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

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 address is an example. Copy the length and the plain wording, not the content.

---

Tebra Auto Post Handover SOP

Version 2.5.3 · 28 Oct 2026 · Problems: email rpa-support@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 rpa-support@example.com when section 4 says "email us", or when the same error comes back after one Resume. Answer: same working day.

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.