Setting up QLD Free Flu claiming

QLD Free Flu submits to Queensland Health on a fortnightly cadence — Light batches eligible claims into a single invoice and emails it to QLD Health on the program's submission day, with a Request for Payment Declaration attached. Setup captures the details Light needs to generate that invoice and declaration on your behalf.

This guide assumes the site is already enrolled in QLD Free Flu — if not, do that first via Enrolling in a program.

When you'll see the Setup tab

The Setup and Submission tabs appear at the top of the program detail page only for QLD Free Flu. Other programs use the same enrolment flow but don't need this level of configuration.

If the Submission tab shows a "Setup incomplete" warning, that's Light telling you the next batch can't go out until the Setup form is saved.

Open the Setup tab

1. Open Programs in Settings

   Go to Settings / Programs and open QLD Free Flu.

2. Switch to the Setup tab

   Tap Setup in the page header. The form has four cards — Business and remittance, Declaration signatory, Bank account, and Invoicing — that you can fill in any order before saving.

Business and remittance

These details print on every invoice and are used to address correspondence from QLD Health.

Declaration signatory

QLD Health requires every fortnightly batch to include a Request for Payment Declaration. Light pre-fills the declaration with the Full name and Position entered here.

This doesn't have to be the same person who signed the program agreement — it's whoever has authority to attest that the claims in each batch are correct.

Bank account

Where QLD Health pays reimbursements. Shown on each invoice for payment processing.

• Account name — name on the bank account.
• BSB — 6 digits. Light validates against the standard BSB format.
• Account number — 6 to 10 digits.

Invoicing

The optional Invoice prefix is the first 3 characters of every invoice number. Use it to keep your QLD Free Flu invoices visually distinct from other invoicing in your accounting system.

• 3 characters, A–Z and 0–9 only.
• Defaults to QFF if you leave it blank.
• Light shows a live preview ("Your next invoice will look like…") so you can confirm the format before saving.

Save and verify

1. Tap Save

   At the bottom of the form, tap Save. A toast confirms: "Setup saved".

2. Open the Submission tab

   Tap Submission in the page header. The "Setup incomplete" warning should be gone, and the Schedule card shows the program's submission cadence and review window.

You can come back and edit Setup at any time — changes apply to the next batch. Already-submitted invoices keep the details that were live when they went out.

What happens next

Once Setup is complete and the site is enrolled, Light handles the fortnightly cycle:

1. As eligible encounters are recorded, claims reach Ready automatically.
2. On the program's submission day, eligible Ready claims at enrolled sites are picked up by the preparation processor and move to Pending — locking them into the next batch.
3. Light allocates an invoice number, stamps every claim in the batch as Submitted, and generates the invoice PDF and the Request for Payment Declaration PDF. Each invoice gets a sequential number based on your prefix and today's date (for example, QFF-2605020001).
4. Light emails the invoice and declaration to Queensland Health using the signatory and remittance details from Setup. When the email is accepted, the invoice shows as Sent in the Submission tab's Recent invoices table with the date and time of acceptance.

Review window

The Schedule card shows a Review window — for example, "2 days before each batch". Claims that become Ready inside this window aren't picked up for the about-to-go batch; they wait for the next one. The window gives you time to amend or remove a claim before it's invoiced.