Find matching records in two worksheets
 

I work at an health insurance company and frequently need to reconcile
reports from our physicians with claim data. I need to find records on two
different spreadsheets that match on three data points and insert a claim
number on matching records. Here's an example:

Spreadsheet 1, from our physician group, contains treatment data for one
patient.

PhysicianName ServiceDate Procedure# $billed $paid deductible

Smith,John 12/01/03 99213 75.50 25.00 25.00
Doe,Mary 01/25/04 99215 125.00 90.00 0.00


Spreadsheet 2, from our server, contains claims data for one patient.

Claim# ServiceDate Procedure# $billed $paid deductible

123456789 12/01/03 99213 75.50 25.00 25.00
123687432 01/27/04 99215 125.00 90.00 0.00

I need to find records on spreadsheet 1 that exactly match spreadsheet 2 on
the fields ServiceDate, Procedure#, and $billed. When a match is found, I
need the corresponding Claim# inserted after the record on spreadsheet 1. So
on the example data above, the first row would be a match, because all three
relevant fields are the same. the second row is not a match, because the
ServiceDate field does not match.

I figure that I'll need a combination of MATCH and INDEX, but I haven't been
able to pin down exactly how to accomplish this. Any help you can give will
be very much appreciated.

Assuming the fields are in columns A:E, then you need this in Sheet1, cell
F2, for example (on the Smith,John line):
Enter this formula by holding Shift+Ctrl before pressing enter:
=INDEX(Sheet2!A:A,MATCH(B2&C2&E2,Sheet2!A1:A1000&S heet2!B1:B1000&Sheet2!C1:C
1000,0))

Bob Umlas
Excel MVP


"kittybat" wrote in message
...
I work at an health insurance company and frequently need to reconcile
reports from our physicians with claim data. I need to find records on
two
different spreadsheets that match on three data points and insert a claim
number on matching records. Here's an example:

Spreadsheet 1, from our physician group, contains treatment data for one
patient.

PhysicianName ServiceDate Procedure# $billed $paid
deductible

Smith,John 12/01/03 99213 75.50 25.00
25.00
Doe,Mary 01/25/04 99215 125.00 90.00
0.00


Spreadsheet 2, from our server, contains claims data for one patient.

Claim# ServiceDate Procedure# $billed $paid
deductible

123456789 12/01/03 99213 75.50 25.00 25.00
123687432 01/27/04 99215 125.00 90.00 0.00

I need to find records on spreadsheet 1 that exactly match spreadsheet 2
on
the fields ServiceDate, Procedure#, and $billed. When a match is found, I
need the corresponding Claim# inserted after the record on spreadsheet 1.
So
on the example data above, the first row would be a match, because all
three
relevant fields are the same. the second row is not a match, because the
ServiceDate field does not match.

I figure that I'll need a combination of MATCH and INDEX, but I haven't
been
able to pin down exactly how to accomplish this. Any help you can give
will
be very much appreciated.

Thanks for the quick reply! I think this is the right solution, but I am
having trouble getting it to work. When I remove all the extraneous columns
and match my spreadsheets to the example (ServiceDate is column B, Procedure
is column C, and $Billed is column D) on each sheet, the formula pulls the
first Claim# for every line, whether it has a match or not. If I change the
formula to match the location of my data, the formula returns 0 on each line.
Perhaps if I give you the actual columns for the existing data, there will
be less room for error on my part.

On sheet1, the columns are ServiceDate - col F, Procedure# - col G, $Billed
- col K.
On sheet2, the columns are ServiceDate - col E, Procedure# - col H, $Billed
- col K.

Can you translate the formula to match these data locations? Obviously, I'm
doing it incorrectly.

Thank you!


"Bob Umlas" wrote:

Assuming the fields are in columns A:E, then you need this in Sheet1, cell
F2, for example (on the Smith,John line):
Enter this formula by holding Shift+Ctrl before pressing enter:
=INDEX(Sheet2!A:A,MATCH(B2&C2&E2,Sheet2!A1:A1000&S heet2!B1:B1000&Sheet2!C1:C1000,0))

Bob Umlas
Excel MVP


"kittybat" wrote in message
...
I work at an health insurance company and frequently need to reconcile
reports from our physicians with claim data. I need to find records on
two
different spreadsheets that match on three data points and insert a claim
number on matching records. Here's an example:

Spreadsheet 1, from our physician group, contains treatment data for one
patient.

PhysicianName ServiceDate Procedure# $billed $paid
deductible

Smith,John 12/01/03 99213 75.50 25.00
25.00
Doe,Mary 01/25/04 99215 125.00 90.00
0.00


Spreadsheet 2, from our server, contains claims data for one patient.

Claim# ServiceDate Procedure# $billed $paid
deductible

123456789 12/01/03 99213 75.50 25.00 25.00
123687432 01/27/04 99215 125.00 90.00 0.00

I need to find records on spreadsheet 1 that exactly match spreadsheet 2
on
the fields ServiceDate, Procedure#, and $billed. When a match is found, I
need the corresponding Claim# inserted after the record on spreadsheet 1.
So
on the example data above, the first row would be a match, because all
three
relevant fields are the same. the second row is not a match, because the
ServiceDate field does not match.

I figure that I'll need a combination of MATCH and INDEX, but I haven't
been
able to pin down exactly how to accomplish this. Any help you can give
will
be very much appreciated.

I think this is the right solution, but I am having trouble getting it to
work. When I remove all the extraneous columns and match my spreadsheets to
the example (ServiceDate is column B, Procedure is column C, and $Billed is
column D) on each sheet, the formula pulls the first Claim# for every line,
whether it has a match or not. If I change the formula to match the location
of my data, the formula returns 0 on each line.

Perhaps if I give you the actual columns for the existing data, there will
be less room for error on my part.

On sheet1, the columns are ServiceDate - col F, Procedure# - col G, $Billed
- col K.
On sheet2, the columns are ServiceDate - col E, Procedure# - col H, $Billed
- col K.

Can you translate the formula to match these data locations? Obviously, I'm
doing it incorrectly.

Thank you!

Kittybat

"Bob Umlas" wrote:

Assuming the fields are in columns A:E, then you need this in Sheet1, cell
F2, for example (on the Smith,John line):
Enter this formula by holding Shift+Ctrl before pressing enter:
=INDEX(Sheet2!A:A,MATCH(B2&C2&E2,Sheet2!A1:A1000&S heet2!B1:B1000&Sheet2!C1:C1000,0))

Bob Umlas
Excel MVP


"kittybat" wrote in message
...
I work at an health insurance company and frequently need to reconcile
reports from our physicians with claim data. I need to find records on
two
different spreadsheets that match on three data points and insert a claim
number on matching records. Here's an example:

Spreadsheet 1, from our physician group, contains treatment data for one
patient.

PhysicianName ServiceDate Procedure# $billed $paid
deductible

Smith,John 12/01/03 99213 75.50 25.00
25.00
Doe,Mary 01/25/04 99215 125.00 90.00
0.00


Spreadsheet 2, from our server, contains claims data for one patient.

Claim# ServiceDate Procedure# $billed $paid
deductible

123456789 12/01/03 99213 75.50 25.00 25.00
123687432 01/27/04 99215 125.00 90.00 0.00

I need to find records on spreadsheet 1 that exactly match spreadsheet 2
on
the fields ServiceDate, Procedure#, and $billed. When a match is found, I
need the corresponding Claim# inserted after the record on spreadsheet 1.
So
on the example data above, the first row would be a match, because all
three
relevant fields are the same. the second row is not a match, because the
ServiceDate field does not match.

I figure that I'll need a combination of MATCH and INDEX, but I haven't
been
able to pin down exactly how to accomplish this. Any help you can give
will
be very much appreciated.