Feature
Data Importing
Import authorizations, demographics, and payer files on a schedule, with validation and full error reporting.
Importing capabilities at a glance
- Scheduled and on-demand import of payer authorization and eligibility files
- Consumer, employer, and employee demographic loads
- Configurable field mapping per source without custom development
- Validation before commit, with a rejected-record report
- Duplicate detection and update-versus-insert handling
- Import history retained with source file, counts, and outcomes
Fiscal agents receive data continuously — authorization files from payers, eligibility updates from the state, demographic rosters from referring agencies. Keying it in by hand is slow and produces exactly the kind of transcription error that surfaces later as a denied claim.
Load what payers actually send
ArborSoft imports the file types a fiscal agent routinely receives: payer authorization files creating and amending authorizations, eligibility files updating consumer coverage spans, demographic rosters for consumers, employers, and employees, rate tables, and historical data during implementation.
Field mapping is configured per source. When a payer sends a layout unlike anyone else’s — which is normal — that is a configuration exercise rather than a development project.
Validate before committing
Imports are validated before anything is written. ArborSoft checks structure and required fields, referential integrity (does the consumer this authorization references actually exist), business rules such as valid date ranges and service codes, and duplicates against existing records.
Records that pass are committed. Records that fail are reported individually with the reason, so the response is a targeted correction rather than re-running an entire file blind.
Distinguish new from changed
A payer file usually contains both new records and updates to existing ones, and treating an update as an insert is how duplicate consumers and double-counted authorizations appear.
ArborSoft matches incoming records against existing ones on configured identifiers and applies the right operation. Amendments to an existing authorization update it and preserve its history rather than creating a competing record.
Run on a schedule
Recurring imports run automatically on a defined schedule, with results reported through notifications. A weekly authorization file that arrives Sunday night is loaded and validated before anyone arrives Monday, with any rejects already itemized.
Keep the history
Every import retains its source file, timestamp, record counts, and the disposition of each record. When a value looks wrong three months later, the question of where it came from has an answer.
The same configurable mapping approach drives exporting in the other direction.
Importing is one module of the ArborSoft fiscal agent platform — see how it fits into self-directed care and FMS operations.
Works alongside Importing
Every ArborSoft module shares one record set, so data entered once flows everywhere it is needed.
- ExportingExport payroll, billing, and utilization data in the formats payers, accountants, and auditors require.
- Consumer ManagementOne auditable record per consumer, carrying demographics, program enrollment, authorizations, and full service history.
- Authorization ManagementTrack every service authorization and its remaining budget in real time, and stop overspending before it happens.
See Importing in ArborSoft
Request a walkthrough of the platform and we will show you how authorizations, EVV, payroll, billing, and tax filing work together in a single system.