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How to invoice WorkSafe

All invoices should include information about the injured worker, the healthcare provider and the service provided. This will assist in the prompt processing of invoices.

To ensure that invoices can be processed promptly medical practitioners are encouraged to adhere to WorkSafe's published guidelines.

Invoices should include the following:

1. Injured worker information

  • Injured worker's name
  • Claim Number, and the name of the WorkSafe Agent who manages the claim

If the claim number is not known, also include the injured worker's:

  • Address
  • Date of birth
  • Date of injury
  • Name of their employer

2. Healthcare provider information

  • Name
  • Practice address
  • WorkSafe Provider Number
  • Healthcare provider's Australian Business Number (ABN)

3. Service information

  • Invoice number and date
  • Dates of service
  • WorkSafe item code
  • Description of service provided
  • Fee charged
  • If the service is referred, the name and provider number of the referring medical practitioner
  • For aids and appliances the item must be clearly itemised and described

Electronic Invoicing

WorkSafe has introduced electronic invoice lodgement for:

  • Acupuncturists
  • Chiropractors
  • Dentists
  • Dieticians
  • Naturopaths
  • Occupational Therapists
  • Optometrists
  • Osteopaths
  • Physiotherapists
  • Podiatrists
  • Psychology
  • Remedial Massage Therapists
  • Speech Pathologists

This replaces the existing requirement to mail invoices to WorkSafe Agents.

This service will be offered through the Health Industry Claims and Payments Service (HICAPS) terminals, using existing HICAPS item numbers. This is a service for lodging invoices only, not payment. The method and timing of payment will not change. This service will be available to healthcare providers registered with WorkSafe who provide approved services to injured workers.

The process will be the same as invoicing a private health insurer; however, as a healthcare provider you will be required to manually enter details (including WorkSafe claim numbers) into HICAPS terminals.

How to lodge invoices

You will be required to enter:

  • Your Medicare provider number
  • The HICAPS claim number (see below for more detail)

Only initial and standard consult item numbers can be invoiced via the HICAPS terminal, using existing HICAPS item numbers. Invoice lines (healthcare services) can be subsequently rejected by WorkSafe Agent case managers.

HICAPS claim number

The HICAPS claim number is a 19 digit number comprised of the following:

  • 90360115 signifies the WorkSafe HICAPS number
  • the 11-digit WorkSafe claim number

Example of the HICAPS claim number

Injured worker signature

You will be required to obtain a signature from the injured worker you have treated on your receipt of invoice lodgement.

Employer liability

Invoices can only be lodged through HICAPS terminals after the employer liability has been met. If the employer liability has not been met, you will need to produce a hard copy invoice and forward it to the injured worker's employer for payment.

Invoice cancellation

An invoice can only be cancelled on the same day it has been lodged, which is the same protocol employed by the health funds. Should an invoice need to be cancelled at a later date you should contact the injured worker's WorkSafe Agent and arrange a manual cancellation.

Network providers

Network Providers have special contractual arrangements with WorkSafe, and different item codes for services provided to injured workers. At this stage, network providers can not lodge invoices with WorkSafe using HICAPS terminals. WorkSafe is expanding electronic invoicing options and intends to enable network providers to access this service in the future.

Where to get more information

Please contact HICAPS at www.hicaps.com.au for more information about:

  • Response codes
  • Requests for HICAPS terminals
  • HICAPS terminal issues

Further information