The HIPAA Claim Master can export all the fields that exist on the HCFA-1500 or the UB92 form. You might not want to export every field, but only those that you have in your database. You are really only limited by your database engine. In order to reassemble the claim from the database, it is better to have all the fields selected and available.
Once you have created created your tables and tested connection and table names, you can select which fields to export. Follow the instructions below.
| 1. |
Select Data Base  Connection and Fields in the main menu.
The "Connection and Fields" menu |
| 2. |
You will be confronted with the following screen where you can set up the database connection and enter the names of the database tables.
The "Database Server Setup for OLE/ODBC Connection |
| 3. |
The right side of the screen shows all the available database fields and columns. Choose fields to be exported by selecting checkboxes in front of the fields in the following tables:
Header |
| • |
CN1 — Contact Information |
| • |
CR1 — Ambulance Transport Information |
| • |
Ambulance Certification |
Detail
| • |
PurchasedServiceProvider |
Tip: We recommend to select all fields. This makes it possible to reassemble all the information in the EDI file and create the image.
Tip: Sometimes it might be necessary to rename a field or fields. Some legacy database want upper case only or lower case only field names. The HIPAA Claim Master allows you to rename any field in any table. Click twice (not double-click) on a field and you are in "Edit" mode. Read more in the following "Renaming Fields" sub-topic.
The field selection list in "Edit" Mode
| 4. |
Once you have made your selection or selected all you have to test your setup, click on the "Test Configuration" button.
The "Test Configuration" button
The program will connect to the database and read the table definitions. Afterwards all the fields that you selected will be tested. |
Notice: Before you can save your field configuration, you have to test the setup to make sure that all the fields that you selected exist in the tables that you specified. The table scripts that come with the HIPAA Claim Master do not have all the fields because some of the fields are very specific and not of use to many people.
You should receive a message like this. Click "OK."
The success message
If there are errors, refer to the following "Troubleshooting Data Fields" sub-section.
| 5. |
Only after the configuration have been checked out, are you allowed to save it. Click the "Save Field Configuration" button. |
Important! After you have checked the setup and got the success message, you still need to save the configuration otherwise nothing will be exported.
The "Save Field Configuration" button
Renaming Fields
There are a few reasons why you would want to use different field names than the ones given by the HIPAA Claim Master:
| • |
Your database cannot handle long column names such as "CA Clipper" or "IBM AS 400." |
| • |
You already have a staging table and want to import the data straight into your own table which has different field names. |
HIPAA Claim Master lets you change the names of the columns that you selected for export. All you have to do is:
| 1. |
Check the box near the field for import. |
| 2. |
Click the field name twice. Do not double-click, but slowly click twice. You will see that the field name is now editable. |
| 3. |
Change the name to your value and click somewhere outside the field. |
| 4. |
Your field name has now been changed. |
|
 Changed to: 
Editing a field name |
The new value will be saved as long as this field is selected for Import. If you unselect the field and save your selection, the field will revert to its original name.
Notice: Field names must not contain spaces.
Troubleshooting Data Fields
Before you can save your field configuration, you have to test the setup to make sure that all the fields that you selected exist in the tables that you specified. The table scripts that come with the HIPAA Claim Master do not have all the fields because some of the fields are very specific and not of use to many people.
After clicking on the "Test Configuration" button, there maybe error messages. If the program finds errors, the "ODBC Error" screen will come up and tell you exactly which fields caused errors.
ODBC Setup Errors
Course
The table-created scripts that come with the HIPAA Claim Master do not contain all possible columns that the data export provides. You can add the fields manually in your database administration software. Some of the fields are very specialized and would not be suitable for general distribution and make the tables unnecessarily complicated. If the fields do not exist, an error message will come up and you have the option to deselect them.
ODBC Setup Errors
In the picture above, you can see the columns in error obviously do not exist in the table that was specified.
Solution
The possible solutions are:
| 1. |
To unselect the fields that course errors in the HIPAA Claim Master.
Or: |
| 2. |
To create missing fields in the database and then try again. |
Important! After you checked the setup and got the "Setup checks Okay" message, you still need to save the configuration otherwise nothing will be exported.
