Non-Homecare Required Components for Successful Import
The below-listed components are required when importing files to HHAeXchange. Although these components are the essential requirements, there are some variations depending on the type of data Users are exporting/importing. This section covers each of the required components with the necessary tools and information to assist with the data interchange process.
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Naming Convention and File Extension (.csv)
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Required Fields must be completed
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File Format Template
The table below indicates the File type and the File Name as per naming convention for files imported by HHAeXchange. This naming convention is applicable to all import files, as noted in the table below.
|
File Type |
File Name |
|---|---|
|
Non-Homecare Services |
LTDIN_AgencyID_NHCServices_YYYYMMDDHHMMSS.CSV |
To elaborate, the following example explains the naming convention:
File Name: LTDIN_123_NHCServices_YYYYMMDDHHMMSS.CSV
LTDIN = Hardcoded
123 = Agency ID
NHCServices = File type identifier for Non-Homecare Services
20171013 = Date in YYYYMMDD format
080030 = Time Stamp in HHMMSS format
All files must be saved as a .csv (extension) file. The system is not able to process or convert any other type of data file.
As with the Naming Convention, there are required fields per file document which must be in specific format. The following sections cover each File Type and applicable required fields and cell formats. Each section contains the table of Required Fields and (field) Formats.
HHAeXchange Flat File Data Exchange interfaces support the Non-Homecare Services import operations into HHAeXchange.
Non-Homecare rendered Services in HHAeXchange based on a flat file given in the following format.
Sample Template: Click Non-Homecare Services Import Save the *.CSV file on your computer, and Open the file using a text editor (such as Notepad) to preserve the formats for each field.
| Field | Description | Data Type | Required | Max Length | Cell |
|---|---|---|---|---|---|
| Payer ID | ID of the MCO in HHAeXchange. Refer to the MCO/Payer ID Table. | Number | Y | 10 | A |
| Agency ID | ID of the Agency in HHAeXchange. | Number | Y | 10 | B |
| Patient ID | Member identifier. Possible values HHAeXchange unique ID MCO Member ID Medicaid Number MR Number The Agency’s Management System can decide which value to send in the file. HHAeXchange needs to know which value the Agency is sending, before activating data exchange interfaces. | Text | Y | 50 | C |
| Authorization Number | Authorization Number in HHAeXchange | Text | Y | 50 | D |
| Procedure Code | Code related to the Non-Homecare service provided. Procedure Codes in HHAeXchange are related to Rates, and these rates in HHAeXchange determine how the Amount field is calculated and displayed in the Non-Homecare Portal. Refer to the Procedure Code Table. | Text | Y | 50 | E |
| Service Reference Number | Unique Record Identifier in 3rd Party System. | Text | Y | 30 | F |
| Service Date | Format: YYYY-MM-DD | Date | Y | 10 | G |
| Units |
Number of units of service provided. For Procedure Codes with associated Rates > $0.00, the Amount field is calculated as Units x Rate. If the HHAeXchange Rate associated with the Procedure Code is $0.00, then the units field is ignored when calculating and displaying the Amount field in the Non-Homecare Portal. |
Number | Y | 10 | H |
| Amount | Field calculated based on Procedure Code, associated Rate in HHAeXchange, and Units as listed below: If the Rate associated with the Procedure Code = $0.00, or the Procedure Code does not exist in HHAeXchange, the Amount field supplied in the EDI file record will display in the HHAeXchange Non-Homecare Portal (and the Units field will be ignored). If the Rate associated with the Procedure Code > $0.00, then the Amount field supplied in the EDI file record is ignored, and the Amount field in the HHAeXchange Non-Homecare Portal is calculated as (Rate) x (Units) Format: 999.99 OR 999999 | Decimal | S | 8 | I |
| Note | Text | N | 500 | J | |
| Invoice Number |
Invoice number in the 3rd Party System. *Note: This field is required in order to initiate the billing process, but is not required in other circumstances |
Text | *N | 12 | K |
| Is Deletion | Possible Values: Y (Yes) or N (No) If “Y”, then the service is deleted from HHAeXchange (if the service is not yet Invoiced in HHAeXchange). If the Service is already Invoiced in HHAeXchange, then this flag is ignored. | Text | N | 1 | L |
| Invoice Line Item ID | Unique identifier of the invoice line item in the 3rd party system (if applicable) | Text | N | 30 | M |
| User Field 1 | Text | N | 500 | N | |
| User Field 2 | Text | N | 500 | O | |
| User Field 3 | Text | N | 500 | P | |
| User Field 4 | Text | N | 500 | Q | |
| User Field 5 | Text | N | 500 | R | |
| User Field 6 | Text | N | 500 | S | |
| User Field 7 | Text | N | 500 | T |