Reimbursement process

Under the VCUR 2008 EMR Funding Extension Program, the clinic is responsible for submitting invoices to receive reimbursement. The forms required are available here.

Process for submitting invoices for reimbursement

1. Collect all eligible invoices.
2. Complete the VCUR 2008 EMR Funding Extension Program Reimbursement Form. If more room is required, attach the “Additional Physician Information” sheet.
3. Attach copies of invoices and ensure they are legible.
4. Make sure that the reimbursement form is completely filled out, all invoices are attached, and that they are all legible. Incomplete submissions will not be processed.
5. Check the physician allocations to see if any are greater than $1,500. For allocations greater than $1,500, ask the physician to sign the form and the authorization box to authorize the reimbursement.
6. Submit the form with attached invoices in one of the following three ways:

• Email: 
  emrfep@albertadoctors.org (preferred method).
• Fax:
  780.482.5445.
• Mail:
  Alberta Medical Association
  12230 106 Ave NW
  Edmonton AB T5N 3Z1
  Attention: VCUR 2008 EMR Funding Extension Program

You will be reimbursed within 30 days from the time we receive your request for reimbursement (if there are no problems with the submission).

Notes on completing your form

• Check the VCUR 2008 Eligible Items list to ensure the costs are eligible.
• Submit a single form for the clinic along with all of the eligible invoices for the clinic. List all of the expenses on the form with a brief description of the expense.
• You must submit invoices within six months from the end of the month in which the invoices were issued. Any invoices that are more than six months old will not be reimbursed.
• Fees that are paid once to cover several months will be reimbursed for the full period unless partial payment is requested. If a physician moves after full payment has been made, no credit will be provided.
• The clinic must list all physicians on the reimbursement form. For the reimbursement calculation, the costs will be divided equally among all of the physicians unless alternate percentages are provided.
• Physicians must authorize costs allocated to them that are greater than $1,500. Sign the form to authorize payment. If costs are less than $1,500 per physician, no additional authorization is required.
• All the physicians working at the clinic must be identified (both full time and part time) and the percentage of the costs for which they are responsible.
• Physicians must declare one clinic for funding purposes and only request reimbursement for that clinic. If physicians wish to change the “declared clinic,” they must complete a Change Request Form.
• Physicians who wish to change the bank account where their funding is deposited must complete a Change Request Form.