Clinic template
A workers compensation report template for Cliniko
This is a general progress report letter template for a workers compensation insurer or case manager, built in Cliniko. Every major state scheme (NSW, Queensland, Victoria, South Australia, Western Australia) also has its own named form some insurers require in place of, or alongside, a general letter, so this template comes with a state table naming each one.
Last checked 25 Sep 2026 against the sources listed at the end of this page.
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Letter template: workers compensation progress report, plus a state form reference table: allied health (general)
The template: 14 fields
| Section | Field | Type | Notes |
|---|---|---|---|
| Header | Date | Text | Placeholder General.CurrentDate. |
| Header | Insurer, case manager and claim number | Text | Bracketed prompt: [insurer name, case manager, claim number]. A report submitted without the claim number is a common cause of processing delay. |
| Header | Worker name and date of injury | Text | Bracketed prompt: [worker name, date of birth, date of injury]. |
| Body | Diagnosis and mechanism of injury | Paragraph | Bracketed prompt: [diagnosis and how the injury occurred, as relevant to work capacity]. |
| Body | Treatment provided this reporting period | Paragraph | Bracketed prompt: [sessions attended, treatment type, outcome measure and change]. |
| Body | Current work capacity | Paragraph | Bracketed prompt: [current duties, hours, and restrictions]. State capacity in the same terms the relevant certificate of capacity uses where one exists for that scheme. |
| Body | Barriers to return to work | Paragraph | Bracketed prompt: [any barrier: pain, workplace factors, psychosocial factors]. Optional but strengthens a request for further sessions. |
| Body | Recommendation and sessions requested | Text | Bracketed prompt: [continue current plan / discharge / additional sessions requested, with a number]. State a number of further sessions where requesting an extension, since insurers approve against a stated request, not an open ended one. |
| Sign off | Practitioner name, qualification and provider number | Text | Bracketed prompt: [name, qualification, scheme provider number if applicable]. |
| Which state form to use instead | NSW: SIRA | Text | Use the Allied Health Treatment Request (AHTR), plus a Certificate of Capacity issued by a SIRA-approved physiotherapist for later certificates, not this letter. The initial AHTR carries its own schedule fee (OAS003). |
| Which state form to use instead | QLD: WorkCover Queensland | Text | Use the Provider Management Plan (Form 032) when treatment needs to continue beyond the initially approved sessions, submitted through Provider Connect and expected to reference the outcome measures used to track progress. |
| Which state form to use instead | VIC: WorkSafe Victoria | Text | Use the Allied Health Recovery Management Plan, submitted within the worker's first 5 consultations and reviewed again at 12 months (item PY900). Invoices go to the worker's managing agent, not to WorkSafe directly. |
| Which state form to use instead | SA: ReturnToWorkSA | Text | Use the one page physiotherapy management plan, summarising goals and a plan of management with an optional functional abilities table, copied to the patient, case manager and doctor. |
| Which state form to use instead | WA: WorkCover WA | Text | Bill the standard or progress report (PR001) or treatment management plan (PR003) as set fee items, alongside a Progress Certificate of Capacity where the worker's capacity for work has changed. A combined maximum of 3 PR001/PR003 items is allowed per claim without prior insurer approval. |
Build it in Cliniko
- Go to Settings > Letter templates and add a new template named Workers compensation progress report, for use where the insurer accepts a general letter rather than requiring its own named form.
- Write the header with General.CurrentDate for the date and bracketed prompts for the insurer, case manager, claim number, worker details and date of injury, since none of these are placeholders Cliniko's help centre documents as automatic.
- Check the state table above before using the general template. NSW, Victoria and Western Australia each expect their own named form or billable report item rather than, or in addition to, a free text letter, so confirm with the case manager which format the claim needs.
- Where the state does require its own form (the AHTR, the Provider Management Plan, or the Allied Health Recovery Management Plan), complete that form directly rather than adapting this letter template to it, and use this template only for any supplementary detail the insurer separately requests.
- Add the relevant workers compensation billable items for your state (for example WA's PR001 standard or progress report, or SIRA's report writing item) under Settings, Billable items, so report writing time is invoiced rather than done unpaid.
- Set a recall against the worker's Cliniko file at the milestone that applies in your state, for example before the 5th consultation in Victoria or before the 12 month review, so the required plan or report is never missed.
One general letter does not cover five different schemes
Workers compensation is not one system with one report format; it is eight separate state and territory schemes, each with its own regulator, its own forms, and its own rules about when a report is due. A general progress letter written for a NSW insurer will not satisfy Victoria's Allied Health Recovery Management Plan requirement, and submitting it in Western Australia instead of the standard or progress report billable item just means the practice invoices for the wrong thing. This template gives a general letter for schemes that accept one, and a table naming what to use instead where a scheme has its own required form.
Every scheme cares about the same few facts, in different formats
Diagnosis, treatment provided, current work capacity, and a clear recommendation are what every insurer or case manager is actually trying to extract, whichever form they use to collect it. NSW's Allied Health Treatment Request and Victoria's Allied Health Recovery Management Plan are both structured ways of capturing the same information a free text letter would otherwise contain, so writing the general template's body around exactly those four elements means the practitioner is not relearning what to include every time a state specific form has to be filled in instead.
A stated number of sessions gets approved faster than an open request
Insurers and case managers are deciding whether to fund further treatment from the report in front of them, the same as an NDIA planner reading a progress report. A recommendation that treatment should continue, without a specific number of further sessions requested, leaves the reader to guess at scope. This template's final field asks for a stated number, which is also consistent with how several schemes cap the number of reports or plans allowed without further approval, for example Western Australia's limit of 3 reports or treatment management plans per claim before the insurer has to approve more.
Sources
- SIRA NSW's physiotherapy, chiropractic and osteopathy fees and practice requirements set an Allied Health Treatment Request (AHTR) as the form used to seek pre-approval and communicate with the insurer about treatment and timeframes, with the initial submission attracting its own fee (OAS003), and a Certificate of Capacity able to be issued by a SIRA-approved physiotherapist after the doctor's initial certificate. State Insurance Regulatory Authority (SIRA), NSW, checked 25 Sep 2026.
- WorkCover Queensland's Provider Management Plan (Form 032) is used to tell WorkCover about a worker's progress and ongoing treatment needs and is submitted, with supporting correspondence and outcome measures, through Provider Connect or the WorkCover Queensland website. WorkCover Queensland / WorkSafe Queensland, checked 25 Sep 2026.
- WorkSafe Victoria's physiotherapy fee schedule requires the treating physiotherapist to submit the Allied Health Recovery Management Plan within the worker's first 5 consultations, with a 12 month treatment review item (PY900) added to the 1 July 2026 schedule at $77.41, and invoices go to the worker's managing agent rather than to WorkSafe directly. WorkSafe Victoria, checked 25 Sep 2026.
- ReturnToWorkSA describes its allied health management plan as a one page tool used to summarise collaborative goal setting and a plan of management, with an optional functional abilities recommendations table, distributed to the patient, case manager and doctor. ReturnToWorkSA, checked 25 Sep 2026.
- WorkCover WA's Workers Compensation Health Services Fees Order prices a standard or progress report (PR001) and a treatment management plan (PR003) as set fees, with a combined maximum of 3 of either permitted per claim without the insurer's prior approval. WorkCover WA, checked 25 Sep 2026.