Medicare Location IDs - 2022 Migration FAQ

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The process outlined in this FAQ is for Halaxy groups who process Medicare claims, who signed up prior to 24 February 2022 and who have multiple practitioners or multiple locations set up in Halaxy. This FAQ does NOT apply to sole practitioners with only one location in Halaxy - these users do not need to do anything.

Halaxy was the first large practice management software provider to complete the integration with Medicare's new web services adaptor. This integration has resulted in lightning-fast processing times, with claims taking less than a second to process.

There is one final change required as part of the new integration: Medicare Location IDs must now be linked to practice locations instead of individual practitioners. From now on, claims will use the Location ID of the practice location instead of the individual practitioner's Location ID, which will become obsolete. This may mean you need to update your details registered with Medicare.

One person in your group (generally the practice owner or principal practitioner) will need to go through the process outlined below as soon as possible so that your group complies with new Medicare requirements. This will take just a couple of minutes.

There will be no interruption of service, and you'll be able to continue claiming while your details are being updated.

What do I need to do?

  1. One person in your group (usually the practice owner or principal practitioner) needs to go to Personal > Locations and click the link labelled "Request a Location ID" for each location where you make Medicare claims:

    Next to "Medicare Location ID", the link "Request a Location ID" is highlighted
  2. You'll be given the choice of assigning one of your existing Location IDs (recommended) OR requesting a new one. Simply follow the prompts:

    A pop-up titled "Assign or Request a Medicare Location ID"

    Assigning an existing Location ID lets you re-use one of your practitioners' Location IDs, saving that practitioner the trouble of re-registering with Medicare. For online-only locations, this also lets you assign the same Location ID as a physical location.

  3. The next step changes depending on how you receive bulk bill and DVA rebates:

    • If bulk bill and DVA claims are paid into the one account in your practice regardless of who the practitioner is: Set up Payee Provider Numbers for each location. This saves you a lot of time, as you should not need to complete a new Online Claiming Provider Agreement with Medicare as long as the Payee Provider Number was already registered with the Location ID you assigned. It also means you do not need to submit new registration forms for every new practitioner who joins your group.

    • If bulk bill and DVA claims are paid into different accounts in your practice: Each practitionermust register their Provider Number and bank account with the new Location ID for each location on new Online Claiming Provider Agreements.

Once your Location ID is assigned, every practitioner will use that Location ID when claiming from that location. For some practitioners, this means the Location ID used for claiming will be changing, so they will need to resubmit their forms to Medicare if you do not use Payee Provider Numbers.

Background

Your Location ID is a unique number generated by Halaxy that identifies you or your practice. If you've registered with Medicare for online claiming, you would have had to register your Location ID alongside your Provider Number as part of the Online Claiming Provider Agreement.

Medicare_RegistrationFormCLK.png

Image: The Location ID in the Medicare registration form

In the past, your Location ID has been allocated to you as an individual practitioner so that you could use the same Location ID across all your locations.

What's actually changing?

Medicare is requiring that all Location IDs be linked to physical practice locations rather than to individual practitioners by the end of 2022. That means each location will have a unique Location ID that is used for claiming by all practitioners at that location.

This is a change to previous advice given by Medicare, so Halaxy has made some changes to allow you to continue claiming while making the transition as smooth as possible. The good news is that this a perfect opportunity to start using Payee Provider Numbers to save time on Medicare registration if it suits your practice (see below).

Here are the key points:

  • You now need a separate Location ID for each physical location you want to claim from.

  • One person in your group (usually the practice owner or principal practitioner) needs to assign or create a separate Location ID for each physical location in your Halaxy. This is a one-time process that takes just a couple of minutes. You can re-assign one of your existing Location IDs to save time.

  • Location IDs are now found in Personal > Locations. You can re-assign your Location IDs from there.

  • New users in your group are no longer given their own Location ID.

If your Location ID is changing, you may need to resubmit your Medicare registration forms so that your Provider Number and Location ID are linked for each location you want to claim from. You should consider using Payee Provider Numbers so that not everyone has to re-register.

Does this mean all the practitioners at a location will use the same Location ID?

Yes. After setting up a Location ID for a location, your individual Location ID will not longer be used at that location.

I have locations that are online only. Do they need separate Location IDs?

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.

Will there be any interruption of service?

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.

Do I have to resubmit my Medicare paperwork?

You 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:

  • you request a new Location ID for a location instead of transferring an existing Location ID to the location; OR

  • you have multiple locations; OR

  • 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.

My Location ID is changing. What forms do I need to resubmit?

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 and I don't want them all to have to resubmit their forms. Is there another way?

Yes! 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.

I already use Payee Provider Numbers. Do I still need to do this?

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.

When do I need to do this?

The sooner the better. However, Medicare's deadline is the end of 2022.

I'm still confused. Is there anyone who can explain this all to me?

Feel free to contact us directly, and we'd be happy to step you through the process!

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