Import Activity Code Service Rates in Bulk

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

About

This import will enable 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 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.

• 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.
  • If the Discipline Codes listed in the template spreadsheet currently exist, they will override and replace the existing disciplines and rates for that Activity Code.
  • 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.

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 or any added 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 or unaccepted lines that will be highlighted in red. If there are no red lines, click Import
  • After importing, there will be a pop-up letting you know “Process complete! X files have been 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 this example, the Activity Code was mistyped as “90971” instead of “90791”; 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.
Note: Rows are the number of individual rows on this import screen, while Records is the count of each record being inserted into the Service Rate setup.

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