LTC Online Portal Security Training Manual

Transcription

1 LTC Online Portal Security Training Manual Texas Medicaid & Healthcare Partnership Page 1 of 16 Print Date: 8/22/2006

2 Table of Contents 1.0 Texas Medicaid & Healthcare Partnership (TMHP) Website Security Responsibilities Background Provider Administrator Responsibilities General User Responsibilities Setting up an Account Create a Provider Administrator Create a New User Link an Existing User Modify Permissions Verifying Permissions My Profile Change Password Administer a TPI/Provider/Vendor Number Texas Medicaid & Healthcare Partnership Page 2 of 16 Print Date: 8/22/2006

3 1.0 Texas Medicaid & Healthcare Partnership (TMHP) Website Security Responsibilities The Texas Medicaid & Healthcare Partnership (TMHP) website at is a valuable resource that offers provider education and training information, banner messages, bulletins, manuals, and other reference materials. Providers enrolled in the Long Term Care (LTC) Program can create an account to submit the following forms: Form 3652-A, Client Assessment, Review, and Evaluation (CARE) Form 3618, Resident Transaction Notice Form 3619, Medicare/Skilled Nursing Facility (SNF) Patient Transaction Notice Form 3071, Recipient Election/Cancellation/Discharge Notice Form 3074, Physician Certification of Terminal Illness With a provider account, other services are available on the TMHP website. Providers/vendors who create an account have a responsibility to administer access to the secure pages of the website that contain Protected Health Information linked to their provider/vendor numbers. Each provider/vendor number will be controlled and monitored through a provider administrator account assigned to an administrator chosen by the provider/vendor or their management-level office staff. The LTC Online Portal Security Training Manual is designed to provide the web administrators with instruction on how to activate a provider administrator account and to administer the access of all their users. 2.0 Background In accordance with the Health Insurance Portability and Accountability Act (HIPAA), Section (a) (2, 3) Assigned Security Responsibility, the TMHP website security provides LTC providers/vendors and facilities with the ability to control appropriate electronic access to Protected Health Information based on individual provider/vendor numbers. Providers or facilities are required to assign an administrator(s) for website privileges for each individual vendor number. Each administrator has the ability to create and/or delete a user name. Additionally, the administrator may limit individual permission levels to the following functions: 3618 Submitter 3619 Submitter 3652-A Submitter 3071 Submitter 3074 Submitter An example of limiting permissions is granting access to Submit 3618 & 3619 forms but not to Submit 3652 forms section of the website. Texas Medicaid & Healthcare Partnership Page 3 of 16 Print Date: 8/22/2006

4 Providers who wish to utilize the secure functions of the TMHP website to access Protected Health Information are initially required to assign at least one provider administrator to manage all of their user accounts and permissions associated with their provider/vendor numbers. An administrator is defined as an individual provider or a management-level employee for a provider/facility. Billing services and clearinghouses are required to obtain access to Protected Health Information through the appropriate administrator of each vendor number for which they are contracted to provide services. For the original security announcement, see the April announcement, New TMHP.com Security Features, Effective May 26, Providers may create provider administrator accounts beginning Monday, June 5, Providers should begin creating these accounts to ensure forms can be transmitted effective August 21, For additional updated information please check the LTC page on Provider Administrator Responsibilities Providers who wish to utilize the secure functions of the TMHP website to access Protected Health Information are initially required to assign at least one provider administrator to manage all of their user accounts and permissions associated with their provider/vendor numbers. Administrators have the ability to: Assign or remove users as administrators when necessary Create or delete user names Grant access to billing services and clearinghouses as necessary Billing services and clearinghouses are not eligible to become provider administrators. They are required to obtain access through the appropriate administrator of each provider/vendor for which they have contracted to provide services. 3.1 General User Responsibilities Every user has the following responsibilities: Informing the administrator when access is required Informing the administrator when access is no longer required Maintaining the privacy and security of all health care information Texas Medicaid & Healthcare Partnership Page 4 of 16 Print Date: 8/22/2006

5 4.0 Setting up an Account 4.1 Create a Provider Administrator To create a Provider Administrator, the user must go to the Portal Security Administration page and select Vendor. To register as an acute care provider, choose Acute Care when selecting your provider type. To register as a hospice provider, choose Long Term Care when selecting your provider type. All other providers choose NF/Waiver Programs when selecting your provider type. Once NF/Waiver Programs has been selected, the user must enter the Provider Number (A.K.A LTC Contract Number), Vendor Number and Vendor Password (Formerly known as the Micro-ECS Password) and then click on the Next button. Once the Next button has been clicked, the information entered will be verified. Texas Medicaid & Healthcare Partnership Page 5 of 16 Print Date: 8/22/2006

6 Once the provider security information has passed verification, the system will prompt the user for information. After the information has been provided, the user will check the I agree to these terms box and click on the Create Provider Administrator button. 4.2 Create a New User From the Manage Provider Accounts portion of the Portal Security Administration page, select Create a new user. Texas Medicaid & Healthcare Partnership Page 6 of 16 Print Date: 8/22/2006

7 If there are multiple Vendor Numbers associated with a Contract Number, the user must select which Vendor Number to associate with the new user. After the vendor has been selected, information about the user must be supplied, including what permissions the user will have. Next, click on the Create User button. Texas Medicaid & Healthcare Partnership Page 7 of 16 Print Date: 8/22/2006

8 Once the Create User button has been clicked, a confirmation on the new user including the new case-sensitive password will appear. 4.3 Link an Existing User From the Manage Provider Accounts portion of the Portal Security Administration page, select Link an existing user. The user then selects the user Vendor Number to link to an existing user. Texas Medicaid & Healthcare Partnership Page 8 of 16 Print Date: 8/22/2006

9 Enter the Username of the user that needs to be linked. The administrator must then assign the permissions that the user will have linked with this vendor. Once the permissions have been selected, click on the Link User button at the bottom of the page. The administrator then receives confirmation that the user has been linked. Texas Medicaid & Healthcare Partnership Page 9 of 16 Print Date: 8/22/2006

10 4.4 Modify Permissions From the Manage Provider Accounts portion of the Portal Security Administration page, select Modify Permissions. Select the Vendor Number linked to the user whose permissions need to be modified. Select the user and the permissions that need to be modified and click the Update Permissions button. Texas Medicaid & Healthcare Partnership Page 10 of 16 Print Date: 8/22/2006

11 In this example, the Administrator is removing the user s ability to submit 3652-A forms. The Administrator then receives the following confirmation: The Administrator will want to confirm that the changes made are correct. Texas Medicaid & Healthcare Partnership Page 11 of 16 Print Date: 8/22/2006

12 4.5 Verifying Permissions After a user has had his permissions changed, they will be in effect when the user logs in. In the previous example, the user had the ability to submit 3652-A forms removed. When the user enters the system, the user sees the following: This user has the ability to enter the 3618 form (Resident Transaction Notice), the 3619 form (Medicare/SNF Patient Transaction Notice ) and Inquire about a status of either of those types of forms. This particular user does not have the ability to enter or inquire about the 3652-A (Client Assessment, Review, and Evaluation [CARE]) form. Texas Medicaid & Healthcare Partnership Page 12 of 16 Print Date: 8/22/2006

13 4.6 My Profile From the Account Settings portion of the Portal Security Administration page, select My Profile. From this page, the user can change the contact information. Once the user has completed the changes, the user clicks the Update button. The user then receives the following confirmation: Texas Medicaid & Healthcare Partnership Page 13 of 16 Print Date: 8/22/2006

14 4.7 Change Password From the Account Settings portion of the Portal Security Administration page, select Change Password. The user must enter the current password followed by the new password. The user must then enter the new password a second time for confirmation and clicks on the Change Password button. The user then receives the following confirmation: Texas Medicaid & Healthcare Partnership Page 14 of 16 Print Date: 8/22/2006

15 4.8 Administer a TPI/Provider/Vendor Number From the Manage Provider Accounts portion of the Portal Security Administration page, select Administer a TPI/Provider/Vendor Number. The user must enter the Contract Number, Vendor Number, and Vendor Password of the vendor who is to become the Administrator of this information, and the user clicks on the Next button. Texas Medicaid & Healthcare Partnership Page 15 of 16 Print Date: 8/22/2006

16 The screen will display all of the information of the administrator s account. If the information is displayed correctly, and the user agrees to the General Terms and Conditions, the user places a check in the I Agree to These Terms box and then clicks on the Link Provider Number button. The administrator then receives the following confirmation: Texas Medicaid & Healthcare Partnership Page 16 of 16 Print Date: 8/22/2006