The CSV file import is the preferred method for entering encounters into homeAlign, especially when you have 20 or more encounters to record. It allows you to upload multiple encounters at once rather than entering them one at a time.
For a walkthrough of searching & managing encounters, visit the homeAlign Encounter Search Tutorial.
Before You Begin
- File upload should be used for 20 or more encounters at a time.
- You cannot add more than 95 encounters per CSV file. If you have more, split them into multiple files.
- Each CSV file should contain referrals for only one tenant. If you work across multiple tenants, create a separate CSV file for each.
- Enter all encounters within 15 days of the service date.
Step 1: Download the Sample Import File - HERE
Or within homeAlign following the instructions:
- From the left-hand Navigation Bar, expand "Invoicing" and select "Provider Invoicing."
- Click "Sample Import File" at the top of the screen to download the template.
- Save this file to your computer and keep the .csv file format.
Step 2: Fill out the CSV file
The file has 6 required columns:
| Column | What to Enter | Format |
|---|---|---|
| HAREF# | The Referral/Case ID number from homeAlign | Numeric (e.g., 1234) |
| DATEOFSERVICE | The date the encounter took place | MM/DD/YYYY (e.g., 04/18/2024) |
| TIMEIN | Clock-in time for the encounter | HH:MM AM/PM (e.g., 10:00 AM) |
| TIMEOUT | Clock-out time for the encounter | HH:MM AM/PM (e.g., 02:00 PM) |
| INVOICE# | An invoice number of your choosing | Any format you prefer for tracking |
| SERVICETASKCODES | The task code(s) for services performed | Use pipe separator "|" key for multiple codes (e.g. CLN|REV|BED) |
For a full list of service task codes, see Home and Personal Care Task Codes Reference.
Step 3: Upload the CSV file
- From the Provider Invoicing screen, click "Import Invoice/Encounter."
- Locate your saved .csv file and select "Open."
- Review the imported data. Any errors will be highlighted in red — hover over the highlighted line to see what needs to be corrected.
- If there are errors, update your CSV file, save it, and re-upload.
- When all data is correct, enter a description for the batch and click "Create Invoice Batch."
After creating the invoice batch, proceed to batch and post your invoices (see How to Batch and Post Invoices).
Common Errors
- "Visits exceeded for the Referral/Case" — You are trying to enter more encounters than the authorization allows. Check the authorized hours/visits for the referral.
- "Rate does not match" — The encounter duration or service type does not match the contracted rate. Verify the time in/out and service task codes.
- Red-highlighted rows — Hover over the row for specific error details. Fix the issue in your CSV and re-upload.
If you have additional questions, submit a request for our team to follow up