Getting started
Setting up FreshClaim.
What we need from you, what happens next, and how to send and track claims.
Information we need
The details we need to set up your account.
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 lets us create new provider numbers for you. It can be time-limited.
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.
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.
1–2 weeks
Most funds
Most health funds complete their registration and integration within one to two weeks 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.
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 usually read from the patient sticker when you photograph it.
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
If the sticker is missing a field, tap to enter it. The app highlights 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 them each time.
Claims list
Your claims list is the home screen of the app.
Search and filter
Search by patient name or status.
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
FreshClaim has received the claim and is tracking it.
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
Something is holding up approval and we are resolving it with the fund. We will contact you if we need anything from you.