Creating 834 EDI Files from the Attached Database

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The HIPAA Enrollment Master has the capability to create 834 EDI files from the records in the attached database. In general, any enrollment record that has been imported by the HIPAA Enrollment Master can be exported as EDI file.

Records that have been added through other processes outside of the HIPAA Enrollment Master have to be vetted for completeness. One way to do this is to create the records and let the HIPAA Enrollment Tool generate the EDI file. Now you can test the EDI file for compliance with a free tool such as Softshare's EDI Notepad or full-fledged HIPAA compliance tools. If you use the EDI Exchange module, you can check outgoing EDI files on the fly and even withhold individual records that generate warning messages.

1. Select Database arrow Create 834 EDI Files in the main menu.
 
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The "Create 834 EDI Files" menu
 
Alternatively, access the "Stored Enrollments" window. For details, see Browsing Exported Data. Then click on the on the "Create 834" button.
2.The "Create 834 Transaction Sets" window will be displayed.
 
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The "Create 834 Transaction Sets" window
3.Before starting, enter values into the empty fields. The HIPAA Enrollment Master will store most of the values for later use. The next time you call up this screen, it will be completed.
4.On top we see the query. Here you can enter any query that you want or you use the query builder discussed before and carry the query over into this screen.

Tip: Please, be reasonable, creating a file with many thousand records will take a few minutes.

5.The next block is concerned with the ISA Segment.

Note: Some values are filled in and shaded out, they are created by the program. Other fields are blank and you have to fill them out.

Note: Once you have filled the fields out, the program will remember your values. Next time you access the window, the program will repeat your last configuration.

Sender ID Type, Sender ID — Your identifier. You can select "ZZ" and your name (up to 15 letters) or your tax ID,  etc. Fill in the sender's ID qualifier and ID.
Receiver ID Type, Receiver ID  — An identifier that you can get from your trading partner.
6.In the "GS Segment" add the following:
Sender Code — Repeat your sender ID from ISA_06.
Receiver Code — Your trading partner should tell you the Receiver Code. If you are in doubt, repeat "ISA_08."
7.For the "BGN Segment" fill out:
Purpose — The purpose code of this transaction.
TimeZone — Your time zone.
Action — The action code.
Referring Transaction ID — In rare circumstances the Transaction Id of another file that you want to refer to may be specified.
8.A properly filled out form looks like this:
 
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The properly filled out screen to create a valid 834 file
9.Click the "Go!" button.
 
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10.You will see an error message when some information is still missing. The information you put in the screen is now saved for future transactions and will come up the next time you bring up this screen.
11.The EDI transaction is now displayed in the text box below.
 
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The EDI transaction is displayed in the text window
12.The transaction exists only in memory. To save it to the disk, click on the "Write to File" button.
 
A dialog box will pop up and ask you for a file name.
 
Provide a filename and save the EDI file.
13.Now you can click on "View EDI File" to see it in the EDI editor. Read more in Using the EDI Editor.
 
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The newly created file in the EDI Editor