Understanding 834 File Layout

Healthcare organizations have a massive responsibility to manage enrollments, eligibility data, and other patient information, for which the EDI 834 file layout plays a significant role.

Key Takeaways

Five key takeaways from Understanding 834 File Layout are:

The 834 file is an essential format for managing healthcare enrollments and eligibility.
It plays a critical role in ensuring accurate and efficient data exchange between entities.
Understanding the structure and components of the 834 file is crucial for compliance and operational efficiency.
Common use cases and scenarios highlight the practical applications of the 834 file in healthcare.
Various tools can help streamline and automate the processing of EDI 834 files.

The 834 file layout for healthcare EDI transactions standardizes electronic eligibility and enrollment information exchange. This standardized format is part of the Electronic Data Interchange (EDI) standards and is used to maintain accurate and efficient data management between healthcare providers, insurers, and other related demographic partners with data handling and management responsibility for healthcare benefit plans.

The 834 file is the most important part of managing personal healthcare enrollments and eligibility. The file standard helps organizations seamlessly exchange information, reduces reliance on manual data entry, and minimizes errors.

834 enrollment files and 834 eligibility files help organizations update records, make changes to coverage, and communicate enrollment status between different yet related entities so each entity can maintain accurate records and streamline administrative processes.

In this comprehensive guide, you'll learn how to understand the 834 file layout, how to create an EDI 834 File Format Guide, and why it's important for healthcare organizations.

What is EDI?

To properly understand 834 files, it's necessary to know the standards it was built upon, namely the Electronic Data Interchange (EDI). EDI is “the computer-to-computer exchange of business documents in a standardized electronic format between business partners.” Moving from a paper-based exchange of business documents to one that is electronic gave organizations major benefits, such as:

Reduced costs: EDI helps reduce costs by eliminating the need for paper, postage, and handling. It also lowers the costs of labor for time spent processing errors and other inefficient practices.
Increased processing speeds: EDI significantly increases processing speeds through automated document exchange, which accelerates other business transactions and processes, and allows decision-makers to reach better conclusions faster.
Reduced errors: EDI minimizes errors by reducing manual data entry, which leads to more accurate and reliable information sharing between business partners.
Improved relationships with business partners: EDI fosters improved relationships with business partners through timely, accurate, and consistent communications, enhancing trust and fostering desirable collaboration.

EDI replaces postal mail, fax, and email thanks to a standardized format for fast and accurate information sharing, regardless of the systems or software used by each business partner.

What is an 834 File?

The 834 file is an EDI document for electronically transmitting healthcare enrollment and eligibility data, known officially as the Benefit Enrollment and Maintenance transaction set. 834 files are commonly used by health plans, employers, and government agencies when sharing information about individuals' healthcare coverage.

A typical 834 file looks like this:

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The 834 file layout is defined by certain consistency and accuracy standards for data exchange, such as the Accredited Standards Committee X12 or ASC X12, specifically with the N designation standard (N=Insurance) for healthcare transactions, and upheld by the American National Standards Institute (ANSI).

Broken down, these represent:

ASC X12: The ASC X12 standards certify that data is consistently formatted and can be understood across different systems and organizations, facilitating efficient and accurate data exchange in the healthcare industry.
X12N: X12N is a subcommittee of the Accredited Standards Committee (ASC) X12 that focuses on the development and maintenance of EDI standards for the insurance industry, particularly healthcare insurance carriers. The "N" stands for "Insurance," indicating its specialization in insurance-related transactions. X12N is responsible for creating standardized formats for the electronic exchange of business documents, such as claims, enrollment, payment, and eligibility information, between different organizations in the insurance sector. These standards ensure that data is consistently and accurately communicated, facilitating efficient and reliable transactions within the industry. The X12N standards are widely adopted in the United States to support healthcare administrative processes and compliance with regulatory requirements.

Together, these standards make up the ASC X12N. For 834 files, the formal standard is written as ASC X12N 834, and outlines the format, structure, and data elements used for Benefit Enrollment and Maintenance transaction sets.

The standard specifies how enrollment and maintenance information is to be electronically exchanged between health insurance providers and sponsors.

What is an EDI 834 File Format Guide?

An 834 file format guide is a detailed document that outlines the structure, data elements, and specifications for creating and processing an EDI 834 file transaction set. A transaction set transmits enrollment and maintenance information for health insurance plans. So it contains individuals' personal healthcare information which requires guidelines for the protection of the data contained in the transaction set.

The file format guide helps healthcare organizations tasked with health benefits administration, such as health insurance companies, employers, third-party administrators, and healthcare providers, ensure this data is handled, stored, managed, and transmitted properly.

The EDI 834 file format consists of a series of segments and loops, each containing specific data elements. These segments include information about the sender, receiver, individual members, and their enrollment details.

An example of an 834 file format guide would include all segments and their titles, such as:

Header
Detail segments
Trailer

Each segment captures specific pieces of information to make sure that all necessary data has been included in the transmission.

How an EDI 834 File Format Guide is Structured

Important characteristics that all 834 file format guides should include are:

An introduction to the EDI 834 file
Definitions of the various parts of the 834 file structure
Data element descriptions or definitions
834 file implementation instructions
Compliance and validation information
Example files that illustrate an error-free, properly formatted 834 file

Below, we'll explain each of these characteristics in more detail with examples you can use to help structure your EDI 834 file format guide.

Introduction to EDI 834 File Format

The introduction to 834 file formats helps familiarize your team with what 834 files are, why they're needed, and how to work with them.

The introduction explains the objective and extent of an 834 file transaction set.

For example, 834 transaction sets are used to:

Enroll people into healthcare plans
Update individual and/or family healthcare coverage
Manage members' healthcare policy enrollment status

834 File Format Segment Glossary

This section of the EDI 834 file structure guide should also include a segment glossary.

The segment glossary:

Describes each segment and its purpose
Explains which segments are mandatory and those that are optional
Lists the order in which segments appear
Describes the data elements contained in each segment

Descriptions of the data elements outline what is found in each segment, such as name, demographic information, type of data, length, and use. Include example information for each data element illustrating its correct formatting and usage.

The following information will help you create your organization's 834 file format guide.

834 File Structure: Loops and Segments

If you've ever studied accounting, you understand the hierarchical difference between the Assets designation in the Chart of Accounts and an individual asset account housed under Assets.

The 834 file structure is made up of segments and loops as opposed to accounts and account types, and one of the things an 834 file format guide describes is this hierarchy of loops and segments within an 834 file.

834 File Loops

Loops are labels that apply to the classification and sequence of segments. Each loop is designed to organize and group related data elements and segments hierarchically much like the Chart of Accounts arranges individual assets under the Assets umbrella. In other words, loops are to Assets as segments are to Working Capital, Cash on Hand, Equipment, etc.

Loops are sequential numbers:

1000: Header
2000: Member Detail
2100: Member Name
2200: Disability Information
2300: Health Coverage
2400: Member Reporting Categories

Every loop and segment has its own purpose and data elements, and there are often nested loops within the primary loops, known as sub-loops. Primary loops 1000 and 2000 contain specific segments and may include other sub-loops as part of their structure. For example, the 1000 loop in an 834 file is the Header loop, which includes critical overview information about the transaction set.

Every transaction set has at least three parties: Payer, Payee, and Member(s). Loops include identifiers, names, contact information, date of birth, and other information that establishes the parties involved in the transaction.

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834 File Segments

The 834 file format contains various mandatory segments. Some entries in these mandatory segments may be optional. Two of the most important mandatory segments are:

Beginning Segment (BGN)
Member Level Detail (INS)

The Beginning Segment (BGN) in Detail

The BGN is perhaps the most important segment of all the segments in an 834 file—it's the segment that defines all remaining segments within the transaction set and their corresponding control information.

The first four entries in a BGN segment are mandatory, while the remaining five segments are optional. Here’s a breakdown of the BGN segment:

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The Member Level Detail (INS) Segment in Detail

The Member Level Detail (INS) segment is like it sounds: it explains the various statuses that can apply to a subscriber or someone on their policy:

^Image:^Integrate.io

The INS segment is crucial for conveying detailed information about each member, which is necessary for the accurate enrollment, maintenance, or termination of their health insurance coverage.

^*^{There is no event code to specifically establish a subscriber’s disenrollment due to termination for gross misconduct—the user is immediately disenrolled, loses their COBRA coverage and, therefore, is no longer a subscriber. In these cases, the user updates the INS08 | Employment Status Code entry to}^TE^{for Terminated. The Benefit Status Code will automatically update to Inactive.}

List of Standards

A standards reference list is included directly following the introduction. This reference list explains the standards that govern EDI 834 files, such as the ASC X12N and HIPAA.

Recommended Reading: What It Actually Means to Be HIPAA Compliant

834 File Format Guide: Guidelines for Implementation

Now, your 834 file format guide transitions to:

How to create 834 files
How to handle errors
How to track and validate compliance
Sample files to illustrate how the 834 file works in practice

We've prepared this information to help you structure your own 834 file formatting guide.

How to Create 834 Files

In this section of your guide, include step-by-step instructions regarding how you want users to create 834 files in your organization. Here, you’ll see how to outline this section.

Be sure you include instructions for:

Data mapping
Data validation
File structure
Compliance checks
Error reporting

Here's what to include in each part.

How to Map Data in an 834 File

To map data from an 834 file, users need to understand how the various segments and data elements are structured, including:

Headers
Trailers
Individual data segments, which include:
Insured Individual (INS)
Reference Identification (REF)
Date or Time Period (DTP)

EDI software or a data integration technology platform like Integrate.io can help you with any EDI data mapping project. We extract and transform your data in alignment with the requirements of your target system. After your clean, transformed data is loaded, you'll verify that all vital information, such as insurance plan coverage dates, insurance plan identifiers, personal health information (PHI), and other data points were accurately translated into your target system's "language" — clean, transformed, and usable.

Recommended Reading: Integrate.io PII and PHI Transformations

How to Validate Data and 834 File Structure

Validating the file structure of an 834 file requires several steps to guarantee the structure adheres to X12 EDI standards. You'll begin by checking your headers and trailers.

Your organization's 834 files should include the following segments, and in this order:

Interchange Control Header (ISA)
Functional Group Header (GS)
Transaction Set Header (ST)
All body segments (i.e., INS, REF, DTP, etc.)
Transaction Set Trailer (SE)
Functional Group Trailer (GE)
Interchange Control Trailer (IEA)

Check that each segment is present, in the correct order, and populated with all relevant information. Segments considered mandatory, like the INS segment, must be present.

Next, verify your looping structure. All loops group related segments and must be structured properly. There should be appropriate start and end points, and all the relevant segments should be contained within the corresponding loop.

Then, check the compliance of your data elements. Each segment should have its necessary data elements, and each element should:

Be the correct type of data
Be the appropriate length
Meet formatting requirements

Finally, look at your delimiters. Are they consistent? The file should have steady, reliable delimiters for:

Segment terminators
Element separators
Sub-element separators
…and so on.

Refer to the ISA segment to know which sub-element separators are necessary.

EDI validation programs or solutions created specifically for working with X12 834 file formats perform these validations automatically. After a validation check, the program provides a report with details of any potential or outright structural issues that must be addressed and corrected.

Once you've completed corrections, your file is formatted correctly and you can proceed with processing.

How to Check For (and Maintain) Compliance

Performing a compliance check is a lot like a validation check, but there are a few different steps.

To verify 834 file format compliance:

Validate file structure: Check that the 834 file adheres to the X12 EDI standard with correct segment order, mandatory segments, and data element presence.
Check syntax and formatting: Use an EDI validation program to verify that each segment and data element conforms to the syntax rules, including the correct:
- Delimiters
- Segment terminators
- Data element lengths
Verify data integrity: Confirm that the file's most critical fields contain valid, consistent data, such as (but not limited to):
- Member IDs
- Plan codes
- Dates

Cross-reference these fields with your internal databases to further verify accuracy.

Business rule compliance: Does the data comply with business-specific rules and regulations, such as those set by health plans or regulatory bodies?

Verifying compliance in with business rules and regulations might include verifying:

- Eligibility criteria
- Enrollment periods
- Coverage details

Check that your files meet the Health Insurance Portability and Accountability Act (HIPAA) requirements for electronic transactions, too. Using your EDI validation program, generate a compliance report.

Error reporting: Review your compliance reports to find discrepancies or errors in your files. Compliance reports provide you with detailed error reporting so you can address any inconsistencies and make the necessary corrections before further processing the data.
Auditing and documentation: Maintain detailed records of your validation checks, compliance reports, errors or discrepancies discovered, and any corrections made, so your organization has a clear documentation trail for future reference.

In the event of an audit, your documentation can help prove your compliance with regulatory requirements.

At the end of this section, provide your users with some example 834 files that display the correct 834 file layout and its contents. Essentially, your 834 file format guide will help users in your organization learn how to format 834 files on their own.

Recommended Reading: The Official 2024 Checklist for HIPAA Compliance

Benefits of an 834 File Format Guide

Organizations that work with consumers' personally identifiable information, or PII, have stringent legal and regulatory requirements that must be upheld. Having an organization-specific 834 file format guide offers multiple benefits, such as guaranteeing the appropriate staff members understand how to work with—and protect—this sensitive private information.

Additional benefits of an 834 file formatting guide include:

Consistent, standardized data formatting and exchange between disparate systems, platforms, and organizations.
Increased accuracy of enrollment data through clear, step-by-step guidelines complete with example formatting.
Improved compliance with laws and regulations, such as HIPAA.
Assurance of standardized, secure data transmission.
Streamlined creation, validation, and transmission of 834 data files, which saves time and lessens the burden on administrative personnel.

Now let's move on to how users may interact with 834 files.

EDI 834 File Common Use Cases

834 files aren't necessarily accessed every day. Typically, an 834 file is created or updated only in certain scenarios, such as:

New enrollments: A health insurance provider receives an 834 file from an employer or plan sponsor with information about new employees who have recently joined the company and need to be enrolled in the healthcare plan.
Changes in coverage: Employees may need to make changes to their healthcare coverage during open enrollment periods or due to life events like marriage, childbirth, or divorce.
Termination of coverage: When an employee leaves a company or decides to cancel their healthcare plan, the employer sends an 834 file to the insurance provider to terminate the coverage.
COBRA benefits administration: The Consolidated Omnibus Budget Reconciliation Act (COBRA) allows employees who lose their jobs to continue their healthcare coverage for a limited time.
Plan year rollovers: At the end of a plan year, many organizations need to renew or rollover their employees' healthcare coverage into the new plan year.
Dependent verification: Employers often require verification of dependents' eligibility for coverage.

These scenarios highlight why it's so important to keep your organization’s 834 files accurately updated.

EDI Challenges: Best Practices When Handling 834 Files

Handling 834 files can present several challenges, including:

Ensuring data accuracy
Maintaining compliance with regulatory standards
Managing large volumes of data

Best practices for managing 834 files include:

Implementing solid validation processes
Using automated tools like Integrate.io for data extraction, transformation, loading, and processing
Regularly updating systems to comply with the latest EDI 834 specification

Follow these best practices for more efficient, effective 834 file management.

Partner with Integrate.io for Streamlined EDI 834 File Processing

Integrate.io offers comprehensive EDI integration solutions for automating the processing of EDI 834 files. Our platform provides tools for data transformation, validation, and integration, making it easier for your team to manage sometimes bulky 834 files.

With Integrate.io, healthcare providers, insurers, and third-party healthcare trading partners can streamline the data exchange process.

See for yourself with a free, 14-day trial of the Integrate.io platform. If you have a unique use case, schedule an intro call for a one-on-one walkthrough demo of our platform specific to your needs. On this call, one of our expert SolutionsEngineers will show you in real-time how Integrate.io can simplify and streamline your organization's EDI workload.

Additional Resource: Example of an 834 File Formatting Guide | Veterans Affairs

834 file layout

Table of Contents

What is EDI?

What is an 834 File?

What is an EDI 834 File Format Guide?