Configure the Volume Import for Healthcare Productivity

The Volume Import integration imports transactional volume data from a comma-separated values (CSV) file that you generate from external volume or billing systems. Use this data to track the volume of work that is done in a facility.

  • Healthcare Productivity uses the volume amounts to measure labor productivity of departments.
  • Healthcare volume has many (tens of thousands of) procedure codes that distribute volume across nodes of an organization. Procedure codes are associated with billing facility and billing department which in turn are associated with a business structure node. The codes come into the system as a configuration with the volume transaction, so the value changes daily.

The volume import supports the following files:

  • Volume or Billing file
  • Manual file
  • Configure all of the worksheets in the installation kit, in particular the Billing Department Mapping, Charge Master, Volume Department Copy, and Volume Copy Override tabs; see Configure the Installation Kit for Healthcare Productivity.
  • Make sure that each work unit is assigned a pay rule so that the system can generate productivity analytics by pay period.
  1. Export a volume*.csv file from the volume or billing system so that it contains the volume data exactly as follows:
    Caution:
    • Values in the table cells are enclosed within double quotation marks ("_") in the CSV file; this allows values to include commas (,). Excel filters out these quotation marks, so to see the quotation marks, open the file in Notepad++.
    • To avoid errors in Excel, make sure that no table cells contain values that include double quotation marks (") or asterisks (*). Example: If the last character in a data column is a double quotation mark ("), Excel merges the data with data in the next column.

    Caution: Import integrations accept only UTF-8 encoded input files.

    • FCLTY_NBR (Required): Billing Facility Code

      Identifier of the Facility as defined by the billing system.

      Data type: Character

      Maximum length: 50

    • DEPT_NBR (Required): Billing Department Code

      Identifier of the Department as defined by the billing system.

      Data type: Character

      Maximum length: 50

    • BILL_COD (Required): Procedure Code

      Identifier of the procedure code as defined by the billing system.

      The value can be a number, text, or a combination.

      Data type: Character

      Maximum length: 50

    • BILL_COD_DES (Optional): Procedure Code Description

      Data type: Character

      Maximum length: 256

    • VOL_QTY (Required): Quantity

      Data type: Number(16:6)

      Data type: Number(16:6)

      Maximum:

      • 10 digits before the decimal

        and

      • 6 digits after the decimal

        Caution: If the imported data contains more than 6 digits after the decimal, an exception occurs and an error message is shown.

        Note: If the imported data contains 3 to 6 digits after the decimal, the data is valid. If you open the file in Excel, you may not see all of the decimal values. Instead, open the file in Notepad to confirm that the actual values were imported.

    • POSTING_DAT (Required): Post Date

      Data type: Date

      Use the format MM-DD-YYYY.

      Maximum length: n/a

    • SVC_DAT (Required): Service Date

      Data type: Date

      Use the format MM-DD-YYYY.

      Maximum length: n/a

    • WEIGHT (Optional):

      The Weight setting for charge master is an adjustment factor to modify the volume to match the unit of service in each department.

      Example

      • If an item has a one-to-one relationship with the department unit of service, enter a Weight of 1. For example, a Room Charge procedure code is billed by days. As well, the department that is associated with this Room Charge uses days as a unit of service.
      • If a procedure is billed at a different unit of service than the department, enter a Weight to modify the value. For example, Room Observation is billed by the hour and is in a department that uses days as a unit of service. In this case, enter 0.01467 (1 divided by 24 hours) for the Weight for Room Observation.
      • If a procedure does not count toward volume, enter a Weight of 0.

      Data type: Number(16:6)

      Maximum:

      • 10 digits before the decimal

        and

      • 6 digits after the decimal

        Caution: If the imported data contains more than 6 digits after the decimal, an exception occurs and an error message is shown.

        Note: If the imported data contains 3 to 6 digits after the decimal, the data is valid. If you open the file in Excel, you may not see all of the decimal values. Instead, open the file in Notepad to confirm that the actual values were imported.

    • PAT_TYPE (Optional): Patient Type
      • I = Inpatient
      • O = Outpatient
      • M = Manual
      • G = Global

      Data type: Character

      Maximum length: 10

  2. Save the file to the folder on the SFTP server.

Manual Volume file

  1. Open the ManualVolume.xls file in Excel.
  2. Add a row for each required date in the fiscal calendar and enter values for all of the following:
    • FCLTY_NBR (Required): Billing Facility Code

      Identifier of the Facility as defined by the billing system.

      Data type: Character

      Maximum length: 50

    • DEPT_NBR (Required): Billing Department Code

      Identifier of the Department as defined by the billing system.

      Data type: Character

      Maximum length: 50

    • BILL_COD (Required): Procedure Code

      Identifier of the procedure code as defined by the billing system.

      The value can be a number, text, or a combination.

      Data type: Character

      Maximum length: 50

    • BILL_COD_DES (Required): Procedure Code Description

      Data type: Character

      Maximum length: 256

    • VOL_QTY (Required): Quantity

      Data type: Number(16:6)

      Data type: Number(16:6)

      Maximum:

      • 10 digits before the decimal

        and

      • 6 digits after the decimal

        Caution: If the imported data contains more than 6 digits after the decimal, an exception occurs and an error message is shown.

        Note: If the imported data contains 3 to 6 digits after the decimal, the data is valid. If you open the file in Excel, you may not see all of the decimal values. Instead, open the file in Notepad to confirm that the actual values were imported.

    • POSTING_DAT (Required): Post Date

      Data type: Date

      Use the format MM-DD-YYYY.

      Maximum length: n/a

    • SVC_DAT (Required): Service Date

      Data type: Date

      Use the format MM-DD-YYYY.

      Maximum length: n/a

  3. Save your changes.
  1. Click Tap Validate.
  2. The system records any errors in the error log and overwrites previous error logs.

    Select the Error_Log tab.

    1. Review the error messages.
    2. Click Tap an Error Message to link to the cell in the tab that has that error.
    3. Correct the error.
    4. Repeat for other errors.
  3. (Optional) To review the validations in the Manual Volume file, select the Validation_Specs tab.

    Validations check for the following:

    • Mandatory, required, and blank or empty (null) data
    • Consistency of definitions that are shared between tabs
    • Date formats
    • Number of decimal places
  4. (Not recommended) Select the downward arrow  for a column header and select validations to exclude.

    Caution: Use the default settings.

The source file is formatted as an Excel™ stylesheet that provides the input data to the integrations. However, the integrations cannot import the data directly from this file format. So, after you define the data values, you must convert the file from .xlsx format to a comma-separated values (.csv) format file. This file defines the fields and values that the integration processes.

  1. Click Tap Generate CSV.
  2. Navigate to and select the location to store the files.

    Caution: If you schedule the integration runs, you must store the CSV files on the SFTP Server.

  3. Click Tap Save.
  4. Close the ManualVolume.xls file.
  5. Navigate to the folder to confirm that the manual_volume*.csv file was generated; it has a date-and-time stamp. Example: manual_volume_YYYYMMDD_123456.csv
  6. Open the CSV file in a text editor.

    Values in the table cells are enclosed within double quotation marks ("_") in the CSV file; this allows values to include commas (,). Excel filters out these quotation marks; to see the quotation marks, open the file in Notepad++.

    The columns are as follows:

    • FCLTY_NBR = Billing Facility Code: The identifier of the Facility as defined by the billing system.
    • DEPT_NBR = Billing Department Code: The identifier of the Department as defined by the billing system.
    • BILL_COD = Procedure Code: The identifier of the procedure code as defined by the billing system; the value can be a number, text, or a combination.
    • BILL_COD_DES = Procedure Code Description: A description of the procedure code.
    • VOL_QTY = Quantity: Maximum = 10 digits before the decimal and 6 digits after the decimal.
    • POSTING_DAT = Post Date: Format = MM-DD-YYYY.
    • SVC_DAT = Service Date: Format = MM-DD-YYYY.