eServices > Claim Validation Error Codes
Following is a list of error codes you might receive. Click the error number to view a description of the error and the steps necessary to correct it.
Description: Internal error. Character field size greater than 1.
To correct: This error should not occur. If it does, contact your eServices representative.
Description: This error appears when a field required for the claim is not completed.
To correct:
Look at the validation report for the name of the field that is empty.
Return to SoftDent and enter the missing information for the specified field(s). Example: Group Number, SSN, Specialty Code, etc.
Rerun the validation phase to verify that the error is corrected
If Error #1000 occurs, but the error message looks similar to the following, the above steps do not apply.
Error #1000, E6-12, Rendering Provider Network ID Required field is empty.
This error indicates the treating provider for the claim specified is missing some information on his/her provider window in SoftDent.
Typically, this error will indicate which field on the provider window is empty and needs to be filled in. Once this field is filled in, the error should be corrected. Return to the eServices program and reload and validate your claims to verify they have passed validation.
If Error #1000 occurs, but the error message looks similar to the following, the above steps do not apply.
Error #1000, DA0-18 Insured Id No Required field is empty.
This error indicates an invalid Blue Shield card ID. Refer to Subscriber's ID card for proper ID.
To correct: The Subscriber ID should be entered in the BCBS# field (on the Account Information window) without any spaces or dashes.
Example: Subscriber ID 123-45-6789 should be entered as 123456789.
Description: Field contains invalid characters which have been removed.
To correct: There may have been a dash "-" or a space " " in the required data field. No action is required.
Description: This error indicates that the specified field(s) contains invalid characters, which are displayed as part of the message. Invalid characters include the following: spaces, hyphens (dashes), percent signs, etc.
You must make any changes before submitting the claim. In the future, be aware of the invalid characters, and remove them from your claim, patient, or provider information.
To correct:
Look at the validation report for the names of fields containing the invalid characters.
Return to SoftDent and remove any spaces, hyphens, or unusual characters from the specified field(s).
Rerun the validation phase to verify that the error is corrected.
Description: Number is out of range, must be between __ and __.
To correct: The number used must fall within the specified range. Correct and resubmit.
Description: This is an internal error that appears when the specified number you entered in a field is not in the allowed range.
To correct: This error should not occur. If it does, contact eServices.
Description: This error indicates that you have incorrectly specified the patient’s relationship to the insured on the Patient Information window or this field has been left blank.
To correct:
Look on the validation report for the name of the patient missing this relationship criteria.
Return to SoftDent and open this person's Patient window. Complete the Dental Insurance Primary and/or Secondary fields.
Rerun the validation phase to verify that the error is corrected.
Description: This error indicates that you have either incorrectly specified the patient's relationship to the insured on the Patient window or left this field blank.
To correct:
Look on the validation report for the name of patient missing this relationship criteria.
Return to SoftDent and open this person's Patient window. Complete the relationship to insured fields.
Rerun the validation phase to verify that the error is corrected.
Description: Patient birth date later than today's date. The patient birth date is for a date in the future.
To correct: Return to SoftDent and enter the patient's correct birth date.
Description: Patient relationship to insured may be incorrectly marked as self.
To correct: WARNING: A discrepancy was found between the patient and guarantor information. Verify relationship is indeed “self.”
Description: Missing Payer Number in Insurance Company ES payer ID field.
To correct:
Find out the insurance company on the Insurance Claim Entry window.
In the eServices main window, select Setup > Insurance Co/Plans. The Insurance Payer Setup window is displayed.
Click the name of the insurance company you need to assign.
Click Assign ID. The Insurance Company List is displayed (listing ALL companies in the SoftDent database).
Double-click the matching company, and the payer ID is displayed in the left column labeled "Payer."
Exit by clicking the close icon in the upper-right corner of the Insurance Company List and Payer Setup windows.
OR
If the insurance company on the claim does have a correct Payer Number, run the SoftDent Rebuild/Reindex utility and select All Files.
Description: This error indicates that the provider specialty code was not found for the provider listed on the claim.
To correct:
Return to SoftDent. Select File > Provider. Type the doctor's name and press Enter. The Provider window is displayed.
Click Edit on the toolbar, and click the drop-down arrow next to the Specialty field to select the correct provider specialty.
Rerun the validation phase to verify that the error is corrected.
Description: The data field contains invalid characters.
To correct: Return to SoftDent and remove the invalid characters from the specified field(s).
Description: This error indicates that the specified field(s) contains invalid characters, which are displayed as part of the message. Invalid characters include the following: spaces, hyphens (dashes), percent signs, etc.
You must make any changes before submitting the claim. In the future, be aware of the invalid characters, and remove them from your claim, patient, or provider information.
To correct:
Look at the validation report for the name of field(s) containing the invalid characters.
Return to SoftDent and remove any spaces, hyphens, or unusual characters from the specified field(s).
Rerun the validation phase to verify that the error is corrected.
Description: An invalid zip code has been specified for a state.
To correct: Return to SoftDent and change the zip code, or correct an incorrect state abbreviation.
Example: If the state of Arkansas has been abbreviated as "AK," change to "AR."
Description: Missing provider first name.
To correct: Open the Provider Information window and type the provider's first name in the First Name field.
Description: Special UCCI/PA BCBS/ PFT validation for anterior and posterior tooth/code combinations. All "ANTERIOR" teeth must be associated with "ANTERIOR" procedure codes. All "POSTERIOR" teeth must be associated with "POSTERIOR" procedure codes. An anterior and posterior combination will cause this error.
To correct: Edit the patient transaction and correct either the tooth number and/or procedure code, then cancel and resubmit the claim to update the changes.
Description: This error indicates that the specified field contains too many characters. The number of digits allowed will be specified along with the exact field in which the error occurred.
To correct:
Look on the validation report for the name of the field in error.
Return to SoftDent and make the necessary corrections to reduce the specified field's size.
Rerun the validation phase to verify that the error is corrected.
Description: Tooth number is invalid, must be A-T, 1-32, or for supernumerary A-T + "S." The tooth number specified on the procedure is not within the specified range.
To correct: Return to SoftDent and enter the correct tooth number in the tooth number field for the procedure code indicated.
Description: Missing tooth number must be between 1 and 32, or if supernumerary, add 50 to tooth number, i.e., 51-82.
To correct: Enter the correct tooth number in the Tooth field (on the Transactions window) for the procedure code indicated.
Description: Missing tooth number specification.
To correct: Enter the correct tooth number in the Tooth field (on the Transactions window) for the procedure code indicated.
Description: Missing Primary tooth number must be between A and T.
To correct: Type the correct tooth number in the Tooth field (on the Transactions window) for the procedure code indicated.
Description: This error indicates that the payer ID specified for this account's insurance company is not found in the Insurance Company/Plan Setup window in eServices.
To correct:
Return to SoftDent and open the Account window for the person specified on the validation report.
Click Edit, and then click the drop-down arrow next to the dental insurance plan ID. The Insurance Plan window is displayed.
Right-click the highlighted name of the insurance plan, and the Insurance Plan Data window is displayed.
Click Edit on the toolbar, then click the drop-down arrow next to the Insurance Company ID. The Insurance Company window is displayed.
Right-click the name of the highlighted insurance company, and the Insurance Company window is displayed. Note the name of the company and the payer ID.
Return to the eServices window by selecting Insurance > Electronic Services.
Select Setup > Insurance Co/Plans. The Insurance Payer Setup Window is displayed.
Click the name of the insurance payer name previously found in SoftDent, and click Assign ID. The Insurance Company List window is displayed (representing all companies in the SoftDent database).
Double-click the matching company, and the payer ID will display in the left column labeled "Payer."
Exit by clicking the Close icon in the upper-right corner of the Insurance Company List and Insurance Payer Setup windows.
Description: Required units of service missing. This ADA code requires units of service.
To correct: Enter the units of service as U=N (where N is a number) in the Notes field of the patient's Transactions window.
Description: Surfaces specified, and the ADA code does not allow tooth surfaces.
To correct:
Delete the surface entered in the Surface field (in the patient's Transactions window) for the procedure code specified.
Select File > ADA Codes. Type the specified ADA code and click OK. The ADA/Transaction Codes window is displayed.
Change the Tooth/Surface/Quad Requirements field for the ADA code.
Description: This error indicates that the tooth number was found for an ADA code which does not have the Tooth/Surface/Quad field with either Tooth Required or Tooth and Surface Required.
To correct:
Look at the validation error report for the specified ADA code.
Return to SoftDent and open the person's Transactions window.
Highlight the specified ADA code and click Edit.
Remove the tooth number for this transaction IF IT IS NOT REQUIRED.
If it IS required, do the following:
Return to SoftDent and select File > ADA Codes.
Type the specified ADA code and click OK.
Change the Tooth/Surface/Quad field for the ADA code to either Tooth Required or Tooth and Surface Required.
Rerun the validation phase and verify that the error is corrected.
Description: Tooth numbers not allowed when quadrants are specified in the Surface field. This ADA Code ONLY requires a quadrant and NOT a tooth number.
To correct: Return to SoftDent and delete either the tooth number or quadrant from the procedure code specified on the indicated patient's Transactions window.
Description: The valid letters for tooth surface(s) are MODLFIB.
To correct: Open the patient's Transactions window, and specify the surface in the Surface field.
Description: Required tooth number is missing. This ADA code requires a tooth number.
To correct: Enter the tooth number in the Tooth field in the patient's Transactions window.
Description: Required tooth surface is missing.
To correct: Open the patient's Transactions window, and enter the surface in the Surface field. Valid surfaces are O, B, F, L, D, M.
Description: Specify tooth number or quadrant for this code, but not both. The ADA procedure code selected for this claim requires either a tooth number or quadrant, but cannot contain both.
To correct:
Return to SoftDent and delete either the tooth number or quadrant from the procedure code specified in the indicated patient's Transactions window.
Description: This error indicates that the transaction date is greater than today's date.
To correct:
Return to SoftDent and open the patient's Transactions window.
Select the transaction that has the incorrect date, click Edit, and enter the correct date.
Rerun the validation phase and verify that the error is corrected.
Description: Invalid Group Number - Matches Insured Social Security Number. The Group Number entered on the Insurance Plan window is the SAME as the Account SSN.
To correct: The group number MUST BE DIFFERENT. You can obtain the Insured's group number by contacting the Insured, the Insurance Company, or by reading an older EOB that was issued by the current Insurance Company. Open the Insurance Plan window, and on the Information tab, type the group number in the Group Number field. Typically, the group number can be found on an insurance card, explanation of benefits, or by calling the insurance company directly.
Description: Insurance plan for this patient requires the patient's signature on file.
To correct: If the patient's signature is not required, select the Accept Signature On File checkbox (on the Claim Filing tab of the Insurance Plan window).
If the patient's signature is required, open the patient's Insurance Claim Entry window, deselect Accept Sig on File, and print this claim to paper. Next, rerun the validation phase and verify the error is corrected.
Description: Plan does not accept Signature on File.
To correct: Claims cannot be sent electronically to an insurance plan that requires an original signature. The insurance plan has been unmarked to accept signature on file. Send this claim ON PAPER.
Description: Invalid birth date for insured. Some payers require this information. This is a warning message only and will not prevent the claim from being transmitted.
To Correct: Open the patient's Account window and enter the correct birth date.
Description: The payment for this claim has been assigned to the provider in the Insurance Plan window; however, the payments have been assigned to the patient in the Insurance Claim Entry window. This is a warning message only and will not prevent the claim from being transmitted.
To correct: Access the Insurance Plan window and select the Benefits to Patient checkbox.
Description: This is a warning message only and will not prevent the claim from being transmitted. This message is displayed if the procedure code(s) on the claim are codes that might require perio charting.
Description: Bad format/length of Insured's Social Security Number.
To Correct: Open the Account window and correct the Social Security Number (it must be nine numeric characters), and then cancel and resubmit the claim.
Description: Required group number is missing on insurance plan.
To correct: Open the Insurance Plan window and type the group number in the Group Number field on the Information tab.
Typically, the group number can be found on an insurance card or an explanation of benefits, or by calling the insurance company directly.
Description: Group Health Encounters require chart number.
To Correct: Enter the patient's chart number on the first line of the Notes field of the Insurance Claim window.
Description: Indicates that provider specialty has not been selected.
To correct: Open the Provider window, and change the provider specialty from "unknown" to the appropriate specialty.
Description: Indicates that the payer ID assigned to the insurance company matches the group number on the Insurance Plan window.
To correct: Open the Insurance Plan window and remove the Payer ID from the Group Number field. Type the correct group number in the Group Number field. If you are not sure what the group number is, check the patient's insurance card or a previous explanation of benefits. If neither of these is available, contact the insurance company.
Description: Indicates the zip code entered on the Account window is invalid.
To Correct:
Look on the validation report for the name of the patient missing this relationship criteria.
Return to SoftDent and open this person's Patient window.
Click Transactions on the top of the window.
View the account holder’s name.
Return to the Account window for the account holder.
Verify that the zip code is correct.
Description: Could not find insurance company ID. This insurance company ID has been deleted.
To correct: You must cancel and delete the insurance claim and enter the correct insurance company ID in the insurance plan found in the Account window. Then generate a new insurance claim.
Description: This error indicates that Delta of California requires a five-digit group number.
To correct: Edit the insurance plan's Group Number field (on the Insurance Plan window, on the Information tab). If the number is less than five digits long, add zeroes to the left of the number to make it five digits.
Description: Procedure code not accepted electronically by this payer. A procedure on this claim cannot be sent electronically to the insurance company specified on the claim.
To correct: You must submit this claim on paper.
Description: Invalid Pennsylvania Blue Shield ID.
To correct: Be sure the BCBS number is in the BCBS# field in the Account window. If not, enter the number, then cancel, delete, and resubmit the claim. This will update the information and enable the claim to pass validation.
Description: Invalid Pennsylvania Blue Shield ID.
To correct: Be sure the BCBS number is in the BCBS# field in the Account window. If not, enter the number, then cancel, delete, and resubmit the claim. This will update the information and enable the claim to pass validation.
Description: Invalid Pennsylvania Blue Shield ID. The ID must be 10-13 characters.
To correct: Be sure the BCBS number is in the BCBS# field in the Account window. If not, enter the number, then cancel, delete, and resubmit the claim. This will update the information and enable the claim to pass validation.
Description: Invalid Pennsylvania Blue Shield ID. The ID must be 10-13 characters.
To correct: Be sure the BCBS number is in the BCBS# field in the Account window. If not, enter the number, then cancel, delete, and resubmit the claim. This will update the information and enable the claim to pass validation.
Description: No pre-authorizations are accepted electronically by this payer.
To correct:
Open the patient's Treatment Plan window and click Outstanding Ins. The Claim window is displayed.
Select the claim and click View Claim. The Insurance Claim Entry window is displayed.
Click Edit, and deselect the ECS checkbox (in the middle of the window on the Status tab). This will remove the claim from the electronic claims batch, and the claim must now be printed manually.
Description: Too many lines of services on insurance claim.
To correct: Distribute lines of services over more than one claim.
Description: This is a Pennsylvania Blue Shield error, indicating there is a tooth surface/tooth number mismatch. The surface specified is not valid for the tooth number indicated.
To correct: Open the patient's Transactions window and select the procedure in error. Click Edit, and change the tooth number or surface, as necessary.
Description: Assignment of benefits must be to provider on claims submitted electronically to this payer. The insurance company on this claim will ONLY send payment to the provider.
To correct: In the Insurance Claim Entry window, deselect the Benefits to Patient checkbox. Then, open the Insurance Plan window, and make sure Benefits to Patient is not selected on the Claim Filing tab.
Description: Provider specified has an invalid Blue Cross Blue Shield ID.
To correct: Determine if the indicated ID is a practice- or provider-level ID. If the ID is greater than 10, the relevant ID on the Practice Information window should be filled in. For example, an error for ID 11 indicates that the second Insurance IDs field on the Practice Information window should be verified.
If the indicated ID is less than or equal to 10, open the Provider window. Select the provider, click Edit, and then select the ID's tab. Type the correct Blue Cross Blue Shield ID in the BCBS field.
This error will also display if any letters, dashes, or other characters, besides numbers, are in the BCBS ID field in the Provider window. Make sure this field is strictly numeric.
Description: Provider specified has an invalid Delta Dental ID.
To Correct: Determine if the indicated ID is a practice- or provider-level ID. If the ID is greater than 10, the relevant ID on the Practice Information window should be filled in. For example, an error for ID 12 indicates that the second Insurance ID's field on the Practice Information window should be verified.
If the indicated ID is less than or equal to 10, open the Provider window, select the provider, click Edit, and then select the ID's tab. Type the correct Delta ID in the Delta field.
Description: Invalid insured Blue Shield card ID. Enter Blue Shield ID on Guarantor window in SoftDent.
To correct: Locate the BCBS member ID and enter it in the BCBS # field in the correct guarantor window.
Description: Provider specified has an invalid Medicaid ID.
To correct: Determine if the indicated ID is a practice- or provider-level ID. If the ID is greater than 10, the relevant ID on the Practice Information window should be filled in. For example, an error for ID 13 indicates that Slot 13 on the Practice Information window should be verified.
If the indicated ID is less than or equal to 10, open the Provider window, select a provider, click Edit, and then select the ID's tab. Type the correct Medicaid ID in the State Medicaid ID field.
Description: Provider indicated does not have a valid Blue Shield ID.
To correct: Open the Provider window, select a provider, click Edit, and then select the ID's tab. Type the correct BCBS ID in the State BCBS ID field.
If the provider is submitting claims as part of a group or practice, the group or practice BCBS ID should be entered in this field.
Description: Provider indicated does not have a valid license number.
To correct: Open the Provider window, select a provider, click Edit, and then select the ID's tab. Type the correct license ID in the License field.
Description: The Practice Information window does not contain a valid ID number for the office in the indicated field.
To correct: Open the Practice Information window, and verify that the corresponding ID field has a valid ID.
Description: The procedure code(s) indicated requires remarks or claim notes.
To correct:
Return to SoftDent, and select Insurance > Review Claim.
Type the claim number requiring remarks or claim notes and click OK. The Insurance Claim Entry window is displayed.
Click Edit and move to the Notes field (in the lower left of the window). Type any notes for the procedure codes requiring the remarks or claim notes.
Only the first three lines of this field will be transmitted electronically.