Import Activity Code Service Rates in Bulk

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Path: Maintenance and Setup > Imports > Activity Code Service Rates

About

This import enables NextStep Billing users to import new service rates in bulk. Review the steps below to complete the import without error.

Step 1: Make a copy of the attached template

• Activity Code Services Rates Import | TEMPLATE - MAKE A COPY
  • Use this template to enter the Activity Codes, Agency(s), Discipline(s), and Rates that require new or updated service rates.

In the example pictured above, I want to increase the rates for the Activity Code 90791 for both Agency 1 and 2, as well as for the Doctor and the Licensed Psychologist. In this case, the two disciplines have different rates.

The green highlights show what is being changed. Lines 2 and 4 of the spreadsheet show what is being modified in an existing billing record, and lines 3 and 5 show what is being inserted.

• Rules to keep in mind while filling out the template:
  • Activity Codes, Agency, and Discipline Codes listed in the spreadsheet must already exist in NextStep Billing.
  • For efficiency, all agencies and/or disciplines for the specified activity codes should be listed on a single line with a single space between if listing multiple agencies or disciplines.
  • The "Allow Svc" column should be formatted as TRUE or FALSE. You will likely want to use "TRUE" to allow services for the listed disciplines.
  • The "Indicator" column should be formatted with an "A", "M", or "I".
    • A (Add): Adds a brand-new record for an activity code, agency, and discipline combination that does not already exist in the system.
    • M (Modify): Modifies an existing activity codes with an Effective To date.
    • I (Insert): Inserts a new entry for an existing activity code with an updated Rate and new Effective From date.
    • Note: "M" and "I" should be used in unison.

Step 2: Create a CSV File

After entering the information to import from Step 1, create a CSV file.

• In Google Sheets, click File > Download > Comma Separated Values (.csv).
• The CSV file can be opened from your Downloads folder.

Step 3: Scrub the CSV File before importing

• Open the CSV file from your Downloads and review the following formatting requirements:
  • Remove any currency formatting
  • Remove all commas
  • Remove the header row and any added rows or columns that are not a part of the original template
• After the formatting is complete, save the file.

Step 4: Upload your CSV File into Parallels/NextStep Billing

• In NextStep Billing, upload the CSV file to your customer folder
  • Click the Upload button on the bottom right side of your Parallels screen. Select your saved CSV file, then click Open
  • Next, you’ll be prompted with a “Save As” pop-up. Navigate to your customer folder by following this path:
    • This PC > Local Disc C: > Program Files (x86) > Customer > customer name
    • *Use this article for more information about Uploading Using Parallels

Step 5: Import your records

Navigate to Maintenance and Setup > Import > Activity Code Service Rates

• Click Start and open the uploaded file
• After opening the file, you will see accepted lines in white, warning lines in yellow, or unaccepted lines in red. If there are no red lines, click Import
  • After importing, there will be a pop-up letting you know “Process complete! X keys imported.”
  • You can exit the form.
• If there are red highlighted errors, the validation error must be corrected on the CSV spreadsheet and then reuploaded to NextStep Billing to try the import again. (Repeat steps 3-5)
  • Possible validation errors:
    • Duplicates in CSV
    • The Activity Code in CSV does not exist in billing
    • The Agency in CSV does not exist in billing
    • The Discipline Code in CSV does not exist in billing
    • Effective To date is before the Effective From date
    • Any overlapping of the Effective Date ranges with an existing override for the same agency/activity/discipline (including entirely nested dates) 
    • Note: An empty From Effective Date will be treated as always in effect until the To Effective Date.  An empty To Effective Date will be treated as never-ending.  

In the example above, the Activity Code was mistyped as “90863” instead of “90836”; therefore, the system does not recognize the Activity Code. 

I fixed the Activity Code in the Excel CSV file and saved it. Then, I reuploaded the file to Parallels. The file was without error, so I could click Import and receive the confirmation pop-up.

Finally, I confirm my import details by spot-checking the records in the Activity Code Rate List For Services matches my imported information.