EDI File Transfer Users: Setting Up Your Mailbox

Transcription

1 EDI File Transfer Users: Setting Up Your Mailbox Q: What is a mailbox? A: A mailbox is what ClaimShuttle uses to store your Submitter ID (also known as your Trading Partner ID, Submitter Number, or Sender ID) and the EDI system password that your Payer has assigned to your ID. This allows ClaimShuttle to submit your files straight to your Payer s system using your unique ID and password as soon as you upload a file into your Outbox. Q: How many mailboxes should I have or how many do I need? A: You need 1 mailbox per Submitter ID that has been assigned to you by your payers. (For example you may have: 1 mailbox for your Medicare claims, 1 mailbox for your Blue Cross Blue Shield claims, and 1 mailbox for all of your commercial claims that you send to 1 Clearinghouse)

2 To add your mailbox go to Mailboxes under the SETUP section and click on Add a Mailbox On the next page, scroll down to find your electronic receiver and click Select or on the Receiver s icon. (Icon examples below)

3 Once you have selected your receiver, it s time to enter your submitter information in your mailbox. 1. Enter your assigned Submitter ID 2. Most of our receivers only have 1 option for the Connector so normally you would not have to change this, unless you are submitting to National Government Services (NGS) a. For NGS, choose the Part A/B.. option for Medicare claims. Choose DME CEDI for DME claims. 3. Enter your assigned Logon ID for file transmissions. 4. Enter the password that was assigned to your Submitter ID or Logon ID. 5. If you would like to have a subfolder in your Inbox or Sent folder for this mailbox, check the Create Subfolder box before clicking on Save a. Subfolders keeps your reports from different payers organized into separate folders in the Inbox and Sent items areas. (*this is recommended if you are going to have more than 1 mailbox in ClaimShuttle)

4 Now that you have entered all of your submitter information, you can check your password and test your connection. 1. Click on the Reveal button to make sure you entered your password correctly. Remember that passwords are case sensitive. 2. Click on the Test Connectivity button to see if your Logon ID and Password is successfully connecting your account to your Receiver s EDI system.

5 If the connection is successful, you are ready to start sending files! If the connection fails, check the reason for the failure. 1. Click the Connection Trace bar 2. Take the scroll bar and drag it all the way to the bottom 3. Read the very last line on the log a. Invalid password means your password is not correct b. System offline means the payer s system is currently down. c. Click the Close button to close

6 Advanced Mailbox Settings 1. To access the Advanced Setting section for your mailbox, click on the - symbol on the Advanced Settings bar. 2. This is the default setting that tells ClaimShuttle to move your Outbound file to the Sent folder once it has successfully transmitted your file via your mailbox. 3. This is the default setting that tells ClaimShuttle to download files into your Inbox when files are downloaded for this mailbox.

7 Advanced Mailbox Settings 4. We prefer that Users leave this as is so that files that are downloaded maintain the original file names the payer used. 5. We auto purge your account s files at 180 days. 6. Since ClaimShuttle takes care of automatically updating your passwords for your mailboxes when necessary, you can add an address here to receive notification when the password for your mailbox has been updated. 7. Press this button to have ClaimShuttle immediately send your files or pull for reports for this mailbox. a) Users do not really need to do this since ClaimShuttle automatically sends your files as soon as you place them in your Outbox. (See Connection Schedule slide for details) 8. Press this if you would like to Delete your mailbox.

8 Special Mailbox Types 1. Payers will let you know if your Submitter ID is in the Production or Test mode. Choose the appropriate Mode for your Submitter ID. If your Submitter ID starts off in the TEST mode, do not forget to change it to the Production Mode once your Payer approves you for Production claims. a) If you have used your Submitter ID to send claims in the past and have received payment on those claims, your Submitter ID is in the Production Mode. 2. If your payer has assigned you a special ID to use just for receiving electronic remits, set your mailbox status to Inbound Only

9 Connection Schedule System rules on when ClaimShuttle sends and receives files for your mailboxes: If you place a file in your Outbox, ClaimShuttle will pick up the value in the ISA06 position of your file to match your file to a mailbox and immediately schedule your file to be sent via the matching mailbox. (Files will generally disappear from your Outbox in less than 3 minutes if you refresh your Outbox screen. Just click on the Outbox link on the left to refresh) 30 minutes later, ClaimShuttle will check for reports for the mailbox that had an outbound file. After 30 minutes, it will check again 1 hour later. After the 1 hour check, it will not check for files again until 5am the next morning. Every time you log into your account, ClaimShuttle also automatically schedules all of your mailboxes to connect. We recommend that users re-check their Inbox for reports about 3 minutes after logging in since it starts to check for new files after it detects you have logged in. It will not connect your mailbox to check for reports if it just connected that mailbox in the last 15 minutes. If you have a mailbox that you are only using for Inbound reports like ERA s make sure it is marked Inbound Only so that it can be included in the 5am automatic connection for all mailboxes that had activity within the last 24 hrs. If you do not send files out of your mailbox for 30 days, and it is NOT marked as Inbound only, it will not be included in the automated connections when you log into your ClaimShuttle account or the 5am automated connection schedule for all ClaimShuttle mailboxes. Remember that you can also manually schedule your mailbox to receive files if you have not used it in a while by clicking on the send/receive button under the Advanced Settings section.

10 You can now upload your files into your Outbox for transmission! Need help? Call us at option 1, option 2 us at support@claimshuttle.com Support Hours: Monday Friday 6:00 am 4:00 pm Arizona Time