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Submitting Claims for Minors (AUS Only)

Register for Medicare Online Claiming with the HW027 form. For child claims, list the parent or guardian as the claimant so Medicare can pay the rebate to the correct person.

In this article:

Important: 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.

For Medicare patient claims for minor clients, Medicare requires the parent or guardian to be listed as the claimant for services provided to the child. Medicare then pays the rebate to the parent or guardian into their registered bank account.

Set up the parent or guardian as the claimant

  1. Go to the child's client profile and open Contacts.
  2. Click + Add a Contact.
  3. If the parent or guardian is already a client or contact, use the search field to add their existing profile. Otherwise, click Create a New Contact and enter their details.
  4. Add the parent or guardian's full name, date of birth, and address.
  5. Click Save. The Medicare card fields are not shown while you are first creating the contact — they appear once the contact record has been saved.
  6. Re-open the saved contact record and click Edit. In the Medicare section, enter the parent or guardian's Medicare card number and Individual Reference Number (IRN), then click Save.
  7. Go to Client Profile > Billing > Billing Setup.
  8. Set Bill To to the parent or guardian contact, then click Save. 

 When the contact is set as the client's default Bill To contact, or the invoice Payable By contact, Zanda automatically selects that contact as the claimant when you create a patient claim. If the invoice is not payable by the contact, select the parent or guardian manually from the Claimant dropdown before sending the patient claim. 

Create the patient claim

  1. Open the invoice for the child's appointment.
  2. Click Medicare & DVA.
  3. Select Create Patient Claim.
  4. Check the Claimant section. The parent or guardian should appear as the claimant when the billing setup or invoice payee has been set to that contact.
  5. If the child is still selected as the claimant, choose the parent or guardian from the Claimant dropdown before sending.

Note

  • The parent or guardian only needs to be selected as the claimant for Patient Claims. This is not required for Bulk Bills as the rebate is paid to the provider.
  • Make sure the parent or guardian's full name, date of birth, and postal address are entered on their contact profile. Enter their Medicare card number and IRN by opening the saved contact and clicking Edit — the Medicare card fields appear only after the contact has been saved, not while you are first creating it.

Separated parents: a child listed on two Medicare cards

When a child of separated parents appears on both parents' Medicare cards, you can choose which parent is the claimant for a given appointment. Medicare pays the rebate to whichever parent is set as the claimant on that patient claim, so each parent can claim for the appointments they attend.

  1. Add both parents as contacts on the child's client profile. Open Contacts, click + Add a Contact, and enter each parent's full name, date of birth, address, and their own Medicare card details on their own contact record.
  2. Record the child's Medicare details under Client Profile > Billing > Insurance — the child's Medicare number and Individual Reference Number (IRN). This is the card that identifies the child as the patient on the claim.
  3. For each appointment, choose which parent claims in one of two ways:
    • Set that parent as the invoice's Payable By contact, or as the child's default Bill To contact, or
    • Select that parent from the Claimant dropdown when you create the patient claim.

Good to know

  • The parent set as the claimant is the person Medicare pays the rebate to, so make sure their Medicare details and registered bank account are correct.
  • The child's own Medicare card details are still used on the claim — they identify the child as the patient, so keep the child's Medicare record complete and up to date.
  • Zanda uses one active Medicare record for the child, and there is no per-claim card picker. If the two parents' cards carry different card numbers for the child, keep the child's active Medicare record matched to the parent who is claiming, and update it when you switch to the other parent.

Frequently Asked Questions

❓ Can I set a contact as the claimant for a minor's Medicare patient claim?

Yes. Add the parent or guardian as a contact on the child's client profile, then set that contact as the Bill To contact in Client Profile > Billing > Billing Setup. Zanda will use the default biller or the invoice Payable By contact as the patient-claim claimant when that biller is a contact of the child.

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