1099HC Mapped Data Upload Overview

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					Massachusetts Department of Revenue

1099HC Mapped Data Upload (MDU)

            Overview




           February 2010
Table of Contents

Overview………………….………………………………………..............3
What are the requirements for using mapped data upload…………………3
What data is required to be sent to the Department of Revenue...................3
How to use the mapped data upload……………………………..................4
How do I submit my form 1099HC using mapped data upload……………10
Step 1 - Define column locations within your file…………………………11
Step 2 –Test page for uploading 1099HC data (optional)…………….. …..13
Step 3 – Upload your mapped 1099HC data……………………………….14
Step 4 – View submission history….............................................................15




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1099HC Mapped Data Upload

Overview

Beginning in January of 2009 the Department of Revenue (DOR) had added an additional
method for health insurance providers to submit health care data to DOR. In addition to
the XML data transmission method which has been used successfully for larger
companies with over 500 members, a new application has been added for sending data to
the DOR called Mapped Data Upload (1099HC MDU).

The mapped data upload application allows Web File for Business users to submit data
from excel spreadsheets or other data sources directly to the DOR using a simple cut and
paste methodology. As the name suggests, the mapped data upload process begins with
the user identifying the data in the specific columns and after correctly identifying which
columns contain the specific data elements, and pasting the data into the application and
uploading it to the DOR.

The user will receive confirmation of their submission via the View File History page in
Web File for Business. This is similar to other files submitted to DOR through Web File
for Business.

By providing this additional method for submitting data to DOR the agency is providing
a simple method for small carriers and businesses to submit healthcare data for their
subscribers.

What are the requirements for using Mapped Data Upload?
You must be a registered Web File for Business user and be reporting less than 500 form
1099HC`s. The reporting information must be in a software application that contains a
separate column for each of the following: Subscriber First Name, Subscriber Last Name,
Subscriber Date of Birth, Subscriber Number, Subscriber Status, Coverage Start Date,
Coverage end Date and Corrected Flag.

What data is required to be sent to DOR?
If your 1099HC data is captured in an accounting software application including
customized spreadsheets you can map and export your data directly to DOR through Web
File for Business. You must have the following information:
     Subscriber First Name
     Subscriber Last Name
     Subscriber Date of Birth
     Subscriber Number
     Subscriber Status
     Coverage Start Date
     Coverage end Date
     Corrected Flag
Initial setup requires defining each columns location within your file prior to submitting.


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How to use the 1099HC Mapped Data Upload

Registration – From the Web File for Business home page, new users should select the
“Register” link located below to begin the registration process

* Current registered users of Web File for Business do not need a separate registration to
use the 1099HC mapped data upload




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On the following page, new user will select “I am registering to submit employee Health
Care Data” and click next.




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Next, new user will complete the registration form and clicks submit. Once a registration
is submitted to DOR, user will receive a 14 digit confirmation beginning with the letters
REG.




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Once the user is registered they may access the Mapped Data Upload utility through
Web File for Business to begin the upload process.




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After logging on to Web File for Business a registered user will be presented with the
page shown below. To submit your 1099HC data to the Department of Revenue using
the mapped data upload select “Healthcare Reporting” as shown below.




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User will then select “Mapped Data Upload Reporting (1099HC)” link to access the
application.




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Once in the 1099HC mapped data upload application users should follow the steps
presented on the screen as shown below.




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Step1- Define Column Locations within Your File
In order for mapped data upload to import your data correctly, you must “map” or define
which columns in your spreadsheet contain the required information. Below is an
example of the table showing columns with the required information. You will be asked
to complete the table which defines the location of your data by clicking on “Define
Column Locations within Your File”.




The first time you use mapped data upload, you will need to define the column locations.
This information will be saved so you will only have to define the column locations again
if they change in your source document.

When importing your data, it is important you are not limited to pasting only eight
columns of required data. However, if you paste additional columns it is imperative that
you designate which columns contain the information required in the table above.




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Below is the screen for mapping your columns.




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Step 2 (Optional) - Test page for uploading 1099HC data

If you would like to practice uploading your data, you can use the “Test Page for
Uploading Mapped 1099HC Data”. Please be advised that you will not be able to
complete the upload process on this page, this test page does not allow you to submit
your validated data. In order to submit your validated data you must go to the “Upload
your Mapped New 1099HC data” page.

Below is the 1099HC test page. This page will allow the user to become comfortable
using the copy and paste function but will not allow user to submit a file from this page.




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Step 3 – Upload your mapped 1099HC data

After you have defined you column locations, you can “copy and paste” your columns
into the box on the upload your mapped data page. Before you paste the data ensure that
you have selected the columns, and that you DO NOT include column headers (column
names).




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Step 4 – View Submission History

The “View Submission History” page shown below allows you to check the status of
your submission(s).




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