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

To add a new staff member first, select "Staff" on the left-hand side menu. Here you'll see a list of all the staff attached to your business or location. To add a new member of staff, click on the pink "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 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. 

Provider registration

The provider registration details are optional.
However this can provide more information for staff and patients.

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. 

Provider number

To add provider numbers for claims with HICAPS, Medicare, NDIS, etc, click "Add a provider number" and select which associated organisation you're adding this provider number for. 

"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, options include Medicare, icare, WorkCover Queensland, and more. Use the drop-down in Medipass to see the full list.

After you select the associated organisation you'll be prompted to select the location and enter the provider number.

If any external set up form is required, you'll be able to download this pre-filled form for the provider number added.

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. 

If you require further assistance, you can contact the Medipass support team by clicking the chat bubble located on the bottom right of your browser or by emailing

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