MoveDocs Reconciliation

Do this

Paste the reconciliation tool URL into the Chrome address bar and press Enter. The page that loads is titled SportOrtho XLSX Reconciliation.

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.

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.

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.

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.

What you should see after

The form replaces the upload area with a Reconciliation Complete confirmation and a download link to the annotated XLSX.

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.

What you should see after

The annotated XLSX is present in Downloads. The original Seven Springs missing-document report remains open in Excel.

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.

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.

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.

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.

Do this

In the response file, locate the next row annotated No matching MoveDocs CaseID in system. Copy the patient name from that row.

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.

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.

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.

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.

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.

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.

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.

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.

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.

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.

What you should see after

The Excel response file is scrolled to the next batch of rows, and another MoveDocs CaseID cell is selected.

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).

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.

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 .

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.

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.

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.

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 .

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.