Batches

A batch is a group of records handled together: the claims in one filing, the statements in one mailing, the rows of one imported file, or the records one bulk action worked through. Batches, under Data in the sidebar, lists them all, one tab per kind. The tab is kept in the address, so a link opens on it.

Tab	What it lists	Batch numbers	Opens
Claim Batches	Every claim filing, electronic and paper	CLB- for an 837P file, PRB- for printed CMS-1500 forms	Claim Batches
Statement Batches	Every statement mailing	STB-	Statement Batches
Import Batches	Every file that arrived	IMB-	Import Batches
Update Batches	Every bulk action run on many records at once	UPB-	Update Batches

Each tab shows how many batches it holds. Import Batches counts instead the files that need review, in amber. Every tab lists the newest batch first, 50 to a page, and its search box and filters ask the server, so they reach every batch, not only the page in view. Opening a batch puts its tab in the breadcrumb, which leads back to it.

Who Can See It

Tab	Who sees it
Claim Batches	User and Superadmin, when the client is licensed for claims
Statement Batches	User and Superadmin, when the client is licensed for statements
Import Batches	User and Administrator, when the client is licensed for imports
Update Batches	User and Administrator; you see the runs you started, and an Administrator sees all of them

An Administrator without the User role sees only Import Batches and Update Batches: claim and statement batches list patients, which only a User or a Superadmin may see.

Claim Batches

Column	What it shows
Batch #	The batch number
Type	Electronic or Paper. The Type filter narrows the list to Electronic 837P or Paper CMS-1500
Claims	How many claims it carries, and how many were excluded
Total Charge	The batch total, or a dash until it has a file
Status	Whether it generated, and whether it was delivered or printed
Created By	Who created it
Created	When

The search box finds a batch by its number. Create Claim Batch creates a batch from every Ready claim - one for the electronic claims and one for the paper ones. It is greyed while no claim is ready, with the reason in a tooltip, and electronic claims also need EDI settings. In test mode a banner says electronic batches carry ISA15 = T and must not be submitted for payment.

Statement Batches

Column	What it shows
Batch #	The batch number
Statements	How many it carries, and how many were excluded
Total Billed	The sum of its statements, or a dash until it has a file
Status	Whether it generated and was delivered. A failed delivery adds its reason
Mailed	The day the envelopes were mailed, or Not recorded
Created	When

The search box finds a batch by its number. Create Statement Batch batches every Ready statement; it is greyed while nothing is ready to send.

Import Batches

Column	What it shows
Batch #	The batch number
File	The file that arrived
Type	Charges for a CSV, HL7 or 837 file, Remittance 835, or Acknowledgment for a 999, TA1, 277CA or 277
Rows	The rows in the file, and how many are held for review
Status	Pending, Processing, Completed, Needs Review or Failed
Imported	When the file arrived

The Type filter narrows the list to Charges, Remittances 835 or Acknowledgments. The search box finds a file by part of its name or by its batch number, with or without the IMB- and the zeros. An Administrator uploads a file with Upload File, and re-runs a failed one from its row menu.

Update Batches

Column	What it shows
Batch #	The batch number
Action	The action and the records, such as Check claims
Records	How many records it covered
Result	What happened, such as 40 skipped
Started By	Who started it
Started	When

The Records filter narrows the list to Claims, Work Items, Patients or Setup Tables (providers, insurance plans, rules, contract rates and fee schedule prices). The search box finds a batch by its number, or by words from its action, such as check claims. An update batch starts from a list’s selection bar, a table import, a batch page or a rule save.

States

• No claim batches yet. Create one from the ready claims.
• No statement batches yet. Create one from the ready statements.
• No import batches yet. Upload a file to get started.
• No update batches yet. They appear when you run a bulk action from a list.
• No results match your filters. - a search or filter left nothing, with Clear Filters.
• EDI settings not configured - Claim Batches says “Electronic claim batches can’t be created until EDI settings are configured.” with an EDI Settings link.
• No import purge is scheduled - shown to an Administrator on Import Batches, with a link to schedule one.
• Read-only mode - Create Statement Batch is not shown.
• Blocked - a tab whose module is not part of the plan is left out; Update Batches is always there. A saved link to a batch whose module is not part of the plan says so.

Related: Claims · Statements · Import Mappings