Mental health providers
Mental health providers must apply for accreditation with the WCB. Learn about accreditation, authorization to treat, billing, payments, reporting to the WCB and what forms you need.
Before you can provide services to WCB customers and bill the WCB directly for those services, you must be accredited by the WCB.
To apply for accreditation with the WCB:
- Read the practice guidelines for mental health providers.
- Complete the Accreditation Request – Mental Health Primary Level Services form.
- Attach copies of the following documents:
- All relevant academic degrees or diplomas.
- University academic transcripts from provincially or state-accredited institutions. Unofficial transcripts will be accepted.
- Current practice license (dated to the current year or a renewal card).
- Authorized Practice Endorsement (APE) or supervision agreement, if applicable.
- All academic internship certificates.
- Malpractice insurance.
- Email or fax your accreditation package to the WCB’s health-care services department – using the email or fax number on the form.
Make sure all documentation is included. Note: The WCB cannot process incomplete applications.
Our health-care services department will review your application after receiving it. We will:
- Review your credentials against the requirements listed in the practice guidelines for mental health providers.
- Add your name to our approved providers' list, if you are eligible.
- Notify you by mail that your accreditation request has been accepted or denied.
- Mail your WCB billing number to you.
Accreditation is non-transferable
You can only bill for services from the clinics you listed on your application. If you want to add a clinic to your portfolio – or if a clinic changes location – you must submit a separate accreditation request for that clinic before you begin treating customers there. We cannot issue payment for care at a clinic where the provider is not accredited prior to that care being provided.
You must get approval from the WCB to treat WCB customers. Do not rely on customers for authorization because they may think their claim number means the WCB has agreed to pay for their treatment.
You also need a signed Primary Authorization to Treat form from the customer’s customer care facilitator. If you don’t get approval before treating, we may not pay for your services.
If a claim is later denied following approval for treatment, we will be responsible for payment for services to that date.
To prevent financial hardship to a WCB customer, bill the WCB directly for approved services. To direct bill, you or your clinic require a WCB billing number, which you received when your accreditation application was approved. The WCB will not pay for treatment provided prior to your accreditation date or for treatment provided at a clinic for which you have not been accredited.
Follow the fee schedule agreed to by your professional association and the WCB.
Payment can only be issued if the invoice meets our criteria. The following information is required:
- worker’s name
- worker’s address
- Provincial Health Number (PHN)
- date of birth
- date(s) of service
- care provider number
- clinic number
- mental health provider’s name
- mental health provider’s address
- mental health provider’s phone and fax number
- fee code(s)
- fee code amount(s)
- number of units
If the WCB receives an application for payment after a 12-month period from the time the medical aid is provided to an injured worker, the WCB will not pay any account rendered by a physician, surgeon, hospital or other health-care professional or institution. See the WCB procedure, Medical Aid Billings – Payment (PRO 53/2006).
Keep a daily record of the service you provide to our customers in case an audit is required.
By submitting the WCB invoices online, they will be processed through an automatic payment process. This means your invoices will be paid sooner than if you fax or email them to us.
Online submission methods:
- Single submission: Submit an individual invoice related to an injured worker.
- Batch submission: If you use Accuro/QHR Technologies or CBS Navicert software to keep track of your medical records, you can submit a batch of invoices to the WCB online. If you have the access to submit invoices online, you can submit all invoices from any time period and from any care provider at the same time.
Save time and give your users the ability to upload invoices online.
Eliminate entry duplication by uploading invoices from your system to the WCB website. Here is the document with instructions on how to update your software: Everything a vendor needs to know.
Here are the files needed for updating your system to be compatible with the medical invoice batch submission process:
If you have any questions with the batch submission process or are ready to test your system with us, please contact the webmaster.
Vendors who are already capable of uploading batch invoices:
|Accuro/QHR Techologies||CBS Navicert Software|
The WCB issues payments to care providers weekly and provides statements to confirm the payments were issued. These vouchers may include explanatory codes to provide details regarding specific services.
Care providers, like employers and workers, are required to report to the WCB any work-related injury that requires medical attention, whether or not the worker needs time off work beyond the day of the injury. Prompt reporting allows the WCB to arrange timely payment of benefits to injured workers.
Under legislation, care providers do not require a signed release from an injured worker in order to provide medical information to the WCB, because:
- WCB staff need customers’ medical records to process claims and appeals.
- The WCB may need to provide copies of reports to other care providers, such as assessment teams, treatment centres and specialists, to assist in obtaining the best possible assessments and treatments for injured workers.
- In the case of an appeal, a worker’s records may be made available to an employer or others, but only with the worker’s approval.
Mental health providers report according to the protocols identified in their guidelines and standards of care, and use the following forms:
- Primary Level Care Initial Assessment (PSYI) Report – sent within three days of the initial treatment
- Primary Level Care Progress/Discharge (PSYP) Report – (sent within three days after discharge from treatment)
- Practitioner’s Return-to-Work (PRTW) Report
- See also: Practitioner’s Return-to-Work (PRTW) Report user manual
When treating WCB customers, care providers assume certain roles and responsibilities. The WCB relies on all care providers to ensure that:
- All work-related injuries requiring medical aid are reported promptly.
- All treatment is necessary and consistent with established agreements.
- All invoices accurately reflect the services provided.
- The employer and worker are aware of current restrictions to allow early return to work.
When treating WCB customers, psychologists will:
- Know and follow the guidelines listed in Practice Standards for Psychologists.
- Follow the fee schedule established for your professional group.
- Get approval on a file-by-file basis before treating WCB customers.
- Show ethical practice standards on a day-to-day basis. This includes informing any prospective WCB customer of business relationships you may have with their employer, so the worker can decide whether they want to choose you as a care provider.
Avoid mentioning in either your clinic’s advertisements or personal advertisements that you treat WCB customers or you are affiliated with the WCB in any way.