BASIC EDI Guidelines

Guidelines & Fees

• There typically isn’t a set-up fee to establish secure file transmissions ($115/hour for time spent over 20 hours).
• BASIC’s expectation is that the client will manage their vendor to ensure progress and timeliness for setting up EDI files.  BASIC will need contact information for both the client and vendor representatives involved in the setup.
• BASIC reserves the right to charge a monthly fee under certain circumstances.  A monthly fee may be assessed (most likely between $50 and $250 per month) for EDI files with the following issues:
  • Files are not provided in BASIC’s format
  • Data fields have incorrect values that do not match BASIC’s administration systems
  • Data is inaccurate or conflicting data is provided
  • Files are transmitted in a non-standard manner
  • File delivery notification is not provided
  • Other reasons as determined by BASIC

EDI Set-up Process for CDA Services & COBRA Administratoin

Please note: Leave & Absence Management follows a different process.

• The Employer contacts BASIC to begin the EDI set-up (email EDIAdmin at basiconline.com or contact your Account Manager).
• BASIC coordinates with the Employer and their Vendor to:
• • Answer questions about data requirements, formats, file names, and secure transmission.
  • Provide a designated secure protocol for the Vendor to submit EDI files.
  • Review and test EDI files for accuracy; BASIC will determine if the EDI data meets requirements and, if not, BASIC will determine if the files can be implemented and establish a monthly processing fee.
  • Data fields have incorrect values that do not match BASIC’s administration systems
  • Data is inaccurate or conflicting data is provided
  • Files are transmitted in a non-standard manner
  • File delivery notification is not provided
  • Other reasons as determined by BASIC
• BASIC determines when testing is complete and coordinates with the Employer and their Vendor to establish a go-live date (production status).  Going forward, BASIC receives and processes EDI files.

EDI File Transmission and Notification

Transmission: Files must be transmitted by SFTP. (FTP with PGP encryption is available if SFTP is not an option). Also, PGP at a file-level can be added to sending with SFTP if requested for extra security, but file-level encryption is not set up by default. (We prefer a custom TCP port for the Secure FTP, but can support the default port of 22, by adding the public-facing IP address of the server doing sending into our firewall. In that case, the sending party must make a note to let us know of any change to that IP address or range, or established feeds could stop working without warning).

Notification: We request that the vendor doing the sending of EDI files is able to send an email notification when new files are sent, with the number of records in the file(s) if possible. An email address for notification will be provided per Line Of Service, as part of a new set up.

Vendors with existing SFTP Feeds with BASIC: If you have an existing SFTP feed with BASIC, we request that you use the existing feed for new mutual clients wanting to set up an EDI feed. Ideally, you will already have the password securely stored for reference, and access to our template and recent past setups to allow for consistency in setting up new clients. We can help though if you have new questions about a new setup.

CDA (FSA, HRA, HSA, and Commuter)

Please Note: BASIC’s systems do not support import files in 834 format. We do accept CSV or Excel formats matching back to a record type in our import specs.

Enrollment File

Census File

Dependent File (HRA Only)

Posting Verification File

COBRA

Only applies if client has COBRA with BASIC, and wants to send COBRA EDI files.

Initial Notifications – Changes only   (File Type: COBRAIN), record type 5 –

Qualifying Events – Changes only   (File Type: COBRAQE), record type 6 –

COBRA Plan Names: Please contact EDIAdmin at basiconline.com and request a PDF version of the insurance plan report for the Employer being set up to see the plan names to match to. If any plan names have commas in them then, if you are sending us a CSV file, please be sure to qualify the plan name field by surrounding it in double quotes, or the comma will be inappropriately considered as the start of the next field.

COBRA Coverage Levels: Please match coverage levels to the appropriate ones below. It is not case sensitive. The import process has been modified so that the apostrophe shown before the EE is optional, so EE & SPOUSE works as well as ‘EE & SPOUSE for example. TWO PARTY is like the 3 tier version of the ‘EE & SPOUSE coverage level.  It also matches our system if you send it as 2 PARTY)