Prepare and submit claims data

Importing Claims data

Fieldworker accepts Medicaid claims using the following data.

DDD ID	Client’s DDD ID
Patient First Name	Client’s First Name
Patient Last Name	Client’s Last Name
Patient DOB	Client’s Date of Birth
Patient Gender	Client’s Gender
Prior Authorization	Client’s Prior Authorization Number
Patient ICD_10 Code	Client’s Diagnosis Code/ ICD_10 Code
Medicaid ID	Client’s Medicaid ID
Service start date	Start Date of billing period
Service end date	End Date of billing period
Authorized amount	Authorized Billing amount
Authorized units	Authorized Number of Units
Procedure code	Client Procedure Code
Procedure code modifiers	Procedure Code Modifier

1. Starting with a sample data file in Google Sheets, the data appears as

ID	First Name	Last Name	Date of Birth	Gender	Medicaid ID
1001	Mike	Once	Jan 1 2000	M	902002587301
1002	Mike	Twice	Jan 2 2000	F	902002587302
1003	Mike	Thrice	Jan 3 2000	F	902002587303
1004	Mike	Forth	Jan 4 2000	M	902002587304
1005	Mike	Fifth	Jan 5 2000	M	902002587305

1. Download this file as a csv

2. Download the file as a xlsx

3. Open the CSV file in a text editor

ID,First Name,Last Name,Date of Birth,Gender,Medicaid ID,Primary Diagnosis Code,Service start,Service end,Authorized amounts,Authorized units,Prior Authorization,Procedure Code,Procedure Code Modifiers

1001,Mike,Once,Jan 1 2000,M,902002587301,,,,,,,,

1002,Mike,Twice,Jan 2 2000,F,902002587302,,,,,,,,

1003,Mike,Thrice,Jan 3 2000,F,902002587303,,,,,,,,

1004,Mike,Forth,Jan 4 2000,M,902002587304,,,,,,,,

1005,Mike,Fifth,Jan 5 2000,M,902002587305,,,,,,,,

1. Open the xls file in Excel

ID	First Name	Last Name	Date of Birth	Gender	Medicaid ID
1001	Mike	Once	Jan 1 2000	M	9.02003E+11
1002	Mike	Twice	Jan 2 2000	F	9.02003E+11
1003	Mike	Thrice	Jan 3 2000	F	9.02003E+11
1004	Mike	Forth	Jan 4 2000	M	9.02003E+11
1005	Mike	Fifth	Jan 5 2000	M	9.02003E+11

However, the cell value is still correct and can be checked using the formula bar.

1. Open the CSV file in Excel

2. Save the xls file as CSV as is, and open it in a text editor

ID,First Name,Last Name,Date of Birth,Gender,Medicaid ID,Primary Diagnosis Code,Service start,Service end,Authorized amounts,Authorized units,Prior Authorization,Procedure Code,Procedure Code Modifiers,,,,,,,,,,,,

1001,Mike,Once,Jan 1 2000,M,9.02003E+11,,,,,,,,,,,,,,,,,,,,

1002,Mike,Twice,Jan 2 2000,F,9.02003E+11,,,,,,,,,,,,,,,,,,,,

1003,Mike,Thrice,Jan 3 2000,F,9.02003E+11,,,,,,,,,,,,,,,,,,,,

1004,Mike,Forth,Jan 4 2000,M,9.02003E+11,,,,,,,,,,,,,,,,,,,,

1005,Mike,Fifth,Jan 5 2000,M,9.02003E+11,,,,,,,,,,,,,,,,,,,,

1. Change the format of the Medicaid ID column to

   1. Text

   2. Number with no decimal

2. Save the xls file as CSV after this conversion (8.1)

3. Save the xls file as CSV after this conversion (8.2)

4. Open the CSV file after 8.1 in a text editor

ID,First Name,Last Name,Date of Birth,Gender,Medicaid ID,Primary Diagnosis Code,Service start,Service end,Authorized amounts,Authorized units,Prior Authorization,Procedure Code,Procedure Code Modifiers,,,,,,,,,,,,

1001,Mike,Once,Jan 1 2000,M,9.02003E+11,,,,,,,,,,,,,,,,,,,,

1002,Mike,Twice,Jan 2 2000,F,9.02003E+11,,,,,,,,,,,,,,,,,,,,

1003,Mike,Thrice,Jan 3 2000,F,9.02003E+11,,,,,,,,,,,,,,,,,,,,

1004,Mike,Forth,Jan 4 2000,M,9.02003E+11,,,,,,,,,,,,,,,,,,,,

1005,Mike,Fifth,Jan 5 2000,M,9.02003E+11,,,,,,,,,,,,,,,,,,,,

1. Open the CSV file after 8.2 in a text editor

ID,First Name,Last Name,Date of Birth,Gender,Medicaid ID,Primary Diagnosis Code,Service start,Service end,Authorized amounts,Authorized units,Prior Authorization,Procedure Code,Procedure Code Modifiers,,,,,,,,,,,,

1001,Mike,Once,Jan 1 2000,M,902002587301,,,,,,,,,,,,,,,,,,,,

1002,Mike,Twice,Jan 2 2000,F,902002587302,,,,,,,,,,,,,,,,,,,,

1003,Mike,Thrice,Jan 3 2000,F,902002587303,,,,,,,,,,,,,,,,,,,,

1004,Mike,Forth,Jan 4 2000,M,902002587304,,,,,,,,,,,,,,,,,,,,

1005,Mike,Fifth,Jan 5 2000,M,902002587305,,,,,,,,,,,,,,,,,,,,

• If you need to open the CSV file, see if you can use a text editor.

• If you open the CSV file in Excel or any other similar spreadsheet software, please ensure that the ‘Medicaid ID’ column is correctly displaying the ID.

The entries in the Medicaid ID column should look like 902002587301 and not like this 9.02003E+11