Batch file import

Approved Admissions accepts batch import files in CSV, XLS, and XLSX formats. Please see the linked example.csv file for the format description.

Notes:

• Column names and their order must stay the same as in the example file
• Each row in the batch file generates one verification transaction for a patient. If you need to verify both Medicare and Medicaid, you must include two rows for the same patient, each specifying a different transaction type.
• A valid schedule in the "Recurrence" column will generate email change reports for changes detected between the scheduled runs.
• To update the list of patients in the batch, re-upload the file with the same name. To stop the schedule from running, either:
  1. re-upload the batch with "eof" on the first line, and no other lines
  2. re-upload the batch with a blank "schedule" column. This will generate one last run and will stop recurrence.
  3. delete the batch

• Column descriptions and values:

• ID (Required) – a value unique to each patient across all your batches (Patient ID). If you export from a billing system, then a unique per-patient Customer ID could work. We use this value to detect whether a new patient was added or removed from this file. You can have multiple lines in the same file for the same Patient ID – for example, one line for Medicare and one line for Medicaid transactions. Format: alphanumeric string up to 16 characters long (using A..Z, a..z, 0..9, "-"characters);
• FirstName (Required) - first name of the person, may contain special characters, for example: '
• LastName (Required) - last name of the person, may contain special characters, for example: '
• BirthDate (Required for Medicare and HMO, Optional for Medicaid) - date in format MM/DD/YYYY
• Gender (Required for Medicare and HMO, Optional for Medicaid) - M or F
• Medicare# (Required for Medicare, Optional for other types)- MBI. Required for Medicare verifications
• Medicaid# (Required for Medicaid, Optional for other types)- Medicaid member ID, Required for Medicaid verifications
• SSN (Optional) - in format NNNNNNNNN
• NPI (Required)  - Facility NPI number for the patient on this row. You can have patients from many facilities in the same batch file. Format: NNNNNNNNNN (10-digit number). NPI must match the one on file for the facility in Approved Admissions
• State (Required for Medicaid, Optional for other types) - Medicaid verification state. Based on this, we know which Medicaid provider to check the results for. Format: standard two-letter state abbreviations (NY, CT, CA..).
• Start/End (Optional) - can be empty. These can be used to specify the SoS/EoS eligibility period. If omitted, the platform will use the default range of dates based on the payer.
• VerificationType (Required)  - Should be set to Medicare, Medicaid, or HMO. If you need to verify more than one type, then please include a separate row for the same patient with a different VerificationType but the same Patient ID
• Not used   (Optional)  - should be left empty; for future use.
• Schedule  (Optional) – defines the schedule for recurring verifications. Possible options:

1. Empty – one-time verification
2. 2xWeek – verifications twice per week on Monday and Thursday
3. 5th25th_Month - verifications twice per month on the 5th and 25th of each month
4. Daily - verifications every day
5. 1st_Month - run verifications once every month on the 1st
6. 5th_Month - run verifications once every month on the 5th

• Expiration (Optional)  - should be empty; for future use
• OutputFormat (Optional) - should be set to "delta" for recurring verifications or left blank for one time
• PolicyNumber (Required for HMO, Optional for other types) - Policy number for HMO verifications
• HMOProviderKey (Required for HMO, Optional for other types) - identifier of the HMO payer to use for the verification. Can be found in the column "AA payer ID" of List of payers supported by Approved Admissions
• OutputDetails (Optional) - leave blank, for future use
• FacilityID (Optional) - AA facility ID, may be used instead of NPI number
  
  

• Record validation. We validate each row of the batch file against the following sets of criteria:

• If the payer is Medicare, one of the following combinations must be provided:
  1. First Name and Last Name and DOB and Medicare #
• If the payer is Medicaid, one of the following combinations must be provided:
  1. Medicaid #
  2. SSN
  3. First Name and Last Name and DOB
• If the payer is HMO, one of the following combinations must be provided:
  1. HMO Policy #