Overview

Aaniie supports the generation of 837P EDI claim files for the Arizona Department of Developmental Disabilities (DDD). Unlike the traditional Mahler clearinghouse workflow, Arizona DDD claims are generated as downloadable EDI files that agencies submit directly to Arizona DDD outside of Aaniie.

1. eBilling Integration

Please reach out to Aaniie Support (support@aaniie.com) to:

• Enable eBilling for claims generation

• Enter the required Arizona DDD EDI settings (required items include):

• Sender ID (example = 12345_Helpi)

• Organization Name (Helping Hands, Inc)

• Contact Name (John Smith)

• Contact Email (johnsmith12345@gmail.com)

• Contact Phone Number ((123) 456-7890)

*Please Note: The required AZDDD EDI settings come from WellSky. Please reach out to WellSky to obtain that information and send it to Aaniie Support.

Once enabled by support, you’ll be able to create claims in Payer Invoicing in Menu → Accounting → Payer Invoicing and view the Claims Table in Menu → Accounting → Claims.

2. Payer Setup

For each payer you bill: 

• Go to Menu → Clients → Invoicee → Add Payer.
  
  

• Enter:
  
  

• Name (e.g., AZDDD)
  
  

• Email Address

• Address

• Select Multi-Client Invoices

• Invoice Preference = Email
  
  

• Save.

• Select the Calculator Icon

• Enter the Payer ID = 866004791
  
  

3. Client Profile Requirements

For each client:

• Full Name

• DOB

• Address

• SSN

• Place of Service = 12.Home
  
  

While still in the client profile,  Accounting Section:

• Add payer in Client/Invoicee Attachments

• ICD-10-CM Diagnoses

• Only Primary Diagnosis is needed

• Billing Code Config

• Create an entry for all of the services that this patient has been authorized to receive (e.g. T1019)

• Billing Codes can be created in Menu → Clients → Billing Codes

• Select Code Pointer 1

• Enter Taxonomy Code

• Unit Rate = Shift Rate Based Units (Billed in 15-minute increments)

• Note: If you anticipate providing the same service twice in the same day for the same patient, be sure to create a second billing code with the (+2) extension (e.g T1019 (+2)) and include ‘76’ in the 1st modifier field, or as an alternative, reach out to support to turn on functionality to combine same-day shifts by billing code on claims. 

• Subscriptions

• Select the Invoicee/Payer

• Claim Creation Preference = One Claim Per CPT Code

• Select Client is Subscriber & enter in their Medicaid ID

• Check both boxes in Legal

• Payer Priorities

• Create a payer priority for the Payer

• Enter Authorization Begin and End date

• Pays For = Shifts

• Matching Billing Code - Select Billing Code or Multiple that the payer is responsible for (e.g., T1019 & T1019 (+2))

• Enter Authorization Number

4. Service Rates

• In Accounting → Client Fees, assign the Unit Rate for each billing code.
  
  

• Remove hourly rate if not used.
  
  

• Example: T1019 = $7.25 per 15 minutes.

• Note: Please reach out to support@aaniie.com to enable Unit Fees
  
  

5. Scheduling for Billing

• All visits on the Scheduling Dashboard must have:
  
  

• Billing Code applied.
  
  

• Unit Fee Rate assigned.
  
  

• Use Bulk Actions in the Scheduling Dashboard to apply billing codes or rates to multiple visits.
  
  

6. Claim Generation

• Go to Menu → Accounting → Payer Invoicing.
  
  

• Create the Billing Period.

• Generate the Invoices for selected clients

• In the Actions Column, hover your mouse on the action icons and select Prepare Claims
  
  

• Review Claims
  
  

• Select Submit All Claims.

• Unlike standard clearinghouse/Mahler claims, submitting the claim does not send it to a clearinghouse.

• Submitting the claim simply changes its status to Queued, making it available for inclusion in the next generated Arizona DDD EDI file.

7. Generate the EDI File

• Menu → Accounting → Claims
  
  

• Use search filters to quickly find claim submissions.

• Select Generate EDI File for Queued Claims

• The system will

• Gather all queued Arizona DDD claims.

• Generate a single 837P EDI file.

• Prompt you to download the file.
  

• Once a claim has been included in an EDI file, it will not be included in future generated files. Files are generated sequentially and should be submitted in the order they were created.

• The Claims page now includes a Generated EDI Files section that allows you to

• View previously generated EDI files.

• Download a previously generated file again if necessary.

• Maintain a history of generated EDI files.

• Awaiting Reply is the default status after an EDI file has been generated

• Once you receive the TA1, 999, and 835 response files from AZDDD, you can select “Upload” in the Generated EDI Files table to change the status of the claims

8. Resubmit the Claims

• Manually Fail claims to resubmit by selecting the red circle icon

• In Payer Invoicing, when resubmitting already paid or partially paid claims, select the claim and select This is a corrected claim to enter the last paid claim number

• Claims that were never paid do not require the corrected claim box to be selected; they can be sent as a brand new claim by selecting ‘I have reviewed the contents of this claim in full and verify that all the information is correct’ or ‘Submit All Claims’
  
  

✅ Once these steps are complete, your eBilling workflow is ready: Visits → Claims → Clearinghouse → Payer.