All invoices should include information about the injured worker, the healthcare provider and the service you provided.
Pharmacist's please read requirements for invoicing WorkSafe Victoria – information for pharmacists [PDF, 96.6 kB] to make sure invoices are processed promptly
Invoices should include:
- Injured worker information
- injured worker's name
- claim number
- the name of the WorkSafe Agent that manages the claim.
If you don't know the claim number then include the injured worker's:
- date of birth
- date of injury
- name of their employer.
- practice address
- WorkSafe Provider Number
- healthcare provider's Australian Business Number (ABN)
- 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 invoice lodgement is available for:
- Occupational Therapists
- Remedial Massage Therapists
- Speech Pathologists.
Electronic invoice lodgement replaces the 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 is available to healthcare providers registered with WorkSafe who provide approved services to injured workers.
The process is the same as invoicing a private health insurer, but as a healthcare provider you'll be required to manually enter details (including WorkSafe claim numbers) into HICAPS terminals.
How to lodge invoices
You'll be required to enter:
- Your Medicare provider number
- The HICAPS claim number.
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.
Visit the HICAPS guide to lodging a WorkSafe invoice for more information.
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
Injured worker signature
You'll be required to obtain a signature from the injured worker you have treated on your receipt of invoice lodgement.
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.
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 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
Contact HICAPS for more information about:
- response codes
- requests for HICAPS terminals
- HICAPS terminal issues.