Online Claiming: Applying for Minor Site IDs

Ensuring your Medicare Online Claiming information is current is essential to avoid any disruption to payments from Medicare, Health Funds, or the Department of Veterans’ Affairs (DVA). Whether you are opening a new practice, changing your practice management software, or expanding to new locations, your Minor Site ID plays a vital role in linking your practice to online claiming systems.

This guide explains when you need to apply for a new Minor Site ID and when your existing one can continue to be used. Keeping these details up to date will help maintain uninterrupted claiming and ensure that payments are processed smoothly and accurately.

Contents:

1. New Minor Site ID Required
   • Opening a Brand New Practice
   • Changing Practice Management Software
   • Multiple Physical Locations
   • Telehealth Only Practice, Different Location
2. No New Minor Site ID Required
   • Changing Physical Address
   • New Practice, Same Physical Address
   • Telehealth Only Practice, Same Physical Location

New Minor Site ID Required

A new Minor Site ID is required in the following circumstances:
 

Opening a Brand New Practice

When opening a brand new practice, that has never used Medicare Online Claiming. 

Refer to the following article if you need instructions on creating the new practice and linking it to claiming: Medicare Online Claiming: Configuration & Preferences.

Changing Practice Management Software

When changing from one practice management software to another, for example migrating your practice to MediRecords, you need to apply for a new Minor Site ID. If you are in the process of migrating to MediRecords, speak to your Onboarding Manager for more information if needed.

Multiple Physical Locations

Each unique physical location requires its own Minor Site ID and Provider Number per provider. If you are operating out of more than one physical location, you will need a Minor Site ID and Provider Number for each location. When creating a new practice within MediRecords, you will need to contact our Support team so we may link you to the MediRecords PRODA claiming device. You can reach them on support@medirecords.com. 

Refer to the following article if you need instructions on creating the new practice and linking it to claiming: Medicare Online Claiming: Configuration & Preferences.

Telehealth Only Practice, Different Location

If you are creating a telehealth only practice and the telehealth only practice is located out of a different physical location to your existing practice location and Minor Site ID, then you will need to apply for another Minor Site ID for your telehealth only practice.

Refer to the following article if you need instructions on creating the new practice and linking it to claiming: Medicare Online Claiming: Configuration & Preferences.

No New Minor Site ID Required

If you already have a Minor Site ID, you do not need to apply for another Minor Site ID when:
 

Changing Physical Address

You can just update the address of this site within MediRecords without needing another Minor Site ID.

You do not need to inform MediRecords if you change your address.
 

New Practice, Same Physical Address

You can copy and paste the existing Minor ID from your main practice into the new practice. 

• If new providers with different Provider Numbers are added to the new practice, you will need to link their banking details to the new location. Link banking details to Provider Number(s) via HPOS or the HW052 Form, where you will be asked to provide the Practice Minor ID.
• If this is the provider's first time claiming with Medicare, DVA, ECLIPSE or AIR, you must first complete a HW027 Form to register for Online Claiming. 

You do not need to inform MediRecords if you are creating multiple practices within the same physical location, and you will not be prevented from using the same Minor Site ID in multiple practices provided they reside within the same MediRecords tenant. 
 

Telehealth Only Practice, Same Physical Location

If you are operating an online only location such as a telehealth only practice and it shares the same physical location as another already registered Minor Site ID, you do not need to apply for another.

You can copy and paste the existing Minor ID from your main practice into the new practice.