Health Care Professionals

Assistive Devices Program

Implementation of the New Information Technology System, June 2011

On June 13, 2011, the Assistive Devices Program (ADP) will implement phase 1 of a new information technology system.  The new system will provide a modern and efficient platform to document all client transactions, claims adjudication and vendor payments.

Vendor Invoicing

As a result of the transition to the new system, there will be changes to the vendor invoicing process as detailed below.

Funding Assistance for Respiratory, Ventilator and Enteral Feeding Supplies

As of June 13, 2011, the ADP is converting the funding assistance for respiratory, ventilator and enteral feeding supplies to an annual grant.  Please refer to the following memos for more information:


New Application Forms, Applicant Information Sheets, FAQ and Policy and Procedure Manuals


Questions and Answers for Format Changes to Vendor Invoice Submissions


Paper Invoices

Is a Side Device Placement mandatory for invoices?

Not all ADP device types have a side placement. Some items, such as a CPAP machine or a white cane for the blind, are not side-specific devices.

In categories where devices are side specific, the device side placement field is a mandatory field for invoicing. Categories requiring side placement designation include the following:

  • Hearing Devices
  • Ocular Prostheses
  • Maxillofacial Extraoral Prostheses
  • Orthotic Devices
  • Limb Prostheses
  • Pressure Modification Devices

** Although not all devices within each of the above categories may have a side, an entry of N/A is required for devices without side placements for the above categories.

What is the date format for invoicing?

The format for naming of electronic submission of invoices is: YYYY-MM-DD, prefixed by the vendor registration number (e.g., 9999999_2011-06-19)
The format for dates included within the invoice file is:  DDMMYYYY
The format for dates included within paper invoices is: YYYY/MM/DD

Files submitted with an incorrect date format may pass an upload test since the system is merely checking for six digits to be able to upload the file. However, incorrectly formatted dates can cause a variety of errors to appear. For example, if a vendor submits an electronic invoice with a date format of 20110701 within the file, intending to submit for July 1st, 2011, the system will actually read it as November 20th, 701. Associated errors that can appear with this formatting issue are "Vendor not registered" or "Device not active" or "Delivery Date is too old".

When are invoices generated?

With the extension of automatic invoicing for some additional categories (the system does a first pass on adjudication rules to determine if the claim is approvable), if the Equipment Specificationssection is completed on application forms for categories that are automatically approvable, the system will attempt to create and pay an invoice. If the attempt at automatic approval fails, the invoice may still be generated, but will go on-hold. The application forms will then be adjudicated manually and if the application errors cannot be corrected by ADP adjudicators, notice will be sent to the authorizer, vendor or client, notifying them of the problem(s).

Why is ADP making changes to the invoicing process?
ADP is implementing a new information technology system to improve reliability and cost effectiveness in documenting client transactions, claims adjudication, and vendor payments. This new system will support the Government of Ontario’s Green IT Strategy, improve system security and information management, and improve stakeholder accessibility.
What changes are being made that will affect my invoice submissions?
ADP has created a standard format for all paper invoices that will be applicable for all device categories, with the exception of the Home Oxygen Program (HOP). The HOP will have a separate standard format.
What are the differences between the HOP invoice and the ADP invoice?
In addition to the information required on the ADP invoice, the HOP invoice requires vendor confirmation and service start and end dates.
Have the data requirements changed under each invoice type?
A Device Placement field has been added to the ADP invoice format, which indicates if the device is for the left ‘L’ or right ‘R’, or is not applicable ‘NA’.
Where can I obtain a sample of the new invoice formats?
The sample invoice formats have been mailed out to all ADP Registered Vendors who currently submit paper invoices. The forms can also be downloaded from the links below:
When do these changes come into effect?
The new invoice format must be used starting June 13, 2011. ADP will no longer accept the old invoice format after June 13, 2011.
If my paper invoices in the old format are mailed and are not received by the Financial Management Branch by June 6th, will my invoices still be processed?
No, if paper invoices in the old format have not been received by June 6th, they will not be processed.
Can I continue to submit paper invoices?
Vendors currently submitting paper invoices must continue submitting paper invoices until the new system goes live in June.

All vendors who currently submit paper invoices will be encouraged to move to electronic invoicing by end of calendar year 2011.

How soon after the new system implementation am I able to move to electronic invoicing?
All vendors who currently submit paper invoices will be able to move to electronic invoicing by end of calendar year 2011. Support will be provided for vendors in the transition process.

Electronic Invoices

Why is ADP making changes to the invoicing process?
ADP is implementing a new information technology system to improve reliability and cost effectiveness in documenting client transactions, claims adjudication, and vendor payments. This new system will support the Government of Ontario’s Green IT Strategy, improve system security and information management, and improve stakeholder accessibility by increasing online service offerings.
How will the electronic invoicing format be changed?
Current invoices submitted by diskette are sent to the ADP with information separated by columns. The new format will feature information separated by commas on one invoice line. These formats are easily generated by most invoice generating software. The ADP can supply an example, or template, for vendors who wish to generate comma separated invoice formats from programs such as Microsoft Excel.
Which data requirements are no longer required under the new format?
The Client Name and Health Card Number fields have been removed, and replaced with just the last four digits of the client’s Health Card Number.
Which data requirements have been added under the new format?
A Device Placement field has been added for some categories, which indicates if the device is for the left ‘L’ or right ‘R’, or is not applicable ‘NA’.
What are the differences between the HOP format and the ADP format?
In addition to the information required on the ADP format, the HOP format requires service start and end dates.
Can corrections to invoices on hold be submitted with new invoice submissions?
Yes.
Will the system identify which invoices have errors and what the errors are?
The Upload Error Report will show the errors in the file and the Invoices on hold Report will show errors related to itemized invoices.
How will I know the status of my invoice submissions?
Once uploaded, the status of invoices will appear on the next status update distributed to vendors.
Are all alphanumeric fields required to be in capital letters? (e.g. a14n7 is A14N7)
No, there are no specific restrictions regarding this.
Can I send more than one invoice file per day?
No, ADP is only able to process one invoice file per vendor per day.

To view PDF format files, you need to have Adobe Acrobat® Reader installed on your computer. You can download this free software from the Adobe Web site

For More Information

Ministry of Health and Long-Term Care
Assistive Devices Program

7th Floor, 5700 Yonge Street
Toronto, ON M2M 4K5

Tel: Toronto 416-327-8804
Toll-free 1-800-268-6021
TDD/TTY 416-327-4282
TDD/TTY 1-800-387-5559
Fax 416-327-8192
e-mail: adp@ontario.ca