Electronic Billing Common Error Messages

The following are error messages that can occur when running the electronic billing Setup routine.

Important:

Generally there is a Patient Account Number listed with the error message to indicate the account with the error.
After making the necessary corrections to fix the error message, you will need to reset the carrier flags and re-run the Setup routine.

Common Electronic Setup Error Messages
Error Number	What it means, How to fix
No Claims To Process - EMC Table ID: xxxxxx	There are no claims to process. This message is acceptable.
Reading GMGUAR Contact Record	The electronic billing Patient Account Number listed on the EMC Table that contains the contact information has been deleted. To Fix: Use the New Patient Wizard to re-create the account with the contact name, contact address and contact phone number information. Note: The contact patient account contains the name of the person who is responsible for the electronic billing as well as the office address and their phone number. Generally, the Remarks for this patient account contain the text e-billing as a reference and all Allowed fields are set to No.
Contact Record Missing Phone Number:	The Contact electronic billing Patient Account Number listed on the EMC Table is missing the phone number. To Fix: Use Patient Entry - Name & Address Area to add the office phone number to the patient account set up to hold the contact information.
Insurance Not On File:	The insurance listed next to the message is missing. To Fix: Use the Patient Entry - Insurance Window to check the patient's insurances and move the appropriate patient insurance from 4,5 or 6 to insurance 2 or 3. Note: This message typically occurs if you have moved a patient's insurance to insurance 4, 5 or 6. For more information, refer to the notes in Patient Entry - Insurance Window.
Payor Number Does Not Exist For Insurance:	The Payor Number for the insurance listed next to the message is missing. To Fix: Use Insurance Maintenance to maintain the appropriate Payor Number or ID as the Contact/Payer ID field. Note: To get an updated list of Payer Codes go to www.emdeom.com and select payer lists. Generally, the Payer Lists are updated every couple of months.
Relationship Code Not On File: xx	The listed Relationship Code assigned to the patient is missing or invalid. To Fix: Edit the patient's policy holder information, using the Insurance Policy Holder Area of Patient Entry. Note: Medicare requires that the policy holder information be blank, if the patient's relationship code is 1 or S for self. To edit the policy holder information to blank, backspace and press [TAB].
Note: Certain errors are related to the length of specified fields, which are determined by the EMC Table. For more information, see Classic EMC Table Maintenance.
EMC Type Number Length:	The EMC Claim Recvr Type for the insurance assigned to the patient is an incorrect length. To Fix: Typically this means that the EMC Claim Recvr Type for the insurance is blank. Use the Patient Entry - Insurance Window to determine the patient's insurance 1, 2 and 3. Next, open Insurance Maintenance to verify and to edit the incorrect insurance EMC Claim Recvr Type. Note: For valid EMC Claim Recvr Types, refer to HIPAA Compliant File Maintenance.
Insurance Address Length:	One of the patient's insurances has an insurance address that is an incorrect length. To Fix: Use the Patient Entry - Insurance Window to determine the patient's insurance 1, 2 and 3 and to see if the insurance address fields are entered correctly. To edit the incorrect insurance address information, use Insurance Maintenance.
Certificate Number Length:	The Policy Holder Insurance Certificate Number for one of the insurances assigned to the patient is the incorrect length. To Fix: Look at the scanned copy of the patient's insurance card to see what the insurance certificate number should be. To correct, edit the patient's policy holder insurance certificate number during Insurance Policy Holder Area of Patient Entry.
Subscriber Address Missing Other Subscriber Address Missing	The Policy Holder's address information is missing. To Fix: Use the Patient Entry - Insurance Window to check the patient's policy holder's address fields and edit the address information, if necessary. Note: Other generally refers to the non-primary (2nd or 3rd) insurance assigned to the patient.
Subscriber City Code Length Must >= 2 Other Subscriber City Code Length Must >= 2	The policy holder's city is not the required length. To Fix: To check the patient's policy holder's city and to edit the patient's policy holder information, use the Insurance Policy Holder Area of Patient Entry.
Subscriber State Code Length Must = 2 Other Subscriber City Code Length Must >= 2	The policy holder's state is shorter than the required length. To Fix: To check the patient's policy holder state and edit to be the correct length, if necessary, use the Insurance Policy Holder Area of Patient Entry.
Last Name Length:	The patient's last name is shorter than the required length. To Fix: Use the Patient Entry - Demographics Window to verify the patient's last name and edit, if necessary.
First Name Length:	The patient's first name is shorter than the required length. To Fix: Use the Patient Entry - Demographics Window to verify the patient's first name and edit, if necessary.
City Length:	The patient's city is shorter than the required length. To Fix: Use the Patient Entry - Demographics Window to verify the patient's city portion of their address and edit, if necessary.
State Length:	The patient's state is shorter than the required length. To Fix: Use the Patient Entry - Demographics Window to verify the patient's state portion of their address and edit, if necessary.
Diagnosis Record Carrier Code Missing:	The Diagnosis Code listed is missing the form type print code for the insurance. To Fix: Use Diagnosis Maintenance to create the proper form type print code.
Procedure Record Carrier Code Missing:	The Procedure Code listed is missing the form type print code for the insurance. To Fix: Use Procedure Maintenance to create the proper form type print code or use Procedure Set Maintenance to create the appropriate Insurance Set record with the necessary print code for the procedure.
Procedure Modifier Must be a Length of 2:	The Procedure Modifier is a length of 1, when it should be 2 digits. Note: The first five characters of the procedure contain the Procedure Code. A modifier can be added to the procedure that consists of up to 4 sets of 2 digits each, added at the end of the 5 character procedure code. To find the procedure modifier with the error look at: The Procedure Modifier assigned to the ticket, which you can view during Patient Inquiries - Diagnosis/Treatment History The print code assigned to the insurance set maintained during Procedure Set Maintenance The procedure form type print code maintained during Procedure Maintenance To Fix: Identify which routine the procedure modifier came from and then edit the modifier.

Common HIPAA Medicare Electronic Error Messages
Error Number	What it means, How to fix
0164	Subscriber State Code - required element missing or invalid The patient or subscriber's state code is either missing or invalid. To Fix: Use Patient Entry - Demographics Window to repair the information.
0165	Subscriber Postal Zone—Required element missing The patient or subscriber zip code is either invalid or missing. To Fix: Use Patient Entry - Demographics Window to repair the information.
0502	REF PRV LT—Required element missing The referring physician's last name is missing. To Fix: To find the referring provider in question, you will need to know the ticket number and patient account number. Open the Patient Inquiries - Transaction Details Window; enter in the patient account number,and then click the ticket number to view the Referring Physician. Next, open Referral Maintenance and maintain the referring physician's last name as part of the Referral Source field.
0503	REF PRV FST—Required entity/person missing The referring physician's first name is missing. To Fix: To find the referring provider in question, you will need to know the ticket number and patient account number. Open the Patient Inquiries - Transaction Details Window; enter in the patient account number,and then click the ticket number to view the Referring Physician. Next, open Referral Maintenance and maintain the referring physician's first name as part of the Referral Source field.
0519	REND PV LT—Required element missing The rendering provider's last name is missing or invalid. To Fix: Use Provider Maintenance to maintain the rendering provider's last name as part of the provider name field.
0520	RENDERING PR—Required entity/person missing The rendering provider first name is missing or invalid. To Fix: Use Provider Maintenance to maintain the rendering provider first name as part of the provider name field.
0521	RENDERING Provider ID Qualifier—missing /invalid value The rendering provider's Social Security number is blank or invalid. To Fix: Use Provider Maintenance to maintain the rendering provider's Social Security number.
0522	RENDERING Provider ID –Required element Missing The rendering provider's Social Security number is blank or invalid. To Fix: Use Provider Maintenance to maintain the rendering provider's Social Security number.
0574	Insurance Type Code—Invalid or Blank The EMC Claim Recvr Type for an insurance assigned to the patient is either blank or invalid. To Fix: Use the Patient Entry - Insurance Window to determine the patient's insurance 1, 2 and 3. Next, open Insurance Maintenance to verify and to edit the incorrect insurance EMC Claim Recvr Type. Note: For valid EMC Claim Recvr Types, refer to HIPAA Compliant File Maintenance.
0575	Invalid value—Claim filing indicator The EMC Claim Recvr Type for an insurance assigned to the patient is either blank or invalid. To Fix: Use the Patient Entry - Insurance Window to determine the patient's insurance 1, 2 and 3. Next, open Insurance Maintenance to verify and to edit the incorrect insurance EMC Claim Recvr Type. Note: For valid EMC Claim Recvr Types, refer to HIPAA Compliant File Maintenance.
1456	Invalid Taxonomy Code The Taxonomy Code or Specialty Code is invalid. To Fix: Use Provider Set Maintenance to verify the Specialty Code. Check to make sure that the zeros in the code are not “O”s (letter) and edit, if necessary. Note: For more information, go to www.medicarenhic.com and click Specialty Codes.
1465	Invalid Place of Service for Home Visits—Missing or Invalid For Place of Service for Home Visits only the word HOME should be maintained as the Description and the Address. All other location fields should be blank. To Fix: Use Location Maintenance and maintain the word HOME as in the Description and the Address and verify that all other fields are blank.
M010	Billing Provider Reference Identification Qualifier—Missing/Invalid The Medicare form type print code is blank for one of the groups or the ‘TOTAL’ group record. To Fix: Use Group Maintenance to edit the form type print code for the appropriate group record.
M063	Insurance Type code—Missing/Invalid The EMC Claim Recvr Type for the insurance assigned to the patient is either blank or invalid. To Fix: Use the Patient Entry - Insurance Window to determine the patient's insurance 1, 2 and 3. Next, open Insurance Maintenance to verify and to edit the incorrect insurance EMC Claim Recvr Type. Note: For valid EMC Claim Recvr Types, refer to the HIPAA Compliant File Maintenance.
Invalid character in SBR record	For one of the insurances assigned to the patient, the policy holder group number or the policy holder member number has an invalid character. Examples: #,@,$ * To Fix: Use the Patient Entry - Insurance Entry Area to edit the policy holder group number or the policy holder member number.