How to Reconcile Your Claims
Step-by-step guide for clinic staff
Before You Start — Prepare Your Files
1. Account Receivable (AR) file
Export this from your clinic system (Clinisys Corporate Sales report) — or re-use a previously saved ClaimHub Reconciled Ledger. Both formats are accepted, and you can upload more than one file at the same time.
Must be in .xls or .xlsx format. Download Clinisys AR Export Guide (PDF)
2. Panel payment file(s)
Download payment statements from each TPA panel portal — AIA, MiCARE, Red Alert Online, Health Connect, PMCare, CompuMed, COSSB, eMas, GFlex, MedKad, Medilink, Selcare, Peduli Sihat, and more. ClaimHub auto-detects the panel from the file content, so you do not need to label them.
Accepted formats: .xlsx, .xls, .csv, .pdf (Medilink Payment Advice). See per-panel download guides
After you log in to ClaimHub, look at the left sidebar menu. Click "Reconcile Claims".
Click "Choose File" next to the first slot and pick your AR file.
You can keep adding more files with "Add another AR file" — useful when you
have a fresh Clinisys export and last month's saved ClaimHub Reconciliation
Data file to merge. The file you re-upload is the one named
ClaimHub-Reconciliation-Data-*.xlsx (older runs saved as
Reconciled-AR-Ledger-*.xlsx still work) — not
Recon-Report-*.xlsx. The Recon Report is read-only analytics; only the
ClaimHub Reconciliation Data file carries the running state forward.
Click "Choose File" and pick a panel payment statement. You don't need to tell ClaimHub which panel it is — the system reads the file contents and identifies the panel automatically (AIA, MiCARE, RAO, Health Connect, PMCare, CompuMed, COSSB, eMas, GFlex, MedKad, Medilink, Selcare, Peduli Sihat…).
To reconcile multiple panels in one run, click "Add another panel" and add as many files as you want. Files are matched in order, and an already-matched row cannot be claimed by a later panel — so there is no double-claim.
AIA
MiCARE
Red Alert
Health Connect
PMCarePick the date you want the run anchored to — usually today, or the date the panel payment was received. Aging buckets (30/60/90+ days) are calculated from this date.
Once your AR file(s), panel file(s), and date are all set, click the blue "Run Reconciliation" button at the bottom right. Wait while it processes — large ledgers can take 30–60 seconds; do not close the tab.
You will see this while it processes:
When processing is done you'll see a green success message with the total ledger size and per-panel breakdown.
2,847 ledger rows total · 3 panel files reconciled in 4.2s
Click "Reconciled AR Ledger" to save the running ledger — this is the file you re-upload next month as your AR file for an incremental merge. Click "Recon Report" for the analytical summary (read-only — never re-uploaded).
- Paid — Panel has paid in full.
- Partial — Panel paid less than the billed amount.
- Rejected — Panel rejected the claim. Check reason column.
- Pending — Not in any panel report yet. Follow up needed.
- Overdue — Pending past your aging threshold.
- Write-off / Voided — Carried forward from prior runs.
You can also go to "Past Runs" in the left menu anytime to find and re-download previous reports.
Quick Summary
Common Questions
Do I have to tell ClaimHub which panel a file is from?
No. ClaimHub reads the file content and detects the panel automatically — even if the
portal sent you an HTML file with a .xls extension, or a CSV pretending to be Excel.
Just upload the file as you downloaded it.
Can I reconcile multiple panels in one run?
Yes. Use "Add another panel" to add as many panel files as you have. ClaimHub matches them in order, and an already-matched row cannot be claimed by a later file — no double-claim.
"File format not supported" or "Could not detect the panel type"
Make sure you're uploading the exact file you downloaded from the panel portal — .xlsx, .xls, .csv, or for Medilink only, a text PDF. Scanned-image PDFs cannot be read. If the message persists, the panel may have changed its export layout — send the file to contact@claimhub.cc.
"File size exceeds limit" error
The maximum is 20 MB per file. If your AR export is larger, narrow the date range in Clinisys (e.g. 3 months instead of 1 year).
Why are some claims showing as "Pending"?
The claim is in your AR file but not in any panel payment statement you've uploaded. The panel hasn't paid for it yet — follow up with the panel.
What does "Incremental merge" mean?
If you upload last month's saved Reconciled AR Ledger together with this month's files, ClaimHub carries forward every Paid / Partial / Rejected row from the previous run. Those rows are never re-matched and never re-charged — credits are only spent on genuinely new or still-unpaid claims.
Where are my past reports?
Click "Past Runs" in the left menu. You can view and re-download any previous ledger and report from there.
Do I need to be online?
If you're using the desktop app (downloaded installer), everything runs on your computer — no internet needed after activation. Your data never leaves your PC.
The match percentage is low — is something wrong?
Make sure the date range in your AR file overlaps with the panel payment period. Some TPAs split payments across months. Check the per-panel match rate table to see which panel is dragging the average down.
Downloads are locked — what happened?
Your credit balance went negative during this run. The ledger is saved; it unlocks automatically the moment your balance returns to 0 or above. Click "Top up credits" in the left menu — payment is via Stripe and credits are added instantly.
I uploaded the wrong file — how do I redo it?
Click the small × next to the file row to remove it, then upload the correct file. After a finished run, click "Run Again" — the previous result is preserved in "Past Runs".
The report shows 0% match — nothing matched at all
Check: (1) Did the panel files actually get auto-detected (look for the "Detected: …" badge)? (2) Do the AR and panel files cover the same date range? (3) Open both files in Excel to confirm they actually contain data.