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Influenza Vaccination Subsidy Scheme (IVSS) 2008/09

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Influenza Vaccination Subsidy Scheme (IVSS) 2008/09
Influenza Vaccination Subsidy Scheme (IVSS) 2008/09
2009-03-31
Frequently Asked Questions for Doctors

(III) Reimbursement
  1. What information enrolled doctors have to check for each child receiving influenza vaccination?
  2. What documents enrolled doctors have to collect for each child receiving influenza vaccination?
  3. How much is the IVSS subsidy?
  4. Can I start collecting subsidies after I submit an application for IVSS?
  5. If parent/guardian does not bring the required document for influenza vaccination, will it affect the subsidy reimbursement?
  6. How to claim reimbursement?
  7. Can an enrolled doctor request for payment in cash or in cheque?
  8. Can an enrolled doctor submit claim for payments more frequently, say, once every week?
  9. How long will it take for Government to pay the enrolled doctor or the Medical Organisation?
  10. Will the enrolled doctor receive any written advice confirming the payment of subsidy from Government?
  11. Can an enrolled doctor still submit claims for payment if he has missed the deadline of submitting reimbursement claim before 14th of each month as stated in the agreement?
  12. Do I really have to send registered mail for reimbursement claims?
  1. What information enrolled doctors have to check for each child receiving influenza vaccination?

    First, check the Birth Certificate/HKID card/valid travel document of the child against the information on the Authorisation Form filled by the parent/guardian, and confirm that the child is eligible for subsidy. Second, check the identity document of the parent/maid/relative/guardian who brings the child to the clinic against the information on Authorisation Form. Lastly, if the child is aged 6 years or above, then check also the child's Student Handbook / Student Card / Pick up Card which the parent/guardian must provide a copy; or get a stamped Pre-primary Institution Certification Form from parent/guardian.


  2. What documents enrolled doctors have to collect for each child receiving influenza vaccination?

    First, the doctor has to collect one completed and signed Authorisation Form for each vaccination given (i.e., two Authorisation Forms are needed for two vaccinations given to the same child). Second, if the child is aged 6 years or above, then the doctor should collect for each vaccination given a photocopy of the child's Student Handbook / Student Card / Pick up Card or a stamped Pre-primary Institution Certification Form provided by the parent/guardian (again, two photocopies of the Student Handbook / Student Card / Pick up Card or two stamped Pre-primary Institution Certification Forms are needed for two vaccinations given to the same child).


    3.
  3. How much is the IVSS subsidy?

    In 2008/09, the subsidy is HK$80 for each dose of influenza vaccine, for a maximum of 2 doses.


    4.
  4. Can I start collecting subsidies after I submit an application for IVSS?

    No. A doctor is eligible for reimbursement only after he receives confirmation of enrolment from IVSS Office, which may take up to 14 working days after IVSS Office receives the enrolment application.


  5. If parent/guardian does not bring the required document for influenza vaccination, will it affect the subsidy reimbursement?

    Reimbursements will be paid only if the required documents are in order. To recap, parents/guardians have to bring along with them the following documents to facilitate your reimbursement claim:
    • A completed and signed Authorisation Form - they may fill in the Form beforehand or at the clinic. If the parent/guardian authorises a representative to take the child to the clinic, the parent/guardian has to fill in the representative's name and identity document number in the Authorisation Form
    • Hong Kong ID card/Birth Certificate/valid travel document of the child showing his/her Hong Kong resident status
    • Hong Kong ID card or valid travel document of the parent/guardian (if the parent brings the child to the doctor in person)
    • Hong Kong ID card or valid travel document of the representative (if the representative brings the child to the doctor)
    • The child's Student Handbook / Student Card / Pick up Card and a copy for submission to the doctor; or a stamped Pre-primary Institution Certification Form for submission to the doctor (if the child is aged 6 years or above)

  6. How to claim reimbursement?

    Before the 14th day of the each month starting from Dec 2008 to June 2009, send:
    • all Authorisation Forms, stamped Pre-primary Institution Certification Forms and photocopies of Student Handbook / Student Card / Pick up Cards of the preceding month; and
    • a completed Reimbursement Form
    to the IVSS Office by registered mail. In order to prevent delay in the reimbursement process, please ensure the forms are properly filled in.

  7. Can an enrolled doctor request for payment in cash or in cheque?

    No. We only support direct payment to the enrolled doctor's nominated bank account, which must be in the name of the doctor or the Medical Organisation.


    8.
  8. Can an enrolled doctor submit claim for payments more frequently, say, once every week?

    Claims for payments are normally processed on a calendar month basis. We strongly encourage enrolled doctors to submit reimbursement claims on a monthly basis to facilitate reimbursement. While a doctor can submit claims in some other ways (e.g., during the middle of the month or more frequently), the processing time for his reimbursement may be prolonged and thus it does not work to his advantage.


  9. How long will it take for Government to pay the enrolled doctor or the Medical Organisation?

    It depends on the response to the scheme as well as the volume of claims, which will affect the overall payment processing time. At this stage, Government aims at making payment within 30 working days upon receiving properly completed Reimbursement Form with all Authorisation Forms and supporting documents attached. We will consider fine-tuning the payment procedure with a view to speeding up the processing time when we have more experience.


  10. Will the enrolled doctor receive any written advice confirming the payment of subsidy from Government?

    Yes. Enrolled doctors will receive a Remittance Advice issued by the Treasury when the payment request has been processed by the Government-wide payment system. Enrolled doctors should contact IVSS Office immediately if he notes any abnormalities (e.g. incorrect bank account number) on the Remittance Advice.


  11. Can an enrolled doctor still submit claims for payment if he has missed the deadline of submitting reimbursement claim before 14th of each month as stated in the agreement?

    Yes. We will still process the claims, however, we will give priority to those claims which are submitted before the specified deadline.


  12. Do I really have to send registered mail for reimbursement claims?

    We advise you to send the claims by registered mail for added security because the Authorisation Forms contain your clients' personal data. You can also hand in the reimbursement claims in person.