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Office of MaineCare Services

Welcome to the MaineCare's Electronic Media Claims (EMC)

EMC Frequently Asked Questions (FAQ)

  1. I received an Acceptance report, but have not received any money or a remittance.

    An Acceptance report is a receipt that a transmission has been received by DHHS. It does not indicate that the file has been processed or that the claims will be paid.

    There are a couple of different reasons why a provider might receive an Acceptance report, but not receive any money or remittance:

    • The file sent was overwritten before DHHS could process it.
    • The provider number is missing from the claims altogether, and the system cannot acknowledge who the claims belong to.
    • The provider has not allowed enough time between transmitting the claims and calling for verification of the claims being paid.
  2. I have received and Acceptance report and an Exception report for the same transmission.

    Depending on what the Exception message is, you may need to recreate the file and retransmit to us. This confirmation could also mean that your transmission merged with another transmission.

    Another possibility is that you are using X-modem protocol.

  3. What is a read card?

    Your Read Statement is the first line of your data file. It is how our server acknowledges your transmission.

    The format should be as follows: :READ MNEM## EMC HF####APASSWORD

    • MNEM = your mnemonic
    • ## = your two digit batchnumber . This must increment with each transmission you send.
    • HF####A = your USER ID. Format is HF, four numbers, and a letter.
    • Password = your password as assigned by MaineCare EMC Unit. There should not be a space between the User ID and Password.

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  4. How do I set up my database to transmit electronically?

    The database should be created by either a programmer, or someone of equal knowledge of database design.

    There are several software vendors listed on the EMC website that set up programs for providers for a fee.

    Software Vendors

  5. Can I get an electronic remittance online?

    This service is not currently available, but is proposed for the Claims Management System due out summer / fall 2004.

  6. Money not sent to my EFT account.

    All EFT calls either go to Debbie Gould or to Donna Crockett at Accounts and Control, 207-626-8445.

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  7. I have received a remittance, and only some of my claims were paid.

    If you have received payment for one claim on a particular transmission, you need to call Provider Relations with any questions. Receiving information on even one claims shows that the transmission was accepted and processed by the system.

  8. Provider sends file that appears to go through 100%, but they do not receive a confirmation report.

    You need to check the protocol you are using, as the transmission may have merged with another transmission from a different provider. At this time, the best protocol to use is Y modem.

  9. Provider sends transmission and receives a blank confirmation report.

    Typically this is a sign of bad or incomplete data being transmitted to us. You should recreate the file, and retransmit.

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EMC Message FAQ's

  1. BADFILE MESSAGE

    Your data does not contain a valid READ statement. Check the Blast Data Transfer Procedures manual / Data file Preparation.

  2. REPLACE MESSAGE

    You have replace a previously transmitted file. If you intend to replace the previously transmitted file, select TO (text overwrite) at the Text Option.

  3. File Already Exists

    Select TO (text overwrite) at the Text Option.

  4. Accept.Listing

    The acceptance report.

  5. Except.Listing

    The exception report. Will state what the error is. Error needs to be corrected and the file resent.

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  6. Remote error sending file/ error free file cannot be found or accessed.

    Local file name is not fully qualified. Needs to include directory or subdirectory name or the drive that the directories or subdirectories are on.

  7. Restore parameters, delete or end, Type R to replace.

    Either type R and at the ready prompt type "D3270" and go on Or hit enter until message no longer echoes and at the ready prompt type "D3270".

  8. Bad Record Type

    If the provider adds or omits even one character in a claim it can throw the State's computer "off", along with the providers transmission. the file needs to be recreated and resent.

    Or

    The Blast/ Mainframe may have duplicated a record within the transmission, which could also equal a Bad Record Type.

  9. Communication Error: Your file cannot be uploaded due to communication error:

    A provider having this problem should try resetting their modem (external modem) or rebooting their computer (internal modem). If this does not work call the Electronic Billing Unit.

  10. ??? Accept.listing

    Whomever is sending the file is not waiting long enough between sending the file and trying to retrieve the confirmation report. There must be a 1 whole minute wait period.

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  11. Input or output file bad FTP is not allocated. Cannot be opened for I/O. EXE CIO error while trying to get or put a record:

    The provider has possibly put in the wrong information when asked for the local file name. If not, the file needs to be recreated and sent again.

    Not able to get a confirmation report. How to download a report without sending claims:

    • Dial in
    • Go into file transfer, select Receive, confirm reports.

    Or

    • Go into Terminal. At the ready prompt type Receive.
  12. Cannot connect to the remote system.

    Line is busy. Try two more times at 15 minutes interval  If after the third attempt it does not work give Electronic Billing Contact Person a call at 207-287-4050 to check if the State's system is down.

  13. Error "Invalid Record Type" encountered.

    This error message can occur if:

    • You are using Z-modem protocol.
    • A UB92 and HCFA1500 file have merged.
    • Claims are not being sent with a carriage return / line feed (CR/LF) at the end of every 80 characters
  14. Z record encountered, header record did not follow"

    There is a record after the Z record that is not a header (A) record.

    If you are using Z modem, this could mean the file has merged with another file. You will need to change the protocol to Y-modem, and retransmit the batch.

    If you are using X modem, this could mean that a dummy record has been created. This could be as minimal as a . ( a dot) after the Z record, which is something the provider cannot change. They can call for verification of transmission being received.

  15. Getting message "No dial tone was found, process halted"

    Please check the phone line for your modem. You may have a disconnected phone cord.

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EMC Frequently Asked Questions (FAQ)

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