Clients

Every practice this instance bills for. Each one has its own isolated data, and the switcher in the sidebar decides which you are looking at - Clients explains that model.

Who Can See It

Administrator and Manager, from Settings › Client in the sidebar. A User can open the screen from a link, though it is not in their sidebar: they see only the clients they are assigned to or reach through a group, read-only, with no Create. The New Client page is for an Administrator only.

The List

Column	What it shows
Name	The practice. A Suspended badge marks a suspended client, and Schema Missing one whose data can’t be read: its records can’t be read and its scheduled work is skipped until whoever runs ClaimPod repairs it
Alias	The short name that appears in addresses
Contact Person	Who to reach
Assigned Users	How many people can open it, directly or through a group
Created	When it was added

Above the table, Total counts the clients and Assigned Users adds up their assigned users. Create opens the New Client page.

New Client

Four steps, listed down the left. Next checks the step before moving on and Back returns to the one before; until the client is created, a passed step can be reopened from the list, and Cancel goes back to the list.

Step	What you set
Client	Name, Alias and Contact Person, all required. The alias is lowercase letters and digits, names the client’s data, and can’t change later. An alias already in use brings you back here with the reason under Alias
Retention	Uploaded Files, Staged Rows and Audit Log, starting at the defaults in Settings
Access	People to assign with Assign User, and groups whose members can open the client with Add Group. Administrators and Managers reach every client without being added
Review	Everything you entered, with Edit on each section. Create Client creates the client and switches you to it; it reads Creating… while it works. Leaving the page before this with something entered asks you to confirm, because nothing has been saved

Five optional setup steps follow. Each lists what the client already has and offers the way to add more; Skip and Next move on, and Finish on the last one opens the client page. An action you lack the role for is greyed with the role it needs.

Step	Actions
Billing profile	Add Billing Profile
Providers	Add Provider, Import from File…
Insurance plans	Add Insurance Plan, Import from File…
Fee schedule	Add Version, Import Prices…, greyed with “Add a version first, then import its prices.” until a version exists
Import mappings	Add Mapping

The Client Page

Tab	What it holds
Overview	The client’s details, setup progress and summaries of the other tabs
EDI	The settings claim files are built with
Settings	How long uploaded files, staged rows and the audit log are kept

This is where EDI settings live. A claim that will not export, or an export action that is unavailable, usually traces back here. The EDI tab is only present when the client is licensed for claims; the Settings tab is always present. While a client is suspended every tab is read-only, for an administrator too.

Overview

The Overview tab is a set of cards.

Card	What it shows	When it appears
Setup	Five setup steps - billing profile, providers, insurance plans, fee schedule and import mappings - each marked done or not, with its add and import actions, and a count such as “3 of 5 done”	Until all five are done. Never on a suspended client
Client	The fields below	Always
EDI	Submitter, Receiver and Mode (Test or Production). Its menu’s View EDI Settings opens the EDI tab	When the client is licensed for claims
Retention	Uploaded Files, Staged Rows and Audit Log. Its menu’s View Settings opens the Settings tab	Always
Offboarding	The permanent delete, in Offboarding	On a suspended client, for an administrator

The Client card’s fields:

Field	Editable
Name	Administrator, required
Alias	No
Contact Person	Administrator, required
Assigned Users	No
Created	No
Last Updated	No

Settings

The Settings tab holds the client’s retention policy in two cards, Import Retention and Audit Log Retention. Each value is one of a fixed set of choices, and the info icon beside each label says what it controls. An administrator changes a value in place; a manager sees the values only. Last Changed, in the Audit Log Retention card, covers all three settings.

Setting	What it decides	Choices	Default
Uploaded Files	How long an uploaded import file is kept	30, 90 or 180 days, or 1, 2 or 3 years	180 days
Staged Rows	How long the rows staged from an import, and its original text, are kept. Rule history and finished tasks go after the same window, but are kept at least 90 days	The same	1 year
Audit Log	How long the audit log is kept	10, 15, 20 or 25 years	10 years

Nothing is deleted when you save. Uploaded files, staged rows, rule history and finished tasks are removed by the Purge Import Data task, and audit records by the Purge Audit Records task. Each card has its own Purge Schedule line, which tells an administrator whether that task is scheduled and its current state: not run yet, running, or when it last ran, failed or was canceled. Until a purge is scheduled, nothing is removed. The audit log is never purged inside ten years, whatever the setting.

Shortening any window asks you to confirm with Shorten Retention, and says what the next purge will delete, with a count of imports where it can. The confirmation is titled for the window, such as Shorten Audit Log Retention?. Lengthening a window saves with no confirmation, but cannot bring back anything a purge has already deleted.

See Import Batches for what a purge keeps.

Actions

The page menu and each row’s menu in the list offer the same actions, except where noted. Save Changes belongs to the tab being edited.

Action	What it does	When it is offered
Open	Opens the client page	Row menu only
Users	Opens Assigned Users, with a count of how many users can open the client. Under Assigned directly, Assign User adds a person and Remove on a row takes one off, with Undo until you save; only enabled people with the User role and no higher role are offered. Through groups lists people who reach the client through a group, locked with “Access through {group}. Remove them from the group to take it away.” Nothing changes until Save	Administrator or Manager. A Superadmin’s Remove is greyed for anyone but a Superadmin
View History	Shows what changed and when	Administrator
Suspend Client	Makes the client read-only for everyone and pauses its scheduled tasks. It asks for a Reason, which everyone with access sees on the client page	Administrator, while the client is active
Unsuspend Client	Makes the client editable again and resumes its scheduled tasks. It discards any export, which must be taken again if the client is suspended later	Administrator, while the client is suspended. The banner on the client page also offers Unsuspend
Delete Client	Scrolls to the Offboarding card, where the permanent delete starts	Page menu only. Administrator, while the client is suspended; missing otherwise
Save Changes	Saves your edits on the Overview, EDI or Settings tab	Administrator, once a value has changed: a bar with Save Changes and Cancel appears at the bottom of the tab, both greyed while saving. Cancel asks you to confirm with Discard Changes. If someone else saved the tab after you opened it, the bar shows why and Reload takes the place of Save Changes (A Save Was Refused). On the EDI tab a Manager can save too; elsewhere a Manager never sees it. Never while the client is suspended

Offboarding

Leaving the page with unsaved edits asks Discard Unsaved Changes?: Stay keeps you on the tab, Discard & Leave drops the edits.

Deleting a client is permanent, so it happens in two steps on the Offboarding card. The card appears on the Overview tab of a suspended client, for an administrator only.

Step	Action	What it does	When it is available
1	Export Data	Builds one ZIP of every record, file and audit log, and keeps it in the archive store. It can take several minutes; the step reads Exporting… until it is done	Administrator who also has the User role, because the export holds patient data. Without it the button is greyed with “Exporting needs the User role, because the archive holds patient data.” After a failure the button reads Export Again
1	Download	Saves a copy of the export to your computer	Once the export is stored, for an administrator who also has the User role; greyed otherwise, with the same reason. Optional: the delete does not wait for it
2	Delete Client	Opens the permanent delete	Once the export is stored. Greyed until then, with “Export the client’s data first.”

The stored export shows its date, size, a shortened SHA-256 checksum and Keep until: ten years from the export, or longer if the client’s audit log is kept longer. After that date ClaimPod removes the export from the archive store on its own.

The delete, titled “Delete Client ‘{name}’?”, asks you to type the client’s alias and shows the full SHA-256 checksum and a Locked Until date. Delete first locks the export in the archive store until that date - from then on nobody can change or remove it - then deletes every patient, claim, remittance, file and audit log of the client. The export is the only copy afterwards, and the alias is free to reuse.

States

• A suspended client’s page shows a banner reading “Suspended on {date}: {reason}. Records are read-only and scheduled tasks are paused.” Anyone who is not an administrator is told an administrator can unsuspend it.
• Export, download and delete are refused while the archive store is not set up, cannot be reached or is not locked - for example “No archive store is configured, so ClaimPod cannot delete {name}.” Whoever runs ClaimPod has to fix it; nothing is deleted.
• Export and delete are also refused while a task started before the suspension is still running: “{name} still has {count} task(s) running from before the suspension”. Wait for it to finish.
• This Client No Longer Exists if it was deleted, with Back to Clients.
• You Don’t Have Access when the client is outside your grants, with Back to Clients. An administrator has to assign you to the client, or add you to a group that can open it.
• Couldn’t Load This Client when the page cannot be fetched, with Retry.
• You don’t have access to this client’s EDI settings where the tab is reachable but the settings are not.
• A client with no EDI settings shows the empty form rather than an error. Its EDI card on the Overview reads “Not set up yet. Claims can’t be exported until it is.”
• We couldn’t load the client’s setup. on the Setup card, Couldn’t load the EDI settings. on the EDI card and Couldn’t load the retention settings. on the Retention card when that card cannot be fetched, each with Retry.
• A client whose retention was never changed shows the defaults, with Last Changed reading Never.
• We couldn’t load the settings. when the Settings tab cannot be fetched, with Retry.
• Name is required or Contact Person is required in the save bar when a required field is blank. On the EDI tab the bar counts the fields to fix, such as “2 fields need attention”, including the ones a refused save names. A failed save shows the server’s reason in the bar and keeps your edits, except when someone else saved first: then Reload fetches their version and discards yours. The first save of a client’s EDI or Settings is refused the same way when someone else created them while you were editing.
• Couldn’t load the purge schedule. on a Purge Schedule line when the schedules cannot be read. The retention values above it are still correct.
• We couldn’t load clients. when the list cannot be fetched. Nothing has been deleted - the rows did not arrive. Retry asks for them again.

Related: Clients · Claim Batches · Users