Manual Invoicing - Medicare, DVA & ECLIPSE: Quick Guide

There are times when payments from Medicare, DVA, or a health fund cannot be processed through online claiming and the payment needs to be receipted manually. This usually happens when a health fund pays by cheque, or if a payment is received outside of the usual electronic workflow. MediRecords allows you to create manual invoices so you can keep your accounts accurate, reconcile payments correctly, and ensure your financial records remain complete.

In this article, we’ll step through how to create manual invoices for Medicare, DVA, and health funds. You’ll also learn how to correctly allocate payments against these invoices, ensuring that your accounts stay balanced and compliant. By using MediRecords for manual invoices, your team can handle exceptions with ease while maintaining streamlined billing processes.

Contents:

1. Creating a Manual Invoice - Medicare & DVA
2. Creating a Manual Invoice - Health Fund
3. Assignment of Benefit (AOB)
4. Related Reading

Creating a Manual Invoice - Medicare & DVA

1. Open the patient's record > go to the Accounts tab.
2. Click New Invoice > New Invoice.

3. Type in and select the Provider.
4. Next to Bill To, select Other, then in the box that appears, click the drop down arrow and select Contact.
5. Begin typing in Department of Human Services*, then select it when it appears.
6. Add the item number(s) as usual, then click More Pay.

7. Choose the appropriate Type (e.g Cash), enter the amount, click Automatically Allocate Payment, then click Save.
*If raising an invoice to DVA, instead select Department of Veteran's Affairs. Note that your database may contain a differently worded contact, e.g "Dept of Veteran's Affairs", or "Medicare".

Creating a Manual Invoice - Health Fund

1. Open the patient's record, then go to the Accounts tab
2. Click New Invoice > New In-Patient Invoice.

3. Type in and select the Provider.
4. Next to Bill To, select the health fund name preceded by the word (Manual), e.g (Manual) Hunter Health Insurance.
5. Complete all other fields as usual, and add the item number(s).
6. Click More Pay.

7. Choose the appropriate Type (e.g Cash), enter the amount, click Automatically Allocate Payment, then click Save.

Assignment of Benefit (AOB)

From 1 July 2026, Medicare Assignment of Benefit (AoB) requirements are changing for Bulk Bill and Inpatient Medical Claims (IMC). These changes introduce new requirements for capturing, recording and retaining patient consent before claims can be submitted. 

MediRecords has updated the invoicing workflow to support these requirements, including options for capturing consent in person or electronically and preventing claim submission until consent has been recorded.

For a full overview of the changes and any required actions, see Assignment of Benefit Changes - July 2026.

Related Reading

• Invoice Management: Quick Guide
• Diagnostic Imaging Billing: Quick Guide
• Anaesthetic Services Billing: Quick Guide
• Patient Claims - Medicare, DVA & ECLIPSE: Quick Guide
• Bulk Billing - Medicare & DVA: Quick Guide