This procedure converts the weekly missing-records report received from MoveDocs into a row-by-row status response. The reconciliation tool cross-checks each patient on the report against internal records and annotates each row with the applicable status: visit did not occur, LOP sent to funding company, or no matching MoveDocs CaseID in system. The annotated response is returned to the MoveDocs team. The same process is used to correct mismatched `MoveDocs ID` values on the Monday `Personal Injury - Combined Board`.
Chrome is open.
The reconciliation tool URL has been provided by the workflow owner. The form is hosted at n8n.casemovers.com/form/... and is titled SportOrtho XLSX Reconciliation.
The MoveDocs missing-records XLSX is saved in the Downloads folder. The filename follows the pattern of the source file used during training: Copy of Seven Springs Orthopaedics... (May 4 2025) - Missing Document Report - 5.4.26.xlsx.
The operator is signed in to monday.com at sportho9444.monday.com with access to Personal Injury - Combined Board and Appointments.
Microsoft Excel is installed and set as the default application for .xlsx files.
1
Open the reconciliation tool link
Do this
Paste the reconciliation tool URL into the Chrome address bar and press Enter. The page that loads is titled SportOrtho XLSX Reconciliation.
Starting state
What you should see after
What you should see after
A form on n8n.casemovers.com displays with the heading SportOrtho XLSX Reconciliation, a field labeled data * containing a Choose Files button, and a red Submit button.
Review note: The current reconciliation tool URL is distributed outside this document. Confirm with the workflow owner that the link in use matches the latest production deployment before starting.
2
Choose the missing-records XLSX
Do this
Click Choose Files next to the data * field. In the file picker, open Downloads and select the MoveDocs missing-records XLSX. The reference filename in the source material is Copy of Seven Springs Orthopaedics... (May 4 2025) - Missing Document Report - 5.4.26.xlsx. Click Open.
Starting state
What you should see after
What you should see after
The file picker shows the selected file path in the File name field at the bottom of the dialog, and the file is highlighted in the directory listing.
3
Press `Submit` and wait for processing
Do this
Press Submit on the SportOrtho XLSX Reconciliation form. The reconciliation workflow typically completes in thirty to sixty seconds. Do not refresh, navigate away, or close the tab while processing is in progress.
Starting state
What you should see after
What you should see after
The form replaces the upload area with a Reconciliation Complete confirmation and a download link to the annotated XLSX.
Review note: The confirmation text displayed below `Reconciliation Complete` on the n8n form is not fully legible in the source material. The exact secondary wording is unconfirmed.
4
Save the response file
Do this
Use the download link on the Reconciliation Complete view to save the annotated XLSX to Downloads. The saved file name follows the pattern SportOrtho Reconciliation_ ().xlsx.
Starting state
What you should see after
What you should see after
The annotated XLSX is present in Downloads. The original Seven Springs missing-document report remains open in Excel.
5
Open the response file beside the original
Do this
Open the downloaded SportOrtho Reconciliation_.xlsx from Downloads. Keep the original missing-document report open in a separate Excel window to allow side-by-side comparison.
Starting state
What you should see after
What you should see after
Two Excel files are open: the original MoveDocs report and the response file positioned on the Reconciliation sheet, with rows annotated in the right-hand columns.
6
Review the notes column
Do this
In the response file, read the right-hand columns row by row. Each row carries one of the following notes: Visit didn't occur on , Visit didn't occur on , LOP sent to funding company , or No matching MoveDocs CaseID in system. The note reflects what the tool found when it cross-checked the row's MoveDocs CaseID against internal records.
Starting state
What you should see after
What you should see after
The Personal Injury - Combined Board on monday.com is open in Chrome alongside the Excel window. The board contains a MoveDocs ID column used to resolve rows annotated No matching MoveDocs CaseID in system.
7
Search a no-match patient on the Combined Board
Do this
In the response file, locate the next row annotated No matching MoveDocs CaseID in system. Copy the patient name from that row.
Starting state
What you should see after
What you should see after
The patient name is on the clipboard. Excel displays Select destination and press ENTER or choose Paste in the bottom status bar.
8
Identify duplicate patient with different date of injury
Do this
Switch to the Personal Injury - Combined Board and paste the patient name into the board search. Inspect every result. When two rows return for the same patient with distinct MoveDocs ID values, compare the Date of Loss on each row. Different dates of loss indicate two separate injuries; both records are valid and must remain on the board.
Starting state
What you should see after
What you should see after
Excel remains on the response file with the same row in focus. The status bar continues to show Select destination and press ENTER or choose Paste because the clipboard copy is still active.
If something looks different
If the board search returns no results, the patient name on the report may be misspelled. Retry with a partial name (first name only, or last name only) to locate the record.
9
Paste the missing `MoveDocs ID` into the Monday row
Do this
In the response file, copy the MoveDocs ID from the report row. Switch to the matched patient's row on Personal Injury - Combined Board and paste the ID into the MoveDocs ID column on that row.
Starting state
What you should see after
What you should see after
Excel returns to focus with the next row selected. The formula bar reads No matching MoveDocs CaseID in system for the subsequent row pending triage. The row just updated will resolve correctly on the next reconciliation run.
Review note: The Monday board paste action was not isolated to a single frame in the source material; the destination column is understood to be the `MoveDocs ID` field on the patient row. Confirm the exact column label on the live board.
10
Check Athena when the patient is not on the board
Do this
If the patient name does not appear on Personal Injury - Combined Board, search for the patient in Athena to confirm they exist in the system. If the patient is found in Athena but absent from the Monday board, flag the row for re-add. If the patient does not exist in Athena, leave the row as No matching MoveDocs CaseID in system and take no further action.
Starting state
What you should see after
What you should see after
The operator has either confirmed the patient exists in Athena and flagged the row for re-add, or confirmed the patient has no record on either platform and left the row unchanged.
Review note: The Athena interface is not demonstrated in the source material. This step is described verbally only. Confirm with the workflow owner where in Athena to search and what information to record when flagging a row for re-add.
11
Skip patients sent to Leanstar
Do this
If the patient's row on the Combined Board shows the Sent to Leanstar column as set, do not paste a MoveDocs ID and do not update the reconciliation row. Leanstar patients are not MoveDocs patients; adding a MoveDocs ID to their record would cause incorrect uploads.
Starting state
What you should see after
What you should see after
The Personal Injury - Combined Board displays the patient row with the Sent to Leanstar indicator set. The corresponding reconciliation row in the response file remains unchanged.
Review note: The `Sent to Leanstar` column header is not fully legible in the source material. Confirm the exact column name on the live board before relying on this step.
12
Paste the `MoveDocs ID` for the next missing-ID patient
Do this
Repeat Steps 7 through 9 for each remaining No matching MoveDocs CaseID in system row that belongs to a MoveDocs or TRIOS patient. Copy the MoveDocs ID from the report row and paste it into the matching patient's MoveDocs ID column on the Combined Board.
Starting state
What you should see after
What you should see after
The Excel response file is scrolled to the next batch of rows, and another MoveDocs CaseID cell is selected.
13
Resolve a different `MoveDocs ID` using date of injury
Do this
When a row matches a Monday patient by name but the MoveDocs ID on the report differs from the one on the board, compare the date of injury on the report row against the Date of Loss on the Monday row. If the dates match, replace the Monday row's MoveDocs ID with the value from the report. If the dates differ, the patient has two separate injuries and a second Monday entry may be required (see Step 8).
Starting state
What you should see after
What you should see after
Excel displays another annotated section of the response file. The formula bar may read No matching MoveDocs CaseID in system for the next row requiring triage.
14
Open the `Appointments` board to spot-check matched rows
Do this
In monday.com, open the Appointments board from the left sidebar under Personal Injury. Search for a patient whose response row reads Visit didn't occur on .
Starting state
What you should see after
What you should see after
The Appointments board is open and shows the appointment list for the searched patient, including the appointment date referenced in the report row.
15
Confirm visit status against the `Appointments` board
Do this
Locate the appointment row that matches the date from the report. Check three fields: appointment status (Confirmed), record status, and bill status. If the appointment status is Confirmed and both record and bill are marked complete, the response of Visit didn't occur is incorrect for that row and indicates an automation error.
Starting state
What you should see after
What you should see after
The matched appointment row on the Appointments board is visible with its status, record, and bill columns. The operator uses this to determine whether the response is accurate or whether the row must be flagged.
If something looks different
If the appointment shows the patient was seen and both record and bill are marked complete, but the response reads Visit didn't occur, the tool's automation has produced an incorrect result for that row. Flag it to the workflow owner. See Step 16 for the escalation procedure.
16
Flag automation errors and follow up
Do this
If spot-checks identify rows where the response disagrees with the Appointments board, compile a list of those rows (including CaseID, patient name, and expected versus actual response) and send it to the workflow owner. The expected correct output for a patient who was seen and billed reads Visit didn't occur on , LOP sent to funding company .
Starting state
What you should see after
What you should see after
Excel is back on the response file. The operator has a prepared list of flagged rows ready to send to the workflow owner. If the automation is corrected, the workflow owner will provide an updated tool link.
