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CONTENTS User Guide 1. Introduction... 6 What is EIDM? What is the EIDM User Guide? Former IACS Applications Now Supported by EIDM How this Document is Structured User Guide Guide for Approvers Help Desk Guide 2. Quick Overviews on How to Register, Request Access, and How a Request is Approved... 11 How to Register for a User ID and Password How to Request Access to an Application and a Role How an Approver Locates and Approves a Request 3. Before You Begin... 15 What you may need before you begin 4. How to Register and Create a User ID and Password... 16 Step-by-step instructions on how to register and create a User ID and password 5. How to Change Your Profile, Password and Personal Contact Information... 22 Forgot your User ID? Forgot your Password? How to view your profile How to change your password 3
How to change your email address How to change your security challenge questions and answers How to change your phone number How to change your home address 6. How to Request Access... 46 Requesting Access to an Application and a Role What if my application requires me to provide additional information that s not included in the basic step-by-step instructions? Step-by-step instructions on how to request access to an application and a role How to check the status of a pending request 7. How to View and Change Your Access... 57 Guide for Approvers How to view and modify your business contact information How to view your existing role information How to remove an attribute from your role How to add an attribute to your role How to replace an existing role with another role How to remove a role How to add a role 1. How to Find, Review, Approve, Reject or Defer a Pending Request... 87 Welcome! How the approval process works (quick overview) Approval levels and structures for each application 4 Step-by-step instructions on how to find, review, approve, reject or defer a pending request
Help Desk Guide How to view and manage a person s access and role information How to view a person s role information How to remove a plan contract number, PDE mailbox number or RAPS mailbox number from a person s role How to remove a call center from a person s role How to remove an organization from a person s role How to remove a Submitter ID from a person s role 1. Introduction... 147 How to find a person s Help Desk contact information How to search and find a person s name, User ID, Account ID, email address and application (for Help Desk persons) How to reset a person s password How to unlock a person s locked account How to disable a person s account 2. CBIC Tier 2 Help Desk Options... 173 How to Remove a Person s Role How to Remove a Person s PTAN How to Convert a Backup Authorized Official to an Authorized Official 5
User Guide 1. INTRODUCTION The Centers for Medicare & Medicaid Services (CMS) is a federal agency that ensures health care coverage for more than 100 million Americans. CMS administers Medicare and provides funds and guidance for all of the 50 states in the nation, for their Medicaid programs and Children s Health Insurance Program (CHIP). CMS works together with the CMS community and organizations in delivering improved and better coordinated care. What is EIDM? CMS has established the Enterprise Identity Management (EIDM) website to provide our Business Partners with a means to apply for, obtain approval, and receive a single User ID they can use to access one or more CMS applications. What is the EIDM User Guide? This EIDM User Guide provides assistance, quick overviews, and basic step-bystep instructions on how to register for a User ID and password, applications and roles, and how to submit requests for access to former IACS applications that are now supported by EIDM. This guide has three sections: User Guide Guide for Approvers Help Desk Guide For more information on these three sections, see How this Document is Structured on page 9. 6
Former IACS Applications Now Supported by EIDM The following are former IACS applications that are now supported by EIDM. Bundled Payments EFT COB Comprehensive Primary Care Initiative (CPC) Bundled Payments for Care Improvement Data File Transfer. Coordination of Benefits. Access to this application is restricted to the employees of Coordination of Benefits Contractor (COBC) only. The Comprehensive Primary Care, CPC, web portal allows Select Practices to submit and share data with participating Public and Private Health Care Payers. CSR DMEPOS Bidding System (DBidS) Electronic Correspondence Referral System (ECRS) Web Gentran HPG Internet Server Community Based Organization/Customer Service Representative. Durable Medical Equipment, Prosthetics, Orthotics & Supplies (DMEPOS) Bidding System - The DMEPOS Bidding System is for suppliers submitting a bid for selected products in a particular Competitive Bidding Area (CBA). This application allows authorized users to fill out various online forms and electronically transmit requests for changes to existing Common Working File (CWF) Medicare Secondary Payer (MSP) information, and inquiries concerning possible MSP coverage. Gentran only access. This registration link is for those users who have no association with any other application, but need Gentran mailbox access. If you need access to an application that also requires Gentran, you must register for that application to get access to your Gentran mailbox. HIPAA Eligibility Transaction System (HETS) Provider Graphical User Interface (GUI). Internet Server only access. This link is for users not associated with other applications, but who need Internet Server access. If you need access to an application that also requires Internet Server access, you must register for that application. 7
MA/MA- PD/PDP/CC MDR State Exchange Medicare Exclusion Database mycgs Novitasphere PS&R/STAR Quality Domain /PV-PQRS The SPOT VMS Client Letter Medicare Advantage/Medicare Advantage - Prescription Drug/Prescription Drug Plan/Cost Contracts/ Medicaid State Agency. Medicaid Drug Rebate: Exchanges data between CMS and the States. Data exchanges include quarterly drug rebate files to states; quarterly drug utilization to CMS; utilization discrepancy reports to states; quarterly rebate offset amounts to states. The Medicare Exclusion Database, MED, is updated monthly with sanction and reinstatement information on excluded providers, and is made available to approved entities only. The mycgs DME portal allows users to access J-C Medicare information, including eligibility, claim status, denial status and more. MyCGS is available to Jurisdiction C suppliers of durable medical equipment, prosthetics, orthotics, and supplies. Internet Provider Portal for Novitas Solutions, Inc. Provider Statistical and Reimbursement/System for Tracking Audit and Reimbursement. Physician Value - Physician Quality Reporting System Program. This portal allows access to applications such as Submissions, Web Interface, Feedback Dashboard and Reports and, if applicable, electing CAHPS. First Coast Service Options' Internet portal. The SPOT offers an array of self-service resources to furnish essential Medicare processing information within a secure, online environment. VMS Durable Medical Equipment, DME, Client Letter application. The Durable Medical Equipment Medicare Administrative Contractor integrated correspondence system. 8
How this Document is Structured This document is structured into the following three sections. User Guide The User Guide provides quick overviews and basic step-by-step instructions for the following: How to register, request access, and how a request is approved What you may need before you begin How to register and create a User ID and password How to change your profile, password and personal contact Information How to request access to an application and a role How to check the status of a pending request How to view and change your access How to modify your business contact information How to replace an existing role with another role How to remove a role How to add a role Guide for Approvers The Guide for Approvers provides assistance and basic step-by-step instructions for individuals that have approver roles in their application. The Guide for Approvers includes: How to Find, Review, Approve, Reject or Defer a Pending Request How the approval process works Approval levels and structures for each application How to view and manage a person s access and role information 9
Help Desk Guide The Help Desk Guide provides assistance and basic step-by-step instructions for individuals that have Help Desk roles in their application. The Help Desk Guide includes: How to find a person s Help Desk contact information How to search and find a person s name, User ID, Account ID (a system generated 7-character ID that is required for some applications), email address and application (for Help Desk persons) How to reset a person s password How to unlock a person s locked account How to disable a person s account How to remove a person s role (for CBIC Tier 2 Help Desk persons) How to remove a person s Provider Transaction Access Number (PTAN) (for CBIC Tier 2 Help Desk persons) How to convert a Backup Authorized Official to an Authorized Official (for CBIC Tier 2 Help Desk persons) 10
2. QUICK OVERVIEWS ON HOW TO REGISTER, REQUEST ACCESS, AND HOW A REQUEST IS APPROVED The following are quick overviews on how the request for access and approval processes work. How to Register for a User ID and Password If you do not have a User ID and password, you will have to register and provide some personal information about yourself, and then create a User ID and password of your own choosing. Note: Although EIDM allows you to create a User ID up to 74 characters, some applications have restrictions on the number of characters, and special characters, you can have in the User ID you create. Check with your CMS point of contact to identify restrictions for your application. After successfully completing and submitting the request, you will receive a confirmation email, which will include your new User ID. In the past, some of our CMS business partners registered for and were approved for an IACS User ID and password. If you have an IACS User ID and password, you do not have to register again for another User ID and password. Continue using your IACS User ID and password to log in. The following is a quick overview of the key steps in registering for a User ID and password. 1. Navigate to https://portal.cms.gov. 2. On the CMS Portal page, select the New User Registration link. 3. Accept the Terms and Conditions. 4. Provide the information requested on the Your Information page. 11
5. Create a User ID and password on the Choose User ID and Password page. 6. Complete the Select your Challenge Questions and Answers section. 7. Submit the registration. You will receive an email acknowledging a successful registration and the email will include your User ID. How to Request Access to an Application and a Role The following is a quick overview of the key steps on how to request access to an application and a role. 1. If you already have a User ID and password, navigate to https://portal.cms.gov. 2. On the CMS Portal page, select the Login in to CMS Secure Portal link. 3. Accept the Terms and Conditions. 4. Log in with your User ID and password. (You can log in with an IACS User ID and password, if you have one.) 5. On the Welcome to CMS Enterprise Portal page, select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. 6. After the Access Catalog is displayed, select Request Access for the application you are required to request access. 7. Provide your business contact information, if it is not already on file. (EIDM will prompt you, if this is needed.) 8. Select the role you are registering from the Select a Role drop down menu. 9. Enter and select the appropriate information needed to complete your request for access. (EIDM will prompt you on what is needed.) 10. Review your request information on the review page and then submit the request. 11. EIDM provides you with a tracking number and emails you when the request has been processed. 12
How an Approver Locates and Approves a Request The following is a quick overview of the key steps on how an approver locates and approves a request. 1. After a request has been submitted for approval, an email notification is sent to every approver authorized to review and approve this request. 2. The request is also sent to, and listed on, the My Pending Approvals page for every approver, authorized to review and approve this request. 3. To reach the My Pending Approvals page, navigate to https://portal.cms.gov. 4. On the CMS Portal page, select the Login in to CMS Secure Portal link. 5. Accept the Terms and Conditions. 6. Log in with your User ID and password. (You can log in with an IACS User ID and password, if you have one.) After logging in, EIDM will check to see if you are an approver for one or more applications. 7. On the Welcome to CMS Enterprise Portal page, select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternatively, you may select Request Access Now to continue. 8. After the Access Catalog, My Access and My Pending Requests sections are displayed, select Other Actions in the My Access section. 9. On the View and Manage My Access page, select My Pending Approvals. 10. The Pending Approvals page is displayed. 11. By default, all of the pending approvals you are authorized to review and approve are listed on your Pending Approvals page. Only authorized approvers for the application can view and approve submitted requests for the application. You cannot view the pending approvals of other applications, unless you have also been approved to be an authorized approver in those applications. Authorized approvers of other applications cannot view or approve your application s pending requests. 13
12. The Search Requests feature may be used to search for and locate specific pending requests. For example, the Search Requests feature may be used to search for pending requests by first name, last name, partial first name, partial last name, request number, date the request was submitted, or even using the Keywords search option. The search results will only list pending approvals the approver is authorized to review and approve. 13. Select and view one of the pending requests. 14. After reviewing the information submitted with the request, you can approve, reject, or defer the request. If you approve or reject the request, you will have to provide a justification for the approval or rejection. If you defer the request, no action is taken, and the pending request will remain on the My Pending Approvals page. Pending requests will expire after 60 days unless they are approved or rejected. 15. After a pending request is approved or rejected by an approver, an email notification is sent to the person that submitted the request. The email will include the justification the approver submitted with the approval or rejection. 14
3. BEFORE YOU BEGIN What you may need before you begin Prior to requesting access, you should have received instructions from your organization or CMS contact. The instructions should include application specific information you may need to complete the request, such as: Social Security Number (SSN) / Tax Identification Number (TIN) Legal Business Name (LBN) or Organization Application Name Application Role Other information specific to your application, for example, Contract Number, Gentran Mailbox, National Provider Identifier (NPI), Organization number You will have to create a User ID and password of your choosing if you do not already have a User ID and password. EIDM allows you to create a User ID up to 74 characters; however, some applications have restrictions on the number of characters, and special characters, you can have in the User ID you create. Check with your CMS point of contact to identify restrictions for your application. Not every CMS application requires the same information, so it is important to get the specifics directly from your organization or CMS contact. 15
4. HOW TO REGISTER AND CREATE A USER ID AND PASSWORD This section provides information on how to register and create a User ID and password. Note: Some of our CMS business partners have previously registered for, and have been approved to have, an IACS User ID and password. If you have an IACS User ID and password, you do not have to register again for a User ID and password. Continue to use your IACS User ID and password when you log in. If you already have a User ID and password and you are looking for step-bystep instructions on how to request access to an application formerly supported by IACS and now supported by EIDM, please follow the Step-by-step instructions on how to request access to an application and a role on page 47. Step-by-step instructions on how to register and create a User ID and password The following are the basic step-by-step instructions. User ID Registration Step 1. Navigate to https://portal.cms.gov. The CMS Enterprise Portal page is displayed, as illustrated below. 16
User ID Registration Step 2. Select New User Registration. User ID Registration Step 3. Read the Terms and Conditions, select I agree to the terms and conditions, and then select Next to continue with the registration process. 17
User ID Registration Step 4. The Your Information page is displayed. Provide the information requested on the Your Information page. The fields with an asterisk (*) are required fields and have to be completed. After all required information has been provided, select Next to continue. Note: You may select Cancel at any time to exit out of the User ID registration process. All information provided, and any changes made, will not be saved. 18
User ID Registration Step 5. After providing the required information on the Your Information page, the Choose User ID and Password page is displayed. Create and enter a User ID of your choice and based on the requirements for creating a User ID. Note: EIDM will display instructions on what you are required to include in your User ID. User ID Registration Step 6. Create and enter a password of your choice. Note: EIDM will display instructions on what you are required to include in your password. Enter the same password for Confirm Password. Note: The passwords must match before you can continue. 19
User ID Registration Step 7. After entering a User ID and password you have created, select a question of your choice in the Select your Challenge Questions and Answers section and enter the answer you want to be saved with the question. Continue to select a question and to enter an answer for Question 2 and Question 3. Select Next to complete the registration process. Note: You may select Cancel to exit out of the User ID registration process. All information provided, and any changes made, will not be saved. In the example below, we will select Next to complete the registration process. Note: The questions displayed on the actual Choose User ID and Password page may be different than the questions displayed in this user manual. 20
User ID Registration Step 8. After selecting Next, the Registration Complete page is displayed and informs you that you will receive an email acknowledging your successful registration and will include your User ID. Select OK to close the Registration Complete page. 21
5. HOW TO CHANGE YOUR PROFILE, PASSWORD AND PERSONAL CONTACT INFORMATION This section provides assistance and basic step-by-step instructions for the following: Forgot your User ID? (page 23) Forgot your Password? (page 25) How to view your profile (page 29) How to change your password (page 31) How to change your email address (page 34) How to change your security challenge questions and answers (page 37) How to change your phone number (page 40) How to change your home address (page 43) 22
Forgot your User ID? The following are the basic step-by-step instructions on how to use the Forgot User ID? feature. Forgot User ID Step 1. Navigate to https://portal.cms.gov. The CMS Enterprise Portal page is displayed, as illustrated below. Forgot User ID Step 2. Select Forgot User ID? 23
Forgot User ID Step 3. Provide the information requested and select Next to continue. Note: You may select Cancel at any time to exit out of the Forgot User ID process. All information provided, and any changes made, will not be saved. Forgot User ID Step 4. After selecting Next, the Forgot User ID acknowledgement page is displayed. The page displays that the information entered has been verified and an email, with your User ID, has been sent to the email address on record. Select OK to close the page. 24
Forgot your Password? The following are the basic step-by-step instructions on how to use the Forgot Password? feature to create a new password. Forgot Password Step 1. Navigate to https://portal.cms.gov. The CMS Enterprise Portal page is displayed, as illustrated below. Forgot Password Step 2. Select Forgot Password? 25
Forgot Password Step 3. Enter your User ID and select Next to continue. Forgot Password Step 4. Provide the answers to the challenge questions displayed. 26
Forgot Password Step 5. Enter a new password. New Password Note 1: EIDM will display instructions on what you are required to include in your password. New Password Note 2: Some roles may require you to enter an 8- character password for your new password. For example, if you have a role in an application where a CMS 4-character Resource Access Control Facility (RACF) is used for identification and verification, you may have to create and enter an 8-character password for your new password. When you are required to enter an 8-character password, an error message will be displayed when a password has been entered that is longer than 8 characters. Re-enter the same password for Confirm Password and select Next to complete the Forgot Password process. Note: You may select Cancel at any time to exit out of the Change Password process. All information provided, and any changes made, will not be saved. The Please enter your User ID page continues to be displayed with an arrow now pointing to the New Password and Confirm Password fields that have to be filled in and another arrow pointing to the Next button that has to be selected to continue. 27
Forgot Password Step 6. After selecting Next, the Forgot Password acknowledgement page is displayed. The page displays that the password has been changed and a confirmation email has been sent to the email address on record. Select OK to close the page. 28
How to view your profile The following are the basic step-by-step instructions on how to view your profile information. How to view your profile Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Profile from the drop down menu to continue. 29
How to view your profile Step 2. The View My Profile page is displayed. After viewing your profile information, select Cancel to close the page. 30
How to change your password The following are the basic step-by-step instructions on how to change your password. How to change your password Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Profile from the drop down menu to continue. 31
How to change your password Step 2. The View My Profile page is displayed. Select Change Password. 32
How to change your password Step 3. The Change Password page is displayed. Enter your old password. Create and enter a new password of your choice for New Password. New Password Note 1: EIDM will display instructions on what you are required to include in your password. New Password Note 2: Some roles may require you to enter an 8- character password for your new password. For example, if you have a role in an application where a CMS 4-character Resource Access Control Facility (RACF) is used for identification and verification, you may have to create and enter an 8-character password for your new password. When you are required to enter an 8-character password, an error message will be displayed when a password has been entered that is longer than 8 characters. Re-enter the same password for Confirm Password and select Next to continue. Note: You may select Cancel at any time to exit out of the Change Password process. All information provided, and any changes made, will not be saved. 33
How to change your password Step 4. After selecting Next, the Change Password acknowledgement page is displayed. The page displays that the password has been changed, a confirmation email has been sent to the email address on record, and you will need to logout and login with your new password. Select OK to close the page. The Change Password acknowledgement page and a message your password has been successfully changed are displayed. There is also an arrow pointing to the OK button to exit the page. How to change your email address The following are the basic step-by-step instructions on how to change your email address. How to change your email address Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Profile from the drop down menu to continue. 34
How to change your email address Step 2. The View My Profile page is displayed. Select Change E-mail Address. 35
How to change your email address Step 3. The Change E-mail Address page is displayed. The current email address on record for you is displayed in the Old E-mail Address section. Enter your new email address in the New E-mail Address section and then re-enter the email address in the Confirm New E-mail Address section. Select Next to complete the Change E-mail process. Note: You may select Cancel at any time to exit out of the Change E-mail Address process. All information provided, and any changes made, will not be saved. How to change your email address Step 4. After selecting Next, the Change E-mail Address acknowledgement page is displayed. The page displays that the email address has been updated. Select OK to close the page. 36
How to change your security challenge questions and answers The following are the basic step-by-step instructions on how to use the Change Challenge Questions and Answers feature to change your challenge questions and answers. How to change your challenge questions and answers Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Profile from the drop down menu to continue. 37
How to change your challenge questions and answers Step 2. The View My Profile page is displayed. Select Change Challenge Questions and Answers. 38
How to change your challenge questions and answers Step 3. The Change Challenge Questions and Answers page is displayed. Select a question and then provide an answer of your choosing. Continue to select a question and provide an answer until all three challenge questions have been selected and answered. Select Next to complete the Change Challenge Questions and Answers process. Note: You may select Cancel at any time to exit out of the Change Challenge Questions and Answers process. All information provided, and any changes made, will not be saved. How to change your challenge questions and answers Step 4. After selecting Next, the Change Challenge Questions and Answers acknowledgement page is displayed. The page displays that the challenge questions and answers have been changed and a confirmation email has been sent to the email address on record. Select OK to close the page. 39
How to change your phone number The following are the basic step-by-step instructions on how to change your phone number. How to change your phone number Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Profile from the drop down menu to continue. 40
How to change your phone number Step 2. The View My Profile page is displayed. Select Change Phone number. 41
How to change your phone number Step 3. The Change Phone number page is displayed. The current phone number on record for you is displayed in the Phone Number section. Provide the answers to all of the challenge questions displayed. Answers must match the answers on record for you. Enter your new phone number in the Phone Number section. Select Next to continue. Note: You may select Cancel at any time to exit out of the Change Phone number process. All information provided, and any changes made, will not be saved. How to change your phone number Step 4. After selecting Next, the Change Phone number acknowledgement page is displayed. The page displays that the phone number has been updated. Select OK to close the page. 42
How to change your home address The following are the basic step-by-step instructions on how to change your home address. How to change your home address Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Profile from the drop down menu to continue. How to change your home address Step 2. The View My Profile page is displayed. Select Change Home Address. 43
How to change your home address Step 3. The Change Home Address page is displayed. The current home address on record for you is displayed in the Home Address section. Provide the answers to all of the challenge questions displayed. Answers must match the answers on record for you. Enter your new home address information in the Home Address section. Select Next to complete the Change Home Address process. Note: You may select Cancel at any time to exit out of the Change Home Address process. All information provided, and any changes made, will not be saved. 44
How to change your home address Step 4. After selecting Next, the Change Home Address acknowledgement page is displayed. The page displays that the home address has been updated. Select OK to close the page. 45
6. HOW TO REQUEST ACCESS Requesting Access to an Application and a Role This section provides basic step-by-step instructions and assistance on how to request access to an application and a role. Note: If you do not have a User ID and password, you will have to register and create a User ID and password. Please follow the How to Register and Create a User ID and Password steps on page 16. Each application is different and may require you to enter or select information, or additional information, not indicated in the basic step-by-step instructions in this user guide. What if my application requires me to provide additional information that s not included in the basic step-by-step instructions? After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, logging in with your User ID and password, and following the Step-by-step instructions on how to request access to an application and a role on page 47 to request access to an application and a role, EIDM will prompt you to enter or select any additional information needed, based on the application and role you are requesting. In addition, EIDM will display help messages to assist you in completing your requests. Additional Help. What you may need before you beginsection on page 15 may provide some useful information on what you may need to have available before you begin the registration and request for access process. 46
Step-by-step instructions on how to request access to an application and a role The following are the basic step-by-step instructions on how to request access to an application and a role, when you currently do not have a role in the application. Note: If you currently have a role in an application, and you need to request access for another role in the same application, please follow the step-by-step instructions on How to add a role on page 81. If you currently have a help desk role in an application, you will not be able to request another role, or a new role, in the same application. Basic Request for Access Step 1. Navigate to https://portal.cms.gov. The CMS Enterprise Portal page is displayed, as illustrated below. Basic Request for Access Step 2. Select Login to CMS Secure Portal. 47
Basic Request for Access Step 3. Read the Terms and Conditions and select I Accept to continue with the registration process. Basic Request for Access Step 4. Enter your User ID and password and select Log in to log in. (You can log in with an IACS User ID and password, if you have one.) 48
Basic Request for Access Step 5. After logging in, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. Basic Request for Access Step 6. The Access Catalog, My Access and My Pending Requests sections are displayed. Scroll down to locate the application you need, if it is not displayed. Alternatively, enter the first few letters of the application in the Search section and all of the applications beginning with those letters will be displayed. Note: If you currently have access to one or more applications, those applications are displayed in the My Access section. If you have pending requests, they are displayed in the My Pending Requests section. 49
Basic Request for Access Step 7. After entering the first few letters of the application in Search, the applications beginning with those letters are displayed. Select Request Access for the application you need. In the example below, we will select Request Access for the CSR (Community Based Organization/Customer Service Representative) application. Basic Request for Access Step 8. The Application Description and Select a role sections are displayed. Select the role you need from the Select a role drop down menu. In the example below, we will select User. 50
Basic Request for Access Step 9. After selecting a role, the Request New Application Page is displayed. If all of your required business contact information is not on file, you will have to provide this information before you can continue. Required fields are marked with an asterisk (*) and an error message will be displayed, if the information has not been entered, selected correctly, or entered in the correct format. Note: If all of your business contact information is on file, the Please update your profile message will not be displayed and the Select a role drop down menu will be displayed for you to continue. (See Step 10.) If the Please update your profile message is displayed, enter the required information and then select Next. 51
Basic Request for Access Step 10. After providing your business contact information, if it was requested, EIDM may ask you to provide some additional information that is required for your application and the role you have selected. Provide any additional information being requested, enter a reason for the request in the Reason for Request box and then select Submit. Note: The What you may need before you beginsection on page 15 may provide some useful information on what you may need to have available before you begin the registration and request for access process. In the example below, we have selected the CSR application and the User role. EIDM also needs to know the Call Center. We will select 22nd Avenue, Phoenix, AZ from the list of Call Centers and then select the single right arrow icon. This will move the 22nd Avenue, Phoenix, AZ Call Center to the Selected Call Center(s) box. We will then enter the reason for the request in the Reason for Request box and select Submit to continue the process. 52
Basic Request for Access Step 11. After selecting Submit, the Request New Application Access Review page is displayed. Review the information displayed. Select Edit to modify the information. Select Submit to submit the request for approval. Note: You may select Cancel to exit out of the Request New Application Access process. All information provided, and any changes made, will not be saved. In the example below, the information is correct. We will select Submit to submit the request for approval. 53
Basic Request for Access Step 12. After selecting Submit, the Request New Application Access Acknowledgement page is displayed. The acknowledgement page displays the tracking number for the request and informs you that you will receive an email when the request has been processed. Note 1: If you have submitted a request for a role in the MA/MA- PD/PDP/CC application, you will receive a unique 7-character Account ID in an email when your request has been approved. Some MA/MA- PD/PDP/CC organizations may require you to provide a 7-character Account ID. Note 2: If you have submitted a request for a role in an application where a CMS 4-character Resource Access Control Facility (RACF) is used for identification and verification, you may have to change your password and create and enter an 8-character password the next time you log in, after your request has been approved. An 8-character password may be required for applications that use RACF IDs. Select OK to close the acknowledgment page. 54
How to check the status of a pending request The following are the basic step-by-step instructions on how to check the status of a pending request. How to Check the Status of a Pending Request Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. 55
How to Check the Status of a Pending Request Step 2. The Access Catalog, My Access and My Pending Requests sections are displayed. Scroll down to My Pending Requests. All of your pending requests are displayed in the My Pending Requests section. Select the Request ID number of a pending request to view more information about a pending request. In the example below, we will select pending Request ID number 16928. How to Check the Status of a Pending Request Step 3. After selecting the Request ID number, additional information is displayed about the pending request. Note: You will not be able to open or view a pending request. You will receive an email when a pending request has been approved, rejected or has expired. Select Close to close the My Pending Request information. 56
7. HOW TO VIEW AND CHANGE YOUR ACCESS How to view and modify your business contact information The following are the basic step-by-step instructions on how to modify your business contact information. Modify Business Contact Information Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. 57
Modify Business Contact Information Step 2. The Access Catalog, My Access and My Pending Requests sections are displayed. Select Other Actions in the My Access section to continue. If there are multiple Other Actions options displayed, you may select any Other Actions option to continue. Note: If you currently do not have access to at least one application, the Available Actions in the My Access section will not be displayed. You will not be able to modify your business contact information until you have been approved for access to at least one application. In the example below, we will select Other Actions for the MyCGS application. Modify Business Contact Information Step 3. After selecting Other Actions, the View and Manage My Access page is displayed. Select Modify Business Contact Information. 58
Modify Business Contact Information Step 4. The Modify Business Contact Information page is displayed. The fields in gray on the Modify Business Contact Information page cannot be changed or deleted. Modify or enter the appropriate information on the Modify Business Contact Information page to update your business contact information. Select Next to complete the Modify Business Contact Information process. Note: You may select Cancel at any time to exit out of the Modify Business Contact Information process. All information provided, and any changes made, will not be saved. In the example below, we will add the Office Phone Number. 59
Modify Business Contact Information Step 5. The Modify Business Contact Information - Review page is displayed. Review the information displayed. Select Edit to modify the information. Select Submit to submit the request for approval. Note: You may select Cancel to exit out of the Modify Business Contact Information process. All information provided, and any changes made, will not be saved. In the example below, the information is correct and we will select Submit to submit the request. 60
Modify Business Contact Information Step 6. After selecting Submit, the Modify Business Contact Information Acknowledgement page is displayed. The acknowledgement page displays the tracking number, for future correspondence, and informs you that you will receive an email when the request has been processed. Select OK to close the acknowledgement page. 61
How to view your existing role information The following are the basic step-by-step instructions on how to view your existing role information. How to View Your Role Information Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. 62
How to View Your Role Information Step 2. The Access Catalog, My Access and My Pending Requests sections are displayed. Any existing roles you have in each application are displayed in the My Access section. Select Other Actions in the My Access section to continue. If there are multiple Other Actions options displayed, you may select any Other Actions option to continue. How to View Your Role Information Step 3. The View and Manage My Access page is displayed. Select View/Modify a Role to continue. If there are multiple applications displayed, select View/Modify a Role for the application you want to view. In the example below, we will select View/Modify a Role to view our role in the PS&R/STAR application. 63
How to View Your Role Information Step 4. The View/Modify Role Information page is displayed. All of your roles are displayed in the My Roles section. All of your existing role information is displayed in the Existing Role Details section. Select Modify Attributes for the role you want to view. In the example below, we will select Modify Attributes for the PS&R Security Official role. How to View Your Role Information Step 5. After selecting Modify Attributes, the View/Modify Role Attributes page is displayed. Select Cancel to close the page. 64
How to remove an attribute from your role When you registered for a role, you may have also registered for additional features, reports or other details needed for your role. These are called role attributes. The following are the basic step-by-step instructions on how to remove an attribute from your role, if your application allows you to remove a role attribute. How to Remove a Role Attribute Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. 65
How to Remove a Role Attribute Step 2. The Access Catalog, My Access and My Pending Requests sections are displayed. Any existing roles you have in each application are displayed in the My Access section. Select Other Actions in the My Access section to continue. If there are multiple Other Actions options displayed, you may select any Other Actions option to continue. In the example below, we will select Other Actions to modify and remove a role attribute in the MA/MA-PD/PDP/CC application. 66
How to Remove a Role Attribute Step 3. The View and Manage My Access page is displayed. Select View/Modify a Role to continue. If there are multiple applications displayed, select View/Modify a Role for the application you want to remove a role attribute. In the example below, we will select View/Modify a Role to remove a role attribute in the MA/MA-PD/PDP/CC application. How to Remove a Role Attribute Step 4. The View/Modify Role Information page is displayed. All of your roles are displayed in the My Roles section. All of your existing role details are displayed in the Existing Role Details section. Select Modify Attributes to continue. If there are multiple roles displayed, select Modify Attributes for the role you want to modify and remove a role attribute. Note: You may select Cancel at any time to exit out of the Remove a Role Attribute process. All information provided, and any changes made, will not be saved. In the example below, we will select Modify Attributes for the MA Submitter role. There is an arrow pointing to the Modify Attributes link. 67
How to Remove a Role Attribute Step 5. After selecting Modify Attributes, the View/Modify Role Attributes page is displayed. All of your existing role details are also displayed. How to Remove a Role Attribute Step 6. Remove the attribute, or attributes, you are required to remove, enter the reason for the request in the Reason for Request box and then select Next to continue. In the example below, we will remove Plan Contract Number H1111, enter the reason for the request in the Reason for Request box, and select Next to continue. 68
How to Remove a Role Attribute Step 7. After selecting Next, the View/Modify Role Attributes - Review page is displayed. Review the information displayed. Select Edit to modify the information. Select Submit to submit the request for approval. Note: You may select Cancel to exit out of the Remove a Role Attribute process. All information provided, and any changes made, will not be saved. In the example below, the information is correct. We will select Submit to submit the request. How to Remove a Role Attribute Step 8. After selecting Submit, the View/Modify Role Attributes - Acknowledgement page is displayed. The acknowledgement page displays the tracking number for the request, the role, and the role attributes to be removed. Select OK to close the acknowledgement page. 69
How to add an attribute to your role When you registered for a role, you may have also registered for additional features, reports or other details needed for your role. These are called role attributes. The following are the basic step-by-step instructions on how to add a role attribute, if your application allows you to add an attribute. How to Add a Role Attribute Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. 70
How to Add a Role Attribute Step 2. The Access Catalog, My Access and My Pending Requests sections are displayed. Any existing roles you have in each application are displayed in the My Access section. Select Other Actions in the My Access section to continue. If there are multiple Other Actions options displayed, you may select any Other Actions option to continue. In the example below, we will select Other Actions to modify and remove a role attribute in the MA/MA-PD/PDP/CC application. How to Add a Role Attribute Step 3. The View and Manage My Access page is displayed. Select View/Modify a Role to continue. If there are multiple applications displayed, select View/Modify a Role for the application you want to remove a role attribute. In the example below, we will select View/Modify a Role to remove a role attribute in the MA/MA-PD/PDP/CC application. 71
How to Add a Role Attribute Step 4. The View/Modify Role Information page is displayed. All of your roles are displayed in the My Roles section. All of your existing role details are displayed in the Existing Role Details section. Select Modify Attributes to continue. If there are multiple roles displayed, select Modify Attributes for the role you want to add a role attribute. In the example below, we will select Modify Attributes for the MA Submitter role to add a role attribute. How to Add a Role Attribute Step 5. After selecting Modify Attributes, the View/Modify Role Attributes page is displayed. All of your existing role details are also displayed. 72
How to Add a Role Attribute Step 6. Provide the additional attributes needed for your role and enter the reason for the request in the Reason for Request box. Select Next to complete the Add a Role Attribute process. Note: You may select Cancel at any time to exit out of the Add a Role Attribute process. All information provided, and any changes made, will not be saved. In the example below, we will add the Access to Non-Financial Report and Plan Contract Number H1111, enter the reason for the request in the Reason for Request box, and select Next to continue. 73
How to Add a Role Attribute Step 7. After selecting Next, the View/Modify Role Attributes - Review page is displayed. Review the information displayed. Select Edit to modify the information. Select Submit to submit the request for approval. Note: You may select Cancel to exit out of the Add a Role Attribute process. All information provided, and any changes made, will not be saved. In the example below, the information is correct. We will select Submit to submit the request. How to Add a Role Attribute Step 8. After selecting Submit, the View/Modify Role Attributes - Acknowledgement page is displayed. The acknowledgement page displays the tracking number for the request, the role, and the role attributes to be added. Select OK to close the acknowledgment page. 74
How to replace an existing role with another role The following is a quick overview on how to replace an existing role in an application with another role. When you have an existing role (such as an end user role, back-up security official, back-up authorized official, back-up approver, etc.) and you need to replace your role with another role, for example, a higher-level role, you will have to: Remove your existing role, first, and then Submit a request for access for the new role. To remove an existing role, follow the step-by-step instructions on How to remove a role on page 76. To request access for a new role, or another role, follow the Step-by-step instructions on how to request access to an application and a role on page 47. 75
How to remove a role The following are the basic step-by-step instructions on how to remove a role, when you are required to remove a role, and your application allows you to remove a role. Note: If you are a DMEPOS Authorized Official and you have no persons in your organization, you may use the Remove a Role feature to remove your role from the organization. Since you have no persons in your organization, your organization will also be removed, when EIDM completes the remove a role process. However, if you have persons that have been approved to access your DMEPOS organization, or you have pending requests for access for your organization, you will not be able to remove your Authorized Official role. The reason: The persons in your organization, or applying for access, must have an Authorized Official in the organization. Follow the steps below to remove a DMEPOS Authorized Official role or any other role. How to Remove a Role Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. 76
How to Remove a Role Step 2. The Access Catalog, My Access, and My Pending Requests sections are displayed. Any existing roles you have in each application are displayed in the My Access section. Select Remove Role for the application you are required to remove a role. In the example below, we will select Remove Role to modify and remove a role in the PS&R/STAR application. 77
How to Remove a Role Step 3. The Request to Remove Role page is displayed. All of your roles in the application are displayed in the My Roles section. All of your existing role details are displayed in the Existing Role Details section. Select Remove for the role (backup security official, authorized official, service rep, end user, etc.) you want to remove. In the example below, we will select Remove to remove the PS&R Backup Security Official role. 78
How to Remove a Role Step 4. The Request to Remove Role confirmation message is displayed. The confirmation message asks Are you sure you want to remove this role? Review the confirmation message. Select OK to continue to remove the role. Select Cancel to stop the removal of the role. Warning. When you select OK, the role will be removed at that time. You will not be able to undo the removal. In the example below, we want to remove the role, so we will select OK. 79
How to Remove a Role Step 5. The Request to Remove Role Acknowledgement page is displayed. The acknowledgement page displays the tracking number, for future correspondence, the role and the role attribute, or attributes, removed. Select OK to close the acknowledgement page. Note: To request access for a new role, or another role, follow the Step-bystep instructions on how to request access to an application and a role on page 47. Please allow a few minutes for processing the submitted request before requesting access to another role. 80
How to add a role When you currently have a role in an application, and you are required to add another role in the same application, follow the step-by-step instructions below. Note: If you currently do not have a role in the application, you have removed your role in the application, or your role has been removed, please follow the Step-by-step instructions on how to request access to an application and a role on page 47 to request access to the application, and the role, you need. If you currently have a help desk role in the application, you will not be able to add an additional role, or request a new role, in the same application. The following are the basic step-by-step instructions on how to add a role, when you already have a role in your application and your application allows you to add an additional role. How to Add a Role Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. ; 81
How to Add a Role Step 2. The Access Catalog, My Access, and My Pending Requests sections are displayed. Any existing roles you have in each application are displayed in the My Access section. Select Add Role for the application you are required to add a role. In the example below, we will select Add Role to add a role in the MA/MA-PD/PDP/CC application. 82
How to Add a Role Step 3. The Request Additional Role page is displayed. All of your roles in the application are displayed in the My Roles section. All of your existing role details are displayed in the Existing Role Details section. Select a role (security official, backup security official, authorized official, service rep, end user, etc.) from the Select a role drop down menu. In the example below, we will select the MCO Representative UI Update role. 83
How to Add a Role Step 4. The Request Additional Role page is displayed. Provide the additional details needed for the role you are requesting, enter the reason for the request in the Reason for Request box. Select Next to continue. Note: You may select Cancel at any time to exit out of the Add a Role process. All information provided, and any changes made, will not be saved. In the example below, we will add Plan Contract Number H1234, enter the reason for the request in the Reason for Request box, and select Next to continue. 84
How to Add a Role Step 5. After selecting Next, the Request Additional Role Review page is displayed. Review the information displayed. Select Edit to modify the information. Select Submit to submit the request for approval. Note: You may select Cancel to exit out of the Add a Role process. All information provided, and any changes made, will not be saved. In the example below, the information is correct. We will select Submit to submit the request. 85
How to Add a Role Step 6. After selecting Submit, the Request Additional Role Review Acknowledgement page is displayed. The acknowledgement page displays the tracking number for the request and the role attributes requested. Select OK to close the acknowledgement page. 86
Guide for Approvers 1. HOW TO FIND, REVIEW, APPROVE, REJECT OR DEFER A PENDING REQUEST Welcome! This section provides information on how the approval process works, the approval structure for each application, and detailed steps on how to find, review, approve, reject or defer a pending request. How the approval process works (quick overview) The following is a quick overview of the key steps in the process of locating, reviewing, and approving submitted requests. 1. After a request has been submitted for approval, an email notification is sent to every approver authorized to review and approve this request. 2. The request is also sent to, and listed on, the My Pending Approvals page for every approver, authorized to review and approve this request. 3. To reach the My Pending Approvals page, navigate to https://portal.cms.gov. 4. On the CMS Portal page, select the Login in to CMS Secure Portal link. 5. Accept the Terms and Conditions. 6. Log in with your User ID and password. (You can log in with an IACS User ID and password, if you have one.) After logging in, EIDM will check to see if you are an approver for one or more applications. 7. On the Welcome to CMS Enterprise Portal page, select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternatively, you may select Request Access Now to continue. 87
8. After the Access Catalog, My Access and My Pending Requests sections are displayed, select Other Actions in the My Access section. 9. On the View and Manage My Access page, select My Pending Approvals. 10. The Pending Approvals page is displayed. 11. By default, all of the pending approvals you are authorized to review and approve are listed on your Pending Approvals page. Only authorized approvers for the application can view and approve submitted requests for the application. You cannot view the pending approvals of other applications, unless you have also been approved to be an authorized approver in those applications. Authorized approvers of other applications cannot view or approve your application s pending requests. 12. The Search Requests feature may be used to search for and locate specific pending requests. For example, the Search Requests feature may be used to search for pending requests by first name, last name, partial first name, partial last name, request number, date the request was submitted, or even using the Keywords search option. The search results will only list pending approvals the approver is authorized to review and approve. 13. Select and view one of the pending requests. 14. After reviewing the information submitted with the request, you can approve, reject, or defer the request. If you approve or reject the request, you will have to provide a justification for the approval or rejection. If you defer the request, no action is taken, and the pending request will remain on the My Pending Approvals page. Pending requests will expire after 60 days unless they are approved or rejected. 15. After a pending request is approved or rejected by an approver, an email notification is sent to the person that submitted the request. The email will include the justification the approver submitted with the approval or rejection. 88
Approval levels and structures for each application This section provides the approval levels and structures for each application. Bundled Payments EFT Role Approved By Additional Information Bundled Payments EFT Help Desk Bundled Payments EFT User Business Owner or Representative Bundled Payments EFT Help Desk This person s role is an authorized representative of CMS that provides help desk assistance to Bundled Payments EFT users. The person with this role is trusted with Care Improvement data file transfers for Bundled Payments for Care Improvement EFT users. COB Role Approved By Additional Information Authorizer Approver COB Helpdesk User /Transmitter Business Owner or Representative Authorizer Authorizer Approver The person with this role is an employee of COB and is trusted with approving requests for the Approver and COB Helpdesk roles. The person with this role is an employee of COB and will have the approval authority for all users of all COB organizations. The person with this role is an authorized representative of CMS who will provide help desk assistance to COB users. The person with this role is trusted with transmitting batch files containing membership changes and health status corrections. 89
CPC Role Approved By Additional Information CPC Support CPC Basic User CPC Market User CPC CMMI User CPC Contractor - Operations Support CPC Contractor - Learning and Diffusion CPC Contractor - Evaluation CPC Contractor - Payment Business Owner or Representative CPC Support CPC Support CPC Support CPC Support CPC Support CPC Support CPC Support The user with this role provides help desk assistance to CPC Application users. The CPC Support user functions as an Authorizer. Users with this role include practices that are participating in the CPC Initiative. This role will provide access to online functionality and reports at the practice level. This role is limited to individuals at the participating payers in the CPC Initiative. This role is limited to CMS Innovation Center staff. This role is limited to CPC contractors providing operational support to the CMS Innovation Center. This role is limited to the CPC contractor providing education and outreach to practices participating in the CPC Initiative. This role is limited to the CPC contractor providing an evaluation of the CPC Initiative to the CMS Innovation Center. This role is limited to the CPC contractor who is providing the payment to the practices participating in the CPC Initiative. This role is not to be used by the payers in the various markets. 90
CSR Role Approved By Additional Information Authorizer Approver User LSA Business Owner or Representative Authorizer Approver Authorizer The person with this role is trusted with approving requests for the Approver role. The person with this role is trusted with approving requests and providing helpdesk assistance to CSR Application users under their authority. The person with this role is a customer service representative or staff member who is trusted to perform business for the organization. The person with this role is an authorized representative of CMS who provides helpdesk assistance to CSR Application users. 91
DMEPOS Bidding System (DBidS) Role Approved By Additional Information DMEPOS Authorizer1 DMEPOS Authorizer2 CBIC Tier 1 CBIC Tier 2 CBIC-Input DMEPOS-IT Help Desk Business Owner or Representative Business Owner or Representative DMEPOS Authorizer2 DMEPOS Authorizer2 DMEPOS Authorizer2 DMEPOS Authorizer1 The person with this role is trusted with approving requests for the DMEPOS IT Help Desk role. The person with this role is trusted with approving requests for the CBIC Tier 1, CBIC Tier 2, or CBIC Input roles. The person with this role provides Tier 1 help desk assistance for DMEPOS users. The person with this role provides Tier 2 help desk assistance for DMEPOS users. The CBIC Tier 2 person can modify DMEPOS profiles for DMEPOS users within the scope of the person s responsibility. The person with this role will input hardcopy bid packages received from suppliers who do not have internet access to the DBidS application. The person with this role provides technical support to the CBIC Help Desk. 92
Role Approved By Additional Information Authorized Official (AO) Backup Authorized Official (BAO) End User Auto Approved Authorized Official Authorized Official or Backup Authorized Official The person with this role is an appointed official to whom the organization has granted the legal authority to enroll the organization in the Medicare program. To register for this role, the person must be listed on the CMS 855S Medicare Enrollment application as an Authorized Official. The AO creates the organization. Each organization can only have one AO. The person with this role is an appointed official to whom the organization has granted the legal authority to enroll the organization in the Medicare program. To register for this role, the person must be listed on the CMS 855S Medicare Enrollment as an Authorized Official. The BAO is not a required role for an organization (PTAN). The person with the End User role is trusted to input bid data. The End User cannot approve Form A or certify Form B. An organization (PTAN) can have one or more End Users. 93
ECRS Role Approved By Additional Information ECRS Web HelpDesk ECRS Web User Approver ECRS Web User Business Owner or Representative ECRS Web HelpDesk ECRS Web User Approver The person with this role will provide help desk assistance for ECRS users and functions as an Authorizer. The person with this role is trusted with approving requests for the ECRS User role. The person with this role is a staff member who is trusted to perform Medicare business for the application. Gentran Role Approved By Additional Information Helpdesk Approver End User Business Owner or Representative Helpdesk Approver The person with this role will provide help desk assistance for Gentran users and functions as an Authorizer. The person with this role is trusted with approving requests for the Gentran User role. The person with this role is a staff member who is trusted to perform Medicare business for the application. 94
HPG Role Approved By Additional Information MCARE Help Desk Business Owner or Representative The person with this role will provide help desk assistance for the HPG Application. HPG User MCARE Help Desk The person with this role is a staff member who is trusted to perform Medicare business for the application. HPG User with a Submitter ID other than P-type is associated with a Gentran mailbox. Internet Server Role Approved By Additional Information Internet Server Help Desk Internet Server Approver Internet Server User Business Owner or Representative Internet Server Help Desk Internet Server Approver The person with this role will provide help desk assistance for Internet Server users. The person with this role is trusted with approving requests for the Internet Server User. The person with this role is a staff member who is trusted to perform Medicare business for the application. 95
MA/MA-PD/PDP/CC Role Approved By Additional Information Authorizer Business Owner or Representative The person with this role is trusted with approving requests for the EPOC role. IUI Authorizer Business Owner or Representative The person with this role is trusted with approving requests for the IUI Helpdesk, MAPD Helpdesk, and MAPD Helpdesk Admin roles. State Authorizer Business Owner or Representative The person with this role is trusted with approving requests for the MA State/Territory, State Health Insurance Plans (SHIP), and State Pharmacy Assistance Programs (SPAP) approvers. EPOC Authorizer The person with this role is trusted with approving end user requests. MA State/Territory Approver State Authorizer The person with this role is trusted with approving requests and will not have access to MA Part D applications. SHIP Approver State Authorizer The person with this role is trusted with approving requests and will not have access to MA Part D applications. SPAP Approver State Authorizer The person with this role is trusted with approving requests and will not have access to MA Part D applications. 96 MAPD Helpdesk IUI Authorizer The person with this role provides help desk assistance to MA/MA-PD/PDP/CC and CSR users.
Role Approved By Additional Information MAPD Helpdesk Admin IUI Helpdesk MA Submitter MA Representative MA State/Territory User IUI Authorizer IUI Authorizer EPOC EPOC MA State/Territory Approver The person with this role provides administrative help desk assistance to MA/MA-PD/PDP/CC and CSR users. The person with this role will be able to view all application screens and information, except for the Report Order screens. The person with this role will be able to view application screens and all information for the periods during which the beneficiary was enrolled in the person s plan, including the Batch File Status and Report Order screens. This role provides access to the Gentran mailbox. The user must select the Report Access Type of Financial or Non-Financial. The person with this role will be able to view application screens and all information for the periods during which the beneficiary was enrolled in the person s plan, except for the Batch File Status and Report Order screens. The person with this role will be able to view MA Part D applications. 97
Role Approved By Additional Information MMP User PDP Representative PDP Submitter NET Representative NET Submitter EPOC EPOC EPOC EPOC EPOC The person with the Medicare and Medicaid Plan (MMP) User role will be able to access MARx related to the health plans providing services to Medicare beneficiaries in their state as a part of the Medicare and Medicaid Plan demonstration (formerly known as Financial Alignment Demonstrations). The person with this role will be able to view only Part D information on all application screens for the periods during which the beneficiary was enrolled in the person s plan, except for the Batch File Status and Report Order screens. The person with this role will be able to view only Part D information on all application screens for the periods during which the beneficiary was enrolled in the person s plan, including the Batch File Status and Report Order screens. The person with this role will be able to view plan information. The person with this role will be able to send and receive files on behalf of a plan. This role provides access to the Gentran mailbox. The user must select the Report Access Type of Financial or Non-Financial. 98
Role Approved By Additional Information MCO POS Edit User MCO Representative UI Update Report View POSFE Contractor SHIP End User SPAP End User IUI Administrator EPOC EPOC EPOC EPOC SHIP Approver SPAP Approver IUI Authorizer An MCO user who is able to view, add and update/modify POS Drug Edit information for beneficiaries enrolled in their plan. (This role cannot view enrollment, payment or premium information.) The person with this role will be able to enter and correct planresponsible beneficiary enrollment related data through the MARx online user interface (MARx UI). This role provides access to the Gentran mailbox. The user must select the Report Access Type of Financial or Non-Financial. Point-of-Sale Facilitated Enrollment (POSFE) contractor cannot enter or select contracts. EIDM will assign the contract number as 'R0000' once the user is approved. The person with this role will be able to view SHIP Part D applications. The person with this role will be able view MA Part D applications. The person with this role will be able to view all application screens and information, except for the Report Order screens. 99
MDR Role Approved By Additional Information Helpdesk Approver State Technical Contact Business Owner or Representative Helpdesk Approver The person with this role will provide help desk assistance for MDR users. The person with this role is responsible for approving requests for the State Technical Contact users. The person with this role is a staff member who is trusted to perform Medicare business for the application. MED Role Approved By Additional Information 100 MED Help Desk MED Approver MED User MED Power User MED Administrator Business Owner or Representative MED Help Desk MED Approver MED Approver MED Approver The person with this role will provide help desk assistance to MED users. The person with this role is responsible for approving requests for the MED End User. The person with this role is a staff member who is trusted to perform Medicare business for the application. This role is associated with a Gentran mailbox. This is a designated role for internal CMS use. This role is associated with a Gentran mailbox. This is a designated role for internal CMS use. This role is associated with a Gentran mailbox.
MyCGS Role Approved By Additional Information CGS Helpdesk Business Owner or Representative The CGS Helpdesk role should only be selected when the user is an employee of CGS and a member of the CGS Security Team. CGS Authorized Official CGS Helpdesk An Authorized Official must be an owner, general partner, chairperson of the board, chief financial officer, chief executive officer, or president, or must hold a position of similar status and authority within the supplier's organization. The authorized official has the authority to sign the initial CMS 855S application on behalf of the supplier and is listed as the Authorized Official in the Supplier s PECOS file. CGS Back-up Authorized Official CGS Helpdesk The Back-up Authorized Official is meant to perform the actions of the Authorized Official for a company when the Authorized Official is unavailable. CGS End User CGS Authorized Official/ CGS Back-up Authorized Official End users are members of the supplier/provider community seeking to access information about their beneficiaries in order to properly bill Medicare. CGS Customer Service Rep CGS Helpdesk To register for this role, the person must be an employee of CGS and a member of the Customer Service Department. CGS Technical Group CGS Helpdesk To register for this role, the person is an employee of CGS and a member of the DME MAC Tech Team. 101
Novitasphere Role Approved By Additional Information Novitas Help Desk User Provider Office Approver Provider Office Back-up Approver Billing Office Approver Billing Office Back-up Approver Novitas Solutions Approver Novitas Solutions Backup Approver Novitasphere End User Business Owner or Representative Novitas Help Desk User Novitas Help Desk User Novitas Help Desk User Novitas Help Desk User Novitas Help Desk User Novitas Help Desk User Approver role associated with the organization The person with this role is a Novitas Solutions employee that supports the Novitasphere Help Desk. The person with this role is an individual located at the Provider's office and will be designated as the Security Official to validate all End User requests for their organization. The person with this role performs many of the same functions as the Provider Office Approver. The person with this role is located at the Billing Office and will be designated as the Security Official to validate all End User requests for their organization. The person with this role performs many of the same functions as the Billing Office Approver. The person with this role is a Novitas Solutions, Inc. employee and will be designated as the Security Official to validate all End User requests for their organization. The person with this role performs many of the same functions as the Novitas Solutions Approver. This role should be requested by any individual that wants to utilize the Novitasphere portal. 102
PS&R/STAR Role Approved By Additional Information PS&R/STAR Helpdesk PS&R/STAR Security Official PS&R/STAR Backup Security Official PS&R Security Official PS&R Backup Security Official Business Owner or Representative PS&R/STAR Helpdesk PS&R/STAR Security Official PS&R/STAR Helpdesk PS&R/STAR Helpdesk The person with this role provides help desk assistance to PS&R and STAR users. The person with this role must be the designated Security Official for the FI/Carrier/MAC organization. There can be only one PS&R/STAR Security Official for the FI/Carrier/MAC organization. The person with this role will be able to back up the PS&R/STAR Security Official and approve End User and Admin requests for the FI/Carrier/MAC organization. There can be one or more PS&R/STAR Backup Security Officials. The person with this role must be the designated Security Official for the Medicare Provider organization. There can be only one PS&R Security Official for the Medicare Provider organization. The person with this role will be able to back up the Security Official and approve End Users and Admins requests for the Medicare Provider organization. There can be one or more PS&R Backup Security Officials. 103
Role Approved By Additional Information PS&R Admin PS&R User User Type: FI/Carrier/MAC PS&R/STAR Security Official or PS&R/STAR Backup Security Official User Type: Provider PS&R Security Official or PS&R Backup Security Official User Type: System Maintainer Business Owner User Type: FI/Carrier/MAC PS&R/STAR Security Official or PS&R/STAR Backup Security Official User Type: Provide PS&R Security Official or PS&R Backup Security Official The person with this role performs administrative functions within the application. The person with this role is a staff member who is trusted to perform Medicare business for the application. 104 User Type: System Maintainer Business Owner
Role Approved By Additional Information STAR User 1 STAR User 8 User Type: FI/Carrier/MAC PS&R/STAR Security Official or PS&R/STAR Backup Security Official User Type: System Maintainer Business Owner The person with this role is a staff member who is trusted to perform Medicare business for the application. Quality Domain/PV-PQRS Role Approved By Additional Information Quality Help Desk Approver PQRS Business Owner Role to vet the users and approve them. Security Official 1st Security Official gets auto approved based on MDM Validations. After 3 fails it will get routed to Quality Help Desk Approver. All other associated Security Officials gets routed to all Security Officials for the organization. Role for a Physician group to approve other users for that group for PQRS and PV-PQRS. To register in the PV-PQRS for PY 2014, view PY2013 registration data and view QRURs Reports (drill down, dashboard). PQRS Submitter Security Official Allows access to submit data to PQRS. (Note, this role does not provide access to the Web Interface.) 105
Role Approved By Additional Information Group Representative Physician Quality Initiatives Portal (PQIP) Group PQRS Representative Web Interface Submitter Individual Practitioner Individual Practitioner Representative Security Official Security Official Security Official Security Official 1st Individual Practitioner gets auto approved based on MDM Validations. After 3 fails it will get routed to Quality Help Desk Approver. All other associated Individual Practitioners gets routed to the appropriate Individual Practitioner(s). Individual Practitioner Role for Group Practice's Authorized User to register in PQRS-PV on their behalf. Allow access to the Physician Compare Portal for Group Practice level data updates. Allows access to the PQRS Feedback reports and Feedback Dashboard. Allows access to the GPRO and ACO Web Interface for data abstraction and submission. Role for an Individual Eligible Professional for PQRS and PV- PQRS to approve users with the Individual Practitioner Role. Within PV-PQRS can View PY2013 Registration and view QRURs Reports (drill down, dashboard). Within PQRS can submit data, view the Feedback Dashboard and Feedback reports. Role for an EP's Authorized User in PQRS and PV-PQRS. In PV- PQRS can View PY2013 Registration in PV-PQRS on their behalf and view QRURs Reports (drill down, dashboard). Within PQRS can submit data, view the Feedback Dashboard and Feedback reports. 106
Role Approved By Additional Information PV CMS Administrator PV Help Desk Tier 1 User PV Help Desk Tier 2 User PQRS CMS Administrator PQRS Administrator PQRS Maintainer American Insurance Association (AIA) Approver American Insurance Association (AIA) Requestor Physician Quality Initiatives Portal (PQIP) File Transfer Manager PV Research User QRUR Reports Quality Help Desk Approver Quality Help Desk Approver Quality Help Desk Approver Quality Help Desk Approver Quality Help Desk Approver Quality Help Desk Approver Quality Help Desk Approver Quality Help Desk Approver Quality Help Desk Approver Quality Help Desk Approver CMS administrative role for CMS users to view registration data through administrative interface and QRUR reports, drill down data and dash boards. Helpdesk T1 role to search Registration data PV-PQRS admin interface. Helpdesk T2 role to search Registration data and QRUR reports. Allows a CMS user access to administrative functionality. Allows access to PQRS Administrative functionality. Allows access to Systems Maintenance functionality within PQRS. Allows approver access to the AIA tool. Allows requestor access to the AIA tool. Allows access to the Physician Compare Portal File Transfer Management System. Research contractor role to access the Supplemental QRUR. 107
Role Approved By Additional Information PV Research User Supplemental QRUR Reports PV Research User Registration Reports Quality Help Desk Approver Quality Help Desk Approver Research contractor role to access the Supplemental QRUR. Research contractor role to access the Registration Statistical reports. The SPOT Role Approved By Additional Information FCSO Help Desk User FCSO Portal User Business Owner or Representative FCSO Help Desk The person with this role provides help desk assistance for The SPOT- FCSO Internet portal users. The person with this role is a staff member who is trusted to perform Medicare business for the application. VMS Client Letter Role Approved By Additional Information VMS Helpdesk JA Approver JB Approver Business Owner or Representative VMS HelpDesk VMS HelpDesk The person with this role will provide help desk assistance for the VMS Client Application users. The person with this role is trusted to approve requests for Jurisdiction A end users. The person with this role is trusted to approve requests for Jurisdiction B end users. 108
Role Approved By Additional Information JC Approver JD Approver JA LG User JA History JA ZPIC User VMS HelpDesk VMS HelpDesk JA Approver The person with this role is trusted to approve requests for Jurisdiction C end users. The person with this role is trusted to approve requests for Jurisdiction D end users. The person with these roles are staff members who are trusted to perform Medicare business for Jurisdiction A. JB LG User JB History JB ZPIC User JB Approver The person with these roles are staff members who are trusted to perform Medicare business for Jurisdiction B. JC LG User JC History JC ZPIC User JC Approver The person with these roles are staff members who are trusted to perform Medicare business for Jurisdiction C. JD LG User JD History JD ZPIC User JD Approver The person with these roles are staff members who are trusted to perform Medicare business for Jurisdiction D. 109
Step-by-step instructions on how to find, review, approve, reject or defer a pending request The following are the basic step-by-step instructions on how to find, review, approve, reject, or defer a pending request. Approval Process Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. Note: After logging in, EIDM will check to see if you are an approver for one or more applications. 110
Approval Process Step 2. The Access Catalog, My Access and My Pending Requests sections are displayed. Any existing roles you have in each application are displayed in the My Access section. Select Other Actions in the My Access section to continue. If there are multiple Other Actions options displayed, you may select any Other Actions option to continue. Approval Process Step 3. The View and Manage My Access page is displayed. Select My Pending Approvals to continue. 111
Approval Process Step 4. The Pending Approvals page is displayed. By default, all of the pending approvals you are authorized to review and approve are listed. You may also use the Search Requests features to narrow your search. Search instructions and tips are provided on the Pending Approvals page. In the example below, we only have one pending request for approval. Approval Process Step 5. To view the pending request, first select the single right arrow icon that appears before the Requester s name for the request that you would like to review. 112
Approval Process Step 6. After selecting the single right arrow icon that appears before the Requester s name, the Request ID number is displayed. Select the Request Number to open and review the request. In the example below, we will be selecting Request Number 14898 to open and view this request. 113
Approval Process Step 7. The Approve/Reject Request page is displayed. If the request should be approved, enter a justification for the approval in the Justification for Action box and select Approve to approve the request. All information entered into the Justification for Action box will be included in the email sent to the requester. If the request should be rejected, enter a justification for the rejection in the Justification for Action box and select Reject to reject the request. All information entered into the Justification for Action box will be included in the email sent to the requester. If the request should be deferred and no action taken, select Defer to defer the request and the pending request will remain on the My Pending Approvals page for all of the application s authorized approvers. Do not enter any information in the Justification for Action box, if you are deferring a request. Any information entered in the Justification for Action box will not be saved for deferred requests. In the example below, the request should be approved. We will enter the justification in the Justification for Action box and select Approve. 114
Approval Process Step 8. After selecting Approve, you will be sent back to your Pending Approvals page. Note: The pending request will still be displayed on your Pending Approvals page, until you select Refresh. Select Refresh to refresh the page. Approval Process Step 9. After selecting Refresh, the pending request that you have just approved will no longer be displayed. 115
How to view and manage a person s access and role information This section provides the following: How to view a person s role information How to remove a plan contract number, PDE mailbox number or RAPS mailbox number from a person s role How to remove a call center from a person s role How to remove an organization from a person s role How to remove a Submitter ID from a person s role 116
How to view a person s role information The following are the basic step-by-step instructions on how to view a person s role information, if you have the authority to view a person s role information. How to view a person s role information Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. 117
How to view a person s role information Step 2. The Access Catalog, My Access and My Pending Requests sections are displayed. Any existing roles you have in each application are displayed in the My Access section. Select Other Actions in the My Access section to continue. If there are multiple Other Actions options displayed, you may select any Other Actions option to continue. How to view a person s role information Step 3. The View and Manage My Access page is displayed. Select View and Manage Users to continue. 118
How to view a person s role information Step 4. The View and Manage Users page is displayed. On the View and Manage Users page, you may use Search Users to search for an individual, or individuals, by User ID, first name, last name, email address, roles, or a combination of these options. Search instructions and tips are provided on the page. Provide the appropriate information in the Search Users sections to locate the individual or individuals needed and then select Search. In the example below, we will select All to display all of the users with Plan Contract Number H1111 and Plan Contract Number H1234 that we are authorized to view. 119
How to view a person s role information Step 5. After selecting Search, all of the persons in the application matching the search criteria, and we are authorized to view, are displayed in the Search Results section. Select the person s User Id to view the person s role information. Note: You may select Cancel at any time to exit out of the View and Manage Users process. Any search information, information provided, and changes made will not be saved. 120
How to view a person s role information Step 6. The View Profile page is displayed. View the person s profile. Select Cancel to close the View Profile page. Note: If you have a Help Desk role, you will be able to see additional information. See How to search and find a person s name, User ID, Account ID, email address and application (for Help Desk persons), starting on page 152. 121
How to remove a plan contract number, PDE mailbox number or RAPS mailbox number from a person s role This section shows how to remove a plan contract number, PDE (Prescription Drug Event) Mailbox Number and RAPS (Risk Adjustment Processing System) Number from a person s role, if you have the authority. The following are the basic step-by-step instructions on how to remove a plan contract number, PDE mailbox number and RAPS mailbox number. How to remove a person s contract or mailbox number Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. 122
How to remove a person s contract or mailbox number Step 2. The Access Catalog, My Access and My Pending Requests sections are displayed. Any existing roles you have in each application are displayed in the My Access section. Select Other Actions in the My Access section to continue. If there are multiple Other Actions options displayed, you may select any Other Actions option to continue. How to remove a person s contract or mailbox number Step 3. The View and Manage My Access page is displayed. Select View and Manage Users to continue. 123
How to remove a person s contract or mailbox number Step 4. The View and Manage Users page is displayed. Provide the appropriate information in the Search Users section to narrow your search or select All to display all of the persons in the application you are authorized to view their plan contract numbers, PDE mailbox numbers and/or RAPS mailbox numbers. Select Search to continue. Note: You may select Cancel at any time to exit out of the View and Manage Users process. Any search information, information provided, and changes made will not be saved. In the example below, we will select All to display all of the persons in the application with Plan Contract Number H1111 or Plan Contract Number H1234 that we are authorized to view. 124
How to remove a person s contract or mailbox number Step 5. After selecting Search, all of the persons in the application matching the search criteria and we are authorized to view are displayed in the Search Results section. Select Edit to continue. 125
How to remove a person s contract or mailbox number Step 6. The View and Manage Users page is displayed. On this page, you may remove one or more plan contract numbers, PDE mailbox numbers and RAPS mailbox numbers, if more than one is displayed. Select one or more checkboxes for the plan contract numbers, PDE mailbox numbers and RAPS mailbox numbers you want to remove. Enter a justification for the removals in the Justification for Action box and then select Ready to Review to continue. Note: If the person only has one plan contract number, PDE mailbox number or RAPS mailbox number or if you are removing all plan contract numbers, PDE mailbox numbers or RAPS mailbox numbers from the person s role, EIDM will also remove the person s role from the application, when EIDM has completed the removal process. In the example below, we will select Plan Contract Number H1234 to remove H1234 from the person s role. 126
How to remove a person s contract or mailbox number Step 7. After selecting Ready to Review, the Review Details page is displayed. Review the information. Select Submit to continue the removal process. Note: You may select Cancel to exit out of the Remove a Person s Contract or Mailbox process. All information provided, and any changes made, will not be saved. In the example below, the information is correct. We will select Submit to continue with the removal process. How to remove a person s contract or mailbox number Step 8. After selecting Submit, the Acknowledgement page is displayed. Select Back to Search to close the acknowledgement page and return to the Search Users page. 127
How to remove a person s contract or mailbox number Step 9. After selecting Submit, the Acknowledgement page is displayed. Select Back to Search to close the acknowledgement page and return to the Search Users page. 128
How to remove a call center from a person s role This section shows how to remove a call center from a person s role, if you have the authority. The following are the basic step-by-step instructions on how to remove a call center. How to remove a call center Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. 129
How to remove a call center Step 2. The Access Catalog, My Access and My Pending Requests sections are displayed. Select Other Actions in the My Access section to continue. If there are multiple Other Actions options displayed, you may select any Other Actions option to continue. How to remove a call center Step 3. The View and Manage My Access page is displayed. Select View and Manage Users to continue. 130
How to remove a call center Step 4. The View and Manage Users page is displayed. Provide the appropriate information in the Search Users section to narrow your search or select All to display all of the persons in the application that you are authorized to view. Select Search to continue. Note: You may select Cancel at any time to exit out of the View and Manage Users process. Any search information, information provided, and changes made will not be saved. Note: If the person only has one call center or if you are removing all call centers from a person s role, EIDM will also remove the person s role from the application, when EIDM has completed the removal process. In the example below, we will enter Roberts to search for all persons in the CSR application that have Roberts in their last name, have a CSR User role, and that we are authorized to view. 131
How to remove a call center Step 5. After selecting Search, all of the persons in the application matching the search criteria are displayed in the Search Results section. Select Edit to continue. 132
How to remove a call center Step 6. The View and Manage Users page is displayed. On this page, you may remove one or more call centers, if multiple call centers are displayed. Select one or more checkboxes for the call centers you want to remove. Enter a justification for the removals in the Justification for Action box. Enter the Service Request (SR) or Trouble Ticket (TT) number of the service request or trouble ticket that was submitted requesting the removals, and then select Ready to Review to continue. In the example below, we will select the 22nd Avenue, Phoenix, AZ call center to remove that call center from the person s role. 133
How to remove a call center Step 7. After selecting Ready to Review, the Review Details page is displayed. Review the information. Select Submit to continue the removal process. Note: You may select Cancel to exit out of the Remove a Call Center process. All information provided, and any changes made, will not be saved. In the example below, the information is okay. We will select Submit to continue with the removal process. How to remove a call center Step 8. After selecting Submit, the Acknowledgement page is displayed. Select Back to Search to close the acknowledgement page and return to the Search Users page. 134
How to remove an organization from a person s role The following are the basic step-by-step instructions on how to remove an organization, if you have the authority. How to remove an organization Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. 135
How to remove an organization Step 2. The Access Catalog, My Access and My Pending Requests sections are displayed. Select Other Actions in the My Access section to continue. If there are multiple Other Actions options displayed, you may select any Other Actions option to continue. How to remove an organization Step 3. The View and Manage My Access page is displayed. Select View and Manage Users to continue. 136
How to remove an organization Step 4. The View and Manage Users page is displayed. Provide the appropriate information in the Search Users section to narrow your search or select All to display all of the persons in the application you are authorized to view. And then, select Search to continue. Note: You may select Cancel at any time to exit out of the View and Manage Users process. Any search information, information provided, and changes made will not be saved. In the example below, we have selected the COB application and the User Transmitter role is the only role we are authorized to view. We will enter organization number 123456789 to limit our search results to display only persons in that organization. 137
How to remove an organization Step 5. After selecting Search, all of the persons in the application matching the search criteria are displayed in the Search Results section. Select Edit to continue. 138
How to remove an organization Step 6. The View and Manage Users page is displayed. On this page, you may remove one or more organizations, if multiple organizations are displayed. Select one or more checkboxes for the organizations you want to remove. Enter a justification for the removals in the Justification for Action box. Enter the Service Request (SR) or Trouble Ticket (TT) number of the service request or trouble ticket that was submitted requesting the removal, and then select Ready to Review to continue. Note: If the person only has one organization or if you are removing all of the organizations from a person s role, EIDM will also remove the person s role from the application, when EIDM has completed the removal process. In the example below, we will select organization number 123456789 to remove that organization from the person s role. 139
How to remove an organization Step 7. The Review Details page is displayed. Review the information. Submit to continue the removal process. Note: You may select Cancel to exit out of the Remove an Organization process. All information provided, and any changes made, will not be saved. In the example below, the information is correct. We will select Submit to continue with the removal process. How to remove an organization Step 8. After selecting Submit, the Acknowledgement page is displayed. Select Back to Search to close the acknowledgement page and return to the Search Users page. 140
How to remove a Submitter ID from a person s role The following are the basic step-by-step instructions on how to remove a Submitter ID, if you have the authority. How to After navigating to the CMS Enterprise Portal (https://portal.cms.gov), remove a accepting the Terms and Conditions, and logging in with your User ID Submitter ID and password, the Welcome to CMS Enterprise Portal page is Step 1. displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. 141
How to remove a Submitter ID Step 2. The Access Catalog, My Access and My Pending Requests sections are displayed. Select Other Actions in the My Access section to continue. If there are multiple Other Actions options displayed, you may select any Other Actions option to continue. How to remove a Submitter ID Step 3. The View and Manage My Access page is displayed. Select View and Manage Users to continue. 142
How to remove a Submitter ID Step 4. The View and Manage Users page is displayed. Provide the appropriate information in the Search Users section to narrow your search or select All to display all of the persons in the application you are authorized to view. Select Search to continue. Note: You may select Cancel at any time to exit out of the View and Manage Users process. Any search information, information provided, and changes made will not be saved. In the example below, we have selected the HPG application and the HPG User roles. We will enter organization number 123456789 to limit our search results to display only persons with that Submitter ID. 143
How to remove a Submitter ID Step 5. After selecting Search, all of the persons in the application matching the search criteria are displayed in the Search Results section. Select Edit to continue. 144
How to remove a Submitter ID Step 6. The View and Manage Users page is displayed. On this page, you may remove one or more Submitter IDs, if more than one is displayed. Select one or more checkboxes for the Submitter IDs you want to remove. Enter a justification for the removals in the Justification for Action box and then select Ready to Review to continue. Note: If the person only has one Submitter ID, or if you are removing all Submitter IDs from the person s role, EIDM will also remove the person s role from the application, when EIDM has completed the removal process. In the example we will select Submitter ID 12345678 to remove that Submitter ID from the person s role. Note: If there was only one role displayed in the Search Results, and then selected, a check mark will be displayed next to Select All on this page. 145
How to remove a Submitter ID Step 7. After selecting Ready to Review, the Review Details page is displayed. Review the information. Select Submit to continue the removal process. Note: You may select Cancel to exit out of the Remove a Submitter ID process. All information provided, and any changes made, will not be saved. In the example below, the information is correct. We will select Submit to continue with the removal process. How to remove a Submitter ID Step 8. After selecting Submit, the Acknowledgement page is displayed. Select Back to Search to close the acknowledgement page and return to the Search Users page. 146
Help Desk Guide 1. INTRODUCTION This section provides basic step-by-step instructions and information for persons that have Help Desk roles in their application. If you have a Help Desk role and you are also an approver for the same application, you may also want to view the basic step-by step instructions for approvers in the Guide for Approvers, starting on page 87. 147
How to find a person s Help Desk contact information The following are the basic step-by-step instructions on how to find a person s Help Desk contact information, using the Lookup User s Help Desk feature. How to look up Help Desk information Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. 148
How to look up Help Desk information Step 2. The Access Catalog, My Access and My Pending Requests sections are displayed. Select Other Actions in the My Access section to continue. If there are multiple Other Actions options displayed, you may select any Other Actions option to continue. How to look up Help Desk information Step 3. The View and Manage My Access page is displayed. Select Lookup User s Help Desk to continue. 149
How to look up Help Desk information Step 4. The Lookup User s Help Desk page is displayed. Enter the User ID of the person and select Search to continue. 150
How to look up Help Desk information Step 5. After selecting Search, all of the applications that the person has is displayed, along with each application s Help Desk contact information. Warning. Before providing any information to the person, please verify the person s name. The person s first and last name will be displayed on the page. Select Cancel to exit the Help Desk contact information. How to look up Help Desk information Step 6. Select OK to close the pop up window. 151
How to search and find a person s name, User ID, Account ID, email address and application (for Help Desk persons) The following are the basic step-by-step instructions on how to search and find a person s profile information. How to find and view a person s profile information Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. 152
How to find and view a person s profile information Step 2. The Access Catalog, My Access and My Pending Requests sections are displayed. Select Other Actions in the My Access section to continue. If there are multiple Other Actions options displayed, you may select any Other Actions option to continue. How to find and view a person s profile information Step 3. The View and Manage My Access page is displayed. Select View and Manage Users to continue. 153
How to find and view a person s profile information Step 4. The View and Manage Users page is displayed. Provide the appropriate information in the Search Users section and select Search to continue. 154
How to find a person s profile information Step 5. All of the persons matching the search criteria, and specific information about each person, are displayed. Warning. Before providing any information to the person, please verify the person s name. The person s first and last name will be displayed on the page. Select a User ID to view additional profile information about the person. 155
How to find a person s profile information Step 6. The View Profile page is displayed. Note: The amount of information in a person s profile is based on the application and the roles the person has in the application. After viewing the person s profile information, select Cancel to close the page. 156
How to reset a person s password The following are the basic step-by-step instructions on how to reset a person s password. How to reset a person s password Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. 157
How to reset a person s password Step 2. The Access Catalog, My Access and My Pending Requests sections are displayed. Select Other Actions in the My Access section to continue. If there are multiple Other Actions options displayed, you may select any Other Actions option to continue. How to reset a person s password Step 3. The View and Manage My Access page is displayed. Select View and Manage Users to continue. 158
How to reset a person s password Step 4. The View and Manage Users page is displayed. Provide the appropriate information in the Search Users section and select Search to continue. 159
How to reset a person s password Step 5. All of the persons matching the search criteria, and specific information about each person, are displayed. Note. If a person has a role in an application, where a CMS 4- character Resource Access Control Facility (RACF) ID is used for identification and verification purposes, such as MA/MA-PD/PDP/CC, the person may have to create and enter a new 8-character password after the person has entered the temporary password sent to the person in an email. For everyone else, EIDM will display what must be included in the password. Select the person and Reset Password to continue. 160
How to reset a person s password Step 6. The Reset Account Password page is displayed. Select Submit to reset the password. Select Cancel to stop the Reset Account Password process. How to reset a person s password Step 7. After selecting Submit, the Acknowledgement page is displayed. Select Back to Search to close the acknowledgement page and return to the Search Users page. 161
How to unlock a person s locked account The following are the basic step-by-step instructions on how to unlock a person s locked account. How to unlock an account Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. 162
How to unlock an account Step 2. The Access Catalog, My Access and My Pending Requests sections are displayed. Select Other Actions in the My Access section to continue. If there are multiple Other Actions options displayed, you may select any Other Actions option to continue. How to unlock an account Step 3. The View and Manage My Access page is displayed. Select View and Manage Users to continue. 163
How to unlock an account Step 4. The View and Manage Users page is displayed. Provide the appropriate information in the Search Users section and select Search to continue. 164
How to unlock an account Step 5. All of the persons matching the search criteria, and specific information about each person, are displayed. Select the person and Unlock to continue. 165
How to unlock an account Step 6. The Unlock Account page is displayed. Select Submit to unlock the account. Select Cancel to stop the Unlock Account process. How to unlock an account Step 7. After selecting Submit, the Acknowledgement page is displayed. Select Back to Search to close the acknowledgement page and return to the Search Users page. 166
How to disable a person s account The following are the basic step-by-step instructions on how to disable a person s account. How to disable an account Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. 167
How to disable an account Step 2. The Access Catalog, My Access and My Pending Requests sections are displayed. Select Other Actions in the My Access section to continue. If there are multiple Other Actions options displayed, you may select any Other Actions option to continue. How to disable an account Step 3. The View and Manage My Access page is displayed. Select View and Manage Users to continue. 168
How to disable an account Step 4. The View and Manage Users page is displayed. Provide the appropriate information in the Search Users section and select Search to continue. 169
How to disable an account Step 5. All of the persons matching the search criteria, and specific information about each person, are displayed. Select the person and Disable to continue. 170
How to disable an account Step 6. The Disable Account page is displayed. Review the information and enter the Service Request (SR) or Trouble Ticket (TT) number of the service request or trouble ticket that was submitted. Select the justification for disabling the account from the Justification for Action drop down menu. Enter any additional information in the Additional Notes section, if needed. Warning. The account will be disabled for all roles and/or resources associated with the person s account. Select Submit to continue. Select Cancel to stop the Disable Account process. 171
How to disable an account Step 7. After selecting Submit, the Disable Account Alert message is displayed. Select OK to continue to disable the account. Select Cancel to cancel the disable process. In the example below, we will select OK to disable the account. How to disable an account Step 8. The Acknowledgement page is displayed. Select Back to Search to close the acknowledgement page and return to the Search Users page. 172
2. CBIC TIER 2 HELP DESK OPTIONS This section provides assistance and basic step-by-step instructions for the following options, if you have a CBIC Tier 2 Help Desk role: How to Remove a Person s Role (page 174) How to Remove a Person s PTAN (Provider Transaction Access Number) from the person s profile (page 180) How to Convert a Backup Authorized Official to an Authorized Official (page 186) Note: You may also want to view the additional Help Desk options you have, as a Help Desk person. See the Help Desk Guide starting on page 147. The Help Desk Guide section provides assistance and basic step-by-step instructions for the following: How to find a person s Help Desk contact information How to search and find a person s name, User ID, Account ID (a system generated 7-character ID that is required for some applications), email address and application How to reset a person s password How to unlock a person s locked account How to disable a person s account 173
How to Remove a Person s Role The following are the basic step-by-step instructions on how to remove a DMEPOS role from a person s profile, if you have a CBIC Tier 2 Help Desk role. How to Remove a Person s Role Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. 174
How to Remove a Person s Role Step 2. The Access Catalog, My Access and My Pending Requests sections are displayed. Select Other Actions in the My Access section to continue. If there are multiple Other Actions options displayed, you may select any Other Actions option to continue. How to Remove a Person s Role Step 3. The View and Manage My Access page is displayed. Select Manage DMEPOS Users to continue. 175
How to Remove a Person s Role Step 4. The Manage DMEPOS Users page is displayed. Enter the Provider Transaction Access Number (PTAN) of the organization where you are required to remove a person s role. Select All Users, or a search option of your choosing, from the Search Filter drop-down menu. How to Remove a Person s Role Step 5. After selecting a search option, the Search and Cancel options are displayed. Select Search to continue. 176
How to Remove a Person s Role Step 6. After selecting Search, all of the persons matching the search criteria are displayed. Note: Additional persons may be displayed in your search results. For example, if an Authorized Official is associated with more than one PTAN, then all of the persons associated with the Authorized Official will also be displayed in your search results. This allows you to view all of the persons in an Authorized Official s organization before making any changes. Select a person to remove the person s role. Note: You will only be able to select a person that is associated with the same PTAN you entered for your search, if multiple persons are displayed. 177
How to Remove a Person s Role Step 7. After selecting a person, the Remove Role and Remove PTAN options are displayed. Note: A Convert BAO to an AO option will also be displayed, if you have selected a person with a Backup Authorized Official (BAO) role. The option will allow you to convert a Backup Authorized Official to an Authorized Official (AO), when you are required to convert a Backup Authorized Official to an Authorized Official. Select Remove Role to continue. Warning: You will not be able to remove a PTAN from an Authorized Official, when there are other persons associated with the PTAN. A PTAN organization has to have an Authorized Official, when there are other persons associated with it. 178
How to Remove a Person s Role Step 8. After selecting Remove Role, the Review Details page is displayed. Select Submit to continue to remove the role. Select Cancel to stop and exit from the Remove Role process. Select Back to return to the Search Results page. How to Remove a Person s Role Step 9. After selecting Submit, the Acknowledgment page is displayed. Select Back To Search to return to the Search Users page. 179
How to Remove a Person s PTAN The following are the basic step-by-step instructions on how to remove a person s Provider Transaction Access Number (PTAN) from a person s profile, if you have a CBIC Tier 2 Help Desk role. How to Remove a Person s PTAN Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. 180
How to Remove a Person s PTAN Step 2. The Access Catalog, My Access and My Pending Requests sections are displayed. Select Other Actions in the My Access section to continue. If there are multiple Other Actions options displayed, you may select any Other Actions option to continue. How to Remove a Person s PTAN Step 3. The View and Manage My Access page is displayed. Select Manage DMEPOS Users to continue. 181
How to Remove a Person s PTAN Step 4. The Manage DMEPOS Users page is displayed. Enter the PTAN of the organization where you are required to remove a person s PTAN. Select All Users, or a search option of your choosing, from the Search Filter drop-down menu. How to Remove a Person s PTAN Step 5. After selecting a search option, the Search and Cancel options are displayed. Select Search to continue. 182
How to Remove a Person s PTAN Step 6. After selecting Search, all of the persons matching the search criteria are displayed. Note: Additional persons may be displayed in your search results. For example, if an Authorized Official is associated with more than one PTAN, then all of the persons associated with the Authorized Official will also be displayed in your search results. This allows you to view all of the persons in an Authorized Official s organization before making any changes. Select a person to remove the person s PTAN. 183
How to Remove a Person s PTAN Step 7. After selecting a person, the Remove Role and Remove PTAN options are displayed. Note: A Convert BAO to an AO option will also be displayed, if you have selected a person with a Backup Authorized Official (BAO) role. This option allows you to convert a Backup Authorized Official to an Authorized Official (AO), when you are required to convert a Backup Authorized Official to an Authorized Official. Select Remove PTAN to continue. Note: If there are multiple PTANs displayed for a person, only the PTAN matching the PTAN you entered for the search can be removed. The PTAN that can be removed will be displayed in the Remove PTAN option before you select it. Warning: You will not be able to remove a PTAN from an Authorized Official, when there are other persons associated with the PTAN. A PTAN organization has to have an Authorized Official, when there are other persons associated with it. 184
How to Remove a Person s PTAN Step 8. After selecting Remove PTAN, the Review Details page is displayed. Select Submit to continue to remove the person s PTAN. Select Cancel to stop and exit from the Remove PTAN process. Select Back to return to the Search Results page. Warning: If a person is associated with only one PTAN and you remove the PTAN from the person s profile, EIDM will also remove the person s role from the DMEPOS application, when EIDM has completed the removal process. How to Remove a Person s PTAN Step 9. After selecting Submit, the Acknowledgment page is displayed. Select Back To Search to return to the Search Users page. 185
How to Convert a Backup Authorized Official to an Authorized Official The following are the basic step-by-step instructions on how to convert a DEMPOS organization s Backup Authorized Official (BAO) to an Authorized Official (AO), if you have a CBIC Tier2 Help Desk role. How to Convert a BAO to an AO Step 1. After navigating to the CMS Enterprise Portal (https://portal.cms.gov), accepting the Terms and Conditions, and logging in with your User ID and password, the Welcome to CMS Enterprise Portal page is displayed. Select the down arrow icon that appears next to your name at the top of page. Then, select My Access from the drop down menu to continue. Alternately, you may select Request Access Now to continue. 186
How to Convert a BAO to an AO Step 2. The Access Catalog, My Access and My Pending Requests sections are displayed. Select Other Actions in the My Access section to continue. If there are multiple Other Actions options displayed, you may select any Other Actions option to continue. How to Convert a BAO to an AO Step 3. The View and Manage My Access page is displayed. Select Manage DMEPOS Users to continue. 187
How to Convert a BAO to an AO Step 4. The Manage DMEPOS Users page is displayed. Enter the Provider Transaction Access Number (PTAN) of the organization where you are required to convert a Backup Authorized Official to an Authorized Official. Select All Users, or a search option of your choosing, from the Search Filter drop-down menu. How to Convert a BAO to an AO Step 5. After selecting a search option, the Search and Cancel options are displayed. Select Search to continue. 188
How to Convert a BAO to an AO Step 6. After selecting Search, all of the persons matching the search criteria are displayed. Note: Additional persons may be displayed in your search results. For example, if an Authorized Official is associated with more than one PTAN, then all of the persons associated with the Authorized Official will also be displayed in your search results. This allows you to view all of the persons in an Authorized Official s organization before making any changes. Select the Backup Authorized Official. Note: You will only be able to select the Backup Authorized Official that is associated with the same PTAN you entered for your search. 189
How to Convert a BAO to an AO Step 7. After selecting the Backup Authorized Official, the Remove Role, Remove PTAN, and Convert BAO to an AO options are displayed. Select Convert BAO to an AO. The radio button next to the User ID is selected and the Remove Role and Remove PTAN buttons are displayed and there is an arrow pointing to the Remove PTAN button that has to be selected to continue. Warning: Before a Backup Authorized Official can be converted to an Authorized Official, the Backup Authorized Official must be associated with all of the same PTANs that are associated with the Authorized Official for the organization. After selecting Convert BAO to an AO, the system will check to see if the Backup Authorized Official is associated with all of the PTANs that are associated with the Authorized Official. If the system detects that the Backup Authorized Official is not associated with all of the same PTANs, the system will not allow the Backup Authorized Official to be converted to the Authorized Official role. An error message will be displayed with instructions on what to do next. 190
How to Convert a BAO to an AO Step 8. The Review Details page is displayed. Select Submit to continue the Convert a BAO to an AO process. Select Cancel to stop and exit from the process. Select Back to return to the Search Results page. How to Convert a BAO to an AO Step 9. After selecting Submit, the Acknowledgment page is displayed. Select Back To Search to return to the Search Users page. 191
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