Quick answer
A submission error usually comes down to one of these:
- Your batch is too large. Submitting too many cases at once can fail. Break it into smaller batches, like weekly or bi-weekly.
- PhilHealth's server is under load. Sometimes the error is on PhilHealth's side, not yours. Wait a bit and try submitting again later.
- A validation error in one of the records. A field doesn't match the format PhilHealth expects, so the whole submission gets rejected.
- The patient's registration was transferred. The patient registered with you and did their FPE, but they also did an FPE with another facility, and that facility submitted first. PhilHealth then transfers the registration to whichever facility submitted ahead.
- The patient was never registered to your facility in the first place.
How to sort out which one it is
1. Batch too large
If a large submission keeps failing, break it into smaller batches, for example weekly or bi-weekly. Smaller, more frequent submissions go through more reliably than one big batch.
Recommendation: Submit daily so your batches stay small and don't pile up.
2. PhilHealth server load
If the error isn't tied to a specific record, PhilHealth's server may just be busy. Give it some time and try again later.
3. Validation errors (field format)
A single record with a field in the wrong format can block the whole submission. The most common culprits:
- Whole-number-only fields. Some fields accept whole numbers only. For example, a respiratory rate entered as 36.3 will be rejected. Enter it as a whole number.
- Text fields that are too long. Some fields have a character limit. A dosage instruction that runs too long can get rejected. Keep it concise.
Common field-format rules to check:
- Vital signs that should be whole numbers are entered as whole numbers, not decimals.
- Dosage and instruction text stays within the allowed length.
- (More rules to be added as we confirm them.)
If you've checked the formats and a record still won't go through, message the team with the patient or record details and we'll check it on our end.
4. Patient registration issues
If the error is tied to a specific patient who shows as not registered to your facility, it's usually one of these:
- Registration transferred. The patient registered with you and did their FPE, but they also did an FPE with another facility, and that facility submitted first. PhilHealth transfers the registration to whichever facility submitted ahead. You can check with PhilHealth which facility the patient is currently registered to.
- Never registered with you. The patient was never registered to your facility to begin with. Confirm the patient actually went through registration and FPE at your facility.
A patient can only be registered to one facility at a time, so a later submission by another facility moves the registration rather than stacking on top of yours. This is per patient, so one affected patient doesn't block the rest of your batch.
Good to know
- A validation error usually points to one record, but it can stop the whole batch. Fixing that one record and resubmitting clears it.
- When you're not sure which record is failing, message the team and we'll help you track it down.
