Watch the video to learn how to request, access and interpret Medicare and DVA processing and payment reports.
Watch the tutorial:
Video Tutorial Transcript
[00:00:04] Intro & Integration OverviewHi there, Irina here—welcome to another Zanda video.
Today we’re talking about Zanda’s integration with Medicare and DVA (Australia). This integration streamlines your claiming and payment process so you don’t have to submit and track claims manually via your PRODA account. Instead, you manage everything directly in your Zanda account. It’s designed to simplify admin, speed up payments, and give you a clear digital record of every claim.
[00:00:39] What the Payment Status Report Does
In this video we’ll focus on the Medicare & DVA Payment Status Report. It’s the final piece that closes the loop on each bulk bill and DVA claim, showing the journey from submission to payment. It’s not just a summary—it helps you understand outcomes, resolve issues, and keep billing accurate and efficient. Think of it as a detailed receipt from Medicare/DVA: you’ll see whether a claim was paid, how much was paid, or what problem needs attention. I’ll walk you through how to request access and interpret these reports so you can easily understand what Medicare is telling you.
[00:01:58] Where to Request the Report
Let’s request the payment processing report from Medicare. We’re on Tools → Medicare in Zanda.
[00:02:07] Optional (Recommended): Enable Automatic Payment Allocation
Before requesting the report, check one optional but important setting. Scroll to the bottom of the Medicare settings page to the Bulk Bill & CWA Claims section. Enable Automatic Payment Allocation for your Medicare integration.
When Zanda receives Medicare’s payment report, the system can automatically allocate payments to invoices that were returned as paid. This applies to bulk bill and DVA claims. Click the hyperlink (it may show as “disabled” on your account), open the settings, toggle the switch on, and choose the payment method you want Zanda to use for automatic allocation (e.g., create methods like “Bulk Bill” and “DVA” if that fits your process). Save your changes.
[00:04:03] Requesting the Payment Status Report (Filters & Timing)
Back on the Medicare dashboard, use the filters at the top (provider, location, claim date/timeframe, claim status, claim type) to narrow the claims you’ll include in the request.
Timing tip: Medicare can take up to 48 hours to process claims and pay bulk bill/DVA. It’s best to wait two days before requesting the payment processing report (e.g., submit claims during the week, then request the report on Monday). Use Approved only if you want to focus the list. Zanda generates the list that matches your filters.
If you’ve already requested a Payment Status Report for specific claims, the button will be greyed out so you don’t duplicate the request. After you submit, Medicare processes it and sends information back.
[00:06:10] Understanding “Paid” & “Run Number” Columns
Once Medicare’s service response is received, you’ll see values in the last two columns on the Medicare dashboard: Paid and Run Number.
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Not available means it’s too early (not processed yet) or too late (report only available for 6 months after submission).
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Not run suggests a problem with the claim—check details (I’ll show how in a moment).
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A Paid amount means how much Medicare paid for that claim.
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The Run Number (4 digits, e.g. 0520) is Medicare’s payment run code. You’ll see the same code in your bank feed, making reconciliation easy.
[00:07:48] Opening the Payment Status Report
Click View Payment Status Report to see a breakdown of the claims paid in that run. Use the date filters to narrow to a specific timeframe. You’ll see a list of claims and summary details.
[00:08:39] What Each Field Means
Key fields you’ll see:
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Claim Sent — the date you submitted the claim.
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Patient — the client who received the service.
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Invoice Number — your Zanda invoice linked to the claim.
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Claim ID — generated by the integration; it matches in Zanda and Medicare (use it when calling Medicare).
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Servicing Provider Number — the practitioner’s provider number.
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Charge Amount — amount owing on the invoice you claimed.
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Paid Amount — amount Medicare paid under this claim.
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Run Number — the 4-digit payment run identifier (matches your bank feed).
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Date Paid — when the claim was paid.
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Payment Assigned — checked if automatic allocation assigned the payment to the Zanda invoice.
[00:10:56] Investigating an Unpaid Claim (Processing Report)
Open a claim’s Processing Report (right-click to open in a new tab so you keep your report list visible). At the top (yellow header), Medicare explains what happened. For example: “Patient Medicare number has changed—please update the patient’s data. This is the current Medicare number.”
Scroll to Service Processing Information:
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Service Benefit Amount shows the benefit (e.g., 0 if unpaid).
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Explanation Code tells you why (e.g., quoted Medicare card number is incorrect).
Action: update the client’s Medicare details in Zanda and resubmit the claim.
[00:12:50] Reviewing a Successful Claim (Partial Payments)
Open a paid claim’s Processing Report. You’ll see Claim Benefit Paid, explanation codes for items paid, and explanations for any items that weren’t paid on the same invoice/claim. This is effectively an audit of the claim—what was paid, what wasn’t, and why.
[00:13:39] The Payment Report = Your “Bank Statement”
The Payment Report summarizes the payment and lists all claims paid in the same run number (same date). It’s like a bank statement for Medicare payments. Use it to match against your actual bank statement and reconcile.
[00:14:29] Checking a Single Invoice (Without the Dashboard)
To check one invoice, open that invoice in Zanda (via the appointment panel or Quick Search by invoice number/client/date). Click Medicare & DVA at the top. If a claim was submitted, you’ll see its details here. Click the Claim ID to open the claim page. If a report was previously sent (from this invoice or the Medicare dashboard), you’ll see the Medicare Service Response. Click the button to view more detail (paid status, explanation codes, etc.). If the report isn’t available, use Repeat Request Processing Report to request it again for that claim.
[00:16:11] Wrap-Up
That’s all for today. I hope this was useful and helps you get even more out of your Zanda–Medicare integration. See you next time