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MN-ITS Features 

The instructions in the next few sections will help you familiarize yourself with how to upload files to the MN-ITS website and how to set some of the features that are essential for uploading batch files.

4.1 Uploading your first file to the MN-ITS website

The DHS has to approve your batch file before they will accept "production" files. You will only be able to submit "Test" files until you are approved and each district will have to send their own test file (for each district/MN-ITS account).

IMPORTANT NOTE: Before you proceed with the upload described below, select some records to be sent (see section 2.5 for more details) and select "Test Mode" as noted in section 2.6 under #4.

1. Log in with the district's username and password.
2. Click on "X12 Batch Testing" or after clicking on "MN-ITS: Interactive", click on "Submit Test Transactions".

NOTE: If this is not one of your options, you will need to contact DHS and make sure that the "Organizational Information" section in your "Profile" includes both interactive and batch.

3. When you are at the "Upload" page, click on "Browse" and find the SpEd Forms (.txt) file that you saved through MA Forms. The file name will then appear in the window next to the "Browse" button.
4. As an option, you can type in some sort of "Description".
5. Click on the "UPLOAD" arrow.

NOTE: Once you click the "UPLOAD" button, your test file will be uploaded to DHS and the text shown on the bottom of the page will tell you if your file uploaded successfully.

It does not take too long to hear back about the "Test" file (usually just a day or two) and you do not need to wait for the "Remittance Advice" to be sent to you. Check "Test Results" in your MN-ITS Mailbox. If your "Test" file did not pass, you will be given a report with the reasons why. If your "Test" file passed, it will be revealed in "Test Results" and the menus on the left will change slightly.

4.2 Uploading X12 compliant batch files to the MN-ITS website

NOTE: Your "Test" file must be approved before you can submit production files.

1. Log in with the district's username and password.
2. Click on "MN-ITS: Interactive & Batch".
3. Click on "Submit Transactions".
4. When you are at the Upload page, click on "Browse" and find the (.txt) file that you saved through MA Forms. The file name will then appear in the window next to the "Browse" button.
5. Type in a "Description" (optional).
6. Click on the "UPLOAD" arrow.

NOTE: Once you click the "UPLOAD" button, your file will be uploaded to DHS and the text shown on the bottom of the page will tell you if your file uploaded successfully.

4.3 Retrieving your Remittance Advice and/or X12 Response files

Every other Tuesday you can review the "Remittance Advice (.PDF)" files or retrieve your "X12 Responses" (835 or 271) to import into MA Forms.

1. Log in with the district's username and password.
2. Click on "MN-ITS: Interactive & Batch".
3. Click on "Mailbox" and then on "Remittance Advice (.PDF)"
4. The RA01.pdf will show what claims have been paid/denied.

1. Log in with the district's username and password.
2. Click on "MN-ITS: Interactive & Batch".
3. Click on "Mailbox" and then on "Transaction Responses (X12)".
4. Click the 835 X12 or 271 folder.
5. Click on the file name and "Save" it to your designated folder (see section 2.7 for more information).

4.4 How can I find the meaning of the codes that appear next to unpaid claims on my RA?

When a claim is unpaid, DHS will provide a reason for this denial with the "Claim Adjustment Reason Code" (ADJ RSN) and/or the "Remittance Advice Remark Code" (REMARK). The Claim Adjustment Reason Code is usually has a generalized description and the Remittance Advice Remark Code has a more specific description. You can use these descriptions to help determine why the claim was denied.

1. Log in with the district's username and password.
2. Click on "MN-ITS: Interactive & Batch".
3. Click on "Mailbox" and then on "Remittance Advice (.PDF)"
4. Open the desired PDF file.
5. Note any Remark codes in the "REMARK" column.
6. This particular example shows the
• "Group Code" = CO
• "Adjustment Reason" = 18
• "Remark Code" = M86
• The claim was denied because a duplicate claim had already been made for this service.

NOTE: You can look up any of the Claim Adjustment Reason Codes and Remittance Advice Remark Codes on the support page of our website: www.spedforms.com.

4.5 I submitted claims but they've never shown up on my Remittance Advice

For every batch file you submit to MN-ITS a response is returned in the form of a 997 Functional Acknowledgement. These can be viewed minutes after uploading a batch file. If there is an error in your batch file an "R" (Rejected) will be shown in the AK5 and AK9 segments. If a batch is rejected it will not be processed but you can fix the errors, create another batch and immediately upload it again.

1. Log in with the district's username and password.
2. Click on "MN-ITS: Interactive & Batch".
3. Click on "Mailbox" and then on "Transaction Responses (X12)".
4. Click on the "997" folder.
5. Click on a document name and choose "Open". A new window will display the 997 response.

Batch that had been Accepted

ISA*00* *00*133441911 *30*41-1674742 *ZZ*123456789 *060209*0828*U*00401*000000001*0*P*:~
GS*FA*41-1674742*123456789*20060209*0828*1*X*004010X098A1~
ST*997*0001~
AK1*HC*2~	<-- AK1 * [ "Health Care" ] * [ Batch Number or MA Forms Transaction ID ]
AK2*837*0001~
AK5*A~	<-- AK5 * [ Accepted ]
AK9*A*1*1*1~	<-- AK9 * [ Accepted ] * [ total sets ] * [ received sets ] * [ accepted sets ]
SE*6*0001~
GE*1*1~
IEA*1*000000001~

Batch that had been Rejected

ISA*00* *00*133441911 *30*41-1674742 *ZZ*123456789 *060209*0828*U*00401*000000001*0*P*:~
GS*FA*41-1674742*123456789*20060209*0828*1*X*004010X098A1~
ST*997*0001~
AK1*HC*2~	<-- AK1 * [ "Health Care" ] * [ Batch Number or MA Forms Transaction ID ]
AK2*837*0001~
AK3*N4*16**8~	<-- AK3 * [ error in segment N4 ] * [ segment position 16 (see example) ] * * [ AK3 error code 8 (see below) ]
AK4*2**5*MN.~	<-- AK4 * [ error in element #2 ] * * [ AK4 error code 5 (see below) ] * [ data that caused the error ]
AK5*R*5~	<-- AK5 * [ Rejected ]
AK9*R*1*1*0~	<-- AK9 * [ Rejected ] * [ total sets ] * [ received sets ] * [ accepted sets ]
SE*8*0001~
GE*1*1~
IEA*1*000000001~

We can use the information on the (rejected) 997 to determine why the batch file was rejected.

1. Open the original batch file (on your computer) that corresponds with the name of the 997. In our example the name of the rejected batch file is: ma2 777 060209 0826.txt
   ma2 denotes Transaction ID #2, 777 is the district number, the date (two digit year, month, day) and time (military hour, minute) the batch was created is also included in the name.

HINT: Open the file with Microsoft Word or a common word processor. With Microsoft Word you can use the "Replace" feature to break the code up into segments so that it looks more like the example below. Click on "Replace" in the "Edit" menu, type ~ into the Find field and ~^p into the Replace field and click on "Replace All". You might also want to "Select All" in the "Edit" menu and change the font to "Courier New" size 10.

2. In the 997, AK3 shows that there is an error in segment N4, the error occurs 16 segments into the transaction set and AK3 error code #8 tells us that the "Segment Has Data Element Errors".

NOTE: Each line in the example below is a "segment". Each segment ends with a tilde (~). Each segment has "elements" separated by an asterisk (*). The transaction set always begins with the ST segment.

3. AK4 reveals that the error is in "element" #2, the AK4 error code #5 says that the "Data element is too long" and that MN. is the actual error that caused this batch file to be rejected.

NOTE: This particular element cannot be over 2 digits long and must have the standard two digit postal abbreviation.

Example: Code of the original Batch file

	ISA*00* *00* *ZZ*123456789 *30*41-1674742 *060209*0826*U*00401*000000002*0*P*:~
	GS*HC*123456789*41-1674742*20060209*0826*2*X*004010X098A1~
1 -	ST*837*0001~
2 -	BHT*0019*00*180*20060209*0826*CH~
3 -	REF*87*004010X098A1~
4 -	NM1*41*2*Brisbane Schools*****46*567891234~
5 -	PER*IC*Some Contact*TE*5551231234~
6 -	NM1*40*2*MN Department of Human Services*****46*41-1674742~
7 -	HL*1**20*1~
8 -	NM1*85*2*Brisbane Schools*****24*12-3456789~
9 -	N3*101 Brisbane Lane~
10 -	N4*Brisbane*MN*561641234~
11 -	REF*1D*123456789~
12 -	HL*2*1*22*0~
13 -	SBR*S*18*******MC~
14 -	NM1*IL*1*Student*Some****MI*12345678~
15 -	N3*109 Plum Street~
16 -	N4*Somewherein*MN.*56123~
	DMG*D8*19950505*M~
	NM1*PR*2*MN Department of Human Services*****PI*41-1674742~
	CLM*0777-0777-12345678*32.73***03::1*Y*A*Y*Y*C~
	LX*1~
	SV1*HC:T1018:U1*10.63*UN*1~
	DTP*472*D8*20060102~
	LX*2~
	SV1*HC:T1018:U8*22.1*UN*10~
	DTP*472*D8*20060102~
	SE*26*0001~
	GE*1*2~
	IEA*1*000000002~