Batch submission instructions for the WebBBS



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Batch submission instructions

for the Arkansas Title XIX

BBS system

Gainwell Technologies

Arkansas Title XIX Account

500 President Clinton Avenue, Suite 400

Little Rock, AR 72201

501.374.6608

Contents

Overview 3

EDI batch submission through the Arkansas Title XIX BBS 4

Modem settings 4

Preparing transaction files 4

General transmission requirements 4

Typical session -- pseudo code 5

Sample upload session 5

Prompts 8

Continue (/N/C) ? 8

ECS authorization number? 8

Enter your password: 8

[ ? For Menu} command? 8

Upload transmission number: {number} 9

Transmission {number} failed! 9

Unable to verify at this time! 9

Transmission number: {number} 10

Records received: {number} 10

Transmission will not be verified! 10

The Gainwell Technologies evaluation/testing system 11

Notes 11

Receiving responses via download 12

Overview

This document contains information for transmitting claims in batch mode and the record layouts for receiving responses to claims submitted in batch mode through the Arkansas Title XIX BBS system. Batch mode processing allows providers to submit one or more claims using the claims submission X12N Gainwell Technologies HIPAA formats. After 30 minutes, you can call in to the BBS system and download the responses to each claim. Any rejected responses should be corrected and resubmitted.

If you have comments, suggestions, or questions about this instructional guide, registration, or testing, contact the Arkansas Medicaid HIPAA testing help desk at (800) 457-4454. The help desk is available from 8:00a.m. to 4:30p.m. CST.

EDI batch submission through the Arkansas Title XIX BBS

Following are details about the interface to Arkansas Title XIX BBS system. Arkansas Title XIX BBS is controlled by the caller. Your software can be modified to suit your needs and "drive" Arkansas Title XIX BBS accordingly.

The simplest method of interfacing to Arkansas Title XIX BBS is to provide terminal emulation so that an operator can manually enter BBS system commands. To automate the process, use the following instructions.

Modem settings

Baud Rate: Depends on your modem. (The BBS system supports 2400 to 56K. Connection speeds higher than 19200 will depend on modem compatibility and line quality)

|Baud rate |

|Parity |N |

|Data Bit |8 |

|Stop Bit |1 |

Preparing transaction files

Transaction files sent to Arkansas Title XIX BBS should be standard MS-DOS text files. The record specifications are detailed below.

Use the instructions in appendix A of the National Electronic Data Interchange Transaction Set Implementation Guide to format the EDI transactions. Arkansas Title XIX BBS only accepts one complete EDI message (ISA and IEA segment pair) per file.

Each file sent to Arkansas Title XIX BBS should be terminated by an ASCII 1A (hex). This "crtl-Z" marks the end of a standard DOS text file.

General transmission requirements

Arkansas Title XIX BBS requires a minimum 70 millisecond inter-character delay when sending command strings. This delay is NOT needed during the protocol file transfer.

Because Arkansas Title XIX BBS is capable of sending important information to the sender, your program should capture the entire session between Arkansas Title XIX BBS and your system to a file (or printer) for review by an operator.

Typical session -- pseudo code

This section presents pseudo code to illustrate typical automation used to send data to Arkansas Title XIX BBS. In pseudo code, information in braces "{}" refer to notes. indicates the CARRIAGE RETURN (enter) key.

Turn on Capture {1}

DIAL Arkansas Title XIX BBS WITH REDIAL {2}

WHEN "Continue (/N/C)?" THEN SEND "C" {3}

WAIT FOR "ECS Authorization Number?"

SEND "{authorization number};{password};S {4}

WAIT FOR "Upload Transmission Number:"

TRANSMIT {data file} {5}

WAIT FOR "COMMAND?"

SEND "GY" {6}

END

SAVE CAPTURE FILE {7}

Sample upload session

The following shows a typical session with annotation. Annotation appears between the "(P--P)" lines.

"(P-----------------------------------------------------------------------------------------------P)"

When Arkansas Title XIX BBS first starts, it sends its version number, the node you have reached, the time and the date. If you are capturing the session, this acts as a date stamp for your records.

"(P-----------------------------------------------------------------------------------------------P)"

W E L C O M E T O . . .

EEEEEEEE CCCCCCCC SSSSSSSS

EEEEEEEE CCCCCCCC SSSSSSSS

EE CC SS

A R R R K K X X IIIII X X EE CC SS

A A R R K K X X I X X EEEE CC SSSSSSSS

A A R R K K X X I X X EEEE CC SSSSSSSS

AAAA R R R KKK ==== X I X EE CC SS

A A R R K K X X I X X EE CC SS

A A R R K K X X I X X EEEEEEEE CCCCCCCC SSSSSSSS

A A R R K K X X IIIII X X EEEEEEEE CCCCCCCC SSSSSSSS

ELECTRONIC DATA SYSTEMS CORPORATION Little Rock, Arkansas

(HIPAA)

THIS NETWORK OF COMPUTERS IS PROTECTED BY A SECURITY SYSTEM. CRIMINAL LAW

PROHIBITS UNAUTHORIZED USE. VIOLATORS WILL BE PROSECUTED.

"(P-----------------------------------------------------------------------------------------------P)"

The information after the initial line will vary by installation. It is a welcome message and might contain information of interest to callers.

"(P-----------------------------------------------------------------------------------------------P)"

ECS Authorization Number? 00004;00004;S

"(P-----------------------------------------------------------------------------------------------P)"

At the "ECS Authorization Number?" prompt, your program enters the {signon}; {password}; S to signon and initiates the block transfer.

"(P-----------------------------------------------------------------------------------------------P)"

Logging 0004

Upload Transmission Number: 067A1005

"(P-----------------------------------------------------------------------------------------------P)"

After receiving the Transmission number (067A1005), start your block transfer. NOTE: This must agree with the block transfer method noted on the Arkansas Title XIX BBS caller master file record for this account.

The following protocols are supported: Kermit, Xmodem, Xmodem_CRC, Ymodem and Zmodem. Zmodem protocol is highly recommended and should be used whenever possible.

"(P-----------------------------------------------------------------------------------------------P)"

Please wait, verifying Transmission . . .

. . . . .

Transmission Number: 067A1005

Records received: 539

Transmission Successful…

"(P-----------------------------------------------------------------------------------------------P)"

After a successful transmission, Arkansas Title XIX BBS verifies the transaction file. This can take several seconds for larger transmissions.

Once Arkansas Title XIX BBS has verified the transmission, it displays the transmission number and a count of records received. Arkansas Title XIX BBS then returns to the "COMMAND?" prompt.

"(P-----------------------------------------------------------------------------------------------P)"

[? for Menu} COMMAND? GY

"(P-----------------------------------------------------------------------------------------------P)"

At this point, send the "GY" string to terminate the session with Arkansas Title XIX BBS.

This concludes the Arkansas Title XIX BBS session.

"(P-----------------------------------------------------------------------------------------------P)"

Prompts

This section presents a listing of the prompts and messages issued by Arkansas Title XIX BBS.

Continue (/N/C) ?

Arkansas Title XIX BBS sends information to the caller by displaying text files. These files pause every 21 lines. Your software should trap the "Continue (/N/C) ?" prompt and issue a "C" each time it occurs. This will cause the display to continue without pausing for the remainder of the information file display.

In most instances, Arkansas Title XIX BBS installation will NOT send displays of more than 21 lines.

ECS authorization number?

(The ECS Authorization Number is issued by Gainwell Technologies.) After the welcome message is displayed, the system prompts for the caller authorization number. At this point, the easiest method of automating the procedure is to string the authorization number, password and first command into a single string. For example:

{authorization number};{password};S

{authorization number} This is the caller's 1-15 character authorization number. NOTE: It is terminated by a semi-colon when strung together with the password.

{password} This is the caller's 1-14 character password. NOTE: It is terminated by a semi-colon when strung together with the (S) end command.

S The (S) end command.

At this point, your software should wait for the "Upload Transmission Number:" line to begin block transfer.

Enter your password:

(Your password is issued by HP.) If the password is not strung with the authorization number, this prompt is displayed: The password will NOT echo if entered from this prompt.

[ ? For Menu} command?

This is the main command prompt.

Upload transmission number: {number}

Before the start of the transmission, Arkansas Title XIX BBS displays the transmission number. Immediately after displaying this line, Arkansas Title XIX BBS starts the block transmission.

The transmission number is ALWAYS eight (8) characters long. It is in the following format:

BDDDNSSS

Where

B = Batch

DDD = Julian Date

N = Arkansas Title XIX BBS node number

SSS = Transmission sequence number

The number is important to the sender. It is used to track the transmission through the Arkansas Title XIX BBS system.

Transmission {number} failed!

After an unsuccessful transmission, Arkansas Title XIX BBS displays this line and returns to COMMAND? prompt. The {number} is the transmission number generated for this transmission.

Unable to verify at this time!

Under normal conditions, Arkansas Title XIX BBS verifies the number of records sent. If it is unable to write the output file from this process, it issues this line followed by instructions to retain the transaction file until you have verified that this transmission was successfully processed.

Note: The transmission has been successfully received and stored on the hard disk at this point. This message signifies only that Arkansas Title XIX BBS was unable to complete the processing necessary to transmit the file to the mainframe. Call the help desk so that this process can be completed manually.

Transmission number: {number}

After a successful transmission, the transmission number is redisplayed. This number is in the BDDDNSSS format (B = Batch, DDD = Julian date; N = Arkansas Title XIX BBS node number; SSS = sequence number).

Records received: {number}

A record is counted for each CRLF (ODh/OAh), at end-of-file or when a ^Z (EOF 1Ah) found during the verification process.

Transmission will not be verified!

Under unusual conditions, the transmission will not be verified. If you receive this line, notify HP.

The Gainwell Technologies evaluation/ testing system

Gainwell Technologies is ready to help you with communications questions concerning Arkansas Title XIX BBS. The Gainwell Technologies EDI team maintains a complete ECS test system which is capable of receiving transactions using any of the available protocols and transmitting them to the host computer.

Notes

• If possible, output from Arkansas Title XIX BBS should be captured. Arkansas Title XIX BBS returns the transmission number and records received after each successful transmission. Arkansas Title XIX BBS can send important information in the welcome message that is displayed when Arkansas Title XIX BBS first connects.

• Attempt to connect with Arkansas Title XIX BBS, retry if busy.

• Since information can be displayed which is multiple pages long, trap the "Continue" prompt and issue a "C". The welcome message sent before the caller signs on could span multiple screens. Most accounts that set up for automated data transmission limit any display to less than a single screen.

• Your program should continue to trap the "Continue" prompt throughout the session. Most Gainwell Technologies Arkansas Title XIX BBS installations limit messages so that the CONTINUE? Prompt is never sent.

• First, the program must sign on. This is done from the "ECS Authorization Number?" prompt. The caller's ID and password can be strung together using semi-colons ";". To send data to Arkansas Title XIX BBS using your block transfer protocol, terminate the line with "S" (Send).

• After your program enters "S", wait for Arkansas Title XIX BBS to display the transmission number. After displaying the transmission number, Arkansas Title XIX BBS will start the selected block transfer to receive your transactions. Your program should send the transmissions using this block transfer protocol.

If the transmission is successfully completed, Arkansas Title XIX BBS will verify the transmission. It then displays the transmission number and a count of records received (see the sample session.) Your program should capture this information for the caller.

NOTE: The record count returned is not a count of claims submitted. It is a count of total RECORDS of all types received. A "record" is defined by the CRLF terminator pair or the end-of-file (physical or ASCII 1A (hex)).

• When Arkansas Title XIX BBS displays the "COMMAND:" prompt, send "GY" to terminate the session with Arkansas Title XIX BBS.

• Save the information captured to a text file.

Receiving responses via download

• If possible, output from Arkansas Title XIX BBS should be captured. Arkansas Title XIX BBS returns the transmission number and records received after each successful transmission. Arkansas Title XIX BBS can send important information in the welcome message that is displayed when Arkansas Title XIX BBS first connects.

• Attempt to connect with Arkansas Title XIX BBS, retry if busy.

• Since information can be displayed which is multiple pages long, trap the "Continue" prompt and issue a "C". The welcome message sent before the caller signs on, could span multiple screens. Most accounts that set up for automated data transmission limit any display to less than a single screen.

• Your program should continue to trap the "Continue" prompt throughout the session. Most Gainwell Technologies Arkansas Title XIX BBS installations limit messages so that the CONTINUE? prompt is never sent.

• First, the program must sign on. This is done from the "ECS Authorization Number?" prompt. The caller's ID and password can be strung together using semi-colons ";". To receive data from Arkansas Title XIX BBS using your block transfer protocol, terminate the line with "R" (Receive).

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