Statuses — what changes when¶

Statuses describe where the work is, not whether anyone did a bad job. Ordo shows status in three places that people mix up:

The file (EOB Dashboard row) — did we read the PDF?
The patient (inside a file, or on Patients) — did we fetch, approve, post?
The match (Open Dental tab) — is this claim locked, posted, or stuck?

A file can be Extracted while Maria is still Not fetched and James is already Posted. That is normal: the file is the envelope; the people inside it move at different speeds.

The happy path (one patient)¶

Upload PDF
    → file: Uploaded → Queued → Extracting → Extracted

Tick Maria, Fetch Open Dental
    → Maria: Not fetched → Needs review  (or No match)

Approve match
    → Maria: Needs review → Approved

Post payment
    → Maria: Approved → Posted

If you Reject match, Maria becomes Rejected instead of Approved. The file stays Extracted.

File statuses (EOB Dashboard)¶

These are the words on the file row and on the dashboard tabs.

You see	What it means	What you do
Uploaded	The file arrived. Reading has not finished.	Wait.
Queued	Waiting its turn to be read.	Wait. Refresh if it sits here a long time.
Extracting	Ordo is reading the PDF right now.	Wait. Do not post from this file yet.
Extracted	Patients and lines are ready.	Open the file. Fetch, review, post.
Failed	Reading (or a rare later file-level error) did not succeed.	Open the row, read the message. See Errors.
Archived	Hidden from Active and from Reports. Not deleted.	Restore if that was a mistake.
Retry required	Try the failed step again after the underlying problem is fixed.	Read the message; often a post or connection issue.

Older or internal labels you might hear from support (same idea, different word):

Internal name	On screen
`uploaded` / `queued` / `extracting`	Uploaded / Queued / Extracting
extraction `completed`	Extracted
`failed`	Failed
`archived`	Archived

Review is not a file status

Needs review, Approved, and Posted live on the patient, not on the envelope. The dashboard “Pending review” card is a count of work still to do, not a file-row label.

What moves the file¶

Operation	File status
Upload	Uploaded → Queued → Extracting
Extraction succeeds	Extracted
Extraction fails	Failed
Archive	Archived
Restore	Back to Active (usually Extracted)
Fetch / Approve / Post	Does not change the file row

Example. Jennifer uploads Monday’s Cigna. The row goes Extracting, then Extracted. Mike fetches and posts all three patients. The dashboard still says Extracted on the file — that is correct. Posted is a person status. Reports still count the posted payments.

Patient statuses (inside an EOB)¶

These are the badges on each person in the file.

You see	What it means	Typical next step
Not fetched	You have not clicked Fetch Open Dental for this person.	Tick the row, Fetch, then open.
Pending	Matching has not produced a decision yet (rare on a fetched row).	Fetch if you have not; otherwise open the patient.
Needs review	Candidates exist, or identity checks need a person.	Open Open Dental and Audit.
Approved	Someone confirmed the Open Dental claim. Money is not posted.	Someone with Post payment clicks Post payment.
Posted	Payment is in Open Dental (or simulated in Demo).	Done with this person on this file.
Rejected	Match was thrown away.	Another candidate, post by hand in Open Dental, or leave it.
No match	Fetch ran; no plausible Open Dental claim.	Search the chart; Sync; enter the claim in Open Dental if it was never charted.
Failed	Fetch (or a later Open Dental call for this person) errored.	Retry Fetch. Check API Logs.

What moves the patient¶

Operation	Patient status
Open file (no fetch)	Stays Not fetched
Fetch finds claims	Needs review (unless already approved/posted/rejected)
Fetch finds nobody	No match
Fetch API error	Failed
Approve match	Approved
Post succeeds	Posted
Post: chart changed	Back toward Needs review (see match status below)
Post: API failed	Needs review with a failed-post flag on the match
Reject match	Rejected

Posted, Approved, and Rejected win over fetch: refetching Maria after she is Posted does not take her back to Needs review.

Example. Mike fetches Maria and James. Maria becomes Needs review. James is No match (no chart claim). Mike approves Maria. Jennifer posts Maria → Posted. James is still No match until someone charts the visit in Open Dental and Mike fetches again.

Match statuses (Open Dental tab)¶

These describe this EOB claim vs that Open Dental claim. You see them as banners, disabled buttons, and toasts more than as a second badge.

Status	Meaning	Approve?	Post?
Candidate found	Ordo listed claims. You still pick and confirm.	If not hard mismatch	No
Needs manual	Ordo wants a person (ambiguous or flagged).	After you pick a safe candidate	No
Approved	Claim locked in Ordo. Snapshot taken.	Already done	Yes
Posted	Write succeeded. Remarks read-only.	No	Already done
Rejected	Match discarded.	Start over (fetch / pick again)	No
Push failed	Post was attempted; Open Dental (or the network) did not finish cleanly.	Do not approve-and-hammer. Check the chart.	Only if Open Dental has no payment yet
Push requires review	The chart changed after approve (line gone, code changed, or amount already sitting there).	Fetch, confirm, approve again	After a new approve

Hard mismatch (not a status, a flag)¶

A candidate can be Hard mismatch while the patient is still Needs review. Identity failed (patient, date of service, or zero procedure overlap). Approve is disabled for that candidate. Pick another claim or reject.

Line statuses (procedure table)¶

On the Open Dental tab, each EOB line has its own Status column. That is not the patient badge.

Line status	Meaning
Match	The CDT code mapped to an Open Dental claim procedure.
Differs / Not matched	No matching Open Dental procedure on this claim.

After a successful Post payment, remarks freeze (read-only).

Open Dental’s own statuses (what Ordo writes)¶

You do not set these by hand in Ordo. They matter when you look at the chart after a post, or when API Logs mention them.

Claim status (the whole visit)¶

Open Dental uses a letter. After a successful post, Ordo sets the claim to Received.

Code	Word	Meaning in the office
U	Unsent	Not sent to insurance yet.
H	Hold until primary received	Waiting on another plan.
W	Waiting in queue	In the send queue.
S	Sent	Sent to the payer.
R	Received	Insurance payment recorded. This is what Ordo sets on post.
I	Hold for in process	Held in the office workflow.

Procedure (ClaimProc) status¶

Word Ordo sends	Meaning
NotReceived	Estimate / not paid yet.
Received	Insurance paid amount is on this line. This is what Ordo sets on post (unless the line is already attached to a check — then Ordo does not change status, only amounts if still allowed).
Supplemental	Extra payment after the first receive.
Estimate / Adjustment / capitation types	Special rows Ordo does not treat as a normal EOB line to post.

If Open Dental says the line is already attached to a check, it will refuse a new InsPayAmt. That is a common 400 on post. See Open Dental errors.

Connection and sync statuses¶

On Clinic settings → Integrations:

You might see	Meaning
Connected, last sync time, patient/claim counts	Replica is usable for Fetch.
Last sync failed plus an error	Sync did not finish. Test the connection; read API Logs.
Not connected	Fetch in Actual cannot load live charts.

Test connection does not change patient rows. It only proves the keys.

Worked example — Maria Santos, one Monday¶

File: Cigna_Remit_Aug24.pdf

Time	What someone did	File	Maria
8:07	Jennifer uploads	Extracting → Extracted	Not fetched
8:12	Mike ticks Maria, Fetch	Extracted	Needs review
8:14	Mike approves claim 18421	Extracted	Approved
8:18	Jennifer posts	Extracted	Posted

James Lee on the same file stays No match the whole morning. The file never becomes “Posted” as a whole — and that is fine.