X12 difficulty claim-file-error in claim file tracker

Trying to test out the x12 sftp claim submission. Have gotten free account with Office Ally to learn how it works. Have set things up as best I can as instructed, but getting ’ claim-file-error’ in claim file manager. x12 not being sent.

OpenEMR Version


Operating System
windows 11

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Did you check the logs? yes, fixed errors
Was there anything pertinent in them?
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Hi @Mttx welcome to the community!

I am not an official billing person or a developer but I have helped several of our customers get their billing module configured and working with office ally.

OpenEMR’s Billing module has several checks in place to assist in the process of submitting claims, from making sure the clearinghouse has all its identifiers to checking the claim file has everything in it that is needed. Unfortunately the error messages are cryptic and vague, like ‘claim-file-error’.

Let’s assume you have set up your billing module as recommended in the wiki. I’ve sent along links to pages that address getting the contents of the claim file correct.

But first, a question: when you verified the claim file did it identify any errors?
Actually, 2 questions: did you follow the config and billing process given in the wiki at:




Also, if you haven’t already, you should get ahold of Office Ally’s EDI guide because like all clearinghouses they have their own variations on the standard EDI field definitions.

Come on back with more focused questions as you discover them.
Best- Harley

Hi Harley,
Many thanks! I greatly appreciate your guidance and suggestions. As far as I can tell, things are set up correctly- but I must be missing something. Office Ally responded that everything looks good on their end. When I ‘validate only’ the x12, it does not return any errors and says,

Billing queue results:

  • Successfully validated claim: 13-30
  • Successfully validated claim: 14-31
  • Successfully validated claim: 15-32
  • Successfully validated claim: 8-33
  • Successfully validated claim: 16-34

When I 'continue', it returns:

Sending Claims via STFP. Check status on the Claim File Tracker


the link that it presents for the batch/text file does not work. I don’t know if that is significant. When I click it to inspect, it responds:
The claim file: 2024-06-13-122657-batch-p22.txt could not be accessed.

The Claim File Tracker shows the initial status in blue as ‘waiting’ and then changes to yellow and says “claim file error”.
I’m not sure where else to look. I went over the links you sent and double checked everything. Are there logs that I am not checking? Any assistance appreciated,

Hi @Mttx
Here we find ourselves at the border of ‘free advice’ and ‘paid OpenEMR support’.
I’m pretty sure one would need to have access to your system to troubleshoot your situation, but in any case I can’t help with this.

BUT- the forum seems to have some ideas. Here’s a search of this forum for ’ Claim File Tracker error’, which returns 10 hits. And if that term doesn’t produce helpful results try a different one.


Good luck!

  • Harley

I can’t help you I would like to tell you that Office Ally may be able help you troubleshoot. If you go to their Classic Dashboard, click on Tech Training on the top menu on the right, then you’ll be able to schedule certain training with them. You can specify OpenEMR during signing up for the training. That’s how I get them to validate that my OpenEMR is working with Office Ally.

Thank you both for your efforts and assistance. I am just adding a final note here in case anyone else has the same difficulty. It did resolve itself and I don’t really know how or why. I did notice that once the submissions went through the batch .txt files were accessible and had the ‘-p22’ dropped from their naming convention. I following all of Harley’s guidance and double checked everything, so maybe I clicked something somewhere that did it. If I ever discover it, I will post for another user in the future to reference.