Setting up DVA Claiming

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Bp Allied is integrated with the DVA Veterans Affairs Allied system and allows an individual patient appointment that qualifies for VAA funding to be processed.  The following information is required to be entered into Bp Allied to allow the claim to me made:
  • Client first and last names - please see rules on the client name formats allowable
  • Clients date of birth
  • Client’s Veterans Affairs number - this can be validated in the Client record.
  • A valid referral, including the Referrers name and provider number must be attached to the appointment being claimed.
  • An appointment for a location that has a relevant Location Type and provider number for the practitioner supplying the service
  • Relevant VAA Item Code attached to the appointment
  • Amount charged for the service must equal the funding amount
 
Whilest DVA claiming is processed as a payment type against the invoice there are a few special cases that need to be set up to be able to claim these items.
 

General Rules

  • Sell Price for a DVA Item in Products and Services must be the same as the DVA Fee
  • Non-claimable items can't be on the same invoice as a Claim if it is Bulk Billed or DVA
  • Client must sign a voucher to assign the right for you to claim - The DVA.pdf voucher is installed into each computers User Folder path in a Sub-folder called Medicare, eg C:\Users\Public\Documents\myPractice\Medicare\DVA.pdf. This DVA template will be filled via the system and used for printing off a copy for the Patient to sign & keep and the Practice to keep
  • If there is no Travel (KM) component we can process multiple services on the one Invoice
  • When processing multiple services, they must all be on different days, or the Provider must check the Duplicate Service Override checkbox in the Item/s tab of the Claim Details when submitting the claim and ensure the Times are set and are different for each Service
 

Kilometres

To be able to claim kilometres, two things need to happen:
  • Add an item ‘KM’ to the DVA Invoice.
  • Add the total distance travelled needs to be entered into the KM item in the Item Details tab > Distance in the Medicare Online Claiming screen.
 
Rules
To be able to be claimed, the location that the appointment or invoice is set against must not have a Location Type = R (Rooms), e.g. it should be set to V = Home Visit in most Allied situations.
It must be related to the appointment being claimed.
The KM claimed must be over 10 BUT the total distance travelled must be entered
 
Creating the KM Item
Prior to creating a claim, a new DVA Kilometres item needs to be created in Data Maintenance > Products and Services with the following details:
  • Item Code = KM
  • Is Consultation Type = unchecked
  • Item Price = $0.00
  • GST is not applicable
  • Set all other items as appropriate to your set-up
 

Speech Pathology

All Speech pathology claims require an appointment length to be added into the Item Details tab of the claim screen. If this is not added then the claim will be rejected.
 

Loading

The Loading amount is not actually sent to DVA. It is automatically added when the relevant Item Code is claimed for and the location is not set to Rooms.
There is currently no provision in Bp Allied to manage claims that incur loading.
 

FBN (Fee by negotiation) Items

These items are all included in the DVA Claims schedule but the price is set to $0 and FBN is appended to the description.
 
To be able to claim kilometers the following item needs to be set up in Data Maintenance > Products & Services:
 
Item Code = DVA Item Code as per the schedule
Description = this can be whatever needs to be displayed on the clients invoice
Sell Price = $0
 
To claim FBN Items
Create an invoice for the client
When the Accept a Payment now window displays click No
Edit the Sell Price with the negotiated fee
Click Add Payment to process a claim as normal