A: Yes. You can obtain a copy of the Webinar presentation by going to the Webinar table at the following link: http://hrsa.dshs.wa.gov/providerone/ScheduledWebinars.htm Click on the link beneath the description of this Webinar.

Q: What does MMIS stand for?

A: Medicaid Management Information System

Q: Will we be able to make changes after the go-live date?

A: Yes.

Q: Why wouldn't provider information already on file with DSHS – such as ownership information, licenses and certification – be transferred into ProviderOne?

A: That information was not in our MMIS.

Q: Where is the e-learning information?

A: http://hrsa.dshs.wa.gov/providerone/ELearning.htm

Q: Once you login to ProviderOne, where do you go to begin the registration process?

A: I recommend you look at the Registration and Security Administration Manual. It will take you through registration step by step, including how to log in and launch ProviderOne. Link to Registration and Security Administration Manual: http://hrsa.dshs.wa.gov/ProviderOne/documentation/Registration/PRR%20Desktop%20Reference%20guide.pdf

Q: It sure seems like we are setting up ProviderOne for you. It is extremely tedious, time consuming and confusing. Why couldn't our previous provider information have been imported to Provider One?

A: It was. We are asking you to confirm that all information that was brought over is correct and up to date.

Q: Will I have to start the wizard over if I can't complete all the wizard steps due to needing more information or having a question?

A: No.

Q: My status is complete on all steps but I am not on the P R I O R I T Y P R O V I D E R S R E G I S T R A T I O N S T A T U S list that one of my funder has. What else do I need to do?

A: Wait until your registration is approved. Check your alerts in your "My in Box.”

Q: If you have registered and are waiting for the Security Admin Profile, how long does it take to get the ok to move forward?

A: You do not have to wait to have your registration approved to continue with the security process.

Q: Where can I find all these slides for the webinars?

A: You can obtain a copy of the Webinar presentation by going to the Webinar table at following link: http://hrsa.dshs.wa.gov/providerone/ScheduledWebinars.htm Click on the link beneath the description of this Webinar.

Q: I am an inpatient facility for chemical dependency treatment. I have completed the security part, but do I have to complete the registration process? We do not bill for Medicare or Title 19. We do our monthly billing through target system through DBHR. How will I know my information for all of this registration?

A: If you submit any claims to DSHS Medicaid for reimbursement and DSHS sends you the weekly paycheck and remittance advice, then yes, your information is in ProviderOne and you will need to register. The fact that you completed security suggests you have a ProviderOne ID (domain) assigned to your pay-to NPI that will be replacing the legacy MMIS ID that you are currently billing with.

Q: I have a 7-digit ProviderOne ID for my clearinghouse, but I do not have a start date. What should I do?

A: You can put in today's date. You are simply letting the system know when you are allowing this clearinghouse to transact on your behalf.

Q: I can log in, but don’t understand where I am supposed to modify this information for all the steps.

A: Please look at the eLearning version of Registration training: http://hrsa.dshs.wa.gov/ProviderOne/Provider%20Training.htm

Q: I am having trouble understanding the difference in “Billing Method” between a “billing agent or clearinghouse” and a “HIPAA batch file.”

A: Billing method is determining the method you will use to transact with DSHS.

Q: I’m beginning to think that because we only see about 20 to 30 DSHS patients per month, we would be better off to just use the IVR and send claims on paper. The only difficulty would be getting the RAs. Any thoughts on this?

A: You are correct in that you would not be able to get an RA. Also, keep in mind that at some point DSHS will be requiring all providers to complete registration.

Q: When are you talking about the HIPAA batches? Is that the EOB file that I currently download from WAMedWeb?

A: HIPAA refers to sending or receiving transactions by batch – more than one at a time.

Registration Steps

Q: Under modification status, why do some areas have nothing entered and some say updated? We have completed all of these steps. Are we supposed to ignore areas where nothing is entered?

A: In general, any step where you add or modify data will post. In some cases, it may post "updated" in acknowledgement that you have reviewed the step.

Q: How do we know if we are classified as an FAOI? We are Community Mental health Agency who bill some Psychiatry services Fee for Service.

A: CMHAs are considered in the “FAOI” category.

Q: This is the message I received after submitting the registration: Provider Modification (Modification Request Number: xxx) is approved. Please verify your data. What does it mean?

A: Your registration has been approved. There is no additional work you need to complete; however, if you want to go in and look at your information, you can.

Q: I have already completed my registration, but I skipped the steps that were optional. When I go back and enter the information in that step, do I need to then resubmit all of my information?

A: You only need to submit for the changes that you want to make.

Q: I am trying to set up users. I can’t input county, city or state in the pop-up menu. Where do I grab this information from?

A: There is an address button. Click that button and you will be able to input this information.

Q: I am logged in with the EXT Provider System Administrator profile. Why won’t it let me do all the steps to register?

A: You must complete registration with the EXT Provider File Maintenance profile. The system administrator profile only allows you to add and maintain your users.

Q: When I am working in the registration pages, when I change the information, it appears, but then when I return to the page no information appears. What am I doing wrong?

A: Please use the “filter by” option. Drop down – Status % Enter. The information you have in review will now appear.

Q: If we are already receiving EFTs for our payments, do these need to be set up again in ProviderOne?

A: As long as all the information is the same in the legacy system and in ProviderOne, then there is nothing for you to do other than verify ProviderOne has the correct information.

Q: Once you've submitted for review and alert message appears on Provider Portal, how do I view the message?

A: Click on the hyperlink.

Q: Trying to register office staff as new used. What does EID mean?

A: Employee ID number.

Q: Does it have to be a special number within your system, or just our internal number?

A: Your internal number.

Q: In step 1 where it asks for the legal name, it won't let us use the “&” sign even though that is how the IRS and Medicare have it listed. Will that be fixed in the future? For now I just used the word “and.”

A: It is not a problem to use ”and.” We do not know if the system is going to be changed.

Q: Step 4 asks for SSN/FEIN. Should I use the tax ID for the clinic? What is ownership start and end date?

A: Individual ownership type requires SSN. Organizational ownership type requires FEIN. Talk to your administrator to find out when the start date is. Or you can use the start date from step 3.

Q: In step 5, what licenses or certifications do you need? We have 5 doctors, but only our organization name comes up in the location box, so I'm not sure what you need.

A: There will be more training by Webinar on claims submission, client eligibility and preauthorization beginning October 19th. Currently there is a Claims submission tutorial available and the Provider System User Manual is available at: http://hrsa.dshs.wa.gov/ProviderOne/Provider%20Training.htm These are very good resources.

Q: I am on step 5. I'm registering as an organization. We are a school with a dental clinic. What license is this step requiring?

A: Click on Required Credentials at the top of the Business Process Wizard.

Q: In step 5, there is an agency listed for us, but we did not put it there and it is not related to us. Should we delete it or ignore it? If delete it, how to delete?

A: You can ignore it or end date it.

Q: In step 5, I am unable to get the system to accept changes to the effective and end dates to reflect the dates in step 2. How do I delete current license info and start over with step 5?

A: Check the box next to step 5 and click on the undo update box on the original business process wizard page.

Q: On a previous slide, it said to send in copies of licenses and certifications with “cover.” What kind of cover?

A: When you submit your registration, there is a link to use to print out a cover sheet to send in with your information.

Q: Step #5 - We've entered the wrong information here. We need to go back and change what we've already entered. I need some help moving through this process. Thanks.

A: If you have already submitted your registration, then you will need to wait until your registration has been approved to make this change. If you have not already submitted, you can go back in to that step. You can end date the information you have already typed in and then add the correct information. Hope this helps.

Q: I started the day needing only to complete step 5, have now been through both webinars, entered the license number, end and start dates consistent with those in step 3 as directed, and still have an incomplete on step 5 with the comment: Please add required License/Certification. I just don't know what else I can do to complete this step and be allowed to submit in step 18.

A: Contact providerenrollment@dshs.wa.gov [1-800-562-3022 select option 2,4,2]

Q: I cannot get the step five to accept modification of dates.

A: The start date in step 5 license, if pay to: must equal the start date of locations in step 2.

Q: In step 5, it says in review. What does this mean?

A: It means you have made modifications to the information in that step. You may continue to make changes in this step until you submit your registration. After you submit your file, it will be reviewed for approval by our provider enrollment unit.

Q: Re Step 11, is this pertaining to claims submissions? What about paper claims? Or is this just about determining eligibility of clients/patients?

A: Step 11 is about how you will submit any type of transaction, except paper claims. You may submit paper claims.

Q: If we mail our HCFA forms directly to DSHS, which billing method is recommended?

A: You would not indicate an option at Step 11.

Q: How can I modify the selections that were chosen in Step 11? We needed to add SFTP to the list.

A: If you have submitted your registration, you need to wait until you receive approval. Then you can go back in and update that information.

Q: In Step 11, I chose Web interactive and was told that I will not need to send a HIPAA batch test. Is this correct?

A: That is correct.

Q: In step 13, we have listed a clearinghouse for our billing. I don't know the start date for this; do I need to call the clearing house or can I just use the start date in step 2?

A: You can use any start date you like here.

Q: How does step 15 affect ambulance? Do all of our NPIs under the same Tax ID need to be listed?

A: Servicing providers are not required for ambulance services.

Q: If we have a group number and a lot of dentists with their own provider numbers, are we an organization?

A: You should be a group practice provider type, and your servicing providers will be listed under step 15 of your Business Process Wizard for your group NPI.

Q: After you submit you registration on step 17, there are a list of documents to mail in or fax in to DSHS. What is the fax number?

A: Fax number to Provider Enrollment is 360-725-2144.

Q: It won't let me complete Step 17 because it shows Step 5 as incomplete. How exactly do I "end date"?

A: I need to refer you to the eLearning for registration. There is information in this training that will teach you how to 'end date' information. http://hrsa.dshs.wa.gov/providerone/ERegistration.htm

Q: In Step 17, it says that DSHS will notify me of the approval on the Alert messages of the main provider portal page. I thought we were not to access ProviderOne after registration is complete. I know we cannot use ProviderOne for any billing, but can we access ProviderOne to review our work completed for registration and security, and view the approval from DSHS?

A: Yes, you can access ProviderOne for the purposes you listed.

Identifiers

Q: Why can't the DME registration be under the same tax ID as the provider’s; why a new domain?

A: Each NPI you reported to us under your organizational tax ID was assigned a ProviderOne domain. Each domain will need to have user set up for it and registration will need to be completed.

Q: Is ProviderOne client ID # the same as Domain #?

A: Client ID will replace your patient's PIC. ProviderOne ID = your domain.

Q: Do you know why my password hasn’t been working since 09/05/09?

A: If you are not the security administrator, you need to contact your security administrator. If you are the security administrator for you organization, please contact our security unit at: provideronesecurity@dshs.wa.gov Please send only one email per issue. State the nature of the issue in the subject line. Also include your provider ID if you have it. Otherwise please provide your tax ID.

Q: How can I get a list of Domain numbers that are assigned to my tax ID?

A: providerenrollment@dshs.wa.gov [1-800-562-3022 select option 2,4,2]

Q: We are a hospital that owns a clinic as well. We share the same tax ID, so you have created 2 domains for us, and the 2nd one we can't get into because it says we are already enrolled with that tax ID. How do we overcome this issue?

A: Contact providerenrollment@dshs.wa.gov [1-800-562-3022 select option 2,4,2]

Q: I know of only one legacy ID for my doctor’s office. How do I find out if he has more than one? Example: legacy ID for individual AND office.

A: providerenrollment@dshs.wa.gov [1-800-562-3022 select option 2,4,2]

Q: After I have my Domain and trial Username - how do I set up my new system administrator profile?

A: Link to security tutorials: http://hrsa.dshs.wa.gov/ProviderOne/documentation/Tutorials/Security/Security/Security

Q: I worked with Provider Enrollment to reassign a different NPI for all servicing locations instead of having them all under one NPI number; however, I am not able to get security credentials because I get an error message. I have a Domain/Provider One ID number for each. How do I get past this hurdle?

A: Security email: provideronesecurity@dshs.wa.gov Please send only one email per issue. State the nature of the issue in the subject line. Also include your provider ID if you have it. Otherwise, please provide your tax ID.

Q: I was working on the licensing step and one of the required licenses was associated with a taxonomy that we do not use. I expired that taxonomy, but it still shows the licensing step as incomplete. I also fixed all the dates so that the specialties and licenses match. Will I be able to submit my changes for modification even though that step says incomplete? (We do not have the information that is required for that certification, so I'm unable to complete it.)

A: Please contact provider enrollment at: providerenrollment@dshs.wa.gov [1-800-562-3022 select option 2,4,2]

Q: We have submitted for both doctors’ NPIs but not the group NPI. Is that OK?

A: No. Every NPI you have in ProviderOne needs to be submitted. You must complete registration for your group NPI as well.

Q: We received multiple domain and usernames, and then we received the passwords, but we don't know which one goes with which one.

A: Security email: provideronesecurity@dshs.wa.gov Please send one email per issue and state your issue clearly in the subject line. Be sure to include your ProviderOne ID or your Tax ID.

Q: I think you've answered this question, but just to be clear: I have registered the group NPI. I now need to enter the physicians individually, meaning I need to do 12 registrations?

A: Yes, you will register them as servicing providers.

Q: I've set up the domain for our clinic group and I'm in the registration process, but do I need to set up a totally separate domain for our ASC? Clinic and ASC have the same tax ID number.

A: If the NPI is the same for both, then your ASC information consolidated under that NPI. If your ASC is under a different NPI, it will be under a different domain. If this is the case, go to the security applet and enter your Legacy ID: https://fortress.wa.gov/dshs/npicaphrsa

Q: On the NPI department question, you said we need to register. Where do we register those numbers – we only have one domain?

A: This is the applet: https://fortress.wa.gov/dshs/npicaphrsa

Q: Does each NPI, be it a group or individual NPI, require its own ProviderOne Logon and Domain?

A: No. The log on and domain are identified with the pay-to NPIs.

Q: I cannot access the Client ID Crosswalk because my provider’s current DSHS provider number does not match up with the Tax ID apparently. I have entered the correct numbers several times and I get a red note saying they don’t match. What do I do?

A: Please email provideronesecurity@dshs.wa.gov MMIS ID and tax id are required.

Q: Will passwords need to be recreated on a monthly basis as with WAMedWeb?

A: No. They need to be reset every 120 days.

Taxonomy

Q: Were taxonomy codes assigned by ProviderOne?

A: Yes, based on the way your organization has done business with us in the past.

Q: Why won't it let me, as administrator, add other taxonomy numbers?

A: The security administrator does not have access in ProviderOne to complete a Registration activity. Adding a taxonomy is a registration activity. The profile that will give you this access is the File Maintenance profile. As the security administrator you can add this profile so you can complete this activity.

Q: I cannot get a Critical Access Hospital Taxonomy code to come up when reviewing the registration info. How can I make that one be assigned for our hospital?

A: If the taxonomy code you are looking for is not in the dropdown, you need to select one of the taxonomy numbers that is in the dropdown. You may want to attend one of our taxonomy webinars.

Q: There are already taxonomies assigned that I did not add. Were these assigned by HRSA, and should I assume these to be correct?

A: Those codes were assigned by DSHS based on the way you did business with us in the past. You will need to determine if you have all the taxonomies that should be associated with your organization.

Claims Submission

Q: If I am not submitting electronic claims through ProviderOne, why in security setup a required field? Could it be that the previous employee (before I came) enrolled in this but didn't use it?

A: There are other functions in ProviderOne that require security access, such as viewing/downloading your RA, or checking client eligibility. It could be that a previous employee began this process. If that person was you security administrator, you need to contact our Security Unit at: provideronesecurity@dshs.wa.gov Please send only one email per issue. State the nature of the issue in the subject line. Also include your provider ID if you have it. Otherwise, please provide your tax ID.

Q: What is the process for paper claim submission, and electronic EOB remittances?

A: Paper claim submissions process will remain the same. You will need to use the ProviderOne identifiers. There is a process for electronic EOB remittance. There will be system training available beginning Oct 19th. I recommend you take a claim submission course.

Q: What is the process for paper claim submission, and electronic EOB remittances?

Q: When entering claims manually into ProviderOne, will there be a date span issue?

A: There will be more training by Webinar on claims submission, client eligibility and

preauthorization beginning October 19th. Currently there is a Claims submission tutorial available and the Provider System User Manual is available at: http://hrsa.dshs.wa.gov/ProviderOne/Provider%20Training.htm These are very good resources.

Q: We submit claims via the ACS Gateway; is this directly to DSHS?

A: If you upload batches into WAMedWeb then you are a Web batch submitter. If you use your own software to upload, then you are a web batch or SFTP submitter, depending on the size of your files. If you use a Billing Agent or Clearinghouse, then you choose BA/CH.

Q: If we submit claims interactive, can we change the submission method later?

A: Yes you can.

Q: We do our billing, but we submit claims through a clearinghouse and sometimes paper claims. What step should we take to submit paper claims? Do we need to include our taxonomy code in our paper claims? If so, which field in HCFA 1500 should we put our HCFA 1500.

A: No step is needed to submit paper claims. You must use ProviderOne identifiers, taxonomy, NPI, client name, gender, and date of birth. For where to place NPI and Taxonomy Codes on paper claims, please refer to Memo# 08-59 issued 8-18-08: http://hrsa.dshs.wa.gov/download/Numberedmemos.html

Q: Can we still be a paper biller, and only use ProviderOne to confirm eligibility? How would we get the RA?

A: You can bill on paper and download your .pdf RA through the ProviderOne portal.

Providers

Q: How do I delete a provider who is no longer with our practice?

A: You simply end date them.

Q: When will we get instruction on how to initiate enrollment of new providers in P1? When will we need to stop sending in the paper enrollment forms?

A: These instructions are ready to be posted and will be posted soon. You will begin using the on line process on December 6th.

Q: What sort of end date do we use to terminate a provider no longer with the facility? Any date prior to the present date?

A: The best date is the date the provider actually left your organization.

Q: I'm still not clear on servicing providers. We are a hospital pharmacy.

A: Pharmacies do not have servicing providers.

Q: We have a new ARNP that just graduated and I need to get her enrolled w/DSHS. Can I use the ProviderOne "Initiate New Enrollment" now?

A: No. You need to go through the Legacy process until Go Live.

Schools/School Districts

Q: If we are a school district and all our therapists (OT, PT, SLP) are billed under the district NPI, will I still need to enter licenses and certificate numbers?

A: No you do not need to do that.

Q: We are a school. We would be a FAOI?

A: When you enter the wizard, it tells you what type of provider you are.

Q: In Step 3, we are a LEA (school). It gave us an administration of HRSA. Is this correct?

A: Correct.

Q: We are a school; who would be our owner?

A: Put in the best information you can there. For example, if you are in the Spokane School District, put that name, tax ID and main administration address in.

Q: Where do I get the business license number and start and end date for step 5? We are a school district.

A: You can use this link to the Secretary of State’s office to look up your business license (UBI) number: http://www.secstate.wa.gov/corps/corps_search.aspx

Q: Who is the Point of Contact for School Districts?

A: Randy Pierser at Leader Services is your clearinghouse and is helping school districts through their registration.

Q: So as a school district, are we considered a clearinghouse?

A: No. A clearinghouse is an organization that providers choose to do transactions for them. Many school districts use Leader Services as their clearinghouse.

Q: So can we continue to use Leader Services?

A: Yes you can.

Q: As a school district, then do we have to do anything or does Leader Services do the transition for us?

A: As a school, you need complete security for each person in your organization who will access ProviderOne and register your organization. Leader Services will not complete these activities for you.

Q: I am with a school district. What are you looking for as far as Licenses and Certifications? Per our clearinghouse, we do not have to register each provider, we are to register just the school district.

A: Click on required credentials. You need to register your pay to NPIs. SCHOOL DISTRICTS: A business license (Unified Business Identifier or UBI) is the identifier used for school districts. You can look yours up if you need to. Here is a link to the Washington Secretary of State’s website, to look up the district’s business license (UBI) number: http://www.secstate.wa.gov/corps/corps_search.aspx

Security

Q: Because we are a chain pharmacy, I sent out 57 spreadsheets for security and on each was a username field; yet when I went to registration, it assigned a different username. Can I not use the user IDs we wanted?

A: The system will auto generate the “Username” based on user’s first and last name; however, the system administrator can overwrite the “username” field and can put in the user ID they want to have.

Q: We submitted changes more than four weeks ago for security and for registration, but still we don't see the changes. You mentioned a week or so, but since it has been longer, should we resubmit the spreadsheet for security?

Q: How long after we complete the Security piece of the process must we wait before completing Registration?

A: Continue right away.

Q: How do you know if you have completed the Security portion so that you can start the registration portion? I attended a Webinar last week on Security and found out that all the info I set up was for a "trial account.” So now I need to start all over?

A: You do not need to start over. You need to set up the person with the System Administrator profile who will normally complete the security tasks. We recommend you set up a second individual as System Administrator in the event you are not available to complete a task.

Q: I know this is not on security, but when you are unable to get into the system and it has been three weeks since I sent an e-mail and no answer, it is pretty difficult to proceed to get our practice set up. This is very frustrating and stressful and I'm sure there are many other clinics out there with the same issue. Please update us on how long of a wait to get help with ProviderOne.

A: Security email: provideronesecurity@dshs.wa.gov Please send one e-mail per issue and state your issue clearly in the subject line. For example, Locked Out! Be sure to include your ProviderOne ID or your Tax ID.

Q: Could you please clarify what the people on my spreadsheet actually need to do right now to finish being registered?

A: The “people” don't do anything. The person who will complete your registration activity needs to be assigned the File Maintenance profile during the security set up.

Q: So, do the people on my spreadsheet need to sign in at all right now? If so, for what purpose?

A: They will be able to sign in after go live.

Q: So if I complete any necessary changes to security and registration, do I then re-submit for DSHS review?

A: DSHS does not review changes you make in security. For registration, once you make a change, you submit your change to DSHS and we approve.

Q: Do I need to approve all employees I’ve entered before I can add profiles?

A: Yes.

Q: I added two users. They are in review. What is next? Can I approve them now?

A: Yes, you approve them. Look for the eLearning version of the Security webinar: http://hrsa.dshs.wa.gov/ProviderOne/Provider%20Training.htm

Q: Do you have a list of the profiles and what functions you are allowed to see?

A: Go to http://hrsa.dshs.wa.gov/providerone/Security.htm Scroll down and click on the link under Step 3.

Billing Agent/Clearinghouse

Q: In a webinar yesterday, they said that there would be a list of billing agents and their registration status posted to the P1 site, I couldn't find it, can you send the link?

A: It's on the main provider page, under the October 5^th update: http://hrsa.dshs.wa.gov/providerone/providers.htm

Q: We use a clearinghouse, thus I would select Billing Agent/Clearinghouse. Can I still choose to submit a single claim via ProviderOne?

A: Yes. Also select web interactive.

Q: The Trading Partner agreement is to be filled out by the Clearinghouse, correct?

A: That is correct. However, if your organization intends to do any type of batch transaction not associated with your Clearinghouse, you will also need to complete and send us a TPA.

Q: Our clearinghouse has not started working with ProviderOne. I have placed a call to them. Does ProviderOne follow up with them?

A: We are working with the Clearinghouses. It is great that you have already contacted your Clearinghouse.

Q: Will Premera have capability to do 270/271, 276/277, 278, or 835? Or do you recommend switching to direct exchange with ProviderOne?

A: ProviderOne allows for the retrieval of those files. You will need to work with your Clearinghouse to ensure they test and can receive those on your behalf.

Q: If Premera's testing for retrieval and exchange for these files is unsuccessful and they have determined they will not be exchanging these electronic transaction, then should we register with ProviderOne for a direct exchange?

A: I recommend you email HIPAA testing issues to hipaa-help@dshs.wa.gov [1-800-562-3022 select option 2,4,4] T hey can help you with testing issues. If you do decide that you are only going to submit via direct data entry then we do suggest that you go back in and modify your provider file with this information.

Q: We do our own billing, but we submit claims through a clearinghouse. We should select that method, correct?

A: Yes, you may do your own billing, but if you send your claims off to a clearinghouse who then sends them to ProviderOne, then you should be selecting "Billing Agent/Clearinghouse" on step 11, and then on step 13 you will need to provide the seven-digit ProviderOne ID that identifies the clearinghouse you will be using.

Q: I entered our clearinghouse contact information in step 14. Do I go in and change that to my information as the domain administrator?

A: Step 14 relates only to contact information for someone at your organization when you indicate in step 11 that you will be either a "Web Batch" or "FTP Secured Batch" submitter. If you are using a clearinghouse, then step 14 is not a required step - nor is it necessary. The contact information for the clearinghouse is contained within the ProviderOne ID of the clearinghouse you designate so you do not need to provide that information.

Q: My clearinghouse is still waiting to test with you. When will they get to test?

A: They should be able to test right now. The only thing that may be holding them up would be either a. They have not completed registration yet. b. They have not completed and submitted a ProviderOne trading partner agreement. c.) Your registration has not been completed and approved. If you have registered and are approved and you have their correct clearinghouse ProviderOne ID designated on step 13 of your registration and the clearinghouse has registered and is approved, there is no reason why they cannot test.

Q: Our clearinghouse said we do not need to have a TPA because they have the TPA for us. Is that true?

A: That is correct. You only need a TPA if your organization will send or receive HIPAA batch transactions.

Q: We contacted our clearinghouse and we were told that they cannot provide the Trading Partner Agreement to us. Instead they can provide an acknowledgement letter indicating that we do have an agreement between with them. Will this suffice as documentation?

A: The clearinghouse must have a TPA on file with DSHS.

Q: I use a third party clearinghouse. To retrieve 835 RAs from ProviderOne, do we need a trading partner agreement, or should I continue to download from the third party biller?

A: If you want to designate your clearinghouse to retrieve the 835 on your behalf, you indicate this in step 13. Therefore, you do not need a TPA. If you want to retrieve the 835, you indicate this in step 11, and then your organization DOES need to sign and mail in a TPA.

Q: We are a nursing home, and our billing agent uses WinASAP. For Step 12, are we then not using WinASAP but our software system for our billing information?

A: If you go to http://www.adsa.dshs.wa.gov/professional/providerone/registration.htm There is step-by-step information on how to indicate WinASAP.

Q: I am a billing service. I was told that each office should register as administrator so that they can add and delete employees that come and go thru the office. I was also told that I really don't need to register as a billing service, just be added as a user for each of my clients, and not register myself as a billing service?

A: If you act as an intermediary and don't submit transactions yourself, then this is correct.

Cutover

Q: Why is the website being taken down for a 2-week period before go-live? Will we be able to resume testing once it is brought back up?

A: Yes, submitting test claims to ProviderOne will not be available between cutoff and go-live. Testing activities will be available again beginning with go-live. DSHS needs to do this in order to bring the ProviderOne production system. Please visit the implementation schedule area of our Web site for updated information: http://hrsa.dshs.wa.gov/providerone/Projected%20Schedule.htm

WinASAP

Q: Which EDI submission method is WINASAP?

A: Web Batch.

Q: If we bill through WINASAP between cutoff and go-live, will the claims still go through?

A: No. For the last date you can submit claims through the old system, visit the implementation schedule area of our Web site: http://hrsa.dshs.wa.gov/providerone/Projected%20Schedule.htm After that you will need to use the new identifiers and billing will commence with go-live. If you need information regarding cutover, please take the General Readiness Tasks and Cutover Schedule webinar. This topic is covered in detail in that webinar.

Q: How can I find information about registration and testing for a nursing home that uses WinASAP?

A: A PowerPoint with information about setting up and doing EDI testing with WinASAP before go-live is at this page: http://www.adsa.dshs.wa.gov/professional/providerone/registration.htm Phone and e-mail contacts are at that link, too, if you have questions about ProviderOne security, registration, or testing.

Q: I had been told that nursing homes would continue to use WinASAP after ProviderOne goes live, for a short period of time. Is this true and, if so, how long is a short period of time?

A: This is true. At this point, we do not know how long after go live you will use WinASAP. You will receive notification prior to any changes.

Pharmacy

Q: We are a point-of-sale pharmacy. Which of the 4 choices would that be in EDI submission?

A: Pharmacy Point of Sale is a 'real time' transaction. It is not a batch of any kind. Please choose Web Interactive.

Q: How do I complete step 11 for our pharmacy?

A: Choose web interactive.

Timing

Q: Does Registration need to be completed by Oct 15th or was that only a target date for providers?

A: That was a target date primarily established for providers who need to complete EDI testing and take provider system training. Please visit the implementation schedule area of our Web site for updated information: http://hrsa.dshs.wa.gov/providerone/Projected%20Schedule.htm

Q: When can we start to register our organization?

A: Now please.

Q: How long after we complete the registration will we hear back whether or not it's been approved? I completed and submitted our registration 9-2, and haven't heard back yet.

A: Once you log in, check the lower right-hand corner in your alerts section. That is how you will be notified. Short of that, I recommend you contact provider enrollment: providerenrollment@dshs.wa.gov [1-800-562-3022 select option 2,4,2]

Q: What is the ProviderOne go-live date?

A: Our schedule has changed. Please visit the implementation schedule area of our Web site for updated information: http://hrsa.dshs.wa.gov/providerone/Projected%20Schedule.htm

Q: Will you not be paid if you are not all signed up with ProviderOne by go-live if you use a clearinghouse?

A: The clearinghouse needs to test on your behalf to make sure your claims can be properly received by ProviderOne so that they can be adjudicated so that you may be paid. Any provider that will be using a clearinghouse or will be submitting their own batched claims will need to test with ProviderOne prior to go-live.

Testing

Q: For testing - is there a contact I can reach for questions since we are almost out of that testing period?

A: If you are referring to EDI testing, you can contact that unit at: hipaa-help@dshs.wa.gov [1-800-562-3022 select option 2,4,4]

Q: Is there going to be more testing since I missed the September testing?

A: Testing is ongoing.

Q: This may be a silly question, but what do the initials EDI stand for? I think I missed it.

A: Electronic Data Interchange (EDI) is the process of sending or receiving batched HIPAA transactions such as claims, or electronic remittance advices for example.

Trading Partner Agreement

Q: What is the agreement called that I need to mail in and where do I find it?

A: It's called a Trading Partner Agreement. If you choose Web Batch or FTP Secured batch in step 11, then you must sign and mail this agreement in for approval of your registration. This will also enable you to test. http://maa.dshs.wa.gov/providerenroll/Trading%20Partner%20Agreement%20v%2026%20final%20clean%20_3_.pdf

Q: Our clearinghouse said we do not need to have a TPA because they have the TPA for us. Is that true?

A: That is correct. You only need a TPA if your organization will send or receive HIPAA batch transactions.

Q: Since we already bill through WAMedWeb and will bill through ProviderOne, do we need a new TPA?

A: Yes.

Training

Q: Is there a fee for the "cooking show"?

A: No.

Q: Do we know where the cooking show is going to be in Spokane yet?

A: That information will be posted soon. Watch our training page.

Profiles

Q: We are a dental office. We have 2 people who would be checking in patients. Can we issue one log-in and password that can be used at the same time?

A: Yes you can.

Q: Can more than one person have the provider maintenance profile (so there is a backup?)

A: Yes.

PIC Crosswalk

Q: What exactly does the "crosswalk" show us? What should we be looking for?

A: The crosswalk shows you a list of clients your office has seen in the last 24 months. It provides their old PIC and their new ProviderOne client ID. This will be updated 30 days before go live.

Social Services Providers

Q: I am one of the social services providers, and understand that we are in phase 1 – but our regional administrator said I should go ahead and register to get a head start. With what I saw today, that the sections for social services providers are not ready, is there any reason for me to start registration now?

A: No.

Q: As a social services provider, if I don’t do the registration now, how do I check eligibility of the client if they don’t have their card?

A: You can call in and use the IVR that will be available after go live.

Q: We are an alcohol and drug treatment center. We provide individual counseling services and group therapy. Are we considered a social services provider?

A: This depends on how you are currently billing for your services. If you bill directly through MMIS, then you are a phase one provider.