What file types does Import 835 ERA accept?

The picker accepts .edi, .835, and .txt files containing the X12 5010 835 wire format. The file must start with an ISA segment. Payer-portal PDFs or scanned EOBs will not parse.

Can I auto-pull 835s from the clearinghouse instead of uploading by hand?

Yes, when a clearinghouse connection is configured. The Check for Responses button between the EDI File Export card and the table pulls 277CA, 999, and 835 responses for you. Use Import 835 ERA when you download the file from a payer portal directly.

How does AveeCare match 835 lines to claims?

By patient control number first, then by patient and amount when the control number alone is ambiguous. The patient control number is the value AveeCare wrote into the 837 when you generated it, so the match is exact for any claim submitted from AveeCare.

What happens to denied lines in an 835?

Denied CLPs are still applied. The denial codes from the CAS segments get attached to the claim record. The Status badge on the visit row moves to Denied and becomes clickable to open the rejection detail modal with the codes and the original 837 file side by side.

Why did parsing fail with a segment count mismatch?

The SE01 segment of an 835 declares how many segments are inside the transaction set. If the count does not match the actual segments, the file is truncated or hand-edited. Pull a fresh copy from your clearinghouse or payer portal. Do not edit 835 files in a text editor.

Can I undo an Apply if I imported the wrong file?

Reverse the posting from the affected claim's detail record. There is no bulk undo for an entire applied ERA, so track the Check / Trace # of every 835 you import to avoid duplicate applies in the first place.

Do I need to import 835s in any particular order?

No. Each 835 is self-contained. Apply them as you receive them. The only ordering rule is to not import the same Check / Trace # twice.

ERA files (835)

An 835 ERA (Electronic Remittance Advice) is the X12 file your payer sends back after they process an 837 claim. It lists which claims got paid, how much, and any adjustment codes for the rest. AveeCare ingests the file from the Billing page, parses every CLP claim segment, and applies the payments to the matching invoices in one click so the Status column flips to Paid without manual data entry.

Quick answer

Open Billing. In the EDI File Export card above the Visit Billing table, click Import 835 ERA. Pick your payer's 835 file (accepted extensions: .edi, .835, .txt), click Parse ERA File to see the payer, payment date, check number, and per-claim breakdown, then click Apply N Payment(s) to post the payments and update every matched claim's Status badge.

Open Billing

After Parse ERA File runs, AveeCare expands the modal with a green ERA Parsed Successfully card and an eight-field grid:

Payer. The payer name from the N1 PR segment.
Payer ID. The payer's ID from the same segment.
Payment Date. From the BPR or DTM 405 segment.
Payment Method. ACH, check, or non-payment, from BPR.
Check / Trace #. From the TRN segment, your reconciliation key.
Total Payment. The full remittance total from BPR02.
Claims. How many CLP segments the file contains.
Patient Responsibility. Sum of patient responsibility adjustments.

Below the grid, the Claim Details list shows each CLP segment one row at a time with the patient name, your patient control number, the claim status the payer returned, and the paid vs charged amounts. That is what you scan before clicking Apply.

1. Open Billing and find Import 835 ERA

Click Billing in the left nav.
You land on the Visit Billing worktable. There is no separate ERA tab. The Import 835 ERA button lives in the EDI File Export card directly above the table, alongside Batch Generate 837P and Batch Generate 837I.
Scan the EDI File Export card for the three EDI buttons.
Batch Generate 837P and 837I produce outbound claim files. Import 835 ERA goes the other direction and pulls a payer remittance back in. The whole card is the EDI surface for clearinghouse work.

2. Pick the 835 file from your computer

Click Import 835 ERA. The Import 835 ERA File modal opens.
The modal description reads Upload an X12 835 Electronic Remittance Advice file to apply payer payments to claims.Beneath that you see the Select 835 ERA File label and a Choose File button.
Click Choose File and select your 835 file.
Accepted extensions are .edi, .835, and .txt. Most clearinghouses hand you the file as .835 or .edi; payer portals sometimes save it as a plain .txt with the X12 wire format inside. Once a file is chosen, the modal shows Selected: filename.835and a blue Parse ERA File button.

3. Parse the ERA and review the summary

Click Parse ERA File.
AveeCare reads the X12 envelope, validates the ISA and SE segment counts, and pulls out every CLP claim segment. If the file is malformed (wrong segment count, bad delimiters, non-835 transaction set) you get a red toast that says Failed to parse 835 ERA file with the specific error. Most parsing failures are bad downloads, so re-pull the file from your clearinghouse and try again.
Read the ERA Parsed Successfully card.
The green card shows Payer, Payer ID, Payment Date, Payment Method, Check / Trace #, Total Payment, Claims count, and Patient Responsibility. Cross-check Total Payment against the deposit you saw in your bank account. If they do not match, stop and figure out why before applying.
Skim the Claim Details list.
Each CLP row shows the patient name, your patient control number (the value you set when generating the 837), the claim status description (Processed as Primary, Denied, Reversal, etc.), and the paid amount of the charged amount. Denied claims still appear on the list so the apply step can stamp them with the right denial code.

4. Apply payments to the matched claims

Click Apply N Payment(s).
The button label includes the live count (for a file with three CLP segments it says Apply 3 Payment(s)). AveeCare walks every CLP, looks up the matching claim in your billing records using the patient control number, and posts the paid amount against that invoice. Denial codes from CAS segments are attached to the claim record at the same time.
Wait for the Payments applied successfully confirmation.
You see a green confirmation strip with that exact text once the apply finishes. The Cancel button at the bottom of the modal changes to Done. Click Done to close the modal. The Visit Billing table refreshes in the background.
Verify the Status column on the affected visit rows.
Fully-paid CLPs flip the visit's Status badge to Paid. Partial payments leave the claim Submitted or move it to a partial-paid state with the paid amount visible. Denied CLPs show Denied with the denial code accessible by clicking the badge. The Check / Trace # from the ERA becomes the reconciliation key, so when you cross-match a deposit later you can search by that number.

Common pitfalls

Wrong file extension. The picker accepts .edi, .835, and .txt. If your payer gave you a .zip, extract it first. PDF remittance summaries are NOT 835 files and will not parse.
SE01 segment count mismatch. The most common parse failure. It means the file was truncated or modified after the clearinghouse generated it. Re-download the file directly from the payer or clearinghouse portal instead of copy-pasting it.
Patient control numbers do not match. The 835 carries your patient control number back. If you regenerated an 837 with a new control number, the 835 from the older submission will reference the old number and the matcher will skip those claims. Look for unmatched lines and fix manually on the claim record.
Applying twice. Once an ERA is applied, applying the same file again will post the payments a second time. Use the Check / Trace # to track which 835s you have already processed.
Treating Denied claims as a parse error. An 835 with denials is a successful ERA. Click Apply to record the denial codes on the claim so the rejection detail modal in Visit Billing can show them. See the Claims tab article for the resubmit flow.