BillingRobot operates in only two steps:

1. Select your Prior Authorization Numbers file and your Participant Search file.

2. Tap the Automate button to submit the job to the Automator.
   

The Merge Screen

The Division of Development Disabilities (DDD) will email your Prior Authorization file called an SCPA Report (Significant Correction of a Prior Assessment).

Tap the Browse button for Prior Authorization File.

Choose your Prior Authorization File that the DDD emailed for the month in which you are billing; they email both a PDF file and an Excel file.  Use the Excel file; do NOT use the PDF file.

Click on the field to the right, and select the sheet which should be PriorAuth

Create the Participant Search file from the DDD Irecord system by downloading only these fields:

• Birthdate
• Frist Name
• Last Name
• Medicaid ID number
• Primary Diagnosis code

The file is saved as a CSV file. 

Tap the Browse button to find the Participant Search File.

Choose the Participant Search CSV file that you just downloaded from Irecord.

Click on the field to the right, and select the sheet which should read Sheet1.

Click the Next button.

Choose the date range for processing, and click the green Merge button.

Once you click Merge, the next screen shows your merged data.  

Look closely at the Medicaid ID number. Sometimes, the downloaded Irecord file has mostly zeroes at the end of the Medicaid ID; if you see many zeroes at the end of the Irecord, re-download the participant search file.  When you have a clean Irecord file, you can export the file to an Excel file, so that you have a copy of what you are processing.  

Scroll to the bottom and press the Automate button to start the job processing.

Once the job begins processing, you can track the progress in the Jobs tab.