Configuring Program Options

To configure the program options, select Setup arrow Options in the main menu.

The "Options" menu

Alternatively, you can click on the "Setup" button located on the main toolbar.

The "Setup" button

The following screen will appear.

The "Options" window

You can configure the options described below.

Once you have finished editing the options, click "Save."


The following option is available:

Never Check for Update — Select this option in order not to automatically connect to server and check for program updates.

Log All File Processing

The HIPAA Claim Payment Master has the ability to keep a log of EDI file processing. The log writing is mandatory in the program. See Log.

The following option is available:

Log All Processing Except Viewing — Manual operations other than viewing on screen will be logged.

Display Option

The following option is available:

One Page per Claim — Select this option to put the image of a single claim on one page or a single image file. In the following image, you can see the second claim of a payment. The header information is repeated on each page. If this option is selected, then you can specify the rule for giving the names to your image files (see Doing Image Setup, "Individual Image Filename" options).
One Claim after Another - Select this option to list the claims one after the other. In the following image, you can see that one claim is displayed after the other.

"The One Page per Claim" mode

"The One Claim after Another" mode

Document Color

You have the choice to render the form in red or in black. The following options may be defined:

Note: The data is always black.

On Screen - Choose a color for the form when displaying claims on screen.
On Paper - Choose a color for the form when printing claims.
On Images - Choose a color for the form when saving claims to image files.

Processed Files

Since the HIPAA Claim Payment Master program can be launched by the Window's scheduler (see Running the Application via Scheduler), it is important to either move or delete processed files, so that they will not be picked up again. You have the choice to either do nothing, move the processed files to a specific folder or delete the files:

Leave in Place - Select this option to do nothing with processed files.

Note: Not recommended.

Move - Select this option to move the processed files to a specified folder.
Delete - Select this option to delete the processed files.

Outbox Directory Path

Specify the place where the result files (images, PDFs) will be located.

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Selecting a Code Set

EDI relies on transaction code sets. A transaction code is a basic EDI message type. The HIPAA Claim Payment Master translates HIPAA code sets into meaningful words (a corresponding longer explanation or description). For example, facility code "25" means a Birthing Center, gender code "M" means Male.

At the onset of EDI one of the main design ideas was to make the EDI files as short as possible and to allow different languages to use the same descriptions by reducing long verbose explanations to 2-3 byte long codes. Computer storage was incredibly expensive and making any file larger than it absolutely had to was considered wasteful.

The code sets are stored in the file codesets.xml in the Configuration subdirectory:

Windows XP: C:\Documents and Settings\All Users\Application Data\HIPAAsuite\HIPAA Claim Payment Master\Configuration\
Windows 7, Vista: C:\ProgramData\HIPAAsuite\HIPAA Claim Payment Master\Configuration\


The Configuration folder in Windows XP

Tip: The folder is hidden.


To view/edit transaction code sets in HIPAA Claim Payment Master, follow the instructions below.

1. Go to the "Code Sets" item in the main menu. 

The "Code Sets" menu
2. From the sub-menu, select a code set name. The following menu items are available via the "Code Sets" menu:

A to E


F to P


Q to Z

Quantity Qualifier


The following screen-shot illustrates how to select the "PaymentMethod" code set for display. 

The "PaymentMethod" sub-menu

3. The Code Set configuration window will be displayed. Double-click the field to edit it and type in the new value. 

Below you can see such window for PaymentMethod. 

The window provides the following information:

Number of records in codeset — The total number of codes. For example, for PaymentMethod it is equal to 5.
Codes and their corresponding descriptions. The codes are indicated in the source EDI files. The descriptions are  displayed instead of codes in the result easy-to-read files. For example, for PaymentMethod there are the following codes and corresponding descriptions:
ACH — Automated Clearing House
BOP — Financial Institution Option
CHK — Check
FWT — Federal Reserve Funds
NON — Non Payment Data

The "PaymentMethod" code set configuration window

4. Click on the "Save" button to save the changes.

The "Save" button


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Accessing Logs

The HIPAA Claim Payment Master can log its activities. This is especially helpful when running the program automatically through the scheduler (see Running the Application via Scheduler).

Notice: To start logging the activity, activate the "Log All Processing Except Viewing" option. See Configuring Program Options.

In case of any problem, the first thing is checking the log, where all actions and all error messages related to an EDI file are written down and saved.

Follow the instructions below to access the log files for your HIPAA Claim Payment Master.

Click View arrow Log in the main menu.

The "Log" menu

Log files are simple text files, one for each day that are stored in date hashed folders. Alternatively, access the Logs folder in the following directory:

Windows XP: C:\Documents and Settings\All Users\Application Data\HIPAAsuite\HIPAA Claim Payment Master\Logs
Windows 7, Vista: C:\ProgramData\HIPAAsuite\HIPAA Claim Payment Master\Logs

The Logs folder in Windows XP

Tip: The folder is hidden by default.


Tip: The ProgramData folder contains all your application data, like program settings, user data, etc, for all of the installed programs on the computer. The ProgramData folder holds the same files that were contained in the \Documents and Settings\All Users and \Documents and Settings\All Users\Application Data folders in XP.

Within the directory, find a folder for the year you are looking log for. Then find a sub-folder for the necessary month with files for each day. Double-click a file which has the name equal to the necessary date. The log will look like this:

The transaction log for a specific day


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Using the EDI Editor

EDI files are often hard to read, especially if they have no carriage returns and line feeds to put each segment on a line of its own.

The EDI Editor available in the HIPAA Claim Payment Master replaces all Element separators with a star "*", all sub element separators with a colon ":" and all segment separators with a tilde "~" even if the original file uses different delimiters.

To Open EDI Editor

To access the EDI Editor, select the "EDI Editor" option under "View" menu item.

The "EDI Editor" menu

Alternatively, you can click on the "EDI" icon on the toolbar to invoke the EDI Editor.

This option is only enabled when you have opened an EDI file.

The "EDI Editor" button

The following screen will appear:

The EDI Editor window


To Cut, Copy, Paste

When you right-click anywhere in the text, a context menu will appear with typical test edit options such as cut, copy and paste.

Context menu

To Find and Replace

The "Find" and "Replace" utilities work as in a common text editor. To use them, right-click somewhere in the document and then from the displayed context menu select the "Find" or "Replace" command. Alternatively, you can press Ctrl F simultaneously on your keyboard to bring the text search utility.

The "Find" pop-up

Pressing Ctrl H simultaneously will bring up the Replace utility.

The "Replace" popup

To Save the Changes

As long as you don't save, there will be no changes to the file.

If you make changes to the file, the "Save" button becomes enabled and you can save any changes. The HIPAA Claim Master will further work with those changed files, so you don't have to open the file again.

Notice: Changing EDI files can be a tricky undertaking. You should be experienced in the format of the 835 and understand that an 835 claim file could be a legal document that should not be altered without the consent of the originator.

The "Save" button

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Using Command Line Arguments (CLI)

In order to run the HIPAA Claim Payment Master from the command line or have it invoked through another program, it is necessary to pass command line arguments to the program to instruct it to perform the desired tasks.

Command line arguments are separated by commas.

1. The first command line argument is the filename or the directory path. The program will automatically decide if this argument denotes a directory or a single file.
2. The second argument is concerned with data export to another database. If the argument is "Y", then the data will be exported according to the settings.
3. The third argument decides whether image file will be created. A "Y" will cause the program to create image files.
4. The fourth argument will send the images to the printer.
5. The fifth argument can contain the printer name, if a printer other than the default printer is specified. It is important to use exactly the same name as it is listed in Windows under printers.



A typical command line would be for example:

"C:\Program Files\HIPAAsuite\HIPAA Claim Payment Master\HIPAAClaimPaymentMaster.exe" C:\EDI\Inbox\835,Y,,Y,Lexmark X500 Series

1. In Quotes you can see the path to the executable. The quotes are necessary in Windows whenever you have a file name with a blank space in it, such as "Program Files".

Tip: Sometimes you need quotes for the file name, so it is easiest to change directory to C:\Program Files\HIPAAsuite\HIPAA Claim Payment Master and then call the executable.

2. The first command line argument is the path to a directory. Alternatively you could have the path to a specific file. The program will see if the argument pertains to a file or a directory.
3. The second argument is a "Y", indicating that the data will be exported.
4. The third argument is blank. It would instruct the program to create image files in accordance to the setup. See Doing Image Setup.
5. The forth argument is a "Y". This instructs the program to print the images of the payments.
6. The fifth argument is the name of the printer to which the output is to be directed.


Using Command Prompt

Follow the instructions below to use the command-line arguments in Windows Command Prompt.

1. Start a Windows Command Prompt. Go to Start arrow Programs arrow Accessories arrow Command Prompt. 

Alternatively, you can go to Start arrow Run arrow type "cmd" without quotes and press <Enter>.
2. Type your command and click Enter.

The Windows Command Prompt screen


The command returns a system code which is not displayed to the users:

-1 means error
0 means everything went okay

So, testing the command line requires that you check the log. In the log, you may see a message like following:

Processing of 'C:\EDI\Inbox\835' started at 3/12/2012 9:21:11 AM

                Printer is not found in system

                Processing stopped at 3/12/2012 9:21:11 AM

So, the log will help you to debug the command line.


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Running the Application via Scheduler

The HIPAA Claim Payment Master can be automated through a scheduler. A scheduler is software that can be programmed to execute a certain task at a certain time repeatedly. Windows has such a scheduler built in.

The Windows scheduler can be used to let the HIPAA Claim Payment Master execute in regular intervals without user intervention. Usually one would let the HIPAA Claim Payment Master scan a directory and then print, create image files or export the data and remove the files to prevent duplicate processing.


1. If the task scheduler is installed on your system, you will find it in the "Control Panel". To open Scheduled Tasks, click Start arrow Control Panel arrow Scheduled Tasks.

Note: In different Windows versions, the way to access the Task Scheduler can differ. Consult your Windows version documentation.

The Windows Task Scheduler

2. Click on "Add Scheduled Task" and the "Scheduled Task Wizard" will guide you through the setup process.

3. In the first window, read the welcome message and click "Next."

The "Scheduled Task Wizard" window

4. Browse to the HIPAAClaimPaymentMaster.exe executable file.

The "Scheduled Task Wizard" window

By default, the application is located in C:\Program Files\HIPAAsuite\HIPAA Claim Payment Master\HIPAAClaimPaymentMaster.exe

Selecting a program to schedule

Click "Next."

5. Type a name for this task. Choose a time interval:

One time only
When my computer starts
When I log on

Click "Next."

The "Scheduled Task Wizard" window

6. Enter the name and password of a user. The task will run as if it were started by that user. Click "Next."

The "Scheduled Task Wizard" window

7. In the last screen, make sure you have specified all data correctly. Click "Finish" to save your task.

The "Scheduled Task Wizard" window

8. The scheduled task has been added to the system. Now lets edit the new task and add the desired command line arguments with the appropriate options. Double-click the newly created task in the "Scheduled Tasks" window.

The Windows Task Scheduler

9. Enter parameters to the "Run" field after the application path and click "OK." Refer to Command Line Arguments for more information.


"C:\Program Files\HIPAAsuite\HIPAA Claim Payment Master\HIPAAClaimPaymentMaster.exe" C:\EDI\Inbox,Y,,Y

The "HIPAAClaimPaymentMaster" task window

You can see, the path to the executable is in quotes and then the arguments follow. In this example, the directory C:\EDI\Inbox will be processed. The first "Y" indicates that the data will be exported. The second "Y" in 4th position indicates that the images will be printed.

Tip: Logs may be helpful when running the program automatically through the scheduler. See Log.

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Troubleshooting Badly Formatted EDI File

After clicking on the "Process" button, you see a message with the following error message:

This is most likely caused by a badly formatted EDI file. Processing will stop.

There are a few reasons why this can happen:

1. The file is not an EDI file. You can open the file in Notepad and check if it starts with "ISA". When the first 3 characters are not ISA, then it is not an EDI file.
2. The file could still be encrypted.
3. The file is an EDI file, but has extra blocking characters in it. You can instruct the HIPAA Claim Payment Master to remove them. See Configuring Program Options.


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