Medicare Online Claiming: Configuration & Preferences

This article explains how to configure MediRecords for Online Claiming so your practice can submit claims to Medicare, DVA, ECLIPSE, and AIR with ease. By setting up the right registrations and practice preferences, you can streamline billing, reduce errors, and ensure payments are processed quickly and accurately.

We will cover the essential steps, including registering for Online Claiming, migrating from another PMS, handling multiple practices, and configuring device and provider settings. Once complete, your team will be able to rely on MediRecords to manage claims efficiently, with options for automation that save time and improve cash flow.

Contents

1. Registering for Online Claiming with MediRecords
2. Changing Existing PMS Software to MediRecords
3. Claiming for Multiple Practices
4. Device Configuration
5. Use Vendor PRODA Device
6. Location Code (Minor Customer ID)
7. Automatically Submit AIR Claim
8. Automatically Submit Medicare Claims
9. Automatically Retrieve Medicare Reports
10. Rural or Remote Area
11. Enable Default Bulk Billing Incentive Item
12. Bulk Billing Incentive Item
13. Configuring Providers for Online Claiming

Registering for Online Claiming with MediRecords

You can complete both of the required registrations faster by logging into HPOS. If you have never claimed with Medicare, DVA, ECLIPSE or AIR before, you will need to complete an HW027 form to register for online claiming for the first time.

Changing Existing PMS Software to MediRecords

If you have claimed previously, you will need to submit an HW052 form to link your Minor Site ID to your provider numbers and update your bank details if required. At the top of the form, record your old Minor Site ID and the date you want your new MediRecords Minor Site ID to take effect. Please ensure the effective date is at least five days after switching to MediRecords, as this will not affect new Medicare claims.

All claims must be finalised in your previous system before registering the new Minor Site ID with Services Australia. Once registered, your provider numbers will be disconnected from the previous ID and connected to the new one, allowing claiming to recommence in MediRecords.

You cannot reuse a Minor Site ID from your previous software, as each ID prefix is unique to the software. Minor Site IDs are generated automatically per practice. Once Services Australia confirms registration, continue with the next configuration steps.

Each form allows space for six provider names. If you are migrating more than six providers, you will need to complete an additional form. Please allow at least five business days for Medicare to process current claims, and continue downloading your Processing and Payment Reports from your old system. Any new claims (Bulk Bill and Patient Claims) can be stored in MediRecords and transmitted once the new Minor Site ID has taken effect.

Claiming for Multiple Practices

If you have multiple physical practice locations with different provider numbers, you must register separate Minor Site IDs for each location. Each set of provider numbers needs to be linked to the corresponding Minor Site ID.

If your MediRecords tenant has multiple practices that are virtual, hybrid, or mobile, you can use the same Minor Site ID across all practices transmitting claims. Simply copy and paste the Minor ID from the primary practice into the claiming configuration for each additional practice. You can register one or multiple provider numbers per practitioner per Minor Site ID.

If you are not sure whether you need another Minor Site ID, you can refer to this article for more information: Online Claiming: Applying for Minor Site IDs.

Device Configuration

MediRecords manages and maintains its own B2B device to connect to Webservices, so you do not need to create your own device. Your Minor Site ID will be linked to the MediRecords device during onboarding.

Practice Configuration

1. To access the configuration area, open More > Settings > Configuration
   
    

2. Select your practice
   
    

3. Claiming - PRODA tab. This will display the configuration window.

   Tick the checkbox to activate the connection to Web Services. Online Patient Verification, Online Veteran’s Verification, Private Health Fund Validation and Inpatient Invoices will not be available unless this option is enabled.

   

Use Vendor PRODA Device

Tick the checkbox to activate the connection to Web Services. Online Patient Verification, Online Veteran’s Verification, Private Health Fund Validation and Inpatient Invoices will not be available unless this option is enabled.

Location Code (Minor Customer ID)

Your Minor Site ID is system-generated and unique for each practice. The Minor ID in your primary practice will be added to the MediRecords PRODA device during onboarding. If you require a new practice and Minor Site ID, please contact the MediRecords Support Team to have this added to the device.

Automatically Submit AIR Claim

Enable this configuration if you would like the system to automatically submit claims to AIR when an immunisation is created. If this option is left disabled, AIR claims must be batched and submitted manually.

Automatically Submit Medicare Claims

Enable this configuration if you would like the system to automatically submit all valid invoices for claiming at 2:00 AM AEDT on the day following the claim’s creation.

Automatically Retrieve Medicare Reports

Enable this configuration if you would like the system to automatically retrieve Processing and Payment Reports each day from 6:00 PM AEDT.

Rural or Remote Area

Select this flag if your practice is located in a Modified Monash area outside of a metropolitan location to claim Bulk Billing Incentive Items.

Enable Default Bulk Billing Incentive Item

Select this flag if you want the chosen Bulk Billing Incentive Items to automatically populate in invoices created for eligible patients. For further details, see the Bulk Billing Incentive Items article.

Bulk Billing Incentive Item

Select the most common Bulk Billing Incentive Item for your practice’s location from the dropdown list. This item will populate automatically in invoices created for eligible patients. You can edit the item if required, for example, if the consultation duration is longer than the standard timeframe. For more details, see the Bulk Billing Incentive Items article.

Configuring Providers for Online Claiming

1. To configure a provider, open More > Settings > Subscription Details.
   
    
2. Then click Users to view all users registered to your subscription.
   
    
3. Tick the box next to the provider’s name to display available options, then click Configure.
   
    
4. From here, open Invoices and scroll to the bottom of the form. Select the provider’s Medicare Provider Type as:

• General: for General Practitioners and Nurse Practitioners

• Specialists: for Specialists and Allied Health Providers

• Allied Health (DVA): for Allied Health Claims sent to DVA (Switch to Specialists for Medicare )

• Speech Pathology (DVA): for Claims sent to DVA (Switch to Specialists for Medicare)

• Psychology (DVA): for Claims sent to DVA (Switch to Specialists for Medicare)

• None: for non-clinical staff or when not using MediRecords' invoicing feature”

5. Specialists must also have Include referral for Medicare Billing set to Yes to ensure claims are assessed correctly. If this is not configured, claims may be rejected. Click Save to apply your changes.

Further Reading

• Manual Invoicing - Medicare, DVA & ECLIPSE
• Bulk Billing - Medicare & DVA
• Patient Claims - Medicare, DVA & ECLIPSE