Immunisation subsidy

The immunisation subsidy (IMMS) is for general practitioners who administer vaccines to eligible patients and submit claims to Sector Services under the Section 88 Advice Notice for general practitioners, PHO agreement or other approved agreement for Immunisation services.

If a claim is submitted to Sector Services, the general practitioner cannot charge the patient for the service that was provided.

Can I submit an Immunisation claim and a General Medical Service (GMS) claim for the same patient and same date of service?

Both services may be claimed but only if a full consultation was undertaken with the patient. If the only service provided was an immunisation, then a General Medical Service claim should not be submitted to Sector Services.

How can I submit my claims to Sector Services?

To start claiming electronically you will need to contact a Practice Management System (PMS) vendor.

Claims may be submitted manually if approval has been given by the funding DHB. The most common claims that are received manually are ‘stale claims’ that are submitted more than 8 months after the Date of Service.

What is the GMS & IMMS HL7 Specification?

The GMS & IMMS HL7 Specification defines the messaging and communication standards for the electronic transfer of claims information between providers and Sector Services. It defines the format of the electronic file.

What is a PMS vendor?

A PMS vendor is a company that supplies practice management software. Errors relating to the format of the claim file may need to be referred back to the PMS vendor.

How long will it take for my immunisation claim to be paid?

Claims submitted electronically will be paid no later than 10 business days from the date of receipt at Sector Services.

Claims submitted manually will be paid no later than 20 business days from the date of receipt at Sector Services.

If a claim is fully rejected and subsequently resubmitted, the payment date will be calculated from the date of receipt of the resubmitted claim.

What should I do if Sector Services has received my claim but the whole file has been rejected?

There could be two possible reasons for the whole file being rejected. In both cases, no payment will be made.

Header level error

A header level error means that there is something wrong with the structure of the file.

All items within the file rejected

All items in a file may reject for a number of different reasons.

In both cases, refer to the ‘Rejected Electronic Claim’ letter and ‘Error Report’ and/or call the Contact Centre on 0800 458 448 for further information.

Some items within the claim file have rejected with errors. What do these errors mean?

If the Error Report that is attached to either a ‘Rejected Electronic Claim’ letter or ‘Buyer Created Tax Invoice (BCTI) is not sufficient, please refer to IMMS errors (Excel, 16 KB), a spreadsheet containing a list of possible error messages, a full description of what the error means and what needs to be done to correct the error. If further information is required, phone the Contact Centre on 0800 458 448.

I don’t understand the ‘indications’ that Sector Services staff refer to on the phone. What do these mean?

The indication is the reason that the vaccine was administered. The scheduled reason eg, 6 weeks, is used to report where the vaccination falls on the NZ vaccination schedule. Refer to the table below for the indication value that Sector Services staff refer to and the description which is most likely what the provider will see on their screen.

Immunisation indication values
Indication value Description
1 Over 65 years (Influenza)
2 Under 16 years, eligible condition (Influenza)
3 Eligible condition (Influenza)
4 Sexual or household contact
5 Primary course
6 Booster
7 Post Partum
8 Low birth weight
9 HepB carrier mother
10 At risk for TB
11 Pre-post splenectomy schedule
12 At risk, no previous history
13 At risk, previous PCV7
14 At risk, previous 23PPV
15 Pre-emergency
16 Pregnant woman
21 PCV7 catch up
6W 6 weeks
3M 3 months
5M 5 months
15M 15 months
4Y 4 years
11Y 11 years
45Y 45 years
65Y 65 years
Stn Standard programme

I don’t understand the vaccine code combinations that Sector Services staff refer to on the phone. What do these mean?

The vaccine code combination consists of three parts.

  1. Vaccine Code (identifies the vaccine given)
  2. Indication (reason the vaccine was administered)
  3. Sequence (the dose number of the vaccine being given)

The table below represents the only valid code combinations that are possible for claiming through Sector Services. The sequence should be between 1 and 99 unless specified otherwise. Note that age rules may also apply for specific vaccines.

If you do not see these valid code combinations on your screen, please contact your PMS vendor for assistance in determining the correct option to choose.

Vaccine code combinations
Vaccine Code Short Description Long Description Indication Sequence
20 DTaP Diphtheria, tetanus toxoids and acellular Pertussis 6W, 3M, 5M, 15M, 4Y, 6 1 to 99
50 DTaP/Hib DTaP-Haemophilus influenzae type b conjugate vaccine 6W, 3M, 5M, 15M, 6 1 to 99
28 DT, Paed Diphtheria, adsorbed paediatric dosage 6W, 3M, 5M, 15M, 4Y, 6 1 to 99
99001 DTaP-IPV Diphtheria, Tetanus, acellular Pertussis, Inactivated Polio 6W, 3M, 5M, 4Y, 6 1 to 99
99011 dTaP-IPV Diphtheria, Tetanus, acellular Pertussis, Inactivated Polio 11Y 1 to 99
99012 Tdap Diphtheria adult dosage, Tetanus, acellular Pertussis adult dosage 6W, 3M, 5M, 11Y, 5, 16 1 to 99
110 DTaP-Hep B-IPV DTaP-hepatitis B and poliovirus vaccine 6W, 3M, 5M 1 to 99
210307 DTaP-IPV-HeP B/Hib Diphtheria, Tetanus, acellular Pertussis, Inactivated Polio vaccine, Hepatitis B, Haemophilus influenzae type b 6W, 3M, 5M, 4Y 1 to 99
116 Rotavirus pentavalent Rotavirus pentavalent 6W, 3M, 5M 1 to 99
9 Td, adult Tetanus and diphtheria toxoids, adsorbed for adult use 6W, 3M, 5M, 4Y, 11Y, 5, 6 1 to 99
EVP EVP EVP 15, 5, 6 1 to 99
30 HBIG Hepatitis B immune globulin 6, 9 1 to 99
43 HepB, Adult Hepatitis B vaccine, adult dosage 4 1 to 99
8 HepB, paed Hepatitis B vaccine, paediatric dosage 6W, 3M, 5M, 4, 6, 9, 96 1 to 99
51 Hib-HepB Haemophilus influenzae type b conjugate and hepatitis B vaccine 6W, 3M, 5M, 6, 9 1 to 99
48 Hib (PRP-T) Haemophilus influenzae type b vaccine, PRP-T conjugate 6W, 3M, 5M, 15M, 6, 8 1 to 99
48 Hib (PRP-T) Haemophilus influenzae type b vaccine, PRP-T conjugate 11 1
118 HPV, bivalent Human papilloma virus vaccine, bivalent 5 1 to 99
62 HPV, quadrivalent Human papilloma virus vaccine, quadrivalent 5 1 to 99
165 HPV9 Human papillomavirus, 9-valent vaccine 5, Stn 1 to 99
99006 Influenza Influenza 1, 2, 3, 16 1 to 99
10 IPV Poliovirus vaccine, inactivated 6W, 3M, 5M, 4Y, 11Y 1 to 99
99002 MeNZB Meningococcal B 5 1 to 4
99002 MeNZB Meningococcal B 6 1 to 99
99002 MeNZB Meningococcal B 11 1 to 3
99008 MenACY W135 Meningococcal A, C, Y, W-135 5 1 to 4
99008 MenACY W135 Meningococcal A, C, Y, W-135 6 1 to 9
99008 MenACY W135 Meningococcal A, C, Y, W-135 11 1 to 3
3 MMR Measles, mumps and rubella virus vaccine 15M, 4Y, 5, 6, 7, Stn 1 to 99
100 PCV7 Pneumococcal conjugate, vaccine, polyvalent 6W, 3M, 5M, 15M, 21 1 to 99
100 PCV7 Pneumococcal conjugate, vaccine, polyvalent 5, 12 1 to 4
100 PCV7 Pneumococcal conjugate, vaccine, polyvalent 6 1 to 9
100 PCV7 Pneumococcal conjugate, vaccine, polyvalent 13 1
100 PCV7 Pneumococcal conjugate, vaccine, polyvalent 14 1 to 2
33 23PPV Pneumococcal polysaccharide 5 1 to 4
33 23PPV Pneumococcal polysaccharide 6, 11 1 to 9
33 23PPV Pneumococcal polysaccharide 12, 13, 14 1 to 2
35 Tetanus toxoid Tetanus toxoid, adsorbed 5, 6, 6W, 3M, 5M 1 to 99
133 PCV13 Pneumococcal conjugate, vaccine, 13 valent 6W, 3M, 5M, 15M, 21 1 to 99
133 PCV13 Pneumococcal conjugate, vaccine, 13 valent 6 1 to 9
133 PCV13 Pneumococcal conjugate, vaccine, 13 valent 5, 12 1 to 4
133 PCV13 Pneumococcal conjugate, vaccine, 13 valent 13 1
260209 PCV10 Pneumococcal conjugate, vaccine, 10 valent 6W, 3M, 5M, 15M, 21 1 to 99
260209 PCV10 Pneumococcal conjugate, vaccine, 10 valent 5, 12 1 to 4
260209 PCV10 Pneumococcal conjugate, vaccine, 10 valent 14 1 to 2
260209 PCV10 Pneumococcal conjugate, vaccine, 10 valent 13 1
EVPMnC EVP meningococcal C conjugate Emergency Vaccine Programme meningococcal C conjugate vaccine 5, 6 1 to 99
21

Varicella

Varicella virus Vaccine Stn 1 to 99
114 MenACYW-135 Meningococcal polysaccharide (groups A,C,Y and W-135) diphtheria toxoid conjugate vaccine (MCV4P) Stn, 6, 11 1 to 99
99013 MenCCV Meningococcal C conjugate Vaccine Stn 1 to 99
52 Hep A, Adult Hepatitis A vaccine, adult dosage Stn 1 to 99
83 HepA, ped/adol, 2 dose Hepatitis A vaccine, paediatric. adolescent dosage Stn 1 to 99
44 Hep B dialysis Hepatitis B vaccine, dialysis patient dosage Stn 1 to 99

How should booster doses of the HepB Paed vaccine (where the original Indication is 9 – HepB Carrier Mother) be claimed?

Booster doses should be claimed using Indication 6 (Booster).

What is an alternative vaccine?

An alternative vaccine is a valid vaccine that may be used instead of the normal Schedule vaccine if, for some clinical reason the Schedule vaccine may not be used.

Are NHI numbers required for every patient within a claim file?

An immunisation claim file must contain at least 85% of valid NHI numbers. Therefore, 15% of the claims do not have to contain NHI numbers provided that they contain both Date of Birth and Surname. However it is advisable that you make every effort to obtain a patient’s NHI number and include this in your claim.

How do I submit a claim where a locum doctor has provided the service?

The Payee Number, Agreement Number, Registration Number and Name of the host doctor must be provided in addition to the Registration Number and Name of the locum.

How do I receive payment for claims that are over 8 months old?

Written approval must be received from the Funding/Portfolio Manager at the funding DHB. The provider should contact their DHB first to determine the process but in most cases the DHB will require the claims to be submitted manually to them with an accompanying letter explaining why the claims were not submitted within the contractual timeframe.

If approval is granted, the approval letter should be sent to Sector Services with the claims.

If I have ongoing computer problems, can I obtain approval from my DHB to claim manually for a specified period of time or do I need to obtain approval each time I submit claims?

This will depend on the funding DHB. Some may require you to obtain approval each time but others may give you an exemption for a specific period of time. Sector Services will keep a record of the exemption.

If I immunise a patient with more than one vaccine in a single visit, can I claim a separate fee for each vaccine?

One fee will be paid per IMOA/IMFA service, one fee will be paid per IMMB service and one fee will be paid per IMFV service.

Refer to the table below to determine which services to claim based on the vaccinations that were provided in a single visit.

Which services to claim
Combination IMOA IMMB IMFA IMFV
One standard vaccine excluding MeNZB and Influenza IMOA      
One standard vaccine plus MeNZB IMOA IMMB    
One standard vaccine plus Influenza* IMOA     IMFV
One standard vaccine plus MenZB and Influenza IMOA IMMB   IMFV
Multiple vaccines excluding MeNZB and Influenza IMOA      
Multiple vaccines including MeNZB IMOA IMMB    
Multiple vaccines including Influenza* IMOA     IMFV
Multiple vaccines including MeNZB and Influenza IMOA IMMB   IMFV
MeNZB only   IMMB    
Influenza only     IMFA IMFV
MeNZB and Influenza   IMMB IMFA IMFV

*  Note that there is currently an issue where IMOA/IMFA combinations are submitted electronically. These will need to be submitted manually and DHB approval will be required.

Can I submit claims where a Nurse Vaccinator has provided the service?

Yes. The applicable Payee Number and Contract Number should be provided with the Nursing Council Number of the Nurse Vaccinator. The Payee Number and Contract Number will often be those of the doctor but may be for the nurse if the nurse holds their own agreement.

If your claim rejects and you believe that the correct information was supplied, please contact your PMS vendor for assistance.

If a patient receives a standard immunisation vaccine in addition to a pre/post splenectomy vaccine on the same day, am I entitled to an extra fee?

Yes. An IMOA (standard administration) and IMMB with indication 11 (pre/post splenectomy) should be claimed so that you receive an extra fee.

Claiming for children who are re-immunised following chemotherapy

General practices are able to submit an immunisation claim for services delivered when children are re-immunised following chemotherapy treatment.  The completed Immunisation Benefit Claim Details Form and Immunisation Benefit Claim Summary Form may be submitted to Sector Services who will seek approval for payment from the DHB.  Send all completed manual claim forms to: Immunisation claims, Sector Services, PO Box 1026, Wellington, 6104.

The indication value that best meets the definition for re-immunisation is 6 - booster.

An Immunisation claim cannot be submitted to Sector Services for a vaccine that is not listed on the New Zealand Pharmaceutical Schedule.

See the Guide to completing the Immunisation claim form (docx, 1.4MB).

How often is the National Immunisation Schedule updated?

The National Immunisation Schedule is updated every 2 years as a result of recommendations made by the Immunisation Technical Working Group (ITWG) and subsequent approval by the Minister of Health. The details are published on the Immunisation page.

Where can I find more general information about immunisation?

Visit the Immunisation page.

What are the rules for the human papillomavirus (HPV) vaccine?

At this stage, there are no age validations for this vaccine. This vaccine can only be claimed for female patients.

Where do I send my manual claim forms?

Send all completed claim forms to:

Immunisation claims
Sector Services
PO Box 1026
Wellington 6140

I have run out of claim forms – how do I order more?

Claim forms are available free by calling 0800 353 2425 – option 2. You will need to provide your payee number.

Please note: you should not rely solely on the answers provided here; the contracts applicable to each provider and all relevant legislation must be consulted to determine the full rights & liabilities applicable to any service provider or funder.

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