Address Validations

How Validation Works

When you save records containing addresses in Picked Up/Taken To Locations Setup, Commercial Payers Setup, the Accounts Module, and/or the Billing Module the system automatically checks the city, state, and ZIP code combination against the location database. If the address appears to be invalid, a prompt displays with suggested corrections. You can choose to accept a suggested address or continue with your original entry.

Once an address has been validated and saved successfully, it won't be checked again unless you attempt to modify the address information. This prevents unnecessary validation when working with existing records.

To utilize this feature, first make sure that it is enabled in General Setup Configuration Settings Setup:

Note: This will be enabled by default. Unchecking this option disables the address validation feature in all areas.

Address Validation Prompt

If the system identifies a potential issue with an entered address, the "Address Validations" prompt appears showing the city, state, and ZIP combination you entered appears to be invalid. The prompt displays one or more suggested addresses labeled as "Suggestion" that match valid city and ZIP code combinations in the location database. Your original entered address is also shown, labeled as "Original" for reference.

Select one of the suggested addresses to automatically update the address fields with the corrected information, or select your original entry to keep the address as you entered it. The system will save the record with whichever option you choose. Users can also use the Ignore button to continue without utilizing a suggested address.

Where Validation Occurs

Accounts Module: Patient addresses are validated when you save an account, including the Primary Insured Member Address on the Information tab and all Patient/Insured addresses on the Members tab for account members.

Billing Module: Patient addresses and transport locations are validated when you save a bill. This includes Patient/Insured addresses on the Information tab, Alternative Mailing Addresses on the Payers tab (for Patient Invoice or Patient Blank payers only), and both Picked Up and Taken To transport location addresses.

Transport Locations Setup: When you add a new transport location to the Picked Up or Taken To Locations Setup, the address is validated automatically. This ensures location data is accurate for future billing entries.

Commercial Payers Setup: Commercial payer addresses are validated when you save a payer record in the Commercial Payers Setup, ensuring payer information is accurate for claims submission.

Working with Invalid Addresses

When you see the Address Validations prompt, review the suggested addresses carefully. Common issues include misspelled city names, incorrect ZIP codes for the entered city, or city/ZIP code combinations that don't exist (such as using a neighboring city's ZIP code).

If one of the suggested addresses matches the correct information, select that option to update the address automatically. If you're certain your original entry is correct despite the validation warning, you can select the original address to proceed. Keep in mind that claims with invalid addresses are more likely to be rejected by payers.

Benefits of Address Validation

Address validation reduces claim rejections by catching address errors before submission, improves data quality across all billing records, decreases time spent correcting address-related claim issues, and helps ensure successful claims processing by identifying potential problems at the point of data entry.