Submitting batch files with Tyro Health Online

Tyro Health Online supports bulk transmission of invoices to healthcare funders. Batched invoices are processed individually according to funder rules.

A single batch file can support multiple invoices and claimed items. For all invoices, it’s important to note:

Files must be in a CSV format. Double quoted fields (i.e. using quotes as text qualifiers) are optional, but recommended when dealing with text columns (like descriptions).
Template and example CSV files for each funder are posted on Tyro Health Online.
The first row must be a header record and must conform to template values provided.
Each row’s columns must be ordered according to the header record.
Up to 10,000 rows can be included in a single file.
Fields listed as mandatory for each funder must be complete and valid for successful upload.
After uploading to Tyro Health Online, invoices that pass business rule validation will be created as a Draft in a Ready to submit status. Select those invoices and click submit to process.
Invoices that fail validation will be in an Incomplete status and require attention prior to submission.

Importantly, if you create, open or save the file using Microsoft Excel or other spreadsheet programs, please note that date and time fields may be automatically updated to a format that is not accepted - be sure to save the file in the formats defined below.

Invoice guidelines:

An invoice will result in a single unique Tyro Health Online transaction identifier, invoice date and status;
An invoice will have a single unique invoiceReference as nominated by you;
An invoice will have a single patient and health fund account;
An invoice will have a single provider and payee;
An invoice will have one or more claimed items;
Each item will have at least a unique reference , serviceDate , itemCode and price ; and
Additional item attributes can be set.

To support invoices with multiple claimed items:

Invoices with the same invoiceReference will be grouped into a single invoice for submission to a funder.
Rows for a unique invoice should be grouped together sequentially and each item should use a unique claimItems.reference for that invoice.
For invoice level (but not item level) attributes that repeat, only the first instance of those values will be used.

For those that create batch files using Microsoft Excel, Apple Numbers or Google Sheets:

All fields should use a format of “Plan Text” or “Text” .
Special care should be taken while entering serviceDate , time of service and other date/time numbered fields as these tools may apply an automatic format different from expected.
Files must be saved/exported as:
- Microsoft Excel - Windows: CSV Comma delimited ( * .csv)
- Microsoft Excel - Mac: Comma-separated Values (.csv)
- Apple Numbers: CSV, Text Encoding: Unicode (UTF-8)
- Google Sheets: Comma-separated values (.csv, current sheet)

icare invoices

Field	Required?	Format	Example value	Notes	Key constraints
`invoiceReference`	Mandatory	Up to 16 characters	20200901ABCD	Your unique invoice/transaction reference. Typically generated from a practice management or accounting system. This value will be traced through to settlement reporting and is separate from any funder defined transaction identifier or claim reference. Where multiple service items exist for an invoice, all rows for a unique invoiceReference will be grouped into a single invoice and the first occurrence of repeating invoice level (but not service level) details will be used. Note: these rows should be grouped sequentially.
`sequenceNumber`	Optional	Up to 4 numbers	1	Row counter starting with 1. Unique and sequential within a batch file. Used to identify row level errors/mistakes. Leading zeros NOT permitted. If not supplied, the row count will be used to identify processing issues.
`providerNumber`	Mandatory	Up to 16 alphanumeric characters	0065431A	Servicing provider number or other registration identifier which must be valid and active in Tyro Health Online for a given funder. For icare, a Medicare issued provider number should be used where available. Where a Medicare provider number is not applicable, use the appropriate identifier: • Allied providers: SIRA number • For pharmacies: a Medicare issued Pharmacy Approval Number (PAN)	• A unique invoice can include only one provider. • must be registered on Tyro Health Online and enabled for selected funder.
`funder`	Mandatory	Valid values only	icare	icare NSW scheme claims, including workers insurance and other supported schemes.	• A unique invoice can include only one funder. If multiple funders are required, such as a customer payment request for a Medicare patient claim, use a different invoiceReference for each part. • Must be enabled on Tyro Health Online for selected funder.
`patient._id`	Optional	33 alphanumeric characters	6BE1F0653B5F4B47A 88633F3A0DC1712	Tyro Health Online generated value to represent a unique patient. Can be used as an alternative to submitting patient and health fund account details but only if a previous successful transaction processed against a patient. Otherwise, do not use.	• A unique invoice can include only one patient.
`patient.refId`	Optional But highly recommended	Up to 128 characters	3DE2D2BC-17CC-4978-A79D-2151DC417B2F	A unique patient identifier generated by your system such as a UUID. By setting this value you can uniquely search and sort transactions by patient. Future transactions can also be processed using refId rather than providing patient and health fund account details. Any differing patient details for a given refId will update the patient record on Tyro Health Online. To prevent creation of duplicate patient records in Tyro Health Online, set a unique refId per patient.	• A unique invoice can include only one patient.
`patient.firstName`	Optional	Up to 40 characters	Mila	Patient first / given name as registered with funder. If patient has only one name, use "Onlyname" as placeholder in firstName field.	• A unique invoice can include only one patient. • Can only contain alpha (A-Z and a-z), numeric (0- 9), space ( ), apostrophe (') and hyphen (- ) characters • Spaces must not appear before or after apostrophes, hyphens, other spaces or the supplied value. • At least one alpha or numeric character required.
`patient.lastName`	Mandatory	Up to 40 characters	Willis	Patient last / family name as registered with funder.	A unique invoice can include only one patient. • Can only contain alpha (A-Z and a-z), numeric (0- 9), space ( ), apostrophe (') and hyphen (- ) characters • Spaces must not appear before or after apostrophes, hyphens, other spaces or the supplied value. • At least one alpha or numeric character required.
`healthFundAccount.healthFundCode`	Mandatory	Valid values only	IWC	For icare: • IWC: workers insurance Note: other schemes will be added, such as Dust Disease, Insurance for NSW, Lifetime Care, etc	• A unique invoice can include only one healFundCode.
`healthFundAccount.membershipNumber`	Mandatory	Up to 30 alphanumeric characters	12345678	icare claim number or approval number	• A unique invoice can include only one membershipNumber.
`icare.serviceNote`	Optional	Up to 512 characters.	Requested service as per GP referral.	Supporting service notes - usually for invoice exceptions.	• A unique invoice can include only one serviceNote. • quotes and double quotes are not supported within this field.
`icare.claimItems.reference`	Optional	Up to 128 alphanumeric characters	01	Line item reference as nominated by you. Assists with reconciliation where multiple of the same item code and service date claimed.	• This reference should be unique within a given invoice.
`icare.claimItems.serviceDate`	Mandatory	YYYY-MM-DD	2020-08-25	Date of service in YYYY-MM-DD format.	• must be a valid date • must be within 2 years as at date of submission • must not be future dated • must not be before patient date of birth
`icare.claimItems.itemCode`	Mandatory	Up to 8 alphanumeric characters	AA020	Any icare supported paycode which includes AMA/MBS/SIRA/PBS derived item codes.	Only valid paycodes for a given serviceDate can be processed.
`icare.claimItems.customDescription`	Conditional	Up to 128 alphanumeric characters	Bandages for arm	Custom item description.	Description may be required for some items. For example, this field is required on reporting, "other" and generic items.
`icare.claimItems.price`	Mandatory	Currency notation, up to 6 numeric and 2 decimal digits	50.67	Item per unit pricing. This value will be deemed tax-inclusive if the isTaxable field is set to ‘true’. If isExtendedPrice is set to ‘true’ this will be the aggregate amount for all quantity set.	For example if the price without tax for an item per unit is $9.00, this field would have $9.00 and isTaxable = false if tax is not to be charged. If tax is to be charged, this field would show $9.90 and isTaxable = true.
`icare.claimItems.isTaxable`	Optional	Boolean	true	Default is false. When true, It indicates that a GST of 10% is included in the icare.claimItems.price field	Only certain paycodes can include GST. Reference icare/SIRA provider docs for rules on GST.
`icare.claimItems.quantity`	Optional	Up to 5 numbers	2	Default is 1.	Note that some items may auto-map quantity to time or period units. For example, item WCO002 - case conferences, quantity will map to time duration per 5 minute block quantity.
`icare.claimItems.unit`	Optional	Valid values only	each	Default is each. Values include: • each • minutes (only for applicable items) • KM (only for applicable travel items)
`icare.claimItems.isExtendedPrice`	Optional	Boolean	true	Default is false	If set to true, this will indicate the price is extended/aggregate price for all quantities submitted. For example, if set to true, and price is $20.00 with three quantity (effectively $6.66666 per unit) as sent to a funder. Otherwise, if set to false or omitted the price field will be multiplied per quantity claimed. For example, if set to false, price is $20.00 with three quantity, each item price is $20.00 which will make extended price $60.00