Minnesota Health Care Programs (MHCP) MN-ITS User Guide Using MN ITS Batch. Secure FTP General Information.

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1 Minnesota Health Care Programs (MHCP) MN-ITS User Guide Objective Performed by Background To successfully use FTP client software protocols (FTPS or SFTP/SCP via SSH) to send MN-ITS batch transactions to DHS Batch Users who have successfully tested x12 transactions. Secure FTP is used by batch billers to transfer X-12 data to and from DHS secure servers. In an effort to best serve our customers, the Minnesota Department of Human Services provides the ability to securely transfer electronic health care data in this fashion. The purpose of this guide is to provide some basic information on the process and procedures of this FTP functionality. The application client products highlighted here are just some of the products available on the market. These three products have been tested with MN-ITS Batch functions and operate correctly if you follow these instructions. Secure FTP is only available for registered providers that have successfully tested their X12 transactions via MN-ITS. Using MN ITS Batch MN-ITS is a Web-based, HIPAA compliant billing and inquiry system for claims submission and other health care transactions for the publicly funded Minnesota Health Care Programs (or MHCP, which include Medical Assistance, General Assistance Medical Care and MinnesotaCare). These programs are administered by DHS. MN-ITS consists of both an interactive (one-by-one, direct data entry) component and a batch component (to interface with non-dhs billing software or clearinghouses). Claims can be entered individually through MN-ITS Interactive or submitted in batch mode (in X12 format only) via MN-ITS Batch. All provider organizations must register for MN-ITS before they are able to access any MN-ITS features. DHS sends each enrolled provider/biller organization a MN-ITS Registration Letter with registration instructions, an Initial User ID and Initial Password. (Refer to the Registration process, if necessary.) The assigned MN-ITS Administrator in your organization will complete this task once. The process outlined below is only for assigned MN-ITS users from registered provider/biller organizations who have successfully tested their X12 transactions via MN-ITS. MN-ITS Batch test files must be sent thru the MN-ITS website not an FTP client. This Guide will help you transfer your production ready X12 files to DHS in an automated fashion. Secure FTP General Information FTP clients must adhere to the RFC 2228 standard for secure FTP. Application clients that are RFC 2228 compliant can be used to securely send and receive files to and from DHS. Additionally, it's possible that your software will include a built in FTP client or that a programmer can customize your FTP script. 1

2 Regardless of how you decide to FTP your files, there are general guidelines and information that must be used and followed. These include: *IMPORTANT - Providers that Script FTP jobs: Beginning August 28, 2009, the directory (folder) names listed below will be Case sensitive. Please take note of the Case of each directory name and create / modify your scripts accordingly. Secure FTP Host address: secureftp.dhs.state.mn.us DHS Secure FTP server: Tumbleweed Secure Transport Server - Version 4.6 Port Number: FTPS (SSL) use 21 - SFTP/SCP via SSH use 2222 SSL Connection: You may use either PASV or NON PASV mode. See pages 6 and 7 below for more detailed instructions if you are using the Tumbleweed Client PASV mode requires that you open this range of PORTS on your Firewall: User ID and Password: You will receive this information after completing the registration process with your initial User ID and Password from your letter. Your user ID and password may be the same information as your MN-ITS Interactive, based upon how your organization determines their MN-ITS administration o o Passwords are case sensitive and must be a minimum length of eight alphanumeric characters Passwords are case sensitive and must be a minimum length of eight alphanumeric characters. Passwords will be updated once each year on January 1 and can be re-set by your MN-ITS Administrator File size: Smaller files (under 100 MB) will run more efficiently File location: Upload files to the X12_Transactions folder on the remote site (DHS server) File naming convention: Follow the protocol outlined on this link: o NPI_TransactionID_Date_SequenceNumber.dat o Use the underscore as a separator between the different elements o The sequence number is optional and intended for those providers who will be sending more than one file with the same transaction ID o Do not send two files with the same name o Use one of these two file extensions:.dat or.txt Example: o NPI/UMPI s are 10 characters in length Examples: NPI = or UMPI = A o Transaction ID is 837P o Date is October 4,

3 Then: MN ITS User Guide FTP Software Instructions for Batch Users o Sequence Number (if used) is 01 The file name would be _837P_ dat or A _837P_ dat If you sent two 837P files on this date, your file name for the first transaction would be _837P_ dat. Your second file would be _837P_ _01.dat. The 997 will contain the exact name of the file you submitted. For example, if your batch file name is _837P_ txt., the 997 file name will be: _997_837P_ _837P_ txt Secure FTP Directory Structure Regardless of the product used to send data, the directory structure will remain the same and include the following folders: *IMPORTANT - Providers that Script FTP jobs: Beginning August 28, 2009, the directory (folder) names listed below will be Case sensitive. Please take note of the Case of each directory name and create / modify your scripts accordingly. TestTransactions: Test files are uploaded through MN-ITS Batch testing. You cannot send test files directly to this directory; they must be sent through the MN-ITS Batch Testing Option. Files cannot be deleted from this directory. TestResults: This folder will contain MN-ITS test file error messages detailing why a test file failed; or a successful test message (within 48 hours of submission). X12_Transactions: This is the upload directory for production transaction sets. Files may be deleted from this directory. received: This folder contains any production X12 files DHS sends you such as your 997 and 835 documents. 997s are a multi-line functional acknowledgement of your submitted X12 transaction. 835s are the electronic remittance advice. You do have delete rights to your Received directory. Miscellaneous_Received: This folder contains miscellaneous, non-x12 type files sent to you from DHS. You do have delete rights to anything in this directory. submitted: This is the record of X12 transaction files such as 837P or 270 submitted to DHS. messages: Messages in this folder may be of great importance to you. Please remember to check for messages on a regular basis. Production_Failed: This folder contains information related to failed production files sent to DHS. Please check this folder daily. Miscellaneous_Submitted: This is the record of non-x12 files submitted to DHS. 3

4 Archive_Request: This folder contains copies of either PDF or X s requested to be resent to you. DHS Tested Secure FTP Clients FTPS (FTP/SSL) Clients, Port 21 Tumbleweed Secure Transport ( will connect if using NAT FTP Voyager ( will NOT connect if using NAT IglooFTP ( will NOT connect if using NAT NAT = Network Address Translation SFTP/SCP via SSH Clients, Port 2222 Configurations for these clients are very straight forward. As long as you use the correct Port number, Host Address and Protocol, connecting will be easy. WinSCP version and later Filezilla version 2.2.1a and later VanDyke SecureFX versions CuteFTP Professional 7.0 and 8.0 Core FTP LE version 2.0 Core FTP Pro version 2.0 Clients NOT supported WS FTP Professional Please take note of the protocols, port settings and clients in the above sections of this document. Many FTP clients will connect successfully using their default settings. *DHS is not endorsing your purchase of any product. We are simply testing various FTP clients with our system, and providing you with a listing of those that have worked successfully. 4

5 Tumbleweed Secure Transport Tumbleweed FTP client can be downloaded at The Tumbleweed Web site provides more information about this product. The cost of downloading the Tumbleweed FTP client begins at $ Do not group several files together prior to transmitting to DHS. This may result in your files not being read properly. Configuration After you install the Tumbleweed Secure Transport, you will need to adjust the default configuration to enable you to exchange information with DHS. The instructions begin after you have successfully installed and opened Tumbleweed. The Remote Sites Connection window will appear automatically once you open the software. Remote Sites New Explore Window Click Add from the buttons available on the right side of the Remote Sites connection window. Explore Remote Sites - General Tab 1. Enter an appropriate name in the Site Label field. (Since DHS is the location where the files are being sent, DHS would be an appropriate name.) 2. Use the down-arrow to select FTP in the Transfer Protocol field. 3. Enter 21 in the Port field. 4. Use the Browse button in the Default Local Folder field to select the directory and file location of your batch files. In this example, the location of the local folder is C:\batch_ Under Login Type, select the button next to using the following identification. 6. Check the Login and Password box. 7. Enter your MN-ITS User ID in the Login field. 8. Enter your MN-ITS password in the Password field. 9. Click the Apply button. 10. Select the Security tab. 5

6 Explore Remote Sites Security Tab 11. If Use PASV mode (passive) is checked (step 18 below) CHECK ONLY Use FTP if FTPS is not supported by the server. 12. If Use PASV mode is NOT checked (step 18 below) CHECK ONLY Always use firewall friendly FTP. 13. Click the Apply button at the bottom of the window to accept the new settings. 14. Click the OK button as final acceptance of the changes and to close the Explore Remote Sites window and open the Tumbleweed Secure Transport main window. The final configuration settings occur in Tumbleweed Secure Transport s main window when you set Preferences in the Not Connected Secure Transport window. 15. Select Edit from the Menu bar to open the drop-down menu. 16. Click Preferences. 6

7 Preferences Secure Transport Window 17. Select the Connection tab. 18. You may use PASV or NON PASV mode. See steps 11 and 12 above. 19. Click the Apply button on the bottom of this screen, if appropriate. The Apply button will only be available if you made changes in the Preferences window. 20. Click OK to close the window. FTP Process for Tumbleweed Secure Transport After you have successfully installed, configured and opened the Tumbleweed Secure Transport product: Transfer Queue Valicert SecureTransport Window 1. Select File from the Menu bar to view the drop-down menu. 2. Click Connect to display the Remote Sites New Explore window. 7

8 Remote Sites New Explore Window During your first FTP, click Add to set the properties for the DHS site. After the DHS site has been added: 3. Move your mouse cursor over DHS and click to select. 4. Click the Connect button. Dhs\ - SecureTransport Window Notice our directory structure in the right pane, below. In the left pane, your local files and folders will look different, because the information that appears is what is located on your computer. The location of your batch files and name will also be dependent on your organization's criteria. 5. Locate the batch file to FTP. 6. Click to select. 8

9 Schedule Window This is where you schedule your file transfer. You may choose to automatically send files at a specific time. For the purposes of this demo, we ll send the file immediately. 7. Click the NOW button, which is located in the lower right corner of the window, to continue. Progress Secure Transport Window Your batch file is now being sent to DHS. After the FTP is complete, you will able to see that your file has transferred. 9

10 FTP Voyager Version 14.1 MN ITS User Guide FTP Software Instructions for Batch Users FTP Voyager can be downloaded at The FTP Voyager Web site provides information about this product, as well as a free trial download. The cost of downloading FTP Voyager begins at approximately $ You must configure FTP Voyager to exchange data with DHS. These instructions begin after you have successfully installed and opened FTP Voyager. Configuration FTP Site Profile Manager Window When you create a new site, a generic site and number will be created on the left side of the screen. You will complete information on the right side of the screen to set the site profiles. To set the FTP Site Profile: 1. Click the New Site button located at the bottom left of the screen to open the drop-down menu. 2. Click New Site in the drop-down menu. 3. Complete the Name field with an appropriate name to correspond with the function (e.g., MNDHS). 4. Complete the Description field with a brief description of the site. We used Minnesota Medicaid Claims. 5. Enter secureftp.dhs.state.mn.us in the FTP Site field. 6. Enter x12_transactions in the Default Directory field. All files should be placed in the x12_transactions directory folder. 7. Complete the User ID field with your user identification assigned by your MN-ITS Administrator. 8. Enter your assigned MN-ITS password in the Password field. It will appear as asterisks. After you have entered the required information to define your site, you will want to continue with configuration process. Click the Advanced button to make additional setting changes. 10

11 Advanced Settings Window The Advanced Settings categories are located on the left side of the screen in a file tree format. When you click on a file name, the settings for that name will appear on the left side of the screen. You will want the checked items on each of these tabs to match yours exactly. Click the button next to the item to select or de-select as needed. Within the General file: 9. Accept the default settings. You may choose to not show the Welcome Message, which is optional. 10. Ensure that the Show folder above default directory is selected. 11. Use the down arrow to select the appropriate server time zone. 12. Select Name Conversion from the category tree. 13. Select the Don t Convert button from the Convert Upload File Names To listing. 11

12 14. Select Local Folders from the category tree. This is where you will select the local folder location for the files you will be transferring. 15. Click the Browse button to locate your folder. After you select your folder location, it will appear in the Local Folder field. For this demo, our files will be located on the D: drive in a folder entitled Batch_Transactions_ Select Connection in the category tree. 17. Make certain that the PASV MODE radial button is not checked. 18. Enter 21 in the Port field. 19. Enter al in the Extra LIST Parameter field. 20. Click Security in the category tree. 21. Use the down arrow to select SSL Explicit Encryption (AUTH SSL) in the Connect Using field. 22. Enter 21 in the Port field. 12

13 23. Click Password in the category tree. 24. Select MD5 (S/Key). 25. Click Ok to save your configuration changes. You are now ready to transmit files to DHS. FTP Process for FTP Voyager The instructions for the FTP process begin after you have successfully installed and configured FTP Voyager. FTP Site Profile Manager Window 26. Click your site name in the FTP Site Profiles box. For this demo, the site name is MNDHS. Your previously entered profile information will appear in the right half of the FTP Site Profiles panel. 27. Click the Connect button located in the upper right corner of the screen. 13

14 FTP Voyager Window The FTP screen contains many panels. The top left panel shows your remote file location (which, in this case, is the DHS X12_transactions folder). The second panel on the left shows your local folder. The bottom panel shows the status of your FTP and any communication that occurs. 28. Select your local folder (2nd panel on the left) containing the batch file you wish to transfer. (Our demo folder is MN-ITS.) The files contained within your folder will appear in the panel immediately to the right. MN ITS User Guide FTP Software Instructions for Batch Users 29. Click the batch file you wish to transmit from the contents displayed. Our demo file is _837P_ dat. 30. Click the upload button located at the top of the middle-right panel containing your file. When your file has successfully transferred, it will appear in the top left panel that is immediately above the upload panel. Igloo FTP - Version 3.9 Igloo FTP can be downloaded at The Igloo FTP Web site provides information about this product, as well as a free trial download. The cost of downloading Igloo FTP begins at approximately $ Configuration This demo will simulate the process of configuring Igloo FTP, so that you can exchange data with DHS. The demo begins after you have successfully installed and opened Igloo FTP. We ll begin by setting the site. 14

15 The Site Manager will be located on the left side of your screen. 1. Right-click on User Bookmarks to open the drop-down menu. 2. Click New Site to display the Site Properties window. The configuration settings are a part of the Site Properties window. We ll use the following tab items to set our configurations: General Security Advanced SSL/TLS General Tab 3. Enter the name of the FTP site (we entered DHS). 4. Enter secureftp.dhs.state.mn.us in the FTP Site Address/Port. 5. Enter the user identification assigned by your MN-ITS Administrator for batch transactions in the User Name field. 6. Enter your assigned password in the User Password field. It will appear as asterisks. 7. Select both the Advanced options and Security options boxes at the bottom of the window. 8. Select the Advanced tab. 15

16 MN ITS User Guide Submit Authorization request for medical supplies Advanced Tab 9. Enter the location of your local directory. For this demo, our files will be located on the D: drive in a folder entitled batch_transactions_2005. Click the folder icon to browse your directory list and locate your folder. 10. Select Auto-detect in the Host Type and Transfer Type fields. 11. Check the Enable Firewall Access box. 12. Make certain that the PASV mode radial button is not checked. 13. Select the Security tab. Security Tab Make sure the settings match this image. 14. Select TSLv1 with SSLv2 and SSLv3 support in the Protocol field. 15. Select Commands (if possible), Transfers (if possible) in the Encrypt field. 16. Select Auto-detect in the Method field under Password Encryption. 17. Select the SSL/TLS tab. 16 Last updated

17 SSL/TLS Tab MN ITS User Guide Submit Authorization request for medical supplies Your settings should match this image with one exception: 18. Enter your file location in the Private Key field. (We used D:\batch_transactions_2005.) Click the folder icon to browse your directory list and locate your folder. 19. Click OK to save your results. FTP Process 1. Begin at the Site Manager window. 2. Double-click on the site you just created. For our demo, this is the DHS site located under User Bookmarks. 17 Last updated

18 Host Welcome Message 3. You will receive a Welcome message from Igloo FTP. If you don t want to see this message again, check the Don t show this box again box located in the lower left corner of the window. 4. Click the Close button to continue. MN ITS User Guide Submit Authorization request for medical supplies IglooFTP PRO The information you entered during the configuration process will be located on the FTP Host line. Below that is the status window with communication information. The lower part of the screen contains your local folder on the right with the files in that folder. In our demo, that s our batch_transactions_2005 folder with our data file. The left side contains the folder information for the remote FTP site, which is the X12 _transactions folder at DHS. 18 Last updated

19 MN ITS User Guide Submit Authorization request for medical supplies To FTP your data file, 5. Click the file name ( _837P_ txt). 6. Drag it to the remote folder (the left window and the X12_transactions folder). 7. Click the X12_transaction folder to see that your file did transfer. It is now waiting for MN-ITS processing. Retrieving File Information Processed files can be accessed through the MN-ITS mailbox or through your FTP client. Either way, the files are retained for ninety days. Files in the MN-ITS Received folder may be deleted, if accessed via FTP. Setting up your FTP Client Software Settings: Secure FTP Host address: secureftp.dhs.state.mn.us DHS Secure FTP server: Tumbleweed Secure Transport Server - Version 4.6 Protocol - SFTP/SCP via SSH Port This port needs to be opened on your end. Non-Standard port User ID and Password: Your user ID and password are the same user ID and password that you use for MN-ITS Interactive. If you do not have a user id and password, talk to your MN-ITS Administrator. Any active user id and password under your County s MN-ITS account will work. o Passwords are case sensitive and must be a minimum length of eight alphanumeric characters. At Least one upper case letter must be used. Passwords will be updated yearly and can be re-set by your MN-ITS Administrator. 19 Last updated

20 Secure FTP Directory Structure MN ITS User Guide Submit Authorization request for medical supplies Regardless of the product used to retrieve your data, the directory structure will remain the same and include the following folders: *IMPORTANT Providers that Script FTP jobs Beginning August 28, 2009, the directory (folder) names listed below will be Case sensitive. Please take note of the Case of each directory name and create / modify your scripts accordingly. FOR THE MA CASE TRANSFER PROJECT, YOU WILL BE PICKING UP FILES THAT WILL BE SENT TO THE Miscellaneous_Received/RECIPIENTFILE FOLDER. TestTransactions: Test files are uploaded through MN-ITS Batch testing. You cannot send test files directly to this directory; they must be sent through the MN-ITS Batch Testing Option. Files cannot be deleted from this directory. TestResults: This folder will contain MN-ITS test file error messages detailing why a test file failed; or a successful test message (within 48 hours of submission). X12_Transactions: This is the upload directory for production transaction sets. Files may be deleted from this directory. received: This folder contains any production X12 files DHS sends you such as your 997 and 835 documents. 997s are a multi-line functional acknowledgement of your submitted X12 transaction. 835s are the electronic remittance advice. You do have delete rights to your Received directory. Miscellaneous_Received: This folder contains miscellaneous, non-x12 type files sent to you from DHS. You do have delete rights to anything in this directory. submitted: This is the record of X12 transaction files such as 837P or 270 submitted to DHS. Production_Failed: This folder contains information related to failed production files sent to DHS. Please check this folder daily. Miscellaneous_Submitted: This is the record of non-x12 files submitted to DHS. SCP via SSH Clients, Port 2222 Below are a few FTP clients that you can use. There are hundreds more available on the www. You are free to use an SFTP client that you currently have, as long as you are able to connect with us. We recommend these clients as they have been tested with our FTP server. Configurations for these clients are very straight forward. As long as you use the correct Port number, Host Address and Protocol, connecting will be easy. 20 Last updated

21 MN ITS User Guide Submit Authorization request for medical supplies WinSCP version and later - FREE on the internet, search for WinSCP Filezilla version 2.2.1a and later - FREE on the internet, search for Filezilla VanDyke SecureFX versions CuteFTP Professional 7.0 and 8.0 Core FTP LE version 2.0 Core FTP Pro version 2.0 Clients NOT supported WS FTP Professional Please take note of the protocols, port settings and clients in the above sections of this document. Many FTP clients will connect successfully using their default settings. Summary If you are submitting batch files, you may use the MN-ITS web interface or a secure FTP client. The FTP clients mentioned in this document are just some of the products available on the market. However, these products have been tested with MN-ITS Batch functions and do operate correctly if configured properly. If you have issues with registration, secure FTP configuration or file transfer, please call the Provider Call Center at (651) or , Option 6. They will get you to someone who can assist you. 21 Last updated