Sending patient notes
You can send relevant clinical notes when lodging a claim in ProviderHub or securely through HealthLink, or your Practice Management System (if integrated) at other times. This guidance explains when notes may be helpful and how to send them.
On this page
When to send clinical notes
You can proactively send us clinical notes when lodging an ACC45 and ACC18 where relevant to a physical injury claim – see scenario examples below. Additional clinical information can help ACC make informed decisions about your client's cover and entitlements.
Important: Do not attach a patient’s full clinical record, sensitive claim information, or information unrelated to the injury being claimed.
How to send clinical notes
Your Practice Management System (PMS) may enable proactive attachment of clinical notes when lodging an ACC45 and ACC18. Please check with your PMS support.
If you are sending notes at any other time, use our secure document transfer form on HealthLink to securely send patient notes through your practice management system (PMS). Learn more about sending notes using Healthlink.
ACC45 Injury Claim form scenarios
Specific claim types and injury types that commonly require additional information
| When should I consider attaching clinical notes? | Consider attaching relevant clinical notes where the claim relates to a claim type or diagnosis that commonly requires additional information before ACC can determine cover. |
| Examples |
|
| Why clinical notes are useful | ACC commonly requests additional information for these claim types and diagnoses. Providing relevant information at the time of lodgement may reduce the need for follow-up requests and support more timely cover decisions. |
| Document types |
|
ACC18 Medical Certificate scenarios
Scenario 1: Certification beyond expected recovery timeframes
| When should I consider attaching clinical notes? | Consider attaching relevant clinical notes where a patient is being certified as unfit for work for longer than would typically be expected for their injury or condition. |
| Examples | A patient continues to be certified fully unfit for work beyond expected clinical recovery timeframes, and additional information may be needed to understand factors affecting recovery. |
| Why clinical notes are useful | Clinical notes may help ACC understand factors impacting recovery, barriers to rehabilitation, and the reasons for ongoing incapacity. |
| Document types |
|
Scenario 2: Request for rehabilitation assistance
| When should I consider attaching clinical notes? | Consider attaching relevant clinical notes when you are requesting rehabilitation assistance and additional clinical context may assist ACC to understand the patient's individual rehabilitation needs and circumstances. |
| Examples | Rehabilitation assistance is requested, such as comprehensive attendant care, and additional clinical context may help ACC understand the patient's rehabilitation needs and the factors affecting their recovery or independence. |
| Why clinical notes are useful | Providing relevant clinical information may reduce the need for follow-up requests and support earlier decision-making, helping patients access support sooner. |
| Document types |
|
Scenario 3: Change in diagnosis
| When should I consider attaching clinical notes? | Consider attaching relevant clinical notes when an ACC18 includes an additional injury diagnosis that is not currently covered on the claim and further clinical information may help ACC understand the relationship between the diagnosis and the covered injury or accident. |
| Examples | An ACC45 was initially submitted for a knee sprain. Subsequent investigations identify a meniscal tear. Clinical notes may help ACC understand the clinical presentation, mechanism of injury, timing of symptoms and whether the additional diagnosis may be related to the reported accident. |
| Why clinical notes are useful | Clinical notes may help ACC understand the reason for the diagnosis change and support more timely decision-making. |
| Document types |
|
Scenario 4: Delayed certification period
| When should I consider attaching clinical notes? | Consider attaching relevant clinical notes where incapacity is being certified for a retrospective period, particularly where the backdated period exceeds one month. |
| Examples | A patient is certified as unfit for work for a period that began more than one month before the ACC18 was submitted. |
| Why clinical notes are useful |
Clinical notes may help ACC understand the basis for the backdated certification, including the patient's condition, functional limitations, and factors that contributed to the timing of the certification. Providing this information at the time of submission may reduce follow-up requests and support more timely weekly compensation decisions. |
| Document types |
|
Sending patient notes using HealthLink
Our secure document transfer form is a CareSelect web form you can only access through your PMS. It lets you send patient notes directly to our systems, making sure the information is protected.
To access the form you’ll need to register for HealthLink Messaging Services and have a compatible PMS.
Accessing the form is free but HealthLink charges for their messaging services. We don’t cover this cost.
If you don’t have a PMS
Contact us if you don’t have a PMS, or one that’s compatible. We’ll talk to you about your options. Contact us
Secure document transfer
Once you have access to our form, you can find it in your HealthLink CareSelect options within your PMS.
You can attach 3.5MB of files with the form.
Important: Make sure you include the correct patient name and claim number on the form and in the filename of your attachments. This helps us process your submission faster.
Using prefixes when submitting clinical notes
If you’re sending clinical notes, please make sure to include a number prefix to the front of your patient’s ACC45 number before submitting.
You can use any of the following ACC number prefixes:
- ACC number:
- ACC Number
- ACC number
- ACC No
- ACC no
- ACC reference
- ACC Reference
- ACC #
- ACC Claim #
- ACC claim #
- ACC Claim#
- ACC ref
Where to send your patient notes
When we send you a request for medical notes, it should include a Healthlink electronic data interchange (EDI) address for you to send it to.
When you use our form, you'll need to select the recipient that matches the EDI.
|
EDI on the request for medical notes |
Recipient on our form |
|
ACCSPECR |
‘Specialist / GP / Other treatment provider notes’ |
|
ACCEARTP |
‘ACC surgery requests and documentation’ |
|
ACCDISOP |
‘Discharge and Operation reports’ |
|
ACCESHTI |
‘Radiology reports’ |
|
ACCPRAPR |
‘Prior approval for guided injections’ |
|
ACC32PHY |
‘ACC extension of treatment requests’ |
If you’re unsure where to send your medical notes, get in touch. Contact us
Getting set up to send patient notes securely
-
Contact your PMS help desk
Ask if your PMS is compatible with HealthLink messaging and CareSelect forms. -
Register for HealthLink messaging
To access our form you’ll need to register for HealthLink Messaging Services.
Call HealthLink to register:
Phone 0800 288 887 -
Get your electronic data interchange (EDI) address
Once you’re registered, HealthLink will give you an EDI address. This is a unique number that’ll help us identify your messages. -
Tell us your EDI address
Contact our eBusiness team and tell them your EDI address. We’ll activate your access to our form within a working day.
Contact us
Contact our eBusiness team if you have any questions:
Phone 0800 222 994 – Option 1
Email ebusinessinfo@acc.co.nz
Last published: 3 November 2026