Invoicing + Reporting
To submit invoices for claims April 1, 2019 and onward, where will clinics need to submit both invoices and any required reports ?
In the new ICBC Healthcare Provider Invoicing and Reporting (HCPIR) web-based form.
Managing ICBC Massage claims in Jane after April 1st will be very similar to how they’ve been managed previously - the big difference is specifically the amounts billed per treatment. TRUE OR FALSE
TRUE.
If the clinic has been previously billing Massage Therapy claims to ICBC, they can continue to use the same insurer - they may just need to edit the insurer to update the user fee (if applicable) as the new fee schedule is substantially higher than it was before.
Does Physiotherapy require a diagnostic code for every billing code?
Clinics no longer require a diagnostic code for every billing code. A patient’s diagnosis and any applicable clinical information will now be communicated to ICBC through the HCPIR web-based forms.
Can Jane accommodate practitioners who are NOT GST exempt?
Yes.
How do you transition ICBC Flat Fee Programs over?
You don't :) Patients under an existing Flat Fee claim remain under that claim and it’s billed and tracked the same as it’s always been until the program is completed.
Patients will now have a pre-authorized number of treatments available to them within the first 12 weeks following the date of a crash if the crash occurs on or after April 1, 2019. Before beginning a patient’s course of treatment, you must ask for their ICBC claim number. If more than 12 weeks has passed since the date of their accident and not all, or none of the pre-authorized treatments have been access, you will need to contact ICBC for approval to continue billing for that patient. TRUE OR FALSE
True
Jane recommends setting up ICBC Massage Therapy with its own Insurer page in Jane. If the clinic ias a multi-disciplinary practice, it is recommended that you set up an ICBC insurer for each discipline. So, for example, if they offer both Physiotherapy and Massage Therapy, they would have one insurer for ICBC - Physio and one for ICBC - Massage. TRUE OR FALSE
TRUE
It will be easier to keep track of the visit counts if each discipline is represented by a separate claim.
If I had an appointment before April 1st, 2019- how would I bill this ICBC physiotherapy appointment?
You can bill through Teleplan for up to 18 months.
How does ICBC know that the practitioners are NOT GST EXEMPT?
Whether or not a practitioner is GST exempt is all dependent on whether or not they are registered as a ‘small supplier’ with the CRA. This information is collected when applying for an ICBC vendor number, and the HCPIR will AUTOMATICALLY add GST on to applicable invoices when utilizing the HCPIR.
If the Massage Therapist is NOT GST exempt, how would the clinic set up the billing codes?
Set up the Billing Codes to INCLUDE the GST. Jane handles the tax calculation behind the scenes for you and the value of the BILLING CODE must be set INCLUSIVE of any applicable taxes.
ICBC mentions on their website that when submitting claims after April 1, 2019, claims must be submitted with what number?
A Vendor Number
Describe how to transition existing Massage Therapy claims on or After April 1st, 2019.
To transition your existing Massage Therapy claims, on or after April 1, 2019 you’ll want to edit the existing ICBC - Massage claims to replace the billing code for $24.15 with your new billing code for $80. If you have pre-booked appointments, with their claims attached, you will also need to switch out the billing codes for those treatments from the main schedule under Insurance Info. The number of approved treatments and end date that have been set in the existing claim still apply. For example : if a patient still has 6 remaining treatments available and they occur after April 1, 2019, you’ll simply bill those 6 treatments based on the new fee schedule and submit your invoices through the HCPIR portal.
What about ICBC Physiotherapy appointments that take place after April 1st?
To track and manage claims on or after April 1, 2019, you’ll need to set up a new ICBC insurer. Insurers can be created by heading to Settings > Insurers > New Insurer
When a clinic is submitting for a practitioner that is NOT GST EXEMPT...do they enter in the pre-tax amount in HCPIR or the post-tax amount.
Clinic will ALWAYS key in the $78 PRE-TAX amount but the Jane invoice will have the billing code amount entered in as $81.90 (With tax).
Does Jane have a copy or record of the Vendor Number that clinics need when submitting claims after April 1, 2019?
No. If they are unsure if they have a Vendor Number, or cannot recall their Vendor Number is, they will need to contact ICBC directly. This can be done through their online feedback form found online :https://form.simplesurvey.com/f/s.aspx?s=AE871AEA-4889-4868-9386-3A00147C30AF&AspxAutoDetectCookieSupport=1
When helping a clinic set up /edit an Insurer Page for ICBC massage therapy ... what do we recommend that the clinic enter for the Default Billing Code?
Enter the billing code that they've created to represent the fee amount billed for a subsequent treatment. They will need to override the billing code used on a patient’s first visit to be the billing code that represents the fee amount billed for the initial visit & report, however this step will only need to be done once per patient claim.
What is ICBC covering for Physiotherapist
$250
How do we handle practitioners who are NOT GST exempt?
Calculate the tax and add that to the billing code fee.
When creating the billing code, you would enter in $81.90 as your billing code $ amount.
Where can clinics add this HCPIR portal link?
Clinics might find it helpful to include the link to the HCPIR portal in the field for the Portal URL when setting up the Insurer page.
The 7 Disciplines impacted by the April 1st changes
What is the Initial Visit, Subsequent Visits + Number of Preauthorized treatments for ICBC Massage Therapy?
What is the max Number of Preauthorized Treatments for ICBC Physiotherapy?
25
When a clinic is submitting for a practitioner that is NOT GST EXEMPT...do they enter in the pre-tax amount in HCPIR or the post-tax amount.
Clinic will ALWAYS key in the $78 PRE-TAX amount but the Jane invoice will have the billing code amount entered in as $81.90 (With tax).
It is our understanding that payments for ICBC claims will be directly deposited into the bank account used when enrolling for EFT (Electronic Fund Transfer) for your Vendor Number
When you receive confirmation from ICBC that payment has been received, you can record the payments in Jane using the New Payment workflow. If you’re unfamiliar with this workflow, please visit the guide document below.