Healthcheck: HL7 Transmission Errors

The Therabill Account Health/Healthcheck series is designed to help you get the most out of Therabill by staying on top of crucial workflows.

What?

The HL7 Transmission Errors To Do alert is generated when the data is missing or incorrect between the WebPT EMR and Therabill. This is most common when a new provider is hired and hasn’t been properly added in Therabill. Any sessions related to this provider will be held in between the two systems until the HL7 error reason is resolved, meaning you won’t see the sessions or be able to bill for them.

We recommend having 0 of these alerts at all times. 

Why?

Resolving these alerts allows the related sessions to flow into Therabill so that they can be reviewed, billed to the insurance, and paid. This also ensures your provider information is the same between the WebPT EMR and Therabill, which will help confirm that claims are billed correctly. If the HL7 errors are not resolved, the session data will remain in limbo between the two systems.

There are a few reasons that this error can occur:

• The provider has not been added to the Provider List
• The provider has the wrong NPI or No NPI
• NPI is being used by multiple providers in the clinic

How Often?

We recommend working these updates Daily as shown in our workflow guide. Remember, any sessions related to an HL7 Transmission Error will not flow into Therabill for processing until the issue is resolved.

Where?

1. On your Therabill Dashboard, click on the Magnifying Glass to view a list of all HL7 Errors.
2. Review the list of errors. Each related transmission (i.e. finalized session or addendum) will have its own transmission error entry. Resolving one error could resolve all related sessions. Let’s review.
3. The error in this example means that a single NPI has been tied to two or more provider accounts in Therabill. This typically occurs when a placeholder NPI is used when the real NPI is not known. To confirm the provider on the session and the duplicated NPI, click View Data.
4. Scroll down to the “provider”: section and review the npi, first_name, and last_name details.
5. Hover over the Providers menu and select Provider List to update the Provider’s NPI.
6. Click the edit icon for the Provider requiring the NPI update.
7. Update the NPI to the correct value. Click Save & Edit.
8. Click Reprocess. If successful, the error will drop off the list.
9. Be sure to update the Provider’s NPI in the WebPT EMR to prevent another HL7 error the next time the provider creates a session.
10. The related sessions will now appear in Therabill for billing.