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Billing to WorkSafe BC - Physiotherapy

If you’re practicing in BC, you should be eligible to submit your WorkSafe BC claims online via Teleplan.

To make things one step easier, we’ve integrated with the Medical Services Plan (MSP) Teleplan system so you can use Jane to handle all of your WSBC submissions.

If you haven’t already done so, you will need to Sign Up with Teleplan and then Add Your Data Centre to Jane.

Additionally, you must apply for and sign a contract with WorkSafe BC in order to become an approved provider. You can find more information about that here.

In the meantime you can still set up the WSBC insurer and claims in Jane.

Set Up the Insurer

Under Settings > Insurers, click on the New Insurer button in the top right and select the “WSBC - Teleplan” insurer type from the list or Create a New One to track this manually instead.

At the bottom of the insurer details, you’ll want to make sure to leave the user fee field blank and uncheck the box for “patient pays remaining” as the entire cost of treatment is billed to WSBC as per their fee codes and guidelines.

Prepare the Profile

Teleplan requires certain pieces of profile information to accept claims.

Under the Edit view of the profile, ensure the following fields are complete:

  • First Name (LEGAL name only)
  • Last Name (LEGAL name only)
  • Birthday
  • Personal Health Number (PHN)
  • Legal Gender
  • Address (the province is the most important part, make sure that BC is entered just like that, no dots or spaces)

Create a Claim

You can review our guide for the basics of Creating a Claim. WSBC claims don’t vary too much from other claims you’d track through Jane.

The required fields are:

  • Claim number
  • Date of Injury
  • Area of Injury
  • Anatomical Position
  • Nature of Injury
  • End Date

These fields must match what has been approved on the claim. To check the status of the claim and what has been approved, you can visit WorkSafe’s Claim Status page here.

For more information on the rules and guidelines for billing Physiotherapy Services to WSBC, please refer to their Reference Manual and Services Agreement.

New Fee for Service Model

📍 As of June 1, 2022 the new WSBC Physiotherapy Services Contract is moving from block-billing funding to a fee for service model which consists of 3 different periods:

  1. Initial assessment -> includes one visit and an initial report
  2. Treatment period -> includes up to 15 visits or 6 weeks, which ever comes first
  3. Extension -> includes a customizable approved time period and maximum number of visits

For those transitioning workers currently in treatment from the old contract (block-billing) to the new contract (fee for service) WSBC has provided the following guidance:

As of June 1, 2022, continue with the block the worker is in, then transition to the new model after the block has been completed.

  • If in an assessment block:
    • Continue until completion of the block, then if indicated, transition to the treatment period under the new contract (invoice using treatment visits)
  • If in a treatment block:
    • Continue until completion of the block, then if indicated, request an extension, and if approved, proceed with the extension under the new contract (invoice using treatment visits)
  • If in an extension block:
    • Continue until completion of the block, then if indicated, request an extension, and if approved proceed with the next extension under the new contract (invoice using treatment visits)

Billing the Claim to WSBC

Next, the claim needs to be attached to each appointment and you will need to ensure that the appropriate billing code is listed in the Insurance area of the Appointment Panel.


Physiotherapy Initial Assessment

Billing code: 19100

Fee includes all Services required to complete and submit the Physiotherapy Treatment Initial Report.


Post-Surgical Physiotherapy Initial Assessment

Billing code: 19101

Fee includes all Services required to complete and submit the PostSurgical Initial Report.


Treatment Visit

Billing code: 19102

Invoiced when an Injured Worker receives in clinic treatment for a visit in the Physiotherapy Treatment Period or an Extension.

Not eligible to be invoiced with Physiotherapy Initial Assessment or Post-Surgical Physiotherapy Initial Assessment.


Extension Request Report

Billing code: 19103

Fee includes all Services required to complete and submit the Extension Request Report.


Discharge Report

Billing code: 19105

Fee includes all Services required to complete and submit the Discharge Report and is eligible to be invoiced when the Discharge Report is received by WorkSafeBC.


We’ve listed the most common fee codes you’ll bill here but for a comprehensive list of the WSBC fee codes please visit the WorkSafe BC website here and download their fee schedule PDF.

Once you’ve entered a fee code, after Arriving the visit, find your claim under Billing > Claim Submissions > Unsubmitted (Teleplan). Claims will sit here until they are reviewed and submitted.

For the next step of submission, you can follow our guide on Sending Teleplan Claims.

Managing the Claim

A couple of points to help make managing your WSBC claims easier.

End dates are very important with WSBC claims. You can keep track of the end date and/or number of visits remaining on the main page of the claim.

The treatment period begins at the next visit after the Physiotherapy Initial Assessment or the Post-Surgical Physiotherapy Initial Assessment and you may provide up to 15 visits or six calendar weeks of treatments, whichever is reached earlier. Approximately 2 weeks before the end date you’ll need to determine whether the patient will be discharged or if they require an extension.

If an extension is to be requested, you’ll want to prepare the extension request report and make sure to submit it at least 7 days before the Physiotherapy Treatment Period or the current Extension ends, but no earlier than the third calendar week in the Physiotherapy Treatment Period or the current Extension period. Ideally, this would be on a day that the patient is in the office for treatment. The date of service on the extension report must match the date that the fee code for the extension report was billed.

If the patient is going to be discharged and no extension is being requested, you’ll wait until the last approved treatment visit and bill the discharge report and final treatment visit together. The date of service on the discharge report must match the last date the patient was in for treatment and you must submit the Discharge Report within 14 days of the patient’s last visit.

In the Patient’s insurance claim area (Patient Profile > Billing > Insurance Policies), you can also…

See an overview of the claim to date, like amounts billed and paid, and visit counts:

Add notes or Tasks to create reminders regarding a specific claim.

And view all of a claims appointments in one place:

Reports

Reports are also a very important part of WorkSafe claims. If you are submitting your invoices through Teleplan, you’ll need to fax your reports to WorkSafe. Make sure that you are faxing your reports no later than 7 calendar days after the visit that corresponds with the report. WorkSafe may apply a penalty to the amounts billed for any late report submissions.

You can find the full list of downloadable PDF versions of WSBC reports here. A little time saving trick - If you’re accessing Jane on a desktop or laptop computer, download a PDF copy of each report and save them to a file on the desktop of your computer for quick and easy access in the future.

📄 If you are working with fillable PDF forms that you have downloaded from the WorkSafe website and would like Jane to help give you a bit of a head start filling out some of the fields, check out our guide on Fillable Forms for more information!

Please let us know if you have any questions or concerns about any claims you’re trying to submit. We’re here to help!

You can always email us at support@janeapp.com with more questions.


If you’re not already part of the Jane community, welcome! We’re so glad you found us. Are you a Physiotherapist looking for clinic management software? We think Jane might be the one for you. Take a virtual tour, book a demo with one of our lovely support staff, or sign up here!