FOR 9 DIGITS US ZIP CODE

FOR 9 DIGITS US ZIP CODE

Rejection Message
VALUE OF ELEMENT N403 IS INCORRECT. LAST 4 DIGITS SHOULD NOT BE '0000' OR '9999' FOR 9 DIGITS US ZIP CODE. SEGMENT N4 IS DEFINED IN THE GUIDELINE AT POSITION 0300. INVALID DATA xxxxx0000

Rejection Details
This rejection indicates that an invalid zip code is being sent on the claim.  Most payers require the full 9-digit zip code for addresses on electronic claims. This rejection typically indicates that the claim includes a zip code without the 4-digit extension. All addresses will need to be verified using the USPS Zip Code Look Up.

Resolution
Follow the steps below to locate which zip code is incomplete on the claim.
  1. Select Insurance/View Clients
  2. Find the client's name in the list and then click the List Claims button on the far right
  3. Find the session date in the list and then click the NEW HCFA button
    1. The Patient's Address is listed on the first tab PATIENT AND INSURED INFORMATION in box 5
    2. The Insured Address is listed on the first tab PATIENT AND INSURED INFORMATION in box 7
    3. The Service Facility Address is located on the second tab PHYSICIAN OR SUPPLIER INFORMATION in box 32
    4. The Billing Provider Address is listed on the second tab PHYSICIAN OR SUPPLIER INFORMATION in box 33
    5. The Carrier Address is listed on the third tab CARRIER in field labeled Zip
Follow the steps below to update the zip code that is incomplete on the claim.
  1. To update the Patient's Address go to Individual/View Clients
    1. Select the client's name in the list to open the client registration page
    2. Scroll to the bottom of the page to update the address listed on the Address tab, then click Save
  2. To update the Insured Address go to Insurance/View Clients
    1. Select the client's name in the list to open the clients insurance information page
    2. Update the zip code under PRIMARY INSURED (top portion of page, right above work hours) as well as SECONDARY INSURED - if applicable (bottom portion of page, right above work hours), then click Save
  3. To update the Service Facility Address go to Setup/Locations
    1. Select the location from the list to open the locations details page
    2. Update the zip code and then click Save
  4. To update the Billing Provider Address please Submit a Ticket with the change that is needed and support team will make the update to the address for you (ref kb article)
  5. To update the Carrier Address go to Setup/Insurance Carriers
    1. Select the carrier from the list to open the insurance carrier detail page
    2. Update the zip code, click Submit, and then click Update all clients
Once you have located the source of the error and updated the zip code the final step is to resubmit the claim with the corrected information.  
Reference this kb article for instructions on How to Send a Corrected Claim