Tab-by-tab and column-by-column instructions for the patient and order data workbook Synapse sends before your transition go-live.
Before your patient transition go-live, Synapse Health sends you a Supplier Data Validation workbook. The workbook is used to confirm patient eligibility, demographic accuracy, and order detail completeness. Two tabs are pre-populated by Synapse for your reference; two tabs you complete and send back.
This article walks through each tab, lists every column you are responsible for, explains which fields are required, and shows where to upload the finished workbook in ShareFile.
Before you start: how the workbook is organised
| Tab | Purpose |
|---|---|
| Claims Data | Pre-populated claims history from Synapse. Read-only reference. |
| Summary | Auto-generated summary statistics from Claims Data. Read-only reference. |
| Patient Demo | You complete this tab. One row per transitioning patient. |
| Order Details Data | You complete this tab. One row per HCPCS line per patient. |
Claims Data and Summary tabs: your read-only reference
These tabs are pre-populated by Synapse Health and provided for your reference. Do not modify them.
- Claims Data – shows the patient-level claims history Synapse has on file for your panel, including HCPCS codes billed, dates of service, plan information, and patient identifiers.
- Summary – provides aggregate counts (unique patients, supply patients, O2/PAP/Capped Rental breakdowns) derived from Claims Data.
Use these tabs to identify which patients are in scope and to cross-reference as you complete the Patient Demo and Order Details tabs.
Patient Demo tab: which patients to include
This tab collects confirmed demographic, contact, address, and insurance information for each patient who will transition to Synapse Health. Synapse Health uses this data to create and configure patient records.
Patients identified in Claims Data have been partially pre-filled by Synapse Health (name, gender, DOB, state, and primary insurance policy number where available). You must complete all remaining required fields, including your internal Patient ID / MRN in column B on every row – even rows pre-filled by Synapse Health.
Who to include
Two groups of patients belong on this tab:
- Patients already in ClaimsData – all patients from ClaimsData who you confirm are eligible and transitioning – complete their rows fully
- Patients missing from ClaimsData – any additional patients you believe should transition who do not appear in ClaimsData (for example, active patients not yet billed under the new plan) – add them as new rows. Synapse will run eligibility for these patients
Patient Demo tab: column requirements
Complete every row for each transitioning patient. Highlighted rows (shaded yellow) in the workbook indicate fields with special attention required.
| Col | Field | Requirement |
|---|---|---|
| B | Patient ID / MRN | Required. Your internal patient identifier or MRN. |
| C | Patient First Name | Required. |
| D | Patient Last Name | Required. |
| E | Patient Middle Name | Optional. |
| F | Patient Gender | Required. |
| G | Patient DOB | Required. |
| H | Patient Weight | Optional. |
| I | Patient Height | Optional. |
| J | Contacts Phone 1 | Required. No empty cells. If no number is available, enter 999-999-9999. |
| K | Contacts Phone 2 | Required if Phone 1 is not a home or cell number. Must include at least one “Contacts Home” or “Contacts Cell” value across J and K. |
| L | Contacts Email | Optional. |
| M | Contacts Other | Optional. |
| N | Delivery Address Line 1 | Required. |
| O | Delivery Address Line 2 | Optional. |
| P | Delivery Address City | Required. |
| Q | Delivery Address State | Required. |
| R | Delivery Address Zip | Required. 5-digit zip only. |
| S | Emergency Contact First Name | Required only if providing emergency contact. If any emergency contact field is filled, ALL fields must be completed. |
| T | Emergency Contact Last Name | See above. |
| U | Emergency Contact Relationship | See above. |
| V | Emergency Contact Home | See above. |
| W | Emergency Contact Cell | See above. |
| X | Financial Hardship Waiver | Required. |
| Y | Primary Insurance Payer Name | Required. |
| Z | Primary Insurance Policy Number | Required. |
| AA | Primary Insurance Address Line 1 | Required. |
| AB | Primary Insurance Address Line 2 | Optional. |
| AC | Primary Insurance City | Required. |
| AD | Primary Insurance State | Required. |
| AE | Primary Insurance Zip | Required. 5-digit zip only. |
| AF | Secondary Insurance Payer Name | Required only if a Secondary Insurance ID is provided. If any secondary insurance field is filled, ALL secondary insurance fields must be completed. |
| AG | Secondary Insurance Policy Number | See above. |
| AH | Secondary Insurance Relationship to Patient | See above. |
| AI | Secondary Insurance First Name | See above. |
| AJ | Secondary Insurance Last Name | See above. |
| AK | Secondary Insurance DOB | See above. |
| AL | Pt Inactive | Required. Enter Y or N for every patient row. Enter Y if the patient appears in ClaimsData but is no longer active with your organization. Enter N if currently active. Do not leave blank. |
Order Details Data tab: minimum required fields
This tab captures equipment and order history that Synapse Health needs to configure active orders and ensure continuity of care. One row per HCPCS code per patient is preferred. If a patient has multiple HCPCS codes, list each on a separate row.
Patient identifiers and HCPCS codes from Claims Data have been pre-filled. You must complete the required fields.
The following fields must be completed for every row. Highlighted rows (shaded yellow) in the workbook call out fields most commonly missed.
| Col | Field | Requirement |
|---|---|---|
| B | Primary Insurance Policy Number | Optional but strongly recommended. |
| C | Patient ID / MRN | Required. Must match the MRN provided in the Patient Demo tab. |
| D | First Name | Required. |
| E | Last Name | Required. |
| F | DOB | Required. |
| G | RX Effective Date | Required. If exact date is unknown, enter 1/1/1900. Do not leave blank. |
| H | Ordering Provider NPI | Required. 10-digit NPI of the ordering physician or practitioner. |
| I | HCPCS | Required. One HCPCS code per row preferred. If multiple, separate with commas. |
| T | Quantity | Required. |
| U | Original Delivery Date of Service | Required for all rental HCPCS codes (modifier RR). Earliest date equipment was delivered to the patient. Do not leave blank for rentals. |
| V | Last Delivery Date of Service | Optional. Most recent delivery for supplies; earliest for rentals. |
| W | Is Patient Still on Service(s)? | Required. Enter Yes or No. |
| X | Does Patient Still Have Equipment (Rentals)? | Required. Enter Yes or No. Applies to all rental-modifier HCPCS. |
Order Details Data tab: additional fields to complete when available
| Col | Field | Requirement |
|---|---|---|
| J | Product Description / MFG Model | Optional but helpful for equipment matching. |
| K | Product SKU | Optional. |
| L | Device Settings | Optional. |
| M | Serial / Lot Numbers | Note: Synapse Operations may follow up to request this separately. |
| N | Last PM Date | Optional. |
| O | Length of Need | Optional. |
| P-S | Diagnosis 1-4 | Required where known. Must be formatted correctly – e.g., J44.9 not J449. |
Which HCPCS codes count as rentals
The Original Delivery Date of Service (column U) is required for rental codes. Use the following to determine which codes are rentals:
- Any HCPCS billed with modifier RR in the ClaimsData tab is a rental.
- Common rental categories include: Oxygen devices (E1390, E1392), PAP devices (E0471, E0601), and ventilators.
- Supply-only codes (modifier NU or no rental modifier) include PAP supplies (A7031, A7034, A7035, A4604) and consumables. These do not require an Original Delivery Date but should still have a relevant date of service in column U.
Submitting the completed workbook
- Log into ShareFile and navigate to: Folders > Shared Folders > Patient Transitions > [Your Go-Live Folder]
- Upload the completed Supplier Data Validation workbook to: Patient Roster & Order Data
- Upload all Patient Documentation (original POD and latest RX at minimum) to: Patient Docs
Note: Patient Docs are automatically moved to a Processed folder after Synapse Health review. You will be contacted if documentation is incomplete or missing. The original proof of delivery (POD) and the latest prescription are the minimum documents required for each patient.
Common errors to avoid
| Common error | How to avoid it |
|---|---|
| Leaving Phone 1 blank | Enter 999-999-9999 if no number is available. |
| 9-digit or extended zip codes | Trim to 5 digits only. |
| Diagnosis codes without decimals | Format as J44.9, not J449. |
| Blank column AL (Pt Inactive) | Every row must have Y or N. |
| Missing RX Effective Date | Use 1/1/1900 if unknown – do not leave blank. |
| Missing Original Delivery Date on rentals | Required for all RR-modifier HCPCS – check ClaimsData modifier column. |
| Partial emergency contact info | All emergency contact fields must be filled if any are provided. |
| Partial secondary insurance info | All secondary insurance fields must be filled if Policy Number is provided. |
| Blank Patient MRN on pre-populated rows | Even pre-filled rows require your internal MRN in column B. |