This document explains details for Service Officers when issuing a LHC letter.
LHC letter
This table explains how:
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customers request an LHC letter
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Service Officers respond to LHC letter requests and how to find the correct Medicare registration date in CDMS
Note: Service Officers should not use the association start date under the Members tab in Group, this may not give the correct LHC letter date.
Step |
Action |
1 |
Requests for LHC letter + Read more ...
An eligible person can request an LHC letter by any of the following:
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Over the telephone the caller must be authenticated
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In person at a service centre the customer must be authenticated
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Written request with:
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name
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Medicare number, and
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signature
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Medicare enrolment form (MS004) - the Medicare enrolment form (MS004) can be used to request an LHC letter at the same time as enrolling in Medicare
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Digital Medicare enrolment (DME) and extensions (DMX)
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Customers can request an LHC letter as part of their digital Medicare application
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For customers over 31 years, Service Officers must create LHC letters requested as part of a digital Medicare application in the MEE Portal. See Digital Medicare enrolments and extensions in the MEE Portal for the process
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If a customer under 31 years requests a LHC letters as part of their digital Medicare application, Service Officers must create a LHC letters manually. Go to Step 2
Note:
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the letter should only be given to the person requesting it
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if there are multiple persons on the one card that require the letter, each individual over 14 years should request one separately
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if persons under 14 years are included with the request for a LHC letter, these persons must be included on the LHC letter of the applicant
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if all persons aged 14 and over are present or on the phone, and request to be on the same letter:
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get each individual's consent for the letter and complete a security check
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add comments to the Personal tab to record that the customer consented to be on the same letter as the requestor
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LHC letters do not apply to:
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diplomats, and
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customers of Reciprocal Health Care Agreement (RHCA) countries
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if the Production Control address is recorded on the customer's record, the customer's Group address must be updated:
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before sending an LHC letter update to a valid postal address, and
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after successful completion of a security check and appropriate confirmation of identity
See:
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2 |
Access program entitlement events in CDMS + Read more ...
On CDMS home page, select inquire on consumer details.
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key the Medicare card number in the ID Number field
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select Personal
On Personal Detail Inquiry screen:
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select the consumer using the radio button
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scroll to bottom of page and select Summary
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select History from dropdown menu
On Consumer History Summary screen:
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select Program Entitlement from the All Events dropdown menu
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select Filter Results
All events that have a program entitlement will show.
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3 |
Determine correct date + Read more ...
Select the radio button of any event that has Program MCARE.
Select History details tab.
The History detail - Program Entitlement screen will show all previous, current and deleted program entitlement details.
See the Reference column to find the Medicare registration date (applicable date for LHC letter).
If a person has multiple entitlements, go to Step 4.
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4 |
Determine Medicare entitlement and applicable date for LHC letter + Read more ...
If a person has Medicare entitlement type/s) of:
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Migrant (only)
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LHC date = date of registration (processing date)
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Conditional migrant (only)
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LHC date = date of registration (processing date)
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Ministerial order
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LHC date = date of registration (processing date)
Conditional migrant and RHCA
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LHC date = date on which the Conditional migrant was registered (processed date)
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Conditional migrant and Migrant
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LHC date = date on which the Conditional migrant was registered (processed date)
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RHCA and Migrant
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LHC date = date on which the Migrant was registered (processed date)
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Australian citizen newly arrived and not previously enrolled
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LHC date = date on which the Australian citizen was registered (processed date)
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if the person was previously enrolled and has been absent from Australia and recently returned, see the Resources page for more details
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New Zealand citizen newly arrived and not previously enrolled
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LHC date = date on which the New Zealand citizen was registered (processed date)
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if the person was previously enrolled and has been absent from Australia and recently returned, see the Resources page for more details
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5 |
Complete LHC letter + Read more ...
Choose the appropriate letter. See the Resources page for more details.
Use the options available in the Standard Letter Template (SLT) to create a letter.
To complete the Address and Signatory tab:
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for a person with only one name, key the name in the mandatory first name field in Addressee Details of the letter
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use the customer's first name and last name recorded in the Personal tab in CDMS
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there is a blank option in the title field dropdown menu
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use the address recorded in the Group tab in CDMS
To complete the Details of People Covered tab (only in the Z0138 letter):
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key the customer's first name/s, middle initial (if they have one) and last name recorded in the Personal tab in CDMS
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for a person with only one name, key the name in the first name field
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add one of the following comments in the Personal tab in CDMS:
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Z0138 - LHC letter for date of registration <insert date> and (if applicable). Customer consented to be included in the same letter as the applicant
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Z2780 - Unable to confirm applicable date in Medicare letter sent, or
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Z2781 - Lifetime Health Cover does not apply to you letter sent
Once completed:
Once approved by the delegate, give (if in person) or mail the letter to the customer.
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