Clinic template
A Cliniko template for the DVA end of cycle report
DVA's physiotherapy treatment cycle runs up to 12 sessions or one year, whichever ends first. The end of cycle report (item PH90, $35.40 from 1 July 2026) is claimed once per cycle, only after it is sent to the client's usual GP, and never for TPI Gold Card holders. This Cliniko letter template is a one page report built around that exact rule.
Last checked 25 Sep 2026 against the sources listed at the end of this page.
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Letter template: DVA end of cycle report to GP: physiotherapy
The template: 8 fields
| Section | Field | Type | Notes |
|---|---|---|---|
| Header | Date | Text | Placeholder General.CurrentDate. |
| Header | Referring GP name and practice | Text | Bracketed prompt: [GP name and practice address], copied from the original DVA referral. |
| Header | Re: veteran name, DVA number and card type | Text | Bracketed prompt: [veteran name, DVA number, Gold or White Card]. Confirm the card is not a TPI Gold Card before billing PH90, since TPI holders sit outside the treatment cycle and PH90 cannot be claimed for them. |
| Body | Referral and cycle details | Text | Bracketed prompt: [referral date, condition treated, number of sessions delivered this cycle, up to 12]. State the session count plainly so the GP can see the cycle is complete or close to it. |
| Body | Treatment provided and outcome | Paragraph | Bracketed prompt: [treatment provided, outcome measure and change, or plain functional description]. |
| Body | Condition at end of cycle | Paragraph | Bracketed prompt: [resolved, improved, unchanged, or deteriorated, with brief detail]. |
| Body | Recommendation | Text | Bracketed prompt: [discharge, or a new referral needed for a further cycle]. State this clearly since a new cycle needs a new GP referral. |
| Sign off | Practitioner name, qualification and provider number | Text | Bracketed prompt: [name, qualification, DVA provider number]. |
Build it in Cliniko
- Go to Settings > Letter templates, add a new template, and name it internally as DVA end of cycle report so it sits alongside the other funder reports in this cluster.
- Write the header with General.CurrentDate for the date and bracketed prompts for the GP, veteran and card type, since Cliniko's own placeholder documentation names only the date as reliably automatic.
- Add a check to the card type field: PH90 cannot be claimed for a Veteran Card, All Conditions (TPI Gold Card) holder, since TPI card holders sit outside the standard treatment cycle and PH90 is only billable within it.
- State the session count delivered this cycle plainly in the body, since DVA allows the report to be sent after 8 sessions but still expects up to 12 to be provided before a new cycle starts, and at least 2 sessions are needed before PH90 can be claimed on a short cycle.
- Send the completed report to the veteran's usual GP before billing item PH90 against the claim, since the fee can only be claimed once the report has actually been sent, not simply drafted.
- Add PH90 as a billable item in Cliniko at $35.40 (taxable), alongside the other DVA physiotherapy items, and set a recall around session 8 to 10 of each cycle so the report is not left until session 12.
The report is what unlocks the fee, not the other way around
DVA's physiotherapy fee schedule allows one end of cycle report per treatment cycle, item PH90, priced at $35.40 from 1 July 2026, but the claiming rule is specific: the fee can only be claimed once the report has actually been sent to the veteran's usual GP, not simply once it exists in draft. A cycle itself runs up to 12 sessions or one year, whichever ends first, so this template exists to make sending that report a routine part of finishing a cycle rather than an afterthought that delays the claim.
TPI Gold Card holders are the exception worth building in
Veteran Card, All Conditions holders under the TPI arrangement sit outside DVA's ordinary 12 session treatment cycle altogether, and PH90 cannot be claimed for them regardless of how many sessions they have had. Getting this wrong the other way, treating every Gold Card holder as if they were on a standard cycle, is an easy mistake in a busy clinic. This template asks for the card type to be confirmed in the header, before the report is written, specifically to catch this before a PH90 claim gets submitted for a patient it does not apply to.
Session count belongs in the letter, not just the file
DVA's rules allow the end of cycle report to be sent after as few as 8 sessions, provided at least 2 sessions have been delivered on a short cycle, but the same guidance still expects up to 12 to be provided across a full cycle before a new referral is needed. Stating the actual session count delivered so far, in the letter itself rather than only in the clinical notes, gives the GP a clear picture of where the veteran sits in their cycle when they decide whether to issue a new referral, and gives the practice a paper trail if DVA later queries the timing of a PH90 claim.
Sources
- DVA's physiotherapy fee schedule prices item PH90, the end of cycle report, at $35.40 (taxable) effective 1 July 2026, up from $34.50 under the 1 January 2026 schedule, claimable once per treatment cycle and not for TPI Gold Card holders. Department of Veterans' Affairs (DVA), checked 25 Sep 2026.
- DVA's physiotherapy treatment cycle runs up to 12 sessions or one year, whichever ends first, after which a new GP referral is required; the end of cycle report may be sent after 8 sessions but the client should still be provided up to 12 before a new cycle, and at least 2 sessions are needed before PH90 can be claimed on a short cycle. Department of Veterans' Affairs (DVA), checked 25 Sep 2026.
- PH90 must be sent to the client's usual GP before it is claimed, and a valid referral for an initial treatment cycle can come from the client's GP, a medical specialist, a treating hospital doctor or a hospital discharge planner. Department of Veterans' Affairs (DVA), checked 25 Sep 2026.
- A Cliniko letter template needs a name, a body and a default email subject, built under Settings > Letter templates, and the practitioner can still edit the wording when the actual end of cycle report is generated for a veteran's file. Cliniko Help, checked 25 Sep 2026.