Accurate records

ACC has identified supplier, provider or billing or payment information linked to your organisation that needs to be checked. Some organisations will only need to confirm existing details. Others may need to provide updated information or change how they bill ACC. 

ACC will contact your organisation directly as part of this record review and cleansing work. Our correspondence will explain why we are contacting you, what information we need, and who you can speak with at ACC. If we contact you by phone, we will identify ourselves and explain the purpose of the call. If you are unsure whether a request is genuine, please use the contact details provided in the email or letter, or contact ACC through an existing trusted channel before sharing information.

Please respond to ACC by the date provided in our correspondence. Depending on your organisation’s records, you may be asked to confirm details, provide updated information, check billing arrangements, update your Practice Management System, or use a different supplier or provider identifier. If anything is unclear, contact ACC early so we can explain what is needed.

ACC needs accurate supplier and provider records so purchase orders and payments are made or raised to the right organisation, using the right identifiers and billing arrangements. This helps reduce payment errors, rework and privacy risk. 

Please provide the current information ACC has requested. If supporting evidence is needed, ACC will explain what is required. Providing accurate information early helps avoid delays to record updates or future payment processing.

Yes. If you prefer, you can provide the requested information by email. In some instances, this may remove the need for a follow-up phone call. 

Email ProviderRecords@acc.co.nz

ACC will make reasonable attempts to contact you. If information required to support payment processing cannot be confirmed, ACC may need to take further action to ensure records remain accurate and current.

No. Many organisations will only need to confirm or update information ACC already holds. ACC will tell you clearly if your organisation needs to change a billing arrangement, use a different identifier, or update system settings.

ACC may ask you to use a different supplier or provider identifier if the current identifier is outdated, duplicated, or no longer matches the organisation receiving payment. ACC will explain which identifier should be used and when the change is expected.

ACC will discuss your individual circumstances and provide guidance on any required changes.

Possibly. If ACC asks you to use a different billing arrangement or identifier, you may need to update your Practice Management System. ACC will confirm what needs to change from an ACC perspective. Your system vendor may need to help with configuration or technical changes. 

ACC is undertaking this work to improve the accuracy of payment information and reduce future payment errors, rework and delays. Payments should continue to be processed using the existing confirmed arrangements while records are being reviewed, unless ACC advises your organisation otherwise.

Delays may occur if ACC cannot confirm the information required to process a payment, or if claims or invoices continue to be submitted using an identifier that ACC has confirmed should no longer be used. Responding by the requested date and completing any agreed changes will help minimise the risk of disruption.

ACC will communicate with affected organisations before further action is taken and will work with them to resolve outstanding issues wherever possible.

ACC expects each supplier or provider to use the vendor record that matches the legal entity ACC is doing business with. If ACC confirms that a duplicate or older record should no longer be used, your organisation needs to use the correct record for ACC claims, invoices and related transactions. When ACC connects to the Health Provider Index (HPI), provider information can be updated from a trusted source, reducing the need to update details in multiple places.

The Health Practitioner Index, or HPI, is a national system used in the New Zealand health and disability sector to uniquely identify health practitioners, provider organisations and healthcare facilities.

The HPI is managed by the Health New Zealand (HNZ). It provides a single source of identification for three areas: health practitioners, practitioner organisations and facilities where healthcare services are delivered.

ACC is aligning with Health New Zealand's (HNZ) identification process so provider, organisation and facility information can be managed more consistently across the health sector.

Using HPI identifiers helps reduce duplicate records and supports more accurate provider, organisation and facility information. This makes it easier for ACC to identify the right provider or organisation when setting up records, managing contracts and processing payments.

• The provider identification number is the same with ACC, Health New Zealand (HNZ) and and the provider’s registration authority, eg the Medical Council of New Zealand.
• The health sector will have the ability to access and transfer health-related information in a secure manner.
• Each provider and organisation can be linked to one consistent identifier, rather than multiple records across different contracts or locations.
• Duplicate vendor records can be reduced, making it easier for ACC teams to select the correct record.
• Payment and administrative information can be managed more consistently.
• Changes to key information, such as bank account details, can be applied to the right record.

No. ACC uses HPI identifiers for health practitioners, practitioner organisations and healthcare facilities where these apply. ACC also has its own identification process for some non-medical organisations and facilities.

• Practitioner – HPI-CPN (Common Person Number, eg, 12ABCD)
• Organisation – HPI-ORG (eg, GA1234)
• Facility – HPI-FAC (eg, FB1032)

• HPI provider numbers are two numeric digits and four alpha characters, eg 18AKLM.
• HPI vendor numbers start with a G, followed by five digits, e.g. G01097, G0B235, where the third digit is a character (A-Z, 0-9) but the others are numbers.
• HPI facility numbers start with a F, followed by five digits, F01081, F0F063, which follows the same format as the vendor numbers. 

ACC may ask your organisation to use a different vendor identifier when the current identifier does not match the legal entity receiving payment, is duplicated, or is no longer appropriate. ACC will tell you which identifier to use and when the change needs to take effect. From that date, your organisation is expected to submit ACC claims and invoices using the confirmed identifier.

Once the records have been consolidated, all eligible claims and invoices will be linked to the master record, provided this can be done in accordance with ACC's privacy obligations. Where privacy considerations prevent this, ACC will work directly with the affected organisation to determine an appropriate approach.

Once ACC has confirmed the correct identifier and transition date, your organisation should not continue using a superseded identifier unless otherwise agreed with ACC. If you are unsure which identifier to use, please contact ACC before submitting any further claims or invoices.

For most organisations, the process for submitting ACC45 and ACC18 forms will not change. Many organisations will only need to confirm or update the information ACC already holds.

However, if ACC identifies that your organisation is using an outdated, duplicated or incorrect provider or vendor identifier, you may be asked to use a different identifier when submitting claims or invoices. This could require an update to your Practice Management System or internal billing processes. ACC will explain what needs to change, which identifier should be used and when the change is expected to take effect. Your system vendor may also need to assist with any configuration or technical changes.

Yes. This work does not prevent an individual provider from working across multiple practices, including locums or providers who divide their working week between different organisations.

The clean-up is intended to ensure that each provider is correctly connected to the appropriate practice or business organisation and that claims, invoices and payments use the correct identifiers and billing arrangements. ACC may ask practices to confirm where a provider works and how services are billed so that each relationship is recorded accurately.

The important distinction is that a provider, with their individual ACC Provider ID, may work for more than one practice, while each practice or legal entity must use the ACC vendor or billing record that correctly represents the organisation receiving payment.

ACC will tell your organisation what needs to be completed and the date it needs to be completed by. Please respond by the date noted in ACC’s email or letter. If you cannot meet the timeframe, contact ACC as soon as possible so we can discuss what is needed and agree the next steps.

ACC will make reasonable attempts to contact your organisation before taking further action. If the requested information or changes are still not provided, ACC may not be able to process future claims, invoices or payments until the issue is resolved. Responding early helps avoid delays.

Contact the ACC representative named in your email or letter if you need help. ACC can explain what information is needed, why it is needed, what changes your organisation needs to make, and the expected timeframe. If technical system changes are needed, your Practice Management System vendor may also need to support you.

No. ACC will communicate with affected organisations before any action is taken and will work with suppliers to resolve outstanding issues wherever possible.

ACC will use the information you provide to review, verify and maintain accurate supplier and provider records, including confirming the legal entity ACC is doing business with. This helps ensure payments, purchase orders, claims and related transactions are linked to the correct organisation. The information will be handled securely, accessed only by people who need it for this work, and managed in line with ACC’s privacy and security obligations.

Yes. ACC treats supplier and provider information as confidential business information. We use appropriate privacy and security controls to protect information from unauthorised access, loss or misuse. Where information includes personal information, ACC manages it in line with the Privacy Act and ACC’s information security requirements.

ACC may already hold some of this information, but we need to confirm it is still current, correct and linked to the right legal entity. Organisation structures, provider arrangements, contact people, billing details and payment information can change over time. Checking this information helps ACC keep records accurate, protect client information, and make sure access to payment-related information is limited to the right people and organisations.

This record-cleansing work is being planned to minimise disruption to practices and their ability to transact with ACC. ACC will communicate directly with an organisation if its record requires a change that could affect claiming, invoicing or payment processes.

Affected organisations will be told what they need to do and when the change is expected to take effect. Organisations should continue using their existing arrangements until ACC confirms that a change is required. If you are unsure which identifier or arrangement to use, contact ProviderRecords@acc.co.nz before submitting further claims or invoices.

If a technical change is required within a Practice Management System (PMS), the organisation will need to work with its system vendor to complete the change.