Services Import
About Import Files
When you import data from an import file, Allscripts Homecare checks the file for validity as an entry in Time Log. It checks for valid patient number, employee number, dates and times, services during admission for billable activities, and other information. The import also matches to the application drug file based on the NDCs (National Drug Codes). If the
Medi-Span is used within certain Business Unit, then the NDCs from Medi-Span should be installed, otherwise the NDCs should be entered manually for each medication. After the NDCs are installed or entered, regardless of whether they are Medi-Span or not, the import validation can be completed.
The ASCII files created for import should meet the exact specifications of the Import Services function in order to be imported.
There are five types of import file: DME, Drugs, Supplies, and Staff and Contractor.
For each of file types, the first eight characters of the first line must be "MISYSHC ". The description of the file begins with the 9th character. Below are examples of line 1 for each file type:
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The actual record begins on line 2 and continues till the end of the file.
Each file type requires different fields in a different order. The fields must appear in the exact specified order within the file and must be delimited by a comma or a tab. Each field should be enclosed in quotes. Optional fields at the end of a line can be omitted.
If a record in the import file fails the edit, the application writes it to an error log in the same location as the import file. This file has the same name as the import file with an additional *.rej extension. The application also generates a report in the import file for the visits that were successfully imported.
Drugs Import File Format
Note: There are no line breaks in an actual valid drugs import file. The line breaks shown here are added for clarity, to avoid having field names break across a line.
"PATIENT_CODE","RESOURCE_ID","DATE_PROVIDED",
"SERVICE_CODE","COST_TOTAL","INVOICE_NO",
"NDC_CODE","MED_ROUTE","MED_DOSE_FREQUENCY",
"MED_CHANGE","MED_END_DATE","NEW_DRUG",
"INVOICE_DATE"
Supplies Import File Format
Note: There are no line breaks in an actual valid supplies import file. The line breaks shown here are added for clarity, to avoid having field names break across a line.
"PATIENT_CODE","DATE_PROVIDED","SUPPLY_CODE",
"SUPPLY_QUANTITY","SUPPLY_CODE","SUPPLY_QUANTITY", "SUPPLY_CODE","SUPPLY_QUANTITY"
SUPPLY_CODE and SUPPLY_QUANTITY can repeat as many times as necessary.
Linking DME and Supply Items to a Pay Source
Using the Services Import functionality, you can automatically link the DME (Durable Medical Equipment) and Supply items to the Eligible Pay Source. You can also generate daily charges for rented DME items. To accommodate this functionality, five fields are present in the DME import format: PAY_SOURCE_POINTER, UNITS, VERIFY_DATE, CPT_CODE, and CPT_MODIFIER. These five fields are optional.
This functionality is primarily designed to be used with an external DME and Supply management system in which the actual DME and Supply line items are recorded. DME and Supply deliveries are scheduled within Allscripts Homecare using a special nonbillable contract service code. The verification of this service code within Allscripts Homecare triggers the external system, which then reads the pay source and pay control information from the patient record within Allscripts Homecare. Based on this information and the pricing information stored within the external system, the external system determines the correct pay source for each line item in the delivery. Finally, the external system generates an import file for Allscripts Homecare containing one service record for each line item delivered to a patient.
DME Import File Format
Note: There are no line breaks in an actual valid DME import file. The line breaks shown here are added for clarity, to avoid having field names break across a line.
"PATIENT_CODE","RESOURCE_ID","DATE_PROVIDED",
"SERVICE_CODE","COST_TOTAL","INVOICE_NO",
"HCPCS_CODE","INVOICE_DATE","PAY_SOURCE_POINTER", "UNITS","VERIFY_DATE","CPT_CODE","CPT_MODIFIER"
The following fields are optional and may be omitted: PAY_SOURCE_POINTER, UNITS, VERIFY_DATE, CPT_CODE, CPT_MODIFIER.
About Importing Visits Already Scheduled in Homecare
You can import visits that are already scheduled in the Homecare Schedule component. In such cases, the imported data update the existing PT_SERVICE record rather than create a new one. To accommodate this functionality, import records must be in a new format that includes a DIRECT_START_TIME field.
The Services Import window also supports staff import files that do not include this field.
When users select the import file, Homecare determines the following:
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The application checks the file header to determine if the word STAFF is present. If so, the import file is a staff service.
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The application checks the file header to see if there is a colon (:) in position 10 on the first data line. If so, the file is in the format that contains DIRECT_START_TIME in position 10.
When Homecare determines that the import file is a staff service and includes the DIRECT_START_TIME field, the application displays several new fields on the Define tab of the Services Import window under the heading Staff Visit Import. (These fields do not appear for import files without the DIRECT_START_TIME field.)
Services imported through Services Import are flagged. The available flags are as follows:
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These flags can be combined to show all the different states during the service life cycle. Some examples are provided below:
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Null - Service is not imported (entered manually by user in Homecare). |
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IMU - Service was imported, modified, and updated by another import process. |
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UM - Services was updated by the import and modified in Homecare. |
Staff Services (Visits) Import File Format
Note: There are no line breaks in an actual valid services import file. The line breaks shown here are added for clarity, to avoid having field names break across a line.
Allscripts Homecare import process checks for the /BRANCH, /R, or /NPI parameter in the file header, which should follow the word indicating the type of the file (in this case STAFF).
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/NPI - Indicates that the file contains RENDERING_PROVIDER_NPI. |
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This file does not contain neither RESOURCE_ID nor RENDERING_PROVIDER_NPI.
DIRECT_START_TIME is an optional field. Agencies, using the special feature for matching imported visits to visits previously entered in Scheduling, should place DIRECT_START_TIME in position 10. Depending on whether DIRECT_START_TIME is present or not, the following file formats are possible:
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DIRECT_START_TIME appears in position 10, the first SUPPLY_CODE in position 11, and the first SUPPLY_QUANTITY in position 12.
SUPPLY_CODE and SUPPLY_QUANTITY can repeat as many times as necessary.
Example of the MISYSHC STAFF with DIRECT_START_TIME file:
MISYSHC STAFF
"P045","106732","08-03-2007","H200","12","34","",
"5","","12:00","U06","8"
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The first SUPPLY_CODE appears in position 10 and the first SUPPLY_QUANTITY in position 11.
SUPPLY_CODE and SUPPLY_QUANTITY can repeat as many times as necessary.
Example of the MISYSHC STAFF without DIRECT_START_TIME file:
MISYSHC STAFF
"P045","106732","08-03-2007","H200","12","34","",
"5","","U06","8"
This file contains RESOURCE_ROLE_ID. During the import, the system reads the RESOURCE_ROLE_ID value. If the value is blank, or not integer, or there is no such RESOURCE_ROLE_ID for the specified RESOURCE_ID, then the record is not imported and the Invalid Resource Role ID error appears on the report. The RESOURCE_ROLE_ID field is added to the report layout.
DIRECT_START_TIME is an optional field. Agencies, using the special feature for matching imported visits to visits previously entered in Scheduling, should place DIRECT_START_TIME in position 10. Depending on whether DIRECT_START_TIME is present or not, the following file formats are possible:
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DIRECT_START_TIME appears in position 10, RESOURCE_ROLE_ID in position 11, the first SUPPLY_CODE in position 12, and the first SUPPLY_QUANTITY in position 13.
Example of the MISYSHC STAFF/R with DIRECT_START_TIME file:
MISYSHC STAFF/R
"P045","106732","08-03-2007","H200","12","34","",
"5","","12:00","46338","U06","8"
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RESOURCE_ROLE_ID appears in position 10, the first SUPPLY_CODE in position 11, and the first SUPPLY_QUANTITY in position 12.
SUPPLY_CODE and SUPPLY_QUANTITY can repeat as many times as necessary.
Example of the MISYSHC STAFF/R without DIRECT_START_TIME file:
MISYSHC STAFF/R
"P045","106732","08-03-2007","H200","12","34","",
"5","","46338","U06","8"
This file contains RENDERING_PROVIDER_NPI field. This field should be present in the import file, however the value can be blank.
DIRECT_START_TIME is an optional field. Agencies, using the special feature for matching imported visits to visits previously entered in Scheduling, should place DIRECT_START_TIME in position 10. Depending on whether DIRECT_START_TIME is present or not, the following file formats are possible:
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DIRECT_START_TIME appears in position 10, RENDERING_PROVIDER_NPI in position 11, the first SUPPLY_CODE in position 12, and the first SUPPLY_QUANTITY in position 13.
SUPPLY_CODE and SUPPLY_QUANTITY can repeat as many times as necessary.
Example of the MISYSHC STAFF/NPI with DIRECT_START_TIME file:
MISYSHC STAFF/NPI
"P045","106732","08-03-2007","H200","12","34","",
"5","","12:00","GroupNPI","U06","8"
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RENDERING_PROVIDER_NPI in position 10, the first SUPPLY_CODE in position 11, and the first SUPPLY_QUANTITY in position 12.
SUPPLY_CODE and SUPPLY_QUANTITY can repeat as many times as necessary.
Example of the MISYSHC STAFF/NPI without DIRECT_START_TIME file:
MISYSHC STAFF/NPI
"P045","106732","08-03-2007","H200","12","34","",
"5","","GroupNPI","U06","8"
This file contains Resource_Role_ID and RENDERING_PROVIDER_NPI fields. These fields should be present in the import file, however the values can be blank.
DIRECT_START_TIME is an optional field. Agencies, using the special feature for matching imported visits to visits previously entered in Scheduling, should place DIRECT_START_TIME in position 10. Depending on whether DIRECT_START_TIME is present or not, the following file formats are possible:
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DIRECT_START_TIME appears in position 10, RESOURCE_ROLE_ID in position 11, RENDERING_PROVIDER_NPI in position 12, the first SUPPLY_CODE in position 13, and the first SUPPLY_QUANTITY in position 14.
SUPPLY_CODE and SUPPLY_QUANTITY can repeat as many times as necessary.
Example of the MISYSHC STAFF/R/NPI with DIRECT_START_TIME file:
MISYSHC STAFF/R/NPI
"P045","106732","08-03-2007","H200","12","34","",
"5","","12:00","46338","GroupNPI","U06","8"
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RESOURCE_ROLE_ID appears in position 10, RENDERING_PROVIDER_NPI in position 11, the first SUPPLY_CODE in position 12, and the first SUPPLY_QUANTITY in position 13.
SUPPLY_CODE and SUPPLY_QUANTITY can repeat as many times as necessary.
Example of the MISYSHC STAFF/R/NPI without DIRECT_START_TIME file:
MISYSHC STAFF/R/NPI
"P045","106732","08-03-2007","H200","12","34","",
"5","","46338","GroupNPI","U06","8"
This file contains BRANCH_ID field. Service import will use branch value from the import file if this value is specified; if the value is not specified, the default branch value according to settings will be used. If the default branch value is not specified and the Require Resource Branch check box is selected in Administration>Configuration>Business Units>Settings>Administration, then service will not be imported and the appropriate record will be added to report.
DIRECT_START_TIME is an optional field. Agencies, using the special feature for matching imported visits to visits previously entered in Scheduling, should place DIRECT_START_TIME in position 10. Depending on whether DIRECT_START_TIME is present or not, the following file formats are possible:
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SUPPLY_CODE and SUPPLY_QUANTITY can repeat as many times as necessary.
Example of the MISYSHC STAFF/BRANCH with DIRECT_START_TIME file:
MISYSHC STAFF/BRANCH
"P045","106732","08-03-2007","H200","12","34","",
"5","","12:00","46338","261","GroupNPI","U06","8"
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SUPPLY_CODE and SUPPLY_QUANTITY can repeat as many times as necessary.
Example of the MISYSHC STAFF/BRANCH without DIRECT_START_TIME file:
MISYSHC STAFF/BRANCH
"P045","106732","08-03-2007","H200","12","34","",
"5","","46338","261","GroupNPI","U06","8"
This file contains Resource_Role_ID and BRANCH_ID fields. These fields should be present in the import file, however the values can be blank.
This file contains Resource_Role_ID, BRANCH_ID, and RENDERING_PROVIDER_NPI fields. These fields should be present in the import file, however the values can be blank.
Contractor Services (Visits) Import File Format
Note: There are no line breaks in an actual valid services import file. The line breaks shown here are added for clarity, to avoid having field names break across a line.
Allscripts Homecare import process checks for the /R or /NPI parameter in the file header, which should follow the word indicating the type of the file (in this case CONTRACTOR).
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/NPI - Indicates that the file contains RENDERING_PROVIDER_NPI. |
This file does not contain neither RESOURCE_ID nor RENDERING_PROVIDER_NPI fields.
DIRECT_START_TIME is an optional field. Agencies, using the special feature for matching imported visits to visits previously entered in Scheduling, should place DIRECT_START_TIME in position 15. Depending on whether DIRECT_START_TIME is present or not, the following file formats are possible:
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DIRECT_START_TIME appears in position 15 and NO_VISITS in position 16.
Example of the MISYSHC CONTRACTOR with DIRECT_START_TIME file:
MISYSHC CONTRACTOR
"P045","106732","08-14-2007","P105","120","1","10",
"1","7129909788y9","09-18-2007","0","","2","K",
"12:00","1"
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NO_VISITS appears in position 15.
Example of the MISYSHC CONTRACTOR with DIRECT_START_TIME file:
MISYSHC CONTRACTOR
"P045","106732","08-14-2007","P105","120","1","10",
"1","7129909788y9","09-18-2007","0","","2","K","1"
This file contains RESOURCE_ROLE_ID. The import reads the RESOURCE_ROLE_ID value from position 16. If the value is blank, or not integer, or there is no such RESOURCE_ROLE_ID for the specified RESOURCE_ID, then the record is not imported and the Invalid Resource Role ID error appears on the report. The RESOURCE_ROLE_ID field is added to the report layout.
DIRECT_START_TIME is an optional field. Agencies, using the special feature for matching imported visits to visits previously entered in Scheduling, should place DIRECT_START_TIME in position 15. Depending on whether DIRECT_START_TIME is present or not, the following file formats are possible:
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DIRECT_START_TIME appears in position 15, RESOURCE_ROLE_ID in position 16, and NO_VISITS in position 17.
Example of the MISYSHC CONTRACTOR/R with DIRECT_START_TIME file:
MISYSHC CONTRACTOR/R
"A524","104261","08-14-2007","P105","120","1",
"10","1","7129909788y9","09-18-2007","0","","2",
"R5","12:00","23089","4"
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RESOURCE_ROLE_ID appears in position 15 and NO_VISITS in position 16.
Example of the MISYSHC CONTRACTOR/R without DIRECT_START_TIME file:
MISYSHC CONTRACTOR/R
"A524","104261","08-28-2007","P101","120","","10",
"1","785rt9698878","09-10-2007","0","","2","",
"40608","5"
This file contains RENDERING_PROVIDER_NPI field. This field should be present in the import file, however the value can be blank.
DIRECT_START_TIME is an optional field. Agencies, using the special feature for matching imported visits to visits previously entered in Scheduling, should place DIRECT_START_TIME in position 15. Depending on whether DIRECT_START_TIME is present or not, the following file formats are possible:
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DIRECT_START_TIME appears in position 15, NO_VISITS in position 16, and RENDERING_PROVIDER_NPI in position 17.
Example of the MISYSHC CONTRACTOR/NPI with DIRECT_START_TIME file:
MISYSHC CONTRACTOR/NPI
"A524","104261","08-28-2007","P101","120","","10",
"1","785rt9698878","09-10-2007","0","","2","",
"12:00","5","NPI2099"
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MISYSHC CONTRACTOR/NPI import file without DIRECT_START_TIME |
NO_VISITS appears in position 15 and RENDERING_PROVIDER_NPI in position 16.
Example of the MISYSHC CONTRACTOR/NPI without DIRECT_START_TIME file:
MISYSHC CONTRACTOR/NPI
"A524","104261","08-28-2007","P101","120","","10",
"1","785rt9698878","09-10-2007","0","","2","",
"5","NPI2099"
This file contains RESOURCE_ID andRENDERING_PROVIDER_NPI fields.
DIRECT_START_TIME is an optional field. Agencies, using the special feature for matching imported visits to visits previously entered in Scheduling, should place DIRECT_START_TIME in position 15. Depending on whether DIRECT_START_TIME is present or not, the following file formats are possible:
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DIRECT_START_TIME appears in position 15, RESOURCE_ROLE_ID in position 16, NO_VISITS in position 17, and RENDERING_PROVIDER_NPI in position 18.
Example of MISYSHC CONTRACTOR/R/NPI import file with DIRECT_START_TIME.
MISYSHC CONTRACTOR/R/NPI
"A524","104261","08-14-2007","P105","120","1",
"10","1","7129909788y9","09-18-2007","0","","2",
"R5","12:00","23089","4","NPI2099"
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MISYSHC CONTRACTOR/R/NPI import file without DIRECT_START_TIME |
RESOURCE_ROLE_ID appears in position 15, NO_VISITS in position 16, and RENDERING_PROVIDER_NPI in position 17.
Example of MISYSHC CONTRACTOR/R/NPI import file without DIRECT_START_TIME.
MISYSHC CONTRACTOR/R/NPI
"A524","104261","08-14-2007","P105","120","1",
"10","1","7129909788y9","09-18-2007","0","","2",
"R5","23089","4","NPI2099"
Services Import Window
Transactions>General>Services Import
Using the Services Import window, you can import visits, DME information, drug information, or supply information from an outside source.
On the Define tab, you select the file to import. You can also enter additional information to specify how the application determines a match between visits that are already entered in Allscripts Homecare and visits in the import file.
If a contractor cost rate is provided in the Services Import file, the cost rate will be imported into the system "as is" and the Override Operator ID and Override Date fields will be populated in the Patient Services Table. If no cost rate is provided in the Services Import file AND cost rates are defined for the contract service codes in Allscripts Homecare, the cost rates will be calculated for the imported services based on the cost rate basis defined.
On the Preview tab, you can view the results of the import. If the import is successful, the tab displays the 100% successful message. If the import file contains errors, the Preview tab displays those errors. The errors are also written to a rejection log in the same location as the import file.
Import Services, Drugs, Supplies, or DME from an Outside Source
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From the Transactions menu or the Outlook bar, select General>Services Import. |
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(Optional) If you want to scan the file for errors without actually importing any data, select the Test Mode check box. |
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The Preview tab displays either the 100% complete message if the file contains no errors or it displays the errors contained in the file.
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If you imported the file the first time as a test, ensure that the Test Mode check box is cleared before importing.
Note: During the Staff/Contractor Services and DME import, the system checks service code. If it is inactive, the following message appears in the result report: The Service Code is inactive. Please correct the file or enter the service manually using an active Service Code.
Note: During the Drugs import, the system checks service code and medication status. If one of these values is inactive, the following messages appear in the result report: The Service Code is inactive. Please correct the file or enter the Medication manually using an active Service Code OR The Medication is inactive. Please correct the file or enter the Medication manually.
Note: During the Staff Services and Supplies import, the system checks supply code. If it is inactive, the following message appears in the result report: The Supply Code is inactive. Please correct the file or enter the supply manually using an active Supply Code.
Note: During the Contractor Services and DME import, the system checks CPT code. If it is inactive, the following message appears in the result report: The CPT Code for this transaction is no longer active. Please correct the file or enter the transaction manually using an active CPT Code.
Import Visits From an Outside Source
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From the Transactions menu or the Outlook bar, select General>Services Import. |
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If the selected file contains the DIRECT_START_TIME field, several new fields appear on the Define tab of the Services Import window. Go to step 4.
If the selected file does not contain the DIRECT_START_TIME field, these new fields do not appear. Go to step 5.
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(Optional) If you want to scan the file for errors without actually importing any data, select the Test mode check box. |
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The Preview tab displays either the 100% complete message if the file contains no errors or it displays the errors contained in the file.
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If you imported the file the first time as a test, ensure that the Test mode check box is cleared before importing.