State Level Registration for Medicaid EHR Incentive Program. - Hospitals -

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1 State Level Registration for Medicaid EHR Incentive Program - Hospitals - Version /30/14 1

2 Table of Contents State Level Registration... 3 Year 1 Registration... 7 Year 2 Registration Hardship Exception Web Browser Troubleshooting

3 State Level Registration Providers must register with the CMS registration and attestation system at the federal level to start their registration process. Once registered at the federal level, providers will be invited to complete their registration at the state level. This document describes the state level registration process, for information on the federal level process see During the federal level registration, providers should note their registration number from the CMS registration and attestation system, it is needed to access the state level registration. This is provided by the CMS registration and attestation system at the completion of registration. It can also be retrieved by logging back into the CMS registration and attestation system with the same username and password that was originally used during federal registration. Providers are encouraged to provide information on the certified EHR technology they are using as well as an address when registering at the federal level. These are optional at this level but providing them will speed up the state level registration. Any changes to the federal information must be done by the provider in the CMS registration and attestation system, they cannot be changed at the state level. Any changes may delay the incentive payment. Providers have to complete their registration at the state level after the federal registration. Providers will receive a letter inviting them to complete the registration process in the CHAMPS system. EHs who are providing services through managed care entities must individually register as a Medicaid provider, and are required to complete a similar process to verify the provider is in good-standing and is eligible to receive an EHR incentive. Below describes the type of registration that is needed in CHAMPS depending on your current status: Currently a Medicaid-Enrolled Provider: Once Medicaid receives a valid EH request from the CMS registration and attestation system, the Medicaid staff will send a welcome letter to the EH with instructions for logging on to CHAMPS to register for the EHR incentive payment on-line. Once the EH submits the registration information, Medicaid staff will start the review/validation process. In order to ensure that only eligible providers receive EHR incentive payments, a series of verifications will take place at registration, and annually thereafter. These verifications are explained below under Monitoring/Validation. Not Currently a Medicaid-Enrolled Provider: Once Medicaid receives a valid EH request from the CMS registration and attestation system, the Medicaid staff will send a welcome letter to the EH with instructions on enrolling in CHAMPS to register for the EHR incentive payment on-line. Note that this enrollment is for EHR incentive purposes only. To access the CHAMPS system for enrollment, the EH must follow the directions on the website at Scroll down the middle of the page to Hot Topics and click on the CHAMPS link. Once on the CHAMPS page, scroll down the page to Accessing the CHAMPS System portion where there are step by step instructions. You can also call toll free at (800) for help enrolling in CHAMPS. Choose option 2 when calling and they will be able to answer any enrollment questions you may have. Once approved, the EH will receive a letter with instructions on completing the EHR portion of the enrollment. All participating providers will have to re-register with CHAMPS every year. This will ensure the providers report on meaningful use and re-attest to program information. YOU MUST HAVE SUCCESSFULLY COMPLETED THE FEDERAL LEVEL REGISTRATION AND RECEIVED THE INVITATION LETTER FOR THE STATE LEVEL REGISTRATION FROM MDCH BEFORE CONTINUING PAST THIS POINT. 3

4 You should review the MDCH s related policy at in detail before completing the state level registration. Additional details are available at To access the state level registration you must sign into the State of Michigan Single Sign On (SSO), available at It is recommended that you use Microsoft Internet Explorer (IE) 8 to access the EHR registration system. If you have trouble with using the EHR registration system, review the web browser troubleshooting guide at the end of this document. After signing on to the SSO and agreeing to the MDCH Systems Use Notification you will need to enter into CHAMPS. In the Select a Domain drop-down list choose the provider you would like to register, then choose Domain Administrator in the Select a Profile drop-down list. Click the Go button. Note: You MUST have domain administrator access for the provider you are registering. 4

5 Once logged in, you will see the main CHAMPS screen. Click on the External Links drop-down list at the top right corner on the screen and select EHR MIPP. If you don t see the EHR MIPP link, your federal level registration has not processed yet or you are not logged in as domain administrator. If you just recently complete the federal level registration, wait one business day and try to access the link. If you are still unable to register, call the support line at (877)

6 Once you click the EHR MIPP link, a new window will open. Click the Start button to move on to the next screen and begin the registration process. NOTE: You may need to allow pop-ups in order to get to this page. You will need to enter the federal registration ID number that you received from the RAS. The registration ID must match the NPI of the provider domain you used to log into CHAMPS. 6

7 Year 1 Registration: Once into the registration process you will see a screen with four tabs on it. By default you will start on tab - Federal Information. On this tab you need to review and confirm your federal information is correct. Click the button to review your records. If there are any errors with your information, you should stop, go back to the CMS registration and attestation system, and correct the issue(s). You will need to wait at least one full business day to re-enter CHAMPS. Once the updated information is displayed, you can continue. If the new information is not displayed, wait one more day and try again. If it is still not displayed, call the support line at (877) After reviewing the Federal Information tab, click on tab - Eligibility. 7

8 On this tab, click on the button under Payment Year. The screen to enter eligibility data will appear. Throughout this screen, hover your mouse over the displayed. icon and a tool tip for that specific item will be Providers must select their EHR status. For year one, providers must select and attest to adopting, implementing, or upgrading to certified EHR technology or to meaningful use. Year two providers will only have the option to select MU. For Program Year 2014 only, providers will have the option to use the Flexibility Ruling when attesting to Meaningful Use and will have a choice in which Stage and Year they report on. 8

9 This section is dynamic in the sense that depending on your selections, you may have 1 or 2 check boxes, or no check boxes. Depending on your current stage and year with the program, along with you CEHRT entry, you may have 1, 2, or 3 choices from the drop down under MU Reporting Choice. All editable sections, including the check boxes, must filled in before progressing on to the next step. Please note that your EHR Certification Number is editable at this step. NOTE: If you provided an address to CMS at the federal level, it will be listed here. If not, you must enter one in the space provided. The address should be of the person completing the registration, as this is where all correspondence regarding the status of the registration will be sent. Make sure to review all information and click Save in the bottom left. This will return you to the Attestation tab. After reviewing the attestation screen, check the I accept the terms and conditions. You can print off a copy of the attestation items by clicking on the button. Click on the Register button. You will be prompted to confirm the submission of your registration with a pop-up dialog box. Click OK to submit the registration. 9

10 This completes the registration process. You will receive a Registration Confirmation screen as shown below. When you are done, click the Logout button in the top right of the screen. This will return you to the main CHAMPS page. For any EHR Incentive related questions, please call the support line at (877) , or visit 10

11 Year 2 Registration: Once into the registration process you will see a screen with four tabs on it. By default, you will start on tab Federal Information. On this tab you need to review and confirm your federal information is correct. Click the button to review your records. If there are any errors with your information, you should stop, go back to the CMS registration and attestation system, and correct the issue(s). You will need to wait at least one full business day to re-enter CHAMPS. Once the updated information is displayed, you can continue. If the new information is not displayed, wait one more day and try again. If it is still not displayed, call the support line at (877) After reviewing the Federal Information tab, click on tab - Eligibility. On this tab, click on the button under Payment Year. The screen to enter eligibility data will appear. 11

12 Providers must select their EHR status. EHs attesting to year 2 of MU will only have the option to select MU. For Program Year 2014 only, providers will have the option to use the Flexibility Ruling when attesting to Meaningful Use and will have a choice in which Stage and Year they report on. (If you are attesting to any other program year besides 2014, you will only see your EHR Status, EHR Certification Number, and ). This section is dynamic in the sense that depending on your selections, you may have 1 or 2 check boxes, or no check boxes. Depending on your current stage and year with the program, along with you CEHRT entry, you may have 1, 2, or 3 choices from the drop down under MU Reporting Choice. All editable sections, including the check boxes, must filled in before progressing on to the next step. Please note that your EHR Certification Number is editable at this step. NOTE: If you provided an address to CMS at the federal level, it will be listed here. If not, you must enter one in the space provided. The address should be of the person completing the registration, as this is where all correspondence regarding the status of the registration will be sent. Make sure to review all information and click Save in the bottom left. This will return you to the Attestation tab. The Upload Document tab is to be used for uploading documentation for use by the program and is not mandatory. If you do not have documentation you wish to share with the program, you may disregard this tab. 12

13 After reviewing the attestation screen, check the I accept the terms and conditions. You can print off a copy of the attestation items by clicking on the button. Click on the Register button. You will be prompted to confirm the submission of your registration with a pop-up dialog box. Click OK to submit the registration. This completes the registration process. You will receive a Registration Confirmation screen. 13

14 When you are done, click the Logout button in the top right of the screen. This will return you to the main CHAMPS page. For any EHR Incentive related questions, please call the support line at (877) , or visit Hardship Exception An EH may qualify for a hardship exception if they are unable to meet Meaningful Use prior to the Medicare payment adjustment deadline. Further information related to the hardship exception can be found at: The application and supporting documentation must be submitted to or by fax (814) Please retain a copy of the application after submission. Important dates for hardship exception: Returning EHs who met MU in 2013 do not need to submit an application for Payment Year 2015, Returning EHs who did not meet MU in 2013 must submit their hardship application no later than 11:59 PM EST on November 30, EHs who have not participated in the EHR Incentive program must successfully attest by July 1, 2014, OR EHs who have not participated in the EHR Incentive program must submit their hardship application no later than 11:59 PM EST on November 30, Note: The EH application can be found at Guidance/Legislation/EHRIncentivePrograms/Downloads/HardshipExtension_Application.pdf. A tip sheet is available from CMS at: Guidance/Legislation/EHRIncentivePrograms/Downloads/PaymentAdj_HardshipExcepTipsheetforHospitals.pdf. 14

15 Web Browser Troubleshooting It is recommended that you use Microsoft Internet Explorer (IE) 8 to access the EHR registration system. If you have trouble with using the EHR registration system, review these settings in IE 8. From the desktop icon for IE 8: Right Click on Internet Explorer Icon OR from inside IE 8: and click on Properties. Click on the Tools menu and go to Internet Options. 1) Select the Security tab. 2) Next click on. 3) Verify that the following settings have either been Enabled or Prompted: In the ActiveX controls and plug-ins section 15

16 In the Downloads section: State Level Registration Troubleshooting: The table below lists some of the more common errors providers experience during registration. If you come across any of these errors, please follow the steps outlined in the table below to remedy the issue. Type of Error / Reason for the error Steps you should take to correct the problem(s) Error Message Registration ID not found Inactive enrollment status You have entered the wrong registration ID. Your current CHAMPS provider enrollment status is inactive. Re-enter the registration ID. If this issue persists, contact CMS to verify your Registration ID. Contact Provider Enrollment at to verify your enrollment status. Inactive License Your license is inactive in CHAMPS. Contact Provider Enrollment at to update your license. No Associated payee tax ID Payee Tax ID address missing No W-9 on file Registration is currently in progress Your Registration has already been submitted for State review You have no payee Tax ID (or SSN) in CHAMPS. You have not established a pay to address for this tax ID (or SSN). You have not provided an updated W-9. You have updated information at CMS, but have not submitted the updated information. You have already completed and submitted a registration for the current program year. Contact Provider Enrollment at and provide a payee tax ID. Contact Provider Enrollment at and provide an address for this tax ID (or SSN). Contact Provider Enrollment at and provide an updated W-9. Go to the CMS website and verify the accuracy of the information. Be sure to submit the changes completely. Upon submission, wait 24 hours and then try to login to the EHR module again. Your registration is under review by the State. No further action is required. If more information is needed, you will be contacted. 16

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