cpf medisave/medishield internet reimbursement manual€¦ · internet reimbursement manual . p a g...

CPF MEDISAVE/MEDISHIELD

INTERNET REIMBURSEMENT

MANUAL

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A STEP-BY-STEP GUIDE TO


CONTENT

1) INTRODUCTION 3

2) WHY INTERNET REIMBURSEMENT 3

3) GETTING STARTED 4 - 6

4) PREPARING FOR SUBMISSION 6 - 8

5) HOW TO SUBMIT ONLINE 8 - 10

6) INTERNET REIMBURSEMENT WORKFLOW 11 - 12

7) ONLINE REPORTS AND RECONCILIATION 13

8) INTERNET REIMBURSEMENT VALIDATION 14 - 17

PROCESS / COMMON REJECTION REASONS

9) COMMON ISSUES RAISED 18 - 20

10) CONVERTING YOUR TEXT FILE TO 21 - 23

EXCEL FORMAT

11) FREQUENTLY ASKED QUESTIONS 24 - 25

12) CONTACT US 25

13) ANNEX 26

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1. INTRODUCTION

Private insurers and employers are under the obligation, either contractual or otherwise, to

reimburse their insured or employees for medical expenses incurred. If the insured or

employee had utilised Medisave or MediShield Life to pay for their medical expenses, the

reimbursement should be made in the following order1:

i) Member’s cash outlay

ii) Medisave Account of payer(s)2

iii) MediShield Life Claim Limits or Medisave-approved Integrated Shield Plan3

Medisave/MediShield Internet Reimbursement is a service rendered by CPF Board, allowing

users to pay for your employees’ or insured’s medical reimbursements in a quick and easy

manner via online submission. Instead of sending manual cheques, simply submit a file

online and your desired medical reimbursement amount will be credited to employees’ or

insured’s Medisave Account and/or MediShield.

2. WHY INTERNET REIMBURSEMENT?

This electronic facility is available 24/7 and it takes away the hassle of manual paper work

such and photocopying and mailing of supporting documents to CPF Board. As opposed to

the 14 working days required to process and credit manual cheques, reimbursements via the

internet will be credited to your employees’ or insured’s Medisave Account and/or

MediShield by the 5th working day. The monies will be deducted from your registered bank

account via InterBank Giro (IBG). This will therefore enhance your service turnaround time

and the status of the reimbursement can be easily accessed online.

______________________________ 1 The reimbursement protocol is in accordance with Regulation 23 of the Central Provident Fund (Medisave Account Withdrawals) Regulations 2015, Regulation 15 of the MediShield Life Scheme Act (MediShield Life Scheme) Regulations 2015 and Regulation 10 of the

MediShield Life Scheme (Private Medical Insurance Scheme) Regulations 2015. 2 There may be more than one Medisave account used for each hospital bill. Reimbursement to Medisave is to be paid to CPF Board. 3 Reimbursement to MediShield is to be paid to CPF Board. MediShield reimbursement preserves the MediShield lifetime claim limits of

the insured. If your employee or insured is covered under the Medisave-approved Integrated Shield Plan, reimbursement to this insurance

plan is to be paid to the Shield insurer.

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3. GETTING STARTED

Reimbursement via the internet is submitted via our website www.cpf.gov.sg. To get started,

we will require the forms mentioned below to be completed and sent back to us. These forms

are available under ANNEX of this manual.

A. Registration form

B. Direct Credit Authorisation Form

C. Direct Debit Authorisation Form

Registration Form

i. Contact Person

a. A notification email will be sent to Contact Person on status of submission.

b. A Group Email can be indicated under Contact Person’s Email Address if you

wish to include more people to be notified on the status of submission.

ii. CPF Submission Number (CSN)

a. The CSN is the 15-digit alpha-numeric reference no. used by your company to

submit employer contributions. It comprises your company’s Unique Entity

Number (UEN) and CPF Payment Code, and looks something like this

“190000001G-PTE-01”.

b. The CSN is required during login via the Employer login portion on our

website, so as to identify the company making the reimbursement submission.

c. If you do not know your company CSN, please approach your HR (payroll)

department.

iii. System Administrator’s roles

Accesses for Administrators

Submission of Medisave/MediShield Life reimbursement details

Enquiry on Submission status

Log Enquiry (For Past Submissions)

http://www.cpf.gov.sg/

http://mycpf.cpf.gov.sg/NR/rdonlyres/DD21F5FE-B4B1-4F1C-BB12-8DE233E122C0/0/RegistrationForm.pdf

http://mycpf.cpf.gov.sg/NR/rdonlyres/E1270BD6-9309-4E2E-AF26-229DED96DBE0/0/DCAform.pdf

http://mycpf.cpf.gov.sg/NR/rdonlyres/5FDF74BC-53C2-40CE-90CA-760DAE9463AE/0/DDAform.pdf

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Direct Credit Authorisation Form (DCA Form)

i. In the event that the claim has been fully reimbursed and there is excess

reimbursement to be returned to you, the monies will be credited to your bank account

indicated in the DCA form.

ii. Ensure that the form is endorsed by your bank before sending to CPF Board,

otherwise, it will be returned to your company for completion.

iii. We will process your duly completed DCA form within 3 working days.

iv. Only original DCA forms will be accepted.

Direct Debit Authorisation Form (DDA Form)

i. Monies will be deducted from the bank account indicated on the DDA form for

reimbursement to the Medisave and MediShield Life accounts of your employees or

insureds.

ii. Upon receipt of your duly completed DDA form, we will send to our banks for

processing which may take up to 4 weeks.

iii. We will send you an approval letter once the GIRO arrangement has been approved

by the bank. You may also check your GIRO Application status via our website under

Employer, E-Services option. The Scheme Type is indicated as ‘Medisave

Reimbursement’.

iv. If your application is more than one year ago, the information on the GIRO

arrangement will no longer be available.

Other Setup Information

i. The platform for Medisave/MediShield Life reimbursement is different from the CPF

e-submission for employer contributions..

ii. CSN registered for Medisave/MediShield Life reimbursement will not affect the CPF

contribution of employees tagged under the same CSN. There is no need to submit

reimbursement in accordance to the CSN they are tagged under.

iii. Separate bank accounts can be registered for Medisave/MediShield Life

reimbursement and CPF e-submission.

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iv. Should you wish to change your Bank account subsequently, please complete the

DDA or DCA and send it to us. There is no need to re-register for

Medisave/MediShield reimbursement unless there is a change in CSN.

v. The Registration, DCA and DDA forms can be mailed in to CPF Board at:

CPF Building

238B Thomson Road #08-00

Tower B Novena Square

Singapore 307685

Attn: Medisave & Healthcare Claims Department

4) PREPARING FOR SUBMISSION

Employers or insurers have the option to submit their medical reimbursements via text file or

Excel CSV file format. Both the text file and Excel CSV file are submitted to CPF Board via

an upload function available on the Medisave/MediShield Reimbursement Submission Page

after your login on the CPF website.

Shield insurers will have a slightly different version of text file and Excel CSV file. If you are

an Integrated Shield insurer, please contact us at [email protected] for your version of the

submission file.

Text File Format

i. Text file submission is suitable for companies with higher volumes of reimbursements

and if your reimbursement data can be extracted directly from your system into a text

file format, according to the required specifications.

ii. The text file is similar to Excel CSV file in that each row in the text file is for

reimbursement to one episode of hospitalisation.

iii. The detailed layout for submission of text file can be found under ANNEX A.

Excel CSV Format

i. The excel CSV file format will be suitable for employers or insurers who have lower

volume of reimbursement and prefer to input the details of each reimbursement

manually.

ii. The Excel CSV file is similar to text file in that each row represents reimbursement to

one episode of hospitalisation

iii. A copy of the Excel CSV file can be found under ANNEX B.

mailto:[email protected]

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iv. What to look out for when completing the Excel CSV file:

Column Description Mandatory

(Y/N)

Remarks

A Patient Identification

No.

Y Patient ID is stated on the hospital bill.

If patient ID looks like X135886454 (newborns or foreigners),

please contact the respective Medical Institution to confirm the

Patient ID submitted to CPF Board.

B Patient Identification

Source

N This is not a mandatory field; you may leave it blank if you are

unsure whether the patient is a Singaporean or Foreigner.

C Patient Name N Total no. of characters available = 66

This is not a mandatory field; you may leave it blank as the name

will be generated from the patient ID in our system.

D Admission-Date Y This is a mandatory field if Hospital Reference Number (HRN) is

not given. This information can be found on the hospital bill.

It must be in the DD/MM/YYYY format.

Please contact respective Medical Institution if admission date is

not on bill.

E Discharge-Date Y This is a mandatory field if Hospital Reference Number (HRN) is

not given. This information can be found on the hospital bill.

It must be in the DD/MM/YYYY format.

Please contact respective Medical Institution if discharge date is

not on bill.

F Total Refund Amt ($) Y Total Refund Amt = Medisave Refund Amount (G) +

MediShield Life Refund Amount (H)

File will be rejected with “TOTAL AMOUNT NOT EQUAL TO

MED & MSH AMTS” if the total refund amount does not tally.

G MED Refund Amt ($) Y MED refund amount is the sum of Payer Refund amt (1) +

Payer Refund Amt (2) + Payer Refund Amt (3) + Payer Amt

(4)

File will be rejected with “MED AMOUNT NOT TALLY” if the

MED refund amount is incorrect.

H MSH Refund Amt ($) Y This is a mandatory field if you are submitting a case with

MediShield Life reimbursement.

(Leave it blank if you are not submitting for MediShield Life)

I,K,M,O Payer (1) – (4)

CPF Account Number

Y This field is mandatory if you are submitting Medisave

Reimbursement of at least 1 Medisave payer (up to 4 Medisave

payers).

If the reimbursement is for 1 Medisave payer only, leave columns

for payer 2 – 4 blank.

If the reimbursement is for more than 4 Medisave payers, the

details of the other Medisave payers are to be keyed into the next

row with the same patient IC, admission and discharge date.

J,L,N,P Payer (1) – (4)

Payer Refund Amt ($)

Y Column J is mandatory if a Medisave Payer is indicated in

Column I. Likewise Column L, N, P are mandatory if the

corresponding Medisave payer CPF Account Numbers are

indicated. If the reimbursement is for 1 Medisave payer only, leave columns

for payer 2 – 4 blank.

If the reimbursement is for more than 4 Medisave payers, the

other Medisave payers’ details are to be keyed into the next row

with the same patient ID, admission and discharge date.

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Column Description Mandatory

(Y/N)

Remarks

Q Policy No. N This field is for your own reference and is not mandatory.

We strongly encourage you to key in a policy no. for easy

reconciliation of cases. The policy no. will be reflected in return

reports which will help you to locate each case easily.

R Claim No. N This field is for your own reference and is not mandatory.

We strongly encourage you to key in a claim no. for easy

reconciliation of cases. The claim no. will be reflected in return

reports which will help you to locate each case easily.

S Filler N Please leave this column blank.

T Filler N Please leave this column blank.

U Hospital Code Y This is a mandatory field if Hospital Reference Number (HRN) is

not given. An updated list of hospital codes can be downloaded

from the Medisave/MediShield Reimbursement welcome package.

If the hospital code required is not listed, please send us an

enquiry at [email protected].

V Hospital Reference

Number (HRN)

N This is an optional field. We strongly encourage you to key in the

HRN as it is the unique information for a claim. This information

can be found on the hospital bill. The HRN is the 13-digit alpha-

numeric reference no and looks something like this

“H20171234567A”.

5) HOW TO SUBMIT ONLINE

Step 1: Click on “LOGIN HERE” under Employers


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Step 2: Click on “Other Employer Services”

Step 3: Choose your preferred login mechanism, either through CorpPass or SingPass.

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Step 4: Key in your company’s registered CPF Submission No. (CSN). Please ensure that you

have registered for Medisave/MediShield Internet Reimbursement at this stage (Refer

to Section 3 if you have not done so).

Step 5: Click on “Medisave/MediShield Reimbursement” to submit reimbursements to your

employees/insureds

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Step 6: Click on “Submission of Medisave/MediShield Reimbursement details” to upload your

Excel CSV file or Text file.

To browse and upload

submission file

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6) INTERNET REIMBURSEMENT WORKFLOW

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Reports available online on Day 2

1. Reports of accepted/rejected reimbursement cases before IBG processing.

(a) MEDD040, Rpt02A, “Rejected Reimbursement (Including Full & Partial Accepted) For

The Day DD/MM/CCYY”

(b) MEDD040, Rpt02B, “Summary of Rejected Reimbursements For The Day

DD/MM/CCYY Before IBG Processing.”

Reports available online on Day 5 (For successful IBG deduction upon 1st IBG

attempt/2nd IBG attempt.)

1. Total successful IBG amount deducted from your bank account.

2. Reports of accepted/rejected reimbursement cases after IBG processing.

(a) MEDD042,Rpt01A, “List Of Credited Reimbursements For The Day DD/MM/CCYY

After IBG Processing.”

(b) MEDD042,Rpt02A, “List Of Rejected Reimbursements (Including Partial Rejected) For

The Day DD/MM/CCYY After IBG Processing.”

With reference to the workflow on Page 12:

*At any point of time after the file has been submitted to CPF Board for processing, the status of the file can be

checked by logging to the Medisave/MediShield Internet Reimbursement Module and clicking on “Enquiry on

Submission”.

** File submitted on the day before the cut-off time of 5:30 pm can be retrieved for amendment or for

resubmission. The cut-off time applies to retrieved files.

***The cut-off time for file submission is 5:30 pm. Any file submitted after 5:30 pm will be treated as the

following day’s submission.

Please NOTE:

Interbank Giro Amount = MEDD042, Rpt01A (Refunded Amount) + MEDD042, Rpt02A (Rejected Amount)

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7) ONLINE REPORTS AND RECONCILIATION

There will be 3 reports available for download after the file is successfully processed.

- Unsuccessful (Before Deduction) – Day 2

- Unsuccessful (After Deduction) – Day 5

- Successful Report – Day 5

No reports will be generated if the entire submission file is rejected. (Refer to Section 8 for

possible reasons for entire file to be rejected)

Good-to-have Information on Reports

i. Reports can be retrieved when you login to the Medisave/MediShield Internet

Reimbursement Module. Click on “Enquire on Submission Status” and select relevant

month to retrieve report

ii. Reports will be available for 3 months. (You may wish to save a copy of the report as

we will not be able to provide the reports to you after 3 months.)

iii. Reports are in text file format, and can be converted to excel format manually

iv. Layout of the 3 reports can be found under ANNEX.

Return Reports

Unsuccessful

(Before

Deduction)

Cases reflected in this report can be Full/Partial rejections.The letter “F” & “P” indicated

at the end of the each case tells you whether it is a “Full” or “Partial” rejection

No bank deduction is done for full rejection. For partial rejections, only the partially

accepted amount will be deducted for reimbursement

Hospital Reference Number (HRN) will be provided if the system is able to match the

case in our system. Otherwise, it is blank.

MED and MSH rejected amount is indicated between column “237 – 244” and “245 –

252” respectively

Rejection Reason is indicated between column “269 – 318”

Unsuccessful

(After

Deduction)

Cases reflected in this report can be Full/Partial rejections.

Rejected amount is indicated between column “198 – 204”.

Amount of money deducted from bank account for MED and MSH reimbursement is

indicated between column “156 – 169”.

Partial MED and MSH reimbursement amount indicated between column “184 – 190”

and “191 – 197” respectively.

Total MED and MSH rejected amount (sum of all cases) is reflected in the trailer record

between column “30 – 41” and “42 – 53”

If it’s an outpatient claim, “OU” will be reflected under the detailed record between

columns 255 – 256.

*NOTE: In the event where 2 inpatient/day surgery claims with the same DOA & DOD,

the system will only reimburse the claim with the latest deduction date. There will be an

excess refund (partial rejection). We will manually reimburse the excess refund to the other

claim and inform you thereafter.

Successful

Report

Value date of bank deduction indicated in the detail record from column “98 -105”.

Amount deducted from bank account for MED and MSH reimbursement is indicated in

columns “170 – 183”

MED and MSH Reimbursement amounts are indicated in column “184 – 190” & “191 –

197” respectively

Total MED & MSH reimbursed (all cases) is reflected in the trailer record in column

“30 – 41” and “42 – 53”

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8) INTERNET REIMBURSEMENT VALIDATION PROCESS /

COMMON REJECTION REASONS

Every file submitted for Giro Deduction goes through a 3 steps validation process.

Submissions that fail the basic 3 steps validation will be indicated in the “Unsuccessful

(Before Deduction) Reports”.

Step 1: Validation when you submit a file on the website

Possible Errors

During File

Submission

Error Message

(Resulting in rejection of entire

submission file)

Actions To Be Taken

Account not

“GIRO-Enabled”

Sorry, your account is not

GIRO-Enabled

Internal Error ‘HTTP : 500’ Please clear the cache and uncheck the

‘Show friendly HTTP error messages”

under Internet Options, and resubmit

Sorry our system is not ready

to receive files. Please try

again later.

Please email us at [email protected]

to notify us of the error.

Sorry we are temporarily

unable to process your

request. Please try again later.

File Related

Errors

The file size exceeds the limit.

Please reduce file size

The maximum file size is 5MB. Each file

submission can contain up to 15,000

submissions.

Could not retrieve local file /

The file cannot be located

Please save the file in your local directory

in your computer before uploading

online. The system does not support file

upload directly from a network path.

Invalid file format Please follow the file format

specifications indicated in Section 4

File Format

Errors

File rejected due to invalid

record length

Each line in the file should be of 350

characters. All unused characters fields

has to be padded with spaces " "


header record(s)

Please check against the header format

for invalid submission date format of

submission time format or the filler

position is not proper


trailer record(s)

Please check against the trailer format as

the total number of detail records

including header and trailer should tally

with number of records in trailer record.

File rejected due to incorrect

record format

Please check the detail record for invalid

date formats and numeric format to

represent the amounts and spaces for the

fillers

Validation errors Please indicate “IP” if

reimbursement is for

MediShield under the

Integrated Plan

Applicable for IP insurers only


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Step 2: After the file is successfully submitted, a basic validation is performed on

the reimbursement requests in the submitted file

Description Validation Error Message(if validation not met)

Admission-Date /

Discharge-Date

It is numeric

Dates indicated must be a valid date

HRN IS NOT PROVIDED,

MISSING DOA OR DOD

ADMISSION/ DISCHARGE

DATE NOT VALID

Total Refund

Amt/ MED

Refund Amt/

MSH Refund Amt

It is numeric

At least one of them is > 0

Sum of MED&MSH Refund Amt =

Total Refund Amt

If MED Refund Amt = 0, Payer CPF

A/C (1-4) should be blank

MED/MSH REIMB AMT NOT

NUMERIC

MED/MSH REIMB AMT

INVALID

MED/MSH REIMB AMT NOT

TALLY

MED AMT NOT TALLY

TOTAL MED REIMB AMT = $0.

RESUBMIT W/O PYR DETAILS

Payer Refund

Amt (1-4)

Sum of Payer Refund Amt should

equal MED Refund Amt

TOT MED REIMB NOT = MED

REIMB FROM PAYERS

Payer CPF

Account (1-4)

Payer A/C no. must be valid

If payer A/C no. is provided, refund

amt to payer must be provided.

CLAIM IS FOUND. INCORRECT

PYR MED REIMB AMT FOR PAYER

SHOULD NOT BE $0 Patient

Identification no.

Patient identification no. should not

be SPACES. MISSING PATIENT ID NO.

Hospital Code Hospital code should not be

SPACES. HRN IS NOT PROVIDED,

MISSING HOSPITAL CODE Actions to be taken: Please check through submission file again to ensure that all fields necessary for

validation are met.

Step 3: Validation of individual patient reimbursements against the claims of the

patient (only some of the more common errors/validations are mentioned)

Description Validation Error Message(if validation not met)

When HRN is

NOT Submitted

Matching of Claim to Reimburse

System uses Date of Admission

(DOA); Date of Discharge (DOD);

Hospital code & Patient Identification

no. to locate the claim to be

reimbursed

NO MATCHING CLAIM, PLS

CHECK SUBMISSION DETAILS (if there is no claim with the matching

patient ID, payer ID, DOA, DOD and

hospital code and the input DOA is < 3yrs

ago)

NO MATCHING CLAIM, PLS

CHECK IF CLAIM IS

HOUSEKEPT (if there is no claim with the matching

patient ID, payer ID, DOA, DOD and

hospital code and the input DOA is >=

3yrs ago)

MULTIPLE MATCHING

CLAIMS, REIMB NOT

EFFECTED (if there are multiple claims with the

matching patient ID, payer ID, DOA,

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DOD and hospital code

When HRN is

Submitted

NO MATCHING CLM BASED

ON HRN (if there is no claim based on the HRN

and the input DOA is < 3yrs ago)

NO MATCHING CLM BASED

ON HRN. PLS CHK IF

HOUSEKEPT (if there is no claim based on the HRN

and the input DOA is >= 3yrs ago)

CLAIM IS FOUND. INCORRECT

PTNT PYR1 PYR2 PYR3 PYR4 (The patient ID should match with the

patient ID in the claim. Each payer ID

should match with one of the payer IDs in

the claim.)

Actions to be taken: Please check through submission file again to ensure that all fields necessary for

validation are met. Email us at [email protected] for claim details.

Other Unsuccessful “Before Deduction” Rejection Reasons

Rejection Reasons Description Actions To Be Taken

CLAIM IS PENDING

PROCESSING/ CANCELLED/

REJECTED, REIMB NOT

EFFECTED

No claim found Check with medical institution for final

hospital bill

MSH DEDUCTION IS NOT

FOUND/ MSH CLAIM IS NOT

UNDER AN ACTIVE POLICY

No MSH

records found

Check with medical institution for final

hospital bill and confirmation on whether

member utilised MediShield Life, and

resubmit the case accordingly.

MED DEDUCTION IS NOT

FOUND

No MED claim

found


hospital bill and confirmation on whether

member utilised Medisave, and resubmit the

case accordingly.

Common Unsuccessful “After Deduction” Rejection Reasons

Rejection Reasons Description Actions To Be Taken

REIMBURSED MSH AMOUNT

> MSH CLM AMOUNT/

REIMB > AMT DED FOR PYR,

REIMB PARTIALLY

ACCEPTED

Reimbursement

is in excess

CPFB will refund any excess reimbursement

deducted, back to your bank account.

Pls ensure that you have a valid bank account

registered with us.

REIMB TO CANCELLED/

REJECTED CLAIMS IS NOT

ALLOWED

Hospital has

cancelled claim

There is no claim to reimburse. CPFB will

refund any excess reimbursement deducted,

back to your bank account.

Pls ensure that bank account is valid.

CLAIM IS PENDING

PROCESSING, REIMB NOT

EFFECTED

Claim is being

processed.


hospital bill.

Resubmission is required after hospital

finalises the bill. In the meantime, CPFB will



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MED/MSH ALREADY FULLY

REIMBURSED/

PREVIOUS REIMB FOUND,

REIMB PARTIALLY

ACCEPTED

Claim fully

refunded

The claim has been fully reimbursed by

another 3rd party payer. CPFB will refund any

excess reimbursement deducted, back to your

bank account.

Pls ensure that bank account is valid.

IP TAG IS NEEDED FOR

REIMB TO IP CLM

If MED is fully

reimbursed and

member is

covered under

Integrated

Shield Plan /

Reimbursement

is for an

Integrated

Shield plan

claim

If MED is fully reimbursed, any excess

reimbursement will be refunded to your bank

account. If claim was paid by the Integrated

Shield plan, reimbursement should be paid

directly to the Shield insurer.

If you are the Shield insurer reimbursing to

MSH under the Shield plan, pls activate the IP

indicator to effect reimbursement to MSH

under the Shield plan.

MED NOT REFUNDED

FULLY. MSH CANT BE

REIMBURSD YET

Medisave

portion not fully

reimbursed yet.

MED must be reimbursed in full first, before

MSH can be reimbursed. If you are not aware

of other MED payers to this bill, check with

the medical institution for the final hospital

bill.

Resubmission is required after confirming all

MED payers. In the meantime, CPFB will



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9) COMMON ISSUES RAISED

Patient ID on bill differs from CPFB’s records (Common for newborns)

Scenario Actions To Be Taken

When hospital print tax invoice, patient may not have gotten

official NRIC. A temporary Patient ID is printed on the tax

invoice.

But by the time hospital submits claim on their system,

patient’s parents may have provided hospital with

newborn’s registered NRIC. Thus, hospital submits claim

with registered NRIC

When insurers submit reimbursements according to the

temporary ID printed on the bill, an error will be triggered

because patient ID does not tally with the Board’s records.

Solution: Please contact

relevant medical

institution for

confirmation of patient

ID.

NRIC is considered

P&C information and

the board is unable to

reveal such sensitive

information.

Patient ID = non-Singaporean ID (Common for foreigners/newborns)

Scenario Actions To Be Taken

Both hospital and insurer input the same

temporary Patient ID (X1234562Z)

correctly, but under the patient ID source,

“C” tag was indicated.

“C” tag is meant for Singaporeans only

Temporary Patient ID is not considered a

valid “Singaporean NRIC”

Therefore when temporary Patient ID is

submitted with a “C” tag, an error will be

triggered

Rejection Reasons: “INVALID PATIENT

ACCOUNT NUMBER”

Patient ID source is not a mandatory field.

Please leave Patient ID Source field blank if

you are unsure if patient is Singaporean.

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10) CONVERTING YOUR TEXT FILE TO EXCEL FORMAT

Setting up which file type to import (for Excel 2007 and above)

On the ribbon, click the data tab and then click the "From Text" button on the "Get External

data" group.

Select your desired file from the next dialog and import text file.

Defining import settings

After selecting what to import, the next step will be to define what settings are required for

the import. This section applies to all Excel versions.

Clicking the import button will launch the Text Import Wizard:

Step 1: Select “Fixed Width” as the file type and “Windos (ANSI)” as the file origin

Step 2: Define you field widths (column break) using a break line.

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Step 3: Define your column formats

If your column is a text field, select “Text” and if it’s a date field, select “Date”. You can

even click on the advanced button to set up details like the decimal and thousands separators.

Click “Finish” when you are done defining your import settings.

Break line

Column Break

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Import Data Dialog

Hold your horses, before you click ok and save your file, there are some important settings to

be made in the “External Data Range Properties” dialog.

Features of the “External Data Range Properties” Dialog

Save query defination: Keeping this option checked will allow settings to be saved so that

you do not have to redo the settings each time you convert a text file

to Excel format

Prompt for file name on refresh: Checking this box will set a command for Excel to prompt

you for a file name each time you hit the “Refresh” button.

Leave this file unchecked if you’re importing the same file

over and over.

Overwrite existing cells with new data, clear unused cells: It is recommended not to put any

information or data you would

like to keep below an area where

you are importing data. Use a

dedicated worksheet for this

purpose as existing cells will be

overwritten with new data when

this box is checked.

Fill down formulas in columns adjacent to data: This is a very useful option is you are

planning to do calculations on each row.

This option ensures that formulas will be

valid for each row of data.

Finally, you may hit “OK” if you’re happy with the settings.

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11) FREQUENTLY ASKED QUESTIONS

Excel Format / Text File

1. What happens if I accidentally sent in duplicate data, i.e. 2 records with the exact same

data? Reimbursements submitted will not be rejected as long as the claim can still be reimbursed.

This is because a claim can be reimbursed up to the Medisave and MediShield Life amount

that had been paid out previously. The amount of excess reimbursement not accepted will be

reflected in the “unsuccessful” reimbursement report. If there is excess reimbursement after a

GIRO deduction, the excess amount will be transmitted via GIRO back into the bank account

which you have authorised for direct crediting of excess refunds.

2. Can I cancel/retrieve/make adjustments to the file which I have uploaded? Files submitted on the day before the cut-off time of 5:30 pm can be still be deleted.

Employers/insurers can amend the file from their own hard drive and resubmit the file before

5:30pm. Any file submitted after 5:30pm will be considered the following day's submission.

3. Can I submit multiple Excel files in a day? Each CSN (CPF Submission Number) allows only 1 file to be submitted per day and is the

identifier for each file submission.

4. Can I upload the 2nd file on the same day after 5.30 pm? Yes. However, it will be considered as the following day's submission. You will not be able

to submit another file the following day unless you delete the previous day's file submission

which was submitted after 5.30pm.

5. What happens if the patient’s name is more than 66 characters? If the patient’s name is more than 66 characters, the name will be truncated. CPF Board will

still accept the file and process the submission as the name can still be cross referenced and

validated with the employer/insurer information given.

6. Is the policy no. and claim no. compulsory to be completed? No, it is optional and has been provided for companies which require this information to be

tracked for their own reference.

7. The submission file provides fields for 4 payers’ details. What if there are more than 4

payers details that are needed for submission of the reimbursement? You can submit another reimbursement in the same file with the same hospital code, date of

admission and date of discharge but with different payers.

Tip: The date of admission and date of discharge is found on the hospital bill which is

provided by your employee/insured.

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Online Reports

8. Can we have the online reimbursement reports to be in Excel Format? All files will be returned in text format. You can easily convert the return file from text

format to Excel format by following the instructions on the Microsoft website. We have also

provided the Microsoft link in our FAQs on the CPF website.

9. Is there a unique File Reference No. reflected on all return files? Yes. The File Reference No. will be generated onscreen on the 1st day of submission. You

can match the File Reference No. with the Reference No. in your online reports and reconcile

it with your File Submission status on the website.

10. What is the definition of partial / full rejection? Partial: This refers to the portion of a particular claim amount reimbursed that was not

accepted due to over-reimbursement.

Full: This refers to the entire claim amount reimbursed that was not accepted due to various

reasons. (e.g. HRN has already been fully reimbursed by a 3rd party, no claim has been

submitted by the hospital, etc)

11. What are the “Rejection Reason Details”? Is it in codes or description? The descriptions are provided in Section 7 of this manual

12. Will CPF indicate the value date by which the bank deduction for the return file will

happen? Yes. The value date is indicated in the “Successful” report.

13. How will the deduction from the bank be made if I submit a file each day over several

days? There is only one bank deduction for each file submitted. If there are 5 successful files

processed, there will be 5 bank deductions made.

14. Are the deductions strictly kept to reimbursements relating to claims, and not offset

against premium collection/recovery, etc? Yes.

15. Does CPF Board have a form for us to fill in for direct crediting? Yes, the form is available for download on our website. Please go to www. Cpf.gov.sg->

Employers-> Medisave/MediShield Reimbursement-> Welcome package -> Step 1

12) CONTACT US

For more information, you may contact us directly

Email: [email protected]

Tel: 6202 4140


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13) ANNEX

a) Registration Form

b) Direct Credit Authorisation Form

c) Direct Debit Authorisation Form

d) Layout for Text File Format

e) Excel CSV format / example

Submission File

Template.xlsx f) Layout of 3 online reports

cpf medisave/medishield internet reimbursement manual€¦ · internet reimbursement manual . p a g...

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