Import Mappings

One template per file shape. Build it once per source and every run from that source reads the same way. Mappings are the Import Mappings tab of Data Mapping in the sidebar.

Who Can See It

User and Administrator, when the client is licensed for import mappings.

The example file is real patient data, so only a User can attach it, see it or work from it: Suggest, Preview and the file’s values beside each row need the User role. An Administrator without it builds and activates templates from the file’s columns alone, with ClaimPod’s own example for each field as a guide.

The List

Column	What it shows
Name	The template
Source	The file shape it reads: CSV, EDI 837 (Claims), EDI 835 (Remittance), HL7 ADT or HL7 DFT
Version	Which revision is live
Status	Draft, Active or Superseded

Standard templates are seeded, so a new client starts with them rather than nothing: Standard EDI 837, Standard EDI 835, Standard HL7 ADT, Standard HL7 DFT and Patient payments (CSV). A standard template you have not changed is kept up to date as ClaimPod improves it.

Row action	What it does	When it is shown
Open	Opens the template in the builder	Always
Duplicate	Starts a new template from this one	Always
Activate	Makes the draft the live revision	Only on a Draft
Delete	Removes the template	Always

The Builder

Opening a template opens the builder.

Each row pairs one column in the file with one field in ClaimPod, and carries a value from the attached example so you can see what will land where. When there is no file value to show, the field shows ClaimPod’s own example instead, marked “e.g.”, so a template can be built without an example file at all. Tabs above group the target fields by record, and each counts how many of its fields are mapped, against a total for the template.

Which tabs you get follows the import type, not a fixed list: a patient file offers Patient, Visit, Service and Insurance, an 835 offers Remittance and Remittance Line. Records that only make sense inside another are edited there rather than getting a tab - diagnoses are mapped from the Visit tab, under Add diagnosis mapping.

Select a source, transform or target in a row to change it. On a wide screen its settings open in the Step panel beside the rows; on a narrower one they open under the row. The header counts the fields mapped out of those available, and says Unsaved changes while you have any.

A CSV template carries a delimiter, chosen in the header as Delimiter: Comma (the default), Semicolon, Tab or Pipe. A CSV read with the wrong one fails with every row read as one column.

Transform	What it does
Trim whitespace	Removes spaces around the value
Uppercase / Lowercase / Title case	Changes the value’s case
Default if empty	Fills in Default Value when the file leaves the field blank
Reformat date	Reads a date written as From Layout and writes it as To Layout
Crosswalk	Maps the file’s codes onto ClaimPod’s through a crosswalk
Substring	Keeps Length characters from Start (0-based)
Regex extract	Keeps the part of the value a Pattern matches
Replace	Replaces Find with Replace with
Clean amount	Turns an accounting-formatted amount into a plain number: drops currency symbols, spaces and thousands separators, and reads (35.00) as -35.00. Decimal Separator is Period (1,234.50) or Comma (1.234,50)

A transform’s settings show their help under each field.

Actions

Suggest and Preview are missing for anyone without the User role, and Suggest is also missing when the client is not licensed for the AI assist.

Action	What it does	When it is greyed
Suggest	Asks for confirmation, then proposes a mapping from the example file’s column names	Until an example file is attached
Preview	Shows the records a run would create, without creating them	Until an example file is attached, and while a suggestion runs
Duplicate	Starts a new template from this one	While a suggestion runs
Save	Stores the change	Until something has changed, while preview errors stand, and while a suggestion runs
Activate	Makes the template the live revision. Reads Save & Activate while there are unsaved changes; shown only on a draft or a changed template	Until at least one field is mapped (“Map at least one field before activating”), while preview errors stand, and while a suggestion runs

While a suggestion runs, the rows give way to “Suggesting a mapping from” the file’s name, and nothing else can be changed. A good suggestion reads “Draft mapping suggested - review and save”. A failed one reads “Couldn’t suggest a mapping” with the reason, and the template is left as it was.

Suggest sends the file’s column names and ClaimPod’s own field examples to Anthropic, the AI service behind it. No value from your file is sent, and the confirmation says so before anything leaves ClaimPod.

If someone else saved the template after you opened it, Save is refused with a “Couldn’t save template” message offering Reload, which brings in their version and drops your unsaved changes. Attaching or removing an example file is refused the same way, as “Couldn’t save the example file” (A Save Was Refused).

Preview is the cheapest place to catch a wrong column, because after activation the same mistake becomes rows in an import review queue.

On a practice with more than one location, a template that sets no visit location saves with the toast “Saved, with a warning” and a banner above the rows, because every claim would name only the billing address. Map Assigned Location Code on the Visit tab to clear it.

States

• Empty - the list reads “No import mappings yet” and offers Create, though the standard templates are seeded.
• New template - a template with no tables offers Add a target table to start mapping.
• Blocked - without the import mappings module Data Mapping has no Import Mappings tab, and a saved link to a mapping says “Data Mapping Isn’t Part of Your Plan”.

Changing an active template changes how future runs read the file. It does not revisit what already imported.

Related: Connections · Build a Mapping Template · The Queue Processor