# Worked example: Tebra Auto Post (v2.5.3), scrubbed

What the SOP looks like for a real bot: about 2.5 pages. Client names, IDs, amounts, credentials and server addresses are removed, and the email addresses are examples. **Copy the length and the plain wording, not the content.**

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# Tebra Auto Post Handover SOP

Version 2.5.3 · 28 Oct 2026 · Problems: email dev@example.com, CC manager@example.com (section 5)

Posts insurance ERA payments into the Tebra desktop app, company by company and practice by practice, from the input Excel, then turns each ERA into a PDF.

## 1. How to run

1. Open **Ecare Tebra Automation Tool** from the Desktop. Check the title bar shows v2.5.3.
2. **Run** tab → drop the input Excel on the upload box.
3. Check the preview: the Login, Company and Location sheets all have rows.
4. Click **Trigger automation**.
5. Leave the mouse and keyboard alone until the run ends.

**Before you click Trigger automation:**
- One practice per row. Wrong: `North Clinic, South Clinic` in one cell (both are skipped). Right: one per row, spelled exactly as in Tebra.
- Every click starts a new batch from the Excel you uploaded. ERAs already posted are not posted again.
- Close SQL Server Management Studio and any other window with "Tebra" in its title.

## 2. What you see while it runs

| Where on the screen | What it shows |
|---|---|
| **Run** tab → checkpoint boxes | 7 boxes, grey → green as each step finishes; red **stuck** when a step makes no progress |
| **Run** tab → live log | Each company, practice and ERA as it is posted |
| **Dashboard** | The batch: Pending while running, Completed when every practice is done |
| **Report** tab | One row per ERA: File Status (colour) and Comments |

**A normal run:**
1. Tebra opens by itself and signs in to the first company.
2. The checkpoint boxes turn green one by one; the live log lists each ERA.
3. Tebra closes and reopens for the next company.
4. The Dashboard shows the batch as **Completed**.

| Step | The bot waits at most | Then |
|---|---|---|
| Any checkpoint box | 5 min with no progress (10 min for the ERA list) | Marks it red **stuck**, restarts Tebra, up to 3 times |
| Open one ERA | 90 s, 3 tries, then 3 Tebra restarts | Writes the row as Error, moves on |
| Save one payment | 45 s + 30 s + 30 s | Checks the ERA list; Error if still there (E03) |
| PDF of one ERA | 60 min | Moves the file to `Need_attention` |

**Step in only when:** the run has ended, or the log says "Stuck - automatic restarts exhausted. Click Resume.".

## 3. Result

- **Good run:** the batch is **Completed** on the Dashboard and the Report tab has no red rows.
- **Needs a look:** the batch stays **Pending**, or a row is red. **Three different results show green**: read the Comments of every green row.

**Where:** Report tab → search the Batch ID → File Status and Comments. Export with the Excel button.

| Status - Comments | Meaning | What you do |
|---|---|---|
| Completed - "Posted successfully" | Posted | Nothing |
| Completed - "ERA Errors on posting" | **Not posted.** Tebra rejected it | Review it in Tebra by hand |
| Completed - "negative balance account … not posted" | **Not posted on purpose** | Follow the negative-balance process |
| Deferred (grey) | Check date after the cutoff | Nothing; a later run picks it up |
| Error (red) | Failed after all retries | Section 4 |

## 4. When something goes wrong

**How it shows:** a red row on the Report tab (read Comments), a red **stuck** box on the Run tab, or a batch still **Pending** on the Dashboard.

| ID | Message you see | What it means | What you do |
|---|---|---|---|
| E01 | "[login] FAILED for company …" | Tebra's sign-in never appeared | Check the Login sheet, then click **Resume**. Email us if it fails again |
| E02 | "Wrong practice opened … leaving Pending" | The practice name doesn't match Tebra | Fix the spelling in the Excel, click **Resume** |
| E03 | "Payment not confirmed after Save" | The bot clicked Save but never saw "saved". **It may have posted** | **Check the payment in Tebra before re-running.** If posted, set the row to Completed. If not, click **Resume** |
| E04 | "Save button element not found" | The payment screen had no Save button | Email us |
| E05 | "Stuck - automatic restarts exhausted. Click Resume." | 3 restarts didn't help | Click **Resume** once. Email us if it stops again |
| E06 | Batch stays **Pending** | One red or unfinished row keeps its practice open | Find the red row (Report tab), fix or edit it. Email us if you can't find it |

**Don't:**
- Use the mouse or keyboard while it runs: its clicks land in the wrong window.
- Close Tebra to stop the bot: the bot keeps going.

**To stop it:** close the **Ecare Tebra Automation Tool** window.

## 5. Email us

Email **dev@example.com** with **the RPA manager** (manager@example.com) in CC when section 4 says "email us", or when the same error comes back after one Resume. Answer: same working day.

```
To: dev@example.com
CC: manager@example.com
Subject: Tebra Auto Post - E<number> - <date>

Batch ID: <from the Dashboard>
Error: E<number> - <the message, copied>
Where: <company / practice / check number>
What I did: <e.g. clicked Resume once>
Attached: screenshot of the Run tab and of Tebra
```

**Never send:** the Login sheet, passwords, or patient names.