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PC-ACE quick steps
Last Modified: 1/4/2024
Location: FL, PR, USVI
Business: Part A, Part B
Below are quick steps for setting up and using the PC-ACE program after it has been installed. For instructions to download the software, refer to the
PC-ACE software landing page and select the most recent version download option that is appropriate for you (new or existing user). For more detailed instructions on each step below, view the complete
PC-ACE User Guide.
Helpful Hint: Right click on any field in the PC-ACE software program to get more information regarding the completion details.
Step 1 - Patient setup
To set up the provider information, click on the Reference File Maintenance icon (yellow folder). Type "SYSADMIN" in both the User ID and the Password fields and click OK. To enter patient information, click on the Reference File Maintenance icon (yellow folder) and then click the Patient tab. Click New and complete all of the fields that apply to each patient. When all the applicable fields have been completed, click Save. Complete this process for each additional patient.
Note: If the patient has another insurance primary or secondary to Medicare, you must add the other insurance company information to the Payer tab. Refer to Section 3 of the PC-ACE User Guide for more detailed instructions.
Step 2 - Provider setup
If you are a Part A customer, click on the Provider (Inst) tab. If you are a Part B customer, click on the Provider (Prof) tab. Enter your office information. For a Part B group practice, complete a screen for the group and one for all the individual (rendering) providers.
Step 3 - Submitter setup
To enter the submitter information, click on the Reference File Maintenance icon (yellow folder) and then the Codes/Misc tab. Click the Submitter button located in the Shared column and select Institutional (Part A) or Professional (Part B).
• For Part B, click View/Update
• For Part A, click Copy
Then enter all your submitter information in the General tab. Type the submitter ID that was assigned by First Coast EDI in the ID field. The submitter ID would have been sent to you in the EDI Enrollment approval letter. The Employer Identification Number (EIN), Line of Business (LOB) and Payer ID fields will remain blank.
Click Save.
Step 4 - Enter a claim
To enter a claim, click on the Institutional Claims Processing icon for Part A claims or the Professional Claims Processing icon for Part B claims and then click on the Enter Claims icon. Complete all of the fields that apply for the claim. When all the applicable fields have been completed, click Save. Complete this process for each additional claim. Refer to Section 3 of the PC-ACE User Guide for information on entering a Medicare Secondary claim.
Helpful Hint: Right click on any field to get more information regarding the completion details.
Step 5 - Create a file
To create a file, click on the Institutional Claims Processing icon for Part A claims or the Professional Claims Processing icon for Part B claims and then click on the Prepare Claims icon. Click OK. This will create a file named "bctrans.dat" for Part A or "bstransb.dat" for Part B. The file will be in your C drive under the WINPCACE folder.
Step 6 - Send the file
To send a file, submitters must utilize either SPOT, or Secure File Transfer Protocol (SFTP). Refer to Section 8 of the PC-ACE User Guide for details on connecting and sending the file to First Coast.
Contract |
File Name |
Part A |
BCTRANS.DAT |
Part B |
BSTRANS.DAT |
Step 7 – Pull EDI reports
To pull reports, connect via SFTP. The EDI reports are only available for retrieval for 60 days. It is important to establish a daily routine for retrieving the reports. Once the 60 days expire, the EDI reports are no longer available and cannot be reset. It is imperative to retrieve all EDI reports. Any claims and/or files that are deleted (rejected) on these reports are not forwarded to the Medicare processing system for payment or denial and will not be reported on a Standard Paper Remittance (SPR), Electronic Remittance Advice (ERA), or available on the Interactive Voice Response (IVR). Refer to Section 9 of the PC-ACE User Guide for details on connecting to First Coast to download reports.
Step 8 – Exit PC-ACE and perform a back-up.
To exit the PC-ACE software program, click on the word File from the PC-ACE Main Toolbar and click on Exit.
You will be prompted to perform a backup each time you exit the PC-ACE software program. PC-ACE provides complete database backup and validation to protect your system data. All claims, reference files, and system configuration settings can be backed up to removable media (diskettes or writeable CD-ROM) or a standard Windows directory.
It is strongly recommended to always keep a recent backup available. This will provide restore capabilities in the event of system failure or other compromise of PC-ACE database files.
Step 9 - Upgrade the program
Every 90 days, First Coast will upgrade the PC-ACE program. Notification will be sent via email to the PC-ACE mail list to advise when the upgrade is available. It is recommended that you update the program immediately to ensure your program has the current edits, Healthcare Common Procedure Codes (HCPCs) and diagnosis codes. Once the upgrade is complete, perform a backup of the program so your backup is the same version as your program.
First Coast Service Options (First Coast) strives to ensure that the information available on our provider website is accurate, detailed, and current. Therefore, this is a dynamic site and its content changes daily. It is best to access the site to ensure you have the most current information rather than printing articles or forms that may become obsolete without notice.