Encounter by Status FAQs

Encounter by Status FAQs

Claims are stuck in the Ready for Submission Status

The most common reason is that the Reference Batch is not closed.

  • Check the Reference Batch to see if it is closed.

    • If it is still open, it must be closed before the Claim will be batched.  

  • On the Encounter Dashboard, the Padlock icon in the Charge panel should display as locked.

  • Are all Tags resolved that may be holding the Claim?

    • Resolve Tags

  • The Claim is Ready for Submission/Resubmission on the Encounter by Status Panel, but did not batch.

    • The Reference Batch is probably not closed.

  • The claim is in the Open Reference Batch items on the Claims Submission Queue panel.

    • Close the Reference Batch



Encounter has a Zero balance and the Claim Status is not IP06 (Ready for Submission Zero Balance).

  • By Default, the System will not batch Zero-Balance Encounters.
  • To submit the Claim, override the Default by changing the Claim Status to Ready for Submission/Resubmission.
  • The Claim Status will show on the Encounter as Ready for Submission Zero Balance.

Check the Insurance Library for:

  1. Form Type: Is it marked for Electronic Submission?
  2. Payer ID: Is the Payer ID missing?

Claims Statuses that are eligible to be uploaded or submitted to the Clearinghouse

  • IP03: READY FOR SUBMISSION

  • IP04: READY FOR RESUBMISSION

  • IP06: READY FOR SUBMISSION ZERO BALANCE

    • This status indicates that the User has set an Encounter to resubmit that currently has a zero balance.  

HCFA (Paper Claim) Box 33 is Blank

  • From Libraries on the Left Side Menu, select Billing/Pay To Location. The Block Address must be populated. Select Copy to populate the Block Address.
  • Check that the Facility has the Block Address selected. 
  • Check that no ID or Cross Codes are setup on the Insurance or Provider to intentionally leave this area blank. 

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