Utilizing 835 X12 response data from DHS

After you have sent a batch file to DHS they create an “835 X12 Response” file that you can use to import the “Paid Amount” and the “Paid Date” for all the data in your batch file. Unfortunately these data files are not automatically added to your account but you can contact DHS and make a request to receive them.

Contact DHS and request to receive “835 HIPAA Electronic Remmittance Advice” Fill out the Electronic Remittance Advice Request Form and fax it back to the number provided on the form.
or
Contact the “MHCP Provider Call Center” at 1-800-366-5411 or (651) 431-2700. Tell the DHS representative that you want to start receiving the “835 HIPAA Electronic Remittance Advice”.

1. Navigate to the MN-ITS website.
2. Log in with the district's username and password.
3. Click on “Mailbox” and then on “Transaction Responses”
4. Click on the circle by “835_X12”.
5. The files you are searching for will be located below the search box.

NOTE: These data files will be named with a date and will probably be dated anywhere from 1 to a few days after you sent the batch (one data file for each batch file).

Use the procedure above to login to the MN-ITS website and find your “835 X12” response folder.

1. Right click once on the specific file name you want to download.
2. Click the save as link and save the file to a specific folder of your choosing.
3. Rename the file if necessary and “Save” the file to your Desktop or a specific folder of your choosing.

IMPORTANT NOTE: For security reasons, your computer will not allow you to save this file directly to the SpEd Forms Admin File folder.

NOTE: Once you have saved the file to your computer you must also save this file to your SpEd Forms Admin File folder.

1. From the “Go to…” select “Admin Files”.
2. On the Files page, click the blue “Upload file” link at the top of the page.
3. On the “Upload files” page, click “Choose File”, find the file you want to upload, and click “Upload.”
4. In the pop-up window “Choose file to upload”, locate the file you wish to upload, highlight it, and click “Open”.
5. On the SpEd Forms “Manage files” page, click “Upload”.
6. A pop-up window will appear saying the “File has been uploaded”. Click “Ok”.

Note: The maximum upload size is 60MB. If you have one larger than this, we prefer to upload the file with a program called FileZilla. Please send a support request for help with this process.

1. Open your SpEd Forms account, navigate to the administrative reports menu and click on “MA Forms reports”.
2. From the MA Billing Menu, change or choose the district that corresponds to the data you want to import.
3. From that districts MA Billing Menu, click on “Import DHS response (X12-835)”.
4. To select a file, click the circle next to the name of the response file you want to import. Put a check in the “Override previous import” checkbox if you have already run this file and wish to run it again.
5. Once you have made a selection, click on the “Import selected 835 response file»” button.
6. After the file has been imported, click on the “Match this 835 response with claims»” button to match 835 lines with the response ID.

NOTE: When you are finished with the import navigate to the “Create/Edit Batch Files” page and search for some of the students from that batch. You will notice that the “Amount Paid” and “Date Paid” have been automatically filled in.

Denied claims: Sometimes claims get “Denied” and these are also marked in the DHS Response.