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Importing Benefit Enrollment and Maintenance Files (834 files) 

The Import Ins Plan 834 feature is only available when Public Health is turned on. It is a very specific function that imports data in 834 format. 834 files are Benefit Enrollment and Maintenance files that contain patient and insurance plan information. Importing a file can update patient information if a matching record already exists and create patient records if they don't.

  • Only X12 files in 834 format can be imported.
  • One file is imported at a time.
  • Import oldest files first to preserve the order of insurance plan changes.
  1. In the Manage module, click Import Ins Plans.
  2. Under Import Path, click [...] to select the folder where the 834 file exists. All files that exist in the folder will list. The oldest file will be highlighted yellow and processed first.

Note: If you don't see the file you want, click Refresh.



  1. Click OK to open the oldest file (highlighted yellow). A list of all patients in the file will open. If Open Dental is able to automatically match a patient to an existing patient record (based on last name, first name, birthdate) the PatNum field will include the patient's Open Dental number.

To manually attach a patient to an existing record, double click the patient row, then select the patient on the Select Patient window.

  1. Check or uncheck the "Automatically create new patients when importing plans for unknown patients....' box.
    - Checked: When you click OK, any patients who don't already match an existing patient in Open Dental will have a new record created.
    - Unchecked: Only patients with a matching patient record (PatNum) will be updated. Unmatched patients will be ignored.
    NOTE: You cannot choose specific records to import.
  2. Click OK to begin importing patients and insurance information. A confirmation window will open.



  1. Click OK again to begin. Depending on the size of the file, it may take some time. A progress indicator will update status of the import. Minimizing the screen may reduce import time.
  2. When the import is complete, a window will open listing the changes that were made.



  1. To print the list, click Print. Click OK to close.
  2. In the Main Menu, click Lists, Insurance Plans and verify the plans imported correctly.

Notes

  • As files are processed, they will be moved to an Archive folder within the original folder. If a file is partially processed for some reason, the processed portion will move to the archive folder, while the unprocessed portion will remain in the original file.
  • Several processes that occur during import of the 834 are tracked in the Audit Trail. See Permissions.

 

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