mycgs user manual: introduction (a/b mac jurisdiction 15) · 2019-08-12 · introduction to mycgs...

USER MANUALINTRODUCTION

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Revised August 12, 2019 | © 2019 Copyright, CGS Administrators, LLC

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USER MANUALINTRODUCTIONmy

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| Revised August 12, 2019 | © 2019 Copyright, CGS Administrators, LLC

Introduction to myCGS

myCGS is a FREE, secure, Internet-based provider self-service application. CGS’s goal is to give providers secure, fast access to their Medicare information seamlessly via the myCGS portal.

myCGS is completely free! There is no cost to providers for registering and using myCGS.

The myCGS application provides access through the Internet to the following types of information:

• Beneficiary Eligibility

• Checking Claims Status

• View and print Remittance Advices

• Financial Information, including payment floor and last 3 checks paid

• Submit and check status of redetermination requests and status checks

• Receive correspondence from CGS

• Obtain a patient’s Medicare Beneficiary Identifier (MBI)

• Check eligibility dates for Medicare-covered preventive services

• Determine Medicare Secondary Payer (MSP) and Medicare Advantage (MA) Plan status

• Respond to claims and Medical Review Additional Documentation/Development Request (ADR) letters

• And more!

myCGS Availability

The myCGS application is available 24/7 with limited exceptions during update periods and regular maintenance (usually in the evenings and on weekends).

myCGS System Requirements

Operating System:• Windows 7 (or later)

• Mac OS X 10.x (or later)

Supported Internet Browsers:• Internet Explorer: Version 11.x (or later)

• Microsoft Edge

• Mozilla Firefox: Version 34.x (or later)

• Google Chrome: Version 40.x (or later)

• Safari: Version 10.x (or later)

• Opera: Version 26.x (or later)

Recommended Screen Resolution: • 1024 x 768

Additional Requirements:• Adobe Acrobat Reader Version X (or later)

or Adobe Acrobat Pro Version X (or later)

• JavaScript enabled

• Compatibility view disabled

• Pop-up blocker disabled

• Use TLS 1.2 or higher selected in browser settings. This option is typically located on the Advanced tab under Internet Options in your browser

Please note: Although myCGS may still be accessible without meeting these requirements, only the options above are supported. Failure to meet these requirements may adversely affect the functionality and layout of myCGS.


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Compatibility settingsTip: If you are using Internet Explorer 8.0, please make sure you have selected the compatibility settings to help make myCGS work better.

• In your browser, from the top menu, click on Tools.

• Then click on Compatibility View Settings.

• At the bottom of the screen, click the box that says display all websites in Compatibility View.

myCGS Support

For questions or assistance with myCGS, contact the EDI Help Desk, available 7:00 a.m. – 4:30 p.m. CST (8:00 a.m. – 5:30 p.m. EST)

EDI Help Desk • Part A: 1.866.590.6703 (Option 2)

• Part B: 1.866.276.9558 (Option 2)

• Home Health and Hospice: 1.877.299.4500 (Option 2)

Within myCGS, there are “Help” buttons on each screen, which link you to the myCGS User Manual with more information about myCGS.

Registering for myCGS

In order to register and use myCGS a provider (PTAN/NPI combination) must have a signed Electronic Data Interchange (EDI) Enrollment Agreement on file with CGS. The EDI Enrollment Agreement is included in the EDI Enrollment Packet, which is located on the CGS website. If you do not already have an EDI Enrollment Agreement on file with CGS, you can access the form at http://www.cgsmedicare.com/pdf/EDI_Enroll_Packet.pdf

Provider AdministratorEach provider (PTAN/NPI combination) must identify and assign an individual to be their ‘Provider Administrator’ when registering for myCGS. Only one initial Provider Administrator per EDI Enrollment Agreement related to a PTAN/NPI combination may register for myCGS. The Provider Administrator will be responsible for creating, deleting, and granting permissions to additional users related to that PTAN/NPI combination. Additional users may include ‘Provider Users’ or additional ‘Provider Administrators’. Provider Administrators will have access to all tabs within myCGS.

Provider UserProvider Users are established by the Provider Administrator, and are granted rights to some/all tabs within myCGS. Those tabs for which Provider Users have not been granted access will be grayed out, and will not be accessible.

If you need access to tabs which are grayed out, you must seek access from your Provider Administrator. (CGS does not determine access or security for Provider Users). There is no limit to the number of Provider Users that can be established under the Provider Administrator.

http://www.cgsmedicare.com/pdf/EDI_Enroll_Packet.pdf


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Registration1. Navigate to the myCGS homepage, http://www.cgsmedicare.com/mycgs/index.html

2. Click on “Register for myCGS”

3. To complete your registration for myCGS, enter the information listed below.

a. Provider Name

b. Contact Name, Last and First

c. E-Mail Address

d. Phone Number

e. Extension

f. I am/work for: (select “Provider,” “Billing Service” or “Clearinghouse”)

g. PTAN (This is your Provider Transaction Access Number, also known as your Medicare provider number.)

h. NPI (This is your National Provider Identifier number.)

i. Tax ID (This is your Tax Identification number.)

j. Most Recent Medicare Payment Amount Received (If you received more than one payment on the same day, use the amount with the highest check number.)

k. Line of business (Select “Part A Ohio,” “Part A Kentucky,” “Part B Ohio,” “Part B Kentucky,” or “Region B HHH”)

l. Billing Service/Clearinghouse information (if applicable)

4. Review the “Terms of Use” and “Privacy Notice.” If you agree, check the box and click “Submit.”

5. If you have successfully entered your registration information, you will see the “Welcome to myCGS!” screen, with a message advising you to check your email for a link to verify your profile.

6. A validation e-mail will be sent from [email protected] to the e-mail address indicated on your registration. You must access the e-mail and click on the validation link to complete the registration process.

7. Once you click on the validation link, you will be taken back to the myCGS portal.

8. Your profile has now been verified.

NOTE: If you try to log into myCGS before you have accessed the validation link, you will see the profile screen where you can update or correct your e-mail address, if needed. If your e-mail address is correct, you may click on the link to request a new e-mail. Verify that your e-mail address is correct on your profile before calling the EDI Help Desk for assistance. If you are sure your e-mail address is correct, but you do not receive your e-mail, your company’s e-mail security settings may need to be updated to allow incoming e-mails from myCGS.

Unsuccessful RegistrationIf you have entered registration information in an incorrect format, the myCGS application will display an error message in red at the top of the screen. Carefully read that error message and enter the information again. If you have verified the information entered is correct, and you are still unable to register, ensure that you have an EDI Enrollment Agreement on file with CGS. You must have one on file with CGS in order to register for myCGS.

User ID AssignmentIf the information you entered on the ‘myCGS Registration’ screen is complete, and you have an EDI Enrollment Agreement on file, you will be assigned a Provider Administrator User ID.

http://www.cgsmedicare.com/mycgs/index.html

mailto:[email protected]


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In some cases, a User ID will begin with what appears to be the letter ‘O’. Please note this is the number zero (0). Using the letter ‘O’ instead of the number ‘0’ will not allow you access to myCGS.

You will then be asked to choose your password and answer your security questions (see the ‘User ID Passwords’ and ‘User ID Security Questions’ sections below).

Once the Provider Administrator has established his/her security, the Provider Administrator can create additional User IDs for additional staff to access myCGS.

Creating Additional User IDsThe Provider Administrator is responsible for creating additional User IDs, referred to as ‘Provider Users’, for other staff to access myCGS. In addition, your Provider Administrator can also create additional ‘Provider Administrators.’

For security purposes, each myCGS user must have a unique User ID and password. This means each User ID must be created with the user’s actual first and last name. Generic first and last names are not permitted. User IDs and passwords should never be shared.

Examples of unacceptable user names:

• Front Desk

• Account Coordinator

• Billing Department

• User A

• ABC Office

Important: User IDs will be deactivated after 30 days of inactivity. We strongly suggest that each user log into myCGS at least once every two weeks to maintain access. This is especially important for Provider Administrators. If the Provider Administrator’s ID is deactivated, all of the additional users associated with that Provider Administrator will also be deactivated. (See the ‘User ID Expired’ section.)

User ID Passwords

For security purposes, each myCGS user must have a unique User ID and password. This guide will help with creating and maintaining secure passwords.

Length of Password At least 8 charactersPassword Requirements

• Case sensitive• Must contain an upper-case letter• Must contain a lower-case letter • Must contain at least one special character (such as @, # or $)• Must contain numbers (0-9) and letters (A-Z, a-z)• Must begin with a letter• Cannot use leading portion of first or last name• Cannot contain spaces• Cannot use same password as the previous thirteen passwords

Password Expiration and Changes

• Must be changed every 60 days.• Must contain at least 6 different characters than the

previous password.• When password expires, user will be prompted to create a new

password upon log in.Frequency of Password Change

Password can be changed once in a 24-hour period.

Password Reset If user forgets password, access the Password Reset Tool by selecting the ‘Forgot your password?’ link on the Log In screen; or the ‘Forgot or Change Your Password’ link on the Welcome screen.


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Additional Password Tips & Reminders• myCGS users logged into the system will automatically timeout after 15 minutes of

inactivity. The user can immediately log back into myCGS.

• myCGS users who attempt to login three times unsuccessfully within 120 minutes will experience an indefinite lock-out period.

- If a Provider User is locked out, contact your Provider Administrator to regain access. The Provider Administrator is able to unlock accounts from the ADMIN tab.

- If a Provider Administrator is locked out, please check with other Provider Administrators within your organization to unlock the account. If there is only one Provider Administrator, he/she must contact the EDI Help desk to unlock the account.

• In order to remain active in myCGS, Provider Administrators and Provider Users must log into the portal at least once every 30 days.

- If the Provider Administrator is deactivated for non-use, ALL Provider Users granted access by the administrator will be deactivated, as well.

- Provider Administrators and Provider Users must re-register as NEW users. TIP: You will receive a reminder email from [email protected] when you have not logged into myCGS for a consecutive 20 day period. If, after receiving this email, you still do not log in, another email will be sent on day 25. Add this email address to your address book to ensure our notification is delivered to your inbox.

EDI Help Desk• Part A Providers: 1.866.590.6703 (Option 2)

• Part B Providers: 1.866.276.9558 (Option 2)

• Home Health & Hospice Providers: 1.877.299.4500 (Option 2)

User ID Security Questions

In addition to a password, each myCGS user must create six security questions. These security questions will allow the system to verify your identity in the event that you forget or need to reset your password.

1. Select a security question from the drop down.

2. Enter answer to question. Answers are case sensitive and include spaces.

3. Questions can be verified or changed through the ‘My Account’ Tab once logged in.

[email protected]


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Changing or Resetting Your Password

If you forget your password, you can use the ‘Forgot your password?’ link on the ‘Log In’ screen, or the ‘Forgot or Change Your Password’ link on the ‘Returning User’ screen.

1. Click ‘Forgot Password’.

2. Enter your User ID in the “Enter User ID” field, and click “Submit.” The “Password Reset Validate” screen will appear with the User ID security questions.

3. Enter correct responses in the corresponding “Validation Answer” fields, and click “Submit.” Security questions must be answered correctly to reset your password.

4. Once security questions are validated, the “Password Change” screen will appear. Enter your new password in the “Enter New Password” field. Ensure that your new password complies with the required password format rules. (See the “User ID Passwords” section.)

5. Re-enter your new password in the “Re-enter New Password” field, and click “Submit.”

Reminder: passwords are case-sensitive, and must be entered exactly.

Note: You cannot change your password more than once in a 24-hour period.

If you attempt to login three times unsuccessfully, you will be locked out indefinitely. A Provider Administrator whose access has been locked must contact the EDI Help Desk for assistance. If you are a Provider User and locked out, contact your Provider Administrator to unlock your account.

TIP: If you’ve forgotten your password, utilize the password reset function prior to the third attempt to avoid the lock-out period altogether.

Logging Into myCGS

If you were assigned a password by your Provider Administrator and this is the first time you have logged in, you will be prompted to agree to the terms of use, change your password and choose your security questions and answers. (See the “User ID Passwords” and “User ID Security Questions” sections in this Manual.)

Once you have received your User ID and created your password, you can now access myCGS at http://www.cgsmedicare.com/myCGS/index.html.

1. Click on the “Log In” link.

2. Enter your User ID and password in the appropriate fields, and click “Log in”

http://www.cgsmedicare.com/myCGS/index.html


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CGS recommends that all Provider Administrators and all Provider Users sign into myCGS at least once every two weeks. For more information, refer to the “User ID Expired” section.

Multi-Factor Authentication (MFA)Multi-Factor Authentication (MFA) is a CMS requirement that provides an additional form of security to safe guard provider and patient information.

1. After entering your user ID and password, you will be prompted to request and enter a MFA verification code.

2. Select the method you would like to receive your verification codes. Codes can be received via your myCGS registered email address or mobile phone number on file. (This is set up during the registration process.)

3. Once you receive your verification code, enter the code in the box ‘Enter the code here’.

4. Click submit.

5. Your verification code is reusable up to 12 hours. If you have logged off, and wish to log back in, enter the same and click submit.

6. If you no longer have your code, you can select Regenerate Code. Your previous code will no longer be valid.

myCGS Session Time outFor security purposes, all myCGS sessions will automatically time out after 15 minutes of inactivity. A notification box will display when you are approaching your inactivity limit. If you wish to continue your session, click ‘OK” and your session will be extended.

User ID Expired

CGS and CMS are dedicated to keeping your information safe. To achieve this, access to myCGS must be limited to users who use the system on a regular basis. As a result, a user ID will expire and be disabled when it has not been used in 30 days. For this reason, CGS recommends that all Provider Administrators and all Provider Users sign into myCGS at least once every two weeks.

• If you are a Provider User, contact your Provider Administrator if your user ID has expired. Your Provider Administrator must add you again as a new user. You will receive a new user ID from your Provider Administrator.

• If you are the only Provider Administrator and your user ID has expired, you must register for myCGS again. You will receive a new myCGS user ID. You must also add any Provider Users to myCGS as new users, as they will be deactivated as well.

- If there is another Provider Administrator, in your organization, contact that person. The active Provider Administrator must add you as a new user with a new myCGS user ID.


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The Provider Administrator may also allow you access as an additional Provider Administrator.

Note: CGS encourages more than one Provider Administrator.

Logging Out of myCGS

You must log out, when you are done using myCGS, to end your session. To logout, click on the ‘Logout’ link, which is located in the upper right of any screen in myCGS.

For your security, if you do not log out, myCGS will automatically timeout after 15 minutes of inactivity.

You may log back in at any time.

mycgs user manual: introduction (a/b mac jurisdiction 15) · 2019-08-12 · introduction to mycgs...

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