VasanthandClaude Opus 5.5
ff2f7fcd4a
The first real handover (MEK Charge Reconciliation) came out at 9 pages. Ops want it short: which URL to open and what to click, what shows where after the click, what to do when an exception comes, and how to email us. - Output is "<Project Name> Handover SOP" (HANDOVER-SOP.md + .docx) with 5 sections: how to run, what you see while it runs, result, when something goes wrong, email us. HANDOVER-DEV.md is dropped; dev-team findings go in the chat. - At most ~1,400 words; to_docx.py prints the word count and flags overflow, and renders *italic* for the variable parts of messages. - Every quoted message, label and URL is checked against the code. The SOP must say what clicking Run again does to the data. - One scan subagent; failure classes stay as a scan checklist. - Tebra reference rewritten in the SOP format; test, README, glossary updated; ADR-0005 supersedes ADR-0004. The handoff eval runner (tests/evals/run_handoff_eval.py) still grades an older 13-section format and was already out of date; not touched here. Co-Authored-By: Claude Opus 5.5 <noreply@anthropic.com>
99 lines
5.1 KiB
Markdown
99 lines
5.1 KiB
Markdown
# Worked example: Tebra Auto Post (v2.5.3), scrubbed
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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.**
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---
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# Tebra Auto Post Handover SOP
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Version 2.5.3 · 28 Oct 2026 · Problems: email rpa-support@example.com (section 5)
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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.
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## 1. How to run
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1. Open **Ecare Tebra Automation Tool** from the Desktop. Check the title bar shows v2.5.3.
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2. **Run** tab → drop the input Excel on the upload box.
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3. Check the preview: the Login, Company and Location sheets all have rows.
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4. Click **Trigger automation**.
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5. Leave the mouse and keyboard alone until the run ends.
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**Before you click Trigger automation:**
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- One practice per row. Wrong: `North Clinic, South Clinic` in one cell (both are skipped). Right: one per row, spelled exactly as in Tebra.
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- Every click starts a new batch from the Excel you uploaded. ERAs already posted are not posted again.
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- Close SQL Server Management Studio and any other window with "Tebra" in its title.
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## 2. What you see while it runs
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| Where on the screen | What it shows |
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|---|---|
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| **Run** tab → checkpoint boxes | 7 boxes, grey → green as each step finishes; red **stuck** when a step makes no progress |
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| **Run** tab → live log | Each company, practice and ERA as it is posted |
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| **Dashboard** | The batch: Pending while running, Completed when every practice is done |
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| **Report** tab | One row per ERA: File Status (colour) and Comments |
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**A normal run:**
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1. Tebra opens by itself and signs in to the first company.
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2. The checkpoint boxes turn green one by one; the live log lists each ERA.
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3. Tebra closes and reopens for the next company.
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4. The Dashboard shows the batch as **Completed**.
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| Step | The bot waits at most | Then |
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|---|---|---|
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| Any checkpoint box | 5 min with no progress (10 min for the ERA list) | Marks it red **stuck**, restarts Tebra, up to 3 times |
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| Open one ERA | 90 s, 3 tries, then 3 Tebra restarts | Writes the row as Error, moves on |
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| Save one payment | 45 s + 30 s + 30 s | Checks the ERA list; Error if still there (E03) |
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| PDF of one ERA | 60 min | Moves the file to `Need_attention` |
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**Step in only when:** the run has ended, or the log says "Stuck - automatic restarts exhausted. Click Resume.".
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## 3. Result
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- **Good run:** the batch is **Completed** on the Dashboard and the Report tab has no red rows.
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- **Needs a look:** the batch stays **Pending**, or a row is red. **Three different results show green**: read the Comments of every green row.
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**Where:** Report tab → search the Batch ID → File Status and Comments. Export with the Excel button.
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| Status - Comments | Meaning | What you do |
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|---|---|---|
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| Completed - "Posted successfully" | Posted | Nothing |
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| Completed - "ERA Errors on posting" | **Not posted.** Tebra rejected it | Review it in Tebra by hand |
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| Completed - "negative balance account … not posted" | **Not posted on purpose** | Follow the negative-balance process |
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| Deferred (grey) | Check date after the cutoff | Nothing; a later run picks it up |
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| Error (red) | Failed after all retries | Section 4 |
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## 4. When something goes wrong
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**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.
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| ID | Message you see | What it means | What you do |
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|---|---|---|---|
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| E01 | "[login] FAILED for company …" | Tebra's sign-in never appeared | Check the Login sheet, then click **Resume**. Email us if it fails again |
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| E02 | "Wrong practice opened … leaving Pending" | The practice name doesn't match Tebra | Fix the spelling in the Excel, click **Resume** |
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| 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** |
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| E04 | "Save button element not found" | The payment screen had no Save button | Email us |
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| E05 | "Stuck - automatic restarts exhausted. Click Resume." | 3 restarts didn't help | Click **Resume** once. Email us if it stops again |
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| 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 |
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**Don't:**
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- Use the mouse or keyboard while it runs: its clicks land in the wrong window.
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- Close Tebra to stop the bot: the bot keeps going.
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**To stop it:** close the **Ecare Tebra Automation Tool** window.
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## 5. Email us
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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.
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```
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Subject: Tebra Auto Post - E<number> - <date>
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Batch ID: <from the Dashboard>
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Error: E<number> - <the message, copied>
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Where: <company / practice / check number>
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What I did: <e.g. clicked Resume once>
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Attached: screenshot of the Run tab and of Tebra
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```
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**Never send:** the Login sheet, passwords, or patient names.
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