Classifying work for Medicare in Kofax 111-19040126

This index lists the scanned work that comes from Decipha to be classified (named) in Kofax by Electronic Document Classification staff.

Index entries are in the format of: Program | Work Type | MED bucket.

Use CAPITAL letters when classifying all Primary and Secondary indexes.

If able to identify the Program Line and Work Type but unable to classify (name) due to poor image quality or incomplete details on the form, use:

• Primary Index - UNABLETONAME
• Secondary Index - Leave blank

  Term	Classification conventions selected/keyed in Kofax	Document examples or titles	Kofax image - things to look for
  Aged Care | ACFI | MED1	Program: AGED CARE Work Type: ACFI Primary Index: APPLICANT SURNAMEFIRSTNAME Note: add 'REV' at the end when classifying Aged Care Funding Instrument Classification Decision Review form	Aged Care Funding Instrument Application for Classification (AC001) Aged Care Funding Instrument Classification Decision Review form	Always check in Aged Care emails if there are multiple customers/forms. Multiple customers in a single document can be split. See Process Table 2 'ACFI' included in email subject line Form abbreviation: ACFI, ACFI_REV Form type: AC001, emails ACFI amendments (for applications for classification form only) no form number, review emails (for classification decision review form only)
  Aged Care | Adjustments | MED1	Program: AGED CARE Work Type: Adjustments Primary Index: SURNAMEFIRSTNAME Secondary Index: SERVICE ID	Emails come through from: MPB RESIDENTIAL.CARE.HELPDESK DEBT.RECOVERY.PARRAMATTA HOMECARE.HELPDESK COFFS.CC.MANADJ Emails come through with content in the Subject line or body of the email that includes opening, closing, or transferring of a service (Sales and Transfer)	Complaints from external escalation team and/or complaints team Emails from Feedback tool Template D - Notification, Disclosure of Protected information
  Aged Care | Approved Provider | MED1	Program: AGED CARE Work Type: Approved Provider Primary Index: SURNAMEFIRSTNAME Secondary Index: RACSID/SERVICE ID Note: Kofax shows the work type as Approved Provider, however within PaNDA the work type shows correctly as Commonwealth Unspent Funds.	Unstructured emails referencing the words/wording shown below: Commonwealth unspent funds CW unspent funds Unspent funds Overclaimed Return funds 70 days past departure Approved provider
  Aged Care | Banking Details | MED1	Program: AGED CARE Work Type: Banking Details Primary Index: RACSID/SERVICE ID Secondary Index: SERVICENAME	Application to add or change Approved Care Service's bank details (AC015)	Always check in Aged Care emails if there are multiple customers/forms. Multiple customers in a single document can be split. See Process Table 2 'banking' included in email subject line Form abbreviation: BS Form type: AC015, amendment emails
  Aged Care | Enquiry | MED1	Program: AGED CARE Work Type: Enquiry For Aged Care emails only, if the subject line does not contain any other Work Type, for example, Extension or Unapproved Primary Index: APPLICANT SURNAMEFIRSTNAME: Use sender name only when no name or service ID Secondary Index: RACSID/SERVICE ID Use service ID if multiple customers and unable to split	Aged Care Client Record (Application Form) All other Aged Care emails not mentioned under any other Aged Care work type Provider Transaction Report. See screenshot Requests for combined Assets and Income Assessment forms Aged care means testing enquiry template (internal template) Aged Care return to sender email	Always check in Aged Care emails if there are multiple customers/forms. Multiple customers in a single document can be split. See Process Table 2 Form abbreviation: ACCR (for Aged Care Client Record application form only) Form type: no form number (for Aged Care Client Record application form only) email (for Provider Transaction Report and Request for combined Assets and income forms only) Look for forms in email attachments: Do not use this Work Type if attachment contains any Aged Care forms already covered in this Operational Blueprint, or subject line contains any other Work Type, such as Opt In, Extension, Unapproved or Part 6 Use this Work Type if the document is part of an email trail and not a new document being sent to Aged Care. Subject line may contain another Work Type If multiple customers in single document can be split, send for splitting
  Aged Care | Entries | MED1	Program: AGED CARE Work Type: Entries Primary Index: APPLICANT SURNAMEFIRSTNAME	Aged Care Entry Record (AC021)	Form abbreviation: ACER_HC, ACCA Form type: AC021
  Aged Care | Extensions | MED1	Program: AGED CARE Work Type: Extensions Primary Index: APPLICANT SURNAMEFIRSTNAME Secondary Index: CARE RECIPIENT ID	Aged Care Application for an Extension of Transition Care form (AC012). See screenshot Residential Respite Extension Form - 21 Day Extension and email (AC017). See screenshot Transition Care Extension form and email. See screenshot	Always check in Aged Care emails if there are multiple customers/forms. Multiple customers in a single document can be split. See Process Table 2 'extension' in email subject line Form abbreviation: RESP, TRXT Form type: AC017, AC012, email
  Aged Care | Flex Claim | MED1	Program: AGED CARE Work Type: Flex Claim Primary Index: YYMM- SERVICE ID If multiple months and/or RACSIDs in a single document, e.g. 1607-17328, select send for splitting check box Secondary Index: YYMM- SERVICE NAME	Claim for Flexible Care. See screenshot Claim for Short-term Restorative Care. See screenshot Transition Care Claim. See screenshot Claim for Residential Aged Care Services. See screenshot	Always check in Aged Care emails if there are multiple customers/forms. Multiple customers in a single document can be split. See Process Table 2 'flex claim' in email subject line Form abbreviation: TCC Form type: no form number, emails Transition Care Claim 'Residential Aged Care' in email subject line Form type: no form number, emails
  Aged Care | Home Care | MED1	Program: AGED CARE Work Type: Home Claim Primary Index: YYMM- SERVICE ID If multiple months and/or RACSIDs in a single document, e.g. 1607-17328, select send for splitting check box Secondary Index: YYMM- SERVICE NAME	Home Care Packages Claim form. See screenshot	Always check in Aged Care emails if there are multiple customers/forms. Multiple customers in a single document can be split. See Process Table 2 'home care package' in email subject line Form type: no form number, emails
  Aged Care | Nominee | MED1	Program: AGED CARE Work Type: Nominee Primary Index: APPLICANT SURNAMEFIRSTNAME	Aged Care Request for a Nominee (AC019)	Nominee forms, POAs Form abbreviation: Nom Form type: AC019, email
  Aged Care | Online Enquiries | MED1	Program: AGED CARE Work Type: Online Enquiries Primary Index: SURNAMEFIRSTNAME		Emails that are in relation to: Issues logging in to the aged care portal or PRODA Issues with A number
  Aged Care | Opt in | MED1	Program: AGED CARE Work Type: Opt in Primary Index: APPLICANT SURNAMEFIRSTNAME Secondary Index: RACSID/SERVICE ID Only for Template D Notification form	Continuing Aged Care Recipient opting into the New Aged Care Arrangements (AC022) Template D Notification Disclosure of Protected Information	Form abbreviation: OPT Form type: AC022, email
  Aged Care | Registrations | MED1	Program: AGED CARE Work Type: Registration Primary Index: APPLICANT SURNAMEFIRSTNAME Secondary Index: APPLICANT RACSID/SERVICENAME (for AC004 form, refer to question 2) Enter both Primary and Secondary Index	Change of nominated user's details for Aged Care Online Claiming form Homelessness and Indigenous Australian care recipient Notification for permanent care – Confirmation form Homelessness and Indigenous Australian care recipient Notification for permanent care form. See screenshot Register or updated for Aged Care Web Services (AC027) Register, amend or remove users (AC004) Consent to release an electronic Aged Care Client Record (AC010)	If these forms are received together and: relate to different customers, split. See Process Table 2 do not split Indigenous and other homeless forms Form abbreviation: Web/B2B Form type: AC004, AC006, AC024, email AC010 (for consent to release an electronic Aged Care Client Record form only) Emails received with subject: ACPP_User_Reg_Request and received from WF-Batch@servicesaustralia.gov.au
  Aged Care | Return to sender | MED1	Program: AGED CARE Work Type: Residential Claim Primary Index: SERVICE ID Secondary Index: SURNAMEFIRSTNAME	Letters for Aged Care RTS services. See screenshot	'home care fees' in the RTS letter Letter signed by 'Director, Aged Care Recipients'
  Aged Care | Supplements | MED1	Program: AGED CARE Work Type: Supplements Primary Index: APPLICANT/CARE RECIPIENT SURNAMEFIRSTNAME Do not use service ID Secondary Index: SERVICE ID Only use when multiple customers listed	Aged Care Application for the Dementia and Cognition Supplement in Home Care (AC014) Application for the Oxygen and/or Enteral Feeding Supplement (AC011) Viability Expansion Component and Homeless Supplement Assessment (AC024) Aged Care Home Care Packages transfer level of care for Aged Care recipients form	Always check in Aged Care emails if there are multiple customers/forms. Multiple customers in a single document can be split. See Process Table 2 'supplements' in email subject line Form abbreviation: TRANS, DC, OX Form type: AC014, AC011, AC013
  Australian Immunisation Register (AIR) | Banking Details | MED2	Program: AIR Work Type: Banking Details Primary Index: PROVIDER NUMBER Secondary Index: PROVIDER SURNAMEFIRSTNAME	AIR Bank account details for vaccination providers (IM005) Bank account details for Immunisation provider’s form Payment account details for immunisation providers	Each AIR document must be separated into children, for example AIR emails. Always check if multiple customers/forms. If multiple customers in single document, split and classify the first document. See Process Table 2 and Process Table 1 Form to record banking details for Immunisation providers
  Australian Immunisation Register (AIR) | Enquiry | MED2	Program: AIR Work Type: AIR Enquiry Primary Index: MEDICARE CARD NUMBER Secondary Index: SURNAMEFIRSTNAME If no Medicare number or child name, use email sender's SURNAMEFIRSTNAME.	AIR enquiry examples. See screenshot	Each AIR document must be separated into children, for example AIR emails. Always check if multiple customers/forms. If multiple customers in single document, split and classify the first document. See Process Table 2 and Process Table 1 AIR Email enquiries received through MES mailbox that have no form Customer written/typed letters with general immunisation queries COVID related enquiries that are not on an official form
  Australian Immunisation Register (AIR) | Immunisation History | MED2	Program: AIR Work Type: Immunisation History Primary Index: MEDICARE CARD NUMBER Secondary Index: CHILDS SURNAMEFIRSTNAME	Australian Immunisation Register immunisation history form (IM013)	Each AIR document must be separated into children, for example AIR emails. Always check if multiple customers/forms. If multiple customers in single document, split and classify the first document. See Process Table 2 and Process Table 1 Any immunisation document(s) stating child(ren) on a 'catch-up plan' If document for child contains both immunisation history and immunisation exemption, categorise under Work Type: Medical Exemption. Do not split
  Australian Immunisation Register (AIR) | Manual Encounter | MED2	Program: AIR Work Type: Manual Encounter Primary Index: MEDICARE NUMBER Secondary Index: SURNAMEFIRSTNAME If no claim ID or provider details, use child's SURNAMEFIRSTNAME Note: always use above classification conventions regardless of field names in KOFAX.	Australian Immunisation Register immunisation encounter (IM018)	Document is named Immunisation encounter Contains record of immunisation that a provider has administered for an individual
  Australian Immunisation Register (AIR) | Medical Exemption | MED2	Program: AIR Work Type: Medical Exemption Primary Index: MEDICARE CARD NUMBER Secondary Index: SURNAMEFIRSTNAME: If no details, use provider number	Australian Immunisation Register immunisation medical exemption (IM011)	Each AIR document must be separated into children, for example AIR emails. Always check if multiple customers/forms. If multiple customers in single document, split and classify the first document. See Process Table 2 and Process Table 1 Form includes medical exemption in title If document contains both immunisation history and immunisation exemption, categorise under Work Type: Medical Exemption. Do not split Forms or letters referencing vaccination exemptions
  Australian Immunisation Register (AIR) | Opt out and Release of Information | MED2	Program: AIR Work Type: Opt Out and Release of Information Primary Index: MEDICARE CARD NUMBER Secondary Index: SURNAMEFIRSTNAME	Australian Immunisation Register Ceasing correspondence and release of information (IM017)	Each AIR document must be separated into children, for example AIR emails. Always check if multiple customers/forms. If multiple customers in single document, split and classify the first document. See Process Table 2 and Process Table 1 Form or any AIR email enquiries about opting out of receiving correspondence and release of information without the form If multiple customers in single document, send for splitting
  Australian Immunisation Register (AIR) | Other Immunisation Data | MED2	Program: AIR Work Type: Enquiries Primary Index: MEDICARE CARD NUMBER Secondary Index: CHILDS SURNAMEFIRSTNAME Note: do not use work type Other Immunisation Data. Enquires is now to be used.	Fax cover letter HPV Vaccination Notification Immunisation list Immunisation printout National HPV Vaccination Program Register letter Patient Health Summary Vaccination Details Report	Each AIR document must be separated into children, for example AIR emails. Always check if multiple customers/forms. If multiple customers in single document, split and classify the first document. See Process Table 2 and Process Table 1 Immunisation non-standard documents, not encounters or immunisation history form Any immunisation document(s) stating child(ren) on a 'catch-up plan', categorise under Work Type: Immunisation History. If on one page, do not split, classify as Secondary Index: MEDICALPRACTICENAME
  Australian Immunisation Register (AIR) | Out of Home Care | MED2	Program: AIR Work Type: Out Of Home Care Primary Index: CASE WORKERS SURNAMEFIRSTNAME	Out of Home Care documents. See screenshot	Each AIR document must be separated into children, for example AIR emails. Always check if multiple customers/forms. If multiple customers in single document, split and classify the first document. See Process Table 2 and Process Table 1 Caseworker details, check entire document Caseworker and/or government paperwork confirming out of home care request May be an old Ward Of State (WOS) form AIR Child protection documents
  Australian Immunisation Register (AIR) | Provider Registration | MED2	Program: AIR Work Type: Provider Registration Primary Index: PROVIDER NUMBER Secondary Index: Individual/Organisation name	Australian Immunisation Register Application to register as a vaccination provider (IM004)	Each AIR document must be separated into children, for example AIR emails. Always check if multiple customers/forms. If multiple customers in single document, split and classify the first document. See Process Table 2 and Process Table 1 Application to register as a vaccination provider form as shown above Older print versions of IM004 AIR Application to register as a vaccination provider form that do not have AIR/Provider Number field, use Secondary Index
  Australian Immunisation Register (AIR) | Reminder Slips | MED2	Program: AIR Work Type: Reminder Slips Primary Index: MEDICARE CARD NUMBER Secondary Index: CHILDS SURNAMEFIRSTNAME	Australian Childhood Immunisation Register Your child's immunisation history (IM015). See screenshot	Each AIR document must be separated into children, for example AIR emails. Always check if multiple customers/forms. If multiple customers in single document, split and classify the first document. See Process Table 2 and Process Table 1 Form returned completed from parents advising of vaccinations not recorded for their child/ren If form is blank or not completed, categorise under Work Type: RTS Program
  Australian Immunisation Register (AIR) | RTS Correspondence | MED2	Program: RTS Work Type: RTS Correspondence Primary Index: MEDICARE NUMBER Do not use provider number Secondary Index: SURNAMEFIRSTNAME/BUSINESSNAME	AIR Returned Mail (RTS) CDBS RTS mail Rebate RTS mail on a Customer enquiry form (PP040)	AIR RTS (GPO BOX 7852), see RTS - AIR. See screenshot
  Australian Organ Donor Register (AODR) | Consent Confirmation | MED2	Program: AODR Work Type: Consent Confirmation Primary Index: MEDICARE NUMBER Secondary Index: SURNAMEFIRSTNAME	Australian Organ Donor Register Confirmation of Registration (NH004)	All fields blank or any other fields other than donor objection boxes have been selected Form title includes 'confirmation' Medicare number must include reference number, for example, 1234567890 1. If reference number is not included on form, complete Secondary Index Do not classify to this work type if there are no signatures on the form or the work has been returned to sender. Instead, categorise under Work Type: Australian Organ Donor Register (AODR) | Return to Sender | MED2
  Australian Organ Donor Register (AODR) | Donor Objection | MED2	Program: AODR Work Type: Donor Objection Primary Index: MEDICARE NUMBER Secondary Index: SURNAMEFIRSTNAME	Australian Organ Donor Register forms (NH004)	Check AODR forms, donor objection boxes selected/marked Only if Donor Objection/Removal box ticked Medicare number must include reference number, for example, 1234567890 1
  Australian Organ Donor Register (AODR) | Donor Registration | MED2	Program: AODR Work Type: Donor Registration Primary Index: MEDICARE NUMBER Secondary Index: SURNAMEFIRSTNAME	New registration, change or removal of donation decision details (NH007DF) Page 2 of Medicare Claim (MS014)	All fields blank or any other fields other than donor objection boxes have been selected Form title includes 'registration' Medicare number must include reference number, for example, 1234567890 1. If reference number is not included on form, complete Secondary Index
  Australian Organ Donor Register (AODR) | Email Enquiry | MED2	Program: AODR Work Type: Email Primary Index: SURNAMEFIRSTNAME Secondary Index: Medicare number	Emails from TAS.AODR.FAXES	Emails from the above mailbox with enquiries about the Australian Organ Donor Register
  Australian Organ Donor Register (AODR) | Return to Sender | MED2	Program: AODR Work Type: AODR Returned Mail Primary Index: Medicare Number Secondary Index: SURNAMEFIRSTNAME	AODR returned mail AODR forms that have no signature	Return to sender mail received via GPO Box 711 Hobart TAS 7001
  Bulk Bill | Adjustments | MED4	Program: Bulk Bill Work Type: Adjustment Primary Index: PROVIDER NUMBER (Provider number located at Q3) Secondary Index: CLAIM ID	Application for bulk bill claim adjustment (DB018) Can also be bulk bill unstructured documents	Application for Bulk Bill claim adjustment forms Check Costs, look for payer description (e.g. Bulk Bill) Check for references to the first claim Bulk bill adjustments will mean the provider is the one receiving the funds from Medicare. If the patient is the one in receipt of the funds from Medicare, the correct program and work type will be Patient Claims adjustments
  Bulk Bill | Claims | MED4	Program: Bulk Bill Work Type: Claims Primary Index: PAYEE PROVIDER NUMBER/SERVICE PROVIDER NUMBER Do not use referring provider details If payee provider number is listed, use as a priority over service provider number Secondary Index: CLAIM ID/PROVIDER SURNAME FIRST NAME Only use provider surname first name if no other information is available	Assigned Benefits Provider Claim Form. See screenshot Assignments (DB2-DB4). See screenshot Header (DB1). See screenshot	Bulk Bill assignment forms should come with a header page. Do not suspend unless document is missing details to classify it correctly If document is an adjustment, poor image, not in Operational Blueprint or not enough data to classify, suspend the document
  Bulk Bill | Claims over 2 years | MED4	Program: Bulk Bill Work Type: Claims over 2 years Primary Index: PROVIDER NUMBER ('Provider Number' Q3) Secondary Index: CLAIM ID ('Claim number' Q8)	Application for late lodgement of a claim for assigned Medicare benefits (DB019)	Generally accompanied by a standard bulk bill claim (do not separate)
  Bulk Bill | Non Compliance Activity | MED4	Program: Bulk Bill Work Type: Non Compliance Activity Primary Index: PROVIDER NUMBER Secondary Index: PROVIDER SURNAMEFIRSTNAME Note: enter both Primary and Secondary Index need, even though Kofax only shows the Primary Index	Payee code 6
  Continence Aid Program (CAPS) | Application - Manual | MED2	Program: Miscellaneous Work Type: CAPS Application - Manual Primary Index: MEDICARE CARD NUMBER Secondary Index: APPLICANT SURNAME FIRST NAME	Continence Aids Payment Scheme Application forms 2016-2018 have relevant details on Page 4. See screenshot Continence Aids Payment Scheme Application form 2020 has relevant details on Page 6	Continence Aids Payment Scheme Application form 2016 Continence Aids Payment Scheme Application form July 2017 Continence Aids Payment Scheme Application form 2017 Continence Aids Payment Scheme Application form 2018 Continence Aids Payment Scheme Guidelines and Application Form 2020
  Continence Aid Program (CAPS) | Correspondence - General | MED2	Program: Miscellaneous Work Type: CAPS Correspondence - General Primary Index: MEDICARE CARD NUMBER Secondary Index: APPLICANT SURNAME FIRST NAME	Any correspondence referencing CAPS For documents that need to be returned to sender see Continence Aid Program (CAPS) | Application - Return to Sender | MED2	Any correspondence referencing CAPS
  Continence Aid Program (CAPS) | Application - Return to Sender | MED2	Program: Miscellaneous Work Type: CAPS Return to Sender statement Primary Index: MEDICARE CARD NUMBER Secondary Index: APPLICANT SURNAME FIRST NAME	RTS - Continence Aids Payment Scheme (CAPS) application form. See screenshot RTS - Statement of payment for the Continence Aids Payment Scheme letter. See screenshot RTS - Continence Aids Payment Scheme letter	Return to sender documents mentioning CAPS program
  Disaster Health Care Assistance (DHCAS) | DHCAS | MED2	Program: Miscellaneous Work Type: DHCAS Primary Index: MEDICARE CARD NUMBER Secondary Index: PATIENTSURNAMEFIRSTNAME	Bali 2005 registration (MS023) Balimed registration (MS021) Dahab Egypt registration (MS026) Disaster Health Care Assistance Scheme claim (MS035) London Assist registration (MS027) Tsunami 2004 registration (MS029)	For details on the different schemes, see Services Australia website - Disaster Health Care Assistance Scheme If a document looks like a patient claim but has been received through MPS eligibility mailbox and was originally received into DISASTERHEALTHCARE@servicesaustralia.gov.au, it should be named as DHCAS not a Patient Claim
  eBusiness | Enquiry | MED1	Program: eBusiness Work Type: Enquiry Primary Index: Email address received from Secondary Index: not listed	All emails with no attachment/customer enquiries Identification documents (for example, drivers licence or Medicare cards) Emails with screenshots Compliments/complaints Oversized email message (reply required for releasing the email). See screenshot	Emails sent to eBusiness Service Centre Note: work for eBusiness is received from various email queues if a document is received with multiple applications, send for splitting. Exception: do not send for splitting - Application for a PKI Site Certificate (HW001) and Application for a PKI Individual Certificate (HW002), with an Acceptable Referee Identification for PKI Certificate Applications (HW004) enter email addresses or usernames exactly as the customer has provided. They do not need to be in capital letters
  eBusiness | PRODA | MED1	Program: eBusiness Work Type: PRODA Primary Index: PRODA account username. Note: enter exactly as provided on the form. For example, lower or upper case Secondary Index: not listed	Manual identity verification for Provider Digital Access (HW080) Identification documents (e.g. drivers licence or Medicare card) with and without username/RA provided	Do not classify as Provider Registration Email sent to PRODA Note: PRODA enquiry emails should not be classified. They should be suspended for Local Peer Support (LPS) to action. LPS are to delete enquiry emails from KOFAX work for eBusiness is received from various email queues if a document is received with multiple applications, send for splitting. Exception: do not send for splitting - Application for a PKI Site Certificate (HW001) and Application for a PKI Individual Certificate (HW002), with an Acceptable Referee Identification for PKI Certificate Applications (HW004) enter email addresses or usernames exactly as the customer has provided. They do not need to be in capital letters PRODA general enquiries emails, may include things like: Progress of application enquiries Password reset requests Requests for assistance Screen shots All other general enquiries
  eBusiness | Public Key Infrastructure HCL | MED1	Program: eBusiness Work Type: PKI HCL Primary Index: Trading name of site/organisation (If blank use registered name of site/organisation) Secondary Index: POSTCODE	Application for a PKI Site Certificate (HW001) could have attachments Request to renew, revoke or reissue a Public Key Infrastructure certificate (HW003) Acceptable Referee Declaration Public Key Infrastructure Certificate applications (HW004), could have attachments Medicare PKI renewal letter – signed The following are decommissioned PKI forms that should be classified as PKI HCL: IHC (HW025) HCI (HW002) PPA (PB010)	If a HW004 is received with a HW001/HW002 – classify to the HW001-HW002. The HW004 is supporting documentation when received in this way Note: work for eBusiness is received from various email queues if a document is received with multiple applications, send for splitting. Exception: do not send for splitting - HW001 and Application for a PKI Individual Certificate (HW002), with an HW004 enter email addresses or usernames exactly as the customer has provided. They do not need to be in capital letters
  eBusiness | Urgent Enquiry | MED1	Program: eBusiness Work Type: Urgent Enquiry Primary Index: Email address Secondary Index: not listed	Medicare Easyclaim enquiry (HW059) Medicare Easyclaim enquiry template by internal staff	Emails sent to eBusiness Service Centre Note: work for eBusiness is received from various email queues if a document is received with multiple applications, send for splitting. Exception: do not send for splitting - Application for a PKI Site Certificate (HW001) and Application for a PKI Individual Certificate (HW002), with an Acceptable Referee Identification for PKI Certificate Applications (HW004) enter email addresses or usernames exactly as the customer has provided. They do not need to be in capital letters
  External Breast Prosthesis Reimbursement Program (EBPRP) | External Breast Prosthesis Reimbursement Program | MED2	Program: Miscellaneous Work Type: External Breast Prostheses Reimbursement Program Primary Index: MEDICARE CARD NUMBER Secondary Index: PATIENT SURNAME FIRST NAME	Claim for External Breast Prostheses Reimbursement Program (NH005) External Breast Prostheses Reimbursement Program checklist Prostheses receipts	For details on the program, see Services Australia website, External Breast Prostheses Reimbursement Program May receive what looks like a patient claim but has come through the EBPR@servicesaustralia.gov.au and moved in to the MPS Eligibility mailbox these should only be classified as EBPR
  Medicare Eligibility | Application to copy or transfer | MED1	Program: Medicare Eligibility Work Type: Copy/Transfer/Enrolment Primary Index: MEDICARE CARD NUMBER Secondary Index: SURNAMEFIRSTNAME	Application to copy or transfer from one Medicare card to another (MS011) Any emails that mention copy or transfer	Form type: MS011
  Medicare Eligibility | Authorised Representative | MED1	Program: Medicare Eligibility Work Type: Authorised Representative Primary Index: MEDICARE CARD NUMBER Secondary Index: SURNAMEFIRSTNAME	Authorisation to act on an incapacitated person's behalf for Medicare purposes (MO050) Note: Classify MO050 only to this work type. Classify any other public trustee documents or Power of Attorney/Enduring Power of Attorney documents under the work type Enrolments.	Form type: MO050
  Medicare Eligibility | Child Dental Benefits Schedule | MED1	Program: Medicare Eligibility Work Type: Child Dental Benefits Scheme Primary Index: SURNAMEFIRSTNAME Secondary Index: MEDICARE CARD NUMBER	These are internal forms received through the MPS assessing mailbox but should be classified to Medicare Eligibility	Form heading will be: CHILD DENTAL BENEFITS SCHEDULE (CDBS) ENQUIRY FORM General CDBS correspondence
  Medicare Eligibility | Dept of Child Protection | MED1	Program: Medicare Eligibility Work Type: Dept of Child Protection Primary Index: CHILDS SURNAMEFIRSTNAME Secondary Index: MEDICARE CARD NUMBER Do not use a Case Manager's name for Eligibility document in Kofax. If a protection document is received for multiple children from the same family and cannot be split, classify using the first child listed on the form.	Child Protection attachments. See screenshot Medicare enrolment or new Medicare number request (MS045) For use by Child Protection Agencies	If any Child Protection attachments included with Enrolment form, classify as per classification conventions
  Medicare Eligibility | Enrolment (includes Death notifications) | MED1	Program: Medicare Eligibility and Enrolment Work Type: Enrolment Primary Index: SURNAMEFIRSTNAME Secondary Index: MEDICARE CARD NUMBER/WORK ITEM ID/REFERENCE NUMBER Medicare card number must be the secondary index if provided. If no Medicare card number available, the work item ID/reference number must be used if available If unable to split multiple customers as single document, key MULTIPLE in Primary Index.	Aboriginal and Torres Strait Islander Medicare enrolment and amendment (MS018) Authority to release Medicare information to Prison Correctional staff Prisoner Consent form Letter from correctional facility (often received with enrolment forms) Medicare enrolment (MS004) Newborn Child Declaration – pages 1 to 4 (FA081) Unstructured Lifetime Healthcare Cover letters Letter from Public Trustee or Third Parties advising of death Advice of death (SA116A) Bereavement Proof of Concept - Medicare Public form Note: SA116As that are assessed by Centrelink classification staff as not for Centrelink customers will be uploaded into PaNDA. If documents contain identification showing the customer is from a Reciprocal Healthcare Agreement country (RHCA) these are named as per the form they are received with. For example, as an enrolment. Do not name to MES RHCA work type unless they have been received with the appropriate MES forms (for example, Application for a Medicare Entitlement Statement (MS015)). There are too many print versions of enrolment forms to have every example. See below for types of forms and what to look for.	'Medicare enrolment' included in the title of the form, examples include: Medicare enrolment form (MS004) Medicare enrolment form Medicare enrolment application Aboriginal and Torres Strait Islander Medicare enrolment and amendment form If any Child Protection attachments included with Enrolment form, categorise under Work Type: Dept of child protection The following may be included with an enrolment form or be on its own: The Authority to release Medicare information to Prison Correctional staff Prisoner Consent form Medicare Voluntary Indigenous Identifier (Aboriginal and Torres Strait Islander attachment) Any proof of ID, passport/visa and/or immigration documents received through the MES email box not received in relation to a Medicare Entitlement Statement or Medicare Exemption Levy Emails relating to Medicare card enquiries Power of Attorney/Enduring Power of Attorney documents accompanied by POI and a letter Public Trustee documents including notification of death Informal letters or emails advising of notification of death Letters about Lifetime Healthcare cover are received via post or email. If received via: MES, delete as this is not a valid lodgement method post, classify to Medicare Eligibility - Enrolment Note: all enrolment forms have attachments. A control or coversheet must be included when no attachments are received.
  Medicare Eligibility | Family Domestic Violence | MED1	Program: Medicare Eligibility and Enrolment Work Type: FDV Primary Index: Applicant SURNAMEFIRSTNAME Secondary Index: Medicare Number	Emails that mention Family domestic violence and requesting either new cards or copy transfers Referral form for Local Peer Support (LPS) when FDV is indicated in a phone call Court order documents Digital images referencing family violence
  Medicare Entitlement Statement (MES) and Medicare Exemption Levy | Enquiry | MED4	For enquiries only, do not classify Escalate to a Classification Support Officer for deletion See Process Table 3 for help with processing	Email only	Kofax MES emails, no attachments, no application, no passport/visa and no immigration documents Customers asking for updates on their claim progress or other general enquiries. Note: for general enquiries that have a claim form attached and/or an address update, classify as normal Emails where the customer provided the documents in a non-endorsed format, that is, zip or password protected Auto-responses that haven't been picked up with the auto rule
  Medicare Entitlement Statement (MES) and Medicare Exemption Levy | Medicare Care Entitlement Statement or Reciprocal Health Care Agreement | MED4	Program: MES Work Type: Medicare Entitlement Statement or Reciprocal Health Care Agreement Note: if previous country of residence is an RHCA country, select Reciprocal Health Care Agreement Primary Index: SURNAME FIRST NAME	Application for a Medicare Entitlement Statement (MS015) Application for Medicare levy exemption certification. See screenshot Unstructured previous country of residence	If multiple forms for different tax years and/or include forms for other family members, do not send for splitting as the attachments behind one form may also relate to the other forms and will be required to assist with processing previous country of residence. See Reciprocal Health Care Agreements (RHCA) eligibility for Medicare and Pharmaceutical Benefits Scheme (PBS) for list of participating countries If the form has no previous country of residence listed or is listed as Australia, classify as: Program: MES, Work Type: MES For Electronic Document Classification staff only, if the customer has written Ireland, Northern Ireland or Republic of Ireland in the Country resided in 6 months prior to Australia field, categorise under Work Type: MES Note: Service Officers will analyse the document and if needed will change the work type to RHCA in PaNDA Some documents may be password protected. To view these files, use one of the following passwords: Enst, Enst1, Ernst or Ernst1.
  Medicare Entitlement Statement (MES) and Medicare Exemption Levy | Return to sender letter | MED4	Program: RTS Work Type: RTS correspondence Primary Index: SURNAME FIRST NAME	Returned to sender	Return MES RTS mail to: MES RTS MAIL Greenwood Rd, Eastwood SA Some documents may be password protected. To view these files, use one of the following passwords: Enst, Enst1, Ernst or Ernst1.
  Medicare Payments | Cheque Trace | MED4	Program: Medicare Payments Work Type: Cheque Trace Primary Index: MEDICARE CARD NUMBER Secondary Index: SURNAMEFIRSTNAME Note: if claimant details are not filled out use Service Details in Secondary Index	Request for Cheque trace details (PP043)
  Medicare Payments | EFT Trace | MED4	Program: Medicare Payments Work Type: EFT Trace Primary Index: MEDICARE CARD NUMBER Secondary Index: SURNAMEFIRSTNAME	Medicare EFT Dispute Form	These are for internal use only forms
  Medicare Payments | Stop Cheque | MED4	Program: Medicare Payments Work Type: Stop Cheque Primary Index: CHEQUE NUMBER or SURNAMEFIRSTNAME (not both) Secondary Index: not required	Stop Cheque and Reissue Payment (MO051)	Comes from Medicare Public Telephony mailbox
  Medicare Safety Net | RTS correspondence | MED1	Program: RTS Work Type: RTS Correspondence Primary Index: MEDICARE CARD NUMBER Secondary Index: SURNAMEFIRSTNAME	Return to Sender (RTS) Medicare Safety Net letters	Do not classify any Medicare Safety Net letters with no additional notes/updates from the customer to Medicare SNET. Classify to Program - RTS
  Medicare Safety Net | SNET Adjustment | MED1	Program: Medicare Safety Net Work Type: SNET Adjustment Primary Index: MEDICARE CARD NUMBER Secondary Index: SURNAMEFIRSTNAME Note: in Kofax, the work type auto populates to SNET Confirmation. Change to Adjustment	Medicare Safety Net enquiry (PP041)	Form will have Medicare Safety Net query in the title
  Medicare Safety Net | SNET Confirmation | MED1	Program: Medicare Safety Net If Family Safety Net Confirmation form is attached with a Medicare Claim form for the same customer, select Patient Claim Program from Program: field Work Type: SNET Confirmation Primary Index: MEDICARE CARD NUMBER Secondary Index: SURNAMEFIRSTNAME	Family Safety Net Confirmation form (MS032). See screenshot Your Medicare claim - more information is needed for your Medicare Safety Net letter. See screenshot	Forms and letters request confirmation of family members The form may include the cover letter from Medicare with customer name and Medicare number for reference
  Medicare Safety Net | SNET Registration | MED1	Program: Medicare Safety Net Work Type: SNET Registration Primary Index: MEDICARE CARD NUMBER Secondary Index: SURNAMEFIRSTNAME	Medicare Safety Net registration and amendment for couples and families (MS016) Registering for the Medicare Safety Net letter. See screenshot	Form or letter will have Safety Net Registration in the title
  Medicare Safety Net | SNET Substantiation | MED1	Program: Medicare Safety Net Work Type: SNET Substantiation Primary Index: MEDICARE CARD NUMBER Secondary Index: SURNAMEFIRSTNAME	Medicare claim returned - please provide additional information letter. See screenshot Medicare Safety Net Threshold - more payment information needed letter. See screenshot	Forms and letters requesting proof of payment for services provided by a doctor Documents may also include invoices to provide updates and/or proof their Safety Net threshold has been reached Letters stating the words 'unverified payments/unconfirmed payments'
  Miscellaneous | MISC eService GST| MED1	Program: Miscellaneous Work Type: MISC eService GST Primary Index: PROVIDER NUMBER Secondary Index: ABN (Q5 on form)	Notification of Australian Business Number and reference identification for tax treatment purposes and Recipient Created Tax Invoice agreement (HW055)	Form as listed above (HW055) Note: this document could also be received with Pharmaceutical Benefits Scheme, e.g. PB010. Split these documents and classify accordingly
  Miscellaneous | Healthcare Identifiers Service Consumer Reg MS003 | MED1	Program: Miscellaneous Work Type: Healthcare Identifiers Service Consumer Reg MS003 Primary Index: SURNAMEFIRSTNAME Secondary Index: not required	Healthcare Identifiers Service Request an Individual Healthcare Identifier (MS003)	Emails requesting an individual healthcare identifier Form as listed above (MS003)
  Miscellaneous | Healthcare Identifiers Service Enrolment | MED1	Program: Miscellaneous Work Type: Healthcare Identifiers Service Enrolment Primary Index: ORGANISATION NAME Secondary Index: SURNAMEFIRSTNAME	Healthcare Identifiers Service Application to amend a Healthcare provider record (HW034)	Form as listed above (HW034)
  Miscellaneous | eServices Provider banking details | MED1	Program: Miscellaneous Work Type: Provider banking details Primary Index: PROVIDER NUMBER Secondary Index: PRACTICE NAME If unable to read any provider details due to poor quality/incomplete form, use SURNAMEFIRSTNAME as primary index. Note: use the above indexes for classification regardless of the field names in Kofax.	Online Claiming Provider Agreement (HW027) Provider registration for Electronic Funds Transfer payments (HW029) Bank account details for Online Claiming (HW052) Bank account details collection for healthcare providers (AH2541)	Documents to do with updating a providers bank details that are not included in the above 3 forms If multiple banking applications are received with different provider numbers on each, send for splitting. This includes if it is the same provider but multiple locations
  Miscellaneous | PSO Referral - multiple types | MED1	Program: Miscellaneous Work Type: (see below) Primary Index: MEDICARE/PROVIDER/REFERENCE NUMBER (only use one, not all) Secondary Index: SURNAMEFIRSTNAME Work Types: PSO Referral - AIR PSO Referral - AODR PSO Referral - Compensation Recovery PSO Referral - eBusiness PSO Referral - MES PSO Referral - Incentives PSO Referral - C&A Claims and Assessing PSO Referral - Complex Drugs PSO Referral - PBS PSO Referral - Provider Registration PSO Referral - VAP PSO Referral - Medicare Public PSO Referral - Medicare Eligibility PSO Referral - Healthcare identifiers PSO Referral - eServices PSO Referral - CAPS Note: ideally having both the Primary and Secondary index entered supports the ability to find these documents when needed. However, at times, staff may only be able to include either the Primary or the Secondary index which is acceptable. Ensure for the Primary Index only one of the listed options above is used	Document will be received through the MPS Eligibility mailbox and will have the title of PSO referral form	Locate the Medicare/Provider/Reference number under Enquiry Details section, it is the 3rd line down Customer Name is located on the line below these
  Miscellaneous | PSO Referral - Aged Care Provider | MED1	Program: Miscellaneous Work Type: PSO Referral - ACPROV Primary Index: SURNAMEFIRSTNAME Secondary Index: SERVICE ID	Document will be received through the MPS Eligibility mailbox and will have the title of PSO referral form
  Out of Scope | Australian Immunisation Register	46E(2) forms, do not classify 46E(2) forms as these forms are actioned by AIR. Suspend with reason: '46E' see Process Table 3 to help with processing For Authority to transmit immunisation data electronically, suspend with reason 'NOTONBLUEPRINT'. Electronic Document Classification Support Officer will send to SYSTEM folder for identification/action	46E(2) Health Insurance ACT 1973 forms Application for authority to transmit immunisation data electronically
  Out of Scope | Cheque Trace	Suspend with reason: 'OUTOFSCOPE'. See Process Table 3 to help with processing	Cheque trace unstructured Medicare cheque trace request
  Out of Scope | External Breast Prosthesis Reimbursement Program	Suspend with reason: 'OUTOFSCOPE'. See Process Table 3 to help with processing	CPS (Payment Summary). See screenshot
  Out of Scope | Medicare Claims	Suspend with reason: 'OUTOFSCOPE'. See Process Table 3 to help with processing	Request for Medicare claims information (MS031)
  Out of Scope | Pharmaceutical Benefits Scheme	For Request for Pharmaceutical Benefits Scheme claims information, suspend with reason 'OUTOFSCOPE'. See Process Table 3 to help with processing For Medicare Stationery Orders: Classification Support officer staff, suspend with reason: 'OUTOFSCOPE' Electronic Document Classification staff, send to system not classified folder in PaNDA For PB013 and PB014, suspend with reason 'BLANKFORM' For blank/unused PB013 and PB014 cards returned from pharmacy, suspend with reason 'OUTOFSCOPE'	Medicare Stationery Order (DB6BA) PBS Safety Net entitlement card (PB013) and PBS Safety Net concession card (PB014) Request for Pharmaceutical Benefits Scheme claims information (MS040) Stoma Appliance Scheme application for additional supplies for clinical and other reasons (PB050) PBS Payment Advice RTS address PO BOX 9826 in your capital city	Blank/unused PB013 or PB014 cards, that the pharmacy has returned (usually from previous year)
  Out of Scope | Provider Registration	For Electronic Document Classification Support Officer staff only, suspend with reason 'PIP' see Process Table 3 to help with processing	Workforce Incentive Program - Doctors stream Bank account details (IP020)	Any forms starting with IP ranging from IP001 through to IP032 Practice incentives program and general rural incentives programmes letters or forms
  Out of Scope | Return to Sender	Suspend with reason: 'OUTOFSCOPE' 'PIP' 'PKI' 'SCRIPT' See Process Table 3 to help with suspension keyword to use.	RTS - compensation recovery (OUTOFSCOPE). See screenshot RTS - Medicare bankrupt letters (OUTOFSCOPE). See screenshot RTS - pharmacy scripts without cover letter or pharmacy approval sticker (SCRIPT). See screenshot RTS – Rural Incentives Program (PIP) letters (PIP). See screenshot RTS - Public Key Infrastructure (PKI) letters and forms (PKI). See screenshot RTS - WIN number (OUTOFSCOPE). See screenshot	Exception is oxygen resupply letters Forms or letters with return address GPO 2944 Adelaide
  Out of Scope | Veterans' Affairs Processing	Suspend with reason 'LATELODGEMENT'. See Process Table 3 to help with processing	Aboriginal Dental Scheme invoice. See screenshot Application for dentures SAD Emergency Dental scheme. See screenshot SADS General Dental Scheme. See screenshot SADS Pensioner Dental Scheme. See screenshot Veterans' Affairs Request Referral from local Medical Officer (D904)
  Patient Claims | Adjustments | MED4	Program: Patient Claims Work Type: Adjustments Primary Index: MEDICARE CARD NUMBER Secondary Index: SURNAMEFIRSTNAME	Unstructured Patient Claim Adjustments Returned Payment - from Treasury Medicare Administered Reporting and Cash Management mailbox Adjustment for Patient Claims (PP045) Customer enquiry form (PP040) - where the enquiry type check box for patient claims is ticked	Addressed to Medicare patient claims adjustments team Check patient names (split if multiple) Check cost - look for payer description Look for references to the first claim Most specialists do not bulk bill Will likely have 'how to pay' section on the invoice (BPay option etc.) May refer to rebates/reimbursements Patient claims adjustments mean the patient will be in receipt of the refund from Medicare. If the provider is showing as the one to receive the funds, then classify the document as Bulk Bill adjustments May reference email address of from Treasury Medicare Administered Reporting and Cash Management mailbox
  Patient Claims | Assisted Reproductive Technology | MED4	Program: Patient Claims Work Type: Assisted Reproductive Technology Primary Index: MEDICARE CARD NUMBER Secondary Index: SURNAMEFIRSTNAME	Escalation form. See screenshot	IVF and ART forms only Note: patient claims will have a Medicare Claim form and attachments. The invoices/receipts vary and not all examples will be shown below. Patient claims must be separated by patient.
  Patient Claims | Banking Details | MED1	Program: Patient Claims Work Type: Banking Details Primary Index: MEDICARE CARD NUMBER Secondary Index: SURNAMEFIRSTNAME	Bank account details Collection form (MS013). See screenshot. Note: form has been decommissioned Electronic Funds Transfer (EFT) Details Collection	If the banking details section on the patient claim form is filled out for the same customer, categorise under Work Type: Patient Claim Note: patient claims will have a Medicare Claim form and attachments. The invoices/receipts vary and not all examples will be shown below. Patient claims must be separated by patient.
  Patient Claims | Cheque Adjustments | MED4	Program: Patient Claims Work Type: Cheque Adjustments Primary Index: SURNAMEFIRSTNAME Secondary Index: CHEQUE NUMBER	Cheques returned for adjustment. See screenshot	Documents can be varied, but will normally include a Medicare cheque being returned for adjustment. The cheque is generally addressed to the doctor/provider. It can include an email or letter from the provider/customer asking for the cheque to be adjusted. Some requests can be received without the cheque and can be letters/emails from customers/providers that mention the cheque being varied Note: patient claims will have a Medicare Claim form and attachments. The invoices/receipts vary and not all examples will be shown below. Patient claims must be separated by patient.
  Patient Claims | Easyclaim | MED4	Program: Patient Claims Work Type: Easyclaim Primary Index: Medicare number Secondary Index: SURNAMEFIRSTNAME	Easyclaim overpayment adjustment	Comes through MPS Assessing mailbox with the word easyclaim
  Patient Claims | Non Compliance Adjustments | MED4	Program: Patient Claims Work Type: Non Compliance Adjustments Primary Index: PROVIDER NUMBER Secondary Index: PROVIDER SURNAME FIRSTNAME Note: Kofax Primary and Secondary index fields are named differently, still use the index's shown above in these fields		Ensure that documents are classified with both primary and secondary indexes Look for Payee code 2, 7 or 9 on the Kofax image
  Patient Claims | Over Ten Thousand | Med4	Program: Patient Claims Work Type: Over Ten Thousand Primary Index: MEDICARE CARD NUMBER Secondary Index: SURNAMEFIRSTNAME If there is no patient's Medicare number, use the claimants SURNAMEFIRSTNAME as the Secondary Index. Do not use the claimant's Medicare number	Account for service provided. See screenshot Certification of cleft condition prescribed dental patient Medicare Claim (MS014) Medicare Two-Way claim (MS001) Statement of account. See screenshot Gamma knife applications from GenesisCare. See section below	Invoices which include 'certified dental patient' or 'cleft lip' and 'cleft palate scheme' Medicare Two-way claim form: received without a patient claim form or Medicare number, classify using Secondary Index should have a Medicare Claim form attached. Do not suspend unless the document is missing details to classify it correctly Statement of account only to be actioned when working out of MED batch. If working in MES they are to be suspended Make sure at least one item charge on the invoice is over $9,999.99 If no item over $9,999.99, classify as Program Patient Claims, Work Type: Patient Claims If there are any other documents, for example Medicare Safety Net form, do not split these documents to other work types Note: patient claims will have a Medicare Claim form and attachments. The invoices/receipts vary and not all examples will be shown below. Patient claims must be separated by patient. Gamma Knife applications Gamma Knife applications will be from one provider. They are made up of different work types: Do not split these The application must be classified as one They may include: from GenesisCare: a letter to the customer. See screenshot a Tax Invoice. See screenshot a completed Medicare Claim form (MS014) Family Safety Net Registration and/or Confirmation
  Patient Claims | Patient Claim | MED4	Program: Patient Claims Work Type: Patient Claim Primary Index: MEDICARE CARD NUMBER Secondary Index: SURNAMEFIRSTNAME If there is no patient's Medicare number, use the claimant's SURNAMEFIRSTNAME as the Secondary Index. Do not use the claimant's Medicare number	Account for services provided. See screenshot Certification of cleft condition prescribed dental patient Medicare Claim (MS014) Medicare Two-way claim (MS001) Statement of account. See screenshot Statement of Benefits	Invoices which include 'certified dental patient' or 'cleft lip' and 'cleft palate scheme' Medicare Two-way claim form: received without a patient claim form or Medicare number, classify using Secondary Index should have a Medicare Claim form attached. Do not suspend unless the document is missing details to classify it correctly Statement of Benefits only to be actioned when working out of MED batch. If working in MES they are to be suspended Note: patient claims will have a Medicare Claim form and attachments. The invoices/receipts vary and not all examples will be shown below. Patient claims must be separated by patient.
  Patient Claims | Teleclaims | MED4	Program: Patient Claims Work Type: Teleclaims Primary Index: MEDICARE NUMBER Secondary Index: SURNAMEFIRSTNAME	Teleclaims invoice. See screenshot	Claimants details recorded on the back of the receipt/invoice including Medicare card number, name, address, date, bank account details and signature The Service Officers' who actioned the phone call 'P' number may be included, for example, P44444 Note: patient claims will have a Medicare Claim form and attachments. The invoices/receipts vary and not all examples will be shown below. Patient claims must be separated by patient.
  Pharmaceutical Benefits Scheme (PBS) | Aboriginal Health Services | MED3	Program: PBS Work Type: Aboriginal Health Services Primary Index: APPROVED SUPPLIER NUMBER Secondary Index: COMMUNITY NAME/AHS NUMBER	Aboriginal Health Services pharmaceutical supplies request and claim (PB042) Aboriginal Health Services (AHS) pharmaceutical supplies request form completed. See screenshot Report of Pharmaceutical Benefits supplied to Remote Area Aboriginal and Islander Health Services	Pharmacy approval number may not be found on the first page, search the document for the number
  Pharmaceutical Benefits Scheme (PBS) | Aboriginal Health Services Adjustments | MED3	Program: PBS Work Type: AHS Adjustment Primary Index: APPROVED SUPPLIER NUMBER Secondary Index: COMMUNITY NAME/AHS NUMBER	Resubmit rejected items for Remote Area Aboriginal Health Services claim (PB354) Emails with any of the following words in the subject line 'Resubmission, Reclaim, Rejected, Adjustments, Enquiries, Escalation, Call back, Re or RE' Emails from Aboriginal Health Services that have failed to deliver (e.g. due to an incorrect email address or issues with the destination inbox) and that have a pharmacy approval number in the subject line, must be uploaded to AHS Adjustments	Pharmacy approval number may not be found on the first page, search the document for the number Do not split Claims Summary Statements or other emailed information relating to the claim from the AHS claim. Unless they are clearly identified as separate claims
  Pharmaceutical Benefits Scheme (PBS) | Complex Drugs - All | MED3	Program: Complex Drugs Work Type: This classification convention covers all complex drugs work types unless specifically listed Primary Index: MEDICARE NUMBER (use SURNAMEFIRSTNAME if no Medicare card is provided) Secondary Index: PROGRAMME REFERENCE NUMBER	Will generally be a PBS script with form attached with a code starting with PB
  Pharmaceutical Benefits Scheme (PBS) | Doctors bag | MED3	Program: PBS Work Type: Doctors Bag Primary Index: PRESCRIBER NUMBER/DP NUMBER Secondary Index: PRESCRIBER SURNAME FIRST NAME If prescriber number or name is not provided or available on the document, use UNABLETONAME	Request for book of emergency treatment supplies forms (2014-2015) Request for prescriber bag supplies order book (PB157) Request for Emergency Treatment Supplies Order Book for medical practitioners Request for Prescriber bag supplies order book Unstructured emails requesting any of the above and usually will contain an attachment of one of the forms	Form has 'bag' or 'Emergency treatment supplies' in title If multiple order forms are received, send for splitting, see Process Table 2
  Pharmaceutical Benefits Scheme (PBS) | Non-Personalised Prescription Stationery | MED3	Program: PBS Work Type: Non-Personalised Prescription Stationery Primary Index: PRESCRIBER NUMBER/DP NUMBER Secondary Index: PRESCRIBER SURNAME FIRST NAME If prescriber number or name is not provided or available on the document, use UNABLETONAME	Order for PBS/RPBS computer prescription forms Order for PBS computer prescription forms for all eligible prescribers (PB229) Prescriber Stationery Order form Unstructured emails requesting any of the above, and usually will contain an attachment of one of the forms	Form usually has 'Prescriber Stationery Order' in title. If it contains 'computer' in title, categorise under Work Type: Non-Personalised Prescription Stationery If multiple order forms are received, send for splitting Any form stating 'computer', categorise under Work Type: Non-Personalised Prescription Stationery
  Pharmaceutical Benefits Scheme (PBS) | PBS Patient Refund | MED3	Program: PBS Work Type: PBS Patient Refund Primary Index: MEDICARE CARD NUMBER Secondary Index: CLAIMANT SURNAME FIRSTNAME Note: both primary and secondary index must be input where possible.	Prescription Record form attached with the PB132. See screenshot Patient claim for refund form. See screenshot Patient claim for refund Pharmaceutical Benefits Scheme (PB132)	Prescription Record form should come with a PBS claim form or Pharmacy Claim. If received without a PBS Claim form or pharmacy claim but it is identifiable as the same family name, these should be classified as PBS patient refunds. Do not suspend. Classify as per above classification conventions If a PBS Safety Net Refund is sent (see screenshot), categorise under Work Type: PBS Patient Refunds and key SURNAMEFIRSTNAME in Secondary Index
  Pharmaceutical Benefits Scheme (PBS) | PBS Scripts - NSW, QLD, SA, TAS, VIC, WA | MED3	Program: PBS Work Type: Authority Mailed {state} Primary Index: MEDICARE NUMBER (use SURNAMEFIRSTNAME if no Medicare card provided) Secondary Index: leave blank	PBS authority prescription
  Pharmaceutical Benefits Scheme (PBS) | Personalised Prescription Stationery | MED3	Program: PBS Work Type: Personalised Prescription Stationery Primary Index: PRESCRIBER NUMBER/DP NUMBER Secondary Index: PRESCRIBER SURNAME FIRST NAME	Order for PBS prescription pads for all eligible prescribers (PB283) Order for PBS/RPBS personalised authority prescription books for Medical Practitioners form Order for PBS/RPBS personalised prescription books for Dental Practitioners form Order for PBS/RPBS personalised prescription books for Optometrists form Order for PBS/RPBS personalised standard prescription books for Medical Practitioners form PBS/RPBS prescription pad order and reorder forms (old)	Form usually has 'personalised' in title If multiple order forms are received, send for splitting PB283 – Where 'Personalised' or 'Locum' format are selected in Question 8 without 'Interim format' selected. Categorise under Work Type: Personalised Prescription Stationery
  Pharmaceutical Benefits Scheme (PBS) | Pharmacy Manual Claim | MED3	Program: PBS Work Type: Pharmacy Manual Claim Primary Index: APPROVED SUPPLIER NUMBER	Approved Supplier Manual Payment Reconciliation (PB242) Claim for payment / Payment reconciliation. See screenshot Hospital script missing pharmacy approval sticker. See screenshot PBS Manual Payment Reconciliation scripts with stickers. See screenshot Manual prescription processing fee for PBS deduction authority (PB259)	Arrives as scripts with batch header per document example images (see above) Batch header and scripts directly behind will be scanned as 1 whole document Batch header states how many scripts there are Scripts must contain Pharmacy Approval Stickers, if missing, suspend with reason: 'SCRIPT'. See Process Table 3 to help with processing
  Pharmaceutical Benefits Scheme | Prescription Shopping Alert | MED3	Program: PBS Work Type: Prescription Shopping Alert Primary Index: MEDICARE NUMBER Secondary Index: Prescriber Number	All documents relating to alerting a prescriber to a potential PBS Prescription shopper. These may be documents sent by Services Australia or letters back from prescribers about an alert letter that they have received as well. Anything concerning prescription shopping that is not on a Prescription shopping information form, including Prescription Shopping Information Registration forms (PB131)
  Pharmaceutical Benefits Scheme (PBS) | Safety Net Card | MED3	Program: PBS Work Type: Safety Net Card Primary Index: MEDICARE CARD NUMBER Secondary Index: SURNAME FIRST NAME	PBS Safety Net replacement or supplementary card application (PB018) PBS/RPBS Safety Net prescription record and Application for a Safety Net card (PB240)	For PBS/RPBS Safety Net prescription record and Application for a Safety Net card (PB240) forms received on their own, classify under Safety Net Card
  Pharmaceutical Benefits Scheme (PBS) | Safety Net Claim | MED3	Program: PBS Work Type: Safety Net Claim Primary Index: APPROVED SUPPLIER NUMBER Secondary Index: PHARMACY NAME	PBS Prescription Record Form and Application for a Safety Net card (PB240 / PB015) PBS Safety Net Claim for Payment (PB241) Pharmacy Prescription Record form, see screenshot	PB017 or PB241 received from pharmacies may contain more than one claim page from the same pharmacy as form only has room for 12 customers Attachments from customers listed may consist of 'Pharmacy Prescription Record Forms' and 'PBS Prescription Record form and Application for a Safety Net Cards'. Classify this as Safety Net Claim. Do not send for splitting Note: pharmacists manually update the latter for customers instead of or in addition to printing the former Prescription Record form must come with a PBS claim form or Pharmacy Claim. If submitted without a 'received as is' coversheet, suspend with reason: 'Missing PBS Claim'. See Process Table 3 to help with processing If documents are for the same pharmacy but have multiple family names/customer names then these should also be named to the Safety Net Claim work type If document contains a 'received as is' coversheet but no claim form and are for multiple pharmacies and multiple customers, classify this as a Safety Net Claim using the MOST frequent pharmacy's approved supplier number. These claims occur when a pharmacy reaches out to a customer's previous pharmacy for PRF information
  Provider Registration | Application | MED1	Program: Provider Registration Work Type: Application Primary Index: PROVIDER SURNAME FIRSTNAME Secondary Index: PROVIDER NUMBER If unable to read any provider details due to poor quality/incomplete form, key 'UNABLETONAME' in Primary Index	Application for a General Practice Registrar placement. See screenshot Application for a Medicare provider number form. See screenshot Application for an additional location Medicare provider form (HW062) Application for an initial Medicare provider/registration number form. See screenshot Application for approval to prescribe medications under the Pharmaceutical Benefits Scheme form (PB150). See screenshot Application for approval to prescribe medications under the Pharmaceutical Benefits Scheme as an authorised optometrist Application for a Medicare provider number and/or prescriber number for allied health and non-medical health professionals (HW093) Application for a Medicare provider number and/or prescriber number for a medical practitioner (HW019) Application for a Medicare provider number and/or prescriber number for a nurse practitioner or midwife (HW088) Application for recognition as a General Practitioner form (HW075/HW076). See screenshot Application for an additional location provider number for an Allied Health Professional (HW020) Application for Remote Area Exemption for “R Type” Diagnostic Imaging Services for a Medical Practitioner (HW065) General Practitioner 90 Day Pay Doctor Cheque Scheme Application (HW074) Medicare Plus for Other Medical Practitioners (OMPs) Programme Application form Medical practitioner AHPRA endorsement in Acupuncture. See screenshot Provider email or professional certificates received only Provider Registration attachment example. See screenshot Provider Registration email examples. See screenshot Request for Pay Group Link (HW078) Request to remove your name form (HW066/HW067/HW068). See screenshot Rural Other Medical Practitioners (ROMPS) Programme Registration form Customer enquiry form (PP040) - where the enquiry type check box for provider claims is ticked	Forms, attachments or emails that do not contain location Specific Provider Number (LSPN) Applications or forms for the same provider regardless of location do not need to be split, keep as one piece of work Applications for different providers on: separate pages need to be split and uploaded as separate pieces of work, classify the first customer and select send for splitting, include sticky note with details if pages are out of order on a single page, do not send for splitting, classify to first provider/LSPN Includes emails related to provider registration numbers, change of address, cancelling contracts, anything except billing
  Provider Registration | LSPN Accreditation | MED1	Program: Provider Registration Work Type: LSPN Accreditation Primary Index: LSPN NUMBER Secondary Index: LSPN NAME/BUSINESS NAME If Kofax titles are incorrect, refer to above for correct Primary and Secondary Indexes. If unable to read any provider details due to poor quality/incomplete form, key 'UNABLETONAME' in Primary Index.	Diagnostic Imaging Accreditation Scheme (DIAS) report. See screenshot LSPN accreditation report. See screenshot LSPN variation report. See screenshot	Form usually has: 'accreditation' in the title, and includes an LSPN reference number Accreditation reports for different LSPNs on: separate pages must be split and uploaded as separate pieces of work: select send for splitting include a sticky note with details if pages are out of order a single page: do not send for splitting classify to first LSPN
  Provider Registration | LSPN Application | MED1	Program: Provider Registration Work Type: LSPN Application Primary Index: LSPN NUMBER Secondary Index: LSPN NAME/BUSINESS NAME If Kofax titles are incorrect, refer to above for correct Primary and Secondary Indexes. If unable to read any provider details due to poor quality/incomplete form, key 'UNABLETONAME' in Primary Index.	Declaration for diagnostic imaging. See screenshot Location Specific Practice Number New or Additional Equipment - Attachment C. See screenshot Application to register or amend a diagnostic imaging or radiation oncology practice (HW061) Request to amend Location Specific Practice Number form. See screenshot Position Emission Tomography Statutory Declaration (HW064)	Form usually has 'Location Specific' and/or 'LSPN' in title LSPN forms for different LSPNs must be split and uploaded as separate pieces of work. Select send for splitting and include a sticky note with details if pages are out of order
  Provider Registration | PATH | MED1	Program: Provider Registration Work Type: PATH Primary Index: BUSINESS NAME/APA NAME Secondary Index: APA SURNAMEFIRST NAME For Pathology Remittance Advice documents, add 'remittance' to end of business/APA name.	Application for approval, renewal or amendment of premises as an Accredited Pathology Laboratory (HW010) Application for new, renewal or cancellation of an Approved Collection Centre (HW035) Approved Collection Centre(s) renewal form Approved Pathology Practitioner Application/Renewal (HW009) Approved Pathology Authority Application/Renewal (HW011) Pathology remittance advice documents. See screenshot Approved Pathology Authority acquisition or merger advice (HW036)	Form with 'Approved Collection Centre' in title, for example, Approved Collection Centre(s) renewal form Forms have return mailing address of 'Pathology Registration' Do not split where multiple application forms received for the same APA/BUSINESS NAME For Pathology Remittance Advice documents, document includes 'REMITTANCE ADVICE'
  Provider Registration | SRAC | MED1	Program: Provider Registration Work Type: SRAC Primary Index: SURNAMEFIRSTNAME Secondary Index: Provider number	Application for recognition as a Specialist or Consultant Physician (HW077)	May have different letters or certificates advising of registration in a medical specialty
  Return to sender (RTS) | RTS cheque | MED4	Program: RTS Work Type: RTS Cheque Primary Index: CHEQUE NUMBER	RTS cheque. See screenshot	A cheque, check all pages, the cheque number needs to include the full number at the base of the cheque, do not use the incomplete cheque numbers (see 'X' on Document example) Only one cheque per document, if multiple cheques exist, classify the first cheque and then send for splitting
  Return to sender (RTS) | RTS correspondence | MED4	Program: RTS Work Type: RTS Correspondence Primary Index: MEDICARE NUMBER Do not use provider number Secondary Index: SURNAMEFIRSTNAME/BUSINESSNAME If Prescription Shopping Programme letter, key provider addressee SURNAMEFIRSTNAME in Secondary Index. Do not use the Medicare number if the addressee and patient names differ, use the addressee name. Note: If VAP RTS does not have a first name or Medicare number, use surname and first initial of the name if available.	RTS - ACIR. See screenshot RTS - Adapter to web services project letter RTS - Aged Care RTS - AIR. See screenshot RTS - child dental eligibility RTS - LHC - Applicable date letter RTS - Medicare statement RTS - myGov online account. See screenshot RTS - statement of benefit. See screenshot RTS - VAP HPS Pharmacies. See screenshot RTS - Your patient has been identified under the Prescription Shopping Programme letter. See screenshot RTS - Your statement of Medicare benefits by EFT letter. See screenshot RTS – VAP return to sender	Medicare in general, undelivered address is 'GPO BOX 9822' myGov online account undelivered address is 'GPO BOX 7788' child dental eligibility and VAP undelivered address is 'GPO BOX 1001 TUGGERANONG' AIR undelivered address 'GPO BOX 7852 CANBERRA' Aged Care undelivered address 'GPO Box 9923' ACIR undelivered address is 'GPO Box M933 PERTH' VAP HPS Pharmacies undelivered address 'GPO Box 9917' Check entire document to ensure it is RTS, customers can return letter with reply Many Medicare RTS documents are not currently included in the Medicare Scanning program, see Out of Scope entries for examples Letter scanned with a note or attachment. For example, RTS - Medicare interim card VAP returned to sender address GPO Box 1001 Tuggeranong
  Return to sender (RTS) | RTS Medicare Cards | MED4	Program: RTS Work Type: RTS Correspondence Primary Index: MEDICARE CARD NUMBER (where available) Secondary Index: SURNAMEFIRSTINITIAL Note: if letter does not have a Medicare card number or has first name, use surname and first initial. That is, letter will have JE SMITH the secondary index will become SMITHJ.	When a Medicare card has been issued to a customer but then is returned to the Agency	The physical Medicare cards are not needed for processing of this work
  Simplified Billing | Simplified Billing Adjustment | MED4	Program: Simplified Billing Work Type: Adjustment Primary Index: FUND ID ('Minor ID' – Q11 on the form pg 2) Secondary Index: MEDICARE NUMBER (Q5). Note: Medicare number must be entered	Simplified Billing or ECLIPSE adjustment claim (HW023)	HW023 form
  Simplified Billing | Simplified Billing Claim | MED4	Program: Simplified Billing Work Type: Claim Primary Index: FUND ID ('Minor ID' – 2nd field on the form) Secondary Index: MEDICARE NUMBER. Note: Medicare number must be entered There are no Medicare or Patient name fields on this form. Q6 'Reasons for manual process' should contain the Medicare Number. Or it will be on the attachments.	Approved Billing Agent Simplified Billing Assignment Claim (HW058) Simplified Billing Manual Claims batch header (HW091)	HW058 form HW091 form – If multiple customers are included in the one Simplified Billing Manual Claims batch header document, enter the first Medicare card number followed by 'various'.
  Simplified Billing | Simplified Billing Late Lodgement 2 years | MED4	Program: Simplified Billing Work Type: Late Lodgement 2 years Primary Index: FUND ID ('Minor ID' Q7) Secondary Index: MEDICARE NUMBER. Note: Medicare number must be entered There are no Medicare or Patient name fields on this form. Q4 'Reasons for Late Lodgement' should contain the Medicare number or patient name.	Application for late lodgement of a Simplified Billing claim for assigned Medicare Benefits (HW026)	HW026 form
  Simplified Billing | Simplified Billing Non Compliance activity | MED4	Program: Simplified Billing Work Type: Non Compliance Activity Primary Index: PROVIDER NUMBER Secondary Index: PROVIDER SURNAMEFIRSTNAME		Look for Payee code 8 on the Kofax image Ensure that both Primary and Secondary indexes are used in classification
  Thalidomide Support Program (TSP) | Thalidomide Support Program - Enquiry | MED2	Program: Miscellaneous Work Type: Thalidomide Claim Enquiry Primary Index: MEDICARE CARD NUMBER Secondary Index: SURNAME FIRST NAME (will be updated to CLAIM ID as part of the processing)	Any documentation not attached to a form or claim that reference the TSP. No examples available	Any documentation not attached to a form or claim that reference the TSP
  Thalidomide Support Program (TSP) | Thalidomide Support Program - Manual | MED2	Program: Miscellaneous Work Type: Thalidomide Claim Manual Primary Index: MEDICARE CARD NUMBER Secondary Index: SURNAME FIRST NAME (will be updated to CLAIM ID as part of the processing)	Australian Thalidomide Survivors Support Program Extraordinary Assistance Fund (PB299) Australian Thalidomide Survivors Support Program Health Care Assistance Fund (PB300)	Only classify under TSP if above mentioned forms are received
  Veterans' Affairs Processing (VAP) | Adjustment - Overpayment | MED3	Program: VAP Work Type: Adjustment - Overpayment Primary Index: PROVIDER NUMBER Note: do not use referring provider details when classifying.	Overpayment letter (via post or email). See screenshot Voluntary acknowledgement of incorrect payments (MO057)	Overpayment forms may be received by post or email
  Veterans' Affairs Processing (VAP) | Allied Health | MED3	Program: VAP Work Type: Allied Health Primary Index: PAYEE/SERVICE PROVIDER NUMBER Note: for travel expenses, use patient's SURNAMEFIRSTNAME Secondary Index: CLAIM ID/SERVICE PROVIDER SURNAMEFIRSTNAME Only use if no other information is available Note: always use payee provider first if available do not use referring provider details when classifying	Dental Report and Voucher. See screenshot Department of Veterans' Affairs Health Practitioner Service Voucher. See screenshot Optometric / Optical Service Voucher. See screenshot Podiatry account/receipt. See screenshot Claim for Travelling Expenses form VAP certification. See screenshot VAP online claim details. See screenshot Documents addressed to GPO Box 964 Adelaide SA 5001, addressed to Health Insurance Commission (HIC)	Check the Item codes from the invoice against the VAP item categories and classify accordingly A header should be included, but is not essential with any vouchers sent by the VAP service providers. The header indicates to whom the payment is required (payee/providers) and how many vouchers have been sent
  Veterans' Affairs Processing (VAP) | Attachments | MED3		VAP attachments. They will come with other attachments	If no item code, see the type of service required to identify the Work Type This can be for all VAP work types Note: do not use referring provider details when classifying.
  Veterans' Affairs Processing (VAP) | Community Nursing | MED3	Program: VAP Work Type: Community Nursing Primary Index: PAYEE/SERVICE PROVIDER NUMBER Secondary Index: CLAIM ID/SERVICE PROVIDER SURNAMEFIRSTNAME Only use if no other information is available Note: always use payee provider first if available do not use referring provider details when classifying	Department of Veterans' Affairs Community Nursing Service Vouchers. See screenshot	Check the Item codes from the invoice against the VAP item categories and classify accordingly A header should be included, but is not essential with any vouchers sent by the VAP service providers. The header indicates to whom the payment is required (payee/providers) and how many vouchers have been sent
  Veterans' Affairs Processing (VAP) | Enquiries | MED3	Program: VAP Work Type: Enquiries Primary Index: for statement of accounts, use LABORATORYBUSINESSNAME Secondary Index: CLAIM ID Note: do not use referring provider details when classifying.	Statement of account. See screenshot
  Veterans' Affairs Processing (VAP) | Hospital Claim | MED3	Program: VAP Work Type: Hospital Claim Primary Index: HOSPITAL PROVIDER NUMBER Secondary Index: CLAIM ID/HOSPITAL NAME Only use if no other information is available Note: do not use referring provider details when classifying.	Discharge advice and hospital claim Emergency Department tax invoice. See screenshot Invoice example with H or HX code. See screenshot Documents addressed to Hospital, GPO Box 9917 Melbourne VIC 3001, GPO Box 9917 Perth WA 6848	Items that have H (or HX) codes (even if other codes are listed on the invoice) are to be classified as per classification conventions above If multiple claims exist, they must be separated by individual claim id, send for splitting If no H item code then categorise under Work Type: SPEC
  Veterans' Affairs Processing (VAP) | Late Lodgement | MED3	Program: VAP Work Type: Late Lodgement Primary Index: PAYEE PROVIDER NUMBER/SERVICE PROVIDER NUMBER Secondary Index: CLAIM ID Note:: always use payee provider first if available. do not use referring provider details when classifying	Application for Late Lodgement of DVA claims. See screenshot	Application for Late Lodgement of a claim for assigned Medicare benefits D9207 Application for Late Lodgement of DVA claims (old print version)
  Veterans' Affairs Processing (VAP) | Nursing Home Contribution | MED3	Program: VAP Work Type: Nursing Home Contribution Primary Index: NURSING HOME NAME Secondary Index: CLAIM ID/UNABLETONAME Only use if no other information is available Note: do not use referring provider details when classifying.	Facility invoices Tax invoices. See screenshot	Check the Item codes from the invoice against the VAP item categories and classify accordingly Wording 'convalescent care', 'respite' or 'daily accommodation' in description area
  Veterans' Affairs Processing (VAP) | Invoices | MED3	If submitted with no header, do not suspend If unable to identify if the invoice is Bulk Bill or VAP, suspend with reason 'Program?' as it may be an over split batch that needs consolidation by Electronic Document Classification Support Officer, see Process Table 3 to help with processing Otherwise, see VAP item categories for the Work Type to be keyed Note: do not use referring provider details when classifying	VAP invoices
  Veterans' Affairs Processing (VAP) | SPEC | MED3	Program: VAP Work Type: SPEC Primary Index: PAYEE/SERVICE PROVIDER NUMBER Secondary Index: CLAIM ID/SERVICE PROVIDER NAMEFIRSTNAME Note: always use payee provider first if available. Only use business/practice if payee/servicing provider not shown on account. For QML Pathology, do not use the requested provider, only use QML as the Primary Index if there is no provider number for the person who rendered the services. Note: do not use referring provider details when classifying.	Claim for Treatment Services. See screenshot Health Practitioner Services Voucher. See screenshot Intensive Care invoice. See screenshot Invoice example with no H or HX code. See screenshot Medicare claim summary for radiology. See screenshot QML Pathology - Testing Services Invoices Documents addressed to GPO Box 9869 Melbourne VIC 3001, GPO Box 9869 Perth WA 6848	Check for item numbers against the VAP item categories and classify accordingly If unable to identify VAP item codes the default work type is SPEC If additional pages provided for different providers/claims received in bundle from the same hospital, send for splitting

Table 1

Table 2

Emergency Management Helpdesks

Scanning and Digitisation team

For Electronic Document Classification (EDC) team, see Operational Planning Health, Integrity and Child Support