HCSIS Authorization Import - Pennsylvania
What are the HCSIS Authorization Import Steps
Administrators
HCSIS Authorization files are Pennsylvania-specific.
HCSIS Authorization Import
PART 1
1. Log in to HCSIS.
2. Navigate to Tools > Reports > Reports Request > Provider Service Details Report.
3. Select Program Office [ODP], the appropriate Fiscal Year, and Report Format [Microsoft Excel].
3. Select Request Report button.
4. On the last screen, select Request Report after selecting drop downs shown.
2. Navigate to Tools > Reports > Reports Request > Provider Service Details Report.
3. Select Program Office [ODP], the appropriate Fiscal Year, and Report Format [Microsoft Excel].
3. Select Request Report button.
4. On the last screen, select Request Report after selecting drop downs shown.
NOTE: The report will run overnight and be available the following day in the Reports Inbox.
*You will need access to run Financial Reports in HCSIS to get to this report.
PART 2
1. Open the file you received from HCSIS in Excel.
2. Remove the entire top row of the file. This should be empty.
3. Save the file as an Excel Workbook (.xlsx).
1. Open the file you received from HCSIS in Excel.
2. Remove the entire top row of the file. This should be empty.
3. Save the file as an Excel Workbook (.xlsx).
PART 3
1. Log in to SETWorks.
2. Navigate to Provider Files (folder icon in top-right).
3. Navigate to the Data Importer tab.
4. Select the "Upload" button under "Data Importer" to find your saved Excel Workbook import file. Select the File.
1. Log in to SETWorks.
2. Navigate to Provider Files (folder icon in top-right).
3. Navigate to the Data Importer tab.
4. Select the "Upload" button under "Data Importer" to find your saved Excel Workbook import file. Select the File.
5. Your file will be imported automatically.
You will receive a SETWorks message letting you know the status of your upload and any issues.
Services
The HCSIS import process does not automatically correct service rates. If an authorization is imported but the service hasn't already been created in SETWorks, then the import will automatically create the service, but it will be Inactive. The provider must then update the Service from the Service/Phase Utility. Specifically, make the newly created Service Active and enter the rate for that Service.
Configuration Notes
Consumer - If Multiple Matches Are Found
The HCSIS import tool uses the Consumer Name and Recipient ID Number fields on the Provider Service Details Report downloaded from HCSIS to identify consumers. If multiple consumers with the same name are found, the import tool checks for the Recipient ID number, first in the VR field in the consumer profile and next on the Medicaid field.
Department - Service Location Code
Each Department must have a Service Location Code assigned. This must match the Service Location code on the HCSIS import file.
This is typically a four digit number, most often in the form 0012 or 0001, for example. Ensure that the department has a "Service Location Code (Facility Type Code)" configured in the department utility.
Department must be assigned to a Contract.
Each Department can only be assigned to one contract. Assign a Department to a Contract in the Contract utility (screenshot)
If there are multiple contracts tied to each funder, then each Contract must have a Code that matches the Funding Stream column on the HCSIS import file.
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