PHI 71/10

This circular issued by the Private Health Insurance Branch contains information on Reporting Requirements for Hospital Casemix Protocol

Page last updated: 14 February 2013

Printable version of 71/10 (PDF 25 KB)

2 November 2010

Reporting Requirements for Hospital Casemix Protocol (HCP, HCP1 & HCP2), GT-Dental and Private Hospital Data Bureau (PHDB)

This is to advise of the HCP, HCP1, HCP2, GT-Dental and PHDB reporting requirements for declared hospitals and registered private health insurers under the following legislation:
Private Health Insurance Act 2007 (the Act);
Private Health Insurance (Health Insurance Business) Rules 2010; and
Private Health Insurance (Data Provision) Rules 2010.

Please note that these are compulsory reporting requirements. PHI legislation allows for remedial action to be initiated where these requirements are not met.

Information to be provided by eclared Private Hospitals

Private hospitals are required to provide:
  1. HCP data to insurers, and
  2. PHDB data to the Commonwealth Department of Health and Ageing (DoHA).
Information is to be supplied as a monthly data submission within six weeks after the insured person to whom the information relates has been discharged from the hospital. For example, a data file for all separations that occurred during the month of July must be submitted to DoHA by mid September. Top of Page

Information to be provided by declared Public Hospitals

Public hospitals were declared on the basis that they continue to supply at least the level of data they currently supply to private health insurers (in claiming benefits).

DoHA expects public hospitals to continue to provide the information required by private health insurers to enable the payment of hospital benefits for insured patients. It is also expected that hospitals will work toward providing health insurers with data that complies with the HCP (hospital to insurer) specifications.

No timeframe has been set for public hospitals to provide health insurers with a complete HCP dataset as per the specifications. This recognises the needs of both parties and allows additional time for hospitals to build a complete data provision capability, whilst continuing to provide existing base levels of data. DoHA expects public hospitals and health insurers to continue working towards providing the full HCP dataset.

Information to be provided by insurers

Private health insurers are required to provide HCP1, HCP2 and GT-Dental data to DoHA.

HCP 1 information is to be supplied as a monthly data submission within twelve weeks after the insured person to whom the information relates has been discharged from the hospital.

HCP 2 information is to be supplied as a quarterly data submission within four weeks after the end of each claims processing quarter for each service event.

GT-Dental information is to be supplied as a monthly data submission within four weeks after the end of each claims processing month for each service event.

Format of Information

Data specifications are available on DoHA’s website on the

Acceptable methods of sending HCP/PHDB data to the Department

Secure Internet Transfer (recommended)

Facilities are encouraged to use the Secure Website developed by DoHA for transfer of PHDB data. Insurers may use the Website to send HCP data to DoHA. To obtain access to this website, please send the following details to Hospital Casemix Protocol
  • Name of facility
  • Name and title of data contact
  • Email address
  • Contact telephone and facsimile numbers
Electronic Media (CD or DVD)
Top of Page
When the size of the submission prevents the use of either the Secure Internet Transfer or email, submissions may be sent via mail, using either CD or DVD for the media.
Please address to;
HCP/PHDB Operations
MDP 501
GPO Box 9848
Canberra ACT 2601

Steps for follow up (HCP1, HCP2 & GT-Dental – Insurer Compliance)

The following steps outline the process for insurers who have not submitted their HCP1, HCP2 or GT-Dental data to DoHA, or who have submitted data which has errors over and above the tolerance level predetermined for that year (according to Check-It):
  1. For data which has errors over and above the tolerance level predetermined for that year, the summary report will include a request for submission/resubmission of the data in compliance with the performance framework within two weeks of the summary report date.
  2. For data which has not been submitted within the required timeframe set out in the specifications, DoHA will contact the fund by email and request submission.
  3. If the requested data is not received within two weeks of the initial email from DoHA, a reminder will be sent.
  4. If the data is still not received within another two weeks, a formal letter will be dispatched from the Assistant Secretary, Healthcare Services Information Branch, to the Chief Executive Officer (CEO) of the Health Fund notifying them of the issue and requesting a response to DoHA within two weeks from the date of the letter.
  5. Should there be an issue causing the data to be late, the CEO must formally apply, by letter, to the Assistant Secretary of the Private Health Insurance Branch for an extension.
  6. If a nil response, a second letter will be sent to the CEO with a warning of Ministerial notification within two weeks.
  7. If no response is received by DoHA, the Minister will be notified with a view to considering appropriate enforcement activities.Top of Page

Steps for follow up (HCP - Hospital Compliance)

The following steps outline the process for hospitals who have not submitted their HCP data to health funds six weeks after the end of a month: Insurers should send a written (electronic or letter) reminder to the hospital to provide the required HCP data, and if necessary state their obligations under the Act. If there is no action from the hospital within two weeks, the insurer should notify DoHA. Insurers should provide details of the hospital, the issue, and of their correspondence with the hospital. DoHA will follow up with the hospital to clarify the issue, and if necessary request immediate action. If there is still no action from the hospital within two weeks, DoHA will send a formal letter to the hospital’s CEO notifying them of the issue and requesting a response to DoHA within two weeks from the date of the letter. If a nil response, DoHA will send a second letter to the CEO with a warning of Ministerial notification within two weeks; and If no response is received by DoHA, the Minister will be notified with a view to considering appropriate enforcement activities. The insurer will be notified of any arrangement made in steps 3 to 6. [

Steps for follow up (PHDB - Hospital Compliance)

The following steps outline the process for hospitals who have not submitted their PHDB data to DoHA six weeks after the end of a month:
  1. DoHA will send a written (electronic or letter) reminder to the hospital to provide the required PHDB data, and if necessary state their obligations under the Act.
  2. If the requested data is not received within 2 weeks, a reminder will be sent;
  3. If there is no action from the hospital within two weeks, DoHA will send a formal letter to the hospital’s CEO notifying them of the issue and requesting a response to DoHA within 2 weeks from the date of the letter.
  4. If a nil response, DoHA will send a second letter to the CEO with a warning of Ministerial notification within 2 weeks.
  5. If no response is received by DoHA, the Minister will be notified with a view to considering appropriate enforcement activities. Top of Page

HCP/PHDB Contact Details

HCP/PHDB Operations
MDP 501
GPO Box 9848
Canberra ACT 2601
telephone: (02) 6289 8334
fax: (02) 6289 3673
e-mail: Hospital Casemix Protocol

If you require further information please telephone: (02) 6289 8334 or email the enquiry to Hospital Casemix Protocol

If you require further information please telephone: (02) 6289 9853/24 hr answering machine or email the enquiry to Private Health Insurance Branch

For more information visit 2010 Private Health Insurance (PHI) Circulars.

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