Submitting a DVA Claim

Once you have configured the DVA insurer, added your provider number(s) and recorded a client’s DVA details on their client record you are ready to begin submitting DVA claims through Power Diary.

Submitting DVA Claims:

If you’re familiar with submitting Medicare claims through Power Diary then this process should feel very familiar. To submit a DVA claim follow the steps below:

Note: when submitting these claims you will need to ensure that you have the correct services configured (including the correct service code). You can learn more about how to set services up here.

  1. Navigate to the invoice for the appointment that you would like to submit the claim for (you can do this by right-clicking the appointment and selecting ‘Edit Invoice’).
  2. When editing the invoice select ‘DVA’ from the ‘Insurance’ drop-down box you will notice a ‘Medicare’ button appear towards the center of the page -- click this.
  3. Select either ‘Create DVA Allied Health’ or ‘Create DVA Paperless’ depending on which type of claim you would like to submit.
  4. Most of the information will be automatically filled out for you, such as patient and provider information and referral information (if this was selected on the invoice). You will only need to input a small amount of information such as Treatment Location:
  5. Once you have filled out any relevant information simply click ‘Send’ or ‘Save and Send Later’ if you would like to submit multiple claims at once at a later time.

And that’s it! Your claim should go through with a status of ‘Referred’ if it was successful. If you receive another message you should be able to follow the prompt to troubleshoot and resubmit.

Filling out the 'DVA' section:

When submitting claims you will need to fill out a few fields that you may be unfamiliar with (especially if you are used to claiming through a service such as PRODA). The tables below should help in filling this section out. 

Accepted Disability:

ValuesConstraintsConditions
Y = Condition treated relates to a White Card holder If set to 'Y' the Accepted Disability test must be present otherwise value must be 'N'. Indicates whether the service rendered are for a White Card holder and the service is in accordance with the White Card condition.
N = Conditions does not relate to a White Card holder N/A N/A

 

Accepted Disability Text:

ValuesConstraintsConditions
1-100 Characters Must be set when the Accepted Disability is set to 'Y'. Free text used to provide details regarding the condition being treated


Claim Certified:

ValuesConstraintsConditions
Y = The provider acknowledges certification obligations. This will default to 'Y' is the Claim Certified Date is set. Indicates that the provider has certified the services within the claim have been provided. Must be set to 'Y' to submit the claim.
N = The provider does not acknowledge the certification (Not valid for DVA Allied Health and Community Nursing). - -


Second Device:

*Defaults to 'No'

ValuesConstraintsConditions

Y = Yes.

N = No.

- This field identifies the provision of second medical grade footwear service.


T
reatment Location:

ValuesConstraintsConditions

V = Home Visit

H = Hospital

R = Rooms

N = Residential Care Facility

C = Community Health Centres

- This code specifies where the treatment or service was provided..


Troubleshooting Claims/F.A.Q:

Sometimes you may get a response from DVA other than ‘Referred’ which generally means that the claim has been unsuccessful. Usually, these responses will be accompanied by a reason code (ie. ‘257’) - you can use these codes to discern why the claim wasn’t successful and, in some circumstances, what changes you need to make in order for the claim to go through successfully when resubmitted.

You can find an explanation of each of these codes on the Depart of Human Services website here.

Hint: you can press Ctrl + F (Command ⌘ + F on a Mac) on your keyboard to search the page for a specific item code - just input the reason code’s number and hit enter, your browser should then take you to that reason code.

Which type of claim should I submit?

Generally speaking, most users will submit DVA Allied Health claims, though General Practitioners, those providing Pathology Services or Specialists will need to use the DVA Paperless claiming method.