Preprocessing

Preprocessing is the first work queue after charge data enters Nexum. You fix and route raw charge lines so clean work can become claims and move into claim scrubbing.

This guide is a full refresher: from basics to every common action in the UI.

Practice safely

Train on a demo or non-production client when your team provides one. Never put real patient data in screenshots or public notes.

What you will learn

1. How preprocessing fits in the claim life cycle
2. How to open the right client and queue
3. How to read the table (status, grouping, assignment)
4. How to edit, process, park, assign, and delete work
5. How CSV upload and Ingest relate to the queue
6. How to fix common errors
7. How to confirm a new biller is ready (trainer checklist)

Where preprocessing sits in the pipeline

Stage	What you work on	Goal
Ingest	Uploaded files and batch counts	Bring charge data into Nexum
Preprocessing	Charge entries (raw lines)	Fix data, park non-billable work, release ready lines
Claim scrubbing	Accessions (claims)	Clean the claim through stages before billing
Submitted	Billed / post-bill work	Follow work after it leaves scrubbing

A charge entry is one raw charge line (often one procedure from a CSV). It is not an accession yet. After a successful import, that line becomes part of an accession and leaves the preprocessing table.

CSV / lab feed
      ↓
Charge entries
      ↓
Preprocessing  (fix · park · process)
      ↓
Import (background worker)
      ↓
Accessions
      ↓
Claim scrubbing

Process is not import

Process Selected clears error flags so the system can re-check and import the rows. The background worker creates accessions. If the worker is not running, rows can stay in preprocessing even after you process them.

Open preprocessing

1. Sign in to Nexum.
2. Select the customer and client (lab) you will work.
3. In the sidebar, open Preprocessing.
4. Choose a queue:
   • Billable (default)
   • Do Not Bill
   • Workman’s Comp
   • All

You can also open preprocessing from the client Dashboard cards (Ready / Errors / Duplicates) or from the command palette (⌘K / Ctrl+K).

Permission

Your role needs access to preprocessing for the client. Assign to Client and Assign to SBS need permission to update preprocessing. If a button is missing, ask an admin.

The four queues

Queue	What it shows	Typical use
Billable	Not marked Do Not Bill and not Workman’s Comp	Day-to-day fix and release work
Do Not Bill	Marked do not bill	Review or reverse parked non-billable lines
Workman’s Comp	Marked workman’s comp	Review or reverse WC lines
All	All non-imported charge entries	Search across queues

Every queue only shows lines that are not yet imported. After import succeeds, the line disappears here and the claim appears under Claim Scrubbing.

Screen layout (Billable)

Assignment tabs

At the top of the table:

Tab	Meaning
All	Every assignment for this queue
SBS	Assigned to the biller team (default)
Client name	Assigned to the client for action
Account	Assigned to account ownership

Use SBS when you only want biller-owned work.

Toolbar

Action	Needs row selection?	What it does
Upload CSV	No	Upload a charge file
Delete Duplicates	No (needs duplicates present)	Remove lines flagged as duplicate accessions
Process Selected	Yes	Clear errors so ready lines can import
Do Not Bill	Yes	Park as non-billable
Workman’s Comp	Yes	Park as workman’s comp
Move to Billable	Yes (on marked queues)	Undo Do Not Bill or Workman’s Comp
Bulk Edit	Yes	Change one field on many lines
Assign to Client	Yes	Hand work to the client (optional note)
Assign to SBS	Yes	Return work to the biller team
Assign to Account	Yes	Set account assignment

Selection-gated buttons stay disabled until you select one or more rows. Hover a disabled button to see why.

Table columns

Default columns include:

Accession · Date of Service · Created · Patient First / Last · Patient DOB · Primary Insurance · ICD-10 · Procedure · Status · Client · Account · Provider · Provider NPI · Assigned · Source · Edit · Delete

You can:

• Filter each column
• Sort and reorder columns
• Show or hide columns
• Save a View for your preferred layout
• Export selected or filtered rows
• Open Settings (group by accession, wrap text, fullscreen, copy buttons)

Status column

Status	Meaning
Ready for Import	No error on the line; the worker may import it
Any other label	A validation problem (for example Missing Payer)

Error statuses use a danger style so you can scan the queue quickly.

Group by accession

Grouping is on by default.

Many charge lines share the same accession code (multiple procedures). The table shows:

• A group header with a count (N) and a chevron
• Child lines when you expand the group

Behavior	Detail
Select the group checkbox	Selects every line in the group
Expand / collapse	Chevron on the accession cell
Edit / Delete on the header	Hidden — act on child lines
Turn grouping off	Settings → group by accession

Sibling rule

If any line under an accession still has an error, the system skips the whole accession on import until every line is clean.

Daily workflow (happy path)

1. Open the right work

1. Select the client.
2. Open Preprocessing → Billable.
3. Optionally filter SBS (or client / account) by assignment.
4. Scan Status for errors. Use the status filter to focus on one problem type.

2. Fix a single line

1. Click the pencil (Edit charge entry) on a data row.
2. Fix the bad fields in Edit Charge Entry (see Edit a charge entry).
3. Click Save Changes.
4. Confirm the success toast.

Saving clears the error flag so the system can re-check the line.

3. Fix many lines at once

1. Select the rows (or a whole group).
2. Click Bulk Edit.
3. Choose the field and the new value.
4. Confirm.

4. Release work for import

1. Select the lines you fixed (or the ready set you intend to release).
2. Click Process Selected.
3. Wait for the success toast.
4. When import succeeds, those lines leave preprocessing. Check Claim Scrubbing for the new accessions.

5. Park work that should not bill

1. Select the lines.
2. Click Do Not Bill or Workman’s Comp.
3. Find them later under the matching queue.
4. To undo: select them → Move to Billable.

6. Hand work to the client (or take it back)

1. Select the lines.
2. Assign to Client — add a note when the client needs context.
3. Assign to SBS — return ownership to the biller team.
4. Assign to Account when account ownership applies.

7. Clean duplicates and junk

1. If Delete Duplicates shows a count, open it and confirm.
2. Or delete a single bad line with the trash icon on that row.

Edit a charge entry

The Edit Charge Entry dialog opens from the pencil on a row. Use previous / next controls to move through the list without closing the dialog.

Patient information

Field	Guidance
First / Last name	Correct spelling; import may arrive in ALL CAPS
Date of birth	Required for clean import when validation checks the patient
Sex	Required when the rule set expects it
Address	Complete address when the status asks for it

Claim information

Field	Guidance
Accession	Accession code from the source file
ICD-10 codes	Diagnosis codes (comma-separated when multiple)
Date of service	Date the service was performed
Procedure	Procedure / CPT as received or corrected

Provider and account

Field	Guidance
Client	Must match the client context
Account	Pick a valid account for this client
Provider	Pick a known provider
Provider NPI	Often required
Performing lab	Lab name from the source or mapping

Insurance

Field	Guidance
Primary insurance	Map the raw import name to a real payer
Stedi payer list	When enabled, search and select a payer network row
Secondary insurance	Optional second coverage

The dialog may show Raw import: for the original insurance string so you can match it to the correct payer.

Notes

Add free text or canned comments. Assignment notes can append here when you assign to a client.

Save

Save Changes updates the line and clears its error flag. If data is still wrong, the next validation pass can set a new status.

Upload CSV and Ingest

Upload from Preprocessing

1. Click Upload CSV.
2. Drop or choose a .csv file.
3. If the filename already exists, confirm that you intend to upload again.
4. Review the preview (counts and sample issues).
5. Confirm import.
6. New lines appear in preprocessing as Ready for Import or with an error status.

Ingest page

Open Ingest in the sidebar for file-level history.

Each upload row can show:

Column	Meaning
Filename	Source file
Uploaded by	Who uploaded
Date	When
Total	Lines in the file
Ready	Ready for import
Errors	Still have validation problems
Duplicates	Flagged as duplicate accessions
Scrubbing	Already imported into claim scrubbing
Submitted	Further in the pipeline
Do Not Bill	Marked do not bill

Use Ingest to answer “what happened to this file?” Use Preprocessing to fix individual lines. The table Source column on a charge entry ties back to the upload file name.

You can also download a CSV template from Ingest when your team uses the standard layout.

Process Selected — detail

Step	What happens
You click Process Selected	Error flags clear on the selected lines
Worker runs	System re-validates eligible lines
Validation fails	Status returns to an error label
Validation passes	Lines group by accession + client
Import succeeds	Accession is created; line is imported and leaves the queue
Stages attach	Claim appears in Claim scrubbing with its stage list

Lines marked Do Not Bill or Workman’s Comp are not imported until you move them back to billable.

Do Not Bill and Workman’s Comp

Action	Result
Do Not Bill	Parks the line; worker will not import it
Workman’s Comp	Parks the line for WC handling; worker will not import it
Move to Billable	Clears the park flag so the line can import again after validation

Two different “Do Not Bill” ideas

Preprocessing Do Not Bill parks charge entries before a claim exists. Later, claim scrubbing and submitted work can also use do-not-bill concepts on accessions. Use the queue that matches the stage of the work.

Common error statuses and fixes

Statuses come from validation. Exact wording matches the app.

Use the On this page list (right side) to jump to your status name.

Sections below are ordered by how often they appear in a live open queue. Start with the common list.

Ready for Import

No error on the line. Select rows → Process Selected when you want them released. If they never leave, see FAQ.

Invalid Payer

Usually the largest share of open errors.

Meaning	Insurance name or selected payer does not resolve for this client.
Fix	Edit → pick the correct payer from the list (do not rely on free text that is not mapped) → Save Changes.
If it keeps coming back	An admin may need to add or fix the client payer mapping. Then re-process.

Missing Payer

Meaning	No primary insurance on the line, and Nexum could not reuse coverage from a matching patient.
How matching works	If the same patient (name + DOB + client) already has insurance on file, a blank insurance field can pass. Otherwise you get Missing Payer.
Fix	Edit → map primary insurance to a real payer → Save Changes. Or confirm the patient already exists with good insurance and re-process.

Missing Diagnosis

Meaning	No ICD-10 codes on the line.
Fix	Edit → enter at least one ICD-10 → Save Changes. Use comma-separated codes when there are several.

Invalid Client Procedure

Meaning	Procedure code is present but not configured for this client.
Fix	Confirm the code on the line is correct. If the code is right, an admin must add or enable the client procedure mapping. Then re-process.

Missing Complete Address

Meaning	Address is incomplete. Nexum needs street, city, state, and ZIP.
Fix	Edit → fill Address 1, City, State, and ZIP → Save Changes. Address 2 is optional.

Invalid Provider

Meaning	NPI is present but no provider matches it for this customer.
Fix	Check the NPI for typos. Edit → correct NPI or pick the right provider → Save Changes. If the provider is new, an admin adds the provider (with NPI) in setup, then you re-process.

Invalid Diagnosis

Meaning	At least one ICD-10 code is not in Nexum’s diagnosis list (after normalization).
Tips	Dots and spaces are stripped on check. E11.9 and E119 are the same for lookup.
Fix	Edit → correct the bad code(s) → Save Changes. Remove codes that are not real ICD-10 values.

Invalid Account

Meaning	Account code does not match an account for this client.
Fix	Edit → select a valid account from the list → Save Changes. If the account should exist, an admin adds it under client setup, then you re-process.

Invalid State

Meaning	State is not a valid US state or territory.
Fix	Edit → use a 2-letter code (e.g. TX) or a full state name Nexum knows → Save Changes.

Invalid Patient Sex

Meaning	Sex is present but not a value Nexum accepts.
Accepted values	M, F, U (or Male / Female / Unknown on ingest).
Fix	Edit → set a valid sex → Save Changes.

Duplicate Accession

Meaning	This accession code already exists as an accession for the same client (or was flagged as a duplicate).
Fix	True duplicate → Delete Duplicates or delete the row. Wrong code → edit the accession code → Save Changes → Process Selected. Rebill an existing claim in Claim Scrubbing — do not re-import the same code as a new charge.

Missing Procedure

Meaning	Procedure / CPT code is empty.
Fix	Edit → enter the procedure code → Save Changes.

Missing Account

Meaning	Account code is empty.
Fix	Edit → pick the account for this order → Save Changes.

Invalid Client

Meaning	Client code is present but does not match a client under this customer.
Fix	Correct the client code on the line, or upload under the right client.

Missing Client

Meaning	Client code is empty on the line.
Fix	Confirm you are in the correct client. Edit if the file left client blank. If many rows fail, fix the source file or mapping and re-upload.

Missing Provider NPI

Meaning	Provider NPI is empty.
Fix	Edit → enter the provider NPI → Save Changes.

Missing Provider

Meaning	Provider is missing (same class of problem as missing NPI).
Fix	Edit → set provider and NPI → Save Changes.

Missing Patient DOB

Meaning	Date of birth is empty.
Fix	Edit → enter patient DOB → Save Changes.

Missing Date of Service

Meaning	DOS is empty.
Fix	Edit → enter date of service → Save Changes.

Missing Patient Name

Meaning	First name or last name is empty.
Fix	Edit → enter Patient First and Patient Last → Save Changes.

Missing Patient Sex

Meaning	Sex is empty.
Fix	Edit → set sex → Save Changes.

Missing Performing Lab

Meaning	Performing lab is empty.
Fix	Edit → enter the performing lab value your client uses → Save Changes.

Missing Accession

Meaning	Accession code is empty.
Fix	Edit → enter the accession code from the lab → Save Changes.

Fix playbook by symptom

Symptom	Likely action
Many Missing Payer or Invalid Payer after a new file	Map payers (bulk or one-by-one); check client payer setup
Many Missing Diagnosis / Invalid Diagnosis	Fill or correct ICD-10 on the batch
Invalid Client Procedure on one CPT	Confirm code; add client procedure mapping in setup
One accession stuck	Expand the group; fix every child line
Always Ready for Import but never leaves	Confirm worker is running; check siblings and DNB/WC flags
Duplicate Accession after re-upload	Delete duplicates or correct the accession code

Power features

Filters and views

• Use column filters and Add filter row for multi-condition filters.
• Clear all filters resets the view.
• Views stores column order, width, visibility, and sort so you can restore a layout.

Export

• Export selected rows or the full filtered set from the toolbar.
• Right-click a selection for a context menu (process, park, assign, export, bulk edit).

Settings

• Group by accession
• Wrap text
• Fullscreen-friendly column sizes
• Copy buttons on cells

After preprocessing: claim scrubbing

When import succeeds:

1. The charge entry is imported and leaves preprocessing.
2. An accession exists (with procedures; some procedures may expand into children if the client configures explode).
3. The claim enters the stage pipeline (eligibility, modifiers, diagnosis checks, hold rules, implode rules, output — depending on client configuration).
4. You continue work in Claim Scrubbing.

Preprocessing is about ready, clean input. Claim scrubbing is about claim quality before billing.

Quick reference

I want to…	Do this
Work new charges	Preprocessing → Billable
Fix one line	Pencil → edit → Save Changes
Fix one field on many lines	Select → Bulk Edit
Re-queue after fixes	Select → Process Selected
Never bill this line	Select → Do Not Bill
Workman’s comp path	Select → Workman’s Comp
Undo park	Do Not Bill or Workman’s Comp tab → Move to Billable
Hand to client	Select → Assign to Client (+ note)
Take back for billers	Select → Assign to SBS
Remove duplicates	Delete Duplicates
Upload a file	Upload CSV or Ingest → Upload CSV
See file outcomes	Ingest
Work imported claims	Claim Scrubbing

FAQ

Why is Process Selected disabled?
No rows are selected.

I processed, but the status still shows an error.
Validation ran again and found the same (or a new) problem. Fix the underlying field.

Rows disappeared after process.
Import likely succeeded. Open Claim Scrubbing.

Rows stay Ready for Import forever.
The worker may be down; a sibling line under the same accession may still have an error; or the line is marked Do Not Bill / Workman’s Comp.

Delete Duplicates is disabled.
There are no duplicate-accession lines for this client right now.

Assign to Client is disabled.
Nothing is selected, nothing in the selection is eligible, or your role cannot update assignment.

How is Ingest different from Preprocessing?
Ingest is file and batch history. Preprocessing is the line-by-line work queue.

Trainer checklist

Use this for new billers on a demo client. Check each item when the trainee can do it without help.

Access and navigation

• Signs in and selects the correct customer and client
• Opens Billable, Do Not Bill, Workman’s Comp, and All
• Uses assignment tabs (All / SBS / Client / Account)
• Finds a line from a known accession code with filters

Reading the queue

• Explains Ready for Import vs an error status
• Expands a grouped accession and selects the whole group
• Names at least three common error statuses and a fix for each

Editing and process

• Edits a single charge entry and saves
• Bulk-edits a field on multiple lines
• Runs Process Selected and explains what process does not do (create the claim alone)
• Finds the resulting accession in Claim Scrubbing when import is available

Routing

• Marks Do Not Bill and finds the line in that queue
• Marks Workman’s Comp and finds the line
• Uses Move to Billable to reverse a park
• Assigns to client (with a clear note) and back to SBS

Ingest and cleanup

• Uploads a practice CSV (or walks through preview with a trainer)
• Opens Ingest and explains Ready / Errors / Duplicates / Scrubbing
• Deletes a junk line or runs Delete Duplicates when appropriate

Safety

• Uses demo data only for practice screenshots
• Knows when to stop and ask (ambiguous patient match, unclear DNB reason, possible PHI risk)

Sign-off

Role	Name	Date
Trainee
Trainer

Related guides

• Getting started — first day orientation
• Features overview — full product map

Claim scrubbing and submitted-claim training pages will link here as they publish. )