Create an EDI Void File to Submit to PROMISe

Instead of manually voiding claims one-by-one in PROMISe, follow this process to create an EDI Void file to submit to PROMISe.

The void file process will not work if you are not following the billing steps – specifically the steps listed below.  If you are not completing any of these steps, please contact Horizon Help Desk before proceeding.

  1. Service Billed through the system
  2. Service Paid by PROMISe – approved for payment
  3. Trade File Imported – has ICN number needed for this process
  4. Create AR Process Completed 

Void/Delete Services - Generate Submission File

Use VOID/DELETE if you want to create a void file and then delete all the services. You would then need to reenter services to rebill.

NAVIGATION: ANALYSIS menu > Service Maintenance

  1. Select consumer, dates, facility, service code – click the REBUILD button.
  2. Find the entry/entries you need to void/delete. 
  3. If the service has already been billed, it is a two-step process to void/delete:
    1. Place a check in the box at the beginning of the line; click the ROLL BACK SERVICE button.
    2. Place a check in the box at the beginning of the line; click the DELETE SERVICE button.
  4. If the service has NOT already been billed, place a check in the box at the beginning of the line; click the DELETE SERVICE button.
  5. Click the VOID/DELETED SUBMISSION button. The VOID SELECTION FOR DELETED SERVICES dialog box will appear. 
  6. Any services that were deleted in the previous step will appear in the grid based on the date range. 
  7. Place a check in the first column for each service/line you want included in the void EDI file.
  8. Review the last column to make sure the ICN number is listed.
    1. The ICN generates from the trade file import.
    2. If the ICN is NOT listed, you will not be able to create a Void EDI file to submit. You will need to manually void the claims in PROMISe.
  9. Click the CREATE FILE button.
  10. An information prompt will appear when the file is complete.

Void/No Delete Submission File

Use VOID/NO DELETE if you want to create a void file but keep the services. You can then modify the services as needed to rebill.

NAVIGATION: ANALYSIS menu > Service Maintenance

  1. Select consumer, dates, facility, service code – click the REBUILD button.
  2. Click the VOID/NO DELETE SUBMISSION button.
  3. The VOID SELECTION FOR SERVICES NOT DELETED dialog box will appear with a list of all services based on date range.
  4. Place a check in the first column for each service/line you want included in the void EDI file.
  5. Review the last column to make sure the ICN number is listed.
    1. The ICN generates from the trade file import.
    2. If the ICN is NOT listed, you will not be able to create a Void EDI file to submit. You will need to manually void the claims in PROMISe.
  6. Click the CREATE FILE button.
  7. An information prompt will appear when the file is complete.

Download/Submit Void File

NAVIGATION: Billing/AR menu > EDI Billing Process

  1. Select PROMISE
  2. The EDI files will appear in the grid at the bottom of the screen.
  3. The void 837 file name will include the word VOID.
  4. Verify that the client count and dollar amount are correct.
  5. Download the file/save to your computer.  
  6. Submit the file to BBS.

Review EDI Billing Verification

NAVIGATION: BILLING/AR menu > EDI Billing Verification

  1. Verify that the claims were all accepted. 
  2. If there is any amount in the REJECTED columns, click the link to review which claims were not accepted.

5/2024

NEED MORE HELP?  Submit a ticket to the Help Desk or call (814) 535-7810 or (800) 889-3388