Instructions for invoicing WorkSafe

Requirements for invoicing WorkSafe

There are several ways registered providers can invoice WorkSafe Victoria. They can invoice WorkSafe electronically with online invoicing, or they can mail or email invoices to the worker’s managing agent. All invoicing methods will need to include the below information.

Injured worker's information

All invoices need to include the claim number as well as the injured worker's:

• name
• address
• date of birth
• date of injury
• employer's name
• WorkSafe agent's name

Any invoices submitted without a claim number will take longer to process.

Registered provider's information

• name
• practice address
• WorkSafe Provider Number
• Australian Business Number (ABN)

Service information

Invoices need to include information about the service provided, such as:

• invoice number
• invoice date
• date of service (a date of service after the invoice date won't be accepted as this implies the invoice was issued before the service was provided)
• WorkSafe item code
• description of service provided
• fee charged
• if the service is referred, the name and provider number of the referring medical practitioner

Invoices manually generated for mail or email need to be labelled 'receipt' or 'tax invoice'.

Quotes may be requested in order to approve a service, however an invoice is required for payment.

For information on GST, please refer to the Australian Taxation Office (ATO).

Invoicing WorkSafe electronically

Electronic invoicing replaces the need to mail or email invoices to WorkSafe agents, which allows for faster processing and payment. There are a couple of different ways of invoicing WorkSafe electronically. They are online invoicing and invoicing with HICAPS.

Online invoicing

Online invoicing is a new way of invoicing WorkSafe when treating someone with an active WorkCover claim, providing real time feedback on the status of submitted invoices. This is available to general practitioners, pharmacists and allied health providers.

For more information on what services are billable with online invoicing, as well as helpful hints on how to use this service, visit Services billable via online invoicing.

Emailing or mailing invoices

Invoices submitted by email or mail must only feature one worker per invoice and must be sent to the worker's managing agent for processing.

Any provider can email or mail invoices to WorkSafe agents, however invoices submitted like this will take longer to process than those submitted electronically. For assistance with any invoices submitted by email or mail, contact the WorkSafe agent the invoice was submitted to.

Invoicing WorkSafe and WorkSafe agents

Allianz

[email protected]

EML

[email protected]

Gallagher Basset

[email protected]

DXC

[email protected]

WorkSafe Claims & Recovery

[email protected]