Overview
Once you’ve created your payers in OneSpot—either by uploading an aging file or, for RevolutionEHR users, through the Admin Data sync—you’re ready to begin configuring them. To streamline this process, your Support Specialist will provide a customized spreadsheet called the OneSpot Payer File, which includes your most active payers from your practice management system.
This spreadsheet contains key payer-specific details such as contact information and filing deadline requirements, curated by our internal billing team based on real-world experience with payers across all 50 states.
This article will walk you through:
- The type of information you may or will find in your spreadsheet.
- What to expect when the data in this file is applied to your payers.
- How the update payers process in OneSpot handles any existing information you’ve already configured.
Reviewing and Uploading the Payer Data File
For instructions on how to upload the spreadsheet provided by the Support Team view the Update Payer Details: How to Upload the Support Team Supplied Payer Data File article.
Important: Before uploading, carefully review the spreadsheet and complete any missing information. While our internal billing team has compiled a wide range of payer data, some fields—particularly for smaller or local plans—may be blank.
Even so, this file provides a strong foundation for configuring your payers and confidently managing claims in OneSpot. Please do not add or remove columns or change the file type (XLSX), as this may prevent a successful upload.
Once the file is uploaded, payer data must be maintained manually within OneSpot.
What Data Will Be Added?
If the information is available, the spreadsheet provided by the OneSpot Support Team during onboarding will include the following details for each of your payers:
- Payer Type - Medical or Vision (selectable via a drop-down in the file)
- Phone*
- Alternate Phone
- Fax*
- Website*
- Timely Filing
- Corrections Deadline
- Appeals Deadline
*For RevolutionEHR Users Only: The Phone, Fax, and Website data is managed in your practice management system and will not be updated during the file upload. This will only be updated via the Admin Data sync process.
What If I Already Entered Information for a Payer?
When you upload your spreadsheet, OneSpot will update only the fields that are currently blank. Any existing information you’ve entered—such as phone numbers, deadlines, or other payer details—will remain unchanged. Example:
- If Vision Service Plan already has a Timely Filing value of 180 days configured in OneSpot, and the spreadsheet shows a different value (like 90 days), OneSpot will keep your original 180-day value.
Additionally, OneSpot will not create new payers, overwrite your configured payer names, or modify any payer IDs during this process. New payers can only be added through an aging file upload or the RevolutionEHR Admin Data sync; this process exclusively applies to payers that already exist in your account.
Need to update existing data?
- You can manually edit this information in OneSpot at any time.
- For step-by-step instructions, see the Payer Details article.
How Can I Use This Data Once It's Been Added?
If you’re using the Aging module, the payer data you’ve uploaded or configured will appear in the dedicated Payer tab within the Claim Details when viewing a claim.
This gives you a centralized, in-context view of everything you need to manage a claim—no need to jump between portals, spreadsheets, or sticky notes. Whether you’re appealing a denial or following up on a deadline, the right details are always at your fingertips.