Emdeon Office Batch Management Services

1. Emdeon Office Batch Management Services This document provides detailed information on Batch Import Services and other Batch features.

2. Home Page - user logs in to https:\\office.webmd.com and the Home Page displays.

3. When Batch Manager is selected from the Office Main Menu the Manage Batches screen appears. To create a new batch enter a Batch Name here.

4. Batch name appears in the batch list. User selects the Import link to import transaction into the new batch

5. Import Screen provides instructions on how to Import a file. To see specific details about how to create an import file, click on the link in step 1

6. Import File Format describes how to build the import file. Scroll through the spec for details, or see Excel file distributed with this presentation: batch_map.xls The type of request must be indicated in the first field in each row for all imported records. The payer ID must always be provided in field 10. Member ID is often needed in field 11

7. Compare the import file format specification to the interactive screens for the same payer and transaction to determine which fields must be included in the import file. Sample import lines are also provided on the Import page (next slide) for every payer. An eligibility check by Member ID for Florida Medicaid requires Member ID, Start Date of Service and Provider ID, as shown here. Make sure these 3 fields (numbers 11, 41 and 80) are also included in the import spec. However, field 80 (start date) will default to current date if omitted.

8. From the Import Request page, bypass instructions to start import with the “Proceed to Next Step” button Sample import lines can be downloaded for any or all payers. These show the minimum data elements required per request. Select Proceed to Next Step to continue

9. File Import screen displays Batch name appears under Step 1. You can also create a new batch or select another batch from this drop-down. File Import screen displays

10. File Import Window – additional steps User can choose to Test the import. This allows the user to determine whether the structure of the file is sufficient for importing. User selects file from their network or PC.

11. Batch Import Status Window - appears after importing is complete. Indicates # of records and # that were successfully imported. User can View the batch if they want to, otherwise most users will select Submit Batch. Transactions are not submitted to the payer until “Submit Batch” is selected.

12. Transaction List Screen – After clicking View or Submit, user is brought to this screen where all imported transactions display. Responses will come back one by one. Each transaction is listed as a row in the table

13. Transaction List Screen – Summary information from the responses to these requests is displayed in a configurable set of columns. The Customize link allows to control which columns to display and to set other preferences

14. Batch Customization – There are numerous user specific customization settings The choice between “Save and Submit” and “Save Only” applies to requests that are added to batch in interactive mode. If “Save Only” is selected, than the transaction is NOT sent to the payer when the “Send” button is clicked. In Save Only mode, users must go to the batch manager, select request and choose submit before transactions will be processed by the payer. “Save and Submit” is the default. Group settings control whether or not you can see batches created by other users with whom you work. The setting controls your view, not the view of your co-workers. This means that if you are in personal mode, a co-worker in group mode can still work with your batches. Group mode is the default. Office has next and previous links to allow the user to move between pages of requests if a batch contains more requests than the user has chosen to display on a single page. Mass manipulation options such as submit, print, move, export or delete only work on the part of the batch shown on the current page. A large page size means more requests can be worked with simultaneously. A larger page size may also cause your computer to time-out if your Internet connection is slow.

15. Batch Customization – There are numerous user specific customization settings The user can customize which columns should display in the batch list by checking on and off the column names listed in the “Select Columns” table. Placing a check mark in the Display column indicates that a column will be displayed. Placing a check mark in the Export column indicates that the selected value will be placed in the export file when exporting a request using the “Selected Columns” mode. When choosing which columns to display, keep in mind that using a large number of columns will cause the display to become so wide that horizontal scrolling will be needed to see the entire table. Including the Status and Messages columns can be very helpful. The setting for automatic resubmission on temporary errors controls whether Office will detect that a request failed for reasons other than bad data and try again after a few seconds. Occasionally a payer may have a problem or receives more traffic than it can handle, resulting in a temporary error. This setting should be Yes for most users. This setting should be Yes for most users. If you submit Authorizations in a batch, it is recommended to select No to prevent the creation of duplicate requests.

16. Where does the information shown in the batch list column come from? (Skip this page and the next if you are not familiar with X12).

17. Where does the information shown in the batch list column come from? (Skip this page and the next if you are not familiar with X12).

18. Transaction List Screen – viewing individual responses Responses come back and display as hyperlinks

19. Transaction List Screen - searching User can filter transactions by entering data into Search Text field.

20. The Back button can be used to remove the search filter and display all requests in the batch. The Search button, will also clear the filter if no search value is entered in the new search. Transaction List Screen – search results Only transactions that meet the search criteria will display.

21. Batch Screen - searching Searches can be performed on all batches at once. Only batches containing inquiries that match the search criteria will be displayed.

22. Updating service or eligibility dates for multiple inquiries The service date for an entire batch can be adjusted at once so that batches can easily be reused. Enter the new date in the indicated box prior to selecting a batch or set of transactions to Send The service date for an entire batch can be adjusted at once so that batches can easily be reused. Enter the new date in the indicated box prior to selecting a batch or set of transactions to Send.

23. Clicking on any column header will cause the batch list table to be resorted based on the column selected. A triangle is displayed in the column header to indicate which column is the current sort criteria. An upwards pointing triangle means the search is in ascending or alphabetical order. Clicking on a column which is already being used as the sort criteria will cause the sort order to reverse and the triangle to turn upside down. Depending on the situation it may be very helpful to sort by Status, Member ID or Provider ID. Transaction List Screen - sorting

24. Transaction List Screen – Select All and View User can scroll to the bottom to check the box “Select all above” transactions for Send, Delete, Import, Export, View or Print. If more than 10 transactions are displayed, these buttons will also display at the top of the screen.

25. Response Screen – responses appended When View is selected all the responses will append to one another in the screen.

26. Response Screen – Browser Find Feature You can search for specific responses or conditions by using the Find feature in the browser.

27. Response Screen – Browser Find Feature The text you are searching for will appear highlighted.

28. Transaction List Screen The user can also view the Inquiry and make adjustments if necessary.

29. Edit Inquiry Screen When an Inquiry is edited the user is notified at the top that the Inquiry is part of the batch. User can change values if necessary and resubmit the transaction.

30. Batched transactions can be exported to a text file One way to export all of the transactions in a page is to go to the Manage Batches page and choose the “Export” link in the row for the desired batch. A subset of the transactions in a batch can be exported by checking each request desired and then clicking the Export button. The search and sort features can be helpful in selecting part of a batch, prior to choosing Export or any other batch manipulation button.

31. Specify Export type The full X12 Response mode will provide 2 lines of text for each request in the file. The first is the X12 request string and the second is the X12 response string. This mode is useful if you plan to import the file created by Office into a system that can interpret X12 The Selected Columns mode generates a comma delimited file with one row per request. The values exported are set by the user in the batch Customize screen.

32. Final steps in Exporting 2. Click Save from the File Download window. 1. Click “Download” once the correct Export Mode has been selected. 3. Specify a location on your local computer for storing the file. Don’t forget where you put it! 4. Click Save and wait for the file to download.

33. End of Document