2012 ProviderConnect™ FAQ

NYCBHO 1/19/2012 ProviderConnectTM Frequently Asked Questions

Table of Contents:

Contents 1. Q. How can I obtain a User ID and Password for ProviderConnectTM?...... 2 2. Q. How do I Add a client?...... 2 3. Q. What information is required to add a new client?...... 3 4. Q. What do I do once I have Added a new client?...... 3 5. Q. I cannot find my client in the LookUp Search, why not?...... 3 6. Q. How come I cannot see the Information Matrix...... 3 7. Q. Why is the Matrix greyed out?...... 3 8. Q. The drop downs for the Diagnosis (Axis) are blank. How can I select a diagnosis?...... 3 9. Q. What if my client does not give or have a social security number and it is required on the Client Admission Form?...... 3 10. Q. How do I submit the New York Individual Information Matrix (Initial, Concurrent or Discharge)..3 11. Q. How do I save the New York Individual Information Matrix Form without submitting?...... 3 ProviderConnectTM Frequently Asked Questions

1. Q. How can I obtain a User ID and Password for ProviderConnectTM? A. You may call 1-866-505-3398 and select option 4 for the IT Help Desk or for more than 5 employees you may email us at [email protected] We will send you a spreadsheet to be filled out by you and emailed back to us to complete the ID’s and Passwords. Please have the following information available:

Agency Name Provider ID or Tax ID # Address of Agency Director’s Name and Email address Your email address

2. Q. How do I Add a client? A. By clicking the Add New Client/Client Search link you will begin with the search criteria screen. Type the Last Name and the Medicaid ID number filled out in order to search. If the client is not found you can add a new client by clicking the Create New Admission button. ProviderConnectTM Frequently Asked Questions

3. Q. What information is required to add a new client? A. By clicking the Create New Admission button you will enter into the Provider Admission Form. Required fields are: Type of Admission (drop down) Sex Date of Birth Admission Date Admission Time Program (Choose Default) Social Security Number First Name Last Name (required for the search) Medicaid ID (required for the search)

4. Q. What do I do once I have added a new client? A. After adding/submitting the new client from the Provider Admission Form you can go back to the Main Menu and click Lookup Client. You do NOT need to in put any information within the fields. You can simply click Search by Criteria. This will give you a list of all clients associated with your agency. Your newly added client will be listed and you can click on the Client ID number to complete the New York Individual Information Matrix.

ProviderConnectTM Frequently Asked Questions

5. Q. I cannot find my client in the LookUp Search, why not? A. If you have called in to have your client added by phone you will need to look up that client in the Add Client/Search Link. You will need to enter the last name and Medicaid ID number before searching.

6. Q. How come I cannot see the Information Matrix A. if our staff have completed the Matrix Form for you, your user ID within Provider Connect must be associated correctly. If you are unable to see the Matrix call the IT Help Desk for assistance…1-866-505-3398 Option 4.

7. Q. Why is the Matrix greyed out? A. You must click Add New Record button before the form will display the fields.

8. Q. The drop downs for the Diagnosis (Axis) are blank. How can I select a diagnosis? A. In the Search For: box type in either the diagnosis number code or the name of the diagnosis. Click Search ProviderConnectTM Frequently Asked Questions

9. Q. What if my client does not give or have a social security number and it is required on the Client Admission Form? A. 111-11-1111 can be entered for those without a social security number

10. Q. How do I submit the New York Individual Information Matrix (Initial, Concurrent or Discharge) A. At the bottom of the screen, you select Submit and click the Create record/Save Changes ProviderConnectTM Frequently Asked Questions

11. Q. How do I save the New York Individual Information Matrix Form without submitting? A. At the bottom of the screen select Hold and click Create Record/Save Changes