Data Requirements Specification

Midwest Service Bureau

This document outlines the necessary, recommended, and optional data fields for integration with our medical billing platform. These specifications are intended to streamline data exchange and ensure compliance with regulatory requirements (e.g., Regulation F).

1 Required Fields

The following fields must be included in all data submissions:

Patient Information

  • First Name first_name
  • Last Name last_name
  • Address address
  • Date of Birth (DOB) and/or SSN dob and/or ssn
  • Email Address email_address
  • Phone Numbers (preferably mobile) phone_numbers

Financial Information

  • Initially Billed Amount initially_billed_amount
  • Payments Made to Date payments_made
  • Total Remaining Balance total_remaining_balance
  • Date of Service date_of_service

2 Strongly Recommended Fields

Provider Information

  • Provider Name provider_name
  • Procedure Codes (CPT, ICD) procedure_codes
  • Procedure Description procedure_description
  • Location of Provider Office provider_office_location

Visit Information

  • Date of Visit date_of_visit
  • Statement ID statement_id
  • Patient Identifier patient_identifier
  • Account Identifier account_identifier

3 Additional Requirements for Minors

Guarantor Information

  • Guarantor First Name
  • Guarantor Last Name
  • Guarantor Date of Birth (DOB)
  • Guarantor Relationship to Patient

Note: While the relationship field is not mandatory, providing this information is highly appreciated for clarity.

4 Optional Fields

Field Format Guidelines

Names & Descriptions: Text, up to 200 characters. Emoji allowed.
Date of Birth: Preferred: MM/DD/YYYY, but other common formats are accepted
SSN: 9 digits (any format)
Phone Numbers: Up to 10 digits (any format)
Amounts: Decimal format (12345.67)
Identifiers: Alphanumeric, max 50 chars

Format Notes:

  • Phone numbers will be standardized internally - submit in any standard format
  • SSNs can be submitted with or without dashes/spaces
  • Our system will handle format standardization for phone numbers and SSNs

Compliance Notes

  • Ensure data integrity and accuracy for all required and recommended fields. Financial fields are required by law and cannot be waived.
  • Data submissions must comply with all relevant privacy and security regulations (HIPAA, GDPR)
  • Sensitive information must be transmitted using our API, Portal, or SFTP. We do not accept email or fax submissions.

Submission Methods

1 CSV or Excel File (preferred format: CSV)
2 API Integration (OpenAPI docs and keys available by request)
3 SFTP Uploads (supports both password and key-based authentication)
Download CSV Example

Mock API Call Example:

POST /api/v1/submitData HTTP/1.1
Host: api.medicalbillingplatform.com
Content-Type: application/json
Authorization: Bearer your_access_token

{
    "patientFirstName": "John",
    "patientLastName": "Doe",
    "dateOfBirth": "1980-01-15",
    "ssn": "123-45-6789",
    "email": "john.doe@example.com",
    "phoneNumber": "555-1234",
    "initiallyBilledAmount": 1000.00,
    "paymentsMade": 200.00,
    "totalRemainingBalance": 800.00,
    "dateOfService": "2023-01-01"
}

For questions or clarification, please contact the implementation team here: tech@msbureau.com.

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