Registering for Online Medicare Rebates Claiming

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Australia-based practitioners must register with Medicare in order to claim Medicare/DVA rebates online for eligible patients, including bulk billing.

Once you have registered, you can manually process patient-paid Medicare rebates and bulk bill/DVA rebates in Halaxy with the click of a button from any relevant invoice. You can also set up completely automated rebates processing.

Rebates are processed electronically, without the need for you or patients to attend a Medicare office. Rebates are received overnight directly into patients' accounts (or your account in the case of bulk bill or DVA rebates).

Tip

Do the bulk bill/DVA payments from different practitioners in your practice all go into the same bank account? If so, instead of having every practitioner register, consider having only one practitioner register and then setting up their Provider Number as a Payee Provider Number for the other practitioners.

Registration process overview

To register for online claiming, you must:

  • In Halaxy, request your Location ID. This is an identification number in the format "CLK00000" that Medicare uses to identify you and your practice; you will need it to complete registration.

  • Complete the Online Claiming Provider Agreement (HW027). This is the official agreement between you and Medicare that allows you to use online claiming. It allows you to link your provider number, your Location ID and a bank account where you can receive payments.

  • After submitting your Online Claiming Provider Agreement to Medicare, click the link to activate your Location ID. Halaxy will activate your Location ID for you; when it is activated, you will see the status change on your Locations page.

If you are setting up only one practice location, this is all you need to do - you're ready to claim! If you are setting up multiple locations, you will need to repeat the process and fill out the HW029 form to register your other locations.

After completing this process, you can process claims from any invoice by clicking Process Medicare, Process Bulk Bill or Process DVA.

Please see our support articles on patient-paid Medicare rebates and bulk bill/DVA rebates for details, as well as how to set up completely automated rebates processing.

Requesting and activating your Location ID for a new practice location

If you are setting up a new practice location in Halaxy, you must request a Location ID (also called a minor ID) for that location to claim Medicare rebates from that location. You will need your Location ID to complete the registration form.

If someone in your Halaxy practice group has already set up your practice location, you do not need to request a new Location ID; simply use the existing Location ID when filling out the Online Claiming Provider Agreement.

To request a new Location ID:

  1. Click Personal > Locations.

  2. For the practice location you wish to register, click Request a Location ID. If you do not see this link, there may be no users in your group with an eligible profession. Contact us if you need to change your listed profession.

    Next to "Medicare Location ID", the link "Request a Location ID" is highlighted
  3. The "Request a Medicare Location ID" pop-up appears. If you already have a Location ID linked to a practitioner, you can choose to assign it to the location instead of requesting new Location ID. Select an option and click Submit.

    A pop-up titled "Assign or Request a Medicare Location ID"
  4. If you selected to assign an existing ID: Choose one of your existing Location IDs to assign to this location.

    If you requested a new Location ID: Your Location ID is displayed in the next step of the pop-up. If you have NEVER registered with Medicare for online claiming, click Download Form and use your Location ID to complete the Online Claiming Provider Agreement (HW027). If you have previously completed the Online Claiming Provider Agreement but have not registered this location, complete the Provider Registration for Electronic Funds Transfer Payments Form (HW029) instead. This form will allow you to register up to three practice locations; if you have more than three locations, you can submit the form multiple times.

    AFTER you have submitted the form to Medicare, tick the checkbox shown below and click Save. If you are registering multiple locations, you must do this for each location. This will submit your request to Halaxy to activate your Location ID. Do not tick the checkbox if you have not yet submitted the form; you can come back to this pop-up later by clicking your Location ID in Personal > Locations.

    Step 2 of a pop-up. Location ID is displayed. There is a button to download a form and a checkbox.

RESULT: Your request has now been submitted to Halaxy staff, who will activate your Location ID. Once Activated, the status will update on your Locations page and you will be ready to process rebates from this location.

Registering multiple practice locations

If you claim from multiple locations, one person in your group must how to request and activate a Location ID for each location.

If you do not use Payee Provider Numbers, you will need to be registered for each location; after completing the Online Claiming Provider Agreement (HW027), you can submit the Provider Registration for Electronic Funds Transfer Payments Form (HW029) to register up to three locations, with payments all going into the same bank account.

Registering multiple practitioners at the one location

If you have multiple practitioners at the one location and want all rebates to go into the same bank account:

  1. Ensure that each practitioner has previously completed the Online Claiming Provider Agreement (HW027).

  2. The payee provider should fill out the Bank Account Details for Online Claiming Form (HW052) to register up to six provider numbers at the one location. You can nominate one bank account for all six practitioners.

Alternatively, you can use a Payee Provider Number for each location so each practitioner does not have to register (only the Payee Provider Number needs to be registered).

Tips for completing the Online Claiming Provider Agreement registration form

Below are a list of tips for completing the registration form based on common questions Halaxy is asked about the form.

You do not need to link your account or provider number through PRODA; Halaxy will do this on your behalf as part of the registration process.

You do not need to obtain and install a PKI Site Certificate, because rebates are transmitted to Medicare via Halaxy's Communities of Interest certificate for your Halaxy account. You do not need to manage the PKI certificate process, which means that Halaxy can be used on any mobile device as well as your PC or Mac. When completing the Online Claiming Provider Agreement form, leave the PKI registration number field blank or write "N/A".

You can contact Medicare at any time on 1800 700 199 for help completing the form.

Pages 1 and 2

  • Your name: use your full name that is registered with AHPRA.

  • Provider number: should be 8 characters long, made up of digits and letters. If your provider number is 7 digits long, add a 0 at the start. To avoid confusion, write the number zero with a strike through it and the number 1 as it appears in computer print.

  • Registration Authority (RA) number: write "N/A" or leave leave blank.

  • PKI registration number: write "N/A" or leave this field blank.

  • Terms on page 2: Read the terms on page 2 and contact Medicare on 1800 700 199 if you have any questions.

Page 3

  • Location ID / Minor ID: the unique identifier that Medicare uses to identify your practice location and your software. To get your Location ID, see Requesting and activating your Location ID for a new practice location.

    NOTE: Only Medicare-eligible professions will have a Location ID / Minor ID. If you do not have a Location ID listed in the Users page, please contact community@halaxy.com and request a change to your profession type in Halaxy.

  • Practice name: If you operate as a sole practitioner in your own name, use your own name.

  • Practice address: This is your practice location, not your home address (unless your practice is located in your home).

  • Practice contact name: Either your name, the practice owner's name or the main reception staff.

  • Account number: Can include up to 9 digits. If your account number is 6 digits long, write it with 3 spaces free. Medicare only deposits to transaction/debit cards; it does not deposit to credit cards.

  • Account name: The practice's account - there’s no need to set up a separate account for this purpose..

  • Tick: Medicare bulk bill/Department of Veterans' Affairs claims, not Australian Childhood Immunisation Register claims.

Where to send forms and other things to note

Mail, fax or email the registration form to Medicare at the addresses shown on page 1.

Medicare takes about 5 days to process your registration form after they have received it. Medicare does not always send you a formal notification that you have been registered. To ensure you have registered successfully, call Medicare on 1800 700 199 and advise them of your Provider Number, your bank account details and your Halaxy Location ID/Minor ID (CLK number).

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