Australian Government - Department of Health - Office of Hearing Services
Hearing Services Program

e-Claim file format and rejection reasons

Below is the file format and rejection reasons for batch claims (e-Claims) in the Hearing Services Online (HSO) portal.

When entering multiple claim items for a client into your e-Claim software (batch claim), please ensure they are listed in sequential order e.g. 600, 640, 777 or 710, 777 or 850, 555.  If they are not in the correct order on the uploaded CSV file, one or more claim item may reject.

CSV File Format

e-Claims – Reasons for Rejection

CSV File Format 

File contents of upload file (from Service Provider to HSO)

Header Record

Field Description Type Length
BATCH IDENTIFIER Free text to link the upload file to the response file Char

20

Detail Record

Field Description Type Length
VOUCHER NUMBER The voucher number of the client Char

19

SITE ID The site the service was given at Char

6

PRACTITIONER NUMBER The practitioner that provided the service Char

8

PROVIDER REFERENCE NUMBER Provider free text to help them reconcile - not mandatory Char

15

ITEM NUMBER The item number of the service as per the schedule of service items Numeric

3

DATE OF SERVICE The date the service was given Date

DDMMYYYY

3FAHL LEFT The 3FAHL measurement of the left ear Numeric

3

3FAHL RIGHT The 3FAHL measurement of the right ear Numeric

3

LEFT DEVICE CODE The left device code - if applicable Char

7

LEFT DATE OF FITTING The date the left device was fitted Date

DDMMYYYY

LEFT COST TO CLIENT The client cost of left device Numeric (7,2)

10

RIGHT DEVICE CODE The right device code - if applicable Char

7

RIGHT DATE OF FITTING The date the right device was fitted Date

DDMMYYYY

RIGHT COST TO CLIENT The client cost of right device Numeric (7,2)

10

MAINTENANCE COST TO CLIENT The maintenance cost to client Numeric (7,2)

10

TOTAL COST TO CLIENT The total cost to client Numeric (7,2)

10

Response file (from HSP to Service Provider)

Header Record

Field Description Type Length
BATCH IDENTIFIER Free text to link the upload file to the response file Char

20

Detail Record

Field Description Type Length
VOUCHER NUMBER The voucher number of the client Char

19

ITEM NUMBER The item number of the service as per the schedule of service items Numeric

3

DATE OF SERVICE The date the service was given Date

DDMMYYYY

PROVIDER REFERENCE NUMBER Provider free text to help them reconcile - not mandatory Char

15

RESULT Approved/Rejected Char

10

REJECTION REASON Reject reason description Char

250

AMOUNT DUE The total amount due to be paid Numeric (7,2)

10

e-Claims - Reasons for Rejection 

System generated claim rejection messages

Reasons for rejected claim

Claim messages
Item claimed does not exists or was not valid at date of service
Claim Error: Voucher does not exist
Claim Error: Client does not exist
Claim Error: Client has been cancelled
Claim Error: Client/Voucher does not exist
Site is not in the system or was not active at date of service
QP number not linked at date of service
Duplicate claim
Date of Service cannot be in the future
Date of Service: This date must be on or after the selected voucher issued date
Maintenance amount paid by client required
Cost to client required
Batch claim not allowed for item number <Item number>
Fitting date cannot be in the future
Device not valid at date of fitting
Device code not in the HSO system
3FAHLS Required
Device details must be null for this item
Device details required
Device details for both sides required
Device type must be ALD
Hearing assessment was not claimed
Hearing assessment was already claimed
Is not DVA GOLD/WHITE
Is DVA GOLD/WHITE
Fitting was already claimed
Previously fitted
Not previously fitted
Fitting configuration was not monaural
Fitting configuration was not binaural
Was not a new voucher
Date of service was not on the last replacement date
Date of service was not within 12 months prior to the maintenance expiry date
Date of service was not after the maintenance expiry date
Date of service was not more than 12 months after the last client review date
Date of service was not more than 12 months after the last fitting date

 

 

CSV File Format and rejection reasons (PDF 234 KB)

CSV File Format and rejection reasons (DOC 513 KB)

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