Medicare Electronic Health Record - CMS

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REGISTRATIONUSER GUIDEFor Eligible ProfessionalsMedicare Electronic Health Record(EHR) Incentive ProgramDecember 2014(12.17.14 ver10)

REGISTRATION USER GUIDEFOR MEDICARE ELIGIBLE Step 1 . Getting started 3Step 2 . Login5Step 3 . Welcome6Step 4 .Registration instructions 7Step 5 .Reason for this registration 8Step 6 . Incentive program questionnaire 9Step 7 . Personal information 10Step 8 . Business address & telephone number 13Step 9 . Registration process 14Step 10 . Verify registration 15Step 11 . Registration disclaimer 16Step 12 . Submission receipt 17Step 13 . Status information 19Questions/Help . 21Acronym translation . 22DisclaimerThe Centers for Medicare & Medicaid Services (CMS) is providing this material as aninformational reference for physicians and non-physician practitioners-providers.Although every reasonable effort has been made to assure the accuracy of the informationwithin these pages at the time of posting, the Medicare program is constantly changing, andit is the responsibility of each physician, non-physician practitioner, supplier or provider toremain abreast of the Medicare program requirements.Medicare regulations can be found on the CMS Web site at http://www.cms.govMedicare EHR Incentive Program User Guide – Page 2

REGISTRATION USER GUIDEhttps://ehrincentives.cms.govFOR MEDICARE ELIGIBLE PROFESSIONALSStep 1 – Getting StartedThis is a step-by-step guide for the Medicare Eligible Professionals (EPs) ElectronicHealth Record (EHR) Incentive Program.The page layout consists of theregistration screen with written instructions to the right, as well as helpful tips. Toget started, click on the link at the top of the page or type the website into yourcomputer’s browser.STEPSEnter the EHRIncentive ProgramURL (located at thetop of the page) intoyour web browserReview the list ofEligible Professionals(EPs) presented onthis screenClick Continueto start theregistration processTIPTo determine your eligibility, clickon the CMS websiteMedicare EHR Incentive Program User Guide – Page 3Providers must register and attestby March 13th, 2017

REGISTRATION USER GUIDEFOR MEDICARE ELIGIBLE PROFESSIONALShttps://ehrincentives.cms.govStep 1 - (Continue)Carefully read the screen for important information.STEPSPlease read the statementson the page and check thebox to indicate that youacknowledge that you areaware of the statementsClick ContinueTIPEligible Professionals (EPs) may not be hospital based. This is defined as EPs seeing90% or more of their Medicare covered services in:– Hospital Inpatient setting (Place of service 21)– Emergency Department setting (Place of service 23)Medicare EHR Incentive Program User Guide – Page 4

REGISTRATION USER GUIDEhttps://ehrincentives.cms.govFOR MEDICARE ELIGIBLE PROFESSIONALSStep 2 – LoginReview the Login Instructions for Eligible Professionals.STEPSEnter your NationalPlan and ProviderEnumeration System(NPPES) web useraccount, user ID andpassword to log into theregistration system.Click Log InEligible Professionals(EPs) may authorizesurrogate users to workon behalf of the EPin the EHR IncentiveProgram Registration &Attestation systemClick on the “Create aLogin link” in the bodyof the screenFor information about the CMS Identity and Access (I&A) System, refer to theI&A Quick Reference Guide.The guide includes information on how to: Create an account Retrieve and reset usernames and passwords Register to access CMS systems on behalf of an organization Add and manage staff within an organization Work in CMS systems on behalf of an individual or organizationTIPSContact the PECOS Help Deskif you cannot remember yourpassword - (866) 484-8049/TTY (866)523-4759,https://pecos.cms.hhs.govMedicare EHR Incentive Program User Guide – Page 5Click the link to viewour “checklist ofrequired materials” toregister for the EHRIncentive ProgramsTo locate your NPI number, ome.doUser name and password arecase sensitive

REGISTRATION USER GUIDEhttps://ehrincentives.cms.govFOR MEDICARE ELIGIBLE PROFESSIONALSStep 3 – WelcomeIf your login was successful you will receive the “Welcome Screen”.STEPSClick on theRegistration tab tocontinue registeringfor the EHR IncentiveProgram.After you login, thesystem will alert youof your next step inthe registration andattestation process,such as your registrationneeds to be completed,or that it is time to beginattestation.TIPSThe Welcome screen consistsof four tabs to navigatethrough the registration andattestation process1. Home2. Registration3. Attestation4. StatusMedicare EHR Incentive Program User Guide – Page 6Meaningful Use ms/30 Meaningful Use.asp

REGISTRATION USER GUIDEFOR MEDICARE ELIGIBLE PROFESSIONALShttps://ehrincentives.cms.govStep 4 – RegistrationFollow the registration instructions below.STEPSClick on Register inthe Action columnto continue theregistration process.TIPS“Resubmit”, “Modify”,“Cancel” and “Reactivate”are the available Action weblinks for returning usersOnly oneaction can beperformed at atime on this pageMedicare EHR Incentive Program User Guide – Page 7If the user selects the Actionweb link of “Register” or“Resubmit” they will bedirected to the Topics forRegistration screen

REGISTRATION USER GUIDEFOR MEDICARE ELIGIBLE PROFESSIONALShttps://ehrincentives.cms.govStep 5 – Reason for this RegistrationReview and follow the registration instructions below.STEPSClick on Topic 1 “EHR IncentiveProgram” to startTIPSData required for thisregistration is groupedinto three topics. All threemust be completedMedicare EHR Incentive Program User Guide – Page 8Progress bars willindicate the progressfor each topicWhen all topics arecompleted user can selectProceed with Submission

REGISTRATION USER GUIDEhttps://ehrincentives.cms.govFOR MEDICARE ELIGIBLE PROFESSIONALSStep 6 – Incentive Program QuestionnaireReview and follow the Incentive Program Questionnaire instructions below.STEPSSelect MedicareSelect your EligibleProfessional TypeClick Yes or No at “Doyou have a certifiedEHR?” If yes, enterthe EHR CertificationNumber if you haveit. The number will berequired at Attestation,but is not required atRegistration.Click Save & ContinueNOTE: If you are aMedicare AdvantageEligible Professional youmay see this message:For the certified health IT product list visit;http://healthit.hhs.gov/CHPLTIPSUse the instructions on the following pages tolocate your CMS EHR Certification NumberMedicare EHR Incentive Program User Guide – Page 9Certification numbersare assigned by theOffice of the NationalCoordinator“Warning: You have beenidentified as a MedicareAdvantage EligibleProfessional. This meansyou are being claimed bya Medicare AdvantageOrganization. You maycontinue to register as aMedicare Fee-for-ServiceEligible Professional. Pleasecontact the InformationCenter if you havequestions about beingclaimed by a MedicareAdvantage Organization.”EHR Information Center:888-734-6433

REGISTRATION USER GUIDEhttps://ehrincentives.cms.govFOR MEDICARE ELIGIBLE PROFESSIONALSStep 7 – Personal InformationFollow the instructions below regarding your personal information.STEPSSelect where yourpayment will go in thePayee TIN TypeSSN Payee TIN Typeindicates that theprovider receives thepayment. Select SSNPayee Type only if theEP receives Medicarepayments to their SSNEIN Payee TINType indicates thegroup receives thepayment.(ChooseGroup Name ifselecting EIN)Click APPLYEnter GroupPayee NPIClick Save &ContinueTIPSThe EP can only receive thepayment themselves if theyhave not reassigned all of theirMedicare benefits to anotherentity in PECOS.Medicare EHR Incentive Program User Guide – Page 10Medicare EPs can elect to have their paymentgo to another entity by selecting Payee TIN Typeof EIN. (Choosing this option will activate a listof entities list that the EP reassigned Medicarebenefits to in PECOS).

REGISTRATION USER GUIDEFOR MEDICARE ELIGIBLE PROFESSIONALShttps://ehrincentives.cms.govStep 7 – Personal Information for GroupsIf a group will be receiving payments, follow the instructions below regarding yourgroup information.STEPSIf you are assigningpayments to a practiceor group, you willneed to enter thegroup’s 10-digit NPIthat will be receivingthe payments.Click FilterMedicare EHR Incentive Program User Guide – Page 11

REGISTRATION USER GUIDEFOR MEDICARE ELIGIBLE PROFESSIONALShttps://ehrincentives.cms.govStep 7 – Resolve Personal Information ErrorsResolve any errors with your personal information.STEPSIf there are any errorswith your personalinformation, thesystem will alert youand allow you to makerevisions. Resolve anyissues and continue.Medicare EHR Incentive Program User Guide – Page 12

REGISTRATION USER GUIDEFOR MEDICARE ELIGIBLE PROFESSIONALShttps://ehrincentives.cms.govStep 8 – Business Address and PhoneBe sure to complete all requested information.STEPSReview the BusinessAddress & Phoneinformation and reviseif applicable.Enter your e-mailaddress and confirm thee-mail address.Click Save & ContinueYou will receive ane-mail confirmationonce you havesuccessfully completedyour registrationTIPSData on this pageis pulled from theprovider’s practicelocation storedin NPPESAddress and Phonenumber can bechanged. However,the data is not sentback to NPPESMedicare EHR Incentive Program User Guide – Page 13This is the information thatwill be posted on the EHRIncentive Program websiteonce you receive paymentThe business addresscannot be a P.O. Boxaddress.

REGISTRATION USER GUIDEFOR MEDICARE ELIGIBLE PROFESSIONALShttps://ehrincentives.cms.govStep 9 – Registration ProcessBe sure to complete all the topics below.STEPSClick on Proceed withSubmission to continuethe registrationprocessTIPProgress bars indicate that thetopics are completedMedicare EHR Incentive Program User Guide – Page 14

REGISTRATION USER GUIDEFOR MEDICARE ELIGIBLE PROFESSIONALShttps://ehrincentives.cms.govStep 10 – Verify RegistrationBe sure to verify all your personal information.STEPSReview yourregistrationinformation foraccuracy and clickSubmit Registrationto continueTIPSClick on Exit to go to thehome pageMedicare EHR Incentive Program User Guide – Page 15Click on Help link for additionalguidance for the registration andattestation process

REGISTRATION USER GUIDEFOR MEDICARE ELIGIBLE PROFESSIONALShttps://ehrincentives.cms.govStep 11 – Registration DisclaimerBe sure to read the entire disclaimer.STEPSRead the disclaimerand click on Agree orDisagree at the bottomof the page.TIPIf DIsagree is chosen, the user is directed to the RegistrationInstructions Page. To restart the process, click MODIFY in theAction column of the Registration Instructions PageMedicare EHR Incentive Program User Guide – Page 16

REGISTRATION USER GUIDEFOR MEDICARE ELIGIBLE PROFESSIONALShttps://ehrincentives.cms.govStep 12 – Submission Receipt (Successful Submission)Confirm that your registration was completed successfully.STEPSThis completes yourregistrationSelect the PrintReceipt button toprint this pageYou will receivean e-mail emailnotification fromthis registrationTIPSYou must submityour Attestationinformation toqualify for the EHRincentive paymentIf you are deemed a hospital-based provider you will receive awarning stating; Warning: For your Registration, you have beenidentified as hospital-based for the current year. Please note thatyour hospital based status is checked yearly and may differ basedon your EHR Reporting Period during AttestationMedicare EHR Incentive Program User Guide – Page 17

REGISTRATION USER GUIDEFOR MEDICARE ELIGIBLE PROFESSIONALShttps://ehrincentives.cms.govStep 12 – Submission Receipt (Failed Submission)STEPSYour registration hasfailed.Read the instructionson the screenand contactthe appropriatedepartment to correctyour information.Print the receipt foryour recordsThe following are reasons that a submission failed with contact information:Reason(s) for Rejected status: Death Master File (DMF) (Medicare/Medicaid) validation failed – The provider’s LegalName and Social Security Number are on the Social Security Administration’s DMF.Contact Social Security office, (800) 772-1213 / TTY (800)325-0778.Reason(s) for Issue Pending status: NPI Status in NPPES is in a Deactivated status. Contact the NPPES Help Desk forassistance. Visit; https://nppes.cms.hhs.gov/NPPES/Welcome.do(800) 465-3203 / TTY (800) 692-2326 Enrollment Status in PECOS – The Medicare enrollment in PECOS associated withthis registration is not in an Approved status. Contact PECOS for help. Visit;https://pecos.cms.hhs.gov/, (866)484-8049 / TTY (866)523-4759 OIG Exclusions in PECOS – OIG Exclusions are associated with this provider’sMedicare enrollment in PECOS. Contact PECOS for help. Visit;https://pecos.cms.hhs.gov/, (866)484-8049 / TTY (866) 523-4759 Hospital-based Professional – You have been identified as a Hospital-based EligibleProfessional in the CMS National Level Repository (NLR). A Hospital-basedProfessional is defined as one who furnishes ninety percent (90%) or more of his/her allowed services in an inpatient hospital setting. This year you are not eligible toparticipate in the EHR incentive program.Medicare EHR Incentive Program User Guide – Page 18TIPSIf any of the systemvalidations fail, theregistration will be setto a status of ‘Rejected’or ‘Issue Pending’.A registration IDnumber will beassigned to yoursubmission

REGISTRATION USER GUIDEFOR MEDICARE ELIGIBLE PROFESSIONALShttps://ehrincentives.cms.govStep 13 – Status SummaryReview all current and previous information related to your account.STEPSClick the Status tab toview your registrationinformationTIPClick Select in the ActionColumn to view detailMedicare EHR Incentive Program User Guide – Page 19

REGISTRATION USER GUIDEFOR MEDICARE ELIGIBLE ves.cms.goes.cms.govvStep 13 – Status InformationReview the details of your registration process.STEPSRegistration detailsappear in the body ofthe screen.Information displayedincludes: The registrationstatus reason Fiscal tractor (MAC) Validationperformed onregistration.TIPSRegistration status willread Active when allvalidations passOther registration statusesare Cancelled, Issue Pending,In Progress, Rejected, andlocked for paymentMedicare EHR Incentive Program User Guide – Page 20The status reason is listed underthe blue header in the center ofthe screen

REGISTRATION USER GUIDEFOR MEDICARE ELIGIBLE PROFESSIONALShttps://ehrincentives.cms.govHave Questions?There are many resources available to you.STEPSClick on the Help Linkwhich is located onevery screen.Resources Contact the EHR Information Center Help Desk for Questions concerningregistration, (888) 734-6433 / TTY: (888) 734-6563 Hours of operation: Monday-Friday 8:30 a.m. – 4:30 p.m. in all time zones(except on Federal holidays) NPPES Help Desk for assistance. 00) 465-3203 / TTY (800) 692-2326 PECOS Help Desk for assistance.Visit; https://pecos.cms.hhs.gov/(866)484-8049 / TTY (866)523-4759TIPEHR Incentive Program; care EHR Incentive Program User Guide – Page 21

REGISTRATION USER GUIDEFOR MEDICARE ELIGIBLE PROFESSIONALShttps://ehrincentives.cms.govAcronym TranslationCenters for Medicaid & Medicaid ServicesSocial Security Death Master FileElectronic Health RecordEmployer’s Identification NumberEHR Incentive Program Information CenterEligible ProfessionalFiscal IntermediaryFederally Qualified Health CenterIdentification & Authentication SystemIntegrated Data RepositoryLegal Business NameMedicaid Administrative ContractorMedicaid Advantage OrganizationNational Provider IdentifierNational Plan and Provider Enumeration SystemNational Level RepositoryOffice of the Inspector GeneralProvider Enrollment Chain and Ownership SystemRural Health CenterSocial Security NumberTax Identification NumberAct Now for CMSElectronic Health Record IncentivesClickHereMedicare EHR Incentive Program User Guide – Page NPINPPESNLROIGPECOSRHCSSNTIN

REGISTRATION USER GUIDE . FOR MEDICARE ELIGIBLE PROFESSIONALS. Medicare EHR Incentive Program User Guide – Page 16 . https://ehrincentives.cms.gov . Step 11 – Registration Disclaimer . Be sure to read the entire disclaimer. If DIsagree is chosen, the user is directed to the Registration . STEPS . Read the disclaimer and click on . Agree .

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