If you prefer to manage your invoices after an appointment or separately in your practice management software, a spreadsheet, or accounting software, you can export your invoice's claim information and upload the data into Medipass to be submitted digitally straight to a range of insurers.

By selecting an insurer from the ‘Get paid’ tab, you can upload a CSV file and Medipass will automatically convert the file into individual digital invoices, ready for you to validate and submit.

When uploading a CSV, we check for duplicate invoices or any missed details! This means your invoice will have the best chance of being paid quickly.

Please note, Medipass batch upload functionality is currently available for:

  • Medicare,

  • Department of Veterans’ Affairs,

  • Comcare,

  • icare,

  • nib, and

  • WorkSafe Victoria.

Before you can batch upload for an insurer:

  • Your business will need to be enabled for claiming with that insurer in Medipass.

  • Any provider numbers in this file need to first be added to Medipass as a staff member- click here to see how.

Steps involved with batch invoice processing in Medipass

From the Medipass "Get paid" tab you'll be able to select an insurer claiming option, e.g. icare. There you can select the "Batch upload" option.

You can then click the "Download CSV template" button to download a template file of what information we'll need from your data.

Note: the CSV templates are unique to each insurer and some fields may differ, e.g. with icare, by including a service note in the optional 'icare.serviceNote' field, providers can provide additional information to icare to help with invoice processing.

For more information on batch upload information in the .CSV template and which details are mandatory, see the following links per insurer:

Note for Medicare PCI: if the patient has already paid, you can skip the payment prompt when submitting the claim (marking the invoice as 'Completed' after a successful submission). To mark the claim as paid and skip the prompt for payment, enter "in-person" under the 'paymentMethod' column.

Once the data is entered matching the headings in the template you'll just need to save the file as a CSV.

You can now upload this file and we'll check the file when it's uploading to see if all the details are in Medipass, if they're not you'll see an error message.

Submitting your invoices after a batch upload

When the file has all the correct information, this will automatically upload and take you to your "Draft" tab in your "Invoices" tab in Medipass.

The invoices that are ready to be submitted will show as a "Draft ready" status.

To submit the invoice you can either select a singular invoice to double check the details and click "Submit invoice", or select all invoices and select "Submit all invoices".

If the invoice has missing details, you'll see a "Draft incomplete" status.
Click this invoice to see what details we're missing, and update this information.

Once you're happy with this invoice, select "Submit invoice".

When the invoice is submitted you'll see the invoice status as "Submitted".

Once this is approved, the status will change to "Completed".

Processing batch upload claims with out-of-pocket expenses

If a batch upload claim includes an out-of-pocket expense, the claim will be submitted, but the invoice status will show as 'Outstanding' from the 'Invoices' tab.

If you would like to process an out-of-pocket expense from a claim that was processed via a batch upload, click into the transaction and select 'Process payment'.

Note: the claim portion of an invoice will still have been submitted, the invoice is just shown as ‘outstanding’ to highlight the remaining out-of-pocket expense.

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 support@medipass.com.au

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