Bulk Charge Upload
Bulk charges can be uploaded into PracticeSuite through the X-Superbill screen. PracticeSuite now uses an intelligent, guided Upload Wizard that allows users to import large volumes of charges via CSV/Excel files directly into the X-Superbill screen, with built-in validation to reduce errors.
Key Features
Wizard-Driven Upload: Replaces manual entry with a guided, user-friendly, drag-and-drop wizard accessible via the “Upload Charge” button in the X-Superbill screen.
Template Support: Provides downloadable CSV/Excel templates, ensuring data is formatted correctly before upload.
Intelligent Field Mapping: Features a “Map Fields” interface, allowing users to align uploaded data with system fields via dropdowns, with a mapping dashboard for reference.
Pre-Upload Validator: Includes a validation tool to check data integrity before final processing.
Detailed Validation Summary: The wizard provides a final summary, identifying eligible records and providing reasons for excluded records (e.g., missing data, invalid codes).
Enabling Charge Upload Option
Practices interested in using the Charge CSV/Excel Upload option should contact our implementation team for setup assistance. The Upload Charge button on the X-Superbill screen will be available only for those practices having the bulk charge upload feature enabled.
General Instructions
- Accepted formats: .xlsx, .csv
- Maximum file size is 20 MB.
- Make sure all required fields are present and the entities exist in the system before uploading. Either the standard or custom template can be used for the upload.
- The import file should adhere to the specified structure and format. All successfully imported charges show up on the X-Superbill screen in the NEW status. If there are any formatting errors in the file, the system throws a front-end error.
- If any required data is unavailable in the file (such as the rendering provider in the file not being added to the provider list), it would not import that row from the charge file, and such post-processing errors can be seen in the E9. Interface Log Report.
Important Fields for Upload
| Mandatory Fields | Structure/Format |
| Patient ID | Must match an existing patient’s PC Ref |
| Provider Code | Ensure the provider exists in the system and the provider code matches. |
| Insurance Code/Insurance Name | The insurance code or name (either one) must exist in the Insurance Master, and the same insurance must appear in the patient’s profile. |
| Date of Service (DOS) From | Format must be MM/DD/YYYY. |
| Primary Policy # | Should match the patient’s active primary insurance policy |
| Optional Fields | Required Structure/format |
| Referring Provider Name & Code | The referring provider should be present in the Referring Provider Master. If included, both name and code must match the referring provider. |
| Supervising Provider Name & Code | The supervising provider should be present in the Provider Master. If included, both name and code must match the provider. |
| Optional Fields (Billing Info) | Required Structure/format |
| Proc. Code | Procedure code; optional for upload and required for billing |
| Diagnosis | Optional for upload and required for billing |
| Units | Optional for upload and required for billing |
| Charge | Optional for upload and required for billing |
| Optional Fields(Unbilled Charges) | |
| enc_unique_id | If included, it can be used to update an existing unbilled charge with the matching encounter ID. Please note that billed charges will not be updated and will be ignored. |
PracticeSuite Template File for Bulk Charge Upload
For a complete list of fields included in bulk charge upload, see BulkChargeUploadTemplate
How to Upload
1. Go to the X-Superbill screen and click on the More Filters button. Click on the Upload Charge button visible on the screen. 
2. Start by launching the upload wizard. Users can find Excel/CSV templates and a bulk upload reference guide at the bottom. To upload, drag and drop the file or use the file browser. Our pre-upload validator will immediately check for any format, column, or data issues. 
3. Once the file is uploaded, the wizard will show up as shown below. Click on Map Fields. 
4. Field mapping details are displayed, allowing users to modify selections via the provided drop-downs. A mapping dashboard is also available on the right for reference. Once adjustments are complete, select Validate Data at the bottom of the screen. 
5. The validation screen displays a summary and supporting details, including the number of records eligible for upload and those excluded, along with the reasons for exclusion. 
6. Here, the user can either go back to the mapping stage or upload the corrected file. To skip the errors and proceed with valid records, head to the review step. 
7. Once the uploaded rows have been previewed and approved, the review process is considered complete, and the following message appears.
Data Import & Validation Logic
1. If an encounter ID and line unique ID are not provided, the system will use a combination of patient ID, provider code, and Date of Service.
For example:
Patient ID: 2234
Provider Code: V003
Date of Service: 04/22/2024
The encounter ID will be formatted as 2234V00304222024, and the line ID will be 2234V00304222024.0.
2. Line-level provider info can be included in the charge upload file (Excel and CSV formats) using a provider code.
3. Support for 12 Diagnosis Codes: The system accepts up to 12 diagnosis codes in the input file.
4. Flexible Excel Input: Custom Excel files with any number of fields can be uploaded. Validation errors will not occur if predefined columns are absent.
5. Mandatory Field Validation: Only mandatory fields are validated. If any required field is missing, an error message will specify the missing fields.
6. Automatic Insurance Code Retrieval: If the input file includes the insurance company name but omits the company code, the system will automatically retrieve the code from the Insurance Company Master.
7. Phone numbers in both hyphenated and non-hyphenated formats will be accepted in the bulk patient upload file.
8. Insurance numbers exceeding nine characters will also be supported.
9. DOS from and DOS to Fields: The charge upload wizard will include the provision to enter the DOS from and DOS to fields. If these fields are empty in the input file, the value in the date_of_service column from the file will be used for the DOS.
10. Admission From and To fields: Users can include Admission Date From and Admission Date To fields when uploading charge information via CSV and Excel files.
11. Self-pay Patients: Primary insurance details and policy numbers are required for all charges, including self-pay.
List of Validations for Bulk Charge Upload
| Validation | Module/Location of issue | Message Displayed | Resolution |
| Verify whether patient exists | Patient Master | Charge will fail to upload as the patient information does not match any records in the system. | Patient record not found. Please verify that the patient exists in the system and that the patient’s ID number matches the PC Ref# in the system. |
| Verify rendering provider exists | Provider Master | Charge will fail to upload as the rendering provider does not match any records in the system | Rendering provider not found. Please confirm that the provider is registered in the system and that the provider code in your file matches the provider code from the system. |
| Verify whether the Rendering Provider is Active | Provider Master | Charge will fail to upload as the rendering provider listed in the file is currently inactive in the system. | The rendering provider must be active in the system to import this charge. Please verify that the correct provider is listed in the record. If the provider is correct but still inactive, contact the implementations team to reactivate the provider before uploading the charge. |
| Check Rendering Provider – Legal Entity Mapping | Provider Master | The rendering provider is not mapped to a legal entity in the system. The primary legal entity will be used by default. | Please update the rendering provider or ensure the provider is mapped to the correct legal entity before re-uploading the charge. |
| Verify whether the Referring Provider is Active | Provider Master | Charge will fail to upload as the referring provider is inactive in the system | Please check that the correct referring provider is listed in the record. If the provider is correct but still inactive, please reactivate the provider from the referring provider master. |
| Verify whether the Supervisor Provider is Active | Provider Master | Charge will fail to upload as the supervising provider is inactive in the system | Please verify that the correct supervising provider is updated for the record. If correct, please contact implementations to have the provider reactivated. |
| Check Supervisor Provider – Legal Entity Mapping | Provider Master | The supervising provider is not mapped to a legal entity. The primary legal entity will be used for the provider. | Please update the supervising provider or ensure the provider is mapped to the correct legal entity before uploading the charge. Make these changes from the Provider Setup screen. |
| Check for missing Date of Service | Case Encounter | Charge will fail to upload as the date of service (DOS) is missing for this record. | Please ensure that the date is in the format mm/dd/yyyyy. |
| Check for Missing/Invalid Service Location | Case Encounter | Service location is missing or invalid. The charge will be imported without a service location | Please ensure the service location is present in the locations list and the code matches that in the system. |
| Check for Missing Patient Insurance Info | Patient Insurance | Processed as a cash charge because no insurance was found for this record | As the insurance or policy information is incomplete, the charge will be processed as cash. |
| Verify whether the case is Active | Case | Insurance information is present, but the corresponding case does not exist or is inactive. The charge has been downgraded to cash. | Although insurance details are provided, the associated case is missing or inactive, so the charge was processed as cash. Please verify that the correct case exists and is active in the system.” |
| Verify whether Patient Insurance Information is complete | Patient Insurance | Insurance details are incomplete or inadequate. The charge has been downgraded to cash. | Insurance information is missing or is incomplete. As a result, the charge was processed as cash. Please update the insurance details to process the charge as insurance. |
| Verify whether the Charge Line is already Billed | Encounter Line | Charge will fail to upload as the original charge is in billed status. | Billed charges cannot be updated via the charge file. Please have the changes made from the system. If this is a new charge, please correct the accession # and re-upload the file. |
| Verify whether the charge lines contain complete information | Encounter Line | Charge will fail to upload as the charge line is missing or does not contain the required information for the import. | Please ensure the encounter line contains complete information. |
| Check for missing procedure code | Encounter Line | Charge will fail to upload as the procedure code is missing for the record. | Please add the code for the record and re-upload the file. |
| Verify whether the Procedure Code is Valid | Encounter Line | Charge cannot be imported as the procedure code is not in the expected format. | |
| Verify whether the Procedure Code exists in Fee Schedule | Fee Schedule | The procedure code provided does not exist in the active fee schedule. Please note that the code will be added to the fee schedule during the charge upload process. | The procedure code does not exist in the fee schedule. This will be treated as a new procedure code and added into the fee schedule. |
| Verify whether ‘DOS from’ exists | Encounter Line | Charge cannot be imported because the ‘DOS From’ is missing for the record. | Please ensure that the from date of service is entered for the record. |
| Check if the Units has a non-zero value | Encounter Line | Charge cannot be imported because the unit value is zero or a negative for the record. | A non-zero or a positive value is expected in the units column. |
| Verify whether the charge has a non-zero value | Encounter Line | Charge amount is zero or missing for this record. The charge will be imported without an amount. | Please verify the charge amount before processing. Charges without an amount will be imported as zero |
| Verify whether diagnosis exists | 792138 | Diagnosis is missing for this record. The charge will import without a diagnosis code. | Diagnosis is missing for this record and the charge will be uploaded without the info. Please validate before proceeding. |
| Check for missing Primary Insurance Name | Patient Insurance | Charge cannot be imported because the primary insurance company name is missing for this record. | Please enter the insurance company name for this record and re-upload the file |
| Check for missing Policy# of primary insurance | Patient Insurance | Charge cannot be imported as the primary insurance’s policy number is missing for the record. | Please add the primary policy number for the record and re-upload the file |
| Verify whether patient DOB is in the correct format | Patient Master | Charge cannot be imported because the patient’s date of birth is not in the correct format. | Please ensure the date is in the format mm/dd/yyyyy |
| Verify whether acct date is in the correct format | Encounter Line | Charge cannot be imported as the acct date for the charge is not in the correct format. | Please ensure the date is in the format mm/dd/yyyyy |
| Verify whether ‘DOS from’ date is in the correct format | Encounter Line | Charge cannot be imported as the DOS From for the charge is not in the correct format. | Please ensure the date is in the format mm/dd/yyyyy |
| Verify whether ‘DOS To’ date is in the correct format | Encounter Line | Charge cannot be imported as the DOS To for the charge is not in the correct format. | Please ensure the date is in the format mm/dd/yyyyy |
| Verify whether transaction exists for the given ID | Case | Need clarification |