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Amend Medicare providers for Australian Immunisation Register (AIR) in Provider Directory System (PDS) 011-10050010

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This page contains details and procedures on how AIR Service Officers handle vaccination provider registration enquiries and amend AIR program registration details in PDS.

On this page:

Nurse practitioner and midwife provider number requests for the AIR

Log on to PDS

Amend Medicare provider registrations for AIR

Record or update Medicare provider bank details for AIR

Approve provider bank details for AIR

Link provider bank details for AIR

Process bank details and Software ID/Minor ID/Location ID from HW forms


Nurse practitioner and midwife provider number requests for the AIR

Table 1

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Step

Action

1

Check nurse/nurse practitioner qualifications

A nurse practitioner or midwife must have certain qualifications to register with Medicare and obtain a Medicare provider number.

If the nurse practitioner/midwife:

  • already has a Medicare provider number, they can use this number to access data on the AIR or send vaccination details
  • already has a Medicare provider number but does not know the details, go to Step 2
  • does not know if they have the necessary qualifications to register as a nurse practitioner/midwife, go to Step 2
  • knows they are not eligible to register as a nurse practitioner/midwife with Medicare, go to Step 3

2

Transfer to Medicare provider line

The nurse practitioner/midwife may be eligible to register as a Medicare provider or may already be registered. Transfer the call to the Medicare provider enquiries line for further help.

Procedure ends here.

3

Refer caller to their state or territory health department

A nurse practitioner/midwife employed by an organisation that can register as an AIR ancillary provider should contact their state or territory health department for further advice.

For more details, see Australian Immunisation Register (AIR).


Log on to PDS

Table 2

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Step

Action

1

Login to Medicare - eBusiness Gateway

Open Services Australia Intranet page. Go to:

  • My Tools (top of the page, dropdown menu)
  • Customer Service tab
  • Medicare Portal link

This will show the Medicare - eBusiness Gateway Home Page screen.

2

Login to PDS

From the dropdown menus, select:

  • Source office code. If unsure of the source office code, refer to a Team Leader
  • PDS
  • Submit

This will show the PDS Home Page screen.


Amend Medicare provider registrations for AIR

Table 3

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Step

Action

1

Log into PDS

See Table 2 for help logging in to PDS.

If amending a registration after receiving a phone call, verify the caller's identity before amending a provider registration

Does the provider have their Medicare provider number?

2

Search for the provider in PDS
  • Select Provider Location from the main menu
  • Select View
  • Select the Detailed Search tab
  • Key the provider's details then select Search to locate their provider number.

When details return, go to Step 3.

3

Search for provider registration

Select Program Registration from the main menu then Create/Amend.

This will show the Program Registration Create/Amend page.

From the Program Registration Create/Amend page:

  • select the Basic Search tab
  • key the provider stem (first 7 letters/numbers of provider number) in the Search ID field
  • select Medicare Stem + Location from the ID Type dropdown menu
  • make sure Program Registrations for this Provider/Practice/Organisation radio button is selected (defaults)
  • select Search

The provider's program registration is returned.

Note: only amend the AIR program registration details. Do not amend individual details.

4

Amend AIR program provider registration

If a vaccination provider indicates their details have changed, all amendments must be made. See Change medical practitioner, midwife and nurse practitioner provider details on the Resources page for more details.

To amend the vaccination provider's details, select Amend. This will show the Program Registration Summary page.

To record/amend:

5

Edit AIR registration

On Program Registration Amend summary page, select the Program tab

To amend or record:

  • Registration Start/End Date - key the date in the Registration Start Date or Registration End Date field. Changes to start or end dates must be advised by the provider in writing
  • Registration End Reason - if there is a future registration end date and no reason recorded check AIR mainframe. If there is an End Date Code 'P', select 'LOC CLOSED' from the dropdown menu in PDS. For any other End Date Code in mainframe or if there is no reason recorded on mainframe, select 'Other' from the dropdown menu
  • Payment Held Reason - if bank details have been updated and there is a payment held reason, use the dropdown menu to remove the payment hold. See Action Government Direct Entry Services (GDES) report for AIR payments for more details

Go to Step 7

6

Edit contact details

On Program Registration Amend summary page, select the Contact tab

To amend or record:

  • Telephone - over key the old number
  • Mailing Address - use rapid addressing or Manual Entry if address not located
  • Return mail - record provider Return Mail by selecting the Return Mail Date checkbox. The date will be automatically populated with the processing date

Note: do not update the Contact Name as Medicare vaccination providers are their own contact.

To record a comment, go to Step 7.

7

Record comments

On Program Registration Amend summary page, select Comments tab.

To add a comment:

  • select Add New Comment
  • Select Save twice
  • add comment in PaNDA and complete work item

Record or update Medicare provider bank details for AIR

Table 4

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Step

Action

1

Determine form type

If processing the following forms:

  • HW027 - Online Claiming Provider Agreement, HW029 - Provider registration for Electronic Funds Transfer payments, or HW052 - Bank account details Online Claiming forms, see Table 7
  • IM005 - Australian Immunisation Register - Bank account details for vaccination providers, go to Step 2

2

Log into PDS

See Table 2 for help logging in to PDS.

From the PDS Home screen, go to the main menu and select:

  • Program Registration
  • Create/Amend

This will show the Program Registration Create/Amend page.

3

Search for provider

On the Basic Search tab:

  • key the recognised vaccination provider's stem (first 7 letters/numbers of provider number, for example, 000000B) in the Search ID field
  • select Medicare Stem + Location from the ID Type dropdown menu
  • select Search, the provider registration summary will show
  • select Amend next to the AIR Program line entry

4

Provider bank details

Verbal advice from a vaccination provider that their bank account number is incorrect is acceptable only if a keying error was made. To determine this, escalate to AIR Local Peer Support (LPS) to check the original form. Non-SO errors require notification in writing.

On the Program Details tab check the Current Payment Instruction and Future Payment Instruction sections.

Are bank details already recorded?

5

Provider bank details already recorded

If the bank details on the form have been added previously and end dated, do not remove the end date. Create the bank details as a new entry and send for delegation.

If bank details are recorded in:

  • Current payment instruction
    • check the bank details are correct
    • if correct, no further action required
    • add comment in PaNDA and complete work item
  • Future payment instruction, check that:
    • there is an end date under the Current Payment Instruction
    • the bank details recorded in Future payment instruction are correct
    • the start date is after the end date recorded under the Current payment instruction
    • add comment in PaNDA and complete work item

If the bank details recorded in Current Payment Instruction or Future Payment Instruction are not up to date, go to Step 6

6

Provider bank details recorded

If there are bank details recorded:

  • go to Current payment instruction
  • from the dropdown menu, check for the bank details provided on the form. If the details are:

7

Verbally confirm the request

Medicare provider bank details must not be updated without verbally confirming the request with the provider or the provider's authorised representative.

Two genuine attempts must be made to contact the provider or their authorised representative.

  • Attempt to contact the provider or the provider's authorised representative using the contact details in PDS. Do not use the contacts details provided on the IM005 form. If:
    • unable to locate any provider contact details in PDS using the provider's name or organisation name, search for contact details on the internet
  • the contact details are not recorded in PDS or available on the internet, do not escalate the query to the helpdesk. Key an appropriate comment in PaNDA. For example, genuine attempt to contact the provider was not possible as unable to locate provider in PDS or internet. Unable to return the form
  • Mark the work item as complete. See Work Optimiser for staff
  • Procedure ends here

8

First contact

Make a genuine attempt to contact the provider, or their authorised representative. Confirm they have sent a request to update their bank account details.

Note: if the provider or their representative indicate they did not request an update to their bank details, report the suspected fraud.

Did the provider or their authorised representative confirm the update request is genuine?

9

Add comments in PDS and PaNDA

Add the following details in comments in PDS and PaNDA:

  • date and time of contact
  • contact successful
  • name of any person spoken to
  • outcome of conversation

Go to Step 13.

10

When first contact unsuccessful

If first contact was unsuccessful, record the following comment in PaNDA and PDS in case the provider/representative contacts the agency before the second attempt:

  • date and time of contact
  • attempted to contact provider to verify bank details on form <insert form number> submission
  • first contact was unsuccessful

Then move on to other work and try again in 30 minutes. If unable to make another attempt after 30 minutes (for example, end of shift/processing time), unassign the work item (see Work Optimiser for staff) ensuring appropriate comments are recorded in PaNDA.

Go to Step 11.

11

Second contact

Was second contact successful?

12

When second contact unsuccessful

Return the form and issue Z2330 letter to the provider.

Upload a copy of the letter into PaNDA.

Put comments in PDS and PaNDA:

  • date and time of contact
  • second attempt to contact provider to verify bank details on form <insert form number> submission
  • second contact was unsuccessful
  • include PaNDA ID

Mark the work item as complete. Procedure ends here.

13

Record new bank details

To record new vaccination provider bank details select:

  • Bank Details. The page will redirect to the Provider Bank Details Create/Amend page
  • Create New Bank Details. A pop up will appear

Record the following details:

  • BSB Code - key the BSB provided on the form
  • Account Number - key the account number provided on the form
  • Account Name - key the account name provided on the form
  • Start date - the date given by the applicant or if there is no date, use the date of processing

Select Create.

The Create box may appear again. If this occurs, check that the details recorded appear on the screen and select Cancel.

14

Bank details summary

The Provider Bank Details Summary will show.

If the bank details are:

  • correct, select Save. The message 'Save completed successfully' will appear
  • incorrect, select Amend to edit the details

15

Delegating bank details for approval

To submit bank details for approval:

  • select Send for Delegation
  • a Send for Delegation pop up window will appear, select Delegate
  • procedure ends here

This will now unassign the work item from the user and automatically capability adjust the work to the Service Officer's skill tag. The work item will now show as Delegation Required.


Approve provider bank details for AIR

Table 5

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Step

Action

1

Approve provider bank details

To approve vaccination provider bank details, the authorised AIR QC Service Officer will:

  • log on to PDS
  • select Provider Bank Details from the PDS main menu
  • select Pending

This will show the Provider Bank Details Pending Approvals page.

2

Search for provider bank details
  • Search for the vaccination provider bank details by one of the following:
    • Search ID/provider number
    • BSB or account number
    • branch or bank account name
    • start date, or
    • Service Officer number
  • select View

This will show the Provider Bank Details view screen.

3

Approve or reject bank details

Staff cannot approve bank details they have recorded. Bank details must be approved by another authorised Service Officer. An error message will appear if staff try to approve bank details they have recorded.

Check that comments have been made in PDS and PaNDA about contact made to confirm bank details.

Check the provider bank details.

If the bank details are:

  • correct, select Approve. The message 'Approval completed successfully' will show. Go to Step 5
  • incorrect, select Reject. Go to Step 4

Note: authorised AIR Quality Check Service Officer is to check correct process has been followed where different bank details were supplied to bank details previously recorded.

4

Record rejected outcome in the Staff Feedback Tool

Access the Staff Feedback Tool and provide the rejected outcome as feedback.

  • Record feedback and select:
    • Your Office: Pre-populated
    • Officer: Search with individuals name or logon ID and select the correct Officer
    • Receiving Office: Pre-populated with Officer selection
    • Manager: Pre-populated with Officer selection
    • Service Details: Population Health Program, AIR, 'Bank Details Delegate Checked Work Item'
    • Feedback Category: Feedback
  • Key the Customer Reference Number and Reference Number Other
  • In the Notes key the rejected outcome and reason
  • Select Submit. Go to Step 5

5

Return work item

Once the bank details have been assessed, select:

  • Return Work Item from the PaNDA work item, the Return Work Item pop up window will show
  • Add a processing note (optional)
  • Select Reject or Approve depending on the outcome
  • The work item is returned to the Service Officer

Link provider bank details for AIR

Table 6

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Step

Action

1

Verify form was submitted by the provider

To verify the form has been submitted by the provider, check the source. If the form was submitted via:

2

Link provider bank details

To link approved recognised vaccination provider bank details to the provider registration, log in to PDS. See Table 2 for logging in to PDS.

From the PDS Home screen, go to the main menu and select:

  • Program Registration from the PDS main menu
  • Create/Amend
  • The Provider Registration Amend page will show
  • Search ID - key provider number stem (first 6 numbers/letters of provider number)
  • ID Type - select Medicare Stem + Location from dropdown menu
  • Select Search. The program registration will return

3

Finalise provider bank details

To finalise the bank details:

  • Provider's AIR program registration
  • Amend, the Registration Summary page will show
  • Check the Current Payment Instruction

Does the provider have old bank details recorded:

4

End date old bank details

If the provider has old bank details recorded under the Current Payment Instructions section:

  • key an end date (date of processing) into the Payment Instruction End Date field
  • if there is a Payment Held Reason, check the comments section before changing it to 'No - Not Held'
  • link the new bank details by selecting them from the Future Payment Instruction dropdown menu:
    • key tomorrow's date in the Payment Instruction Start Date field for the new details, unless the provider's start date is in the future, then use provider's start date as the start date for bank details
    • select Save. The Program Registration View page and the message 'Save completed successfully' will show. The bank details will show under the Current Payment Instructions section of the summary.
      Note: when a red warning message appears the Service Officer needs to review and action the error. See the Resources page for troubleshooting AIR error codes. For other coloured warnings, if the details are correct, progress by clicking the Save button twice
  • add comments in PaNDA and PDS:
    • 'Processed <form xxx> received on <DDMMYY> PaNDA Work ID#. Added Minor ID and linked bank details to AIR registration'
  • complete work item
  • procedure ends here

Note: if a Payment Held Reason on the previous bank details, also forward Provider details to the AIR Team Leader email box. The mailbox will investigate the GDES action (include Document ID in the email request).

5

Link new bank details

If the provider does not have any previous bank details recorded:

  • select the new bank details from the Current Payment Instruction dropdown menu
  • key today's date in the Payment Instruction Start Date field
  • select Save. The Program Registration View page and the message 'Save completed successfully' will show. The bank details will show under the Current Payment Instructions section of the summary
  • add comments in PaNDA and PDS:
    • 'Processed <form xxx> received on <DDMMYY> PaNDA Work Item ID#. Added Minor ID and linked new bank details to AIR registration'
  • complete work item

Process bank details and Software ID/Minor ID/Location ID from HW forms

Table 7: describes how to action HW027, HW029 and HW052 forms.

Expand table

Step

Action

1

Assess if Minor ID (Location ID) needs to be added to provider's AIR registration

When actioning:

  • HW027 Online Claiming Provider Agreement form and
    Questions 25 is ticked Yes, add the Minor ID (Location ID) at Question 12 to the provider's AIR registration.
    Note: if Question 26 is Yes, No or unanswered, the Minor ID can be added to the providers' AIR registration
  • HW029 Provider registration for Electronic Funds Transfer payments form and if at
    Question 8, 13 and 16, the provider advises they want to register the software to transact with the AIR, add the Minor ID (Location ID) at Question 8, 13 and 16 to the provider's AIR registration.
    Note: if the second part of the question is Yes, No or unanswered, the Minor ID can be added to the providers' AIR registration
  • HW052 Bank account details Online Claiming form and
    Questions 2 is ticked Yes, add the Minor ID (Location ID) at Question 1 to the provider's AIR registration.
    Note: if Question 3 is Yes, No or unanswered, the Minor ID can be added to the providers' AIR registration

To check if the Minor ID is registered, go to Step 2.

2

Check if Minor ID is registered

Log into PDS, see Table 2 for help logging in to PDS.

  • From the PDS home screen, go to the main menu and select:
    • Organisation
    • View
  • Using the Basic Search tab:
    • Key the Minor ID listed on the form in the Search ID field
    • Select Minor Customer ID in ID Type field
    • Select Search

If Minor ID is:

3

If Minor ID is not registered

Staff must:

  • Add a processing note in PaNDA - 'Minor ID not registered, please create Minor ID', and
  • Recategorise the form in PaNDA to:
    • Program: Miscellaneous
    • Work Type: MISC_BD_PA (eService's Provider Banking Details)
  • Procedure ends here

4

Search for provider

AIR ancillary providers

If the provider number listed on the form is an AIR ancillary provider number, see Register, amend or cancel ancillary providers for Australian Immunisation Register (AIR) in Provider Directory System (PDS).

Medicare providers

Medicare provider numbers are 8 characters in total (which may include preceding zeros).

  • From the PDS home screen, go to the main menu and select:
    • Program Registration
    • Create/Amend
  • Using the Basic Search tab:
    • key the provider number listed on the form in the Search ID field
    • key the first 7 numbers/letter of the provider number (stem + location)
    • do not key the last letter quoted on the form
    • if the stem + location is under 7 characters, add zeros to the front of the number to make up the 7 characters
  • In the ID Type field, from the dropdown menu, select Medicare Stem + Location
  • Select Search, the provider registration summary will show
  • Under the Action column, select Amend

Check if bank details are listed in the dropdown menu.

Are the bank details listed?

  • Yes, go to step 5
  • No:
    • add a comment 'Bank details not registered by Medicare provider staff. Please register and re-send to AIR'
    • recategorise the form in PaNDA to:
      Program: Miscellaneous
      Work Type: MISC_BD_PA (eService's Provider Banking Details)
    • procedure ends here

5

Key Minor ID and/or bank details
  • Key the Minor ID (Location ID) shown on the form in the Software ID field
  • If bank details need to be added:
  • If only recording Minor ID, select Validate
  • If no errors appear, select Save
  • Add a processing note in PaNDA and PDS:
    • 'Processed HW <xxx> received on <DDMMYY> PaNDA Work ID#. Minor ID checked and added to AIR registration'
  • Complete work item in PaNDA