Health services
Invoicing and reporting
Temporary submission limitation
ICBC is aware that the HCPP/HCPIR may automatically reject reports and clinical records when submitted outside of the approved end date and is actively working to resolve this submission limitation. In the meantime, if this occurs, please submit the documents via the manual document submission process.
ICBC is making the way you invoice for treatment and submit reports and requests simpler and more straightforward.
Your invoicing and reporting options
The preferred method to directly submit invoices, related expenses and documentation is through the Health Care Provider Portal (HCPP).
If your invoice includes treatment outside of the approved end date or beyond the number of treatments approved, you will not be able to submit the invoice without a new treatment plan.
Health Care Provider Portal
To log in, you'll need a vendor number and PIN.
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)
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
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.
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 B.C. driver's licence or BC Services Card.
Launch the HCPIR Application
Need help?
Have a question or need to troubleshoot using the Portal? Get help with the Portal.
Reports
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.
Note: It is important to discuss with your patient the purpose of the reports and request their consent to share the report with ICBC. For more information, review our patient consent considerations for physicians or health care providers.
An initial assessment report details the assessment of the patient's injuries and the recommended course of treatment. ICBC has combined the fee for assessment visits and reports for convenience.
If a report is needed by ICBC to make a benefit approval decision, an ICBC claim representative will contact you to request a Progress Report.
*only required for customers whose crash occurred prior to May 1, 2021
A progress report is only 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.
*The OT Program Guide applies. Refer to section 7.5.1 for details.
A CL736 or CL737 report should only be completed upon request by ICBC. The ICBC claims representative will contact you when this report is required:
Manual billing and document submission
If you're not eligible to use HCPP or HCPIR (such as dentists or physicians), you can submit invoices and medical documents (such as medical reports) through our online submission tool. When you submit online, you do not need to email ICBC or the claims representative as your submission will be automatically added to the claim.
If your invoice format does not adhere to the guidelines, complete our health service provider invoice instead.
You can view our tutorial video and read our online submission tool FAQ for more assistance.
Who can use this channel to submit documents?
Health care providers that cannot access HCPP or HCPIR (such as dentists and physicians) can submit documents through our online submission tool.
Where can I find my vendor number?
Your vendor number can be found on a cheque or statement that ICBC has issued to you. If you cannot find your vendor number, please submit documents via email.
Will I receive a confirmation email?
No confirmation email will be sent after your submission. However, you will see a confirmation page after you submit your documents. ICBC will contact you if there are any issues with your submission.
What if I can’t find the appropriate category for my document?
Please use the “Other” document category.
How do I follow up or report an issue on a submission?
To follow up on an invoice submission, please email [email protected] with the claim number and invoice number.
To follow up on any other document submission, please contact the claims representative.
If you are unable to access the online submission tool, invoices can still be submitted to [email protected]. Please review the email submission guidelines before submitting.
When submitting invoices via our DCF email addresses, please ensure you are correctly labeling the PDF files as per the below tips (example: AA99999.9 — John Smith).
Only invoices are to be submitted to [email protected]. Do not send reconciliation lists or reports.
Individual invoices must be separate PDFs, with up to 20 invoices attached per email. One PDF document containing multiple invoices is not acceptable.
Do not send compressed files (zip folders).
Include the claim number/customer name in the file name of each invoice attachment.
Files must not be password protected.
Emailed drop box links and zip files are not acceptable.
Invoices must have the claim number listed on them, or they may not be processed.
Reports can still be submitted to the email addresses below:
Plans for massage therapy and acupuncture can be submitted directly to the ICBC claims contact.