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Prepare Batch processes the Pending Claims list and prepares a new batch file which can be lodged with the HSO Portal via the internet. The steps HearAid takes in preparing a batch file are:

1.HearAid checks the Batch Log for the most recently prepared batch and retrieves the batch number, comparing it to the number from the first row of the file for validation. If the Batch Log is empty HearAid creates a new Batch 1

2.Having determined what the number of the next batch should be, HearAid checks that no such file already exists and if there is no such file, a new batch file with that number is created. So, if the last batch prepared was batch 320 the new file would be named 321.csv; if the file does already exist (because there has been some sort of error or manual intervention) then HearAid will display a warning and prepare the batch with then next available number. The actual batch number is always stored on the first line of the batch file

3.HearAid then checks each pending claim and if

othe current date 3 days or more after the Voucher Date and

▪the Service Date and

▪the Client Signed Date and

▪the Authorised Person Signed date
 
are all earlier than, or the same as the current date

then a row is added to the batch file for each claim item. Claims which do not meet those criteria are held over for the future

5.A new record is added to the Batch Log table, the BATCH_NUMBER field is allocated the next number in the batch sequence and the entire contents of the .csv file are stored in the BATCH_FILE field of the new record

6.Claim records are updated and for each claim in the new batch

oThe Pending flag is cleared

oThe Processing flag is set

The Batch File preparation algorithm used in HearAid has been well-tested and is stable... Any problems you may encounter with claim preparation and lodgement are unlikely to be due to a problem with the HearAid software, regardless of what users may be told by third parties! If you do encounter problems, please contact HearSoft Pty Ltd BEFORE you

•Manually edit a batch file

•Delete a batch file

•Modify the Batch Log