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How to Complete an Upload Template

Generally, users processing a Batch Service Upload will receive complete spreadsheets from partner organizations. This section is included to assist with troubleshooting.

    1. Download a copy of the BatchServiceUploadsTemplate as an Excel file.
    2. Open the BatchServiceUploadsTemplate and enter data according to the table below.  

    Column Letter

    Column Name

    Required? Y/N

    Value, Formatting, and Additional Information

    A

    ClientID

    Y

    Client’s SmartCare ID

    B

    ClinicianID

    Y

    This is the ID for the clinician that performed the service

    C

    ProcedureCodeID

    Y

    ID associated to the Procedure Code performed 

    D

    LocationID

    Y

    ID associated to the Location for the service

    E

    DateOfService

    Y

    Requires the date AND start time of the service

    The formatting must be:

    MM/DD/YY 08:00 AM (or PM)

    Example:

    5/23/23 08:00 PM

    F

    EndDateOfService

    N

    This column is not required. If using it, it requires the date AND end time of the service

    The formatting must be:

    MM/DD/YY 08:00 AM (or PM)

    Example:

    5/23/23 09:00 PM

    G

    FaceToFaceTime

    Y

    This is the duration of the service

    The duration must match the service entry unit defined on the Procedure (minutes, hours, days, etc.)

    H

    TravelTime

    N

    This is the travel time associated with the service if applicable

    I

    DocumentationTime

    N

    This is the documentation time associated with the service if applicable

    J

    AttendingID

    N

    Enter the ClinicianID for the Attending Provider if applicable

    K

    ReferringId

    N

     

    L

    EmergencyIndicator

    N

    If the procedure for the service requires an Emergency Indicator, complete this field

    The Code ID from the EMERGENCYINDICATOR Global Code must be used:

    See Global Code Information at the end of this document for the Code IDs

    M

    EvidenceBasedPractices

    N

    If the service requires an Evidence Based Practice be reported, complete this field

    The Code ID from the EVIDENCEPRACTICES Global Code must be used:

    See Global Code Information at the end of this document for the Code IDs

    N

    TransportationService

    N

    If the service requires a Transportation Service designation, complete this field

    The Code ID from the TRANSPORTATIONSERVIC Global Code must be used:

    See Global Code Information at the end of this document for the Code IDs

    O

    Billing Diagnosis Position 1

    N

    ICD-10 

    Use a decimal

    Example: F43.25

    P

    Billing Diagnosis 1 Present On Admission

    N

    If the service will be billed via the 837i or UB04 claim formats, enter the POA indicator for the primary diagnosis

    The Code ID from the ServiceDxPOA Global Code  must be used:

    See Global Code information at the end of this document for the Code IDs

    Q

    Billing Diagnosis Position 2

    N

    ICD-10 

    Use a decimal

    Example: F43.25

    R

    Billing Diagnosis Position 3

    N

    ICD-10 

    Use a decimal

    Example: F43.25

    S

    Billing Diagnosis Position 4

    N

    ICD-10 

    Use a decimal

    Example: F43.25

    T

    AddOnProcedureCodeId

    N

    If the service has an add-on code enter the ID associated to the add-on Procedure Code performed

    U

    AddOnProcedureStartTime

    N

    Requires the date AND start time of the add-on service

    The formatting must be:

    MM/DD/YY 08:00 AM (or PM)

    Example:

    5/23/23 08:00 PM

    V

    AddOnProcedureUnits

    N

    Enter the number of units for the add-on service

    W

    OverrideError

    N

    Use this field to notate if  the Override Errors checkbox on the Service Details screen should be selected

    Enter Y or leave blank for N 

    Note: Data should be entered in columns.