Un-Posted Batches

You can land on this page via two routes- by clicking on the ‘generate batch’ button on Un-billed services page or when you directly click on this menu from the left menu panel.

List of batches

All the unposted batches which were generated from unbilled services menu but which have not been posted yet will appear here. Click on the row here to enter into the batch details page.

Batch Details

Invoices versus Errors

After generating a batch, the system performs an automatic scrubbing process to identify any errors that may prevent claims from being accepted by the clearinghouse or payor.

Each error is categorized, and users are prompted to correct these issues by navigating to the appropriate sections within Motivity. Once the errors are corrected, you can regenerate the batch until all claims are error-free.

Unposted batches is an important section which shows you how many invoices were created based on your selection of unbilled services in the previous step versus how many invoices were not created due to errors identified in the claims data.

Note that this page might be empty and won’t show any invoices if all the invoices had errors in it.

Claims scrubbing/Error rectification

The Motivity Claims Scrubbing Engine is designed to identify and flag errors that can lead to claim rejections, ensuring your claims are clean and ready for submission. Below is a summary of the error categories the scrubbing engine checks, along with detailed instructions on how to fix these errors, where to find the relevant fields in Motivity, and the corresponding sections of the CMS 1500 form where these errors may affect your claims.

Click on the ‘errors’ button to review the list.

You can see the count of each type of error here-

Click on the type of error to expand the list and review the details. You have to go into each module where the error is reported to get it fixed and then come back and regenerate the batch.

Scrubbing Error Categories

Missing Patient Information
Missing Provider Information
Missing Contract Information
Missing Admin Information
Missing Appointment Information

Detailed Scrubbing Error Breakdown

1. Missing Patient Information

These errors relate to essential patient details that must be included for a valid claim submission.

Insured’s ID Missing
How to Fix: Navigate to Patient > Funding Source > Funding Profile > Insured’s ID.
CMS 1500 Location: Item 1a (Insured's ID Number).
Insured’s Name Missing
How to Fix: Navigate to Patient > Funding Source > Funding Profile > Insured's First Name, Last Name.
CMS 1500 Location: Item 4 (Insured’s Name).
Patient’s Address Missing
How to Fix: Navigate to Patient > Patient Details > Location and Contact Info > Address Line 1.
CMS 1500 Location: Item 5 (Patient’s Address).
Patient’s City Missing
How to Fix: Navigate to Patient > Patient Details > Location and Contact Info > City.
CMS 1500 Location: Item 5 (Patient’s City).
Patient’s State/Province Missing
How to Fix: Navigate to Patient > Patient Details > Location and Contact Info > State/Province.
CMS 1500 Location: Item 5 (Patient’s State).
Patient’s ZIP/Postal Code Missing
How to Fix: Navigate to Patient > Patient Details > Location and Contact Info > Zip/Postal Code.
CMS 1500 Location: Item 5 (Patient’s ZIP Code).
Patient’s Relationship to Insured Missing or Incorrect
How to Fix: Navigate to Patient > Funding Source > Funding Profile > Patient Relationship to Insured.
CMS 1500 Location: Item 6 (Patient Relationship to Insured).
Insured’s Address Missing
How to Fix: Navigate to Patient > Funding Source > Funding Profile > Insured’s Address > Address Line 1.
CMS 1500 Location: Item 7 (Insured’s Address).
Insured’s City, State, ZIP Code Missing
How to Fix: Navigate to Patient > Funding Source > Funding Profile > Insured’s Address.
CMS 1500 Location: Items 7a (City), 7b (State), and 7c (ZIP Code).
Insured’s Signature Missing
How to Fix: Navigate to Patient > Funding Source > Funding Profile > Release of Info Signed.
CMS 1500 Location: Item 13 (Patient’s Signature).
Prior Authorization Number Missing
How to Fix: Navigate to Patient > Funding Source > Authorization > Authorization ID.
CMS 1500 Location: Item 23 (Prior Authorization Number).
Diagnosis Code Missing
How to Fix: Navigate to Patient > Funding Source > Funding Profile > Primary Diagnosis Code.
CMS 1500 Location: Item 21 (Diagnosis Codes).
Patient’s Primary Supervisor Missing
How to Fix: Navigate to Patient > Patient Details > Assigned To > Primary Supervisor.
CMS 1500 Location: Not directly on CMS 1500 but required for claim submission.

2. Missing Provider Information

These errors pertain to missing provider details that are necessary for claim validation.

Rendering Provider NPI Missing (when RBT’s NPI is required)
How to Fix: Navigate to Provider > Enrollment Req > NPI.
CMS 1500 Location: Item 24J (Rendering Provider NPI).
Primary Supervisor NPI Missing
How to Fix: Navigate to Provider > Enrollment Req > NPI.
CMS 1500 Location: Item 24J

3. Missing Contract Information

These errors occur when vital contract details are not specified.

Active Contract Date Missing
How to Fix: Navigate to Contracts > Contract Details > Dates > Contract Initialization Date, Contract Renewal Date.
CMS 1500 Location: Not directly on CMS 1500 but required for claim submission.
Service Item Rate Missing
How to Fix: Navigate to Contracts > Rates.
CMS 1500 Location: Item 24F (Missing rate for- Service type, Provider Role, POS, Patient's Location, Date of the service, Off business hours/Weekend).
Payer Address Missing
How to Fix: Navigate to Contracts > Account Information > Contract Details > Address Line 1.
CMS 1500 Location: Claim Header
Payer City, State, ZIP Code Missing
How to Fix: Navigate to Contracts > Account Information > Contract Details > City, State, Zip Code.
CMS 1500 Location: Claim Header
Patient’s Location Missing in Contract
How to Fix: Navigate to Contracts > Account Information > Account Information Service Locations.
CMS 1500 Location: Item 32

4. Missing Admin Information

These errors relate to missing administrative information necessary for claims processing.

CPT Code Missing
How to Fix: Navigate to Admin > Service Inventory > CPT Code.
CMS 1500 Location: Item 24D (Procedures, Services, or Supplies).
Provider Degrees/Credentials Missing
How to Fix: Navigate to Admin > Organization Details > Name of Supervisor or Provider, including Degrees or Credentials.
CMS 1500 Location: Item 24J
Tax ID Number Missing
How to Fix: Navigate to Admin > Office Location > Billing Tax ID or Admin > Organization Details > Tax ID.
CMS 1500 Location: Item 25 (Federal Tax ID Number).
Billing Provider Information Missing
How to Fix: Navigate to Admin > Organization Details > Organization Details > Practice Name, Group NPI, Address.
CMS 1500 Location: Items 33a and 33b (Billing Provider Info & PH #).

5. Missing Appointment Information

These errors are related to missing appointment details that are critical for accurate claims.

Patient Transferred (Appointments are associated with the old location)
How to Fix: Navigate to Scheduler > Patient View/Provider View/Clinic View > Edit Appointment.
CMS 1500 Location: Not directly on CMS 1500 but required for claim submission.
Caregiver/Provider Signature Missing (if applicable for the payor)
How to Fix: Navigate to Scheduler > Patient View/Provider View/Clinic View > Edit Appointment.
CMS 1500 Location: Not directly on CMS 1500 but required for documentation purposes.
Session Note Missing (if applicable for the payor)
How to Fix: Navigate to Scheduler > Patient View/Provider View/Clinic View > Edit Appointment.
CMS 1500 Location: Not directly on CMS 1500 but required for documentation purposes.Types of errors and their fixes

Regeneration of batch

Clicking on ‘regenerate batch’ refreshes your batch to clear out any fixed errors. You can do this any number of times. If there is no change in errors then it will keep showing the same results even after regeneration.

The goal should be to have zero errors before posting the batch.

Delete Invoices

Once a batch is formed out of the unbilled services those hours do not appear as unbilled anymore. If you want to revert the entire transaction and see these hours back as unbilled then you can delete it from unposted batches.

Claim Submission

Posting Claims

Once a batch is free of errors, it can be posted. Motivity integrates directly with clearinghouses like Office Ally, allowing for seamless electronic submission of claims.

For practices not integrated with a clearinghouse, claims can be downloaded as CMS-1500 forms or EDI 837 files and manually uploaded to the payor or clearinghouse portal.

Managing Claim Status

After claims are submitted, they move through various statuses such as:

Successfully Submitted: The payor has received the claim.
In Review: The payor is processing the claim.
Denied: The claim was rejected, requiring further action.
Approved: The claim is ready for payment. These statuses can be monitored directly within the Motivity collections module, allowing for efficient follow-ups and issue resolution.

CMS-1500 Claim Form Mapping

Here is a detailed mapping of CMS-1500 claim form fields to Motivity data fields. Users can refer to the mapping to troubleshoot any issues with manual claims submission.

1500 claim form header

Header Mapping

Field 1

Field 1 Mapping

Field 1a

Field 1a Mapping

Field 2

Field 2 Mapping

Field 3

Field 3 Mapping

Field 4

Field 4 Mapping

Field 5

Field 5 Mapping

Field 6

Field 6 Mapping

Field 7

Field 7 Mapping

Field 10

Field Number in CMS 1500	Field Label in CMS 1500	Motivity Application- Module Name > Page > Section > Field Name
10	IS PATIENT'S CONDITION RELATED TO	Patient->Funding Source->Insurance Profile->Funding Details->Diagnosis
10a	EMPLOYMENT (CURRENT OR PREVIOUS)	NO (Hardcoded)
10b	AUTO ACCIDENT	NO (Hardcoded)
10b	PLACE (STATE)
10c	OTHER ACCIDENT	NO (Hardcoded)
10d	CLAIM CODES (DESIGNATED BY NUCC)

Field 11

Motivity automatically fills the "Other Insured's Details" section in the CMS 1500 form for secondary claims. When a secondary claim is generated, the system will automatically pull the necessary details from the linked primary payor’s information.

Field 11 Mapping

Field 11 Mapping contd.

Field 12

Field 12 Mapping

Field 13

Field 13 Mapping

Field 17

Field 17 Mapping

Field 19

Field 19 Mapping

Field 19 Mapping contd.

Field 20 - This is hardcoded

Field 21

Field 21 Mapping

Field 23

Field 23 Mapping

Field 24 A

Field 24 A Mapping

Field 24 A Mapping contd.

Field 24 B

Field 24 D

Field 24D Mapping

Field 24 E

Field Number in CMS 1500	Field Label in CMS 1500	Motivity Application- Module Name > Page > Section > Field Name
24E	DIAGNOSIS POINTER	A - if 21A available , A,B - if 21A and 21B both available. If no any 21 available then blank

Field Number in CMS 1500	Field Label in CMS 1500	Motivity Application- Module Name > Page > Section > Field Name
24I	ID.QUAL.	When Contracts->Contract Details->Contract Details>Show taxonomy code in the claim = Yes and Contracts->Contract Details->Contract Details>NPI used in claims = Service Provider then ZZ
24J	RENDERING PROVIDER ID. #	When Contracts->Contract Details->Contract Details>Show taxonomy code in the claim = Yes and Contracts->Contract Details->Contract Details>NPI used in claims = Service Provider then Taxonomy code of Role of rendering Provider

Service Provider NPI Used

NPI in Field 24J

When Organization NPI is selected

NPI Used in 24J

Field 25

Field Number in CMS 1500	Field Label in CMS 1500	Motivity Application- Module Name > Page > Section > Field Name
25	FEDERAL TAX I.D. NUMBER	Admin->Organization Details->Tax ID->Tax ID
	SSN EIN	EIN (Hardcoded)

Field 25 Mapping

Field 26

Field Number in CMS 1500	Field Label in CMS 1500	Motivity Application- Module Name > Page > Section > Field Name
26	PATIENTS ACCOUNT NO	'ID'+InvoiceID

Field 27

Field Number in CMS 1500	Field Label in CMS 1500	Motivity Application- Module Name > Page > Section > Field Name
27	ACCEPT ASSIGNMENT?	Patient->Funding Source->Funding Profile->Accept Assignment Yes/No

Field 28

Field Number in CMS 1500	Field Label in CMS 1500	Motivity Application- Module Name > Page > Section > Field Name
28	TOTAL CHARGE	Sum of 24 F Lines Charges

Field 29

Field Number in CMS 1500	Field Label in CMS 1500	Motivity Application- Module Name > Page > Section > Field Name
29	AMOUNT PAID	Payment received from Primary Funding source

Field 31

Field Number in CMS 1500	Field Label in CMS 1500	Motivity Application- Module Name > Page > Section > Field Name
31	SIGNATURE OF PHYSICIAN OR SUPPLIER INCLUDING DEGREES OR CREDENTIALS	When Contracts>Contracts Details>Contracts Details>Signature of Physician or Supplier including degree of credentials (Box 31) = Organization Level Supervisor Then Admin->Organization Details>Organization Details>Name of supervisor or provider including degrees or credentials
31	SIGNATURE OF PHYSICIAN OR SUPPLIER INCLUDING DEGREES OR CREDENTIALS	When Contracts>Contracts Details>Contracts Details>Signature of Physician or Supplier including degree of credentials (Box 31) = Patient Supervisor Then Name of Primary Supervisor of Patient