Archiving E-Bill Files

Date: Aug 16, 2001
Author: Greg deJong
Enhancement: n/a
Bug Fix: n/a

Description

A crucial step in performing electronic billing is to archive the sent and reconciled files. This ensures that you neither submit a claim file more than once, nor reconcile a pay file more than once. The following excerpt from the MediFile© Instruction Manual provides instruction on how to do this.

Detail

Archiving E-Bill Files

After you have processed claim and pay files, you will move the files to specific archive folders. This will avert confusion as to which files have been processed, and which have not, the next time you perform e-billings. As well, this avoids possible confusion with Jonoke, such that you only submit claim files once. Meanwhile, by keeping an archival storage of e-billing files, you will be able to refer to them if need be.Recall that claim files generated by MediFile© are saved in the ToSend folder, within the Sync folder, which is found in the MediFile folder on the computer at which you generate e-bill files. Archiving these is a simple matter of moving the claim file from the ToSend folder, into the Transmitted folder (found in the MediFile folder).

Following is a step-by-step demonstration of how to archive claim files, depending on which platform you are using.

Macintosh Computers

1. Double-click the primary hard drive icon. This will open a Finder window showing the files and folders on this drive.
2. Locate and option-double-click1 the Jonoke folder to open it.
3. In the Jonoke folder, locate the MediFile folder. Option-double-click this to open it.
4. Double-click the Transmitted folder to open it, then click back in the MediFile folder to switch back to that window.
5. Option-double-click the Sync folder.
6. In the Sync folder, option-double-click the ToSend folder.

At this point, you should have the ToSend folder open showing recent claim files in it, and the Transmitted folder which is where you will always archive the claim file(s). What you have done is open the two folders between which you will be transferring the file(s).

7. With the ToSend folder active, press Cmd-a to highlight all the claim files.
8. Drag and drop the file(s) from the ToSend folder into the Transmitted folder.

You can now close the two windows, as the files have been archived from the ToSend folder to the Transmitted folder.

Windows Computers

1. Double-click on My Computer to open a new Windows Explorer window. This will show you the drives connected to your system.
2. Double-click the main drive where MediFile© is installed. In most cases, this will be the C drive, but it is possible to have an alternate letter assigned to the drive, or to have MediFile© installed on a partition with a drive letter other than C.
3. Double-click the Jonoke folder to open it in this window.
4. Double-click the MediFile folder within the Jonoke folder to open it.
5. Double-click the Sync folder.
6. Double-click the ToSend folder.

7. Press Ctrl-a to highlight all the claim files in this folder.
8. Press Ctrl-x to cut the files. They are not deleted, but rather marked as ready to move elsewhere.
9. Click the Up button (shown at right) twice, so that you are again viewing the MediFile folder contents.
10. Double-click the Transmitted folder to open it.
11. Press Ctrl-v to paste the files into this folder. Since you cut them from the ToSend folder, they will actually be moved to the Transmitted folder.

You can now close this Windows Explorer window, as the files have been archived from the ToSend folder to the Transmitted folder.

Archiving Other E-Billing Files

The above method to archive your claim files can be used on other folders to archive the pay files as well, which will allow you to retain pay files in case they are needed in the future, and you can avert confusion when trying to determine which pay files have been reconciled.

Use the same method above, only move the files from the Received folder (in the Sync folder) to the Reconciled folder.

Footnote:

1. An option-double-click (Macintosh only) is performed by holding down the option key on the keyboard, double-clicking the item, then releasing the option key. Doing this will close the original folder to open the double-clicked item.