Automations/Finance
Organize Payer Contracts, Fee Schedules and Amendments
A billing question about a claim from March is really a question about which fee schedule was in force in March — and the answer is in an email attachment from two years ago called "amendment final".
The short answer
A payer contract is not one document, it is a base agreement plus every amendment and fee schedule that has modified it since. Filing them means keeping the sequence readable: one folder per payer, each document named by its own effective date rather than the date it was received, so the folder reads as a chronology. A workflow uses the Read Details from File step to take the payer and the effective date off each document, the Rename step to name it by that date, and the Move step to file it under that payer.
Steps this uses
Before and after
What actually changes
As they arrive
- amendment final.pdf
- fee schedule 2026.pdf
- contract.pdf
- FS update.pdf
After the workflow
- Blue Cross/2024-01-01-base-agreement.pdf
- Blue Cross/2025-04-01-amendment-02-rates.pdf
- Blue Cross/2026-01-01-fee-schedule.pdf
- Blue Cross/2026-07-01-fee-schedule-revised.pdf
One payer, four documents, named by the date each took effect rather than the date it landed in an inbox.
Setting it up
Described once, then it runs
This is the sentence. Send it to the builder and the steps below appear on a canvas, wired and named, for you to change before anything runs.
When a payer contract, amendment or fee schedule arrives, save a copy, read the payer and the effective date off it, name it by that effective date, and file it under the payer so the folder reads as a chronology.
One folder per payer
Base agreement, amendments, fee schedules and correspondence together. Splitting fee schedules into their own tree breaks the link between a rate and the amendment that set it.
Name by effective date, not received date
An amendment emailed in February that takes effect in April belongs in April. The Read Details from File step takes the effective date off the document, which is the date that answers billing questions.
Catch them in the inbox
Payer amendments arrive by email almost without exception. The Email Attachment trigger picks them up and the Save a Copy step gives the attachment a home before it is read and filed.
Never overwrite a superseded version
The old fee schedule is the answer to every question about an old claim. New versions are added, not substituted, and the dates in the filenames keep the order obvious.
Why effective date beats received date
Every question anyone asks of a payer folder is a question about a date of service. Naming by effective date means the folder answers that question by being sorted; naming by received date means somebody opens four documents to work out which one was live. The received date is an administrative fact about your inbox and it is almost never what anyone needs.
The amendment that changes one code
Most amendments modify a small part of a schedule rather than replacing it, which is why the base agreement has to stay findable alongside them. A folder that reads chronologically lets somebody reconstruct what applied on a date by reading forward from the base — which is the only reliable way to answer it, because no single document contains the full current position.
What it does not do
It files and finds the documents. It does not calculate a rate, compare a payment against a contracted amount, or tell you a payer underpaid. Those are billing functions and they need a system that holds claims data. This makes sure the contract that settles the argument can be found in under a minute.
Then build
Variations worth building next
When a payer amendment or fee schedule arrives by email, save a copy, file it under the payer named by its effective date, and send the billing team a Slack message with the payer and the effective date.
Tells billing a rate change is coming before claims go out at the old rate.
When a fee schedule is filed under a payer, read the payer, the effective date and the plans it covers off it and send them to our billing system.
Gives the billing system a record of each new schedule as it is filed.
Every night, go through the Contracts folder in SharePoint, read the payer and the effective date off each document, rename it by that date, and move it under the payer.
Puts the contracts already on file into the same chronological order.
Limits
What to know before you build it
It runs on new files, not your backlog
This workflow fires when a file arrives. It will not go back over the documents already sitting in the folder, so switching it on leaves the existing pile exactly where it is. Working through what is already there is a scheduled run instead, which is a different workflow.
Organize the files you already haveIt needs a connected account
This workflow reads files out of an email inbox, so it cannot run until that account is connected. Connecting one is on the Max plan, or on any team workspace. There is no version of this particular workflow that runs on the free plan, because the files it organizes never arrive in The Drive AI on their own.
FAQ
Common questions
How should payer contracts be organized?
One folder per payer, holding the base agreement, every amendment and every fee schedule together, with each document named by its own effective date in ISO form. The folder then reads as a chronology, which is what answers the only question anyone asks of it: what applied on this date of service.
Should fee schedules be kept separately from contracts?
No. A fee schedule is set by the contract and modified by its amendments, so separating them breaks the link between a rate and the document that established it. Keep them in the payer folder and let the effective dates in the filenames put them in order.
How do you find which fee schedule applied on a date?
Sort the payer folder by name. With every document named by its effective date, the schedule in force on any date is the most recent one dated on or before it. This only works if superseded versions were kept rather than overwritten.
Can it tell me if a payer underpaid a claim?
No. That requires claims data and an adjudication comparison, which lives in billing software. This organizes the contracts so the rate that should have applied is findable, which is the evidence side of that question rather than the calculation.
Which version applied in March?
Answered by sorting a folder, because every document is named by the date it took effect.
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