Encounters/Charges
The ability to upload Encounters or charges is the main function of Upload Advantage.
If a customer is able to get you the data on an Excel spreadsheet, in most cases it can be uploaded into Tebra. The encounters show up in the draft portion of Tebra, where you can review and approve them easily.
Types of Customizable Data
The data for the upload can be customized in many ways. Here are some examples of customized data:
– The practice may send diagnoses over in a comma-separated format all in one field
– There may be add-on codes or multiple claim lines for a particular claim. Upload Advantage will combine claim lines into a single claim where it appropriate to do so. They do not even have to be next to each other on the spreadsheet.
– You can use nicknames for providers and locations. One of the most challenging parts of uploading data into Tebra is that the provider and location names must match exactly what is entered into Tebra. We have provided a solution to this problem. You can always use data that matches exactly – this will always work. However, you can also use a range of nicknames. The provider last name will work (if it is unique for that practice) and if there are any nicknames use, you can just let us know what they are and we will customize it to accept those nicknames. For example, you can have ‘Office’ on the spreadsheet, and we can program it to translate this to “Community Health Services”, or whatever the actual name is. The same is true for providers. You can say, “Tom”, and we can program it to translate this to “Thomas Field, MD”.
– You can tell it that certain codes always use a particular modifier, and it will add that modifier
– There are many other customizations options available as well. Just let us know what you need and chances are we can do it.
Types of Encounter Errors We Check For
There is extensive error checking build in to Upload Advantage. For Encounter/Charges uploads, it checks the following:
Is this the correct sheet and correct date for this practice?
Is the patient in Tebra (if there are multiple patients with this name, it will check to see if the DOB matches, if that data is available on the spreadsheet.)
Is the encounter already entered in Tebra?
Is the encounter on the spreadsheet more than once?
Is the diagnosis valid?
Is the procedure code valid?
Is the provider entered in Tebra?
Is the location entered in Tebra?
If it finds a problem with any of the data, it creates an errors spreadsheet. This spreadsheet refers to the data row on the original spreadsheet and tells you in clear English what the problem is. For example it might say, “The patient in row 45 is not in Tebra”, or “Diagnosis 2 for the patient in row 5 is not a valid diagnosis.” You can then correct these errors right on the errors spreadsheet and upload it right from there.
