1 Welcome to the Online Training for Playback controls are located here should you need to interrupt the demonstration. the Colorado Medical Assistance Program Web Portal
2 Colorado Medical Assistance Program Web Portal Use of some of the features provided in the Colorado Medical Assistance Program Web Portal requires a basic knowledge of using Windows. Be sure you are comfortable with the following Windows topics: Using Windows Explorer to save files in different locations on your computer. Using Windows Explorer to save a file with a different filename. For best screen presentation, be sure your screen resolution is set to 1024 x 768. Basic User Training TPA User Training Eligibility User Training Claims User Training FRS User Training Provider MMIS User Training PAR Inquiry User Training Maintenance User Training
3 Colorado Medical Assistance Program Web Portal Welcome to the HCPF training course. PROVIDER MMIS USER Throughout the remainder of this course, we will refer to this application as the Web Portal. State of Colorado TRAINING Department of Health Care Policy & Financing Updated 4/25/14
4 WELCOME This course will instruct you on: The process to update information relating to provider demographics, licensure, billing and other providerspecific information maintained within the MMIS It will provide: Illustrations of the screens Information necessary to understand and use the MMIS Provider Data Maintenance functionality
5 COURSE OBJECTIVES This course will enable you to: Access the interactive MMIS Provider Data Maintenance functionality from the Main Menu Understand and use the MMIS Provider Data Maintenance screen and tabs Submit updates on the Address & Publications, Medicare/License Information, Provider Affiliations and the ACC Provider Opt-In tab
6 AGENDA In this training, we will review the steps to submit a MMIS Provider Data Maintenance update: Accessing the MMIS Provider Data Maintenance screen Updating information that has already been accepted into the MMIS Let s begin by discussing what can be done with the MMIS Provider Data Maintenance screen.
7 MMIS PROVIDER DATA MAINTENANCE The (MMIS) Provider Data Maintenance option allows you to update information maintained within the MMIS In some instances, you may be required to submit updates to the provider data on paper directly to the fiscal agent (instead of through the Web Portal) At least once per year, you will be requested to review the provider information associated with your Trading Partner ID and make any necessary updates A pop-up reminder screen will appear when the system determines that it is time to conduct the provider update
8 Three options exist for handling this screen: When the system determines that it is time to update your provider information, the following screen will display upon logging into the Web Portal. Review/Update Provider Information Remind Me Next Time I Login Remind Me Next Year
9 ANNUAL MMIS PROVIDER REMINDER Three options exist for handling this screen: Review the provider information now Review/Update Provider Information Postpone the review until the next login Remind Me Next Time I Login Postpone the review until next year Remind Me Next Year
10 ANNUAL MMIS PROVIDER REMINDER To review and update the information for one of the providers displayed in the grid, click on the provider information row and then click the Review/Update Provider Information button to be taken to the MMIS Provider Information screen. If you do not highlight one of the providers displayed in the grid, and you click on the Review/Update Provider Information button, you will need to enter the MMIS Provider ID and Tax ID/SSN to access the MMIS Provider Information screen.
11 This is the main Web Portal screen. To access this feature, you must be assigned the Provider (MMIS) Role by the Trading Partner Administrator in your organization. Click (MMIS) Provider Data Maintenance to expand this section. Your access rights will determine which functions appear on this menu. You may not have each of these menu choices.
12 To inquire or update provider data maintained within the MMIS, select (MMIS) Provider Data Maintenance.
13 In the MMIS Provider Inquiry screen, enter a: Both fields are required. Provider ID and Tax ID/SSN in the fields provided. Click on the Submit button.
14 If the Provider ID and Tax ID/SSN combination is not found in the MMIS, a message will be displayed stating that the requested provider is not found. Check to make sure you entered the correct Provider ID and Tax ID/SSN. Put in the correct characters and click the Submit button. Click here.
15 Changes to a provider may have already been submitted earlier in the day. A provider s information may be updated only once per day. Should this occur, the Cannot Update Provider message will appear.
16 Once you have successfully entered and submitted the provider information on the MMIS Provider Inquiry screen, you are taken to the MMIS Provider Information screen. Here, there are four tabs of information that can be viewed and updated: Addresses and Publications, Medicare/License Information, Provider Affiliations, and ACC Provider Opt-In When a provider is found, the information displayed will be the most current information available from the MMIS. Note: If the provider s Status is Inactive, the screen will appear in a view only format, and you will not be able to update any information.
17 If the NPI field is blank, enter your NPI in the field near the top of the screen.
18 NATIONAL PROVIDER IDENTIFIER If you have your NPI and the NPI field is blank, enter your NPI in the field entry box near the top of the screen. The NPI will be validated against the Luhn check digit algorithm when the Submit button is clicked. If the NPI fails the check digit validation, you will be prompted to re-enter the NPI in the field entry box. Once accepted, the NPI you enter on this screen will be saved to the Provider Maintenance record for your Trading Partner. If the NPI is incorrect, please contact Provider Services at for assistance.
19 The Addresses and Publications tab allows you to update address information, location telephone/fax numbers, and publication information preferences. To update information, click in any entry box to highlight the displayed result and enter the new information. Located next to each address are check boxes. The Same as Location and Same as Mailing check boxes are available to make data entry more efficient. For example, if the Billing Address is the same as the Location Address, click on the check box for Same as Location and the system will automatically fill in the information for you.
20 Click on the check box for the address that is desired to be saved in the Web Portal. Only one address is saved in the Web Portal Provider Maintenance record. For this training we will make the Billing and Mailing address the same as the Location Address by checking the Same as Location check box.
21 The information regarding how the provider receives publication information is displayed in the bottom right corner of the screen. The method that the provider currently receives publications is listed under the field Current Media. To change the method of publication receipt, click on the down arrow for the Change Media To: field.
22 If the Electronic option is selected, enter the Address to which publications should be sent. For training purposes we will leave the Current Media as None.
23 From the Medicare/License Information tab, you can view the Medicare IDs, Begin Dates, and Medicare Types associated to the Provider ID. To add Medicare information: Enter a Begin Date by either typing the date in the format mm/dd/yyyy Enter a Medicare ID. or use the Calendar icon.
24 For training purposes we will use Part B. Select a Type from the drop-down box. Click on the Add button.
25 The new record will display in the left hand grid with the letter A displayed in the Add/Del column. Only single occurrences of Medicare IDs can be stored. If a duplicate Medicare ID is attempted to be added, a message will appear stating The Medicare ID already exists in the grid. This indicates that the record is newly-added to the grid, but not yet sent to the MMIS. Only 75 records may be stored. When the 76 th record is attempted to be added, a message will display stating You have reached the maximum amount of records that could be updated.
26 To remove Medicare information: This will highlight the row. To select multiple records or deselect a record, hold down the Ctrl key and click on each record. Click on a Medicare ID record that does not contain a D in the Add/Del column. Click on the Remove button.
27 Click on the Provider Affiliations tab to continue making updates. If the record was accepted, the column will be blank. If the record had been newly submitted to the MMIS, a D would display in the Add/Del column. When finished adding or deleting Medicare information, click on the Submit button located at the bottom of the screen to submit the updates to the MMIS, or
28 The list displayed is sorted by Provider ID, with 10 provider affiliation records appearing at a time. From the Provider Affiliation Tab, you may view the providers to which your Provider ID is affiliated. Up to 400 occurrences will be available for viewing online. If needed, use the scroll bar (which will be located on the right-hand side of the grid) to scroll through the list. Once you have reached 400 affiliations, you will no longer be able to update additional occurrences.
29 To add an affiliation: Enter the Provider ID Enter the Begin Date by entering the date in the format mm/dd/yyyy Click on the Add button. or by using the Calendar icon.
30 The record will appear in the grid with an A in the Add/Del column. This indicates that the record is a newly-added record and has not been submitted to the MMIS.
31 To remove an affiliation: Click on the provider record in the grid. Enter the End Date. Click on the Remove button.
32 This indicates that the record is a newly-deleted record and has not been submitted to the MMIS. The record will appear in the grid with a D in the Add/Del column.
33 To print the provider information, click on the Print button. Click here.
34 A formatted view of the information is displayed. Use your browser s print functionality to print the report. Select the printer from the Print dialog box. A print box will open. Click on Print. Select Print.
35 When finished making the updates to the provider information, click on the Submit button at the bottom of the screen to submit the information to the MMIS, or Click on the ACC Provider Opt-In tab.
36 The ACC Provider Opt-In tab is used for providers who wish to affiliate as a Primary Care Medical Provider (PCMP) with a Regional Care Collaborative Organization (RCCO) in the Accountable Care Collaborative (ACC) program. Clicking on the View PCMP State Contract link will open the PCMP State Contract in a new browser window.
37 Clicking View PCMP Provider Information link will show the following text in a new browser window:
38 Note: Click on the Submit button only after completing all of the updates for all of the tabs. The system will accept only one submission per provider each day. Clicking the Submit button will navigate the user to the Provider Confirmation Page. Click Submit.
39 If you have chosen to Opt-In as an ACC PCMP provider, a PCMP Agreement will be generated in a separate window.
40 PCMP CONTRACT The PCMP Contract page will display the contract with all the Opt-In information compiled. The Opt-In information will list the Provider ID and the Trading Partner ID. The contract will also show the current date. You MUST electronically sign the Agreement to complete this Opt-In process.
41 Type your name in this box to indicate your electronic signing of the contract. Click the checkbox to indicate your agreement to the contract. This will enable the Submit button.
42 PCMP CONTRACT The Cancel button will close the PCMP Contract page and return the user to the Provider Confirmation screen. The Submit button in the PCMP Contract page will be in disabled state by default. If the checkbox in the page is checked, the Submit button will be enabled. If the field that the user can type his/her name and title is blank when the Submit button is pressed, an error message You need to provider your name while submitting the signed contract. will be displayed. The Print button will be in a disabled state until the user clicks the Submit button to submit the signed contract.
43 Once the Opt-In selections are successfully submitted in the system and the read-only, signed PCMP Contract page is displayed, the Print button will be available for the user to print the signed contract. Once the contract has been printed, if desired, click the X in the upper right corner of the window to close the PCMP Contract Page and be returned to the Provider Confirmation screen.
44 Click on the OK button to close the screen. When the updated information is submitted, a Provider Confirmation screen will display.
45 TRAINING REVIEW You should now feel comfortable: Reviewing and understanding the Annual MMIS Provider Reminder information screen Accessing a provider s MMIS information using the Provider ID and Tax ID/SSN Reviewing and updating information under each of the MMIS Provider Information tabs Printing the MMIS Provider Information screen
46 USER SUPPORT You have plenty of resources if you have questions: Training Courses In the Web Portal: Help button for every screen Tooltips and Messages User Guides Outside of the Web Portal: The Provider Services and Web Portal pages at Provider Services Provider Bulletins published monthly
47 USER SUPPORT CONTACTS CGI Help Desk can assist you with: Technical questions regarding the Web Portal Web Portal navigation issues Reset passwords/suspended user account resets , option 1, or Fiscal Agent Provider Services can assist you with: Claim problems and claim form completion questions Billing or payment questions Ordering paper forms EDI enrollment FRS report issues or
48 SURVEY We hope you found the online training beneficial. Please help us improve this section of the Web Portal by completing a survey regarding the training you just viewed. You can reach the survey by selecting it from the Main Menu on the main Web Portal screen. Thank you for your participation! Return to Module Selection.
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