Cheque trace requests for patient claims in Medicare 011-43090010

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Assessing and Benefits

Cheque trace requests policy

This policy provides national consistency for situations where a cheque trace is requested.

A cheque trace may be requested by either the:

provider or their representative
claimant

Note: cheque trace requests may only be made when the cheque has been presented.

For EFT trace, see Medicare benefit not received (EFT dispute).

Trace request

Table 1: this table details what a claimant or provider can request a trace details for.

Requestor

May request cheque trace details on the following

Claimant

Pay Doctor via Claimant cheque (PDVC)
pay claimant cheques

Provider

Pay Doctor via Claimant cheque (PDVC)

Note: providers cannot request trace details for pay claimant cheques. To request a trace, the provider and claimant must supply their details to enable their identity to be successfully verified.

Trace request from a claimant or provider

Table 2: this table details what a claimant or provider can request trace details for. Note: there is no legal requirement for Services Australia to obtain a signature in order to conduct a cheque trace.

Where a request for a cheque trace is made…	the following steps must be taken…
over the phone	a security check must be undertaken a PP043 - Request for cheque trace details form must be completed and email to MPS Assessing
in person at a Medicare Service Centre	relevant identification must be sighted a PP043 - Request for cheque trace details form must be completed and email to MPS Assessing
in writing	the requestor must supply service details that the payment relates to and either their: name and address name and Medicare card number or Provider number written requests can be: posted to Medicare faxed, to Assessing and Benefits lodged in person at a Medicare Service Centre. When submitted in person, written requests should be emailed to MPS Assessing

Account information requests

Table 3: this table describes what to do when information is requested about an account and what information to provide to the requestor.

When the account name is…

then…

different

provide the requestor with the date the cheque was deposited and advise that a request can be made to the Reserve Bank of Australia (RBA) to recover the funds.

Note: a Statutory Declaration is required by the RBA before any third party request will be actioned.

For Pay Doctor Via Claimant cheques, the Statutory Declaration must come from the health professional
For pay claimant cheques, the Statutory Declaration must come from the claimant

the same

ask the requestor to contact their financial institution to confirm the transaction. When the:

claimant is requesting the information, a letter is sent with the presentation details requesting they contact the provider to settle any outstanding debt
provider is requesting the information, a letter is sent to them with the presentation details

Note: account details such as account name, BSB and branch can only be confirmed with the claimant or payee where their name matches the account details for the deposit of the cheque.

Forms

Use 'Save As' workaround to download/use attachment

PP043 - Request for cheque trace details

Statutory declarations, Attorney-General’s Department