To: Publicly Funded Community-Based Physiotherapy Clinics

Published by: Health Services Branch

Date Issued: May 17, 2017 Bulletin #: 3138

Re: Updated - Physiotherapy Stale Date Submission

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This INFOBulletin replaces INFOBulletin 3114 – Physiotherapy Stale Date Submission

issued June 5, 2015.

Schedule E (d) amended April 1, 2017, of the Physiotherapy Transfer Payment Agreement
states “In order for each Episode of Care to be considered complete, service encounter codes
must be submitted to the ministry within three (3) months of the date of the service”.

Physiotherapy service encounter codes submitted on or after April 1, 2017, with a service date
greater than three (3) months will reject directly to your clinic’s error report. The error code
“VJ8 – Stale Dated Service Encounter” will appear beside the rejected services. The ministry
may refuse to pay for a service encounter if not submitted within the prescribed time. A new
message regarding the submission of service encounter codes will appear on your April 2017
Remittance Advice.

The ministry suggests physiotherapy clinics submit their service encounter reporting on a
weekly basis, however, if you choose to submit on a less frequent basis, you should submit at
least once a month in order to allow time to correct any errors that may be found during
processing. Prompt reconciliation of your service encounters is recommended to allow time to
correct and resubmit rejected service encounters within three (3) months from the date of
service.

Contacts

Inquiries related to MC EDT or service encounter submissions should be directed to the

Service Support Contact Centre at 1-800-262-6524. The desk is staffed from 8:00 am until
5:00 pm, Monday to Friday, and your inquiry will be escalated to appropriate ministry staff.

Posted Electronically Only

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After business hours an answering service is available and your call will be returned the
following business day.

Contact your software vendor for questions or issues related to your billing software.