Please note the following information is not Payer specific.
Q: What to do when receive Client not Found on Client Record?
A: Error Message: “Client not Found. Client must be previously received from payer”.
- Confirm, with the state, that the client Medicaid ID (unique identifier) is valid and active for the specific client.
- If no, correct the vendor system before resending the client file.
- If yes, confirm the state has included the value in the member file sent to Sandata.
- Resend the corrected client record.
A: Error Message: “Client not Found” on the Client Record.
- Confirm the ClientMedicaidID field is spelled correctly and the value is formatted correctly.
Q: What to do when receive Another client exists error on Client Record?
Error Message: “Another client exists with the passed unique client identifier”.
A: Clients cannot share unique values.
- Resend the new client record with unique values.
- Omit the ClientID field.
Q: What to do when receive Incomplete or invalid error on Client Record?
Error Message: “Client/Payer Segment data is incomplete or invalid”
Error Message: “Authorization data is incomplete or invalid”
A: The ClientPayerInformation segment must contain a valid service combination in the specification/addendum appendices.
- The service combination includes the PayerID / PayerProgram / ProcedureCode / Modifier(s) if applies.
- For CalEVV, the JurisdictionID is included in this segment.
- All services and modifiers are case sensitive and must use capital letters.
- Confirm data includes correct values.
- Send corrected file.
Q: What to do when receive Version Number error?
Error message: “Version number is duplicated or older than current”.
A: The Version Number is derived from the SequenceID. The SequenceID must be a higher value than previously submitted.
- It is recommended to use the datetime, with seconds, as the SequenceID. This ensures it is a higher value than previous record. (i.e. YYYYMMDDHHMMSS)
- Resend corrected file.
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