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Invoicing and reporting

Are you providing treatment to patients injured in a car crash? ICBC is making the way you invoice for treatment and submit reports and requests simpler and more straightforward.

Important

Patients will have a set number of preauthorized treatments available within the first 12 weeks following a crash occurring on or after April 1, 2019. It is therefore important, before starting treatment, to ask for your customer's claim number.

Are you a Clinic Management Software Solution Vendor?

ICBC has issued a discontinuance of MSP-Teleplan billing services for physiotherapists and chiropractors, effective April 1, 2019. The Healthcare Provider Invoicing and Reporting (HCPIR) application that is replacing MSP-Teleplan will be available to an expanded list of providers for the invoicing and related reporting of services under the Insurance (Vehicle) Regulation. This is a web form application and has not been designed with integration in mind. In the future, ICBC will be moving invoicing and reporting to an authenticated portal that may provide integration opportunities. If you would like to learn more, let us know in the feedback form

ICBC Vendor Number

Keeping on top of your business accounts is easier when you're enrolled in our vendor system. You gain the convenience of receiving one combined payment, along with a statement listing all paid invoices. Payments can be received via electronic fund transfer (EFT), which is deposited directly to your nominated account.

Before you apply for or make updates to your vendor number, review our vendor number frequently asked questions, as they may answer any questions you have.

Apply for a vendor number 

What is a vendor number?

A vendor number is used to identify the clinic or practitioner that ICBC pays for the treatment service. This is the first number that is asked for on the web-based form, available April 1.

For example, if you are working as part of a clinic, the clinic's vendor number should be used when submitting invoices for treatments provided. If you are a sole proprietor or working on behalf of yourself, you should request a vendor number for submitting invoices related to the treatment that you provided. Whether to use the clinic vendor number, or the practitioner vendor number, will depend on the specific business arrangement of the practitioner.

If you have treated a patient previously who is insured by ICBC, you will find your vendor number on the vendor statement or EFT statement that you received from ICBC. Please ensure that you use the number identifying the clinic or practitioner that is paying you for providing your treatment service.

Please be aware that this number is strictly for billing purposes. It does not designate you as a preferred supplier or guarantee that you get work. ICBC will follow up with you in the near future about becoming an approved Health Services Business Partner, which is part of a reference and screening process to ensure that individuals or companies that wish to provide rehabilitation services to ICBC customers are qualified.

Application Process

If you are new to working with patients who are insured by ICBC, you can apply for a vendor number through this application form. The form will ask you for your name, address, business type and payment details. You should receive a reply from ICBC within three business days.

Please fill out the information on the form and click the send button to apply for your vendor number.

Please enrol in electronic fund transfer (EFT) and email the completed Authorization for Direct Bank Deposit, with attached void cheque, to the address provided in the vendor application form.

Invoicing

For April 1, 2019, ICBC is creating a simplified way to submit invoices and reports through a Healthcare Provider Invoicing and Reporting (HCPIR) web-based form for Acupuncturists, Chiropractors, Clinical Counsellors, Kinesiologists, Occupational Therapists, Physiotherapists, Psychologists and Registered Massage Therapists. The HCPIR form will allow input of details relating to the treatment provided and expenses incurred, as well as the attachment of supporting documents or receipts - creating a more streamlined submission process. More information about the new HCPIR form, including instructional how-to videos and job aids, are available on the Support and resources page.

To use the HCPIR form, you will need an ICBC vendor number, your customer's claim number and an updated browser version, details of which are listed below. If you require a vendor number, please see the ICBC Vendor Number section outlined above.

Any of the following free browsers are required to use the web-based form: Chrome (version 68 or newer), Safari (version 11 or newer), Internet Explorer (version 11 or newer), Edge (version 40 or newer), Firefox (version 61 or newer), Safari for iOS, and Chrome for Android.

For all healthcare practitioners except physicians, MSP Teleplan will no longer be supported as an invoicing method for services administered April 1, 2019, and onwards. If you continue to use the current method of submitting invoices to ICBC, please follow these guidelines:

  • Only submit invoices to invoices@icbc.com. Please do not send reconciliation lists or reports.
  • Individual invoices must be separate PDFs, with up to 20 invoices attached per email. One PDF document containing multiple invoices will not be accepted.
  • Include the claim number or customer name in the file name of each invoice attachment.
  • Please do not send invoices previously submitted to ICBC. Duplicate invoices will cause processing delays.

These guidelines apply to both the new double-alpha files and older single-alpha claims.

Reporting

On April 1, 2019, reports can be submitted to ICBC through the web-based HCPIR form along with invoices, available soon. Chiropractors, clinical counsellors, kinesiologists, occupational therapists, physicians, physiotherapists and psychologists can provide an initial assessment report to ICBC. Where reports relating to patient assessments are not provided, they will be requested by ICBC, at which point report submission is required. Acupuncturists and registered massage therapists may be requested to submit reports.

It is important to discuss with your patient the purpose of the reports and ensure that you have received their consent to share the report with ICBC, consistent with your consent and information sharing guidelines. Please ensure reports or information is shared with ICBC only where patient consent has been granted or where requested under legislation.

If you continue to use the existing method of submitting reports to ICBC, please follow these guidelines:

  • Submit only assessments or reports to the email address listed below depending on your profession (see table below). Do not send invoices or reconciliation lists.
  • Indicate the claim number in the file name of each report.
  • Documents submitted to ICBC must be 25 megabytes or less per email.
  • Files must not be password protected.
  • Emailed drop box links and zip files are not acceptable.
Profession ​Submit to
​Chiropractors

chiropractic@icbc.com

​Clinical counsellors

counsellors@icbc.com

​Kinesiologists

kinesiologists@icbc.com

​Occupational therapists

occupational.therapists@icbc.com

​Physiotherapists

physiotherapists@icbc.com

​Psychologists

psychologists@icbc.com

Initial assessment report

An initial assessment report is provided exclusively for the benefit of the patient and details the diagnosis of the patient's injuries resulting from a motor vehicle incident, and the recommended treatment plan. ICBC has combined the fee for assessment visits and reports for convenience. An initial assessment report is submitted to ICBC once a chiropractor, clinical counsellor, kinesiologist, occupational therapist, physician, physiotherapist or psychologist has formulated a diagnosis of their patients' injuries and should be completed in a reasonable amount of time from their initial visit. This report can be submitted directly through the HCPIR form for convenience, available April 1.

It is important to discuss with your patient the purpose of the initial assessment report and ensure that you have received their consent to share the report with ICBC, consistent with your consent and information sharing guidelines. Please ensure reports or information is shared with ICBC only where patient consent has been granted or where requested under legislation.

Reassessment report

A reassessment report is completed upon request by ICBC, at or close to 90 days following the patient's date of crash. It is provided to assess if a patient's rehabilitation and recovery is in line with their treatment plan, especially where a patient is not recovering as expected or additional barriers to recovery have been identified. This can be submitted directly through the HCPIR form, available April 1.

It is important to discuss with your patient the purpose of the reassessment report and ensure that you have received their consent to share the report with ICBC, consistent with your consent and information sharing guidelines. Please ensure reports or information is shared with ICBC only where patient consent has been granted or where requested under legislation.

Discharge report

Occupational Therapists should submit a discharge report for their patient when they have been discharged from care following a motor vehicle incident. This can be submitted directly through the HCPIR form, available April 1.

It is important to discuss with your patient the purpose of the discharge report and ensure that you have received their consent to share the report with ICBC, consistent with your consent and information sharing guidelines. Please ensure reports or information is shared with ICBC only where patient consent has been granted or where requested under legislation.

Treatment extension request

Should additional treatments, beyond those that have been preauthorized, be required for a patient's rehabilitation and recovery, a treatment extension request can be submitted to ICBC. This can be submitted directly through the HCPIR form, available April 1, and will assist in receiving a timely response to your request.

Support

  • For questions about a specific invoice or payment, please contact claimsvendorinquiry@icbc.com
  • For questions about filling out a report, please contact your Association.
  • For questions about the vendor number application, treatment extensions, policies or processes, please use the feedback form and we will respond to you within 10 business days.