Invoicing and reporting
ICBC is making the way you invoice for treatment and submit reports and requests simpler and more straightforward.
Changes to invoicing in 2023
A warning message will display if one or more treatments on an invoice do not fit within the approved volume of treatments or treatment end date. You will be able to bypass the message for a period of transition but going forward you will not be able to continue with your invoice submission unless a treatment plan is also attached. If you recently submitted a treatment plan but haven't received approval yet, you will be able to continue the submission.
Invoicing
The following health care providers can submit invoices and reports through the Health Care Provider Invoicing and Reporting (HCPIR) application or Health Care Provider Portal:
- Acupuncturists
- Attendant care
- Chiropractors
- Counselors
- Homemaker service
- Kinesiologists
- Massage therapists
- Medical equipment providers
- Nurses
- Occupational therapists
- Physiotherapists
- Psychologists
Your invoicing and reporting options
ICBC provides two online options to directly submit invoices, related expenses and documentation. Vendors with a vendor number may access both options:
Health Care Provider Portal
To log in, you'll need:
The Health Care Provider Portal will help you submit invoices quicker, and you'll have the ability to:
-
Auto-populate customer information (e.g., customer name, PHN)
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View the status of invoice submissions
-
View the status of your payments from ICBC
If you do not have a PIN and would like one, please contact the HCIU to have a PIN provisioned to you.
HCPIR Application
To log in, you'll need:
Vendors with a vendor number may still choose to submit documentation through the HCPIR application. However, this option does not include the same features as the Health Care Provider Portal.
Note: Entering your patient's PHN is optional; however, doing so will improve the timeliness of your payment by matching the submission to the correct patient in ICBC's claim system.
To improve payment timelines, ensure you are entering the patient's legal first name, legal last name and date of birth as displayed on their BC driver's licence or BC Services Card.
Reporting
If you've received a request for reports or clinical records from ICBC, you can upload and submit your records using the Health Care Provider Portal or HCPIR application.
To find the appropriate report template, check your
applicable health care provider page.
Note: It is important to discuss with your patient the purpose of the reports and request their consent to share the report with ICBC, consistent with your information sharing guidelines. Where patient consent has not been granted, ICBC will send the Health Care Provider Report request letter (CL491) to the health care provider outlining applicable legislation that permits ICBC to obtain the report. For more information, review our patient consent considerations for
physicians or health care providers.
Initial assessment report
An initial assessment report details the assessment of the patient's injuries resulting from a motor vehicle accident and the recommended course of treatment. ICBC has combined the fee for assessment visits and reports for convenience. An initial assessment report is submitted to ICBC once a health care provider has formulated an assessment of their patients' injuries and should be completed in a timely manner.
For crashes that occurred before May 1, there will be no change in the initial report process.
Effective for crashes that occur on or after May 1, 2021, initial reports for physiotherapists, kinesiologists and chiropractors have been discontinued. There will be no anticipated change for physicians, counsellors, psychologists, and occupational therapists.
If a report is needed by ICBC to make a benefit approval decision, an ICBC claim representative will contact the health care provider directly to request a Progress Report.
Progress report
Previously referred to as reassessment reports, a progress report is completed upon request by ICBC. It is intended to establish whether a patient's rehabilitation and recovery is on track with their recommended course of treatment, and to identify when a patient is not recovering as expected or additional barriers to recovery have been identified.
Manual billing and document submission
Health care providers may opt out of using the HCPIR or Health Care Provider Portal, or may need to invoice for ICBC claim representative approved treatments that cannot be submitted through these channels. A vendor number is required to submit invoices and reports.
Invoices and reports can be submitted following the guidelines below. If your invoice format does not adhere to our guidelines, complete our Health service provider invoice.
These guidelines apply to all claims (double-alpha and single-alpha claim numbers).
Treatment verification survey
To help keep insurance rates as affordable as possible, ICBC conducts voluntary customer surveys so we can verify that customers' health care treatments have been billed correctly to ICBC. These surveys are a standard business practice and aren't intended to imply any wrongdoing by anyone.
