Getting started
So you’ve decided to join FreshClaim.
Here’s everything you need to get up and running.
Information we need
Most of this you’ll have on hand. It takes about five minutes.
Provider details
Full legal name and provider numbers.
Practice details
Practice name, address, ABN, and your preferred banking details for settlement.
Health fund agreements
Copies of any existing fund agreements you hold, such as Bupa, Medibank or HCF.
ECLIPSE delegation (optional)
Delegation access lets us create new provider numbers for you. It is easy to do, and can be time-limited so you protect your security.
Specialty and item numbers
Your specialty classification and the MBS item numbers you regularly use.
Referral provider numbers
The referring doctors you commonly receive patients from. We pre-load these so you are not re-entering them with every claim.
Registration
Once we have your information, this is what happens next.
- 1
Information submitted
Send us your provider and practice details through the secure onboarding form, or directly to your account manager.
- 2
Account configured
We configure your account: fund agreements, item number schedule and fees. If you chose ECLIPSE delegation, we arrange it here.
- 3
Review call
Your account manager schedules a brief call to confirm the details, walk you through the app and answer questions.
- 4
Access provided
You receive your login and the app is ready. Your account manager stays available through your first two weeks.
- 5
You’re live
Start submitting claims. From here FreshClaim handles checking, lodgement, tracking, rejection follow-up and reconciliation.
When the app goes live
How long setup takes depends on your starting point.
15 min
Your part
The details on this page are all we need. We prepare the Medicare and health fund paperwork and submit it for you.
2 weeks
Most funds
The majority of health funds complete their registration and integration within a fortnight of receiving the paperwork.
3 weeks
The slowest one or two
You do not wait for them. Capture and send claims from day one and they are lodged as each fund comes online.
Making claims
How to make a claim.
The claim form is built to be fast. Most claims take under two minutes once you know what you’re doing.
Required information
- Patient name
- Date of birth
- Medicare number
- Health fund details
- Date of service
- Location
- Referral details
- MBS item number(s)
Patient name, date of birth, Medicare number, and health fund details are typically captured from the patient sticker: just photograph it and FreshClaim will extract the data automatically.
Additional information
- Principal surgeon
- Side of operation
- TAC/WorkCover account number
- Known-gap amount to charge
Additional fields appear contextually based on your item selection: you only see what is relevant to the claim you are submitting.
The camera, stickers, and filling in missing information
The camera is optimised to capture patient stickers, which contain most of the required information: patient name, date of birth, Medicare number, and health fund membership. If a sticker is missing a field, you can tap to enter it manually. The app will highlight anything still required before you can submit.
Using ‘Submit Another’ to save time
After submitting a claim, tap Submit Another to carry forward the admission details into a new claim. If you’re billing multiple items for the same admission, this saves re-entering the patient and admission details each time.
Claims list
Your claims list is the home screen of the app.
Search and filter
Search by patient name or status. Find any claim in seconds.
Sticker view
See all claims with a particular sticker (flagged, awaiting docs, or custom tags) in one tap.
Monthly summary
Tap the header to see total billed, total collected, and aged debt for the current month.
Claim detail
Tap any row to see the full claim: items, fund response, payment breakdown, and audit trail.
Claim status
Every claim in your list has a status indicator.
Received
The claim has been submitted and received by the fund. No action needed. FreshClaim is tracking progress.
Approved
The fund has approved the claim and payment is on its way. Settlement will arrive in your nominated account within a few business days.
Paid
Payment has been processed and settled. The claim detail shows the full breakdown: amount billed, fund benefit, Medicare rebate, patient gap, and settlement date.
Escalated
FreshClaim is attending to an issue preventing the claim from being approved. You don’t need to do anything. Our team is working with the fund to resolve it, and you will be notified if we need input from you.