Inbound Encounter Data File

Inbound Encounter Data File (IEHP Encounter Procedures)

Inbound Encounter Data File must be submitted using SFTP. The files must be placed in the Encounter Folder within your Provider folder on the SFTP server. Inbound Encounter Data File Examples are given below.

The naming convention for encounter data submissions consist of the following:

A. All file names start with the Provider’s three (3) digit Submitter ID number.
B. The 3rd through 6th characters represent the two (2)-digit month and the last two (2) digits of the year (MMYY) (e.g. 0318 represent March 2018). The month should indicate the month the encounters were processed.
C. The 7th character identifies the type of encounter as “h” for hospital (institutional) or “m” for medical (professional).
D. The 8th, 9th and 10th characters represent the three (3)-digit iteration of the encounter data file.
E. The extension must be .enc to identify encounter data files submitted by the Provider.
F. The file name is case sensitive. Use only lower case letters in the naming convention.

837I File Posted to SFTP by Providers

Examples of the file naming conventions for multiple files submitted on the same day for Institutional encounters are 01s0318h101.enc, 1s0318h102.enc and 1s0318h103.enc.

A. 01s identifies the Submitter ID
B. 03 is for the month of March
C. 18 represents the last (2) digits of the year (2016)
D. h identifies a hospital (Institutional) encounter
E. 101 is the first file on same day, 102 second file, and 103 third file on same day.
F. .enc defines an encounter data file

837P File Posted to SFTP by Providers

Examples of the file naming conventions for multiple files submitted on the same day for Institutional encounters are 01s0318m001.enc, 01s0318m002.enc and 1s0318m003.enc.

A. 01s identifies the Submitter ID
B. 03 is for the month of March
C. 18 represents the last (2) digits of the year (2016)
D. m identifies a medical (professional) encounter
E. 001 is the first file on same day, 002 second file, and 003 third file on same day.
F. .enc defines an encounter data file.

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