provider healthcare portal: online registration and...

Menu | Glossary Provider Healthcare Portal: On-line Registration and Delegate Management

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Provider Healthcare Portal: Online Registration andDelegate Management

March 2016



Implementation

• To ensure that Indiana Family and Social Services Administration (FSSA) standards for performance and quality are met, the new system is now expected to be available in 2016.

• Monitor IHCP website at www.indianamedicaid.com

for updates, banners and bulletins with additional information.

http://www.indianamedicaid.com/



Course objectives

View the processes of:

• Registering enrolled providers and delegates to the Portal

• Assigning a new or existing delegate to a provider

• Editing a delegate's authorized functions

• Selecting a provider location by a delegate



Online Registration Introduction



Overview

The online process provides efficient Portal registration.Users will NOT be able to submit paper registration forms.

Every user must register for an account on the Provider Healthcare Portal. This can be easily accomplished using online self-registration.

Every service location will need to be registered as a PROVIDER on the Portal. Only one registration per service location.



Who may register to use the Portal?

Three types of users access the Portal.



What is a provider?

Only one representative from each Service Location will register the entity on the Provider Healthcare Portal as a provider.

The representative who registers the PROVIDER is registering the entity – not themselves. The PROVIDER will have Portal functions comparable to the

Web interChange Administrator.

This is an individual, state or local agency, corporate, or business entity that is enrolled in the Indiana Health Coverage Programs (IHCP) as a provider of services.



What is a delegate?

A delegate is an individual designated by the Indiana Health Coverage Program (IHCP) provider and/or managed care entity (MCE) to utilize the Portal functions.

Delegate

The provider representative for each service location may register multiple delegates on the Provider Healthcare Portal.

The delegate is the same as the current Web interChange user. The delegate will have Portal functions as assigned by the provider.



Register an IHCP Enrolled Provider or a New Delegate



Registering to use the Portal

From the Home page of the Provider Healthcare Portal, click the Register Now link, located in the Login box, to start the online registration process.

Provider Healthcare Portal Home page



Registering to use the Portal

Choose the Provider or Delegate option.



Registering to use the Portal - Provider

Provider registration - two fields are required:

• Federal Tax ID• Provider ID: Legacy Provider ID

with CAPITALIZED alpha characterThe Provider ID must be a Medicaid Legacy Provider ID (LPI). A National Provider Identifier (NPI) will NOT work for the Provider ID field.

Step 1: Personal information

The representative registering as the Provider may be the same for multiple service locations.



Registering to use the Portal - Delegate

Delegate registration is for the individual user.

The last four digits of the driver’s license number.

A delegate CANNOT register without being invited by a Provider.



Registering to use the Portal - Delegate

Step 1: Personal Information

Delegate registration require five fields:

• First Name• Last Name• Birth Date• Last Four Digits of

Driver’s License Number• Delegate Code (obtained

from the provider)



Step 2: Security Information

Registering to use the Portal – Provider and Delegate

Information required for both Providers and Delegates:

User ID and Password

Contact Information

Personalized Site Key and Passphrase

Challenge Questions and Answers

User Agreement



Step 2: Security Information

Registering to use the Portal – Provider

The information entered here for the PROVIDERshould be given to the owner, CEO, or other person in charge of the entity

This information belongs to the entity, not the person.



Step 2: Security Information – User ID and Password

Passwords are only valid for 30 days before they must be changed.




Step 2: Security Information – Contact Information

Enter:

Display Name (name of user)

Email – MAKE SURE THE EMAIL IS VALID and can be accessed from the computer being used for registration.

An email address is required to complete the registration process.




Step 2: Security Information – Personalized Site Key and Passphrase

Choose a personal image, called a site key.

Type a personal word or phrase into the Passphrase field.




Step 2: Security Information – Challenge Questions and Answers

Choose and answer challenge questions.




Step 2: Security Information – User Agreement

Before submitting a registration, the user must read and acknowledge the agreement.




Acceptance message

After clicking the Submit button, a User Registration Accepted message displays with instructions to complete registration.

The message indicates that the information provided was accepted by the system. Verification is still required before registration is complete.




The Portal sends an email to the email address specified during registration. The email contains a link to a registration verification site.

Click the link in the email to access a page where the password created during the application process is required to verify the registration.

Verifying Registration – Provider and Delegate



Verifying Registration – Provider and Delegate

Upon successful verification:

A User Successfully Registered message displays.

An email is sent to the user with credentials and login instructions.



Managing Delegates



Log in to the Portal - ProviderUsing the Login ID, password, and challenge questions if applicable, log in to the Portal.

The representative designated as the provider acts like the current web administrator to create profiles and assign functions to delegates (users).



Manage Delegate Accounts

After logging in, click

Manage Accounts to manage delegate accounts.



Adding a Delegate

There are different procedures for adding a new delegate (someone who has never had access to the provider portal)

and a registered delegate (one who has previously registered on the portal for another service location or different provider).

The heading on each slide indicates which type of delegate the information is for.



Adding a New Delegate

To add and link a new delegate to the provider, click the Add New Delegate tab and enter the following delegate information:

• First Name

• Last Name

• Birth Date

• Last four digits of the delegate’s driver’s license number



Authorizing a New Delegate’s Access

Click in the Functions boxes to select the functions that the delegate will be authorized to access.



Delegate Functions



Confirmation of a New Delegate’s Information

After selecting the delegate’s authorized functions, click the submit button. The Portal will generate a confirmation page. Click the confirm button to add the delegate or click the editbutton to change the information.



Confirmation of a New Delegate’s Information

After confirming the delegate’s information, the Portal will display a confirmation message that includes the new delegate’s delegate code.

The delegate code is required to be communicated to the new delegate for registration with the Portal. The code belongs to the delegate, no matter what service location or provider they are working for in the Portal.

XXXX



Adding a Registered Delegate

To add a registered delegate to the Portal, click the Add Registered Delegate tab and enter the following delegate information:

• Last Name

• Delegate Code

If the person does not remember their delegate code, there is a search function, and the EDI help desk can assist with retrieving the code.



Authorizing a Registered Delegate’s Access

Click in the Functions boxes to select the tasks the delegate will be authorized to access.



Confirmation of a Registered Delegate’s Information

After selecting the delegate’s authorized functions, click the submit button. The Portal will generate a confirmation page. Click the confirm button to add the delegate or click the editbutton to change the information.



Confirmation of a Registered Delegate’s Information

After confirming the delegate’s information, the Portal will display a confirmation message stating that the registered delegate has been added to your delegate list.

A new delegate code is not generated as in the previous example. Once the delegate has a code, it will be theirs and will follow them no matter what provider they use the Portal for.



Editing an Existing Delegate

A list of the provider’s registered delegates is located at the bottom of the Delegate Assignment page.

Click a delegate’s name to edit the delegate’s information.




The delegate’s authorized functionscan be changed.

A delegate’s status can be changed to Active or Inactiveon the Edit Delegate page.




If a delegate has left the practice or no longer needs access, the Provider should set that delegate’s status to INACTIVE for every Service Location.

This is how the delegate’s access is revoked for the individual SERVICE LOCATION profile.



Confirmation of Edited Delegate Information

After editing the delegate’s authorized functions or status, click the submit button. The Portal will generate a confirmation page. Click the confirm button to add the delegate or click the edit button to change any information



Delegate Views of the Portal



Log in to the Portal



Delegate View of the Portal – Single Provider

On their home page, a delegate who has been added by only one provider will view the functions that the provider has authorized them to access.



Delegate View of the Portal – Multiple Providers

After logging in, a delegate that has been added by two or more providerswill have to select the provider they want to work with.

To select the provider, click the radio button and then click submit.




After receiving a Switch Provider Confirmation, the delegate will view the functions that have been authorized by the chosen provider.

The provider that the delegate is currently working with is listed in the Delegate banner.




On their home page, a delegate can click Switch Provider to access a different provider.

Delegates do not need to log off and log back in to change the provider they are using the portal for –they have the option to switch to different providers.



Comparison of Authorized Functions for Different Providers



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