What Is Batch Control?

A batch control record identifies a collection of Medicaid claim records to be processed. Creating a batch control record is the first step in the Medicaid claims processing. Once the batch record is created, claims can be entered into the batch. Claims not entered in a batch cannot be processed.

Most claim records are received electronically. The batch control record for electronic claims is created at the time the records are received. Claims can also be received by fax or mail. These are sorted, imaged, assigned a documentation number, and then sent through an Optical Character Recognition (OCR) process. Once the claim has gone though the OCR process, a batch control record is created automatically.

Special claims may require a batch control record to be created manually so claims can be processed as usual. These special claims are still sorted, imaged, and assigned a documentation number. A batch control record is then entered manually. All claim records in a batch must contain the same batch type.

How Are Batch Control Records Created?

Batch control records are created automatically for:

• Electronic claims received via the Web or transmitted using a computer program.
• Paper claims that have been imaged and then read using OCR equipment.

Batch control records are created manually for:

• Paper claims, received by fax or mail. These cannot be processed using the OCR equipment.

What Is Batch Control Status?

Each batch control record has a status, which is set automatically or manually according to the following:

• Active - Set automatically when a batch control record is added. You can change, delete, or enter claims into a record with Active status.
• Accepted - Set automatically when the last claim is entered into the batch
  (End Document - Begin Document = Total Documents in the batch).
• Deleted - Set manually for a batch control record that will not be used. Claims cannot be entered if its batch control record has a Deleted status.
• Inactive - Set manually for a batch control record that is not going to be used.

Why Is Batch Control Needed?

Batch control accomplishes the following:

• Prevents the entry of duplicate batches
• Provides a control count for batches of claims accepted for input
• Groups like claims into manageable batch sizes
• Controls the quantity and quality of claims that are received

How Does Batch Control Prevent Duplicates?

Each batch record is associated in ND MMIS database with the following information:

Based on this information, the following unique identifiers are assigned:

• Batch Key Number: YYDDD M BBBB - Unique 10-digit number assigned to each batch control record.
• Transaction Control Number (TCN): YYDDD M BBBB NNNNNN T - Unique, 17-digit number assigned to each claim in the batch.

What Batch Control Procedures Are Available?

On the North Dakota MMIS Web Portal, you can use batch control to:

• Search for and view batch control records that have been entered manually or electronically.
• Add new batch control records for paper claims.
• Edit a batch control record, if its status is Active and no claims are entered against it.
• Delete a batch control record, if its status is Active and no claims are entered against it.

Once the business event message is added, the code cannot be changed. However, the technical, short, and user-friendly descriptions can be updated.

Instructions

How to Add or Edit a Batch Control Record

How to Delete a Batch Control Record

Field Descriptions

Search Batch Control Page

Batch Control Page

See Also

About Claims

Version as of 5/16/14.