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MA Administrative Features 

The following sections will give you some guidelines for managing student records, gathering data and preparing batch files. You will also notice the difference between original batch files, replacements or reversals and reissued transactions.

2.1 View & Print Activity/Trip Logs

Not only can you view/print any or all of the student's logs for this district but you can also manage all student's records.

1. Navigate to the MA reports menu.
2. Click on the "View & print activity/trip logs" link.
3. Enter your search criteria and click on the "Search" button.
4. Click on "Setup" next to the student's name to enter/change the student's "Billing Setup", click on "View Activity/Trip Logs" to create, view, edit or print the student's activity/trip logs or click on "View Claims" to view that student's claims on the Create/edit claim transmission (837) page.

NOTE: The number in parenthesis just after the student's name represents the student's total number of claims.

If you navigate to the student's Billing Setup or to their Activity/Trip Log Menu, you can make any necessary changes and then click on the "MA Log List" button to return to this menu.

1. Navigate to the "View & print activity/trip logs" menu (see section 2.1).
2. Enter your search criteria and click on the "Search" button.
3. Click on the "Exit Student" button.

NOTE: When exiting MA student records, all claim lines (activity and trip logs) must be sent. If outstanding claims are found for that student, the student cannot be exited.

1. Navigate to the "View & print activity/trip logs" menu (see section 2.1).
2. Enter your search criteria and click on the "Search" button.
3. Click on the "Delete" button.

NOTE: When deleting MA student records, all claim lines (activity and trip logs) must be sent. If outstanding claims are found for that student, the student cannot be deleted.

2.2 Select students for an 270 (X12) eligibility transmission

The eligibility transmission is generally used on a monthly basis to verify eligibility on any number of students that currently receive services.

1. Navigate to the MA reports menu.
2. Click on "Create eligibility transmission (270)".
3. Enter your search criteria.

NOTE: Various criteria can be entered to aid in finding the students that you need to select.

4. When the results of your search appear. Put a check in the "Send" box for the student(s) you want to send or use the "Select All" button to select all the claims in your search. You can even search for specific records, make individual selections and "Save Changes" or use the "Select All" button - then make additional searches and save other selections. Be sure to click on "Save Changes" if you have made individual selections and are going to make additional searches.

NOTE: If data that is required by DHS is found to be incomplete in the student's record, warning text will appear in place of the "Send" checkbox, displaying a summary of what is missing. Click on the link for the student's name and fill in any incomplete information (see section 2.5.1 for more details).

5. When you are ready to create the batch file, move on to section 2.3

2.3 Preview selected students for your 270 (X12) eligibility transmission

1. Navigate to the "Create eligibility transmission (270)" screen.
2. After you have selected the claims you want to send (see section 2.2), click on the "Preview Selected Claims" button.
3. The "Preview Claims" screen allows you to preview the students you have chosen one more time before the actual X12 Compliant Batch File is created.

NOTE: If data required by DHS is still found to be incomplete, a warning will be shown at the top of this page. If any information is incomplete, you will not get any eligibility information back from DHS.

4. When you are certain the file is ready to be created, make sure "Production Mode" is chosen and click on the "Process claims" button.

NOTE: If "Production Mode" is chosen and you click on "Process claims", a Transaction ID and Date will be saved, the logs you have chosen will then show up as being sent and will no longer be selected. If "Test Mode" is chosen when you create the file, a Transaction ID and Date will not be saved and the logs you have chosen will still be selected.

IMPORTANT NOTE: The first 270 batch file you upload onto the MN-ITS website (for each district) will have to be a test file. Before DHS will give you permission to submit this type of file, the test file will have to be approved (please see Section 4.1).

5. The "Create eligibility batch file" page creates the batch file that you will upload to the MN-ITS website (see Section 4.2). Click on the "Click here to download..." link and choose "Save", then save the (.txt) file to the folder you have reserved for MA Forms eligibility batch files.

NOTE: Mac OS X users can use Opera (recommended) or Firefox (see Section 1.1 of the SpEd Forms User Guide for more details).

6. You may also click the "Print" button to print a detailed table of the current transaction, to keep on file for your records.

2.4 Import 271 (X12) response data from DHS

Some additional setup is required when taking advantage of the 271 X12 import files that can be provided by DHS. This process is similar to the 835 X12 import process (see section 2.7 for more information and go to this page for a summary of Utilizing 835 X12 response data from DHS) You will also need a "transfer folder" to store these responses. If you do not already have a SpEd Forms "transfer folder", please contact SpEd Forms to have it setup (once this folder is setup, our website has instructions for setting up secure access to this folder at: Accessing your SpEd Forms transfer folder).

1. From the MA reports menu, click on "Import eligibility response (271)".
2. Select the data file you want to import by clicking on the radio button next to its name.

NOTE: If you have already ran this file and you want to run it again, put a check in the "Override previous import" checkbox.

3. Click on "Import selected file>>".


NOTE: The file will then be processed. This may take some time depending on the number of claims in the import file.

4. Once the claims have been processed, the "MA Eligible" check box will be updated for each record that is imported (see section 2.5.1 for more information about the MA Billing Setup)

NOTE: If the student's MHCP had not been entered prior to sending the 270 eligibility transmission, you may have to manually set the "MA Eligible" check box in the student's MA Billing Setup.

Search for students that are eligible Once you have successfully imported an eligibility response (271) or have manually set the student's "MA Eligible" checkbox in their MA Billing Setup (see section 2.5.1), you can then search for eligible students when creating claim transactions (837). Simply put a check in the "eligible" checkbox (see section 2.5).

2.5 Select logs to be sent as an 837 (X12) claim transmission

Any activity/trip logs that have been entered can now be selected and sent to DHS via an X12 compliant transaction or batch file.

1. Navigate to the MA reports menu.
2. Click on "Create/edit claim transmission (837)".
3. Enter your search criteria.

NOTE: Various criteria can be entered to aid in finding the logs that you need to select.

4. When the results of your search appear. Put a check in the "Send Claim" box for the claim(s) you want to send or use the "Select All" button to select all the claims in your search. You can even search for specific records, make individual selections and "Save Changes" or use the "Select All" button - then make additional searches and save other selections. Be sure to click on "Save Changes" if you have made individual selections and are going to make additional searches.

NOTE: If data that is required by DHS is found to be incomplete in the student's record or in a line of service, warning text will appear in place of the "Send Claim" checkbox, displaying a summary of what is missing. If the warning shows "Student incomplete:", click on the link for the student's name in the "Student" column and fill in any incomplete information (see section 2.5.1 for more details). If "Service incomplete:" is shown, click on the link in the "Line ID" column just above the warning text (see section 2.5.2 for more details).

Searching for Data that has been sent Once you have followed through with creating a batch file, the logs will show up as sent (having a Transaction Date and a Transaction ID). You can search for this data by typing in a date range in the "Date Submitted to DHS" field or by entering the "Transaction ID" in its field. You can also search for data by checking the "Sent" checkbox and break it down by other criteria like "Log Date" or any "ID#".

1. Navigate to the "Create eligibility transmission (270)" or "Create/edit claim transmission (837)" screen and execute a search.
2. In the search results, click on the link of the student's name.
3. You will be brought to the "Student Billing Setup" screen for that student.
4. Fill-in any incomplete information (shown in red) or make changes as necessary.
5. Click the "Save" button to save your changes.
6. When you are finished, click the "Back" button to return to the previous search results screen.

1. Navigate to the "Create eligibility transmission (270)" or "Create/edit claim transmission (837)" screen and execute a search.
2. In the search results, click on the link of the "Line ID".
3. You will be brought to the "Service Line information" screen for that service.
4. Fill-in any incomplete information (shown in red) or make changes as necessary.
5. Click the "Save" button to save your changes.
6. When you are finished, click the "Back" button to return to the previous search results screen.

2.6 Preview selected claims for your 837 (X12) claim transmission

1. Navigate to the "Create/edit claim transmission (837)" screen.
2. After you have selected the claims you want to send (see section 2.5), click on the "Preview Selected Claims" button.
3. The "Preview Claims" screen allows you to preview the claims you have chosen one more time before the actual X12 Compliant Batch File is created.

NOTE: If data required by DHS is still found to be incomplete, a warning will be shown at the top of this page. If any information is incomplete, your claim will be denied by DHS.

4. When you are certain the file is ready to be created, make sure "Production Mode" is chosen and click on the "Process claims" button.

NOTE: If "Production Mode" is chosen and you click on "Process claims", a Transaction ID and Date will be saved, the logs you have chosen will then show up as being sent and will no longer be selected. If "Test Mode" is chosen when you create the file, a Transaction ID and Date will not be saved and the logs you have chosen will still be selected.

IMPORTANT NOTE: The first 837 batch file you upload onto the MN-ITS website (for each district) will have to be a test file. Before DHS will give you permission to submit this type of file, the test file will have to be approved (please see Section 4.1).

5. The "Create batch file" page creates the batch file that you will upload to the MN-ITS website (see Section 4.2). Click on the "Click here to download..." link and choose "Save", then save the (.txt) file to the folder you have reserved for MA Batch Files.

NOTE: Mac OS X users can use Opera (recommended) or Firefox (see Section 1.1 of the SpEd Forms User Guide for more details).

6. You may also click the "Print" button to print a detailed table of the current transaction, to keep on file for your records.

2.7 Import 835 (X12) response data from DHS

Some additional setup is required when taking advantage of the 835 X12 import files that DHS can provide. Go to Utilizing 835 X12 response data from DHS for more information and for an outline of the entire import process. You will also need a "transfer folder" to put these responses in. In you do not already have a SpEd Forms "transfer folder", please contact SpEd Forms to have it setup (once this folder is setup there are instructions on our website as to how to securely access this folder: Accessing your SpEd Forms transfer folder).

1. From the MA reports menu, click on "Import claims response (835)".
2. Select the data file you want to import by clicking on the radio button next to its name.

NOTE: If you have already ran this file and you want to run it again, put a check in the "Override previous import" checkbox.

3. Click on "Import selected file>>".

NOTE: The file will then be processed. This may take some time depending on the number of claims in the import file.

4. Once the claims have been processed, click on the "Match this 835 response with claims" button.
5. On the "Match X-12 835 Lines" screen you can search for recent responses or use the current (default) response ID. Claims are listed in the table at the bottom of the page. To update the database with the information from these claims, click on "Update claims"

Checking Paid info & Denied claims When you have completed the import, use the "Create/edit claim transmission (837)" page to check for "Paid" claims in a specific transaction. You can also check for "Denied claims" (through the search criteria). Denied claims may also have an "Adjustment Code" and/or "Remark Code", click on the link or use the link on our website (www.spedforms.com) to find out more information about why the claim was denied.

2.8 View the batch file transactions history

All MA billing transactions that are created and, ultimately saved, are kept track of and can be viewed through the transactions page. Several tasks can then be performed on any unique transaction. The same batch can be resent (perhaps after changes were made) without having to recreate it, a Replacement/Reversal can be created, an original batch Reissued or you can simply view the details of this batch on the "Create/edit claim transmission (837)" page by clicking on the "Details" link.

1. From the MA reports menu, click on "View batch file transactions".
2. Choose whether you want to view all transactions or only those from the current district.
3. Locate the transaction by ID/date.

1. Navigate to the "View batch file transactions" screen and locate the correct transaction.
2. Click on the "Save again" link.
3. Click on the "Click here to download..." link and choose "Save", then save the (.txt) file to the folder you have reserved for MA Batch Files.

When sending a replacement batch file, your "Remittance Advice" will show a "Reversal" for all of the claims in the original Batch file and the new totals will show up in the "Paid-Primary" section.
NOTE: All claims from the original batch must be sent again, even if only one claim is being replaced.

1. Navigate to the "View batch file transactions" screen and locate the correct transaction.
2. Click on the "Replace" link.
3. Complete the "Payer Claim Number" for each line (matching it up with the "PAT CTRL #").

NOTE: To find out the "Payer Claim Number" you will need to refer to the "Remittance Advice" (see section 4.3 for more information about getting the RA) available through your MN-ITS account. This 17 digit number is in the same line as the student's name.

4. After you have saved your changes, click on the "Preview" button and then "Process claims".
5. The "Create batch file" page creates the batch file that you will upload to the MN-ITS website (see section 4.2). Click on the "Click here to download..." link and choose "Save", then save the (.txt) file to the folder you have reserved for MA Batch Files.

NOTE: Mac OS X users can use Opera (recommended) or Firefox (see Section 1.1 of the SpEd Forms User Guide for more details).

6. You may also click the "Print" button to print a detailed table of the current transaction, to keep on file for your records.

You should only reissue a transaction when requested by the DHS. When DHS asks for a reissue, an error has occurred while DHS is in the middle of processing the file and a new file must be sent with the same information.

NOTE: When you reissue a claim to DHS, the same data is sent that was originally sent with that transaction ID, however, some of the coding is changed to let DHS know that this file is being resent. Do Not send the same file that was originally sent to DHS, a new file must be created.

1. Navigate to the "View batch file transactions" screen and locate the correct transaction.
2. Click on the "Reissue" link.
3. Click the "Preview" button.
4. You may want to preview the claims in this transaction to make sure everything matches your records of the transaction you are reissuing before the actual X12 Compliant Batch File is created.
5. When you are certain the file is ready to be created, click on the "Process claims" button.

6. The "Create batch file" page creates the batch file that you will upload to the MN-ITS website (see section 4.2). Click on the "Click here to download..." link and choose "Save", then save the (.txt) file to the folder you have reserved for MA Batch Files.

NOTE: Mac OS X users can use Opera (recommended) or Firefox (see Section 1.1 of the SpEd Forms User Guide for more details).

7. You may also click the "Print" button to print a detailed table of the current transaction, to keep on file for your records.

1. Navigate to the "View batch file transactions" screen and locate the correct transaction.
2. Click on the "Details" link.