EZClaim Exporter Help

Overview

Do  you have an EZClaim account?  Adding the EZClaim connectivity feature will allow you to export session note and service code reports in a format that may be uploaded directly to EZClaim.   (Note: the EZClaim export feature is a paid add-on. Please contact sales@mundopato.com  if you wish to learn more about this feature.).

Session Notes with Service Codes information can be exported in the “EZClaim Import Ver 2“ format to a file on your device that you can upload to the EZClaim application.  This document explains the export procedure, along with what screens in UnitusTI are used to feed some fields of the EZClaim report, and lists common error messages that the exporter can raise and how to fix them.

Note : To learn more about how to upload the file exported from UnitusTI into EZClaim, please refer to the following links:

EZClaim help: Importing Data (Via Interfaces)

Ezclaim help: Interface Library

Exportation Procedure

This section will explain how to create and export an EZClaim formatted file. Once this file is created, log into your EZClaim account and follow their steps to import the file.

The steps to export an EZClaim report are:

1. Visit the “Dashboards - Session Notes Dashboard”

2. In the first Tab (1), select the $MP{CLIENT}MP$ (2) and dates (3) that contain the Session Notes that you are interested in exporting:

3. Visit the “Session Notes” Tab (1) and look for the “Export” button (3) at the header of the “Session Notes Summary” Table (2):

4. Press the Export button. A dialog box will appear, with different export options. Select the “EZClaim” button:

5. A Preview of the EZCLaim records will be presented. Check the summary for warnings that may affect the exportation process. Remember: the presence of warnings won’t affect the exporting but may affect the importing on EZClaim.
   
   You can click on the different error codes presented (1) to obtain more information about the specific error, and also you can click on the type of the record (2) to jump to this manual to the section that explains the Information Sources for each field.
   
   Once you are satisfied with the review of warnings, use the “EXPORT” button at the bottom (3) to download the CSV file ready to be imported into EZCLaim!

        

For more help from EZClaim on their importing procedure, visit these links:

EZClaim help: Importing Data (Via Interfaces)

EZClaim help: Interface Library

Sources of Information

While EZClaim formatted reports are principally created from your session notes, the report will also pull information from other areas of UnitusTI.  This section will describe these areas and where to find them so that you may input or update information necessary for your EZClaim reporting and to alleviate some EZClaim reporting errors.

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CLIENT Record

The CLIENT record (found in My Clients) won’t be exported as part of the EZCLaim file. It is a helper to group general errors that are not part of some specific EZCLaim Record.

One example of error codes reported on a CLIENT record is “ multiple_primary_payers ”.

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Physician Record (PHY)

Physician records are generated for three different cases, identified by the value of the field PhyType :

1. PhyType = Facility : Treatment Center
2. PhyType = Billing : Treatment Center
3. PhyType = Rendering : Session Note Supervisor
4. PhyType = Rendering : Session Note Author

When an EZClaim report is generated, you will find that the two first PHY records contain the information of the Center, one with PhyType = Facility and the other with PhyType = Billing.

Multiple PHY records of type “rendering” will appear, listing either the User that created a Session Note or, if present, the user added to the Session Note as “Joined User” who has the role “SUPERVISOR”.

UnitusTI	EZCLaim PHY Record	Observations
Center Information - Company Name	PhyName	required, type: text, max length: 100
Center Information - Address	PhyAddress1	type: text, max length: 55
Center Information - City	PhyCity	type: text, max length: 30
Center Information - Email	PhyEmail	type: text, max length: 80
	PhyFirstName	type: text, max length: 35
	PhyLastName	type: text, max length: 60
Center Information - NPI Number	PhyNPI	type: text, max length: 20
	PhyPrimaryCodeType	24 for Tax ID 34 for SSN
Center Information - Center Tax ID	PhyPrimaryIDCode	recommended , type text, max length: 20
Center Information - State	PhyState	type text, max length: 2
Center Information - Phone	PhyTelephone	type text, max length: 80
See description in the introduction of this section	PhyType	mandatory , type text, max length: 50
Center Information - Postal Code	PhyZip	mandatory , type text, max length: 15

 

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Payer Record (PAY)

Payer Information is read from the “Insurance Payer” Form, found in the client record in My Clients.

This is how each field of a PAY record is associated to fields in the Insurance Payer Form:

UnitusTI - Insurance Payer Form	EZCLaim PAY Record	Observations
Primary or Secondary		You can have multiple forms filled for a single client, but it is expected that only one form is marked as “Primary Payer” for a successful EZCLaim loading.
Payer Name	PayName	Required , type: text, max length: 50
Payer Address	PayAddr1	type: text, max length: 50
Payer Address 2	PayAddr2	type: text, max length: 50
Payer City	PayCity	type: text, max length: 20
Payer State	PayState	type: text, max length: 2
Payer Zip	PayZip	type: text, max length: 10

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Patient Record (PAT)

Patient Information is read from the different sources within the Client Information page, such as the records created in the Client Diagnosis form or information input into some of the fields in the tabs area, like Demographic, Other Providers or Other Info (see screenshot below).

This is how each field of a PAY record is associated to fields in the Client Diagnosis records:

UnitusTI - Client Profile	EZCLaim PAT Record	Observations
Client Information - Name	PatFirstName	Required, type: text, max length: 50
Client Information - Last Name	PatLastName	Required, type: text, max length: 50
Client Information - Middle Name	PatMI	type: text, max length: 5
Client Information - Date of Birth	PatBirthDate	type: date
Client Information - Client Id	PatAccountNo	type: text, max length: 50
Demographic Tab - Home Address	PatAddress	type: text, max length: 50
	PatBillingPhyName	type: text, max length: 100
Client Information - Mobile	PatCellPhoneNo	type: text, max length: 25
Demographic Tab - City	PatCity	type: text, max length: 50
Diagnosis Input Form		The system will read from all the Diagnosis Forms available for each client, up to four records.
Diagnosis Code	PatDiagnosis1	type: text, max length: 50
	PatDiagnosis2
	PatDiagnosis3
	PatDiagnosis4
Client Profile
Contacts Tab - Name	PatEmergencyContactName	type: text, max length: 100
Contacts Tab - Work Phone	PatEmergencyContactPhoneNo	type: text, max length: 25
Contacts Tab - Relationship	PatEmergencyContactRelation	type: text, max length: 50
	PatEmployed	0 () 1 (Employed) 2 (Full-Time Student) 3 (Part-Time Student)
	PatFacilityPhyName	type: text, max length: 100
	PatMarried	0 () 1 (Single) 2 (Married) 3 (Other)
Client Information - Home Phone	PatPhoneNo	type: text, max length: 25
Client Information - Email	PatPriEmail	type: text, max length: 255
Demographic Tab - Gender	PatSex	M (Male)  F (Female)
	PatRenderingPhyName	type: text, max length: 100
Demographic Tab - State/Province	PatState	type: text, max length: 10
Demographic Tab - Postal Code	PatZip	type: text, max length: 20

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Patient Insured  Record (PATINS)

The Source for this record is the Insurance Payer List form (see screenshot below).

 

UnitusTI - Insurance Payer Forms	EZCLaim PATINS Record	Observations
Insured First Name	InsFirstName	Required, type: text, max length: 50
Insured Last Name	InsLastName	Required, type: text, max length: 50
Insured Middle Initial	InsMI	type: text, max length: 5
Insured Home Address	InsAddress	type: text, max length: 50
Insured Date of Birth	InsBirthDate	type: date
City of the Insured	InsCity	type: text, max length: 50
“Select according to your carrier the Claim Filling Indicator”	InsClaimFilingIndicator	type: text, max length: 5
Insured ID Number	InsIDNumber	type: text, max length: 50
Payer Name	InsPayName	required, type: text, max length: 50
Insured Phone	InsPhone	type: text, max length: 25
Insured Sex	InsSex	type: text, max length: 1
Insured Social Security Number	InsSSN	type: text, max length: 15
Home State	InsState	type: text, max length: 10
Home Postal Code	InsZip	type: text, max length: 20
Insured Relation of the Patient to the Insured	PatInsRelationToInsured	type: number: 1 (Self),  2 (Spouse), 3 (Child), 5 (Employee), 4 (Other)

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Claim Record (CLA)

This Record has different sources:

• The fields “ClaDiagnosis1” up to “ClaDiagnosis12” are read from the available “Diagnosis Form” on the Client Profile.
• The Billing, Facility and Rendering names are read from the corresponding PHY records.
• Some fields are exported empty, but they may be filled after they have been uploaded to EZClaim

UnitusTI -	EZCLaim CLA Record	Observations
from PHY record of type “Billing” (Organization Name)	ClaBillingPhyName	type: text, max length: 50
Diagnosis Form - Diagnosis Code	ClaDiagnosis1, ClaDiagnosis2, … ClaDiagnosis12	type: text, max length: 20
from PHY record of type “Facility”  (Organization Name)	ClaFacilityPhyName	type: text, max length: 100
not filled	ClaOrderingPhyName	type: text, max length: 100
From PHY record of type “Rendering” (author of the Session Note or Supervisor if available)	ClaRenderingPhyName	type: text, max length: 100
not filled	ClaAmbPickUpAddress	type: text, max length: 111
not filled	ClaAmbPickUpCity	type: text, max length: 30
not filled	ClaAmbPickUpLocationName	type: text, max length: 60
not filled	ClaAmbPickUpState	type: text, max length: 15

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Claim Insured Record (CLAINS)

The fields from the CLAINS Record comes mostly from the Insurance Payer Form (Remember that it is expected one and only one Insurance Payer Form marked as Primary for each client).

 

UnitusTI - Insurance Payer Form	EZCLaim CLAINS Record	Observations
Insured First Name	ClaInsFirstName	type: text, max length: 50
Insured Last Name	ClaInsLastName	required, type: text, max length: 50
Insured Middle Initial	ClaInsMI	type: text, max length: 5
Insured Home Address	ClaInsAddress	type: text, max length: 50
Insured Date of Birth	ClaInsBirthDate	type: date
City of the Insured	ClaInsCity	type: text, max length: 50
“Select according to your carrier the Claim Filling Indicator”	ClaInsClaimFilingIndicator	type: text, max length: 5
Insured ID Number	ClaInsIDNumber	type: text, max length: 50
Payer Name	ClaInsPayName	required, type: text, max length: 50
Insured Phone	ClaInsPhone	type: text, max length: 25
Service Code Authorization Number*	ClaInsPriorAuthorizationNumber	type: text, max length: 50 *This value comes from the Session Notes, not from the Insurance Payer Form.
“Insured Relation of the Patient to the Insured”	ClaInsRelationToInsured	type: number
Insured Sex	ClaInsSex	type: text, max length: 1
Insured Social Security Number	ClaInsSSN	type: text, max length: 15
Home State	ClaInsState	type: text, max length: 10
Home Postal Code	ClaInsZip	type: text, max length: 20

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Service Code Record (SRV)

Service Code Records are extracted from the selected Session Notes in the Dashboards .

Only Session Notes that have associated Service Codes will be included.

The following screenshot illustrates the relationship between the Session Notes fields and the SRV fields:

UnitusTI -  Session Note	EZCLaim SRV Record	Observations
Code End Time	SrvEndTime
Date	SrvFromDate
	SrvPlace	recommended,
Service Code	SrvProcedureCode
Code Start Time	SrvStartTime
Date	SrvToDate
Units Used By Code	SrvUnits

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AUTHUNIT  Record

For each group of Service (SRV) records, one AUTHUNIT record will be created.

The information for this record is extracted from the Unit Balance of the Client, for the given Service Code .

The following picture illustrates the relationship between a Service Code Client Assignment and the AUTHUNIT record:

UnitusTI	EZCLaim AUTHUNIT Record	Observations
Total Allowed Units	AuthUnitAllowed
Insurance Certification Number	AuthUnitCertificationNumber
Period of Validity: End Date	AuthUnitDateEnd
Period of Validity: Start Date	AuthUnitDateStart
Service Code	AuthUnitProcedureCode

Common Warning Codes

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multiple_primary_payers

Payer information comes from the “Insurance Payer List” Input Forms, that can be found in the Profile of each Client.

You can have multiple Insurance Payer Forms, for example to keep a record of changes of the payer over time, but the system expects only one to be marked as “Primary”.

If there are more than one Primary Payer per Client, the records in the report will be duplicated and marked as duplicated warnings on the EZClaim importer tool.

To Fix this error :  Check that only one Payer is marked as “Primary”.

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client_without_primary_payer

The client should have only one Insurance Payer Form marked as “Primary”.

This error indicates that either the client has no Insurance Payer Forms filled, or that none of the filled Insurance Payer Forms are marked as primary.

Be sure that the client has at least one Insurance Payer Form filled and marked as “Primary” in the Client Profile - Forms - “Insurance Payer List”.

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recommended_field

This error code indicates that a field is not mandatory for EZClaim, so it can be exported empty, but it is recommended that some value is provided to ensure the most complete report is uploaded to EZCLaim.

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value_in_values

This error code indicates that the field expects that the provided value be one of a list of predefined values.

Please check the documentation of the EZClaim type to discover what values are valid.

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greater_than_max

For fields of type string , it means that the provided value is a text with a length greater than the maximum expected.

For fields of type number, the value of the number is greater than the maximum allowed.

Please check the documentation of the EZClaim type to discover what is the maximum value for the field.

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minor_than_min

For fields of type string , it means that the provided value is a text with a length smaller than the minimum expected.

For fields of type number, the value of the number is smaller than the minimum allowed.

Please check the documentation of the EZClaim type to discover what is the minimum value for the field.

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expects_string

The value provided should be of type String .

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expects_boolean

The value provided should be of type true/false .

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expects_integer

The value provided should be of type number (Integer).

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expects_float

The value provided should be of type number (decimal).

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expects_date

The value provided should be a date .

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invalid_year_or_month

A field of type date received a valid format but the values for year or month are invalid.

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invalid_day

A field of type date  received a valid format but the value for day is invalid.

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Troubleshooting

Is there information missing in your EZClaim Report? Please review the filters that you are using in the Session Notes Dashboard, the following filters can affect the information shown in the EZclaim Report and in the Summary of session notes.

• Creator User Filter
• Joined User Filter
• Code Filter
• Authorization Code Filter

 Click here to view the picture with more resolution