Rpa_Skills/skills/rpa-bot-handoff/templates/reference/tebra-auto-post.md

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

What the two files look like for a real bot. It is shortened: the real guide lists every status and every message. Client names, IDs, amounts, credentials and server addresses are removed, and the channel name is an example. Copy the depth and the plain wording, not the content.

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File 1: HANDOVER.md

Tebra Auto Post: ops guide

Version 2.5.3 · Questions or problems: #rpa-support Teams channel (see section 9)

1. What this bot does

Posts insurance ERA payments into the Tebra desktop app, company by company and practice by practice, from the input Excel. At the end it turns each downloaded ERA into a PDF with EasyPrint.

2. Where is what

Where	What you see there	Open it when
Run tab	Upload box, sheet preview, Trigger automation button, live log, 7 checkpoint boxes	To start a run, and to watch it
Dashboard	Every batch with its status (Pending / Completed / Cleared). Click a batch to see each company and practice	After a run, to see if it finished
Report tab	One row per ERA: File Status (colour), Comments, Check #, Insurance. Search by Batch ID. Exports to Excel	To see which ERA failed and why
data/files/Need_attention/	ERAs whose PDF could not be made	When PDF Converted = No
data/files/Xcel/ERA_Summary_<time>.xlsx	Per-file PDF result: Status, Failure Reason	To see why a PDF failed

3. How to run

Before you start

• EasyPrint shortcut is on the Desktop, the Public Desktop or the Start Menu.
• Input Excel has the sheets Login, Company, Location, Settings. Download the sample from the Run tab if unsure.
• One practice per row. Wrong: North Clinic, South Clinic in one cell (the bot splits it and skips both). Right: each on its own row.
• Practice names spelled exactly as in Tebra, including &.
• A new practice has a Client ID. Ask us to add it before the first run.
• The title bar shows v2.5.3.

Steps

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

What a normal run looks like: the checkpoint boxes turn green one by one. The live log shows each company, practice and ERA. Tebra opens and closes by itself for every company.

4. How long to wait

Step	Normal time	The bot waits at most	After that the bot	What you do
Any checkpoint box	—	5 min (10 min for the ERA list) with no progress	Marks the box red stuck, closes Tebra, restarts. Up to 3 times	Nothing. Wait for the 3 restarts
Open one ERA	not measured	90 s, 3 tries, then 3 Tebra restarts	Writes the row as Error, moves to the next ERA	Nothing during the run
Open the payment screen	not measured	120 s, 4 tries, then 3 Tebra restarts	Pauses the run	See E07
Save one payment	about 12 s (slowest seen 27 s)	45 s + 30 s + 30 s	Checks the ERA list. If the ERA is gone, counts it as posted. If not, Error	See E05
One company	depends on ERAs	3 attempts	Leaves the company Pending	See E08
PDF step	not measured	60 min	Puts the file in Need_attention/	See E09

When do you step in? Only when the run has ended, or the log says "Stuck - automatic restarts exhausted. Click Resume.". Restarts before that are normal.

5. After the run

Ending	Meaning	What you do
Batch Completed on the Dashboard	Every practice finished	Check the Report tab for amber/grey rows that need follow-up
Batch Pending	At least one practice is not finished	Section 6, then E08
"Stuck - automatic restarts exhausted. Click Resume."	The bot gave up after 3 restarts	Click Resume once. If it stops again, tell us

The report: Report tab → search the Batch ID → read File Status and Comments. Export it to Excel from the same tab.

Status - Comments	Colour	Meaning	What you do
Completed - "Posted successfully"	green	Posted and saved	nothing
Completed - "ERA Errors on posting"	green	Not posted. Tebra rejected it	Review it in Tebra by hand
Completed - "negative balance account … not posted"	green	Not posted on purpose	Follow the negative-balance process
Completed - "Payment method '…' - not posted"	green	Not ACH, skipped	nothing
Deferred	grey	Check date after the cutoff or in the future	nothing, a later run picks it up
Error	red	Failed after all retries	Section 7

Read the Comments column on every green row. Three different results all show green.

6. How to see an exception

1. Report tab → search the Batch ID → sort by File Status → look at the red Error rows.
2. Read the Comments column.
3. Find that message in section 7.
4. If no row is red but the batch is Pending, open the batch on the Dashboard and find the practice that is still Pending.

7. Exception list

ID	Message you see	Where	What it means	What you do	Bot retries / call us when
E01	"[login] FAILED for company …"	Live log; company Pending on the Dashboard	Tebra's sign-in window or fields never appeared	Check the username and password in the Login sheet, then Resume	Bot tries the company 3 times. Call us if Resume fails too
E02	"Wrong practice opened … leaving Pending"	Live log; practice Pending	The practice Tebra opened has a different name from the input	Fix the spelling in the input to match Tebra exactly (&, commas). Resume	Call us if the spelling is already exact
E03	"Clearinghouse Reports not found after retries"	Live log; practice Pending	Tebra's menu didn't show up, even after restarts	Resume once	Call us if it happens again
E04	"Could not open the ERA to view it"	Report tab, Comments, red	That ERA wouldn't open after 3 tries and 3 restarts	Resume. The bot continues at that ERA	Call us if the same ERA fails again
E05	"Payment not confirmed after Save"	Report tab, Comments, red	The bot clicked Save but never saw "saved". It may have posted	1. Check the payment in Tebra before anything else. 2. If it posted, edit the row in the Report tab to Completed. 3. Only if it did not post, Resume. Re-running without checking can post it twice	Call us if it is not posted and fails again
E06	"Save button element not found"	Report tab, Comments, red	The payment screen had no Save button	Nothing. Tell us	Always call us
E07	"… still failing after 3 Tebra restarts"	Live log; run paused	The payment screen won't open	Click Resume once	Call us if it pauses again
E08	Batch stays Pending	Dashboard	One red or unfinished row keeps its practice open	Find the row (section 6). Fix or edit it, or request a Clear (an admin approves it). Yesterday's Pending batch does not block today's upload	Call us if you can't find the row
E09	File in Need_attention/	ERA_Summary_<time>.xlsx, Failure Reason	EasyPrint couldn't make the PDF	Nothing. The next run tries again	Call us if it is still there after 2 runs

8. How you will know

There is no email or alert. The bot only shows results on screen. Check the Dashboard after every run: a batch that is still Pending needs you.

9. How to tell us

• Where: #rpa-support Teams channel. Expect an answer the same working day.
• Send: Batch ID, time of the problem, E-number, a screenshot of the Run tab and of Tebra, the Report row.
• Never send: the Login sheet, passwords, the settings file, or patient names in chat.

Bot: Tebra Auto Post v2.5.3
Batch ID:
Time:
E-number and message:
What I already did:
Screenshot: attached

10. Don'ts

• Don't use the mouse or keyboard while it runs. Windows blocks the bot from taking focus, and its clicks land in the wrong window.
• Don't keep SQL Server Management Studio, or any window with "Tebra" in its title, open. The bot can grab it instead of Tebra.
• Don't close Tebra to stop the bot. The bot keeps going.
• To stop the bot: close the Ecare Tebra Automation Tool window.

11. Issues seen before

When / version	What you saw	What to do now
v2.5.1	Red "Payment not confirmed" rows that had really posted	Partly fixed. Always check in Tebra first (E05)
v2.5.0-2.5.3	Batches Pending for weeks	Request a Clear (E08)
v2.5.1	Stayed on 2.5.0 after an update	Check the title bar version after every update. Tell us if it didn't change
v2.5.2	Some practices skipped on every run	One practice per row, no commas
v1.0.x	Bot drove the database tool, then closed Tebra	Close other "Tebra" windows (section 10)

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File 2: HANDOVER-DEV.md

Failure-class check (excerpt)

• F1 covered in HANDOVER.md section 3 (EasyPrint shortcut); gap 6 (ODBC driver not enforced)
• F2 covered in section 10
• F4 covered in section 3 (one practice per row); gap 5 (& in names)
• F6 covered in E05
• F7 covered in section 5 (three green results); gap 1
• F9 covered in section 10
• F10 covered in E08
• F11 gap 2, gap 3
• F12 covered in section 11; gap 4

Gaps to fix before handover (excerpt)

#	Gap	Why it hurts ops	Where
1	"ERA Errors" and "negative balance" rows are stored as Completed (green)	Ops thinks they are done	src/automation/era_log.py status map
2	The developer cause (TechComments) is in the DB only, not on the Report tab	Ops must ask dev for every red row	src/db/report.py
3	The app's own watchdog messages go to the screen only	Lost after the run	src/ui/main_window.py _log()
4	ERA_Summary_*.xlsx is named by time only	Can't be tied to a batch	src/automation/remittance_pdf.py
5	& in a practice name breaks the title match (fixed in the TVL fork only)	Practice abandoned after 13 tries	src/automation/orchestrator.py practice check
6	No check for ODBC Driver 17/18 at start	Cryptic "HYC00" error mid-run	src/db/database.py

Incidents (excerpt)

When / version	What ops saw	Cause	Fix	Ref
v2.5.1	"Payment not confirmed" rows that had posted	Save slower than the 20 s wait	45/30/30 s + grid re-check	bug-206, bug-234
v2.5.1	Users on 2.5.0 for a month	Server marked the deploy done but kept the old container	Stop + Start on the server	bug-243
v2.5.2	3 practices skipped every run	Split on commas	Split on newline/semicolon only	bug-233
v1.0.x	Launcher never updated	Self-signed certificate	Retry without verification	bug-080