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Importing Fees

Fees can be imported into a fee schedule using Fee Tools (e.g. if insurance sends a new fee schedule). For the fee to import, the corresponding code must already exist in the Procedure Code List. Importing codes and fees will not automatically add a code.

Note: Usually it is easiest to manually enter or edit fees in a fee schedule instead of importing it (create the fee schedule, nine-key in the fees). Often the fee schedules provided to offices have no standard format. Thus, taking a PDF, printed fee schedule, or custom formatted fee list and editing it for import can be difficult. Large offices may have IT staff handle fee schedules import, but in general, importing fees is a technical process and advanced feature.

File Format Requirements:  Fees must be saved as a tab delimited file (.txt file is preferred).  The first column of the imported file must contain the procedure code; the second column must contain the fee with no monetary symbols or extra characters/spaces. The columns must be separated by tab. To see an example of the correct file format, Exporting Fees. Abbreviations and descriptions are not needed and if they exist in the file will be ignored during import. Fee sort order does not matter. Close the file before importing the fees.

Hint: To only make changes to a few fees, create a tab delimited .txt file that only contains those codes and fees, then import it. Only those codes will be updated.

Step 1:  Make a Backup Copy of the Original Fee Schedule.  This is a preventive measure.

Step 2:  Import the fees into the original fee schedule:

  1. In the main menu, click Lists, Procedure Codes
  2. In the bottom right corner, click Fee Tools.

  1. Under Choose Settings, select where the new fees will be imported into. You can import into only a fee schedule (global fees), or further narrow to clinic and/or provider specific fees.
  2. To erase any existing fees in the Choose Settings fee schedule, click Clear.
  3. Click Import. You will receive a warning message. 

  1. Click OK to continue and import the fees.

To apply updated fees to treatment planned procedures, see Update Fees.


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