This guide is for billing-only subcontractor Community Health Worker (CHW) organizations. If your team does not use Pear Suite for scheduling or real-time documentation, this guide shows you how to upload your data and generate claims from it.

You’ll use a spreadsheet template to:

• Import member data
• Import activity data
• Review and submit claims
• Fix any errors that come up

Step 1: Prepare Your Data

Download the Member & Activity Import Template from the Resources section at the end of this article.

Make sure your file is saved as a CSV (Comma-Separated Values) file before uploading it to Pear Suite. Other formats like Excel (.xlsx) will not be accepted.

This file includes:

• Member/Activity Import Tab 
• Data Dictionary Tabs (this explains field requirements and formats)

Tip: Start with 1–2 test entries to make sure your format is correct before uploading a full file.

Step 2: Import Members

1. In Pear Suite, go to the left menu and select Data Management → Import Templates → Member Import 
2. Switch to the Imports tab (from the Template tab) 
3. Upload your spreadsheet with the required fields filled in:
   • First Name, Last Name, Date of Birth
   • Gender, Insurance Info, Contact Info, etc.
4. Submit and click refresh for the system to validate the file.

Common Errors:

• Missing Date of Birth
• Invalid characters (like extra spaces or special symbols)
• Blank required fields

If there are any issues:

• Download the error log
• Fix the problems in your spreadsheet
• Re-upload the corrected file

Your members are now imported. Members must be imported prior to importing activities. 

Step 3: Import Activities

1. In the Import Template section, select Activity Import 
2. Use the same file and make sure all the activity/billing fields are filled out. Each row should include:
   • A matching CIN (or another unique identifier that matches a member)
   • Start and End Date/Time (e.g., 07/31/2025 09:00 AM)
   • Place of Service, Diagnosis Code, and Modifiers
   • “Yes” for both Billable and Billing Consent columns
3. Upload and validate the file.

Common Errors:

• Member ID doesn’t match one already in the system
• Activity name is not in the platform template
• Date/Time format is wrong

If you see errors:

• Download the error log
• Fix the issues in the spreadsheet
• Upload again

Step 4: View Claims

1. Go to the Claims tab in the left menu.
2. Use filters to review claims by their status:
   • Error: Has errors or is incomplete
   • Generated: Complete and ready to submit
3. Click into any claim to see full details.
4. Once ready to screen, bulk select the generated claims and select: Ready for Screening.

Step 5: Fix Claim Errors

Claims might stay in Error status if:

• A required member field is missing
• The total time is under 16 minutes
• Diagnosis or place of service is missing

To fix:

• Click the claim to view the red error banner
• Either fix the issue in the claim directly or re-import the corrected activity
• You may need to click “Re-Generate” to generate the corrected claim 

Step 6: Submit or Mark Claims Ready

1. Once everything looks right:
2. Open a claim
3. Review:
   • Member and contact info
   • Time logged
   • Activity name and details
   • Diagnosis code and place of service
4. If complete, click Mark as Ready for Screening
5. Now the claim is ready for billing review.

Quick Tips for Your Team

• Always start with a few fake entries to test your format
• Use the Data Dictionary tab to make sure all formats are correct
• Ask your Customer Success Manager (CSM) to review your first real import
• Stick with one consistent file format each time
• If you're unsure, email support@pearsuite.com

When to Use This Guide

Follow this process anytime you:

• Add a new group of members
• Upload new activities for billing
• Need to troubleshoot missing claims or claim errors

Resources

 Excel File: Member/Activity Import Template