Managing Invoices for Claiming

Brief Overview

Clinic to Cloud would like to introduce a streamlined approach to manage and claim Bulk Bill, DVA and Health Fund invoices. 

The option to create a Draft invoice is now available, these invoices can now be managed from the In Progress tab found in Claiming.

When an invoice is complete and it is time to claim, a Submit option will mark this invoice with a Ready status to be automatically claimed at 1:00am AEST daily. 

A response will be available after each invoice is transmitted to Medicare/ECLIPSE

The Short Version

  • The In Progress tab is available to manage invoices and claims for a Bulk Bill, DVA and ECLIPSE 
  • Draft status allows continual edits and updates until a claim is ready to be submitted

  • Ready status will automatically be submitted to Medicare and the Health Funds at 1:00AM AEST daily
  • Submitting status is available when claims transmission is currently in progress 
  • Submitted status is available when a claim is successfully transmitted 
  • Failed status is available when a claim is NOT successfully transmitted
  • Invoices/Claims with errors to be managed show with a

Instructions 

1. Go to Claiming, Is this a Medicare, DVA or Health Fund/ECLIPSE claim?

If Medicare or DVA, select to Medicare

If Health Fund/ECLIPSE, select ECLIPSE

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2. Go to the In Progress tab 

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3. Manage invoices/claims with the relevant actions based on the status 

Draft status is marked when a invoice is not ready for transmission to Medicare/ECLIPSE 

  • Submit, move this invoice to Ready status 
  • Edit, opens the invoice in a new tab for editing 
  • Delete, this invoice, is available for an Admin user type only 

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Does this invoice show errors !
Tip Hover over the error for more information

Invoices with a failed verification and/or are missing important information can not be submitted until all of the relevant information is correct. The Submit action will become available once all required information is complete. Edit will be available until the required information is completed.

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Ready status is marked when a invoice is ready for transmission to Medicare/ECLIPSE and will automatically run daily at 1:00AM AEST

  • Move to Draft, will remove this invoice from automatic transmission and place the invoice into Draft status 
  • Edit, opens the invoice in a new tab for editing

Submitting status will display when the claim is currently being transmitted to Medicare/ECLIPSE

  • View, opens the invoice in read only 

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Submitted status, will display when a claim is successfully transmitted to Medicare/ECLIPSE with the date of submission and claim ID.
Tip A return response will be received and the invoice will move to Exceptions or Finalised

  • View, opens the invoice in read only 

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Does the submitted invoice show errors?
Tip Hover over the error for more information

Claims that have been in the submitted status for 14+ days will show with an error. The reason for a error is that the relevant forms for claiming have not been submitted to Medicare. Tell me more

  • View, opens the invoice in read only 
  • Manual Payment, paid manually? add the manual payment and finalise the invoice
  • Accept and Balance, write off the invoice and start again 

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Failed status, will display when a claim has failed transmission to Medicare/ECLIPSE.  ! errors with missing information can not be submitted until all of the relevant information is correct. Edit will be available until the required information is completed.
Tip Hover over the error for more information

  • Edit, opens the invoice in a new tab for editing

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