Health funds, Medicare and DVA approve providers per provider and per location. If a claim says the provider isn't approved or isn't recognised, the provider usually isn't registered yet for that fund at the location the booking is at.
A provider can be approved at one location and still pending at another. For example, a physio approved at your city clinic can't claim at your new suburban clinic until that location is approved too.
How long approval takes
Private health funds: usually 1 to 2 business days.
Medicare and DVA: registered with Services Australia, within 5 business days.
1. Open the provider's funding
Go to Settings → Team.
Select the provider.
Scroll to Your Funding.
2. Check the registration for the location
Use the location filter to show All locations or just the one the booking is at. Each registration shows its status:
Active: approved. The provider can claim from this fund at this location.
Pending: submitted and waiting for approval. Claims won't go through yet.
If there's no registration for the fund and location, select Add registration and add it.
3. Check the details
If the registration is active but claims still fail, check the provider number for that location matches what the fund has on record.
Troubleshooting
Still pending after the usual time. Chat with HaltH support and tell us the provider, location and fund.
You need to see the client before approval. Take full payment. The client can claim directly with their fund or Medicare using their receipt.