ePACES Help - eMedNY

1 ePACES help ePACES help ii Table of Contents What is ePACES ? .. 1 system Requirements .. 2 Key Features .. 2 What's New in ePACES .. 3 September 2018 .. 3 Eligibility Response Details .. 3 June 2016 .. 3 Login Security .. 3 January 2015 .. 3 PA-DVS 3 June 2014 .. 3 ICD-10 .. 3 June 2013 .. 3 Eligibility Requests .. 3 Eligibility Response .. 3 Eligibility Response Details .. 4 January 2012 .. 4 Accessing ePACES .. 5 ePACES Security .. 5 Login Credentials .. 5 Robot Challenge reCAPTCHA .. 6 Challenge Tasks .. 6 VISUAL RECOGNITION .. 6 AUDIO RECOGNITION .. 6 Logging Into ePACES .. 7 First Time Logins and Password Resets/Expirations .. 7 Announcement Page .. 7 Login Instructions .. 7 Navigational Tips .. 8 Arrow Keys .. 8 TAB Key .. 8 Enter Key .. 9 Change Provider.

2 11 Enter New Claims .. 12 Entering Claims .. 12 Navigating the Claim Entry Pages .. 12 Tab Controls .. 14 Dental Claims .. 15 Institutional Claims .. 15 Professional Claims .. 16 Real Time Professional Claims .. 16 General Claim Information .. 17 Dental Claims .. 20 Dental Claim Information .. 21 ePACES help iii Dates .. 21 Related Causes Information .. 22 Orthodontic Information .. 22 Tooth Information .. 22 Group Provider .. 23 Provider Information .. 24 Referring Provider .. 24 Rendering Provider or Assistant Surgeon .. 25 Taxonomy Code .. 25 Supervising Provider .. 26 Other Payers .. 27 All Other Payers .. 27 Institutional Claims .. 41 Professional Claims .. 66 Other Payers .. 79 Real Time Professional Claims .. 98 Find Existing Claim .. 128 View Claim - Batched, Sent, Replaced, or Voided.

3 130 Edit Claim - Draft, Errors, or Complete .. 131 Delete Existing Claim .. 132 Build Batch .. 133 Confirm Batch .. 135 Review Batch Details .. 136 Submit Batch .. 137 Confirm Claim Batch Submission .. 138 Confirmation of Current Submission of Batches: .. 138 Confirmation of Previously Submitted Batches: .. 138 Delete Batch .. 140 Real Time Responses .. 141 Real Time Claim Status Response Details .. 141 Claim Level Information .. 141 Service Line Information .. 142 Real Time Professional Claim Response Activity Worklist .. 143 Search Criteria Region .. 143 Inquiry/Response Region .. 144 Claim Status Inquiry/Response .. 145 Claim Status Inquiry .. 145 Claim Status Response .. 147 Claim Status Activity Worklist .. 147 Search Criteria Region .. 147 Inquiry/Response Region .. 148 Claim Status Response Details.

4 149 Claim Level Information .. 149 Service Line Information .. 150 Determine Eligibility .. 151 Client ID Eligibility Request .. 151 Client Information Eligibility Request .. 151 ePACES help iv Required Information .. 152 Optional Information .. 152 Service 152 Selecting and Removing Service Types for Submission .. 152 Submission and Results .. 153 Eligibility Activity Worklist .. 154 Search Criteria Region .. 154 Response Region .. 155 Review Eligibility Details .. 156 PA/DVS .. 158 PA/DVS Request .. 158 Submitting Requests-Single and Repeated (DVS Only) .. 158 Single Requests .. 158 Repeated Requests .. 158 Ending Repeated Requests .. 158 Data For DVS and Non-DVS Requests .. 158 PA/DVS Cancel or Revise Request .. 182 PA Rosters .. 184 Maintain Provider Information .. 190 Review Providers.

5 191 Add New Provider .. 192 Edit Existing Provider .. 194 Remove Provider .. 196 Maintain Payer Information .. 197 Review Payers .. 198 Add Payer .. 199 Edit Payer .. 200 Remove Payer .. 201 Maintain Submitter Information .. 202 Review Submitter .. 203 User Maintenance .. 204 Update Provider List .. 205 Add New User .. 206 Step 1: .. 206 Step 2: .. 206 Step 3: .. 207 Confirmation .. 208 Edit Existing User .. 209 Change User Password .. 211 Inactivate User .. 213 Unlock User Account .. 215 Promote User to Administrator .. 217 Soap Certificate Request .. 218 Current list of active, pending and inactive certificates list detail.. 218 Certificate Response .. 219 Provider Search & Selection .. 221 ePACES help v Select an Existing Provider .. 221 Search for a Medicaid Provider .. 221 Enter a New Non-Medicaid Provider.

6 221 Category of Service .. 222 Type of Bill Code Structure .. 224 Taxonomy and Service Type Codes .. 227 NYS Providers .. 227 Out-of-State Providers .. 231 Claim Status Codes .. 232 Claim Status Category Codes .. 247 Entity Identifier Codes .. 249 Security Areas .. 255 Glossary .. 256 Index .. 259 ePACES help 1 What is ePACES ? The electronic Provider Assisted Claim Entry system ( ePACES ) was developed by eMedNY , on behalf of the New York State (NYS) Department of Health (DOH). ePACES is a web- based application that allows providers to request and receive HIPAA-compliant Claim, Eligibility, Claim Inquiry and Prior Approval/ Dispensing Validation system (DVS) transactions. Providers log onto ePACES over the Internet and ePACES automatically submits transactions for processing, eliminating the need to mail files on diskettes and tapes.

7 The HIPAA-compliant transactions are electronically transferred to the NYS eMedNY Medicaid Management Information system (MMIS) mainframe. ePACES integrates with the eMedNY system via a Translator, which reformats the data being transferred to a structure expected by the receiving system . Because ePACES is a web-based application, it is not necessary to distribute application software for provider installation. The most current version of the ePACES application will be delivered to the client PC each time providers access it over the Internet. Providers will need only a PC, browser and connection to the Internet to access ePACES . Providers do not need to install any custom software. The most recent enhancements to the system are outlined in the What's New in ePACES section of this document.

8 ePACES help 2 system Requirements Cookie-enabled and Javascript-enabled browser: Internet Explorer 10+ Chrome Firefox Safari Broadband connection Key Features HIPAA-compliant claims: Institutional, Professional, Dental Prior Approval Request and Response processing Real Time Professional Claims Request and Response processing Context-sensitive selection lists speed claim entry and enhance accuracy Real-time Client Eligibility Request and Response processing Automated Real-time Claim Status Inquiry for single or multiple claims Real-time Dispensing Validation system processing Automated Claim batch and submit for adjudication Comprehensive On-line help documentation On-Line maintenance of provider and payer information ePACES help 3 What's New in ePACES July 2019 Eligibility Request County Code option added to Client Search Criteria September 2018 Eligibility Response Details The Health Insurance Claim Number (HICN)

9 Field has been replaced with Medicare Identifier. June 2016 Login Security A secondary level of login security added utilizing the reCAPTCHA security service. o Users are challenged to prove they are not robots by completing visual or audio recognition tasks. o Login cannot proceed without successful completion of challenge. o Browser version of IE10+ or latest two versions of Chrome, Firefox and Safari required to support reCAPTCHA. January 2015 PA-DVS Requests A new submission function Enter Another DVS For This Client has been added that preserves the client information from request to request. o The client information is retained but the service information is cleared to support submitting repeat requests for the same client. o It is only available for Dental - DVS and Non Dental - DVS requests.

10 June 2014 ICD-10 ICD-10 codes have been made active. o ICD-10 codes may be entered where previously only ICD-9 codes were allowed. o Users select either the ICD-9 or ICD-10 control to indicate the type of code being entered. June 2013 Eligibility Requests The Request page layout has been reorganized for readability and to accommodate the addition of the Service Types parameters. The Client ID and Client Information fields are mutually exclusive. Entering a value in one side locks the other side until either a search is performed or the initial entry field is cleared. This prevents submitting both sets of search criteria for a single search. One or more Service Types may be specified as a search parameter. The Calendar control for selecting Date of Service and Date of Birth has been upgraded.