Claim Batches

Filing happens in batches. A batch gathers the claims that are Ready, produces what the payer receives - an 837P file for electronic payers, printed CMS-1500 forms for paper ones - and then never changes.

Claim batches are listed on the Claim Batches tab of Batches. An electronic batch is numbered CLB-, a print batch PRB-.

Who Can See It

User only, when the client is licensed for claims.

Statuses

837P batch	CMS-1500 batch	What it means
Pending	Pending	The batch is being generated
Generated	Generated	The file or the forms exist; the claims are filed
Validation Failed	Validation Failed	No claim passed validation, so nothing was filed
Failed	Failed	Generation itself failed
Transmitted	Printed	The file reached its connection, or the forms reached their printer. The mailing date is recorded separately and never changes this
Transmit Failed	Print Failed	The file could not be delivered, or the forms could not reach the printer. The claims stay filed

The Batch Page

An 837P export batch chipped Transmitted and Test, with Download 837P in the header, an amber banner counting the claims exported and excluded, the Claims table with excluded claims first and the reason for each, and the Envelope card

The header carries a Format badge, CMS-1500 or 837P, beside the status. Once a 999 or TA1 has come back for an 837P file, a chip gives its result: Accepted, Accepted With Errors or Rejected after the acknowledgment’s name, as in 999 Accepted With Errors. A test batch’s badge then reads 837P · Test.

Section	What it holds
Acknowledgments	Above Claims, once the clearinghouse has answered: Received, Type, Result, Claim, Where and Problem for each answer
Claims	Every claim in the batch, each Exported (or Included on a print batch) or Excluded with a reason; while any batch is still building, its members read Pending. Excluded claims sort first, so the page reads as a fix-it list. An excluded claim went back to Draft with its reasons in Findings, and waits in Claim Review. An excluded claim removed later, for example by Cancel Visit, keeps its claim number, patient and charge, is marked Removed and no longer links to a claim. A print batch adds how many form pages each claim takes
Envelope	Beside the Claims and Deliveries cards: the EDI control numbers Interchange (ISA13), Group (GS06), Transaction (ST02), Sender (ISA06), Receiver (ISA08) and Usage (ISA15), then the File name and the Total Charge
Deliveries	Every attempt to deliver the batch, newest first: whether it is still Sending, Landed or Failed, the file, the connection or printer, who sent it, and when. The latest 25 are listed
Print	On a print batch, in place of Envelope, beside the cards: Format, the Template the forms were drawn with, Forms (the page count), and Mailed (the day and who recorded it, or Not yet)

Usage (ISA15) is what distinguishes a test file from a live one.

Actions

Action	What it does	When it is offered
Create Claim Batch	Creates a batch from every Ready claim - one for the electronic claims, one for the paper ones, in one go	On the Claim Batches tab of Batches, once something is ready. Electronic claims also need EDI settings; paper claims never do
Download 837P	Retrieves the generated file	On an 837P batch that produced one
Resend Rejected Claims	After a confirmation, voids each rejected claim in the file, reverses its charge and creates a new draft from the chart, to check and export again	On an 837P batch whose file the clearinghouse rejected, for a Manager or Administrator. Not shown in read-only mode
Deliver	Sends the file to a connection you pick, or a print batch’s forms to a printer	On the Deliveries card of any batch that produced its file or forms. Greyed when the client has nowhere active to deliver to
Download PDF	Retrieves the forms, aligned for the batch’s printer, for red CMS-1500 stock	On a print batch that produced them
Download Plain-Paper Copy	The same forms drawn on the form itself, watermarked COPY. For your records, never for the payer	In the menu, on a print batch that produced its forms
Download Primary Adjudication	A PDF of what the primary payer decided on each secondary claim in the batch, to mail with the forms. A tertiary claim gets one page per earlier payer	In the menu, on a print batch that carries secondary claims with a primary adjudication
Mark Mailed	Records the day the envelope went out, and sets each claim’s Filing Date to it	On a print batch that produced its forms and has no mailing date yet
Change Mailing Date	Corrects that day, and the claims’ Filing Date with it. A batch is never un-mailed	In the menu, once mailed

Batches also start from the Claims list: select Ready claims and use Export… in the bulk bar to file only those.

Create Claim Batch opens Export Claims, which says how many claims are ready and how they split, then shows a group per format, headed like 837P batch · 4 claims and CMS-1500 batch · 2 claims. The 837P group’s Deliver to Connection offers Download only or one of the client’s active connections, and starts on the connection you used last, else the first active one, else Download only. The CMS-1500 group’s Printer picks where the forms print, and defaults to the printer you used last. If the client is not licensed for connections, the 837P group says so in one line and the file is download only.

When the export starts, a toast says “Export started” with the number of claims. If one format’s batch could not be made, the other is still made and the toast turns into an error that stays until you close it, naming how many claims were not batched and why; those claims stay Ready. Exporting a single claim from its page says whether the batch was sent to its connection, downloaded, or created but not sent.

A print batch goes to its printer the way a file goes to a connection: right after it is generated, and again from Deliver, where the picker lists the client’s printers as well as its connections. A printer that could not be reached leaves the batch reading Print Failed with the claims filed. ClaimPod never prints again on its own, because a retry that half worked prints twice, and a printer that already printed the batch refuses a second delivery; to print again, use Download PDF and print from the browser. A delivery already in progress is refused until it finishes.

If a printer takes the job but never confirms it, the delivery stays Sending and the batch reads Print Failed, because ClaimPod cannot tell whether the forms came out. Check the printer before printing again. After ten minutes a new Deliver to that printer marks the unconfirmed attempt Failed and still refuses to send, so a batch is never printed twice by accident; print from the browser if the forms did not come out.

Deliver opens a dialog with a Deliver to picker listing the client’s active connections, and on a print batch its printers too, with the batch’s own connection or printer chosen. A connection that already holds the file receives nothing, so delivering again is always safe: only what has not arrived is sent. While it runs, the button reads Delivering… and the card updates on its own. If everything had already arrived, the card says there was nothing to send; if the delivery was refused, it says why.

States

Generating… says the page updates itself, so there is nothing to refresh.
This batch has no claims.
N claims exported · M excluded. - fix the excluded claims and export them again; they are not in this file. A print batch says included rather than exported.
The clearinghouse rejected this file - with the acknowledgment and its date: the claims in it are now Rejected and wait in Follow-up Claims. The banner names the claims to fix, then resend with Resend Rejected Claims.
No claims passed validation - nothing was exported.
No claims passed validation - nothing was printed. on a print batch.
The export failed.
The print batch failed.
The file was generated but could not be delivered. Deliver it again from Deliveries.
No deliveries yet. on an 837P batch that has never been delivered.
Print Failed - the forms exist and the claims are filed; deliver again from Deliveries or print from the browser.
Sending on a delivery attempt that is still in progress - the page updates itself. On a printer it can also mean the printer never confirmed the job.
Read-only mode - Deliver, Resend Rejected Claims, Mark Mailed and Change Mailing Date are not shown. The downloads still are.
Test Mode - the format badge reads 837P · Test; such a file must not be submitted for payment.
Blocked - without the claims module the Claim Batches tab is not shown, and a saved link to a batch says the module is not part of your plan.

Batches are immutable: a permanent record of what was filed and when. Exporting again makes a new batch rather than a revision of the old one, so the filing history stays honest. Delivering is different: an 837P batch can be delivered again from its own page, and the Deliveries card records every attempt.