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P a g e | 2
A STEP-BY-STEP GUIDE TO
INTERNET REIMBURSEMENT
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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A STEP-BY-STEP GUIDE TO
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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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A STEP-BY-STEP GUIDE TO
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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)
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A STEP-BY-STEP GUIDE TO
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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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A STEP-BY-STEP GUIDE TO
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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.
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A STEP-BY-STEP GUIDE TO
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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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A STEP-BY-STEP GUIDE TO
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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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A STEP-BY-STEP GUIDE TO
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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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A STEP-BY-STEP GUIDE TO
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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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A STEP-BY-STEP GUIDE TO
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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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A STEP-BY-STEP GUIDE TO
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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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A STEP-BY-STEP GUIDE TO
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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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A STEP-BY-STEP GUIDE TO
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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 " "
File rejected due to invalid
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
File rejected due to invalid
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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A STEP-BY-STEP GUIDE TO
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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
Check with medical institution for final
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.
Check with medical institution for final
hospital bill.
Resubmission is required after hospital
finalises the bill. In the meantime, CPFB will
refund any excess reimbursement deducted,
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back to your bank account.
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
refund any excess reimbursement deducted,
back to your bank account.
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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