Process 835 Files

Approximately three weeks after PROMISe billing was submitted, the 835 file is issued on the state BBS Business Exchange Services website. This file is the reconciliation report for the billing period. The actual payment is typically received about the same time as this report.

The Create Accounts Receivable process needs run BEFORE the 835 files are processed.

NAVIGATION: RECEIPTS/835 menu > Download 835s

Download 835 Files

This process will pull 835 files for all billing submitted to PROMISe under your company identification number. If you use multiple billing systems/different software, you may see files that are not relevant to the Stratus Cloud ID system billing. Refer to the DATE/TIME column to find the file that was generated on the date that you processed the billing through the system.

1. TRANSMISSION MODE: select PROMISe
2. Update Password
   1. If there are any problems with the BBS Business Exchange Services password, an error message regarding BES access will display to the right of the transmission mode selection.
   2. Click the UPDATE PASSWORD link to enter the correct password.
3. Download Files
   1. If there are 835 files that need downloaded, there will be a notice to the right of the transmission mode selection.
   2. Click the CLICK HERE link to download the files.
   3. Depending on the size of the file, it may take a few moments to appear in the grid.
4. Review 835 Grid
   1. Once the 835 file(s) download, the grid at the bottom of the screen will display the paid claims in PROMISe
   2. Each 835 file will display the check number, check date, and payment amount.

Process 835 Files

The step will automatically review the 835 data to find an exact claim match in the system. The process is matching records based on recipient number, date of service, procedure code, and rate. Once an exact match is found, the claim in the system is marked as paid.

When the entire file is processed, it will transfer the payment amount into the cash receipts area so you can process the deposit.

1. Once the download is complete and displays in the grid, click the PROCESS 835's icon. This will start processing the downloaded 835 files.
2. Give the process 10 - 15 minutes to complete before moving to the next step.

NAVIGATION: RECEIPTS/835 menu > Cash Receipts > Post Cash Receipts

1. PAYMENT CODE: select the appropriate Payment Code (typically 1000).
2. DATE SELECTION: enter or select the start and end dates
3. DEPOSIT DATE: enter or select deposit date
4. Place a check mark in the NOTIFY box and click the POST button
   1. When the report is ready to review, a prompt will appear that says the report is complete. 
   2. Click YES to open the report in a new window.
   3. If you do not click notify, you will need to access the report from your dashboard and it will open in the same window.
5. After the cash receipts are posted, the system will begin the automatic payment application process to link the payment to the individual service.
6. If there are any payments are cannot be matched to a claim in the system, you can manually apply the payments through the Payment Applications process.

8/2024