The Healthcode Integration enables UK practitioners to submit insurance claims directly to private medical insurers through Healthcode.
This integration ensures faster reimbursements and provides real-time visibility into payment status without manual data entry.
Getting started with Healthcode involves the following steps:
Before you begin
Supported insurers
Supported insurers
The following list is correct as of 13 May 2026:
Alliance Health Corporate
Allianz Worldwide Care
Aviva
AXA Health
BUPA
BUPA Global
Healix Health Services Ltd
patientzone
VitalityHealth
Willis Towers Watson
WPA
Sign up with Healthcode VEDA
You will need a Healthcode VEDA account to begin. You will also need to add the Clearing Service plan to your Healthcode subscription.
Don't have Healthcode credentials yet?
Contact Healthcode to register your practice.
Email: custserv@healthcode.co.uk | Tel: 03309004900 (Mon-Fri, 8am-6pm)
Note that the Healthcode VEDA registration process takes 5-7 business days. We recommend planning accordingly to handle claims during this time.
Appointments billed in splose during this time can be submitted after your registration is complete.
Navigate to Private Healthcare Technology Solutions | Healthcode registration page.
Select Start Registration in the top-right corner.
Follow the sign-up prompts based on your practice.
In the Please select your current practice management system drop-down menu, select splose.
Industry Standard Codes (ISCs) list
How-to
Set up Healthcode
Navigate to the Workspace Settings.
Select Integrations.
In the Healthcode tile, click Connect.
Enter the following details:
Once you have entered these, click Connect.
You will be presented with a page confirming that your Healthcode integration has successfully been connected.
On this page, you'll see additional details, such as a timestamp displaying when your splose workspace and Healthcode integration were connected, and further steps to complete in splose to get you up and running.
Set up a Practitioner
To prevent claim rejections, you must accurately input your identifiers based on whether you operate as a Solo Practitioner or a Multi-Practitioner Clinic. Both identifiers must be recognised by Healthcode for the specific insurer you are billing (e.g., Bupa, AXA, Aviva).
⚠️ Important
Being registered with an insurer directly is not enough. Healthcode maintains its own independent registration backend for each provider and insurer combination.
To find your exact identifiers, log into your Healthcode VEDA Dashboard to check where these numbers sit. Healthcode uses exact terms like Payee number, provider number/Healthcode reference, or Site ID.
Navigate to Workspace Settings.
Under Team, select Users.
Select the practitioner you would like to edit.
Scroll down to Practitioner Settings.
Click + Add a provider number.
Configure the fields using the exact wording based on your practice type:
Add the practitioner's provider numbers
Each provider number is stored against the practitioner with a Type, a Number, and optionally a Location. You choose which of these numbers is used as the Practitioner ID and which is used as the Payee when you submit each claim, so add every number the practitioner may need to bill under.
If you practise alone and are paid directly by the insurer
Add one provider number: your own Healthcode reference. This will be used as both the Practitioner ID and the Payee on your claims.
If you are a clinic and the business is paid by the insurer
Add two provider numbers to each treating practitioner's profile:
The practitioner's own Healthcode reference: Used as the Practitioner ID
The organisation's payee reference: Used as the Payee
Both need to sit on the practitioner's profile so they can be selected from the dropdowns when you submit a claim.
Setting the Location
Leave Location blank if the number applies everywhere. Set it if the number should only be used for appointments at a specific location. Numbers are only offered on a claim if they match the appointment's location or have no location set.
Once you have completed this, select Save Details. If successfully added, the practitioner's Healthcode ID will appear in the Healthcode column.
💡 Tip: Label a provider number Healthcode to have it selected by default on new claims.
Please Note: Both identifiers must be recognised by Healthcode for the insurer you're billing (e.g. Bupa, AXA, Aviva). Being registered with the insurer directly is not enough; Healthcode maintains its own registration for each provider and insurer combination. If you don't know your Healthcode IDs, check your VEDA dashboard or contact Healthcode for support.
Which number do I enter?
Enter the reference that Healthcode has mapped for that practitioner on your VEDA site, exactly as it appears there.
In most cases, this is the practitioner's regulatory body registration number (HCPC for physiotherapists, GMC for doctors, and so on). It can also be the Healthcode SP or HP reference itself. Both are valid; what matters is that it matches your VEDA site mapping.
Where a regulatory body number has been mapped, Healthcode adds a leading zero so the reference meets the minimum length some insurers require. If your VEDA mapping shows a leading zero, include it.
To check your mappings, log in to your Healthcode VEDA Dashboard. If you're unsure, contact Healthcode: they hold the mapping, not splose.
Set up a Service
Navigate to Workspace Settings.
Under Business, select Services.
For the service you would like to add Healthcode to, select the Action (•••) menu, then select Edit.
Scroll down to Healthcode Details.
Paste your International Procedure Code (ISC) in the ISC field.
Click Save to confirm your changes. The Healthcode Procedure Code (ISC) will appear in the customer invoice as the item code entered here.
Set up patient insurance details
Navigate to the Clients tab.
Select the client that you would like to add patient insurance details to.
Select the Edit button.
In the Edit Details page, scroll down to UK Private Health Insurance.
Enter the following details:
Insurance Provider
Membership Number (compulsory)
Authorisation Code (not compulsory)
Under Diagnosis Codes, click + Add Diagnosis Code.
You can start typing either the code or the description to search for the correct diagnosis code.
Once you have done this, select Save to confirm your changes.
splose recommends an authorisation code to be captured for each patient for the highest likelihood of insurer approval.
Submit a claim
Once an appointment has been completed and an invoice has been created for the client:
Navigate to the Calendar tab.
Select the client appointment that you would like to submit a claim for.
In the appointment side panel, select the Invoice.
You will see a Claim column, outlining the status of the claim. These statuses include:
Created
Submitted
Awaiting collection
Collected by insurer
Select the relevant invoice.
Select Create Claim.
Tracking Statuses
The Claim column on the invoice reveals the real-time status:
Created ➔ Submitted ➔ Awaiting collection ➔ Collected by insurer
The platform will collect all the data regarding the claim and will create a new claim. splose will perform basic validation. If there are any issues with any of the fields, you may amend those here directly to make it clear where these numbers sit in settings vs on the actual claim.
On the claim screen, check the two provider fields:
Practitioner ID: The treating clinician's reference. Defaults to the practitioner's Healthcode-labelled number for that location where one exists.
Payee: The reference that should be paid. Defaults to the same value as Practitioner ID. If the organisation is paid rather than the clinician, change this to the organisation's reference.
Both dropdowns list the provider numbers stored against the practitioner that match the appointment's location or have no location set. If a number isn't listed, you can type it in directly, though it's better to add it to the practitioner's profile so it's available on future claims.
📝 If both dropdowns show "No results", no provider numbers have been added to that practitioner yet. Go to Workspace Settings > Users, open the practitioner, and add one under Practitioner Settings.
Confirm the claim details, then select Submit Claim. The Healthcode tile will show the status of the claim.
Please keep in mind that if a claim has not been paid out, this can be checked in VEDA. If this is the case, please create a new claim and submit it again.
Understanding Practitioner ID and Payee
Every Healthcode claim carries two provider identifiers, which you select when submitting the claim.
Practitioner ID: The clinician who delivered the treatment. This becomes the Controlling Specialist on the claim. It is the treating practitioner's own registration number, and it is required on every claim regardless of whether the patient was referred.
Payee: The provider who receives payment. This may be the same clinician, or the organisation. This becomes both the Payee Number and the Provider Number on the claim; Healthcode expects these two to match.
Billing as an individual practitioner
Practitioner ID: the clinician's own reference
Payee: the same reference
Billing as an organisation or clinic
Practitioner ID: the treating clinician's own reference
Payee: the organisation's reference
Troubleshooting & Validation Errors
If your claim is rejected or fails validation, use the table below to find the common Healthcode rejection errors and the clear steps on how to fix the data inside splose.
Healthcode Error Message | Root Cause | How to Fix Inside splose |
ControllingSpecialist: Invalid code | The reference selected in the Practitioner ID dropdown isn't recognised by Healthcode for this insurer. | On the claim, check the Practitioner ID selection. This should be the treating clinician's own registration number as mapped in VEDA, including any leading zero. If the value is correct, contact Healthcode to map that clinician to the insurer. |
Invalid Membership/Policy Number | The client's policy details do not match the insurer's records. | Open the Clients file, head to UK Private Health Insurance, and verify the Membership Number for typos. |
Missing/Invalid Diagnosis Code | Healthcode requires an active invoicing diagnosis code to process the claim. | Open the client file or invoice settings and ensure you have added a valid code using the + Add Diagnosis Code tool. |
Case 1: Billing as an individual practitioner
• Practitioner ID: the clinician's Healthcode ID
• Payee: the clinician's Healthcode ID (same as above)
The clinician must be registered with Healthcode for the specific insurer on the claim. If they are not, the claim will be rejected.
Case 2: Billing as an organisation or clinic
Use this when the clinic is paid by the insurer directly, rather than the individual clinician.
• Practitioner ID: the treating clinician's Healthcode ID
• Payee: the clinic's Healthcode ID
Choosing the Practitioner ID
The Practitioner ID should be a clinician recognised by Healthcode for electronic billing with the insurer on the claim. Bills will be rejected if this is not the case, even if your clinic is recognised by Healthcode for the insurer.
We recommend contacting Healthcode for guidance on your specific billing requirements in this case.
Industry Standard Codes (ISC) List
The following is a comprehensive list of ISCs that can be used for your services.