- IMCANS Batch Processing can be found in the Corporate Information tab on the main menu. Once you’ve selected that tab, select IMCANS Batch Processing in the sub-menu.
- On a new form enter the Cutoff Date, Period Start Date, and Document type and then hit Save to create the record.
3. Once you hit save the form will be added to the drop down and a list of documents within your selected date range will populate below the form.
4. The FlexAMS system will check for common errors (i.e. missing or too short Medicaid numbers, missing signatures, or missing diagnoses) and display them in the Batch items list. Only those that are without error will qualify and be included in the Export Document.
To correct items so they are included in the batch just leave the Batch Status as blank or “Validating”. As long as you leave the Status as blank or Validating, clicking save will update the batch items with documents appropriate to the date range. Selecting any of the other option in the drop down will lock the grid as is and any corrections will not be reflected when hitting save.
5. If more time is needed to correct the errors the upload can continue without the errored IMCANS/HRAs. Running another batch at a later time with a Date Range that covers the previously errored items will pull any previous documents that did not originally qualify for upload.
You can also choose to remove a document from all uploads by marking one of the options on the individual item line. Just click the pencil icon to the left of the Doc. Date and use the dropdown in the Status column to indicate an appropriate option.
6. Once you’re ready to create your export document, mark your Batch Status as Ready to Submit, Submitted, or Completed to lock the grid from being updated with new documents. The Export Document button will then change from grey to black to indicate its function is ready. Click Export Document.
7. Then select Open with “Note Pad” on the pop-up box.
8. A notepad .xml file will then be generated (see below). Save this file for upload into the IL HFS IMCANS Portal.
9. Log into the HFS IM+CANS portal at https://ilhfspartner2.dynamics365portals.us/SignIn?ReturnUrl=%2Fdatautilities%2Fcansbatchimport%2F , click the CANS Utilities Drop Down and select CANS Batch Import.
10. Once there select Submit Batch Import.
11. When uploading to the portal, upload your HRA .xml file first as the portal will not accept an IMCANS if a current HRA is not already in the system. Complete the form by indicating the Import type, the Run type (should be Import), and the Record Total. The Record Total should equal the number of Batch items that qualified for the upload on the Create IMCANS Batch form in Flex.
On the Flex form:
12. Select your file by clicking the Browse button and then navigating to your file location and selecting the .xml you’d like to upload.
13. Once selected click Submit. The Portal will take you back to the CANS Batch Import page and indicate that your file has been submitted. The portal usually processes these within 24 hours and will indicate if the file has been processed or if the .xml document had any errors. The HFS Portal is particular; the most common errors encountered that will prevent a batch from uploading is having a space in the Medicaid number in FlexAMS (the system counts it as a character and identifies it as an invalid RIN) and adding the word “County” to the County box on the Client Information tab in Flex (the portal will only accept the county name i.e. Adams, Brown, etc. not Adams County, Brown County, etc.)
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