a. Practices using practice management software for MBS billing and rebate claiming
Practices that use multifunctional practice management software for billing and claiming rebates have two processes available:
- Clients can be invoiced for full payment or bulk-billing, services can be paid for, and client rebates can be claimed for MBS telehealth psychology items via Medicare Online, even though the client is not present at the practice. Medicare details are stored in practice software and rebates claimed through Medicare Online are directly sent electronically to Medicare to be deposited into the person’s bank account.
- For all bulk-billed telehealth services (and at the time of the service), the client must agree to be bulk-billed through Medicare. Clients will need to provide explicit consent that 1) the service was provided on the specified date and 2) that the rebate is to be assigned to the provider. This consent can be obtained remotely via a secure email methor or secure messaging systems.
Electronic signatures must comply with Medicare legislative requirements to assign a benefit and the steps outlined in section 10 of the Electronic Transactions Act 1999 (see www.legislation.gov.au). See Bulk-billing-videoconference-email consent for an example of an email template.
A copy of the email consent to assign the MBS benefit to the practitioner must be kept on file (either electronically or in hard copy format) for audit purposes for at least 2 years. The email signature does not need to be noted or submitted for electronic claims through Medicare Online.
b. Practices using merchant terminals for MBS billing and rebate claiming (e.g., HICAPS)
Practices that rely upon merchant terminal for payment of services and for claiming client rebates (via Medicare Easyclaim) have two methods available:
- Take client credit card details at the end of the telehealth sessions (or via telephone at the time of booking the consultation), and manually enter the details into the merchant terminal for full (gap) payment of the telehealth service. Send the invoice and/or receipt to the client via secure messaging (or mailed through Australia Post) in order for the client to claim the MBS rebate either online via their personal MyGov portal or in person at a local Medicare branch.
- Use the merchant terminal to bulk-bill the telehealth service as the assignment of the MBS benefit can be made directly to the practitioner through this facility. A signed copy of consent to assign the benefit is still required from the client (as mentioned in part a). The practice could then manually post (or securely scan), with reply paid envelopes, merchant bulk-billed transaction receipts to the client for them to sign and send back to the practice.
c. Practices that do not operate with online invoicing or rebate claiming systems (manual claiming)
Practices that use only simple computer generated invoices/receipts (e.g., via Microsoft Word or MYOB) and rely upon manual methods of payment (i.e., cash/cheque, manual credit card forms, or internet deposits) for services and for claiming client rebates have four methods available:
- Cheque for full payment (i.e., including any gap fee) for the service can be mailed to the practice/practitioner and receipts issued via Australian Post (or secure email messaging) for the client to claim online via their personal MyGov portal or in person at a local Medicare branch.
- Clients can pay the full payment (i.e., including any gap fee) for the service using internet banking transfers (i.e., Pay Anyone) paid directly to the practitioner/practice bank account. The client can email a copy of the deposit transactions so that the practice can send receipts to client to claim rebates, as above.
- Bulk-billed services can be invoiced directly to Medicare by :