Skip to navigation Skip to content

Scanning Centrelink medical/sensitive documents using an MFD 111-10010040



This document outlines how to prepare and scan Centrelink customer medical/sensitive documents on a Multi Function Device (MFD). All medical/sensitive information lodged by customers is held as an electronic Medical Information File Envelope (eMIFE). It is accessed for decisions about new claims, reviews, exemptions from mutual obligation requirements, and work capacity assessments.

Scanning medical/sensitive documents to a customer record

Step

Action

1

Medical/sensitive documents + Read more ...

2

Medical/sensitive information lodged or obtained + Read more ...

  • A customer lodges medical/sensitive information at:
    • a Service Centre, or
    • an Assessment Services appointment, or
  • Extra information is obtained verbally from the customer's Treating Health Professional (THP) and recorded on the Additional Medical Evidence for Disability Support Pension Record (SA463)

If the medical/sensitive information is:

3

Medical documents for a Foreign Pension Invalidity claim + Read more ...

  • Do not scan the documents
  • Create a new DOC on the customer's record noting receipt of the documents and what they are
  • Forward all the documents to Centrelink International Services (CIS). They will refer them to the appropriate overseas pension authority. See Processing a foreign pension claim

Procedure ends here.

4

Check medical certificate + Read more ...

Is the medical certificate an SU415?

  • Yes, check the customer's eMIFE for an electronic copy of the medical certificate. The quality must be good enough to read and process
    • If there is a good copy on the eMIFE, return the medical certificate to the customer. Procedure ends here
    • If there is no good copy on the eMIFE, go to Step 5
  • No, go to Step 5

5

Check the documents + Read more ...

Identify medical/sensitive documents that must be scanned.

Check that the documents/forms have been completed, all attachments are provided and there is no mixed customer information.

If the medical evidence or information from the customer indicates a possible terminal illness/diagnosis, the customer may be manifestly eligible for Disability Support Pension (DSP).

If the document is

  • a medical certificate:
    • open Medical Certificate guided procedure
    • complete all other fields with contact information and date of receipt, then select Next
  • a claim for DSP lodged with supporting documents, see Claiming Disability Support Pension (DSP)
  • a number of other medical/sensitive documents, go to Step 7

6

Prepare medical certificate for scanning + Read more ...

If the medical certificate is:

  • on a Services Australia barcoded form, it can be scanned without a reclassification page or separator
  • not on an agency form or where the barcode on the SU415 appears to be of poor quality, place a UNSMCER reclassification page at the front before scanning the certificate

See Scanning Centrelink documents using an MFD. Procedure ends here.

7

Preparing a number of medical documents for scanning + Read more ...

Order of documents:

  • If a Medical Certificate is on a Services Australia barcoded form (SU415):
    • first scan the SU415
    • then insert a separator page, followed by the appropriate UNS reclassification page, followed by the next medical report
    • insert another separator page and then the next medical document
  • If the first document is not a barcoded form:
    • insert the appropriate UNS reclassification page before the document, then the medical report
    • for additional reports, use a separator page between each report

UNS reclassification pages:

  • UNSMREP - Medical and specialist reports and letters
  • UNSPSYQ - Psychologist reports
  • UNSMHIS - Medical history and hospital records
  • UNSTEST - Medical test results, including imaging and blood
  • UNSMCER - Non-Centrelink medical certificates or where the barcode on the SU415 appears to be of poor quality
  • UNS008 - Any other medical evidence that does not fall into a category above

For reclassification and separator pages, see Scanning Centrelink documents using an MFD.

Do not use a separator after the last report.

See Scanning Centrelink documents using an MFD. Procedure ends here.

8

Locating scanned medical certificates + Read more ...

Use Documents Tools in Customer First.

Note: this screen lists all images associated with a customer, not just MIFE documents.

9

Restricted Access customers + Read more ...

All agency staff are responsible for processing activities allocated to them for Restricted Access customers. Temporary access can be granted where required.

If a customer attends a service centre to lodge documents:

  • scan the document as normal, or
  • request temporary access if needing to complete work in the record