Sending Batch Invoices to Medicare Australia Online

Before you begin

Ensure you have created invoices to send to Medicare.

Procedure

  1. Open the Practice Explorer and select Medicare > Australia from the margin menu. The Medicare Australia Online Claims window appears.
    • Multiple claims can be selected and processed together by highlighting the required claims. The claims can also be sorted to group like claims before selecting them.
    • Right-click the list of payee rooms to allow selection/de-selection of all rooms.
    • To edit an existing claim, select the Claim and click the Open button. Edit the claim details and transmit as required.
    • To delete an existing claim, select the Claim and click the Delete button.
      • The claim must be deleted on the same day which it was submitted.
      • Medicare must be notified by phone that the claim is to be deleted.
      • A reason for the deletion must be entered (allows for space up to 128 characters).
      • The user must confirm that they have contacted Medicare to delete the claim.
      • Should Medicare provide some reference for the deletion, this should be entered in the reason text for future reference.
      • Once the claim has been deleted, invoices attached to the claim will be available for selection with new claims.
      • No transmission is involved with the deletion process.
      • Unlike deleting an un-submitted claim, all "same day deleted" claims will remain viewable in the claims list.
  2. Click the New button to begin a new batch of claims. The New Medicare Australia Claim window appears.
  3. Select the Claim Type, Payee Room, Practitioner, Service Type, and Service Location for the claim.
    • Note that if in General Practitioner settings you have indicated that the practitioner has only one Service Type, the Service Type drop-down menu here will default to the corresponding Type. On the other hand, if the practitioner has multiple Service Types there will be no default selected here, and you must manually select one.
    • The available invoices that meet these criteria are displayed in the lower section of the window.
      • To view details of an invoice, select the invoice and click View Invoice Items (located on the top right hand corner of the Available Invoices and Selected Invoices sections).
  4. Select the > or < buttons to move selected invoices into and out of the claim. Select the >> or << buttons to move all invoices into and out of the claim.
    Claims may be selected by dragging and dropping the invoice with the mouse. Resubmitted invoices are displayed in red text. A maximum of 80 claims can be batched simultaneously.
  5. To authorise, but not immediately transmit the claim, click Store. To send the items to Medicare, click Send. The Medicare Online Claim Authorisation window appears.
    The authorisation required will depend on how you have setup Bluechip and your agreement with Medicare.

  6. Click OK to send the transaction.
  7. Click Close once the processing has completed. You are returned to the Medicare Online Claims window.
  8. If required, to delete a claim submitted today, select it and click Delete.
    Example Claim Delete Reason window
    • The Claim Delete Reason window is displayed only when deleting a claim that was submitted on the same date as the deletion. Claims submitted on prior dates cannot be deleted.
    • Before deleting the claim in Bluechip, you must contact Medicare and confirm the deletion.

    For more information about deleting claims, see Claim Delete Reason window.

  9. To view the transmission log for the selected claim, click Log. The Medicare Online Claim Transmission Log is displayed.
  10. To view items rejected by Medicare during processing of the selected claim, click Rejected.
    In the Medicare Australia - Rejected Items window, to resolve an item, select the suitable option for your practice accounting methods and click OK.

    • Items that are not fully paid may be written off or left unpaid and referred to the patient for payment (based on your practice procedures). Items that are overpaid will result in a Sundry Invoice being created to which the residual funds are allocated. Sundry payments made by Medicare can also be receipted.
    • Items that have been are rejected, and for which no amount has been paid, may be resubmitted. The resubmission process involves Bluechip writing off the original invoice, copying it, attaching the copied invoice item to a new invoice and entering service text for the invoice item to allow the claim to be referred to the Medicare Officer for consideration.

      You must attach the new invoice to a new claim and submit it to Medicare for payment.

  11. To receipt items returned from Medicare, click Receipt.

    In the Medicare Australia Claim Receipt window, to receipt items not paid in full, select the option suitable to your practice accounting methods and click OK.
  12. When submitted patient information differs from that held by Medicare, corrected patient information is returned with the processing report.To update patient information with details returned from Medicare, click Update.

    1. In the Patient Updates window, select the appropriate option for each patient record, or click Apply All or Ignore All.
    2. Click OK. The patient records are updated with the relevant information from Medicare.

Results