The Charge Uploader feature provides your team with a seamless and efficient way to upload charge data directly into RXNT to quickly create unbilled encounters in bulk, eliminating the need to enter charge data manually. This tool is designed to support multiple file formats and does not require a specific template, allowing for seamless integration of large data sets without significant manual work. 

Getting started

Begin by navigating to the Utilities icon.

Click Uploads, then Charge Uploader.

To get started, upload a sample charge file by clicking Browse Files and selecting one, or by dropping a file in the upload container. Supported file formats include CSV, XLSX, and XLS. Providing a file with real charge data is helpful as compared to sample data. 

After successfully uploading your charge file a member of the RXNT team will be in touch to review the file and discuss implementation and next steps. We’ll use this time to ensure we understand the structure and logic of the file. 

RXNT will complete the setup for your practice and confirm a release date when you can begin uploading live charge data via the tool. 

Upload charges

You can upload your charges by clicking Browse Files and selecting one, or by dropping a file in the upload container. Supported file formats include CSV, XLSX, and XLS. After the file is uploaded, a data validation check is performed.

Uploads queue

The file is then added to the Uploads queue, and the Import Status column will display the upload progress. Once the upload is completed, the status will update to Completed.  

If any information is missing or we’re unable to create an encounter, the Error Status column will show Errors Found, and the Failed Encounters column will indicate the number of encounters that failed. 

Utilize the Refresh icon to reload the table and fetch the most up-to-date upload status.

The Uploads queue will display the File Name, Upload Date, Import Status, Failed Encounters, and Error Status.

To sort by a column, click on its heading. The first click will sort the column in ascending order, and the second click will sort the column in descending order.

Click the Reset Grid icon to restore the original view.

You can click on the file name to view errors or the imported encounters that were created.

Failed encounters

Quickly view the total number of encounters identified on the file in the top right, as well as totals for successfully created and failed encounters.

Encounters that could not be created will be listed under the Failed tab, sorted by the Patient's Name and Date of Service, along with the reason why the encounter could not be created. 

To correct and continue to import failed encounters, select Export Error File. All errored encounters will download in a spreadsheet where you can make the necessary corrections.

Once the corrections are completed, upload the file by clicking Import Corrected File.

You will be redirected to the Uploads screen, where the process will begin again. Once the import status has been updated to Completed, click on the File Name.

Imported encounters

To view the successfully created encounters, click the Imported tab.

The Imported tab displays the following columns: Patient Name, New Patient, Service Date, Encounter ID, and Encounter Created Date.

The New Patient column indicates any patients added to the system from the uploaded file.  During the file upload, we’ll match patients based on an exact match of First Name, Last Name, and Date of Birth. If a match isn’t found in the system, we’ll Quick Add the patient to keep the workflow moving, creating a new patient profile with just the First Name, Last Name and Date of Birth.

To complete the patient profile, click the Dashboard icon. This will navigate you to the patient dashboard screen, where you can access the Patient Profile. 

To view or edit the imported encounters, click the Encounter ID number. 

The Encounter screen will appear. After reviewing or editing the encounter, click Send Claim to submit the claim to the payer or Save Claim to submit it at a later time. All encounters created via the Charge Uploader will be available to view on the Unbilled Encounters tab as well. 

All uploaded files will remain in the Uploads queue. 

Additional information

• Case information on the file will be ignored, meaning we will not create new patient cases or associate provided case information to uploaded charges (no case creation or linking).
• Any demographic changes for patients included in the file will not be processed or updated. Please ensure that all patient information is accurate and up to date in RXNT before claim submission.