There are three types of errors that can occur when processing a billing job.
Tips on how to resolve each of these errors is available in the tables below. Jump to a specific section or use the keyboard combination CTRL+F to search for a specific error within this page.
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Info
The following messages are informational and can indicate a success as well as an error. Generally, Info messages need no further action.
Code | Description | Notes |
| 1000 | This service was processed | This is a note confirming the Service was processed. |
| 1103 | No Charge Strategies exist for this Payer and Service Definition | There is no rate for this Service at the Service Definition or Payer Level. First, check Configuration - Services/Payers > Service Definition > Rates for the Service entered. Then, check the Rates for the active Payer. |
| 1104 | No Charge Strategies exist for this Payer and Service Date | Check Configuration - Services/Payers > Payers > Rates begin date to confirm there is a rate designated on the specific date of Service. |
| 1105 | No Charge Strategies exist for this Payer and Duration | There is no rate set up for the Payer and Service Duration. Navigate to Configuration - Services/Payers > Payers > Rates to review. |
| 1200 | Staff credentials not billable to payer | If this needs to be corrected, navigate to Configuration - Staff > Credentials to confirm that the Staff has the correct credentials. If this is correct, go to Configuration - Services/Payers > Payers > Processing, Bill Only for These Staff Credentials and confirm the Staff credentials are included or that Bill for Any Staff Credentials is enabled. |
| 1201 | Supervising staff credentials not billable to payer | If this needs to be corrected, navigate to the Supervising Staff’s Credentials to confirm that the Staff has the correct credentials. If this is correct, navigate to Configuration - Services/Payers > Payers > Processing, Bill Only for These Staff Credentials and confirm the Supervising’s Staff credentials are included or that Bill for Any Staff Credentials is enabled. |
| 1503 | Service cannot be added to bundle. Setting service to DONE |
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| 1803 | Client has exceeded the set monthly maximum |
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| 2003 | This remittance was posted | This is a note confirming the remittance was posted. |
| 2004 | An unapplied payment was created | This is a note confirming an unapplied payment was created in the Process Transactions job. |
| 3012 | This charge was billed | Confirms the charge was billed or finalized in an 837 Create Bills job. |
| 4006 | This charge was billed | Confirms the charge was billed or finalized in a CMS1500 Create Bills job. |
| 5003 | This charge was reported | Confirms the charge was billed or finalized for a Self Pay Payer. |
| 8005 | This charge was billed | Confirms the charge was billed or finalized in a UB04 Create Bills job. |
Warning
Warnings may prevent charges from calculating or given the circumstance, may require further investigation as the calculation could be correct.
Code | Description | Notes |
| 1003 | No valid client payers for service, remaining balance will be written off | No client Payers valid on the date of Service are found. Any remaining balance for this Service will be written off. Navigate to Clients > Payers to review. |
| 1005 | Prior payment is missing a pccn | A corrected claim, type 7 claim, is being submitted but the prior payment PCCN is missing. The value in the REF*F8 segment of the 837 or Box 22 Original Submission Code of the CMS1500 is missing. |
| 1106 | The charge strategy for this service is missing a default rate | No default rate is set up for the Service. Navigate to Configuration - Services/Payers > Service Definitions > Rates to verify a default Rate exists. Then navigate to Payers > Rates to verify that the Service Definition is billable to the Payer, and if a Payer override exists, it is active for the date of the Service. |
| 1203 | Payer skipped due to invalid credentials | There are no valid credentials for the skipped Payer. To view the credentials setup for the Payer navigate to Configuration - Services/Payers > Payers > Processing and view the settings for Only Bill for These Staff Credentials. |
| 1301 | Copay processed with no active Self Pay Payer | There is a Payer setup with a Client Co-Pay, and no Self Pay Payer setup or valid on the date of Service. Navigate to Clients > Payers to review the Payers setup and effective dates. |
| 1302 | Self Pay Payer has no active Guarantors | The Client is missing a guarantor, or the Guarantor effective dates are outside the Service Date. To review and/or to add a guarantor, navigate to Clients > Payers and select the Self Pay Payer to view the current setup. |
| 1304 | Skipping payer due to negative charge balance | The Payer setup, configuration, or other factors are causing a zero or negative charge balance. Navigate to the Claims menu to view the Service Status and Charge Status throughout the billing process. Use the search options to locate the service, click the service line to view claim detail. Additional information can be viewed by clicking the "Show Re-Processed Charges" option at the top right side of the screen. |
| 1305 | Payer skipped as payer does not accept this Direct Fee Service | Navigate to Configuration - Services/Payers > Service Definitions or Payers to review the Rates configured for the Service Definition default and/or Payer rate. |
| 1402 | Payer skipped due to invalid diagnoses | The Payer was skipped due to invalid diagnoses attached to the Service. To view Billable Payer Diagnoses, navigate to Configuration - Services/Payers > Payers > Processing and review the listed billable diagnoses or confirm that Bill for Any Diagnosis is listed. The Diagnosis Error Action may also be viewed or updated. |
| 1403 | All diagnoses for this service are invalid for this payer | Invalid diagnosis is attached to this Service. To view Billable Payer Diagnoses, navigate to Configuration - Services/Payers > Payers > Processing and review the listed billable diagnoses or confirm that Bill for Any Diagnosis is listed. The Diagnosis Error Action may also be viewed or updated. |
| 1404 | Service Diagnosis not allowed for Payer | The Diagnosis attached to the Service is not allowed for the Payer. To view Billable Payer Diagnoses, navigate to Configuration - Services/Payers > Payers > Processing and review the listed billable diagnoses or confirm that Bill for Any Diagnosis is listed. The Diagnosis Error Action may also be viewed or updated. |
| 1600 | Required Authorization Missing for Payer | The Payer requires authorization to bill Services and an authorization is not found. A Charge creates, skips to the next Payer, or is put on hold based on the settings in the Clients > Payers, When no authorizations are found section. |
| 1601 | Required Authorization Missing for Payer and Service Date | The Payer requires authorization to bill Services and an authorization effective as of the Service date is not found. A Charge creates, skips to the next Payer, or is put on hold based on the settings in the Clients > Payers, When no authorizations are found section. This warning specifically references the Service Date, if an authorization does exist for the Client, check the authorization dates to ensure the Service Date is covered. |
| 1602 | Insufficient Authorized Units available for Payer and Service Date | The Payer requires authorization to bill Services and the Service entered has violated the authorization because the remaining Authorized units are insufficient. To review and update Client authorizations, navigate to the Clients > Payers and scroll to the Authorizations section. This warning specifically references the Service Date, if an authorization does exist for the Client, check the authorization dates to ensure the Service Date is covered. |
| 1603 | Authorized Units for Payer and Service Date have been overallocated | The Payer requires authorization to bill services and the number of authorized units for this Payer and Service Date has been overallocated. To review and update Client authorizations, navigate to Clients > Payers and scroll to the Authorizations section. This warning specifically references the Service Date, if an authorization does exist for the Client, check the authorization dates to ensure the Service Date is covered. |
| 1604 | Insufficient Authorized Visits available for Payer and Service Date | The Payer requires authorization to bill Services and this Service exceeds the remaining number of authorized visits. To review and/or correct go to [Client] > Payers > Authorizations. This warning specifically references the Service Date, if an authorization does exist for the Client, check the authorization dates to ensure the Service Date is covered. |
| 1605 | Authorized Visits for Payer and Service Date have been overallocated | The Payer requires authorization to bill Services and the number of authorized visits for this Payer and Service Date has been overallocated. To review and update Client authorizations, navigate to Clients > Payers and scroll to the Authorizations section. This warning specifically references the Service Date, if an authorization does exist for the Client, check the authorization dates to ensure the Service Date is covered. |
| 1606 | Insufficient Authorized Dollars available for Payer and Service Date | The Payer requires authorization to bill services and this Service exceeds the remaining dollar amount for authorized visits. To review and update Client authorizations, navigate to Clients > Payers and scroll to the Authorizations section. This warning specifically references the Service Date, if an authorization does exist for the Client, check the authorization dates to ensure the Service Date is covered. |
| 1607 | Authorized Dollars for Payer and Service Date have been overallocated | The Payer requires authorization to bill Services and the remaining dollar amount for Services for this Payer and Service Date has been overallocated. To review and update Client authorizations, navigate to Clients > Payers and scroll to the Authorizations section. This warning specifically references the Service Date, if an authorization does exist for the Client, check the authorization dates to ensure the Service Date is covered. |
| 1608 | Service component codes did not match any authorization defined filters | The Payer requires authorization to bill Services, but the Service component codes do not match any of the Defined Filters used by the authorizations. To review and update Client authorizations, navigate to Clients > Payers and scroll to the Authorizations section. |
| 1610 | Authorization Date Range does not match Service Date Range. Authorization not used. | An authorization exists for the Service, but the Service Date does not fall within the authorization date range. |
| 1800 | Client missing Household Size or Gross Monthly Income. Client fee adjustment could not be created | Review information in the Clients > Household tab. |
| 1801 | Sliding fee is not currently active. Client fee adjustment could not be created | Review active date range for the Client Fee in Clients > Payers by selecting the Self Pay Payer. Also, review the active date range for the Sliding Fee table in Configuration - Services/Payers > Sliding Fees. |
| 1802 | Multiple sliding fees active, please end date all but one. Client fee adjustment could not be created | Review the setup for the Sliding Fee in Configuration - Services/Payers > Sliding Fees. |
| 3011 | Missing staff NPI | The Staff Member providing service is missing NPI (National Provider Identification Number) in Staff Files. To review and/or add the missing NPI navigate to Configuration - Staff/Users > Staff > Profile > Default NPI. |
| 3020 | Referring Provider Missing | This error is reported when the Client has no Enrollments or No Active Enrollments that match the Service when creating an 837P with the Report Referring Provider (Loop 2310A) checkbox selected in Configuration - Services/Payers > Payers > Billing Methods 837P configuration. |
Error
Errors prevent Charge creation and Create Bills processes from moving on to the next step. Processing errors place the Service in a hold status, no charges are created, and the Service does not move to a claim file. Create Bills errors places the Charge in a hold status and prevents bill creation for that Charge. Corrections are required before Charge Creation or Bill Creation can occur.
Code | Description | Notes |
| 1001 | There was an unexpected error processing this service |
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| 1002 | This service is not part of the job |
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| 1004 | State Report Error: |
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| 1006 | Add On service was put on hold due to errors processing its associated parent service. | Holding the Add On due to issues with the Parent Service keeps both in sync and prevents the Charge Creation and billing of an Add On without the required Parent Service. |
| 1100 | Charge Strategy cannot be configured with zero minutes per unit | Verify the Charge Strategy (unit and rate calculations) in Configuration - Services/Payers > Service Definitions > Rates or in Configuration > Services/Payers > Payers > Rates if a Payer Rate override exists. The minutes per unit cannot be zero. |
| 1101 | Charge strategy unit ranges do not fit the duration of this service | The system cannot determine what to charge because the unit ranges do not fit the duration of the Service. Navigate to Configuration - Services/Payers > Service Definitions > Rates to review the unit durations set up for the Service. Also, review Configuration > Services/Payers > Payers > Rates to see if there is an override of the Service Definition default rate for the Payer. Review the Service entry to ensure the duration entered is correct. |
| 1102 | No Charge Strategies exist for this Payer | There is no rate for this Service at the Service Definition or Payer Level. Review Configuration - Services/Payers > Service Definitions > Rates, and review Configuration - Services/Payers > Payers > Rates for the Service provided. If a rate exists, verify that the active dates for the charge strategy encompass the date of Service. |
| 1107 | There is no rate that fits this service, payer, and staff | There is no rate for this Service at the Service Definition or Payer Level that includes the staff member’s credentials. Review the Credential rate settings in Configuration - Services/Payers > Service Definitions > Rates and in Payers > Rates. |
| 1108 | No Charge Strategies exist for this Service | There are no rates for the Service. Navigate to Configuration - Services/Payers > Service Definitions > Rates and ensure the Service has a base rate. Then verify that the Payers > Rates either uses the default Service Definition rate or has a rate configured in the Payer rate override for the Service. |
| 1202 | Service or bundle on hold due to invalid credentials | The Service is on hold due to invalid credentials. The staff member does not have the correct credentials to bill this Payer. To view the credentials setup for the Payer, navigate to Configuration - Services/Payers > Payers > Processing, ensure that the staff’s credential is listed, or Bill for Any Staff Credential displays. |
| 1300 | No Payers exist for this Client and Service Definition | Payers either do not exist, or the effective dates do not cover the date of Service. Navigate to Clients > Payers to review. |
| 1303 | No Charge could be created for this Client and Service Definition | This error is most likely due to a configuration or effective date issue. Begin by reviewing the Clients > Payers setup and dates. Then review Configuration - Services/Payers > Service Definitions > Profile, Components, and Rates. Look for discrepancies and date range conflicts. |
| 1400 | Unexpected error, no diagnoses were found for this service | No diagnoses were found which may be due to effective dates or Diagnosis not entered. Review Clients > Diagnosis screen. |
| 1401 | Service or bundle on hold due to invalid diagnoses | The Service or bundle is on hold due to invalid diagnoses. To view diagnosis setup, navigate to Configuration - Services/Payers > Payers > Processing > Diagnosis (either “Bill for Any Diagnosis” or “Do Not Bill for These Diagnosis”). Check for Payer limitations on Diagnosis and compare against the Diagnosis selected for the Service. If the information under Payers is correct, review the setup and effective dates for Diagnosis on the Client Chart by navigating to Clients > Diagnosis. |
| 1500 | Service is on hold due to processing issue(s) in the bundle | The Service is on hold because of issues with the bundle. Navigate to Configuration - Services/Payers > Service Definitions, select the Service Definitions, and then review the Profile tab. This is a generic error and often accompanies code 1502. It can also be caused by a Service Definition being included in more than one bundle. |
| 1501 | Service is on hold due to processing issues |
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| 1502 | Services do not meet the minimum requirements to bundle | Individual Services may have a minimum bundle requirement. In addition, the bundle may have a minimum number of all aggregated Services requirement. Review the bundle requirements in Configuration - Services/Payers > Service Definitions. |
| 1504 | Could not find the billed bundled service |
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| 1609 | Service is on hold for authorization | View Client Payer authorization information in Clients > Payers. |
| 1700 | Service cannot be reprocessed or voided because it is currently in another job that has not been finalized | This error means the Service is batched in another job and that job must be finalized (or reversed) before proceeding. |
| 1701 | Service cannot be reprocessed for last active payer because those charges are not active | Charge Status must be active for the Service to be included in a Reprocess last active payer job. |
| 2000 | No charge for payment remittance |
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| 2001 | Remittance is on hold due to processing issues |
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| 2002 | No charge for adjustment remittance |
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| 2005 | Remittance associated with reversed charge | This error is a result of a Charge being reprocessed before the Remittance associated with that Charge is included in a Process Transactions job. To resolve,
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| 3000 | Missing a non-alias name for client | The Client is missing a First or Last Name. Review by navigating to Clients > Profile. |
| 3001 | Missing a billing address for client | The Client does not have an address entered in Clients > Contact Info > Edit Client Contact Info with a YES in the Billing column of the address grid. |
| 3002 | Missing configuration for payer | Review in Configuration - Services/Payers > Payers. |
| 3003 | Missing organization for charge | Review in Configuration - Setup > Organizations. |
| 3004 | Missing organization NPI | Review in Configuration - Setup > Organizations. |
| 3005 | Missing organization EIN | Review in Configuration - Setup > Organizations. |
| 3006 | Missing organization zip code extension | Review in Configuration - Setup > Organizations. |
| 3007 | Missing payer claim filing indicator | Review in Configuration - Services/Payers > Payers > Profile, 837 Claim Filing Indicator drop-down list. |
| 3008 | Missing client payer policy number | Review in Clients > Profile. |
| 3009 | Missing client gender | Review in Clients > Profile. |
| 3010 | Missing payer ID | Review in Configuration - Services/Payers > Payers > Profile, 837 Payer ID field. |
| 3013 | Client gender is invalid | Review in Clients > Profile. |
| 3014 | Add-on service charge requires the parent service charge be in the same billing job | Add-on Services will only create charges if the Parent Service is in the same job. This may require reversing the current job to get the Parent and Add-on in the same job. If the Parent Service was processed through Charge Creation AND finalized, it will need to be reprocessed from the Claims menu to resolve the error. |
| 3015 | Missing 837 payer ID for an other payer | Review in Configuration - Services/Payers > Payers > Profile, 837 Payer ID field. |
| 3016 | Missing claim filing indicator for an other payer | Review in Configuration - Services/Payers > Payers > Profile, 837 Claim Filing Indicator drop-down list. |
| 3017 | Missing subscriber for an other payer | Review in Clients > Payers. If Client is Policy Holder checkbox is not selected, the Policy Holder section must be completed. |
| 3018 | Missing client payer subscriber | Review in Clients > Payers. If Client is Policy Holder checkbox is not selected, the Policy Holder section must be completed. |
| 3019 | Missing subscriber policy number for an other payer | Review in Clients > Payers. |
| 4000 | Missing a non-alias name for client | Review in Clients > Profile. Either the Client’s First or Last Name is missing. |
| 4001 | Missing organization for charge | Review in Configuration - Setup > Organizations. |
| 4002 | Missing client payer policy number | Review in Clients > Payers. |
| 4003 | Missing organization place of service | Review in Configuration - Setup > Organizations. |
| 4004 | Missing organization address | Review in Configuration - Setup > Organizations. |
| 4005 | Missing CMS1500 configuration for payer | Review in Configuration - Services/Payers > Payers > Billing Methods CMS1500. |
| 6000 | Could not locate GL mapping for transaction code | Review in Configuration - Setup > GL Mapping > Account Code tab. A default mapping is either not configured or active OR a mapping for the Payer is not configured or active. |
| 6001 | Could not locate GL mapping for segment one | Review in Configuration - Setup > GL Mapping > Segment 1 tab. A default mapping for Segment 1 is not configured or active OR the Service does not match on the configured Components for an active Segment 1 mapping. |
| 6002 | Could not locate GL mapping for segment two | Review in Configuration - Setup > GL Mapping > Segment 2 tab. A default mapping for Segment 2 is not configured or active OR the Service does not match on the configured Components for an active Segment 2 mapping. |
| 6003 | Could not locate GL mapping for segment three | Review in Configuration - Setup > GL Mapping > Segment 3 tab. The Segment is enabled and a default mapping for Segment 3 is not configured or active OR the Service does not match on the configured Components for an active Segment 3 mapping. |
| 6004 | Found more than one GL mapping for transaction code | Review in Configuration - Setup > GL Mapping > Account Code tab. |
| 6005 | Found more than one GL mapping for segment one | Review in Configuration - Setup > GL Mapping > Segment 1 tab, especially Components list. |
| 6006 | Found more than one GL mapping for segment two | Review in Configuration - Setup > GL Mapping > Segment 2 tab, especially Components list. |
| 6007 | Found more than one GL mapping for segment three | Review in Configuration - Setup > GL Mapping > Segment 3 tab, especially Components list. |
| 6008 | Unable to map this transaction to its GL accounts | Review in Configuration - Setup > GL Mapping. |
| 6011 | Could not locate GL mapping for segment four | Review in Configuration - Setup > GL Mapping > Segment 4 tab. The Segment is enabled and there is no default or active mapping OR the Service does not match on the configured Components for an active Segment 4 mapping. |
| 6012 | Found more than one GL mapping for segment four | Review in Configuration - Setup > GL Mapping > Segment 4 tab, especially Components list. |
| 6014 | Could not locate GL mapping for client payment default account | Review in Configuration - Setup > GL Mapping > Segment 1 & Segment 2 tabs. If Client Payments are accepted, the Unapplied Defaults must be configured for Segment 1 and Segment 2. |
| 6015 | Found more than one default GL mapping | Review in Configuration - Setup > GL Mapping. The Account Code has a Default mapping and Segments 1 & 2 have the Unapplied Default mappings. |
| 6016 | No active self pay payer found to post the client payment | This error is the result of a Client Payment being posted in Clients > Account when there is no active Self Pay Payer. Adding a Self Pay Payer or correcting the active dates resolves this error for the GL Posting. In order for the Client Payments to properly be associated with a Charge, the Charge must be reprocessed in the Claims Management menu. A payment may need to be applied to trigger the waterfall to Self Pay. |
| 7000 | The 837 Configuration is missing a default bill type |
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| 7001 | Missing address for payer | Review in Configuration - Services/Payers > Payers > Communications. |
| 8000 | Missing a non-alias name for client | Review in Clients > Profile. |
| 8001 | Missing organization for charge | Review in Configuration - Setup > Organizations. |
| 8002 | Missing client payer policy number | Review in Clients > Payers. |
| 8003 | Missing organization address | Review in Configuration - Setup > Organizations. |
| 8004 | Missing UB04 configuration for payer | Review in Configuration - Services/Payers > Payers > Billing Methods. |
| 8006 | Missing client gender | Review in Clients > Profile. |
| 8007 | Missing a billing address for client | Review in Clients > Contact Info. |
| 8008 | Missing revenue code | Review in Configuration - Services/Payers > Payers or Service Definitions > Rates. The Revenue Code is located beneath the Billing Code drop-down. |