Preparing for DVA Claiming

Set up DVA claims in Power Diary by configuring insurers and provider numbers.


You must fill out your HW027 form to register for Online Claiming. If you or any providers that submit claims through your account have not filled out this form previously please do so immediately. Details on how to fill out the form and submit it to Medicare can be found here. Please keep Question 3 on the form blank.

In order to begin making DVA claims through Power Diary you will need to configure the insurer and provider numbers — this article will go over how you can do this within your account.

In this article:

Adding the DVA Insurer

Adding a DVA insurer to your account will allow you to record your provider number as well as your client’s Veteran File Numbers and other important information used when submitting these claims. To add a DVA insurer to your account follow the steps below:

  1. Go to Settings > Custom Lists.
  2. Select Insurers.
  3. Click + Add Insurers.
  4. Enter the insurer name (‘DVA’) and select DVA as the Type.
  5. Tick the Show on Invoice option if you would like your insurer information to appear on your invoices and receipts.
  6. Use the Text on Invoice field to record any text that you would like to appear on the invoice with your provider number (ie 'DVA Provider Number:').
  7. Click ✔ Save.

Adding Your DVA Provider Number to Your Calendar

You will need to add your DVA provider number to your Calendar in order to be able to submit DVA claims through Power Diary. Here’s how:

  1. Go to Settings → Practitioners and select your Calendar.
  2. Click on Insurers and click + Add Insurers.
  3. Select the DVA insurer you have just set up.
  4. Select the Service Type.
    1. For DVA Allied Claims: Choose either Community Nursing, Speech Pathology, Allied, or Psychology (includes counsellors). 
    2. For DVA Paperless claims: Choose either General Practitioner or Specialist (includes allied health).
  5. Enter your provider number.
  6. If a different provider will be paid for the claim, then enter their name and number in the Payee Provider Name and Payee Provider Number field. Otherwise, leave those blank.
  7. Select the relevant location or select ‘All’ to use across all locations.
  8. Switch on "Default For All Clients" to have this insurance automatically applied as clients default insurer.
  9. Click ✔ Save.

Hint 💡

If a majority of your clients are claiming through DVA you may want to tick ‘Default For New Clients’ as this will automatically assign the insurer to new clients.

Recording DVA Patient Information

To commence claiming you will need to ensure that you have recorded a client’s DVA card details, to add these to their client record follow the steps below:

  1. Navigate to the client’s record.
  2. Go to Billing > Insurance.
  3. Click + Add Insurance.
  4. Select DVA as the type.
  5. Enter the client’s DVA number and click Validate DVA Data.
  6. Select ‘Default’ if the client will be claiming through DVA for a majority of their appointments (this will automatically add the insurance to the client's new invoices to facilitate claiming).
  7. Click ✔ Save.