Managing Data Exports

Overview 

Many state require data exports to clearinghouses or aggregators such as Tellus, Sandata, HHAx, and others. In some cases, billing is completed through these locations. In other cases, billing is completed elsewhere, but only after the data has been successfully exported. See below for information on managing these data exports, or see your state guide for further details.

Please note the information below does not apply to the 837 claims that are uploaded to Availity, Office Ally, Waystar, or state portals (the files built by the Export Merged Health Care Claim button); this article is specifically regarding data exports. 

Index

Data Exports/Responses

Client/Caregiver Exports

Managing Data Corrections

Data Exports/Single Visit Export Correction

Multiple Visit Export Correction

Troubleshooting

Data Exports/Responses

Data exports are set up during your implementation (or as new requirements are made by the state). Generally, initial data delivery occurs either as your visit status changes at regular intervals, OR upon billing (completing invoices). See your state workflow for further details on when your data is exported.

Once data is accepted, you will receive responses which will be included in each visit in the Visit Approval Dashboard which can be seen by filtering for Rejected visits. For example:

For more information, see:

• Reading Tellus Responses
• Reading Sandata Responses
• Reading HHAeXchange Responses

Client/Caregiver Exports 

Not all aggregators require client or caregiver exports. Tellus/Netsmart does not require either, and HHAX only requires a separate caregivers export. 

For customers who do have to export these profiles, the list of requirements for each customer is outlined in your state workflow. 

Here is the general data delivery process:

• A client or caregiver profile is created
• At the end of the day the profile is created, the profile is exported automatically
• If the profile was incomplete (only partially entered), it will be rejected and will require correction and manual re-export

If you have client or caregiver exports failing, consider the following:

• Is required data missing from the profile? If so, add it, export the profile, then export all that client or caregiver's visits. 
• Does the profile look perfect? If so, perhaps not all data was added on the first day. Re-export the profile, then export all that client or caregiver's visits. 
• Does the profile look perfect, and it has been exported along with visits without success? The profile may be in "limbo" due to a change in requirements. In other words, it was previously accepted, but now that something new (like a DOB or SSN) is required, their visits are rejected. Notify Support to request an override export be completed.
• Still not working? Start a ticket with your appropriate aggregator and copy Ankota Support.

Managing Data Corrections

NEW! The best way to prevent data errors is using the Approval Assistant first, then reviewing any remaining visits with unresolved warnings (typically duration issues). If you are not yet using the Approval Assistant or still have unresolved errors, see below.

Ankota allows full batches to be re-sent, but for a minor correction such as a reason code error, individual visit corrections are now allowed. For fundamental changes to the visit, billing may be required to be canceled, corrected, and rebuilt. These actions apply for Sandata, Tellus/Netsmart, and HHAx. See below for the correct action based on the issue. For further information, see Tellus/Netsmart Billing or your state guide.

Data can be corrected as follows:

• For reason or action code errors,
  • review the errors
  • search the Visit Approval Dashboard for the visit IDs that were reported as having errors
  • correct the reason code and Save
  • click the Export button to re-send this individual visit
  • (remember that any visit missing clock-out, clock-in, correct telephony number, that has manually adjusted times, and in some states, is too far away, will need reason coding)
• For wrong diagnosis codes,
  • review the errors
  • search the client 
  • correct the primary diagnosis code
  • (you may wish to consult https://www.icd10data.com/ICD10CM/Codes to see if the code is still billable)
  • re-export the client
  • click the Export button to re-send this individual visit OR select all visits for the client and use the mass export option for visits
• For missing clients or caregivers,
  • review the errors
  • correct the errors, if any (sometimes the client or caregiver was simply never sent)
  • export or re-export the client(s) or caregiver(s)
  • you will then be able to re-send the visits (using either batch export or single visit export methods)
• For fundamental visit errors such as wrong caregiver, wrong visit type, wrong date, wrong time, wrong payer, or wrong billing rate, 
  • review the errors
  • cancel the associated invoice(s) and payroll(s)
  • unapprove the visit
  • make the changes
  • reapprove the visit
  • re-run billing
• For failed claims (most common with Tellus/Netsmart denied claims),
  • use the add to visit ID function
  • re-export the visit

Data Exports/Single Visit Export Correction

Individual visits can be exported manually from the Visit Approval Dashboard using the Export Vist button inside the visit details.  Data exports are set up during your implementation or as the new data exports are required by the state. Generally, initial data delivery occurs either as your visit status changes at regular intervals, OR upon billing automatically, but visits can be exported manually as well. Some companies do this because they do not use Ankota billing, and others use the manual export after correcting rejected visits. See your state workflow for further details on when your data is exported. Please note the individual visit Export button is the ONLY way to re-export a previously accepted visit.

This individual visit export function on the Visit Approval Dashboard is most useful when:

• the visit needs to be re-sent without any alteration
• when the visit needs to be sent with a Reason code or Action code change
• when the visits needs to be re-send after having a new visit ID assigned to it (typically a Netsmart issue)

Please note key information on the visit such as date, time, or visit type cannot be changed if the visit has a completed payroll or invoice.

For example, a visit has the wrong reason code and receives a rejection response. To adjust the reason code, 

• Open the Visit Approval Dashboard
• Filter for the appropriate visit (likely by searching by Visit ID)
  • Don't forget to expand the date range
  • Don't forget to set visit status to All
• Click Approve Visit
• Select the Reason and/or Action code(s) needed
• Approve
  • 

Then, to export the individual visit (while still in the same location in the VAD),

• Click the Export Visit button

You will then receive the following confirmation pop-up: 

Multiple Visit Export Correction

Just as individual visits can be exported manually, groups of visits can be mass exported from the Visit Approval Dashboard. Data exports are set up during your implementation or as the new data exports are required by the state. Generally, initial data delivery occurs either as your visit status changes at regular intervals, OR upon billing. See your state workflow for further details on when your data is exported.

This mass export function is most useful when:

• the visits need to be re-sent without any alteration
• when the visits were previously rejected due to an error by an aggregator/clearinghouse, and that error has been corrected

For example, one of the most common corrections is that a group of visits was rejected due to the caregiver not having been assigned an ID. To fix that, an admin would open the caregiver profile, assign the ID, and save. For Sandata or HHAX, the caregiver profile would need to be exported first. (Netsmart does not require a caregiver profile.) Then on the Visit Approval Dashboard, the admin could filter for that caregiver's visits and re-export them.

To export a group of visits, 

• Open the Visit Approval Dashboard
• Filter for the appropriate visits
• Select the visits using the check all button
• Click the Export button
• You will see a confirmation pop-up ("Success") at the top right
  • 

Please note that if you have not already billed a visit, you will be provided a choice to export billed visits only, OR to export all selected visits. Best practice is always to bill in order to trigger an export, but for organizations where data export is not linked to billing, you may choose the option to export all selected visits if desired. 

NOTE: there is a limitation of 10,000 visits per export.

Troubleshooting

See below for troubleshooting steps in the data management export process.