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What is the best way to process a patient's Medicare Rebate for appointments paid for via Healthengine Payments?

Vertical: GP, Allied, Specialist
PMS Eligible: N/A

When a patient pays using Healthengine Payments, the funds are processed through Stripe and deposited into your nominated bank account after a short delay — similar to how a cheque takes time to clear. Healthengine Payments is reconciled in your practice management software (PMS) the same way as any other payment type.

Important: Healthengine does not process Medicare rebates on your behalf. Your practice or the patient must submit the Medicare claim separately using one of the two methods below.

There are two ways to deal with Medicare Rebates; Your practice makes the claim, or the patient does.

Your Practice makes the claim

  1. Finalise the receipt and invoice in your practice management software (PMS).
    • We recommend recording the Healthengine payment in the receipt as Direct Credit/Direct Deposit. Ideally, use a payment type your practice does not already use for other patient transactions — this makes it easy to separate cash, EFTPOS, and Healthengine Stripe payments into distinct reporting categories.
  2. If using postpay: once the appointment and invoicing is completed, you can collect the post payment as normal via Healthengine's Practice Admin Payment modal. When successful, the payment status updates immediately to PAID. If the status does not update to PAID, do not mark the invoice as paid in your PMS — contact Healthengine Support to investigate. You can now mark this invoice as "PAID" in your PMS.
  3. If using prepay: the appointment fee has already been charged and should match what is in your PMS and the Healthengine status will show as "PAID". You can now mark this invoice as "PAID" in your PMS.
  4. Your Practice can now make an online electronic claim to Medicare the same way your practice normally does for cash or EFTPOS transactions.

If you require additional resources, you can learn more about sending the claim to Medicare with the links below:

The Patient makes the claim

  1. The Patient can claim their Medicare rebate, but requires a copy of the invoice of their receipt from your PMS.
  2. Once they have the invoice, which includes the MBS codes and amount charged, they can submit their own rebate claim online using myGov or the Medicare mobile app using this link: https://www.servicesaustralia.gov.au/medicare-online-account-help-submit-claim