Viewing the Submissions List

Overview

The Submissions List is the landing page displayed when the users navigate to the Validata application. On the Submissions List page, the Validation Analyst can view all the Submissions associated with a Division assigned to them.  The Analyst can view the status of each Submission and plan the following action for them. The Row count of the number of Submissions listed in the table is displayed beneath the table.  

On the Submissions list page, the Validation Analyst can do the following:

• When the Analyst navigates to the Submissions page, they can see all the Submissions associated with a Division currently selected. Only the Submission related to the selected Division is displayed on the  Submission List table. Using the Division Selector option, the Analyst can change the default selected Division. For more information about changing Division, see Division Selector. 
• Change the view of the Submissions table using the available options. For more information, see Managing Submissions List Table View.
• Comment on a Submission so they can quickly share the Submission status with other users and note any specific action items that need to be performed. For more information about commenting on a Submission, see Commenting a Submission.
• Delete a Submission that is not required so unnecessary Submissions will not be available in the application. For more information about deleting Submission, see Deleting Submission. 
• Copy options allow the Validation Analyst to copy the selected Submission row's information to the system clipboard for insertion into another Submission as required. For more information, see Copying a Submission.
• Duplicate an existing Submission to create a new Submission by selecting a row from the Submissions List so that the chosen Submission row’s previous inputs will be pre-populated for the new submission. For more information, see Duplicating a Submission.
• Download the Submissions list table rows to a selected file format (CSV, Excel). For more information, see Downloading Submissions.
• In the Submissions table, the data elements are categorized and grouped under a group header. The Analyst can change the positioning of the group headers along with the data element (columns) belonging to it, configure hide/view of the columns on the list table, and save it for future view. See Updating Grouping and Column Display on the Submissions list table.
• Filter the Submissions on the list table using the filter options. See Filtering Submission for more information.

Submissions List

On the Submissions List table, all the Submissions are displayed. The Submissions are sorted by Rebate Due Date followed by Last Updated on column data in descending order. The columns are grouped under respective group headers. 

This section lists all the group headers along with the column names and data displayed for each of them.

1. Submission: The following Submission-related columns are shown under the Submission header group. 
   
   Note: Except Last Updated, Contains Reversals and Caused Reversals, all other columns are displayed on the list table by default. Expanding the Submission header shows the Last Updated, Contains Reversals and Caused Reversals columns. 
   

• Submission Name: The Name of the Submission. The Name value is displayed as a hyperlink. On clicking the Submission Name link, the Submission Details page is displayed. For more information, see Submission Overview and Details.
• Submission ID: The unique system-generated ID of the Submission. 
• Comment: This column is displayed as an icon without any header column name.
  • The comment icon is displayed as highlighted for a Submission containing a comment.  
  • The comment icon is displayed as faded for a Submission with no comments.
  • When you mouse over the comment icon, you can view the comments provided for the Submission displayed on the same page.  
  • The comment Details window is displayed when you click on the comment icon. For more information, see Commenting on a Submission.
• Status: This column displays the current status of the Submission. The status value indicates whether the Submission is ready for an action to be performed on it or if an action is underway. One of the following status values is displayed:
  • New: This status indicates that the Submission has been newly created and no actions have been performed against the submission. When the Submission status is new, the validation analyst can still edit the Submission details, validation options, and files can be changed within the submission. The Submission status remains New until it starts a validation.
  • In progress: The submission changes to In-progress status when the validation action is completed. The Submission status remains In progress until another system action, like publishing the Submission, is initiated. 
  • Processing: The Submission status changes to Processing when a system action is being run against that particular Submission, such as the Submission validation or publishing process.
  • Review: The Submission status is changed to Review when the validations are successfully run for the Submission, and the validation results are available for the Analyst to review and make any required overrides during analysis.

  • Published: This status value is applicable only for the Non-Coverage Gap Submission. The Submission status is updated to Published when the publishing process has been initiated and completed.

  • Completed: This status value is applicable only for the Coverage Gap Submission. The status value is changed to Completed when all lines have a dispute status of “Upheld” and/or the current date has surpassed the dispute due date. When a Submission is marked as Completed, it can not be deleted from the application.

• Workflow: This column displays the Submission workflow step along with the respective status. The workflow is presented as a circle, as shown in the image below.
  
  Mouse over on the circle to view the workflow status information. The Submission workflow has the following three steps and their relevant statuses.
  • For a Non-Coverage Gap Submission, the following details are displayed:
    • File preparation: The File preparation step displays one of the following states, which specifies what is the current state adding file to the Submission:
      • Started: Specifies file uploading for the Submission is begun.
      • Processing: Specifies files are getting uploaded for Submission.
      • Error: Specifies file was not uploaded successfully.
      • Complete: Specifies all files are uploaded successfully.
    • Validation: The Validation step displays one of the following states, which specifies what is the current state of Submission validation:
      • Ready: Specifies validation is ready to be initiated; user input is required to start.
      • Started: Specifies validation is begun for the Submission.
      • Processing: Specifies system is running submission validation.
      • Analysis: Specifies validation is completed, user review, and overrides needed.
      • Complete: Specifies validation, review, and overrides completed.
    • Publish: The Publish step displays one of the following states, which specifies the current state of the Submission publishing:
      • Ready: Specifies the Submission is ready to initiate the Publish action and user input required to start the publish.
      • Processing: Specifies the publishing process for the Submission is in process. 
      • Complete: Specifies the publish action has been completed.
  • For a Coverage Gap Submission, the following details are displayed:  

Action	Submission Status	Submission “Workflow” column - File Bubble	Submission “Workflow” column - Validate Bubble	Submission “Workflow” column - Dispute Bubble
File Upload (Invoice) *Optional	Processing (might be in wizard or in File tab)	File: In Progress	Validate: Not Started	Dispute: Not Started
File Upload (Data) *Required	Processing (Submission not created)	File: In Progress	Validate: Not Started	Dispute: Not Started
Upload Completed (Data & Invoice)	New (Submission not created)	File: In Progress	Validate: Not Started	Dispute: Not Started
Submission Created	New	File: In Progress	Validate: Not Started	Dispute: Not Started
Uploading Invoice File (If none was uploaded during submission creation) or Exchanging Data File	New	File: In Progress	Validate: Not Started	Dispute: Not Started
File Changes Completed	New	File: In Progress	Validate: Not Started	Dispute: Not Started
Validation Starts *Data files are undergoing validations	Processing	File: Complete	Validate: In Progress	Dispute: Not Started
Validation Completed	Review	File: Complete	Validate: Complete	Dispute: In Progress
Perform Disputes by User *Data files are undergoing disputes for the round	Review	File: Complete	Validate: Complete	Dispute: In Progress
Perform Disputes Completed Export/Download Dispute File	Review	File: Complete	Validate: Complete	Dispute: In Progress
Upload Dispute Return File	Review	File: Complete	Validate: Complete	Dispute: In Progress
Dispute Return File Upload Completed	Review	File: Complete	Validate: Complete	Dispute: In Progress
Perform Disputes	Review	File: Complete	Validate: Complete	Dispute: In Progress
No rejected lines in the dispute return	Review	File: Complete	Validate: Complete	Dispute: In Progress
Perform Disputes Completed Export/Download Dispute Return File	Review	File: Complete	Validate: Complete	Dispute: In Progress
Upload Dispute Resolution File	Review	File: Complete	Validate: Complete	Dispute: In Progress
Dispute Resolution File Upload Completed	Review	File: Complete	Validate: Complete	Dispute: In Progress
Perform Disputes	Review	File: Complete	Validate: Complete	Dispute: In Progress
Perform Disputes Completed Export/Download Dispute Resolution File	Review	File: Complete	Validate: Complete	Dispute: In Progress
No denied lines in the dispute resolution file (All lines in the CG submission are “Upheld” or days to dispute has concluded)	Completed	File: Complete	Validate: Complete	Dispute: Complete

• Type: This column displays the type of the Submission. A submission can be of one of the following types:
  • Commercial
  • Medicaid
  • TriCare
  • Coverage Gap
• Segment: A segment is a line of business that you defined in the Validata application for which Submission data is submitted. Segment specifies the market Segment for the data contained in the Submission. The Submission may have data for a segment, such as Medicaid, Managed Care, Commercial, etc.
• Last Updated: Displays the user, date, and time information by whom and when the Submission was last updated.
  Note: The value is displayed in the UTC timezone. 
• Reversal Summary: Specifies if the Submission contains any reversal lines needing user action. The Reversal Summary column displays one of the following values:

  • New COB: This tag identifies submissions that have COB reversal lines that require user action and are in a ‘New’ status, meaning, the reversal line(s) in the Submission have not been acted upon. When the user sets the Reversal Action for all unactioned reversal lines within the Submission (accept or skip), this value is removed until another COB reversal has been identified and requires user action.

    • This tag is adjusted regardless of whether the user performs a bulk action to set the Reversal Action or performs the Reversal Action task from within the Submission Details area.

  • New 340B: This tag identifies submissions that have 340B reversal lines that require user action and are in a ‘New’ status, meaning, the reversal line(s) in the Submission have not been acted upon. When the user sets the Reversal Action for all unactioned reversal lines within the Submission (accept or skip) this value is removed until another 340B reversal has been identified and requires user action.

    • This tag is adjusted regardless of whether the user performs a bulk action to set the Reversal Action or performs the Reversal Action task from within the Submission Details area.

    • Note that this Reversal Type only occurs with a valid subscription to the Validata 340B Vigilance sub-module and where the reprocessing action is performed as part of the ‘810’ error code.

  • Pending Publish: This tag identifies that the submission has at least one reversal that has been acted upon by the user by Accepting the Reversal, but has not yet been published as part of the Reversal Publish. This indicates that the submission has Reversals available to the user to perform the Reversal Publish. When the user performs a Reversal Publish action for all Accepted reversals within the Submission, this tag is removed until another reversal line is marked with a Reversal Action of Accept.

    • This tag is adjusted regardless of whether the user performs a bulk action to perform the Reversal Publish or performs the Reversal Publish task from within the Submission Details area.

    • This tag also appears if a user sets the Reversal Action to Accept for a Reversal that had previously been set to Skip. This Reversal scenario is unpublished and is not set to a publishable Action, thus will enable the tag to appear.

• Contains Reversals: Specifies whether the Submission contains reversals or not. When a Submission has a reversal, a  icon is shown for the submission row on the list table. When a Submission does not contain reversals, a blank value is displayed.
• Caused Reversals: Specifies whether the Submission caused reversal to any other Submission. When Submission causes the reversal, aicon is shown for the submission row on the list table. A blank value is displayed when a Submission does not result in reversal for another Submission.
• Replaced: Specifies whether an analyst has marked a Submission as replaced.  Aicon is shown if the Submission is replaced. A blank value is displayed when the Submission is not replaced.

2. Contract: Under the Contract group, the following Contract-related columns are shown.
    
   • Contract Name: The Name of the Contract associated with the Submission. 
   • Contract ID: The ID of the Contract associated with the Submission. 
      
3. Rebate: Under the Rebate group, the following Rebate-related columns are shown.
   Note: Except Rebate Requested, all other columns are displayed on the list table by default. Expanding the Rebate header shows the Rebate Requested column.  
   
    
   • Rebate Start Date: This column displays the start date of the Rebate Period selected during the Submission creation.
   • Rebate End Date: This column displays the end date of the Rebate Period selected during the submission creation.
   • Rebate Due Date: This column displays the calculated Rebate Due Date value. 
     • When Validata is integrated with the RC application, the Rebate Due Date is calculated as Receipt Date/Postmark Date + Days to Pays.
     • When Validata is integrated with the Flex RM application, the Rebate Due Date is the Contractual Days to Pays date derived from the Contract.
   • Rebate Requested: This column specifies the requested rebate amount for the Submission. 
4. Customer: Under the Customer group, the following Customer-related columns are shown.
   • Customer Name: The name of the Customer specified in the selected Contract associated with the Submission.
   • Customer ID: The ID of the Customer specified in the selected Contract associated with the Submission.
5. Results: Under the Results group, the validation results for the Submission are displayed.
    Note: All other columns except the Total Scripts and Total Quantity are displayed on the list table by default. Expanding the Results header shows the Total Scripts and Total Quantity column. 
   
   • Total Lines: Displays the Total Lines in the submission. The count of lines from all the files uploaded for the Submission is displayed.
   • % Excluded: Displays the percentage of excluded lines in the Submission. This value is calculated based on the count of  Total Lines and Total Excluded Lines in the validation process.
     % Excluded = Total excluded lines/total lines * 100
   • Total Scripts: Displays the Total Scripts across all lines in the Submission.
   • Total Quantity: Displays the Total Quantity across all lines in the Submission.
6. Assigned Analyst:
   • Validation Analyst: Displays the name of the assigned validation Analyst for this submission.
   • Contract Analyst: Displays the name of the Contract Analyst from the selected Contract.
7. 340B Evaluation: Under the 340B Evaluation group, 340B Duplicate Discount Validation-related columns are displayed.

Note: The 340B Duplicate Discount Validation functionality is available only if you have licensed the 340B Vigilance.  

• Send For 340B Evaluation: Specifies whether at least one file in the Submission is opted-in for a 340B duplicate discount validation. A mark is displayed when at least one file in the Submission is opted in for 340B duplicate discount validation. When none of the files in the Submission is opted-in for 340B duplicate discount validation, then a blank value is displayed at the submission level on the Submission list table.

• 340B Transmission Status: For a Submission opted-in for the 340B Risk Assessment processing, the 340B  Transmission Status column displays system-generated submission status. The value shown for this field is determined by the user input provided for the Send for 340B Evaluation user input while Adding a new Submission.
  • For a Submission, if none of the attached files are selected for 340B Risk Assessment processing, N/A is displayed.
  • For a Submission, if any one of the attached files is selected for 340B Risk Assessment processing, one of the following system-generated submission statuses is displayed:

    • Pending: When the Send for 340B Evaluation user input is set to Yes, the 340B Transmission Status value is immediately set to Pending. This status value will reflect that the Submission content has not yet been sent for 340B Risk Assessment processing.

    • Processing: Specifies system sends or receives 340B Risk Assessment data.

    • In-Progress: Specifies the data is undergoing the assessment process (Externally)

    • Completed: Specifies relevant 340B results have been received for the opted-in Submission.

• 340B Transmission Date: Specifies the date on which the 340B risk assessment batch processing has been initiated for Submission.

  For efficiency purposes, the risk assessment processing is performed in a batch mode and is set to be once per day. The intent of the batching is not for gathering up all of the Submissions for an entire rebate period, rather, it is to avoid individual Submission processing and thus simply batches the Submissions identified within the same day.
  The value displayed for this field is determined by the user input provided for the Send for 340B Evaluation while adding a new Submission. For a Submission, when at least one file is not selected for 340B Risk Assessment processing, the system displays the 340B Transmission Date value as empty.
  
  For a Submission selected for 340B Risk Assessment processing:

  • When the 340B Transmission Status value is Pending or Processing, the system displays the 340B Transmission Date value as empty. The Submission is marked to be sent but has not yet reached the next transmission timing, thus is waiting to be sent.
  • When the 340B Transmission Status value is Successful, the system displays the date the Submission is transmitted to the 340B Risk Assessment processing. Once the value is set to Successful, the 340B Transmission Status value will never change.
• 340B Response Date: Displays the date on which the 340B Duplicate Discount response is loaded into the Validata application for Submission. The 340B Response Date field value is populated only when the related response file content is successfully and completely loaded into the validata tables. This date helps the users to know when the response content is available and how to plan their work to continue the necessary 340B duplicate discount validation.