Medicare and DVA Claiming Reports

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There are three types of reports that you can use to see a list of rebates processed, described below.

Medicare-generated reports (bulk bill and DVA)

You can see a complete list of bulk bill and DVA rebate claims for a particular day by viewing the daily Medicare-generated report, which is retrieved the day after you process a Medicare or bulk bill report.

You can access this report by clicking Reports > Medicare.

This report is automatically created for you on the day after you process bulk bill or DVA rebate claims, showing the amount that Medicare/DVA transferred to you overnight, with a separate report for each provider number. Click the date to see the full Bulk Bill and Payments Processing Report, which specifies which rebates were paid and which were not, and how much was paid for each rebate.

This report enables you to reconcile the amounts Medicare/DVA pays you, as the Medicare-generated report shows the payment date, total amount paid and the reference number which also appears in your bank account.

This report does not show rejected rebates.

Medicare Claims report (bulk bill, DVA and patient-paid)

The Medicare Claims report shows a full list of all patient-paid, bulk bill and DVA rebates, including rebates successfully processed, rebates unsuccessfully processed and rebates whose status is submitted. It also displays the payment run number and links to the daily Medicare payments report for that day.

To generate a Medicare Claims report:

  1. Click Reports > Finance.

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

  3. In the Report Type drop-down menu, select Medicare Claims. Select the date range and other filters (e.g. for a particular practitioner or location, or for rebates with a status of Submitted) as required.

  4. Click Run. A list of your rebates is shown including patient, bulk bill and DVA rebates, as well as their status (successful, unsuccessful, submitted):

    • If a rebate is shown as unsuccessful, look at the error code or explanation code shown on the report and made the changes required, then resubmit the rebate.

    • If a rebate is shown as submitted, contact Medicare to confirm that your Minor ID, provider number for this location and bank account have been correctly registered by Medicare and then reset and then resubmit the rebate.

If you contact Medicare about a rebate and they ask you for the claim ID, you can find the claim ID on the Medicare Claims report. Claim IDs are in the format Letter-digit-digit-digit-digit-@ - for example, L8765@.

This report provides a full list of rebates processed, but it can be time consuming to find only rebates with only one specific status, such as unpaid bulk bill and DVA rebates.

Unpaid Invoices Report

The Unpaid Invoices report shows all invoices that are not yet paid. You can also filter the report by whether or not invoices are overdue and by the number of days that invoices are overdue.

Unpaid bulk bill and DVA rebates will also appear on the unpaid invoices report.

To generate an Unpaid Invoices report:

  1. Click Reports > Finance.

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

  3. From the Report Type drop-down menu, select Unpaid Invoices.

    Reports_UnpaidInvoicesFilters.png
  4. Select any other parameters you require. You can also choose to filter by whether or not invoices are overdue.

  5. Click Run.

A list of your unpaid invoices is shown.

Reports_UnpaidInvoices.png

For Medicare, bulk bill and DVA rebates, you can then action the invoices as required:

  • If a rebate is shown as Unsuccessful, look at the error code or explanation code shown on the report and make the changes required, then resubmit the rebate.

  • If a rebate is shown as Submitted, contact Medicare to confirm that your Minor ID, provider number for this location and bank account have been correctly registered by Medicare and then reset and then resubmit the rebate.

If you contact Medicare about a rebate and they ask you for the claim ID, you can find the claim ID on the Medicare Claims report. Claim IDs are in the format Letter-digit-digit-digit-digit-@ - for example, L8765@.

Unpaid invoices report - creating a campaign to follow up on overdue invoices

You can use the unpaid invoices report to filter for overdue invoices, allowing you to create a campaign to follow up on overdue invoices. For a completely hands-free experience, set the campaign to recur every week so that you can automatically follow up on overdue invoices without needing to worry.

To create a campaign to follow up on overdue invoices:

  1. Create an email communication template advising clients that their invoice is overdue using the [Invoice Due Date] dynamic term. This will automatically populate the invoice due date.

  2. Click Reports > Finance.

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

  4. In the Report Type field, select Unpaid Invoices.

    Reports_OverdueInvoices.png
  5. In the Overdue section, select Overdue. Optionally select how many days overdue you would like to filter for (leave blank to include all overdue invoices).

  6. Click Run.

  7. A report will appear showing overdue invoices. Scroll down and click Save.

  8. Click Set as Campaign.

    The Set as Campaign button is located in the top-right of eligible reports
  9. Choose the campaign parameters and select the communication template you created in Step 1.

  10. (Optional) Set the campaign to recur each week.

  11. Click Save.

RESULT: All patients with an overdue invoice will be sent the communication template you selected.

Note

Please note that campaigns will email/SMS a recipient only once, even if they appear multiple times in the report. This means that if a patient has multiple invoices overdue, they will only receive an email/SMS for the first overdue invoice listed on the report.

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