Description: In this topic, the user will learn about screen scraping which is an automated process that pulls new or updated authorizations from a funding source database and uploads them into the system. This feature can be enabled at the funding source level. 

Role Required: Super User

Permission Required: Funding Source Admin

Compatible Databases

*Please note: These are currently the only databases that support this feature.

To Enable/Disable Screen Scraping for a New Funding Source

  1. Log in to DCI

  2. Select Settings from the main menu

  3. Select Funding Sources from the submenu

  4. Click Actions 

  5. Select Add New Funding Source

  6. Complete the Add New Funding Source form wizard

    1. Click Yes to enable the system to utilize the screen scraping functionality for this funding source

    2. Click No to disable screen scraping 

    1. Click the blue plus sign (+) next to Authorization Automation Integration to expand the section

    2. Supports Automated Authorization Download field

    3. Authorization Management System URL: Select the system from the drop-down options

    4. Authorization Management System User Name: Enter user name for system

    5. Authorization Management System Password: Enter password for system

  7. Click Save and Yes to confirm

To Enable/Disable Screen Scraping for an Existing Funding Source

  1. Log in to DCI

  2. Select Settings from the main menu

  3. Select Funding Sources from the submenu

  4. Use the filters to locate the funding source and click Search

  5. Click anywhere in the funding source row to view details

  6. Click Actions

  7. Select Edit Funding Source from the drop-down menu

  8. View and edit the Edit Funding Source form wizard

    1. Click Yes to enable the system to utilize the screen scraping functionality for this funding source

    2. Click No to disable screen scraping

    1. Click the blue plus sign (+) next to Authorization Automation Integration to expand the section

    2. Supports Automated Authorization Download field

    3. Authorization Management System URL: Select the system from the drop-down options

    4. Authorization Management System User Name: Enter user name for system

    5. Authorization Management System Password: Enter password for system

  9. Click Save and Yes to confirm

Changes to the funding source can be saved even if the login credentials for the authorization management system are incorrect. After the screen scraping processes runs, an email notification will be sent to the email address listed on the funding source profile.

Users receive a notification if the login failed. This email notification is configured in DCI and will typically be sent to users with a billing role for the cost center of the funding source. If unsure who should receive this email, please contact the supervisor or site administrator.

Service Code Default Rates and Maxes

Users have the option to set default rates and default daily, weekly, and monthly maxes on service codes. When these values are set, the system will use them on new authorizations. The default rates and maxes will also prepopulate when a user manually creates an authorization for that service code, however the values will be editable. 

*NOTE: It is important for AZ DDD screen scrape that defaults are set, however OR eXPRS screen scrape utilizes a different process that will pull the rates and maxes during the screen scrape process. 

To set default rates: 

  1. Log in to DCI

  2. Select Settings from the main menu

  3. Select Funding Sources from the submenu

  4. Use the filters to locate the funding source and click Search

  5. Click anywhere in the funding source row to view details

  6. Scroll down to select the Service Codes tab

  7. Use the filters and click Search or scroll down to locate the service code

  8. Click anywhere in the service code row to view details

  9. Click Actions

  10. Select Edit Service Code from the drop-down menu

  11. Click the blue plus sign (+) next to Default Auth Specs. Enter the following fields:

    1. Default Billing Rate

    2. Default Daily Max

    3. Default Weekly Max

    4. Default Monthly Max

  12. Click Save and Yes to confirm

Run the Screen Scraping Process Manually

  1. Log in to DCI

  2. Select Import from the main menu

  3. Click Actions

  4. Select Run Automated Authorization Download Process from the drop-down menu

  5. In the Select Funding Source form wizard, select the funding source.

    1. If the funding source is not an option in the drop-down, ensure that screen scraping is enabled and all fields are completed on the funding source details screen.  

  6. Click Yes and OK to confirm

  7. After the process has completed, an email will be sent to the email address listed on the funding source with an attached Excel file summary of all new, updated, excluded, and failed authorizations that were attempted.

    1. For failed authorizations, a column will be present with a description as to why failure occurred.

Run the Screen Scraping Process Automatically

  1. DCI will run the screen scraping process as a scheduled job every night to check the authorization management system for all new, updated, excluded, and failed authorizations. 

  2. After the process has completed, an email will be sent to the email address listed on the funding source with an attached Excel file summary of all new, updated, excluded, and failed authorizations that were attempted.

    1. For failed authorizations, a column will be present with a description as to why failure occurred. 

  3. The results file will also be saved on the funding source profile page on the Attachments tab.

*Please note that all new authorizations are created with a status of pending and must be approved.

Results Summary File Information

Updates to Screen Scraping Authorizations (Auth Result = Created):

Updates to Screen Scraping Authorizations (Auth Result = Edited):

Exclusions to Screen Scraping Authorizations (Auth Result = Excluded):

Failures to Screen Scraping Authorizations (Auth Result = Failed):

Downloaded Authorizations

To mass approve new pending authorizations, a SQL ticket must be submitted through Zendesk. Authorizations created in DCI using screen scraping cannot be mass-approved through the DCI portal user interface - not even through the import module's "Approve Imported Authorizations" functionality. Authorizations may be approved individually by clicking Home on the main menu and selecting Pending Authorizations on the submenu.

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