AdvancedMD Superbill Error Message Guide

Please use this guide to help identify and troubleshoot any error messages you receive with your Practice Fusion and AdvancedMD integration.

It may help to use the 'Find' function within your browser when locating a specific error message. You can use CTRL + F (Command + F for Mac users) and type your error message into the text box that appears.



  • 101 - AdvancedMD found no potential matches for Facility [facility name or code].


    • Description : This error occurs when a facility that was sent in the Practice Fusion superbill was not found within AdvancedMD PM. The interface tries to match the Practice Fusion facility to AdvancedMD PM facility using two different rules in the following order:

  1. Rule #1 – The system will try to find the facility by matching the code. The code for the facility within PF should match exactly the code within AdvancedMD PM. If the codes are not exactly the same, the system will not match the codes and will then try to follow rule #2.

  2. Rule #2 – If the codes do not match then the system will try to match by using the facility name. In order for the system to match the name it must be spelled exactly the same in both systems.
  • Troubleshoot : Add or edit the facility name and code in PM Master Files | Facility.

  • 102 - AdvancedMD found multiple potential Facility matches for Facility [facility name or code]


    • Description : This error occurs when the matching rules defined for error 101 find more than one facility with the same name in AdvancedMD PM.

    • Troubleshoot : Make sure each facility in Practice Fusion has a unique name and code, and they exactly match the corresponding AdvancedMD PM facility names and codes in Master Files | Facility.


  • 201 - AdvancedMD found no potential matches for Provider [provider name or code].

    • Description : This error occurs when the provider information included in the Practice Fusion superbill was not found in AdvancedMD PM. The system uses a prioritized set of rules to match providers from Practice Fusion to AdvancedMD PM. If the system does not find a matching provider after using all of the rules then this error is given. The provider matching rules are as follows in order of use:


    • Rule #1 – Match the provider using provider profile code

    • Rule #2 – Match the provider using the provider first name and provider last name


    • Troubleshoot : Make sure the exact code for the provider from Practice Fusion is used as the code for the same provider in AdvancedMD PM. PM Providers are added and edited in

      Master Files | Providers/Group | Providers (Professional).

  • 202 - AdvancedMD found multiple potential matches for Provider [provider name or code].

    • Description : This error occurs when the rules that are defined for the error No Potential Provider Matches Found were applied, more than one provider was found that matched the available data.

    • Troubleshoot : Make sure the exact code for the Provider from Practice Fusion is used as the code for the same Provider in AdvancedMD PM. PM Providers are added and edited in

      Master Files | Providers/Group | Providers (Professional).


    • 401 - AdvancedMD found no potential matches for Responsible Party [responsible party name].


      • Description : This error occurs when the responsible party included in the Practice Fusion superbill was not found in AdvancedMD PM.

        The system uses a prioritized set of rules to match responsible party from Practice Fusion to AdvancedMD PM. If the system does not find a matching responsible party then this error is given. The responsible party matching rules are as follows in order of use:

      • Rule #1 – Match the responsible party using first name, last name, middle name and DOB. SSN can be used if it provided and AdvancedMD PM is configured to display SSN.

      • Rule #2 – Follow Rule #1 but also use parts of the address (city, state, address, zip)


      • Troubleshoot : Make sure that the responsible party has been entered into both systems with the exact same spelling of first name, last name and DOB.


    • 402 - AdvancedMD found multiple potential matches for Responsible Party [responsible party name].


      • Description : This error occurs when the rules that are defined in error 401 were applied, and more than one responsible party was found that matched the available data.

      • Troubleshoot : Make sure only one responsible party has the same exact first name, last name and DOB in AdvancedMD PM, and that both Practice Fusion and AdvancedMD PM have all required data.


    • 601 - AdvancedMD found no potential matches for Patient [patient Name or chart number].


      • Description : This error occurs when the patient included in the Practice Fusion superbill was not found in AdvancedMD PM. The system uses a prioritized set of rules to match patients provided by Practice Fusion to AdvancedMD PM. If the system does not find any matching patients after using all of the rules then this error is given. The patient matching rules are as follows in order:
    1. Rule #1 – Match the patient using first name, last name, middle name and DOB. SSN can be used if it provided and AdvancedMD PM is configured to display SSN.

    2. Rule #2 – Follow Rule #1 and use the chart number in order to match

    3. Rule #3 – Follow Rule #1 and use parts of the address (city, state, address, zip)

    4. Rule #4 – Follow Rule #1 and use the chart number and parts of the address

  •  Troubleshoot : Make sure the first name, last name and date of birth are set up exactly the same in both systems. PM Patients are added and edited in Demographics | Patient Info.



  • 602 - AdvancedMD found multiple potential matches for Patient [patient Name or chart number].

    • Description : This error occurs when the rules that are defined in error No Potential Patient Matches Found were applied, more than one patient was found that matched the available data.

    • Troubleshoot : Make sure that the first name, last name, and DOB of the patient in question are exactly the same in Practice Fusion and AdvancedMD PM. PM Patients are added and edited in Demographics | Patient Info.

  • 703 - Patient, Carrier and Responsible Party must be matched before Insurance Coverage can be matched.

    • Description : This error occurs when the system is trying to match insurance coverage for a Practice Fusion superbill but could not because the patient, carrier, or responsible party information could not be matched.

    • Troubleshoot : Review the error list on the Practice Fusion superbill and resolve any errors that are reported for patient, carrier and responsible party. Once this is complete this error will be resolved automatically.

  • 704 - Patient and Carrier must be matched before Insurance Coverage can be matched.

    • Description : This error occurs when attempting to determine the insurance coverage for a Practice Fusion superbill and the patient, carrier, or both are not matched.

    • Troubleshoot : Review the error list on the Practice Fusion superbill to see which of the items produced an additional error message and resolve that error. Once this has been completed this error will be resolved automatically.

  • 705 - Patient and Responsible Party must be matched before Insurance Coverage can be matched.

    • Description : This error occurs when the system is trying to match insurance coverage from the Practice Fusion superbill but could not because the patient and responsible party information could not be matched.

    • Troubleshoot : Review the error list on the Practice Fusion superbill and resolve any errors that are reported for Patient and Responsible Party. Once this is complete this error will be resolved automatically.

  • 706 - Patient must be matched before InsuranceCoverage can be matched.

    • Description : This error occurs when the system is attempting to match the insurance coverage for a Practice Fusion superbill but it could not be done because the patient information could not be matched.

    • Troubleshoot : Review the error list for the Practice Fusion superbill and resolve any errors that have to do with the patient. Once this has been completed this error will be resolved automatically.

  • 707 - Carrier must be matched before Insurance Coverage can be matched.

    • Description : This error occurs when the system is trying to match the insurance coverage for a Practice Fusion superbill but could not because the carrier could not be matched.

    • Troubleshoot : Review the error list on the Practice Fusion superbill and resolve any errors that have to do with the Carrier. Once those are fixed this error will be resolved automatically.

  • 708 - Responsible Party must be matched before Insurance Coverage can be matched.

    • Description : This error occurs when the system is trying to find a matching Insurance Coverage from the Practice Fusion superbill. In order for this to be done the Responsible Party must be matched first.

    • Troubleshoot : Review the error list on the Practice Fusion superbill and resolve any errors that are reported for Responsible Party. Once this is complete this error will be resolved automatically.

  • 803 - Patient and Provider must be matched before Visit can be matched

    • Description : This error occurs when the system is trying to find a matching visit from the Practice Fusion superbill but could not because the patient and provider information could not be matched.

    • Troubleshoot : Review the error list in Practice Fusion for the given superbill and resolve any errors that are reported for patient and provider. Once this is complete this error will be resolved automatically.

  • 804 - Patient must be matched before Visit can be matched

    • Description : This error occurs when the system is trying to find a matching Visit from the Practice Fusion Superbill but could not because the patient information could not be matched.

    • Troubleshoot : Review the error list in Practice Fusion for the given superbill and resolve any errors that are reported for the patient. Once this is complete this error will be resolved automatically.

  • 805 - Provider must be matched before Visit can be matched

    • Description : This error occurs when the system is trying to find a matching Visit from the Practice Fusion Superbill but could not because the provider information could not be matched.

    • Troubleshoot : Review the error list in Practice Fusion for the given superbill and resolve any errors that are reported for the provider. Once this is complete this error will be resolved automatically.

  • 901 - AdvancedMD found no potential matches for Modifier [modifier code or description].

    • Description : This error occurs when a modifier that was included in the Practice Fusion superbill has not been set up within AdvancedMD PM.

    • Troubleshoot : Add the needed modifier in PM Master Files | Transaction Codes | Modifiers.

  • 902 - AdvancedMD found multiple potential matches for Modifier [modifier code or description].

    • Description : This error means that a modifier that was included in the Practice Fusion superbill matched more than one modifier within AdvancedMD PM.

    • Troubleshoot : Find the modifier in PM Master Files | Transaction Codes | Modifiers and remove the duplicate. Make sure the code and the description match

  • 1001 - AdvancedMD found no potential matches for Diagnosis [diagnosis code or description].

    • Description : This error occurs when a diagnosis code used in the superbill in Practice Fusion has not been set up within AdvancedMD PM.

    • Troubleshoot : Add the needed diagnosis codes in PM Master Files | Diagnosis Codes.

  • 1002 - AdvancedMD found multiple potential matches for Diagnosis [diagnosis code or description].


    • Description : This error occurs when a diagnosis code used in the superbill in Practice Fusion matches more than one diagnosis code in the AdvancedMD PM.

    • Troubleshoot : Find the diagnosis code in PM Master Files | Diagnosis Codes and make sure both the code and description match what is in Practice Fusion and that there are not duplicates setup in PM.

  • 1101 - AdvancedMD found no potential matches for Charge Code [charge code or description].

    • Description : This error occurs when a charge code that was included in the Practice Fusion superbill has not been set up within AdvancedMD PM.

    • Troubleshoot : Add the needed charge codes (aka CPT codes) in PM Master Files| Transaction Codes | Charge Codes.

  • 1102 - AdvancedMD found multiple potential matches for Charge Code [charge code or description].


    • Description : This error occurs when a charge code that was include in the Practice Fusion superbill matches more than one charge code within PM.

    • Troubleshoot : Find the charge code in PM Master Files| Transaction Codes | Charge Codes and make sure both the code and description match between the two systems. Make sure there are not duplicates setup in the PM.

  • 5001 - Changes are not allowed to visits that have been day closed.


    • Description : This error occurs when a change is made to a superbill within Practice Fusion after the visit that was created for the superbill within AMD PM has been day closed. This is not allowed because this would cause differences in the financials for the day.

    • Troubleshoot : Once a visit is day closed the only way changes can be made to the visit is directly through AMD PM.


  • 5002 - Changes are not allowed to visits that have been period closed.

    • Description : This error occurs when a change is made to a superbill within Practice Fusion after the visit that was created for the superbill within AMD PM has been period closed. This is not allowed because this would cause differences in the financials for the period.

    • Troubleshoot : Once a visit is period closed the only way changes can be made to the visit is directly through AMD PM.


  • 5003 - Changes are not allowed to visits that have sales tax added.


    • Description : If the charges associated with a perviously submitted superbill includes items that added sales tax to the superbill, the updated version would be rejected because a change in sales tax has an accounting impact.

    • Troubleshoot : The changes need to be made directly in the PM to make sure sales tax is correctly account for.

  • 5004 - Anesthesia charges must be a quantity of minutes.

    • Description : The superbill included at least one charge code that was determined to be anesthesia. Anesthesia requires a duration so that the PM can convert it into a unit for billing purposes.

    • Troubleshoot : To fix the issue adjust the anesthesia procedure to be billed in duration in Practice Fusion and resubmitting the superbill. Make sure the unit is set to minutes and not units on the superbill.


  • 5005 - Non-Anesthesia charges must be a quantity of units.


    • Description : The superbill included at least one non-anesthesia based charge code that was billed with a duration when we expected a quantity of the procedure.

    • Troubleshoot : To fix this issue correct the procedure code in Practice Fusion be billed with a unit of type unit rather than a unit type of minutes and resubmit the superbill.


  • 5006 - DME (Durable Medical Equipment) charges are not allowed to be added to a visit after it has been posted.


    • Description : DME falls under complex billing rules that vary by insurance company and the type of DME. These rules are not supported in PF so if you need to add DME to an

      existing superbill you received this error.

    • Troubleshoot : You can add DME to an existing superbill only by directly editing the claim in the AdvancedMD PM.

     

  • 5007 - DME (Durable Medical Equipment) charges are not allowed to be removed after the visit has been posted.


    • Description : DME falls under complex billing rules that vary by insurance company and the type of DME. These rules are not supported in PF so if you need to add DME to an

      existing superbill you received this error.

    • Troubleshoot : You can add DME to an existing superbill only by directly editing the claim in the AdvancedMD PM.



  • 5008 - Changes are not allowed after the visit has been approved by the biller.


    • Description : This error occurs when the user makes a change to a superbill within Practice Fusion after the visit that was created for the superbill within AMD PM has been

      approved by the biller.

    • Troubleshoot : Changes after approval can’t be made within Practice Fusion. To make changes after approval the user needs to make the changes directly within AMD PM.


  • 5009 - Unable to add visit to this inactive provider.


    • Description : This error occurs when the Provider that is tied to a superbill received from Practice Fusion is set as inactive in AMD PM.

    • Troubleshoot : To fix the error change the status of the Provider to active.

  • 5010 - Unable to add visit to this limited provider due to reaching your monthly cap.

    • Description : This error occurs when a superbill is sent over from Practice Fusion and the system attempts to create a visit to correspond to the superbill. As a limited provider the system only allows 120 visits for a given month and the error is created because creating one more visit for the superbill will exceed that limit.

    • Troubleshoot : To fix this error you can upgrade to a non-limited version of AMD PM.

  • 5011 - DME (Durable Medical Equipment) charges are not allowed to be updated for a visit after it has been posted.

    • Description : DME falls under complex billing rules that vary by insurance company and the type of DME. These rules are not supported in PF so if you need to add DME to an existing superbill you received this error.

    • Troubleshoot : You can add DME to an existing superbill only by directly editing the claim in the AdvancedMD PM.


  • 6000 - The current license key provided is invalid: [LicenseKey]

    • Description : This error occurs when the license key for AdvancedMD PM that is included in the Practice Fusion superbill is either blank or zero.

    • Troubleshoot : Contact customer service at Practice Fusion to for assistance.


  • 6001 - The current interfaceID is invalid: [InterfaceID]

    • Description : This error occurs when the Practice Fusion interface is not set up correctly for a given license key.

    • Troubleshoot : Contact the AdvancedMD Technical Support phone # or website you have been provided.

  • 6002 - Your current license key is not authorized to interface with [Interface Partner].


    • Description : This error occurs when the Practice Fusion interface has not been enabled at AdvancedMD.

    • Troubleshoot : Contact the AdvancedMD Technical Support phone # or website you have been provided.

  • 6003 - Unable to connect to database/server given the current license key: [LicenseKey]


    • Description : This error occurs when the database at AdvancedMD is not available for the given license key.

    • Troubleshoot : Contact the AdvancedMD Technical Support phone # or website you have been provided.


  • 6004 - The file received doesn't appear to be compatable with our intermediate xml. File: [FileName]


    • Description : This error occurs when the file containing the Practice Fusion superbill does not appear to be the correct format, so it could and cannot be imported.

    • Troubleshoot : Resubmit the superbill in Practice Fusion by setting the status on the Superbill screen to “Ready For Biller”. This should resolve the issue but if it does not, contact AdvancedMD Technical Support for assistance at the provided phone # or website.

  • 6005 - The file: [FileName] could not be imported because [reason].


    • Description : This error occurs when there is a problem importing the Practice Fusion superbill at AdvancedMD.

    • Troubleshoot : Resubmit the superbill in Practice Fusion by setting the status on the Superbill screen to “Ready For Biller”. This should resolve the issue but if it does not, contact AdvancedMD Technical Support for assistance at the provided phone # or website.

    Billing

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