Setting up staff should be one of your first steps in your Medipass account, because if a provider number is involved, they can sometimes take a few days to be approved.

First, select 'Staff' on the left-hand side menu. 

Here you'll see a list of all the staff attached to your business or practice. 

To add a new member of staff, click on the blue 'Add a staff member' button.

Firstly, you will be required to select if this new staff member will have a provider number. If this staff member will be claiming from HICAPS, Medicare or Garrison, or needs to be included on an application for HBF's new dental agreement, select 'Yes'. 

Note: If the staff member you are adding would like to log into Medipass, a unique email address is required. 

If you're adding a Practice Manager, select which practice they manage under 'Practice managed'. This will ensure they have the proper access to the Medipass portal. This section will only appear if you have elected to give this staff member an account to log in to Medipass. 

Now some important details: their provider registration details and provider numbers. 

The provider registration details will provide an overview and description of this staff member's profession for other staff and patients to view. In Medipass, we call this the "Professional category". A provider's professional category is what kind of service they provide - for example, physiotherapy or general practice. 

Add these by clicking "Add a professional category", selecting their professional category and filling out their APHRA/Profession number (if applicable). You can also keep adding more via the "Add another professional category" button. 

Lastly, to add provider numbers for claims with HICAPS, Medicare, Garrison, etc, click "Add a provider number" and select and fill all the fields with the appropriate information. 

"Associated Organisation" refers to which organisation the provider number will be used for. Please select the appropriate associated organisation in relation to the staff member. Currently, you can use provider numbers in Medipass for:

  • HICAPS to process instant private health insurance transactions
  • Medicare to bulk bill and create patient claims for selected MBS items
  • Send an invoice to Garrison Health Services
  • Apply for HBF's new dental provider arrangement 

If adding a staff member or practitioner who works across multiple locations, add the practice location and provider number for that staff member, then click 'Add provider number' again to enter in your additional location.  

When you're done, click 'Add staff member'. 

If a provider number was involved, as mentioned earlier it can take a few days to be verified, but your work is done! Your staff member will appear in your list of staff. 

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