Registering for Online Medicare Rebates Claiming

Follow

Australian-based practitioners must register with Medicare in order to claim Medicare rebates online for eligible patients, including bulk bill patients. 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).

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.

Registration process overview

To register for online claiming, you must:

  • In Halaxy, find 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. You may need to request and activate your Location ID.

  • 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.

If you are setting up only one practice location, this is all you need to do. 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.

How to find your Location ID

Depending on when you signed up to Halaxy, your Location ID may be in one of two places:

  • In Personal > Locations. If you see the "Medicare Location ID" field here, one person in your practice must request a Location ID for each practice location. If someone has already requested a location ID, you can simply use it to complete the Online Claiming Provider Agreement.

    Next to "Medicare Location ID", the link "Request a Location ID" is highlighted
  • In Settings > Users, listed in the column "Medicare ID" for practitioners of a suitable profession:

    On the Users page, the Medicare ID column is highlighted

Requesting and activating your Location ID for a new practice location

This section only applies to users who found their Location ID in Personal > Locations. Users who found their Location ID in Settings > Users do not need to activate their Location ID (simply use your Location ID to complete the Online Claiming Provider Agreement).

Note

Medicare is changing its processes so that Location IDs are linked to a practice location rather than individual practitioners.

If your Location ID is for individual practitioners (i.e. you found your Location ID in Settings > Users), you do not need to activate your Location ID. However, all users will eventually be required to migrate over to location-based Location IDs due to new Medicare requirements. Halaxy will advise you when this becomes available for your practice group.

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, you need to add Medicare as a funder or add a Medicare fee.

    Next to "Medicare Location ID", the link "Request a Location ID" is highlighted
  3. The "Request a Medicare Location ID" pop-up appears. Click Request.

    A pop-up titled "Request a Medicare Location ID - Step 1/3"
  4. 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.

    Step 2 of a pop-up. Location ID is displayed. There is a button to download a form and a checkbox.
  5. AFTER you have submitted the form to Medicare, tick the checkbox 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.

RESULT: Your request has now been submitted to Halaxy staff, who will activate your Location ID. We will email you once the process is complete. When you receive the confirmation email, you will be ready to process Medicare and DVA rebates and bulk bill claims for this location.

Note

If you have multiple locations, each will require you to obtain and activate a new Location ID. You can submit the Provider Registration for Electronic Funds Transfer Payments Form (HW029) form to register up to three Location IDs at once. For each location registered, tick the checkbox in Step 4 above and click Save to request activation. Note that Medicare will only process this form if you have previously submitted the Online Claiming Provider Agreement (HW027).

Registering multiple practice locations

If you found your Location ID in Personal > Locations, follow the steps above on how to request and activate a Location ID.

If you found your Location ID in Settings > Users, you can use the same Location ID for all locations. Simply complete the Provider Registration for Electronic Funds Transfer Payments Form (HW029); this lets you nominate 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.

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.

  • 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 ???.

    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).

0 out of 0 found this helpful

Comments

0 comments

Article is closed for comments.