One Location ID for each practice location keeps every practitioner claiming without interruption.
With Medicare fully integrated with Halaxy, claims process instantly. A Medicare Location ID links your practice locations to Medicare, and each practice location needs one to keep processing claims on Halaxy.
Note
To register a Medicare Location ID for the first time, see Register for claims processing (Medicare, bulk bill, DVA, ECLIPSE).
This article is for practice groups who:
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Signed up to Halaxy before 24 February 2022
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Process Medicare, DVA or bulk bill claims
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Have multiple practitioners or multiple locations
Sole practitioners with only one location only need to assign their individual Minor/Location ID as their Medicare Location ID (see steps 1 to 4).
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Location ID generated for you. Your Medicare Location ID arrives ready to use, in the format CLK#####.
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One ID for every practitioner. Every practitioner at a practice location processes claims with the same Medicare Location ID. No separate IDs to juggle.
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No interruption. Claims keep running throughout the migration, with no interruption of service while you update your details.
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Assign an existing ID. Assigning a practitioner's Location ID or Minor ID needs no resubmitted details to Medicare.
The Medicare Location ID lets Medicare identify your practice location as one that uses Halaxy. This means:
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Claims are processed with an ID linked to a practice location, not an individual practitioner.
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Previously, you used your own Minor ID or Location ID as an individual practitioner, across all your practice locations.
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Now, each practice location has its own unique Medicare Location ID for all practitioners to use when processing Medicare claims at that practice location.
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Medicare is phasing out individual practitioner Minor IDs and Location IDs.
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If you don't have a Medicare Location ID for your practice location yet, request or assign one in Halaxy and, if necessary, update your details registered with Medicare.
Assign one person, usually the practice owner or principal practitioner, to do the migration.
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Click Personal > Locations.
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Under the practice location you want to register, click Request a Location ID.
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In the Assign or Request a Medicare Location ID pop-up, set the following:
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Assign existing Location ID (recommended): Use one of your practitioners' Location IDs or Minor IDs as the Medicare Location ID for this practice location. You don't need to resubmit any details to Medicare. After you select this option, choose the existing ID to assign to this practice location.
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Request a new Location ID: Select this option if you're requesting a new Medicare Location ID. This process needs you to resubmit registration forms to Medicare.
Important
Medicare requires each physical practice location to have its own unique Location ID.
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Click Submit.
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If you assigned an existing Location ID, the next step depends on how you want to receive bulk bill and DVA rebates:
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If all practitioner rebates are paid into a single account for the practice: Set up a Payee Provider Number for your practice location, using the provider number of the practitioner whose Minor ID you assigned as the Medicare Location ID. You don't need a new Online Claiming Provider Agreement with Medicare, because the Payee Provider Number was already registered with the Location ID you assigned. You also don't need to submit new registration forms every time a new practitioner joins your practice.
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If rebates are paid into different accounts: Each practitioner registers their Provider Number and bank account with the new Location ID for each practice location, on new Online Claiming Provider Agreements.
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After you assign your Medicare Location ID, every practitioner at that practice location can use the same Medicare Location ID when processing claims. If you have multiple practice locations, repeat this process for each one.
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I have practice locations that are online only. Do they need separate Location IDs?
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Will claims be interrupted while we migrate to this new setup?
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My Location ID is changing. What forms do I need to resubmit?
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I already use Payee Provider Numbers. Do I still need to do this?
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I'm still confused. How can I find out more information on Location ID migration?
If an online location is part of the same practice as a physical location (i.e. you use the same Provider Number), then it does not need to be separately registered, as it is considered the same practice. Simply assign the same Location ID as the physical location to the online-only location.
No, you'll be able to process claims throughout the entire process (your old Location ID will automatically be used while Medicare updates your details).
If you are creating a new Location ID instead of assigning an existing Location ID, we recommend submitting your paperwork to Medicare as soon as possible, then advising us that you have done so that we can activate your new Location ID as quickly as possible.
Your existing setup will continue to work until the end of 2022, but we encourage all users to follow the process above as soon as possible to ensure your claiming remains seamless. This will also reduce the administration required whenever you add a new user to your group.
You only need to resubmit your forms if your Location ID is changing and you do not use Payee Provider Numbers - which is why we recommend using them! Your Location ID will change if:
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you request a new Location ID for a location instead of assigning an existing Location ID to the location, or
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you have multiple locations, or
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there are multiple practitioners in your group.
Payee Provider Numbers are a useful way to save on paperwork, now and into the future. If you use Payee Provider Numbers, only the Payee Provider Number needs to be registered with the Location ID instead of every practitioner's Provider Number. This saves on paperwork if you have multiple practitioners in your group.
Note that using a Payee Provider Number means all bulk bill and DVA rebates go into the same bank account, so they are not suitable if every practitioner needs to receive rebates into separate accounts.
You do not need to resubmit your forms if you are a sole practitioner who only operates out of one location. Simply transfer your Location ID to your location. The details that Medicare will have on file will still be accurate because your registered Provider Number and Location ID will not have changed.
You should submit one of the following:
If you have never registered with Medicare: Submit the Online Claiming Provider Agreement (HW027)
If you have previously registered but need to update your details/Location ID at up to three locations: Submit the Provider registration for Electronic Funds Transfer payments form (HW029)
If you need to register up to six practitioners at a single location, where all six practitioners have rebates paid into the same account: Submit the Banking details online claiming form (HW052)
My practice has multiple practitioners. How can I migrate to the new setup without having everyone resubmitting forms?
If all the practitioners in your practice receive bulk bill and DVA rebates into the same bank account, consider using a Payee Provider Number.
This allows you to show a Payee Provider Number on your invoice, which will cause Medicare to pay rebates into the listed payee's bank account instead of the servicing provider's bank account.
Only the Payee Provider Number needs to be registered with Medicare (instead of every Provider, saving you the trouble of having every practitioner register.
If Medicare already has the Provider Number you choose to use as the Payee Provider Number and the Location ID registered as a pair, you do not need to re-register for that location at all, as Medicare will already have your details linked.
Payee Provider Numbers are not suitable if every practitioner gets bulk bill and DVA rebates paid into separate bank accounts.
You will still need to assign a Location ID to each location you want to claim from. However, if you have previously registered the Payee Provider Number and the Location ID you use as a pair, you do not need to resubmit your forms to Medicare.
Note that using a Payee Provider Number is entirely optional.
Feel free to contact us directly and we'd be happy to guide you through the process!
Your Medicare Location ID sits behind every claim you process, alongside your practitioners' provider numbers.
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Set up one account for rebates. Add a Medicare payee provider number so Medicare pays all rebates for your practice location into one bank account.
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Add provider numbers. Add provider numbers and identifications so Halaxy shows them on every invoice.
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Process claims. Process bulk bill and DVA claims with your Medicare Location ID in place.
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