Claims
Claim submission
Submitting sends one claim's 837P (or 837I) file to the clearinghouse mailbox. It is a manual act by an administrator, it happens only for a Pending claim that was built from charges, and it happens only when the mailbox is configured.
Written for: Billing and RCM teams · Practice administrators · Implementation teams
Is submission switched on?
The clearinghouse mailbox is configured by a platform operator on the back-office Credentials page, for the whole deployment. A practice cannot configure it itself. See clearinghouse integration.
Submit a claim
ArkCloud RCM → Insurance → Claims → (row menu) → Submit to clearinghouse
- Find the Pending claim. The menu item appears only on Pending claims.
- Choose Submit to clearinghouse. ArkCloud checks the claim is yours, Pending and was built from charges (a header-only claim is refused).
- The 837P is generated and validated. If it fails, you see the reasons, the claim stays Pending and nothing is sent.
- The file is uploaded to the mailbox's outbound folder (written under a temporary name, then renamed, so the clearinghouse never picks up half a file). The claim becomes Submitted and records the file name and control numbers.
Insurance → Claims, shown with no claims. In use, each row's menu offers View Details, Submit to clearinghouse on Pending claims, and Reopen for correction on Denied claims.
Empty state. Captured in a demonstration organisation with no records of this type yet. The controls, columns and filters are the ones a populated screen uses.
/dashboard/insurance/claims
The answers you can get
| Field or control | What it means |
|---|---|
| Submitted | The file was delivered to the mailbox. This is not payer acceptance - watch for the 999 and 277CA. |
| Validation failed | The 837P could not be built correctly; the reasons are listed. Fix the coverage, facility or charge and try again. |
| No clearinghouse connected | "Not sent": the mailbox is not configured, so the claim stays Pending and nothing was transmitted. This is the answer on the hosted ArkCloud service today, where no clearinghouse mailbox is configured. |
| Clearinghouse could not be reached | The upload failed. The claim stays Pending and the error is recorded on it. |
| Transmission unconfirmed | An earlier upload started and was never confirmed (for example the server stopped mid-upload). Resubmission is blocked until someone checks the mailbox, because the first file may already have been delivered. |
| Not pending | Only Pending claims can be submitted. A rejected claim returns to Pending on its own; a denied claim must be reopened for correction first. |
Why a claim is not sent twice
The claim row is locked while it is checked, only a Pending claim passes, and a transmission marker written before the upload blocks a second attempt until the first is confirmed or cleared. Each file gets an interchange control number from a database sequence, so no two submissions share one.