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1
Online IPTAAS
Claiming System
User Guide
2
Contents 1 User access ..................................................................................................................................... 3
1.1 Signing in ................................................................................................................................. 3
1.2 Signing out .............................................................................................................................. 5
1.3 Forgotten password ................................................................................................................ 5
1.4 Updating password ................................................................................................................. 7
2 How to search .................................................................................................................................. 9
2.1 Searching for a patient ............................................................................................................ 9
2.2 Searching for an application .................................................................................................... 9
2.3 Searching for a payment ....................................................................................................... 10
2.4 Patients cumulative accommodation totals ........................................................................... 11
3 Updating patient information .......................................................................................................... 12
3.1 Patient personal information ................................................................................................. 12
3.2 Bank details ........................................................................................................................... 13
3.3 Escort details ......................................................................................................................... 14
3.4 Authorised representative ..................................................................................................... 15
3.5 Referral details ...................................................................................................................... 16
3.6 Adding a new patient (without lodging an application) .......................................................... 19
4 Third party applications .................................................................................................................. 20
a. New patients.......................................................................................................................... 20
b. Existing patients .................................................................................................................... 22
4.1 Specialist applications ........................................................................................................... 24
4.2 Allied health applications ....................................................................................................... 39
4.3 Prosthetics/orthotics applications .......................................................................................... 54
4.4 Dental applications ................................................................................................................ 68
5 Bulk bill approvals .......................................................................................................................... 83
a. New patients.......................................................................................................................... 83
b. Existing patients .................................................................................................................... 85
6 Bulk bill invoices ............................................................................................................................. 96
6.1 Single invoice ........................................................................................................................ 96
6.2 Interim invoices ................................................................................................................... 107
7 Appeals ........................................................................................................................................ 113
8 Notifications ................................................................................................................................. 114
3
1 User access
1.1 Signing in
Go to the URL: https://iptaas.enable.health.nsw.gov.au/ Note: You may want to save the link as a bookmark in your browser
Click Sign In and the system displays the Sign In page
The system displays the Sign In page
In Email type in your email address; in Password enter your password
Click Log In
4
The system will display Conditions of Access; click Accept to display the Welcome page Note: If you click Reject you will automatically be logged out of the system
5
The system displays a Welcome page with your name and organisation
1.2 Signing out
Click Sign Out at the top right corner of the screen Note: To ensure security of sensitive information it is important to sign out at the end of your session
1.3 Forgotten password
From the Sign In page, click Forgot Password
In Email type in your email address; in Captcha type the displayed captcha text
Click Send Password Reset Instructions
6
The system displays a message to confirm that you will receive a password recovery link
by email
You will receive a Reset password instructions email; open the email and click Change
Password
The system displays a Change Password page
7
Type and confirm your new password and click Change Password
The system displays a message on the Welcome page confirming your password has
been changed.
1.4 Updating password
Click Your Name at the top right corner of the screen. The system displays the My
Account page
The system displays the My Account page
Type your new password here
Re-type your new password here
8
Type your current password and type and confirm your new password and click Submit
The system displays a message on the Welcome page confirming your password has
been updated
Type your existing password here
Type your new password here
Re-type your new password here
9
2 How to search
2.1 Searching for a patient From the home screen click patients
All of the patients linked to your organisation are listed. To search for a patient click
Show/Hide Filter Options and enter details to search for the person you are looking for.
2.2 Searching for an application From the home screen click Applications
This screen displays all the Applications that are linked to your organisation
Click show/hide filter options for search options
10
Click the enter button on your keyboard to complete the search
2.3 Searching for a payment Option 1.
From the home screen click Applications
Click the application ID
Click the payments tab
List of payments will be listed below
Option 2.
11
From the home screen click Payments
Click show/hide filter options for search options
2.4 Patients cumulative accommodation totals Within a patient on the details tab, scroll down until the Tier information is displayed
12
3 Updating patient information
3.1 Patient personal information Please Note: Certain patient information cannot be updated online. Please send through details your local
IPTAAS office to update this information.
Within the patient click Edit Patient
Update patient’s information
13
Scroll down and click submit
3.2 Bank details Within the patient click on the Bank Accounts tab
Click New Bank Account
Enter New Bank Account and click Submit
14
3.3 Escort details Within the patient click on the Escorts tab
Click Edit
Please Note: Once an escort has been used in an application you cannot edit the escort’s information.
Edit escorts information and click Submit
To add an escort click New Escort
15
Enter New Escort information and click submit
3.4 Authorised representative Within the patient click on the Representatives tab
Click Edit.
Edit representatives information and click Submit
16
To add a representative click New Representatives.
Enter in the New Representative details and click Submit
3.5 Referral details Within the patient click on the Referrals tab
17
Click Edit
Please Note: You will only be able to edit referrals that you enter into the system. Once a referral has been used
in an application you will not be able to edit, you will need to add a new referral.
Edit referral and click Submit
To add a new referral click New Referral
Select Referral type first
18
Enter in the Referral details and click Submit, you can search for the Practitioner by name or
provider number
19
3.6 Adding a new patient (without lodging an application) From the home screen click Patients
Click New Patient
Enter new patient information
Click Submit
20
Please Note: If the patient is an existing IPTAAS patient, you will be given an error. You can add the patient to
your account when entering an application for them.
4 Third party applications
a. New patients From the home screen click Lodge New Application
Select No to the question is this patient already registered with IPTAAS?
21
Enter the patient’s information
Scroll down and select Next
22
b. Existing patients
From the home screen click Lodge New Application
Select Yes to the question is this patient already registered with IPTAAS?
If you have lodged an application for a patient previously, select the patient from the drop down
23
Select Next
If you have not previously lodged an application for a patient but they are an IPTAAS patient
select I can’t find the patient
Enter the patients details below and select Next
24
4.1 Specialist applications Complete any applicable eligibility details
Select any third party organisation’s that should receive a subsidy from the drop down
o Note: you can search for third party organisations by name, address and ABN.
Select the application type specialist treatment from the drop down
If the patient does not have travel to claim please tick the box
25
Select the application type standard
To add dates that the patient travelled by ambulance, select Yes and enter the date
click Next
To add a new representative click New Representative
To edit the existing representative phone number click edit
Click Next
Select the referral from the drop down
26
o To add a new referral select New Referral
o Enter referral details and click Create New Referral
Click Save & Next
27
Search for the specialist from the drop down
o Note: you can search for specialist by name, address and provider number.
o If you cannot find the specialist, click My specialist is not listed
o Enter New Specialist details and click Submit
Click Save & Next
28
Enter the appointment dates
o Note: this may be different to the travel and accommodation dates.
Click Save & Next
To add air approval select Yes to does the patient have an air approval for this application
Select the air approval from the drop down
29
Click Save & Next
Select the patient’s bank account information from the drop down
o To add new bank account information select New Bank Account
To add an escort on the application click Assign Escort
o Note: if you are not assigning an escort click Next
30
Select an escort from the drop down
o To create a new escort click Create New Escort
Click Assign
Click Next
Click New Accommodation
31
Enter accommodation details
o Accommodation needs to be entered per rate tier
Example 1: A new patient stays 10 nights, two ‘New Accommodation’ entries need
to be entered. Accommodation for the first 7 nights to be entered in one, then another
entry for the remaining 3 nights.
Example 2: A patient stays 10 nights but has already stayed 3 nights previously. One
accommodation entry is to be entered for 4 nights then another for 6 nights.
32
33
Note: Repeat this step as necessary.
If you need to add non-consecutive dates of accommodation click Cumulative records
This allows you to select multiple dates
Click New Journey
34
Enter journey details
35
To add cumulative journey entries click patient has multiple identical journey
Select multiple dates from the calendar
Note: Repeat this step as necessary
To add another treatment diary click Add Another Treatment Diary
Note: you should be entering a new treatment diary for each of the patient’s treatment period.
Example: A patient attends a consultation appointment and stays for 2 nights. 2 weeks later the
patient returns for surgery and stays 7 nights, this should be added as two treatment diaries.
36
Click Next
Select yes to add documentation
Note: You need to attach your invoice and doctor’s referral, travel receipts and signed forms if
necessary.
Select Choose Files
Click on Choose Files and locate file/s to attach. Multiple items can be selected by holding down
the Ctrl key
Click Open to attach files
37
The files will then be attached to the application
If you have any additional comments to support the application, you are able to enter them in the
free text field Additional Comments
Click Save & Next
38
The confirmation screen is then displayed; check all the details are correct then click next
If details are not correct click back
Read the declaration and tick the I Agree checkbox
39
The Submit Application button will then appear; click this to lodge the application for
assessment
4.2 Allied health applications Complete any applicable eligibility details
Select any third party organisation’s that should receive a subsidy from the drop down
o note: you can search for third party organisations by name, address and ABN
Select the application type allied health from the drop down
40
If the patient does not have travel to claim please tick the box
Select the application type standard
To add dates that the patient travelled by ambulance, select Yes and enter the date
Select Next
To add a new representative click New Representative
To edit the existing representative phone number click edit
Click Next
41
Select the referral from the drop down
o To add a new referral select New Referral
o Enter referral details and click Create New Referral
42
Click Save & Next
Search for the allied health clinic from the drop down
o Note: you can search for specialist by name and address
o If you cannot find the clinic, click my allied health clinic is not listed
o Enter new allied health clinic details and click Submit
43
Click Save & Next
Enter the appointment dates.
o Note: this may be different to the travel and accommodation dates.
Click Save & Next
To add air approval select Yes to does the patient have an air approval for this application
44
Select the air approval from the drop down
Click Save & Next
Select the patient’s bank account information from the drop down
o To add new bank account information select New Bank Account
45
To add an escort on the application click Assign Escort
o Note: if you are not assigning an escort click Next.
Select an escort from the drop down
o To create a new escort click Create New Escort
Click Assign
Click Next
46
Click New Accommodation
Enter accommodation details
o Accommodation needs to be entered per rate tier
Example 1: A new patient stays 10 nights, two ‘New Accommodation’ entries need
to be entered. Accommodation for the first 7 nights to be entered in one, then another
entry for the remaining 3 nights.
Example 2: A patient stays 10 nights but has already stayed 3 nights previously. One
accommodation entry is to be entered for 4 nights then another for 6 nights.
47
48
Note: Repeat this step as necessary.
If you need to add non-consecutive dates of accommodation click Cumulative records
This allows you to select multiple dates
Click New Journey
49
Enter journey details
50
To add cumulative journey entries click patient has multiple identical journey
Select multiple dates from the calendar
Note: Repeat this step as necessary
To add another treatment diary click Add Another Treatment Diary
Note: you should be entering a new treatment diary for each of the patient’s treatment period.
Example: A patient attends a consultation appointment and stays for 2 nights. 2 weeks later the
patient returns for surgery and stays 7 nights, this should be added as two treatment diaries.
51
Click Next
Select yes to add documentation
Note: You need to attach your invoice and doctor’s referral, travel receipts and signed forms if
necessary
Select Choose Files
Click on Choose Files and locate file/s to attach. Multiple items can be selected by holding down
the Ctrl key
Click Open to attach files
52
The files will then be attached to the application
If you have any additional comments to support the application, you are able to enter them in the
free text field Additional Comments
Click Save & Next
53
The confirmation screen is then displayed; check all the details are correct then click next
If details are not correct click back
Read the declaration and tick the I Agree checkbox.
54
The Submit Application button will then appear; click this to lodge the application for
assessment.
4.3 Prosthetics/orthotics applications Complete any applicable eligibility details
Select any third party organisation’s that should receive a subsidy from the drop down
o note: you can search for third party organisations by name, address and ABN
Select the application type Prosthetics/Orthotics from the drop down
55
If the patient does not have travel to claim please tick the box
Select the application type standard
To add dates that the patient travelled by ambulance, select Yes and enter the date
Select Next
To add a new representative click New Representative
To edit the existing representative phone number click edit
Click Next
56
Select the referral from the drop down
o To add a new referral select New Referral
o Enter referral details and click Create New Referral
57
Click Save & Next
Click Yes or No to the prosthetic/orthotic clinic question
o note: you can search for clinic by name and address
o If you cannot find the clinic or Prosthetist/Orthotist details, click New Clinic or New
Prosthetist/Orthotist
Click Save & Next
58
Enter the appointment dates
o Note: this may be different to the travel and accommodation dates
Click Save & Next
To add air approval select Yes to does the patient have an air approval for this application
Select the air approval from the drop down
59
Click Save & Next
Select the patient’s bank account information from the drop down
o To add new bank account information select New Bank Account
To add an escort on the application click Assign Escort
o Note: if you are not assigning an escort click Next
60
Select an escort from the drop down
o To create a new escort click Create New Escort
Click Assign
Click Next
Click New Accommodation
61
o Accommodation needs to be entered per rate tier
Example 1: A new patient stays 10 nights, two ‘New Accommodation’ entries need
to be entered. Accommodation for the first 7 nights to be entered in one, then another
entry for the remaining 3 nights.
Example 2: A patient stays 10 nights but has already stayed 3 nights previously. One
accommodation entry is to be entered for 4 nights then another for 6 nights.
62
Note: Repeat this step as necessary
If you need to add non-consecutive dates of accommodation click Cumulative records
This allows you to select multiple dates
Click New Journey
63
Enter journey details
64
To add cumulative journey entries click patient has multiple identical journey
Select multiple dates from the calendar
Note: Repeat this step as necessary
To add another treatment diary click Add Another Treatment Diary
Note: you should be entering a new treatment diary for each of the patient’s treatment period.
Example: A patient attends a consultation appointment and stays for 2 nights. 2 weeks later the
patient returns for surgery and stays 7 nights, this should be added as two treatment diaries.
65
Click Next
Select yes to add documentation
Note: You need to attach your invoice and doctor’s referral, travel receipts and signed forms if
necessary
Select Choose Files
Click on Choose Files and locate file/s to attach. Multiple items can be selected by holding down
the Ctrl key
Click Open to attach files
66
The files will then be attached to the application
If you have any additional comments to support the application, you are able to enter them in the
free text field Additional Comments
Click Save & Next
67
The confirmation screen is then displayed; check all the details are correct then click next
If details are not correct click back
Read the declaration and tick the I Agree checkbox
68
The Submit Application button will then appear; click this to lodge the application for
assessment
4.4 Dental applications Complete any applicable eligibility details
Select any third party organisation’s that should receive a subsidy from the drop down
o note: you can search for third party organisations by name, address and ABN
Select the application type Dental Surgery/Cleft Palate from the drop down
69
Select the treatment type from the drop down
If the patient does not have travel to claim please tick the box
Select the application type standard
To add dates that the patient travelled by ambulance, select Yes and enter the date
Select Next
To add a new representative click New Representative
To edit the existing representative phone number click edit
Click Next
70
Select the referral from the drop down
o To add a new referral select New Referral
o Enter referral details and click Create New Referral
71
Click Save & Next
Search for the specialist from the drop down
o note: you can search for specialist by name, address and provider number
o If you cannot find the specialist, click My specialist is not listed
o Enter New Specialist details and click Submit
72
Click Save & Next
Enter the appointment dates.
o Note: this may be different to the travel and accommodation dates
73
Click Save & Next
To add air approval select Yes to does the patient have an air approval for this application
Select the air approval from the drop down
Click Save & Next
74
Select the patient’s bank account information from the drop down
o To add new bank account information select New Bank Account
To add an escort on the application click Assign Escort
o Note: if you are not assigning an escort click Next
Select an escort from the drop down
75
o To create a new escort click Create New Escort
Click Assign
Click Next
Click New Accommodation
76
Enter accommodation details
o Accommodation needs to be entered per rate tier
Example 1: A new patient stays 10 nights, two ‘New Accommodation’ entries need
to be entered. Accommodation for the first 7 nights to be entered in one, then another
entry for the remaining 3 nights.
Example 2: A patient stays 10 nights but has already stayed 3 nights previously. One
accommodation entry is to be entered for 4 nights then another for 6 nights.
77
Note: Repeat this step as necessary
If you need to add non-consecutive dates of accommodation click Cumulative records
This allows you to select multiple dates
Click New Journey
78
Enter journey details
79
To add cumulative journey entries click patient has multiple identical journey
Select multiple dates from the calendar
Note: Repeat this step as necessary.
To add another treatment diary click Add Another Treatment Diary
Note: you should be entering a new treatment diary for each of the patient’s treatment period.
Example: A patient attends a consultation appointment and stays for 2 nights. 2 weeks later the
patient returns for surgery and stays 7 nights, this should be added as two treatment diaries.
80
Click Next
Select yes to add documentation
Note: You need to attach your invoice and doctor’s referral, travel receipts and signed forms if
necessary
Select Choose Files
Click on Choose Files and locate file/s to attach. Multiple items can be selected by holding down
the Ctrl key
Click Open to attach files
81
The files will then be attached to the application
If you have any additional comments to support the application, you are able to enter them in the
free text field Additional Comments
Click Save & Next
82
The confirmation screen is then displayed; check all the details are correct then click next
If details are not correct click back
Read the declaration and tick the I Agree checkbox
83
The Submit Application button will then appear; click this to lodge the application for
assessment
5 Bulk bill approvals
a. New patients From the home screen click Lodge New Application
Select No to the question is this patient already registered with IPTAAS?
84
Enter the patients information
85
Scroll down and select Next
Please see page 81 for next steps
b. Existing patients
From the home screen click Lodge New Application
Select Yes to the question is this patient already registered with IPTAAS?
86
If you have lodged an application for a patient previously, select the patient from the drop down
Select Next
If you have not previously lodged an application for a patient but they are an IPTAAS patient
select I can’t find the patient
87
Enter the patients details below and select Next
Complete any applicable eligibility details
Select any third party organisation’s that should receive a subsidy from the drop down
o note: you can search for third party organisations by name, address and ABN
88
Select the application type from the drop down
If the patient does not have travel to claim please tick the box
Select the application type Bulk Billing
To add dates that the patient travelled by ambulance, select Yes and enter the date
Select Next
To add a new representative click New Representative
To edit the existing representative phone number click edit
89
Click Next
Select the referral from the drop down
o To add a new referral select New Referral
o Enter referral details and click Create New Referral
90
Click Save & Next
Search for the specialist/clinic from the drop down
o note: you can search for specialist by name, address and provider number
Click Save & Next
91
Enter the appointment dates.
o Note: this may be different to the travel and accommodation dates.
o If the end date is unknown, leave this blank.
Click Save & Next
To add air approval select Yes to does the patient have an air approval for this application
Select the air approval from the drop down
92
Click Save & Next
Select the patient’s bank account information from the drop down
o To add new bank account information select New Bank Account
To add an escort on the application click Assign Escort
o Note: if you are not assigning an escort click Next
93
Select an escort from the drop down
o To create a new escort click Create New Escort
Click Assign
Click Confirmation
Click Documentation
The confirmation screen is then displayed; check all the details are correct then click Next
94
If details are not correct click Back
Read the declaration and tick the I Agree checkbox
Click Submit Application
95
o Note: for your local IPTAAS office to access your bulk bill approval you have to click
Submit Application. You will be notified within 2 working days of the outcome.
By clicking Return to Lodging Application your application has not been submitted
and will not be reviewed.
Certain applications will be auto-approved, click approve for Bulk Billing and your application has
been approved.
Certain applications will be auto-denied, click Decline for Bulk Billing and your application has
been is not eligible
96
6 Bulk bill invoices
6.1 Single invoice
From the Applications screen click Continue
o Update the diaries end date (if necessary) by clicking Edit Diary
97
o Enter the end date and click Submit
o If the patient does not want to claim travel click on the application details tab
o Click Edit Application
o Tick the box Patient is not wishing to claim travel
98
Click New Accommodation
Enter accommodation details
o Accommodation needs to be entered per rate tier
Example 1: A new patient stays 10 nights, two ‘New Accommodation’ entries need
to be entered. Accommodation for the first 7 nights to be entered in one, then another
entry for the remaining 3 nights.
Example 2: A patient stays 10 nights but has already stayed 3 nights previously. One
accommodation entry is to be entered for 4 nights then another for 6 nights.
Tick the box is this accommodation bulk billed?
99
100
Note: Repeat this step as necessary.
If you need to add non-consecutive dates of accommodation click Cumulative records
This allows you to select multiple dates
Click New Journey
101
Enter journey details
102
To add cumulative journey entries click patient has multiple identical journey
Select multiple dates from the calendar
Note: Repeat this step as necessary
To add another treatment diary click Add Another Treatment Diary
Note: you should be entering a new treatment diary for each of the patient’s treatment period.
Example: A patient attends a consultation appointment and stays for 2 nights. 2 weeks later the
patient returns for surgery and stays 7 nights, this should be added as two treatment diaries.
103
Click Next
Select yes to add documentation
Note: You need to attach your invoice and doctor’s referral, travel receipts and signed forms if
necessary
Select Choose Files
Click on Choose Files and locate file/s to attach. Multiple items can be selected by holding down
the Ctrl key.
Click Open to attach files
104
The files will then be attached to the application
If you have any additional comments to support the application, you are able to enter them in the
free text field Additional Comments
Click Save & Next
105
The confirmation screen is then displayed; check all the details are correct then click next
If details are not correct click back
Read the declaration and tick the I Agree checkbox
106
Click Submit Application (finalise)
107
o Note: for your local IPTAAS office to access your bulk bill invoice you have to click
Submit Application. You will receive payment within 10 business days.
By clicking Return to Lodging Application your application has not been submitted
and will not be reviewed.
6.2 Interim invoices
From the Applications screen click Continue
108
Click New Accommodation
Enter accommodation details
o Accommodation needs to be entered per rate tier
Example 1: A new patient stays 10 nights, two ‘New Accommodation’ entries need
to be entered. Accommodation for the first 7 nights to be entered in one, then another
entry for the remaining 3 nights.
Example 2: A patient stays 10 nights but has already stayed 3 nights previously. One
accommodation entry is to be entered for 4 nights then another for 6 nights.
109
Note: Repeat this step as necessary
If you need to add non-consecutive dates of accommodation click Cumulative records
This allows you to select multiple dates
Click Next
110
Select yes to add documentation
Note: You need to attach your invoice.
Select Choose Files
Click on Choose Files and locate file/s to attach. Multiple items can be selected by holding down
the Ctrl key
Click Open to attach files
111
The files will then be attached to the application
If you have any additional comments to support the application, you are able to enter them in the
free text field Additional Comments
Click Save & Next
The confirmation screen is then displayed; check all the details are correct then click next
If details are not correct click back
112
Read the declaration and tick the I Agree checkbox
Click Submit Application
113
o Note: for your local IPTAAS office to access your bulk bill invoice you have to click
Submit Application. By clicking Return to Lodging Application your application
has not been submitted and will not be reviewed. You will receive payment within 10
business days.
Interim invoices are to be submitted monthly. Your application will be put on status waiting for
invoice assessment until a decision has been made. Once a decision is made the application
will go back on status approved for bulk billing and you repeat the process monthly.
7 Appeals From the applications screen click onto the ID of the denied application
114
Click Appeal Decision
Click OK to the question are you sure?
Application is flagged as under appeal to the IPTAAS office
8 Notifications
From any screen click Notifications
This will open a box that displays all of your notifications, new notifications are highlighted in blue.
115
To view all notifications in a list click View All
All notifications are displayed with links the to the patient and applications
To filter through notifications click show/hide filter options
Click mark read to mark notifications as read
116
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