Data SnapShot

Last Modified on 10/23/2024 12:57 pm EDT

Data SnapShot - Activity

Data SnapShot - Charge

Data SnapShot - Claim

Data SnapShot - Credit

Data SnapShot - Patient

Data SnapShot - Patient Notes

Data SnapShot - Payor

Data SnapShot - Provider

Data SnapShot - Remittance

Data SnapShot - Activity

Scope The site documents the data tables pertaining to a custom data snapshot requested by a customer for their account. The requested data snapshot is inclusive of all your data excluding document imaging. Please note that while the data from all of your reports will be included within the snapshot, your actual standard and custom report templates will not be included. Each data snapshot is exported in Tab Delimited (.DAT) data file format or a MySQL database, as specified in your original data snapshot request. The data snapshot can be downloaded using the instructions sent to you within the secure message.
The table below denotes the names of the files along with a file description associated with your custom data snapshot. You can click on any of the applicable links below to review the description of the pertinent data fields within each file for processing the data within the snapshot.

Activity

Unlike many of the other files included in a Data Snapshot, the Activity file holds information related to two sets of records:

Claim billing activity
Patient statement activity

Because both of these sets of information are included in the same file, it is essential to use the TRANTYPE column to distinguish the records related to billed claims from the records related to patient statements.

Field	Description	Values
TRANID	Unique identifier for each activity line.	Numeric - 8 or 9 digits
CLAIMID	The ID of the claim that was billed. (Only applicable to rows associated with claim activity)	Numeric - 8 digits
ENTERED	The date/time that the claim/statement activity occurred.	Date/Time
FROMDATE	The from date (DOS) of the claim that was billed. (Only applicable to rows associated with claim activity)	Date
PATIENT	The patient account number associated with the claim/statement.	Numeric - 8 digits
PAYOR	The payer that the claim was billed to. (Only applicable to rows associated with claim activity)	Numeric - 8 digits
PDATE	The date that the most recent claim processing status was received by the Clearinghouse. (Only applicable to rows associated with claim activity)	Date/Time
PSTATUS	The most recent status code returned by the Clearinghouse for the submitted claim. (Only applicable to rows associated with claim activity)	Character (See Claim Tracking for code meanings)
PTYPE	Represents whether or not a claim was successfully submitted to the clearinghouse. (Only applicable to rows associated with claim activity)	A: Accepted X: Unprocessed E: Error B: Sent on paper from Clearinghouse
RDATE	The date that the payer action was received for the submitted claim. (Only applicable to rows associated with claim activity)	Date/Time
RSTATUS	The payer action resulting from the claim submission. (Only applicable to rows associated with claim activity)	1: Processed as Primary 2: Processed as Secondary 3: Processed as Tertiary 4: Denied 19: Processed as Primary, Forwarded to Additional Payer(s) 20: Processed as Secondary, Forwarded to Additional Payer(s) 21: Processed as Tertiary, Forwarded to Additional Payer(s) 22: Reversal of Previous Payment 23: Not Our Claim, Forwarded to Additional Payer(s) 25: Predetermination Pricing Only - No Payment
TOTAMT	Claim activity - The amount of the claim that was billed. Statement activity - The amount of the statement that was sent.	Monetary
TRANTYPE	Distinguishes the type of activity that a row represents.	Claim Activity E: Clearinghouse sent electronically F: Clearinghouse sent on paper P: User printed claim Statement Activity S: Automated statement T: Plain text user printed statement U: Enhanced user printed statement

Data SnapShot - Charge

Charge

Denoted below are the specific Charge and Debit (claim line item) data items and their associated data types to assist with processing a data snapshot.

Field	Description	Values
TRANID	Unique identifier for the charge/debit	Numeric - 8 or 9 digits
AMOUNT	The amount (Unit Price multiplied by Units) of the charge/debit.	Monetary
BALANCE	The balance (how much is still owed) of the charge/debit.	Monetary
BILLTO	The current status of the charge or debit	0: On Hold 1: Send to Insurance via Clearinghouse 2: Claim at Insurance 3: Balance Due Patient 5: Paid 6: Incomplete 7: User Print and Mail to Insurance A: Deleted C: Pending Insurance D: Collection E: Pending Patient F: Appeal at Insurance G: Waiting for Review H: Denied at Insurance J: Pending Physician L: Rejected at Clearinghouse
CLAIMID	The claim # the charge/debit is associated with. Note: Account debits not associated with any particular claim will have '10000000' in this field.	Numeric - 8 digits
CLAIMLOC	The ID of the payer that the charge is currently being billed to.	Numeric - 8 digits
DELETED	Whether the charge/debit has been deleted	0: Not deleted 1: Deleted
DRUG_CODE_FORMAT	Drug Code Format	N1: 4-4-2 N2: 5-3-2 N3: 5-4-1 N4: 5-4-2 EN: EAN/UCC - 13 EO: EAN/UCC - 8 HI: HIBC Supplier Labeling Standard Primary Data Message ON: Customer Order Number UK: GTIN 14-digit Data Structure UP: UCC-12
DRUGMEASURE	Drug Measurement Units	0: Unit (UN) 1: Gram (GR) 2: Milliliter (ML) 3: International (F2 4: Milligram (ME)
ELECTRONIC	The unit price of the charge/debit.	Monetary
ENTERED	The date/time that the charge/debit was entered into the system.	Date/Time
FROMDATE	The "From" date of service of the charge/debit.	Date
MOD1	The first modifier on the charge (M1).	Alphanumeric - Up to 2 characters
MOD2	The second modifier on the charge (M2).	Alphanumeric - Up to 2 characters
MOD3	The third modifier on the charge (M3).	Alphanumeric - Up to 2 characters
MOD4	The fourth modifier on the charge (M4).	Alphanumeric - Up to 2 characters
PAYOR1	The ID of the primary payer set on the charge's claim. (This is not necessarily the payer that the charge was billed to. See CLAIMLOC for the charge's current payer)	Numeric - 8 digits
PAYOR2	The ID of the secondary payer set on the charge's claim. (This is not necessarily the payer that the charge was billed to. See CLAIMLOC for the charge's current payer)	Numeric - 8 digits
PAYOR3	The ID of the tertiary payer set on the charge's claim. (This is not necessarily the payer that the charge was billed to. See CLAIMLOC for the charge's current payer)	Numeric - 8 digits
TODATE	The "To" date of service of the charge/debit.	Date

Data SnapShot - Claim

Claim

Denoted below are the specific Claim data items and their associated data types to assist with processing a data snapshot.

Field	Description	Values
SEQNO	Unique identifier for the claim.	Numeric - 8 or 9 digits
AUTHNO1	The primary insurance Authorization # set on the claim.	Alphanumeric - Up to 30 characters
AUTHNO2	The secondary insurance Authorization # set on the claim.	Alphanumeric - Up to 30 characters
AUTHNO3	The tertiary insurance Authorization # set on the claim.	Alphanumeric - Up to 30 characters
BILLPROV	The ID of the billing provider set on the claim.	Numeric - 8 digits
BILLTO	The current status of the claim	0: On Hold 1: Send to Insurance via Clearinghouse 2: Claim at Insurance 3: Balance Due Patient 5: Paid 6: Incomplete 7: User Print and Mail to Insurance A: Deleted C: Pending Insurance D: Collection E: Pending Patient F: Appeal at Insurance G: Waiting for Review H: Denied at Insurance J: Pending Physician L: Rejected at Clearinghouse
BOX10D	The Claim Codes set on the claim.	Alphanumeric - Up to 20 characters
BOX11B	The Other Claim ID set on the claim.	Alphanumeric - Up to 28 characters
BOX19	The Additional Claim Information set on the claim.	Alphanumeric - Up to 83 characters
CLAIM_NOTE	The Claim Note set on the claim. (This deals with the field under the Additional Info tab, not with patient notes added to claims.)	Alphanumeric - Up to 80 characters
CLAIMTYPE	The claim's type (professional or institutional)	P: Professional I: Institutional
CTRLNO1	The primary insurance Orig Claim # set on the claim.	Alphanumeric - Up to 50 characters
CTRLNO2	The secondary insurance Orig Claim # set on the claim.	Alphanumeric - Up to 50 characters
CTRLNO3	The tertiary insurance Orig Claim # set on the claim.	Alphanumeric - Up to 50 characters
ENTERED	The date/time that the claim was entered into CollaborateMD.	Date/Time
FACILITY	The ID of the facility set on the claim.	Numeric - 8 digits
FOLLOWUP	The Follow Up Date set on the claim.	Date
FROMDATE	The "From" date of service of the claim.	Date
INSGRPID1	The primary insurance Group Number set on the claim.	Alphanumeric - Up to 29 characters
INSGRPID2	The secondary insurance Group Number set on the claim.	Alphanumeric - Up to 29 characters
INSGRPID3	The tertiary insurance Group Number set on the claim.	Alphanumeric - Up to 29 characters
INITTREATMENT	The Initial Treatment Date set on the claim.	Date
INSID1	The primary insurance Member ID set on the claim.	Alphanumeric - Up to 20 characters
INSID2	The secondary insurance Member ID set on the claim.	Alphanumeric - Up to 20 characters
INSID3	The tertiary insurance Member ID set on the claim.	Alphanumeric - Up to 20 characters
LASTSEENDT	The Date Last Seen set on the claim.	Date
LMP	The Last Menstrual Period set on the claim.	Date
MCAID90CODE	The Delay Reason Code set on the claim.	1: Proof of Eligibility Unknown or Unavailable 2: Litigation 3: Authorization Delays 4: Delay in Certifying Provider 5: Delay in Supplying Billing Forms 6: Delay in Delivery of Custom-made Appliances 7: Third Party Processing Delay 8: Delay in Eligibility Determination 9: Original Claim Rejected or Denied Due to a Reason Unrelated to the Billing Limitation Rules 10: Administration Delay in the Prior Approval Process 12: Other 15: Natural Disaster
NONWORKFRDT	The Unable to Work From Date set on the claim.	Date
NONWORKTODT	The Unable to Work To Date set on the claim.	Date
ONSETDATE	The Accident/Illness Date set on the claim.	Date
ORDERING	The ID of the ordering provider set on the claim. (This represents the other provider on institutional claims.)	Numeric - 8 digits
PATIENT	The ID (account number) of the patient set on the claim.	Numeric - 8 or 9 digits
PAYOR1	The ID of the primary payer set on the claim.	Numeric - 8 digits
PAYOR2	The ID of the secondary payer set on the claim.	Numeric - 8 digits
PAYOR3	The ID of the tertiary payer set on the claim.	Numeric - 8 digits
REFERRING	The ID of the referring provider set on the claim.	Numeric - 8 digits
RENDERING	The ID of the rendering provider set on the claim. (This represents the attending provider on institutional claims.)	Numeric - 8 digits
SUPERVISING	The ID of the supervising provider set on the claim. (This represents the operating provider on institutional claims.)	Numeric - 8 digits
TODATE	The "To" date of service of the claim.	Date

Data SnapShot - Credit

Credit

Denoted below are the specific Payment, Adjustment, and Account Credit data items and their associated data types to assist with processing a data snapshot.

Field	Description	Values
TRANID	Unique identifier for the payment, adjustment, or credit entry.	Numeric - 8 or 9 digits
CREDITTYPE	The type of payment, adjustment, or credit that is represented by the record.	0: Unknown 1: Insurance Payment 2: Patient Payment 3: Patient Copay 5: Insurance Adjustment 6: Patient Adjustment I: Information Line A: Account Credit T: Transfer
CUSTNO	The CMD customer number that the credit record is associated with.	Numeric - 8 digits
ENTERED	The date and time that the credit record was entered into the system.	Date/Time
PAYMENTTYPE	Represents the form in which a payment or adjustment was provided.	0: Cash 1: Check 2: Credit Card (Generic) 3: Other 4: Adjustment 10: Visa 11: Mastercard 12: American Express 13: Discover 15: EFT (Electronic Funds Transfer)
RECEIVED	The date that a payment or adjustment was received, as specified by the user. This is also known as the check date for insurance payments.	Date
SOURCE	Represents the source of the payment or adjustment.	1: Patient 2: Other ########: Payer Identifier
SUBTYPE	Deprecated field used to track the type of payment/adjustment. Use CREDITTYPE and PAYMENTTYPE instead.
TRANTYPE	Represents whether a record is a credit (adjustment or acct credit) or a receipt (payment).	C: Credit R: Receipt

Data SnapShot - Patient

Patient

Denoted below are the specific Patient Demographic data items and their associated data types to assist with processing a data snapshot.

Field	Description	Values
ACCTTYPE	The patient's account type.	0: Other 1: Insurance 2: Worker's Comp 3: Corporate 4: Self Pay 5: Courtesy 6: Collection 7: Pre-collection 8: Type I 9: Type II 10: Payment Plan 11: Payment Plan Collection 12: Auto
ETHNICITY	The patient's ethnicity.	0: Unknown 1: Hispanic or Latino 2: Not Hispanic or Latino
GRNTORRELATION	The guarantor's relationship to the patient.	N: None S: Spouse P: Parent C: Child R: Relative O: Other
INSEMGCP1	Not Used / Ignore	N/A
INSEMGCP2	Not Used / Ignore	N/A
INSEMGCP3	Not Used / Ignore	N/A
ISSNO	Insured SSN	Numeric Field
MAILTOPATIENT	Mail To (Statements)	N: Insured Y: Patient O: Other Insured P: Primary Insurance S: Secondary Insurance G: Patient Guarantor
OADDR1	Other Insured Address Line 1	Text Field
OADDR2	Other Insured Address Line 2	Text Field
OBDATE	Other Insured Date of Birth	Date Field
OCITY	Other Insured City	Text Field
OEMPLOY	Other Insured Employment Status	0: Employed full-time 1: Employed part-time 2: Not employed 3: Self Employed 4: Retired 5: On active military duty
OEMPNAME	Other Insured Employer Name	Text Field
OFIRST	Other Insured First Name	Text Field
OHOMEPH	Other Insured Home Phone	Numeric Field
OLAST	Other Insured Last Name	Text Field
OMI	Other Insured Middle Name	Text Field
ORELATION	Other Insured Relationship to Patient	0: Unknown 1: Spouse 2: Child 3: Other 4: Self
OSEX	Other Insured Sex	0: Female 1: Male
OSSNO	Other Insured SSN	Numeric Field
OSTATE	Other Insured State	Text Field
OWORKPH	Other Insured Work Phone	Numeric Field
OZIPCODE	Other Insured Zip Code	Numeric Field
PATHASSEC	Internal flag used to differentiate patients with two (2) insurances under the same policy holder versus two (2) insurances under different individuals	Boolean
PEMPLOY	Employment Status	0: Employed full-time 1: Employed part-time 2: Not employed 3: Self employed 4: Retired 5: On active military duty 6: Unknown
PHYSREFEREDBY	Referral Type	00: None 01: Friend 02: Physician 03: Newspaper 04: Radio 05: Television 06: Driving By 07: Mailing 08: Internet 09: Phonebook 10: Other 11: Insurance Company 12: Family 13: Screening 14: Lecture
PLANG	Language	0: English 1: Spanish 2: Other
PMARITAL	Marital Status	0: Married 1: Single 2: Divorced 3: Widowed 4: Legally Separated 5: Unknown
POLICY1	Primary Payer Policy Type	0: Auto Insurance Policy 1: Group Policy 2: Individual Policy 3: Long Term Policy 4: Litigation 5: Unknown 6: Medicare Primary 7: Other 8: Self Payment (Cash) 9: Supplemental Policy
POLICY2	Secondary Payer Policy Type	00: Auto Insurance Policy 01: Group Policy 02 - Individual Policy 03 - Long Term Policy 04 - Litigation 05 - Medigap Policy 06 - Unknown 07 - Other 08 - Self Payment (Cash) 09 - Supplemental Policy 10 - MEDICARE SECONDARY - Working Ages beneficiary/spouse 11 - MEDICARE SECONDARY - ESRD beneficiary with group health plan 12 - MEDICARE SECONDARY - No fault insurance 13 - MEDICARE SECONDARY - Workers Compensation 14 - MEDICARE SECONDARY - PHS or other federal agency 15 - MEDICARE SECONDARY - Black Lung 16 - MEDICARE SECONDARY - VA 17 - MEDICARE SECONDARY - Disabled beneficiary under age 65 with LGHP 18 - MEDICARE SECONDARY - Any liability insurance
POLICY3	Tertiary Payer Policy Type	See values above (Same as POLICY2)
PRESIDENCE	Residence Type	0: Private Home 1: Nursing Home 2: Residential Treatment Patient 3: Skilled Nursing Home
PSEX	Patient Sex	0: Female 1: Male
PSTUDENT	Student Status	0: Not a student 1: Full-time student 2: Part-time student
RACE	Race	0: Unknown 1: American Indian or Eskimo or Aleut 2: Asian or Native Hawaiian or Pacific Islander 3: Black or African American 4: White 5: Other Race 6: Refused to Answer
RADDR1	Insured Address Line 1	Text Field
RADDR2	Insured Address Line 2	Text Field
RCITY	Insured City	Text Field
RELATION	Insured Relationship to Patient	0: Unknown 1: Self 2: Spuse 3: Child 4: Other
RFIRST	Insured First Name	Text Field
RLAST	Insured Last Name	Text Field
RSTATE	Insured State	Text Field
RZIPCODE	Insured Zip Code	Numeric Field
STMTTYPE	Statement Type	0: Single 1: Family

Data SnapShot - Patient Notes

Patient Notes

Denoted below are the specific (patient) notes data items and their associated data types to assist with processing a data snapshot.
Note: These data items are also inclusive of all types of notes found under the Patient section's Additional Info - Notes tab.

Field	Description	Values
TYPE	Note Type	0: Patient Note 1: Appointment Note 2: Claim Note 3: Payment Note
DELETED	Whether the note is deleted	0: No 1: Yes

Data SnapShot - Payor

Payor

Denoted below are the specific Insurance Demographic data items and their associated data types to assist with processing a data snapshot.

Field	Description	Values
SEQNO	Unique identifier for the payer.	Numeric - 8 digits
DEFAULTSTATUS	Default Billing Status	0: Send to Payer via Clearinghouse 1: User Print and Mail to Payer 2: Charges at Payer 3: Charges on Hold 4: Waiting for Review 5: Due Patient
DONTPRINTADDR_0805	The Do NOT print the payer address on the top of the form option for the payer.	0: Disabled 1: Enabled
H0805BOX24	The Print the following supplemental info in Box 24 option for the payer.	0: Narrative Notes 2: Anesthesia Start/Stop Times
OPTIONINS1A	The Remove the insured's ID# from Box 1A option for the payer.	N: Disabled Y: Enabled
OPTION3	The Send anesthesia start/stop times in a line note option for the payer.	N: Disabled Y: Enabled
OPTION4	The Show separate configurations for each office location option for the payer.	N: Enabled Y: Disabled
OPTION6	The Use the office address as the pay-to address option for the payer.	N: Disabled Y: Enabled
OPTION7	The Only send the pay-to address option for the payer.	N: Disabled Y: Enabled
OPTION1_0805	The Print the license number in Box 31 option for the payer.	N: Disabled Y: Enabled
OPTION2_0805	The Send minutes instead of units on anesthesia claims option for the payer.	N: Disabled Y: Enabled
PAYORTYPE	Payer Type	0: Self Pay 1: Worker's Compensation 2: Medicare 3: Medicaid 4: Other Federal Program 5: Commercial Insurance Company 6: Blue Cross Blue Shield 7: Tricare/Champus 8: HMO 9: Federal Employees Program 10: Central Certification 11: Self Administered Group 12: Family or Friends 13: Managed Care (non-HMO) 14: Blue Cross 15: Title V 16: Veteran Administration Plan 17: Corporate Account 18: Other 19: Vendor 20: Aetna 21: Humana 22: Cigna 23: United Healthcare 24: Attorney 25: Auto 26: Other Non-Federal Programs 27: Preferred Provider Organization (PPO) 28: Point of Service (POS) 29: Exclusive Provider Organization (EPO) 30: Indemnity Insurance 31: Health Maintenance Organization (HMO) Medicare Risk 32: Automobile Medical 33: Disability 34: Liability 35: Liability Medical
PROCESSMODE	Processing Mode	0: The clearinghouse will send the claims electronically 1: The clearinghouse will print and mail the claims 2: Do not send claims to the clearinghouse for processing
PROF_EXCLUDE_PAT_PAYMENTS	The Exclude patient payments from Box 29 option for the payer.	0: Disabled 1: Enabled
UB04BOX38	The Print the following in Box 38 option for the payer.	0: Leave blank 1: Print insured's address 2: Print payer's address
UB04BOX76	The Print referring physician in Box 76 option for the payer.	N: Disabled Y: Enabled
UB04BOX80	The Print the following in Box 80 option for the payer.	0: Print insured's address 1: Print payer's address 2: Print remarks
ORBILLPRV	The Override billing provider with rendering provider option for the payer.	N: Disabled Y: Enabled

Data SnapShot - Provider

Provider

Denoted below are the specific Provider Data (not inclusive of referring providers) data items and their associated data types to assist with processing a data snapshot.

Field	Description	Values
BILLTYPE	Billing Mode	0:Individual 1: Group
INSTPROD	Professional Mode	"TEST" or "PROD"
TESTPROD	Institutional Mode	"TEST" or "PROD"

Data SnapShot - Remittance

Remittance

The Remittance file stores records representing remittance (remark, adjustment, and unpaid reason) codes that were received on EOBs and applied to claims/charges.
To distinguish remarks, adjustments, and unpaid reasons in this file, a combination of the TYPE and ADJUSTMENT fields should be used as follows:
Remarks:

TYPE = 'R'

Adjustments:

TYPE = 'A'
ADJUSTMENT = 'Y'

Unpaid Reasons:

TYPE = 'A'
ADJUSTMENT = 'N'

Field
Description
Values
SEQNO
Unique identifier for the remittance line record.
Numeric - 8 or 9 digits
ACTIVITYID
The ID of the activity entry that represents the claim billing activity for which the remittance was received.
Numeric - 8 or 9 digits
ADJUSTMENT
Whether the remittance line represents an adjustment.
N: No, remittance is not an adjustment
Y: Yes, remittance is an adjustment
CHARGE
The ID of the charge that the remittance was received for.
Numeric - 8 or 9 digits
CLAIM
The ID of the claim that the remittance was received for.
Numeric - 8 or 9 digits
CODE
The remittance code.
Alphanumeric - Up to 5 characters
CREDIT
The ID of the credit (payment/adjustment) record associated with this remittance line.
Numeric - 8 or 9 digits
DENIAL
Whether the EOB that the remittance code was received on was marked as denied.
N: No, EOB was not marked as denied.
Y: Yes, EOB was marked as denied.
PAYOR
The ID of the payer that the remittance was received from.
Numeric - 8 digits
TYPE
The type of remittance line received.
A: Adjustment
R: Remark

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Data SnapShot

Data SnapShot - Activity

Activity

Data SnapShot - Charge

Charge

Data SnapShot - Claim

Claim

Data SnapShot - Credit

Credit

Data SnapShot - Patient

Patient

Data SnapShot - Patient Notes

Patient Notes

Data SnapShot - Payor

Payor

Data SnapShot - Provider

Provider

Data SnapShot - Remittance

Remittance

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