Detailed Item Billing: Quick Guide

Detailed Item Use

The Detailed Item form, accessed by selecting New Detailed Item within an invoice, allows users to record and manage additional information for specific billing items. This form provides important options and flags that support accurate claiming, compliance, and detailed documentation.

Within the Detailed Item form, you can specify key details such as Restriction Codes, Duration of Service, and various claiming conditions including Not Duplicate Service, Not Normal Aftercare, and Not Multiple Procedures. For Diagnostic Items, you can also attach Diagnostic Imaging Request Details and mark them as Self Deemed where required.

These fields help you identify when a service:

• Is performed at Separate Sites (for example, multiple procedures on different parts of the body)

• Is Not Related (Care Plans), meaning it is claimed alongside but not included with other care plan services

• Should be marked as Not for Comparison with other items in the claim

Completing this section accurately ensures that each item is correctly classified, helping to reduce the risk of claim rejections and to support clear, compliant invoicing. 
 

Adding a Detailed Item

1. Open an invoice for a patient
2. Click on New Detailed Item. You can also open the Detailed Item window for an existing item on an invoice by clicking the pencil icon beside it.
   
   
   
    
3. You can then begin adding the details of the item using the fields provided:
   • Date: Service Date of the item being added, defaults to today's date. This date can be backdated, but cannot be future dated in line with Medicare rules.
      
   • Time of Service: When the Service occurred, entered as HH:MM. This is only required for specific item types where the time of service is necessary for billing, such as anaesthetic RVG items, surgical procedures, or extended consultations.
      
   • Restriction Code: 
     • Separate Sites: Where there are multiples of the same item, such as sutures, this indicates that they were performed on different parts of the body. 
     • Not Related (Care Plans): Indicating that the item is being claimed in conjunction with, but is not included, with other care plan services.
     • Not for Comparison: Not to be compared to other items within the claim.
        
   • Item: The Billing Item code. The list of items contains both MBS items and any custom items created within a Fee Schedule. This is a search and select field similar to the standard invoice window.
      
   • Duration of Service: How long the Service took to complete, entered as HH:MM. This field is applicable only to certain items where Medicare require information on the duration of the service. For example, anaesthetic RVG Items, extended allied health consultations, or surgical procedures.
      
   • Self Deemed Flag: Indicates the service is being claimed either without a formal referral (self-deemed by the servicing provider) or as a substitute service for another requested service. This is required only for items where a substitute or self-deemed status applies. The following options are available for selection:
     • Not Self Deemed
     • Self Deemed
     • Substitute Service
        
   • Not Duplicate Service: Used when multiple services of the same item number are provided on the same day to the same patient by the same provider, but are distinct services.
      
   • Not Normal Aftercare: Flags services provided during the post-operative period that are not considered standard aftercare.
     Used when care is outside what would normally be expected after a procedure, such as complications or unrelated treatment.
      
   • Not Multiple Procedures: Indicates that multiple procedures performed on the same day are independent, not part of a single combined procedure.
      
4. After selecting an item, the Description, Fee Type, Rate and Amount fields will be filled for you, but you may change these details at any time by clicking into the field and making adjustments.
   
    
5. When adding a Diagnostic Imaging item as a Detailed Item, the Enter Request Detail button will appear automatically. You can click this button to add details of the Requested By provider, Requested Date, or a flag to say No Request was received. Click OK when you have finished adding the Diagnostic Item to return to the Detailed Item form.
   
   
    
6. When you have finished adding all information about the item, click on Save & New to add the Detailed Item to your invoice. You may then add another item following the same steps, or click Cancel to return to the regular invoice window to add standard items or finalise the invoice.

Related Reading

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