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​​​​​​​​​​​​​​​​​​​​​​Invoicing and reporting

ICBC is making the way you invoice for treatment and submit reports and requests simpler and more straightforward.​

Treatment plans

As of February 28, 2021, treatment plans are in effect. Find out more about treatment plans​.

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
  • Chiropractors
  • Counselors
  • Kinesiologists
  • Massage therapists
  • Medical equipment providers
  • Nurses
  • Occupational therapists
  • Physiotherapists
  • Psychologists

The B.C. government​​​ announced amendments to the Insurance (Vehicle) Regulation, which establishes a 60-day time limit for submitting receipts for medical care or rehabilitation expenses to ICBC.

The new limit gives a reasonable amount of time to submit receipts, while ensuring ICBC receives the information it needs to accurately assess the severity of claims, provide additional support to injured people, as needed, and better forecast future costs. Exceptions may be allowed in cases where people cannot meet the deadline due to the nature of their injuries or other factors which would constitute a reasonable excuse.​

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:

  • A vendor number, and
  • PIN

 
If you do not have a PIN and would like one, please contact the HCIU to have a PIN provisioned to you. 
When you log into the secure Health Care Provider Portal with your vendor number, you'll have the ability to: 
  • ​Auto-populate customer information (e.g., customer name, PHN)
  • View the status of invoice submissions
  • View the status of your payments from ICBC

 

HCPIR Application​

To log in, you'll need: 

  • A vendor number
​​ 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 licenc​e o​​​r BC Services Card.​​​​​​​​​​​​​​​

​​​​​Existing vendors were issued PINs starting March 7, 2021. Vendors registered for direct deposit were emailed a PIN to the associated email address, and vendors not registered for direct deposit were mailed a PIN to the address associated with their vendor number. If you do not have a vendor number, please review the Vendor number page to learn how to apply.

Note that all duplicate invoices will automatically be rejected. You will not receive a notification in these circumstances. Please confirm the invoice has not already been paid prior to submitting an invoice.

Please note: the claim number validation on the Service Provider / Payee information page may take a few minutes to load — do not refresh the page during loading.​

Device and browser support

Please ensure you are using a mobile device or personal computer with a minimum screen width of 768px.

The following web browsers are supported by the Health Care Provider Portal and HCPIR application:

  • Chrome (version 69 or newer)
  • Chrome, for Android
  • Edge (version 40 or newer)
  • Safari (version 11 or newer), for Mac OS
  • Safari, for iOS
  • Internet Explorer (version 11)
  • Firefox (version 61 or newer)

Can’t log in? Check your anti-virus software

Vendors with Kaspersky anti-virus software installed may have issues loading the portal or the HCPIR application. ​

Find out how to resolve this issue​. ​

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 to share reports with ICBC, 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 for health care providers.​

Support on fillable PDFs

Please note that a personal computer (laptop, notebook, desktop, etc.) is required to use the fillable PDF report templates. Mobile devices, including devices using iPad OS and iOS, are not supported.

To fill in and save a PDF:

  1. Right-click the link, select “Save link as…" from the menu, and save the PDF file to your computer.
  2. Open the PDF in Adobe Acrobat or Adobe Reader.
  3. Fill in the form, and review the information you've entered.
  4. If applicable, click the “Lock" button at the top of the form. This will set the form to a “read only" state. This action cannot be undone, so ensure you've carefully reviewed the information you entered into the form before locking the PDF.
  5. Save the PDF document.

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, kinesiologis​ts 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.​


​Submission type​Send to​Guidelines
​Invoicing ​invoices@icbc.com
  • Only submit invoices 
  • Each invoice must be a separate PDF, with up to 20 invoices attached per email
  • Include the claim number, patient name and your ICBC vendor number
  • Do not send previously submitted invoices, as duplicate invoices will cause processing delays
​Reportingchiropractic@icbc.com
counsellors@icbc.com
kinesiologists@icbc.com
occupational.therapists@icbc.com
physiotherapists@icbc.com
psychologists@icbc.com
  • Only submit one report (max file size: 25 MB) per email
  • Include the claim number and patient name
  • Do not send password-protected files, dropbox links or zip files

These guidelines apply to all claims (double-alpha and single-alpha claim numbers).​​