Run eligibility checks

You can run both real-time and batch 270/271 eligibility checks in your account to verify a patient's insurance coverage and benefits.

You can also run a special kind of real-time eligibility check called a Medicare Beneficiary Identifier (MBI) lookup. MBI lookups allow you to retrieve benefits information from the Centers for Medicare and Medicaid Services (CMS) using a patient's Social Security Number (SSN) instead of their MBI.

Real-time eligibility checks

Real-time eligibility checks provide a response in seconds. They're ideal for in-person patient visits, telehealth appointments, and other scenarios where you need immediate information about a patient's coverage.

To run a new eligibility check:

1. Go to the Eligibility searches page.
2. Click + New eligibility check.
3. Enter the required information.
   • We recommend starting with the default form fields, but you can click Select fields to include additional information in the request, such as dependent information or service dates.
   • Review eligibility best practices for detailed instructions and tips.
4. Click Submit.

Stedi runs the eligibility check and stores it in a new eligibility search. Stedi automatically opens the Eligibility search overview page for the check.

Click View to see the details of the eligibility check, including a benefits summary if the check was successful. If the check failed, you can review the error code and retry the check with updated information. Visit Fix failed eligibility checks for instructions.

MBI lookup

A Medicare Beneficiary Identifier (MBI) is a unique, randomly-generated identifier assigned to individuals enrolled in Medicare. You must include the patient's MBI in every eligibility check you submit to the Centers for Medicare and Medicaid Services (CMS).

When patients don't know their MBI, you can perform a special type of real-time eligibility check, called an MBI lookup, using the patient's Social Security Number (SSN) instead.

To perform an MBI lookup:

1. Go to the Eligibility searches page and click + New eligibility check.
2. Construct an eligibility check request that includes the patient's first name, last name, date of birth, and SSN.
   • To do this, you'll need to click Select fields and check the box next to Social Security Number (SSN) under the Subscriber section.
   • Review our best practices for detailed instructions and tips.
3. Set the Trading partner service ID to CMS MBI Lookup.
4. Click Submit.

Stedi uses the patient’s demographic data and SSN to perform an MBI lookup. If there is a match, Stedi submits an eligibility check to CMS. Stedi returns a complete eligibility response from CMS for the patient and returns the patient's MBI as the subscriber's member ID.

Medicare Advantage plans have their own unique member ID, which isn't returned in the MBI lookup response. You also shouldn't submit eligibility checks for Medicare Advantage plans to CMS (HETS) - you should submit them to the actual Medicare Advantage plan payer instead.

Batch eligibility checks

We recommend using batch checks for bulk workflows that aren't time sensitive, such as monthly or weekly eligibility refreshes. You can submit batch eligibility checks through bulk CSV upload.

To submit batch checks:

1. Go to the Batch eligibility checks page.
2. Click + New batch from CSV.
3. Enter a name for the batch. Stedi displays this name in the list of batch uploads. This name is for your reference only - we don't send it to payers.
4. Click Download a template to download the CSV template with the supported fields. You can also download it from this link: template CSV file.
5. Populate the template with eligibility checks. Each row in the template represents one eligibility check. You can submit up to 1,000 checks per CSV file. Review our best practices for tips on what information to include for each check.
6. Click + Upload file to upload your complete CSV file.
7. Click Verify file so Stedi can validate the data in each eligibility check. You can fix any errors and re-upload the CSV file as many times as needed. When the file is error-free, you'll be able to execute the batch.
8. Click Execute batch to send the eligibility checks to Stedi for processing.

Stedi begins processing the batch. Each eligibility check in the batch is stored in its own eligibility search. You can review the details of each check from the Eligibility searches page.

Review batch progress

You can review the progress of submitted batches on the Batch eligibility checks page. The page displays each CSV batch you've submitted, along with it's name, date created, status, and total items (number of eligibility checks in the batch).

• The batch status changes to In progress while Stedi is processing the batch.
• The batch status changes to Completed when Stedi has sent all checks in the batch to payers and received responses.
• Most batches complete in 15–30 minutes. However, it can take up to 8 hours for all checks in a batch to return results.

Click a batch to view its details, including the status of each check in the batch. Click any eligibility check to go to its details page.

From the batch details page, you can also download the original CSV input by clicking Download under Original input file.

Eligibility best practices

For the best chance of success, start by sending the smallest possible set of fields in your eligibility checks. Adding extra data can lead to unnecessary rejections.

We recommend starting with the following information. Only include more if the payer requires it.

Information	Best Practices
Encounter, service or procedure codes	You must include either a service type code (STC) or a procedure code and qualifier. This tells the payer what kinds of benefits information you're requesting. Most medical payers don't support procedure codes. Some dental payers do, but we recommend trying an STC code first. We recommend STC 30 (Health Benefit Plan Coverage) to retrieve a patient's general medical benefits and 35 to retrieve a patient's general dental benefits. We recommend including no more than one STC in each request. By default, the real-time eligibility check form allows you to choose a Service type code. If you want to include a procedure code instead, click Select fields and select the boxes for the Procedure code and Product or service ID qualifier to add them to the form. Note that you can submit either an STC or a procedure code and qualifier - not both. You can only submit STCs for batch checks in the serviceTypeCode field. Procedure codes aren't supported.
Encounter, service dates	Stedi uses the today's date in the payer's timezone as the date of service by default. If you want to check eligibility for today's date, don't submit a service date. To add past or future service dates to a real-time check, click Select fields and select either Date of service (single service date) or both the Beginning date of service and End date of service (date range). To add past or future service dates in batch checks, use either the encounterDateOfService (single service date) or the encounterBeginningDateOfService and encounterEndDateOfService (date range) fields. We recommend submitting dates up to 12 months in the past or up to the end of the current month. Payers aren't required to support dates outside these ranges. However, some payers such as the Centers for Medicare and Medicaid Services (CMS) do support requests for dates further in the future - especially the next calendar month. Check the payer's documentation to determine their specific behavior.
Dependents	A patient qualifies as a dependent for eligibility checks when they are listed as a dependent on the subscriber's insurance plan and the payer cannot uniquely identify the patient through information outside the subscriber's policy. If the patient has their own member ID (even if it only differs by a suffix like 0), you must identify them in the Subscriber section instead. To add a dependent to the real-time eligibility check form, click Select fields and select Dependents. You can only submit one dependent per eligibility check. Most Medicaid plans don't support dependents - you'll almost always need to submit the child as a subscriber in the Subscriber section. Sending dependent information here for payers that don't support dependents will either cause an error, or the payer may return results for the subscriber instead. We strongly recommend including the dependent's date of birth in the request when available because many payers return errors without it. Enter the dependent's name exactly as written on their insurance card, if available, including any special or punctuation characters such as apostrophes, hyphens (dashes), or spaces.