This guide is specifically designed for billing-only subcontractor Community Health Worker (CHW) organizations. If your team does not use Pear Suite for real-time documentation or scheduling, follow these steps to upload your external data and generate accurate insurance claims.

Step 1 – Prepare your CSV data

1. Download the Member & Activity Import Template from the resources section.
2. Ensure the file is saved in CSV (Comma-Separated Values) format; Excel (.xlsx) files are not accepted.
3. Consult the Data Dictionary Tabs within the template to verify specific field requirements and formatting rules.
4. Tip: Always start by uploading 1–2 test entries to verify your formatting before attempting a full bulk upload.

Member/Activity Import Template - Pear Suite

Step 2 – Import member records

1. Navigate to Data Management > Import Templates > Member Import.
2. Switch to the Imports tab and upload your CSV.
3. Ensure all required fields are populated: First/Last Name, DOB, Gender, and Insurance Info.
4. Click Refresh to allow the system to validate the file.
   • Note: Members must be successfully imported before you can upload their associated activities.

Step 3 – Import activity records

1. In the Import Template section, select Activity Import.
2. Ensure each row includes a matching CIN (or unique identifier), Start/End times, and Diagnosis Codes.
3. Verify that the Billable and Billing Consent columns are both marked as "Yes".
4. If the system flags errors (e.g., date format issues or member ID mismatches), download the error log, correct the spreadsheet, and re-upload.

Step 4 – Review and filter claims

1. Go to the Claims tab in the left-hand menu.
2. Use the status filters to organize your work:
   • Error: Claims that are incomplete or contain invalid data.
   • Generated: Valid claims that are complete and ready for the next step.

Step 5 – Resolve claim errors

1. Click into any claim marked with an Error status to view the red error banner.
2. Common reasons for errors include:
   • Total activity time is under 16 minutes.
   • Missing Place of Service or Diagnosis codes.
3. Correct the issue directly within the claim or re-import the corrected activity row.
4. Click Re-Generate to refresh the claim with your new changes.

Step 6 – Submit for screening

1. Open a Generated claim and perform a final review of the member info and logged time.
2. Once verified, click Mark as Ready for Screening.
3. For high volumes, you may bulk-select multiple generated claims and move them to the "Ready for Screening" status simultaneously.