How to Manage Claim Status Types in ElderSuite

📝 Overview

A claim status type is the label a claim carries as it moves through submission — for example Pending before you send it, or Denied after the payer responds. ElderSuite ships with built-in status types your center already uses, and you can add your own when the standard set does not match how your office tracks claims.

Open the list from Claim Center → Manage Claim Status Types (Related Activities). The list itself is read-only and sorted by name. Adding, renaming, marking inactive, or deleting happens in the Claim Status Type Information window that opens on top of the list. This is a setup and maintenance screen — not a day-to-day claims processing screen. Use it when you need a custom label, need to correct one you added earlier, or need to retire a status that is no longer used.

This Guide covers maintaining the status-type list. Applying a status to individual claims, reconciling from clearinghouse reports, and attendance locking by status are separate workflows.

⚙ How It Works

1. Open Manage Claim Status Types

From the ElderSuite main menu open Claim Center and click Manage Claim Status Types in Related Activities. The window opens inside the ElderSuite main window. If it is already open, the same click brings it to the front.

For a Limited Access sign-in, the link needs the Manage Claim Status Types permission. Without that permission the link is grayed out. Ask an administrator to grant it for the account.

2. Review the List and Switch Views

The list shows the claim status types set up for the center under a Claim Status heading. Nothing is typed directly into the list — highlight a row, then use the toolbar or double-click.

The View dropdown on the toolbar starts at Active, which hides inactive types. Choose All to include inactive types; a narrow unlabeled marker column then appears at the left of the list to flag them. Under both views, a type literally named All is excluded from the list.

With the list focused, typing runs an incremental search on the name so you can find a status quickly.

3. Add a Claim Status Type of Your Own

Click Add New on the toolbar (access key N). A please-wait indicator appears, then Claim Status Type Information opens as a modal dialog with an empty name box and Inactive unchecked. The list stays blocked until that window closes.

Type a clear name of 25 characters or fewer — typing simply stops at the limit. Click Save & Close (or press Alt+S). The new type is written back into the list under the current View filter and appears straight away when it matches that filter.

4. Edit, Rename, or Mark Inactive

Highlight a row and click Edit, or double-click the row — both open the same Claim Status Type Information window with that record loaded. Change the name or the Inactive setting, then click Save & Close. The list refreshes to show the change.

ElderSuite includes these built-in status types: Pending, Submitted, Acknowledged, Denied, Accepted, Approved, and Rejected. When one of them is open, the name box and Inactive are read-only for every user. Other parts of ElderSuite depend on those exact names, so they cannot be renamed or retired. If you need different wording, add a new type of your own instead.

For a type your center added that is no longer used — especially one already attached to old claims — check Inactive and click Save & Close. It stops appearing in lists of statuses to choose from, while claims that already carry it keep their label. Clear Inactive later if you need the label available again. On the list, an inactive type disappears from the Active view immediately; switch View to All to see it with its marker.

5. Delete Only Unused Custom Types

The list window does not offer Delete — that button is never shown there. Deletion is available only from Claim Status Type Information, and only for types your center added. Built-in types keep Delete switched off.

Clicking Delete first asks Are you sure you want to delete this record? with No preselected. If the type is already used somewhere in ElderSuite, deletion is refused and the Delete Prevented window explains that the item is used in at least one transaction and recommends marking it Inactive instead. Prefer Inactive whenever a status has already been applied to claims.

✅ Important Limitations

This window maintains the list of status labels. It does not process claims, scrub claims, or reconcile clearinghouse reports.

Built-in status types open read-only. They cannot be renamed, marked inactive, or deleted.

The claim status type name is required and limited to 25 characters. A blank name will not save.

The list window never shows Delete. Retire a used type by marking it Inactive in Claim Status Type Information.

Marking a type inactive does not change claims that already use it. It only stops the type from appearing in chooser lists.

A Limited Access account needs the Manage Claim Status Types permission or the Claim Center link stays grayed out.

A claim status type literally named All is always excluded from this list under both Active and All views.

⚠ Enter a Name Before You Leave

On Claim Status Type Information, a blank name is easy to miss. Clicking Save & Close with no name simply leaves the window open with nothing saved and no message. Closing the window from the title bar with a blank name discards a new type with no prompt. Enter the name before you leave the window.

There is no on-screen Cancel or Close button on that window — only Save & Close, Delete (when available), and the title-bar close control.

💡 Need More Help?

For step-by-step instructions, click Ask Eddie from within ElderSuite.