Step 1: Identify and format your 340B claims file

To identify file: 340B claims files are typically made available to 340B covered entities by the contract pharmacy administrator (e.g. Sentry DS, MacroHelix, SunRx, PDMI, etc.) or by the contract pharmacy. 340B claims are identified from adjudicated prescription claims to a health plan and include basic information about the prescription such as the Rx number, date of service, pharmacy, NDC, prescriber, etc.

To format file:

  1. Identify the most recent claims file provided by the contract pharmacy administrator or contract pharmacy and open the file using Excel.

  2. Format the Excel file by ensuring that the first row includes the column names of each data element (e.g. Fill Date or Pharmacy ID) and subsequent rows include the data values (e.g. 10/14/2019 or 000234873648).

    - Column names are highlighted in Red and data values are highlighted in Blue in the image below.

  3. Save a local copy of the formatted file for submission to 340Besp.com

PLEASE NOTE: Do not exclude any rows or columns of data prior to uploading the claims file. 340B ESP automatically limits the data elements collected in the platform to those that are required to identify and resolve duplicate Medicaid and commercial rebates (as defined in Step 3). In addition, 340B ESP only uploads claims data related to drugs that are sold by the pharmaceutical manufacturers that have adopted the 340B ESP platform. These limitations are applied locally before data is transferred to 340B ESP’s servers.

Step 2: Navigate to the “Claims Data” tab

  1. Navigate to 340BESP.com and login to your 340BESP.com account

  2. From the Dashboard, click on the ‘Claims Data’ tab as depicted by the Red circle to the right.

Step 3: Confirm column mapping

Upon selecting the ‘Claims Data’ tab for the first time, you will be prompted to identify the column names from your claims file that correspond to the requested data fields.

  1. Attach the claims file formatted in Step 1

  2. For each requested data field (shown in the left panel), you will be prompted to identify the corresponding column name in your claims file (shown in the right panel)

  3. The first data field (‘Contracted_Entity_ID’) will be highlighted. Simply click the column name in your claims (right panel) that corresponds to this required data field. You will notice that the column name will be moved under the data field.

  4. Repeat this process for each required data element.

The requested data elements are as follows. Those required for submission are denoted with an asterisk (*).

  • Contracted Entity ID*: the 340B ID of the covered entity where the prescription originated. This is usually the 340B ID of the covered entity under which you registered.

  • Date of Service (aka Fill Date)*: date on which the patient filled their prescription.

  • Date Prescribed*: date the prescriber wrote the prescription.

  • NDC*: the 11-digit National Drug Code which indicates the manufacturer, product, and the commercial package size.

  • Prescriber ID: a unique, public ID for the prescribing physician. Accepted IDs include the NPI and DEA ID.

  • Prescriber ID Qualifier: indicates the type of unique ID provided. A value of “01” indicates NPI, “12” indicates DEA.

  • Quantity*: the number of units in the prescription.

  • Rx Number*: the native (unmodified) prescription number for the prescription as generated by the pharmacy.

  • Service Provider ID*: a unique, public ID for the dispensing pharmacy. Accepted IDs include the NPI, DEA, NCPDP, and Medicaid ID.

  • Service Provider ID Qualifier: indicates the type of unique ID provider. “01” for NPI, “05” for Medicaid”, “07” for NCPDP, and “12” for DEA

  • Wholesaler Invoice Number: the invoice number assigned by the wholesaler for the replenishment order made by the 340B covered entity.

PLEASE NOTE: If your claims file does not include all of the fields listed above, you may still complete the mapping process. However, the data fields denoted with an “*” are required to complete the mapping process and to submit claims data.

Step 4. Submit claims data

  1. When you are ready to upload your first claims file, simply select the “Start a Submission” button on the right of the “Submission Details” screen.

  2. You will then be prompted to select the time period(s) for which you will upload claims data (including the option to complete overdue submissions).

  3. After selecting the time period(s), select “Attach” to navigate to the claims file(s) you would like to upload.

  4. After you select the claims file you would like to upload your data will be automatically displayed in the ‘Data’ screen using the column mapping provided in Step 3.

PLEASE NOTE: 340B ESP automatically limits the data elements collected in the platform to those that are required to identify and resolve duplicate Medicaid and commercial rebates. In addition, 340B ESP only uploads claims data related to drugs that are sold by the pharmaceutical manufacturers that have adopted the 340B ESP platform.

  1. You can alternate between a view showing the data as it exists in your claims file and the data as it will be uploaded to 340B ESP by clicking the ‘Inspect Original File’ button or ‘View Filtered,’ respectively.

  2. The platform will provide an alert if a value does not meet the accepted format for the mapped data element.

  3. Once the file is ready to submit, select the “Save and Submit” button on the “Submission Details” tab,

  4. If the claims data is successfully submitted, a confirmation screen will be displayed. The submitted data is saved in a newly created .csv file, named with the submission date. You may inspect and save a local copy of the submitted data by selecting this newly created file. This screen will also alert you if there are any overdue submissions.

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