Financial Services-Import

A custom Excel spreadsheet has been designed for direct import to help facilitate data entry for the following Financial Services Sub-Menus:  Financial Assistance, Medicaid, Means-Tested Programs, IRS Medicare, and IRS Bad Debt.  This enables users to populate fields in these screens automatically and can eliminate the need to "re-key" data already entered once elsewhere in other external documents.
  • For instruction on using the Financial Services Import function, click here to view our Importing Financial Service Records in 3 Easy Steps training video.

    Template Spreadsheet Files:
    Sample starter Excel files for import can be found by clicking the links listed below.  One is blank, allowing for immediate data entry.  The other features cells showing line numbers where data entered in each of them will appear within the Financial Services Sub-Menu screens.  Simply click the link(s) and save the files as needed for your own use.  Using these files will help ensure successful imports going forward.

    Sample FS Upload Spreadsheet
    Sample FS Upload Spreadsheet With Line Number Road Map

    To Import financial information from custom Excel spreadsheet into Financial Assistance, Medicaid, Means-Tested Programs, IRS Medicare, and/or IRS Bad Debt Sub-Menus:
  • Hover over the More function control button and select Import
  • Click Choose File
  • Select applicable Excel file for import as needed
  • If desired, click to check Preview Data box to view data details of file being imported (Optional).
  • Choose whether to Import All Records or Import Only records for individual sub-menu(s) as needed, and click accordingly.  NOTE: Preview Data checkbox must first be checked in order for record(s) to be imported individually.
  • Message appears declaring final status of import:  Success or Failure.  Any failure notification will also include explanation for failure (e.g. missing data, locked/closed year status). Click OK to acknowledge and proceed.

    Tips & Tidbits
  • Use the Excel worksheet provided at the bottom of this screen or a worksheet equivalent.  To be equivalent the following cells must exist exactly as follows:
      A2 = FAP / A3 = Medicaid / A4 = Other Means Tested / A5 = Medicare /  A6 = Bad Debt
  • The blacked out cells  (E5, F5, H5, H6, I2, J5, J6, K2, K5, K6, and L6) must NOT contain any information.
  • For a record to successfully import, you MUST:
    a. Have a date entered in Column B
      - Import function NOT available in closed active years, but CAN be used in re-opened active years when record dates fall within the re-opened year date range.
      - Records dated in locked fiscal years CAN be imported, but ONLY when applicable locked year is selected as active year.
      - Records dated in open fiscal years can be imported from any open or locked active year, but NOT from a different re-opened year.
      - Best Practice:  When in doubt, import records only when dates fall within selected active year.  If they don't match, change the active year to match the record being imported.
    b. Have a cost (Gross Patient Charges with an RPCC OR Estimated Cost - NOT both)
  • Duplicate records CAN be imported, but an alert message displays when an attempt is made to do so.  The user then has the option to proceed with import or to cancel it.