Process claims in the Australian Immunisation Register (AIR) 011-10100000
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Australian Immunisation Register immunisation history form (IM013)
Australian Immunisation Register immunisation encounter form (IM018)
Letters
Services Australia has endorsed the letter for use. It is the latest version. Do not use locally produced letters.
Email template
Services Australia has endorsed the email template for use. It is the latest version. Do not use locally produced email templates.
Uploading AIR forms using HPOS form uploadAction various selection scenarios in AIR
Table 1
Category title | Description |
An exact match for the individual is not found and more than one record is listed | Select (/) the record and press [Enter] to view the details. |
Individual personal details missing | Use Medicare card number and reference number to identify individual. |
Medicare card and reference number missing or unable to be identified |
|
Personal details and Medicare card number missing or unable to be identified |
|
Newborn baby is unnamed, quoted on form as:
|
|
Aboriginal or Torres Strait Islander status indicator not completed | No action required. (This section is not mandatory and requires parental/individual consent to report). |
Hepatitis B birth dose not completed | No action required. (This section is not mandatory and may have already been reported). |
Immunisation service date missing or unable to be identified | Use date of service shown on encounter. If not shown on encounter, contact provider by phone and either get immunisation date or return form with a standard letter if provider is unable to assist. |
Claim ID has 1 alpha and less than 6 digits | Key '0' between the alpha and numbers shown to provide a total of 6 digits (for example, change B1234 to B001234). |
Claim ID cannot be identified | Service Officers key X9 and full Service Officer logon, for example, X922221. |
Vaccination details section has no boxes marked or vaccines or doses are unclear | Contact the provider by phone to get vaccination details or return form to provider with standard letter. |
An old form is received, and the vaccine type is:
| If the individual is male or female under 10 years or over 65 years:
If the individual is female aged 10-65 years, and mainframe prompts you to enter a value in the antenatal field, key:
|
An old form is received, and the vaccine type is: A - antenatal | If the individual is female aged 10-65 years inclusive, and was administered NIP vaccine/s, key:
If the individual is female aged 10-65 years inclusive, and was administered a non-NIP vaccine key:
If the individual is male or a female under 10 or over 65 years:
If confirmed that the individual is/was pregnant:
If confirmed the individual is not pregnant (error made by provider), key:
|
Provider number missing |
Note: any provider number found using the searches above must call the provider and verbally confirm before updating the information. Record notes in WLM including provider number and details from the call. |
Multiple provider numbers supplied | Contact practice by phone to confirm correct immunising provider or information provider number. |
Provider name missing | No action required. (This section is not mandatory). |
Unable to confirm provider | Make note on AIR mainframe and PaNDA. See Work Optimiser for staff. |
Signature missing | Form not signed, contact the vaccination provider by phone to advise. Confirm the vaccinations were given by vaccination provider. Record note on AIR mainframe each time vaccination provider is called. Note: if unable to contact vaccination provider, then after 3 attempts, send letter Z2334 noting on AIR mainframe and PaNDA. See Work Optimiser for staff. |
Signature does not match provider name | Contact vaccination provider by phone to advise that someone else has signed the form. Confirm the vaccinations were given by the vaccination provider. Record note on AIR mainframe each time vaccination provider is called. Note: if unable to contact vaccination provider, then after 3 attempts, send letter Z2334 noting on AIR mainframe and PaNDA. See Work Optimiser for staff. |
Signature date | Use the date the form was signed. If the signature date is missing, use the date the form was received. |
Message 'End date prior to immunisation date' is displayed | |
Medicare number is end-dated (and no other registration exists) |
Get provider number to key in header for other manual encounter claim types
Table 2
Channel information received | Action |
Verbal update | See Table 6 on the Process page. |
Provider statement of payment or letter | If not supplied, contact provider by phone to confirm immunising provider number. Include confirmation in a comment in notes as per processing guidelines. If unable to contact provider, process as a history claim and use the provider number on statement of payment or letter as the information provider number. See also: Overseas immunisations and processing history forms in the AIR. |
Record 2 separate headers for mix of overseas and Australian vaccination history
Table 3
Header type | Information provider number keyed |
Overseas | A92009H |
Australia | Provider number as indicated on form |
Description of unprotected header fields
Table 4
Mainframe error messages
Table 5
Action codes used in claims processing
Table 6
Identifying data lodgement methods
Table 7