Trade File Import

PROMISe issues a trade file weekly for any billing submitted for the previous week. After you download and save the trade file from the PROMISe website, it can be imported into the system and generate a report to show what claims were paid, denied claims, adjusted, etc.

It is very important to download trade files weekly. You will need to manually download/save the trade files from PROMISe every Monday. If you submit billing MONTHLY, remember to download/import trade files every Monday. Trade files need imported in order – if you get behind make sure to import by date order (oldest to newest).

This process will review the claims that were paid and mark the services in the system as paid/move to history. If the import process is not completed, services will always show as unpaid in the system. Various billing reports it will take longer because it is reviewing all the unpaid claims.

PROMISe assigns an ICN number to all claims. The ICN is included in the trade file and linked to claims. The ICN is required for processing voids and adjustments. If you do not import trade files, you will not be able to process a void or adjustment through the system.

Download and Unzip the PROMISe Trade File

1. Log into the main PROMISe location
2. Trade Files menu > click the file name/hyperlink to download the most recent file/first on the list
3. Go to your downloads folder and open the file folder you just downloaded
4. The file will be zipped (has a zipper on the yellow folder). You need to unzip the file by using the extract all button.
5. On the ribbon, click the EXTRACT ALL button to unzip the file. Take note where it is saving the unzipped file.
6. Click FINISH

Import Trade File in Stratus

The trade file needs unzipped before import. The zipped trade file will not import into Stratus.

NAVIGATION:  RECEIPTS/835 menu > Trade File Import

1. SELECT FILE: click the paperclip and browse for the unzipped folder.  Select the .dat file.
2. STATUS OPTION: leave blank to capture all options
3. Place a check mark in the NOTIFY box and click the IMPORT FILE icon.  
   1. When the report is ready to review, a prompt will appear that says the report is complete. 
   2. Click YES to open the report in a new window.
   3. If you do not click notify, you will need to access the report from your dashboard and it will open in the same window.

Review Trade File Import Report

1. Review the report and research the issues to determine if any services need rebilled. Update consumer and/or facility information if necessary.
2. The report will always show voided, denied, then paid claims. Once the page header shows PAID, the rest of the report is paid.
3. Review why the claim was denied. If a claim is denied, review the reason code to determine what needs updated to rebill.
   1. Reason code example: THIS INVOICE CLAIM LINE IS A DUPLICATE OF A PREVIOUSLY PAID CLAIM. No action would be needed
4. Error Finding the Following Records – Service Line Not Found
   1. If a claim has this note, it means the trade file has a record in it but cannot find a match in the system.
   2. Typically, this will occur if billing was submitted directly to PROMISe and not entered in Provider Management OR the billed rate does not match the paid rate.
   3. You will see this note when daily services are combined into one claims, i.e., CPS billing. There may be four individual services throughout the day that are billed as one total for the day. Therefore, the billed rate doesn't match the four individual services lines in the system.

After the Trade File is imported, review the Review PROMISe Claim Status report. This report will give you a listing of where each claim stands. Our goal is to get them to the PAID status (Approved for Payment). If this report is reviewed each week for the prior week billing, you can stay on top of all billed/not billed and denied claims.  

2/2025