# Model SOP: MEK Charge Reconciliation The SOP ops liked: 3 pages, plain words, every message copied from the app. The email addresses are examples. Copy its length, layout and tone, not its content. --- # MEK Charge Reconciliation Handover SOP Version 0.1.0 · 28 Oct 2026 · Problems: email dev@example.com, CC manager@example.com (section 5) Downloads the Waystar claims and the Aquilaehr visits for every MEK location, both portals at the same time, matches them by patient name and date of service, and builds one Excel report per location plus one for All Locations. ## 1. How to run 1. Open https://mek-charge-reconciliation.app.ecareindia.com/ in your browser. 2. Type the team password in **Password** and click **Sign in**. You stay signed in for 12 hours. 3. Click **Run reconciliation**. 4. Wait until the status next to the button says **Finished** or **Stopped**. Closing the tab doesn't stop the run. **Before you click Run reconciliation:** - **Download the reports you still need.** Every click first deletes all the previous reports, then downloads fresh data from both portals and builds new reports from it. - Only one run at a time. If the button is greyed out and the status says "Running…", a run is already going: wait for it. ## 2. What you see while it runs | Where on the screen | What it shows | |---|---| | **Waystar** and **Aquilaehr** lanes | "Ready" → "Signing in…" → "3 of 10 locations" → "All 10 downloaded" (green). Orange "8 of 10 · 2 failed" when some locations failed. Red "Stopped" when that portal stopped | | **Excel reports** box | "Waiting for both downloads" → "Building 4 of 11" → "11 reports ready" (green) | | Status next to the button | "Running…" → "Finished *time*" (green) or "Stopped *time*" (red) | | Activity list under the button | One line per step, starting with "Run started *time*". Dot colours: green done, orange check this, red failed, grey progress | | **Technical log** (click to open) | Raw lines, only for an email to us | | **Reports** box | One row per report with "Updated *time* · *size* KB" and **Download**, plus **Download all (ZIP)** | The page refreshes itself every 2 seconds. **A normal run:** both lanes sign in and fill up at the same time; when both say "All 10 downloaded", the Excel box counts to "11 reports ready" and the last line says "Finished. Your reports are ready to download below." | Step | The bot waits at most | Then | |---|---|---| | Sign in to each portal | 3 min | That portal stops for this run (E01) | | Each step for one location (find, switch, load, download) | 15 s to 2 min | Skips that location. No step is retried | **Step in only when:** the status says Finished or Stopped, or no new line has appeared in the activity list for 10 minutes (E10). ## 3. Result - **Good run:** "Finished", both lanes green "All 10 downloaded", "11 reports ready", no red or orange dots. - **Needs a look:** any red or orange dot, an orange or red lane, or "Stopped". **"Finished" also shows when one portal failed to sign in: always check both lanes.** - There is no email or alert. Open the page after every run. **Where:** **Reports** box → **Download**, or **Download all (ZIP)**. Each Excel has a **Summary** sheet with the counts and a **Reconciliation** sheet. Filter its **Result** column: | Result | Meaning | What you do | |---|---|---| | Matched | Same date of service, first name and a last name | Nothing | | Missing in Waystar | An Aquilaehr visit with no Waystar claim | Follow up. If the Note says "Claim ID … is in Waystar with DOS …", the claim exists with another date | | Missing in Aquilaehr | A Waystar claim with no Aquilaehr visit | Follow up. If the Note says "Claim ID … is in Aquilaehr with Visit Date …", the visit exists with another date | | Duplicate in Waystar | "Same patient + DOS already matched to another Waystar claim" | Check for a double claim | ## 4. When something goes wrong **How it shows:** a red or orange dot in the activity list, an orange or red lane, or the status "Stopped". The line names the location and the portal. | ID | Message you see | What it means | What you do | |---|---|---|---| | E01 | "Couldn't sign in to *Portal* in time. Check the login details, then run again." | Nothing was downloaded from that portal. Its lane stays on "Signing in…", then turns red "Stopped" | Run again once. Fails again: email us (only we can change the logins) | | E02 | "Couldn't download *Location* from *Portal*. This location wasn't found in *Portal*." | The location was renamed or removed in the portal | Email us. Re-running won't help | | E03 | "Couldn't download *Location* from *Portal*. *Portal* took too long to respond." | The portal was too slow | Download the good reports, run again later. Fails twice: email us | | E04 | "Couldn't download *Location* from Aquilaehr. Aquilaehr opened a different location than expected." | Aquilaehr showed the wrong practice | Run again. Fails twice: email us | | E05 | "Couldn't download *Location* from *Portal*. Try running again. If it keeps failing, open the technical log below." | Any other download problem | Run again. Fails twice: email us | | E06 | "*Portal* finished, but these locations couldn't be downloaded: *names*" | Summary of E02 to E05 | Those locations have no report, or a one-sided one | | E07 | "*Location* has exactly the same *Portal* data as *Location*. Please check this location." | One may hold the other's data | **Don't use those two reports.** Run again (expected only when both have no data) | | E08 | "Skipped *Location*: nothing was downloaded from Aquilaehr" | No report was built for that location | Look for its red Aquilaehr line (E01 to E05) | | E09 | "Check *Location*: fewer than half of the visits matched. The wrong practice may have been downloaded." | Most visits didn't match | **Before re-running, check its Note column.** Dates exactly one day off the DOS: don't re-run, email us. Otherwise run again | | E10 | "Running…" with no new activity line for 10 minutes | The run is stuck | Email us. Don't start another run | | E11 | "Something unexpected went wrong. The technical log below has the details.", or "Stopped" with no red line that explains it | An error without a plain message, e.g. a new Waystar security question | Email us with the last 20 lines of **Technical log** | | E12 | A location has no report and no red line names it | A failed Waystar download is not always listed | Email us | | E13 | The lanes say "Ready" and the status is empty, although a run was started | The server restarted and the run was lost | Download what is listed, then run again | | E14 | "That password isn't right. Try again." or "Enter your password." | Wrong or empty password | Check for "Caps Lock is on" and type it again | | E15 | "Sign-in failed. Try again.", "Can't reach the server. Try again.", or a 404 / 502 page | The server or the network has a problem | Try again in 5 minutes, then email us | **Don't:** - Click **Run reconciliation** before downloading the reports you need: it deletes them. - Ask for a server restart or redeploy during a run: the run is lost. - Sign in to Waystar or Aquilaehr with the bot's account during a run. **To stop it:** there is no Stop button, and closing the page doesn't stop it. Let it finish, or email us and we stop it on the server. ## 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 re-run. Answer: same working day. ``` To: dev@example.com CC: manager@example.com Subject: MEK Charge Reconciliation - E - Run started: Error: E - Location / portal: What I did: Attached: screenshot of the Run box ``` **Never send:** the sign-in password, or the Excel reports (they hold patient names).