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WorkSafeBC

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Dentist billing and reporting

Reporting
First examination
Treatment following first examination
Billing
To obtain pre-approval
Rejected billings
HST
For more information

Reporting

When WorkSafeBC accepts a worker's claim, WorkSafeBC becomes solely responsible for the cost of all dental work relating to the claim injury. The following processes ensure that WorkSafeBC receives appropriate information from the treating dentist and that prompt payment is made for dental services provided to injured workers.

First examination

Immediately after the first examination, a Dentist's Report (Form 382) (PDF 83kb) must be submitted to WorkSafeBC by fax at 604 233-9777 or toll-free 1 888 922-8807. If you do not have a fax machine, please submit by mail to:

WorkSafeBC
PO Box 94460, Station Main
Richmond, BC  V6X 8V6
Attention: Dental consultant

When filling out Form 382, please include the following:

  • WorkSafeBC claim number - if you do not have this information, contact the WorkSafeBC Claims Call Centre
  • worker's name, address, phone number, date of birth, and social insurance number
  • worker's Personal Health Number
  • your WorkSafeBC vendor number
  • your contact information (name, address, phone number, etc.)

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Treatment following first examination

If further treatment is required, the treating dentist must obtain pre-approval from WorkSafeBC. Unless there are extenuating circumstances, WorkSafeBC will only cover the costs of pre-approved treatment.

A WorkSafeBC dental consultant will review your request and, if necessary, call you for clarification. You will be advised in writing if your estimate and treatment plan are accepted.

Billing

Payment is based on the current fee schedule of the Association of Dental Surgeons of B.C. Extra billing is not allowed.

If you have pre-approval, follow these steps to ensure you receive timely payment for dental services provided:

  1. The standard Dental Claim form (CDA) also acts as your invoice. Include the following information on the form:
    • the name or address of your office
    • a list of all procedures performed, using procedure and tooth codes as appropriate
    • list the cost of those procedures (as per fee schedule)
    • list lab fees separately from dental fees
    • in the Dentist's Use Only box, write "Pay Dentist" and include the injured worker's WorkSafeBC claim number, and your WorkSafeBC vendor number or
    • if the worker has already made the payment, write "Pay Patient" in the Dentist's Use Only box

  2. Mail the standard Dental Claim form (invoice) and:
    • a copy of the WorkSafeBC's pre-authorization letter
    • a copy of all lab reports, if applicable
      to WorkSafeBC at PO Box 94460, Station Main, Richmond, BC V6X 8V6

Until all of the required documentation is received, WorkSafeBC cannot process your invoice for payment.

To check the status of an invoice payment from WorkSafeBC online, go to Check invoice payment status.

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To obtain pre-approval

Fill out both the Dentist's Report (Form 382) (PDF 78kb) and the standard Dental Claim form and fax to WorkSafeBC at 604 233-9777 or toll-free 1 888 922-8807. If you do not have a fax machine, please submit by mail to:

WorkSafeBC
PO Box 94460, Station Main
Richmond, BC  V6Y 2V6
Attention: Dental consultant

If WorkSafeBC accepts the claim and authorizes the treatment, you will be paid for the treatment. If WorkSafeBC denies the claim, the patient will become financially responsible for the treatment. WorkSafeBC Health Care Payment Services staff at 604 276-3085 or toll-free at 1 888 422-2228 will answer any questions or concerns.

Rejected billings

If there is a problem with one of your invoices, you will be contacted by phone to discuss. If you require clarification or further information, contact the WorkSafeBC Health Care Services Payment staff at 604 276-3085 or toll-free at 1 888 422-2228.

HST

Effective July 1st, WorkSafeBC will pay HST for all taxable goods and services.

As a service provider to WorkSafeBC, it is your responsibility to determine if your services/goods are subject to the HST. 

If you will be invoicing WorkSafeBC for HST:

  • If applicable, indicate your GST/HST registration number in the invoice
  • HST should be indicated on your invoice for each item. The indication can either specify the HST amount, or be a clearly identified “indicator” (a checkmark, for example) to show that HST should be applied to this item.
  • If you do not indicate the HST per invoice item, your invoice will be processed as an exception.  This will result in delays in processing your invoice, and generating your payment. 
  • Once your invoice is processed you will receive two separate payments from WorkSafeBC: one payment for the invoice items and a separate payment for the HST amount.

WorkSafeBC has revised its invoice forms to reflect the introduction of HST.  The revised invoice forms will be available on www.WorkSafeBC.com by July 1, 2010.

For more information about the HST, please see the Tax Information Notice issued by the Ministry of Finance. You may also wish to contact your accountant or the Canada Revenue Agency.

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For more information

Contact WorkSafeBC dental consultant at 604 231-8375 or toll-free at 1 888 967-5377, local 8375.