All
note
files
will
begin
with
EPIC
as
a
prefix.
•
Files
will
use
the
date
format
YYYYMMDD
•
If
there
is
need
for
multiple
note
files
from
one
agency,
we
will
need
to
build
special
cases.
•
Import
path
:
/epic/rev/test/HB/agncy/ahc/in/EPIC_AHC_NT_*d*.TXT
○
AHC
•
Import
path
:
/epic/rev/test/HB/agncy/mash/in/EPIC_MASH_NT_*d*.TXT
○
MASH
•
Import
path
:
/epic/rev/test/HB/agncy/nco/in/EPIC_NCO_NT_*d*.TXT
○
NCO
•
Import
path
:
/epic/rev/test/HB/agncy/cym/in/EPIC_CYM_NT_*d*.TXT
○
Cymetrix
•
Import
path
:
/epic/rev/test/HB/agncy/mir/in/EPIC_MIR_NT_*d*.TXT
○
Miramed
•
Note
Import
Build
out
for
the
following
Agencies
There
is
a
standard
batch
job
that
can
be
used
to
import
account
notes
and/or
billing
indicators. To
setup,
create
a
batch
job
as
follows:
1. Template = 41100-HB FLAT FILE DATA IMPORT
This
template
has
two
mnemonics:
2. Import Data LPP = 41477-HB NOTE AND BILLING INDICATOR IMPORT
3. Input Filename = /path/to/file/filename*D*.TXT
The
*D*
in
the
filename
is
optional;
use
it
if
each
file
will
have
a
date
stamp
in
the
filename.
The
date
in
the
file
name
must
be
in
the
format
YYYYMMDD.
The
Import
Data
LPP
41477
is
a
standard
LPP. It
reads
in
each
line
of
the
file
and
uses
it
to
create
an
account
note
and/or
a
billing
indicator
at
either
the
HAR
or
Guarantor
level.
Each
line
in
the
import
text
file
should
correspond
to
either
one
comment
(account
note)
or
one
billing
indicator
or
both.
All
of
the
following
fields,
except
the
last
field
‐
the
billing
indicator
‐
apply
to
the
account
note.
The
following
is
the
line
format:
Acct|Note Type|User(Unpadded)|Summary|Text|ExpirationDate|Level|priority|BI
where
1.
Acct
- (required) the ID of the hospital or guarantor account (see level below)
2.
Note Type
- (optional) number from HNO 542 category list, defaults to 1=General
Note
Import
Build
Out
General
Requirements
EPIC NOTE IMPORT SPECS
Category Number Title Abbreviation (12 char max)
1 General GENERAL
2 Letter LETTER
3 Detail Bill DET BILL
4 Statement STATEMENT
5 Claim CLAIM
6 Collection COLLECTION
7 Insurance INSURANCE
8 Transfer TRANSFER
9 Combine Accounts COMBINE
10 Billing BILLING
11 Stop Bill STOPBILL
12 Account Class Change ACCT CLS
13 Coverage Change COVERAGE
14 Guarantor Change GUARANTOR
15 Payment Plan Update PMT PLAN UPD
16 Undo Billing Process UNDO BILLING
17 Undo Next Responsible Party UNDO NRP
18 Transfer Liability TRAN LIAB
19 Account Status Change ACCT STS
20 Next Responsible Party NRP
21 Primary Contact Override PRIMARY CONT
22 Proration PRORATION 23 Coverage Manager CVG MGR 24 Remark REMARK 25 Refund REFUND 26 Correspondence CORRSPNDNC 27 Denial DENIAL
28 Allowance Discrepancy DISCP
29 Expected Reimbursement EXP RMB
30 Coding CODING
31 Verification VERIFY
32 Recurring Series RECUR SERIES
33 Contact Move CONTACT MOVE
34 Interest Fee INTEREST FEE
35 Tx Report TX REPORT
36 Invoice Number Edit INV NUM EDIT
37 Separate Service Area Billing SEP SA BILL 38 Offsetting Adjustments For Account Close Offset Adjs
39 SBO Split SBO SPLIT
40 Admission Day Billing Admit Bill
41 Accelerated Self Pay Accel SP
42 Adjustment Import ADJ IMP
43 System Action Import ACT IMP
44 Claim ICN Edit ICN EDIT
45 Willow Auto Repost Error WilowRpstErr
for Account Level only. Guarantor uses another table.
46 Extract Extract
47 Workflow Action Workflow Act
1000 Eligibility Eligibility
1001 Payment Plan Requested Pmt Pln Rqst
1002 Customer Service Customer Ser
1003 Billing/Coding Communication Billing/Codi
1004 Bad Debt Bad Debt
1005 Workmans Comp Workmans Cmp
If there are other note types we need, they are entered into HNO [542]
Category Maintenance
3.
User
- (required) Unpadded (no spaces) user id
(EJB) Use HB Background User [9930]
(EJB) Will Use this Field for Note Summarization. Shows here.
Use title from HAR 85 Category List (minus Z_ )
4.
Summary
- (optional) up to 40 characters. If null, the first 40 characters of
text are shown as summary
(EJB) Note to enter on Account. This can be free formed text.
5.
Text
- note text. If blank, no note will be posted.
(EJB) Should always be blank.
6. Expiration Date (optional)
7.
Level
- 1 for hospital account, 2 for guarantor. Will default to 1.
8. Priority (optional) 1=yes, 2=no, default to no
Category Number Title Abbreviation
(12 char max) 1 Pending Medicaid - Retroactive Coverage Manual Retro
3 Exclude from Bad Debt Exclude from
4 Charges Reviewed and Transferred Charges Revi 5 Retroactive Charity Applied Retroactive
6 Bankruptcy Bankruptcy
7 Legal Legal
8 Letter 1 Letter 1
9 Letter 2 Letter 2
10 Hold Automated Letters Hold Automat
11 Payment Plan Requested Payment Plan
12 Customer Service HB Follow-up Customer Ser 13 Customer Service PB Follow-up CS PB
14 Billing Review Needed Billing Revi
16 Coding Review Needed Coding Revie
17 Stope Stope
18 Pending Medicaid Medicaid Pen
9. BI (optional) - number from HAR 85 category list. This billing indicator will be
ADDED to the hospital account if level=1
and the record will be rejected
if valued
for level=2.
EPIC NOTE IMPORT SPECS
20 ADT Review Needed ADT Review
21 ADT Review Complete ADT Complete
85 Confirmed Partial Coverage Confirmed Pa 86 Financial Counselor Confirmed Self-Pay Financial Co
88 Lien Lien
89 Lien - OGC Lien - OGC
91 Estate Estate
92 Estate - OGC Estate - OGC
94 Bankruptcy - OGC Bankrupt OGC
96 Risk Management-Patient Hold Rsk Mgmt Pt
97 Patient Dispute Pt Dispute
98 Pending Medicaid - MASH MedicaidMASH
99 Pending Medicaid - NCO Medicaid NCO
100 Pending SSI - DARS SSI - DARS
101 Pending SSI - SSA SSI - SSA
102 Pending SSI - MASH SSI - MASH
103 Pending SSI - NCO SSI - NCO
104 Pending Medicaid - Resolving OB Package Pend Ob Pkg 105 Pending Medicaid - Spend Down PndSpendDown
106 Pending SSI - OHA SSI - OHA
107 Pending SSI - PPTA SSI - PPTA
108 Returned Mail Received Ret Mail
109 Denial Management Review-Authorization DM-Autho 110 Denial Management Review-Clinical DM-Clinical
111 HHSC Audit HHSC Audit
112 Pending Possible Full Coverage Poss FullCvg
113 Overlap Facility Overlap Faci
115 Risk Management-Insurance/Patient Hold Rsk Mgmt Bot
116 PB Coding Complete PB Cdng Comp
117 HB Tech Only Charge Correction HB Tech Only 118 PB Coverage Change Review PB Cvrg Chng 119 Customer Service HB Billing Review Needed HB Bilng Rev
120 PB Coder Review Needed PB Coder Rev
121 Disputed Balance Disputed Bal
122 Z_180 Day No Activity 180 Day NA
123 Z_Balance Contractual Adjustment Bal ContrAdj
124 Z_Balance Too Small Bal Too Smal
125 Z_Benefit Review Conference Ben Review 126 Z_Client Adjusted Balance ClientAdjBal 127 Z_Closed - Medicare/Medicaid Closed MM
128 Z_Closed - Paid Prior Closed PP
129 Z_Closed - Per Client ClosedClient
130 Z_Closed - Pursue Self Pay Closed SP 131 Z_Closed - Request Unanswered Closed ReqUA 132 Z_Closed - Uncollectable Closed Uncol 133 Z_Closed - Zero Balance Closed 0 Bal
134 Z_Credit Balance Credit Bal
135 Z_Deceased Deceased 136 Z_Insurance Balance Paid Ins Bal Pd 137 Z_No Activity Agency Keeping No Activity
138 Z_Paid In Full Paid In Full
139 Z_Patient Requested Cease Contact CeaseContact
140 Z_Recalled by Client RecallClient
141 Z_Settlement Settlement
142 Z_Skip Trace Skip Trace
143 Z_Timely Filing TimelyFiling
144 Z_Uncollectable Uncollectabl
145 Z_WC Payment Received WC Pmt Rcvd
146 Z_WC Paid in Full WC PaidFull
147 Rac Audit Rac Audit
148 Other Audit Other Audit
149 Z_Accept-Forms sent to Sign AcceptForms 150 Z_Accept-Pursuing Prior Coverage AcceptPursui 151 Z_All Charges are RX Take Home RX Take Home
152 Z_Appealing Denial(s) AppealDenial
153 Z_Application Filed & Pending Application 154 Z_Deceased-No Proper Applicant NoApplicant
155 Z_Decision Pending DecisionPend
156 Z_Disregard Return Code DisregardRtn 157 Z_DOS Prior or Not Covered by Chip Peri DOS Chip 158 Z_DOS Prior to Medicaid/No Spenddown or 42 DOS Medicaid
159 Z_Hearing Requested HearingReque
160 Z_Insurance Loaded & Billed Ins Loaded 161 Z_Invalid/Appointment Not Kept DNKA
162 Z_Invalid/Failure to Furnish Information InvalidFail
163 Z_Invalid/Other InvalidOther
164 Z_Locating Patient by Letters & Calls Letters&Call 165 Z_MASH Reviewing for Payment/Denial MASH Rvw 166 Z_MASH Submitting Insurance to UTMB MASH Submitt 167 Z_NCO Reviewing for Payment/Denial NCO Rvw 168 Z_NCO Submitting Insurance to UTMB NCO Submitti 169 Z_No MASH Activity in 30 Days NoMASH30days 170 Z_No NCO Activity in 30 Days NoNCO 30days 171 Z_No UTMB Activity in 30 Days NoUTMB30days 172 Z_Patient Denied SSI/Did Not Appeal Denied SSI
173 Z_PFD to Bill PFD to Bill
174 Z_Pt Unresponsive/Uncooperative/Incomplete App Pt Unrespons 175 Z_Reassign UTMB Account-No Activity ReassignUTMB
176 Z_Recalled by UTMB RecalledUTMB
177 Z_Recalled from MASH-No Activity RecalledMASH 178 Z_Recalled from NCO-No Activity RecalledNCO 179 Z_Referred, Too Late to Apply Too Late 180 Z_Screened & Not eligible for any Programs NotEligible 181 Z_Screening Patient for Possible MK/SSI Screening Pt
EPIC NOTE IMPORT SPECS
182 Z_Unable to Locate Patient UnableLocate 183 Z_Valid SSI Denial/Not Appealable ValidSSIDeni 184 Z_Valid/No Eligible Child Valid/NoElig
185 Z_Valid/Other Valid/Other
186 Z_Valid/Over Income ValidOverInc
187 Z_Valid/Over Resources ValidOverRes
188 Z_Vendor Withdrawal, SSI Not Favorable VendorWithdr
189 Z_FPL 50% Adjustment FPL 50% Adju
