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)

WorkSafe Victoria invoices

Field	Required?	Format	Example value	Notes
`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		Servicing provider number or other registration identifier which must be valid and active in Tyro Health Online for a given funder. - ●For GP’s and Physiotherapists , a Medicare issued provider number should be used where available. ●Pharmacies will need to obtain a WorkSafe Vic issued provider number linked to their ABN and last name.
`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		Servicing provider number or other registration identifier which must be valid and active in Tyro Health Online for a given funder. - ●For GP’s and Physiotherapists , a Medicare issued provider number should be used where available. ●Pharmacies will need to obtain a WorkSafe Vic issued provider number linked to their ABN and last name.
`funder`	Mandatory	Valid values only	wsv	All wsv claims should have the funder set to wsv.
`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 was processed against a patient. Otherwise, do not use.
`patient.refId`	Optional, but strongly recommend	Up to 128 characters	3DE2D2BC-17CC-4978-A7 9D-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.
`patient.firstName`	Optional	Up to 50 characters	Mila	Patient first / given name as registered with funder. If patient has only one name, use "Onlyname" as placeholder in firstName field.
`patient.lastName`	Mandatory	Up to 25 characters	Willis	Patient last / family name as registered with the funder.
`patient.dobString`	Mandatory	YYYY-MM-DD	2021-10-27	wsv requires DOB to verify the eligibility of a claim.
`patient.email`	Optional		example@Tyro Health Online.io
`patient.mobile`	Optional		0411111111	Either domestic (04xxxxxxxx) or international (+614xxxxxxxx) format accepted.
`healthFundAccount.healthFundCode`	Mandatory	Valid values only	wsv	All wsv claims should have this field set to wsv
`healthFundAccount.membershipNumber`	Mandatory	String	43201	wsv claim number
`healthFundAccount.cardRank`	Optional		1	Individual reference number, one digit of 1-9, as noted on the physical card.
`wsv.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 are claimed.
`wsv.claimItems.serviceDate`	Mandatory	YYYY-MM-DD	2020-08-25	Date of service in YYYY-MM-DD format.
`wsv.claimItems.serviceTime`	Optional	HH:MM	14:25	Time of service in 24 hour format: HH:MM
`wsv.claimItems.itemCode`	Mandatory	Up to 8 alphanumeric characters	PODIA	Any wsv supported paycode which includes.
`wsv.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.
`wsv.claimItems.isTaxable`	Optional	Boolean	true	Default is false. When true, It indicates that a GST of 10% is included in the wsv.claimItems.price field
`wsv.claimItems.quantity`	Optional	Up to 5 numbers	2	Default is 1.
`wsv.claimItems.unit`	Optional	Valid values only	Values include: • each • minutes (only for applicable item codes)
`wsv.claimItems.customDescription`	Conditional	Up to 60 characters	Foam roller to assist with rehab exercises	If the item code being used has the ability to accept a custom description, you can enter it here. This is typically used on generic item codes that need further elaboration eg item code AIDS (for rehab aids).
`isServiceTimeSpecified`	Optional	Boolean true	Time of service
`wsv.claimItems.prescriberFirstName`	Mandatory For pharmacy items where the item type is private	Up to 48 Characters	John	First Name of the Prescribing Practitioner
`wsv.claimItems.prescriberLastName`	Mandatory For pharmacy items where the item type is private	Up to 96 Characters	Harris	Surname of the Prescribing Practitioner
`wsv.claimItems.prescriberNumber`	Mandatory For pharmacy items where the item type is private	Up to 20 Characters alphanumeric		The Prescriber Number of the Prescribing Practitioner as assigned by Services Australia. This is in addition to their Medicare Provider Numbers (Stem & Suffixes).
`wsv.claimItems.scriptNumber`	Mandatory For pharmacy items where the item type is private	Up to 20 Characters alphanumeric		Unique number of the script issued by Prescribing Practitioner
`wsv.claimItems.authorityNumber`	Optional	Up to 20 Characters alphanumeric		Unique authority number supplied to authorise the individual prescription.Only particular sub-sets of prescribed drugs require this additional authorisation number to be captured.
`wsv.claimItems.numberOfPatientsSeen`	Optional	Up to 3 Characters alphanumeric	1	Number of patients attending same service Only where "MBS Attendance Item Flag" =True