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

• To process medical/sensitive information, go to Step 2
• To request back scanning of documents held in a paper version of Medical Information File Envelope (MIFE), see Access to scanned medical information for Assessment Services. Procedure ends here
• To locate a Medical Certificate on a customer's record, go to Step 8
• To scan/process documents for a Restricted Access customer, go to Step 9

• 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:

• related to a Foreign Pension Invalidity claim for an agreement country, go to Step 3
• a medical certificate only, go to Step 4
• any other medical/sensitive document, go to Step 5

• 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.

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

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 Step 1 in Table 2
• a number of other medical/sensitive documents, go to Step 7

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.

When scanning an already processed medical certificate, use the Store Only scanning option on the MFD so that a work item is not created.

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

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.

When scanning on the MFD, use the Store Only scanning option

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

Use Documents Tools in Customer First.

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

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

If the claim has been lodged with a Module C – Compensation and damages (Mod C), record details from the Mod C onto the Compensation Management System (CMS) before preparing the claim for scanning.

For:

• SA466 claims, go to Step 2
• SA494 terminal illness claims, go to Step 3

If scanning the SA466, pages 27-32 are considered medical documents. As per barcode on page 27 this section of the claim form is known as MEDSA466.

Note: from April 2024, a new version of the SA466 form includes separator pages between the main sections of the claim. This will automatically split the document. The separator pages must be included when scanning via an MFD to ensure that the information is correctly stored on the customer’s record.

For SA466 forms that include separator pages:

Order of documents:

• Barcoded form Claim for Disability Support Pension (SA466)
• Any non-medical supporting documentation (e.g. financial statements)
• MOD C (if required)
• Medical section of claim MEDSA466
• Barcoded form Consent to disclose medical information (SA472)

For SA466 forms that do not include separator pages:

Order of documents:

• Barcoded form Claim for Disability Support Pension (SA466)
• Any non-medical supporting documentation (e.g. financial statements)
• Separator
• MOD C (if required)
• Separator
• Medical section of claim MEDSA466
• Barcoded form Consent to disclose medical information (SA472)

Go to Step 4.

Preparing documents for scanning.

Order of documents:

• Barcoded form Claim for Disability Support Pension for a Terminal Illness (SA494)
• Any non-medical supporting documentation (e.g. financial statements)
• Separator
• MOD C (if required)
• Separator
• Barcoded form Consent to disclose medical information (SA472)
• Barcoded form Verification of Terminal Illness (SA495)

Add a separator (if required) followed by:

• Appropriate UNS reclassification page:
• 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 – medical certificates non-Centrelink 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
• Any medical information

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

Do not place a separator at the end. This will send the document for manual classification and will delay the document attaching to the customer record.

When scanning on the MFD use the ‘Scan’ scanning option so a work item will be created for allocation through Workload Management. See Scanning Centrelink documents using MFD.