How to Upload Insurance Company Price List

Overview

Helix allows you to upload insurance tariff price lists for each insurance company added into your system. You can either upload prices one by one or bulk upload them using an Excel file. This article covers both methods and highlights important prerequisites and formatting requirements.

Option 1: Manual One-by-One Upload

Step-by-Step:

1. Go to Control Panel > Insurance.

2. Click the three-dot menu beside the insurance company name.

3. Select Open.

4. Click the Add Price List button in the top right corner.

5. Manually fill in the following fields:

   • Service Code (must match code in Medical Services)

   • Network (if applicable)

   • Rate (insurance tariff amount)

6. Click Submit.

✅ This method is useful for adding a few services or making quick adjustments.

Option 2: Bulk Upload Using Excel

This is the preferred method when uploading large insurance price lists.

🔑 Important Pre-requisite:

All the CPT codes or service codes you plan to upload must already exist in your Medical Services list under Control Panel > EMR Settings > Medical Services. Helix maps these existing codes with the uploaded price list.

📥 Excel Template Format:

• Column 1: Code (CPT or service code that exactly matches what exists in Medical Services)

• Column 2: Rate (insurance price assigned to each code)

If the insurance has multiple networks, then the file may have extra columns for:

• Rate 1, Rate 2, Rate 3, etc. – for different network tariffs.

⚠️ Data Rules Before Upload:

• Codes and rates must be numeric only (no symbols, dots, or extra spaces).

• Do not include extra columns (e.g., service names or descriptions).

• Do not use merged cells.

• Ensure column headers for Row 1 & 2 are removed from the excel template before uplaoding. 

📝 Upload Instructions:

1. Go to Control Panel > Insurance.

2. Click the three-dot menu beside the insurance company name > select Open.

3. Click the Upload Price List button in the top-right corner.

4. A pop-up will appear asking for:

   • Insurance Network: Select the applicable network. If left blank, the price list will apply to the entire insurance company.

   • Column # of Service Code: Use 0 if code is in the first column.

   • Column # of Price (Rate): Use 1 if rate is in the second column.

   • Replace Current Price List?: Enable if you wish to overwrite all previous data. As this option delete's all previously uploaded data. 

5. Upload your file and click Confirm.

Note on Column Numbers: Helix counts columns starting from 0. So:

• If your code column is first, enter 0.

• If your rate column is second, enter 1.

🧠 Pro Tips:

• Always verify that the codes in your insurance file match the exact codes in your Medical Services list.

• Use a clean, validated Excel file provided by Helix support.

• If upload fails, double-check for merged cells, non-numeric characters, or column misalignment.