Instructions for invoicing WorkSafe

How to invoice WorkSafe, for health providers, including payments using HICAPS.

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Invoices should include

Injured worker information

If you don't know the claim number, then include the injured worker's:

  • Injured worker's name
  • The name of the WorkSafe Agent that manages the claim.
  • Address
  • Date of birth
  • Date of injury
  • Name of their employer

Registered provider's information

  • Name
  • Practice address
  • WorkSafe Provider Number
  • Australian Business Number (ABN)

Service information

  • invoice number and date (please note a date of service after the invoice date cannot be accepted as this implies that the invoice was issued prior to the service taking place)
  • 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
  • "Tax invoice" or "Receipt" with the above information
  • "Quotes" are not payable

Notes

Each invoice must only feature one worker, we cannot accept invoices with multiple workers/patients/clients.

Your invoice is to be forwarded to your patient's/client's managing Agent.

Please refer to the Australian Tax Office (ATO) for information regarding GST.

Find an agent

Streamlined electronic invoicing options

Electronic invoice lodgment replaces the requirement to mail or email invoices to WorkSafe agents enabling faster processing and payment.

Electronic invoicing via platform options

WorkSafe has partnered with three specialist payment providers to enable invoices to be submitted electronically, real time feedback on status, faster processing and payment.

Currently this is available to General Practitioners, Physiotherapists and Pharmacies.

The three partners are:

  • Medipass
  • LanternPay by HICAPS
  • Commbank / Whitecoat

Information about how to contact these partners to register as well as services billable via these platforms and helpful hints can be found in Third party provider payments electronic invoicing platform support.

Electronic invoicing via HICAPS terminals

This option is available for:

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

This service is 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.

The process is the same as invoicing a private health insurer, but as a healthcare provider you'll need to manually enter details (including WorkSafe claim numbers) into HICAPS terminals.

How to lodge invoices

You'll need 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.

The funding of any services are subject to the WorkSafe Victoria's adjudication criteria.

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 (provided by the patient)
The HICAPS claim number is the combination of the WorkSafe HICAPS number (90360115 ) and the 11 digit Claim number provided by the patient

Injured worker signature

You need to obtain a signature from the injured worker you have treated on your receipt of invoice lodgment.

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

Contact HICAPS for more information about:

  • response codes
  • requests for HICAPS terminals
  • HICAPS terminal issues