications section to select the relevant identification or provider number.

User clicks the Edit icon in the Identifications section of an invoice and selects a different ID

Image: Selecting between two different provider numbers for different health funds on an invoice

Updated

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