Tuesday, September 17, 2013

Medicare SPOT - website FAQ

First Coast Service Options Inc. (First Coast) developed its provider Internet portal -- Secure Provider Online Tool (the SPOT) -- to offer providers faster access to claims information, benefit/eligibility data, payment history, and analytical data reports. The purpose of these FAQs is to answer some of questions providers have asked regarding how to access and use the SPOT.

Q: When should I contact the dedicated help desk for the SPOT? How do I contact them?
A: You should contact the SPOT help desk if:
• You experience difficulty creating your official IACS account for the SPOT or with changing your password
• You do not understand a message sent from IACS Support or [email protected]
• You need to have your official IACS account password reset or your account unlocked
• You receive an error message when trying to access the SPOT

Q: I have registered for The SPOT through IACS, but I still cannot access First Coast’s provider Internet portal. What should I do?
A: Please check your email for a request to validate your account in Individuals Authorized Access to the CMS Computer Services (IACS)
If you haven’t received a revalidation request, please contact [email protected] to ensure that your account is still active.

Q: I can log in to The SPOT, but I can’t access any of its features because of a system error or message. What should I do?
A: Please make a note of the error message and contact [email protected] for assistance.

Q: Why do I have to provide my personal Social Security Number (SSN) when registering for my official IACS account for the SPOT? Will anyone be able to see my SSN?

A: First Coast’s Secure Provider Online Tool (the SPOT) is a Web-based application that is hosted through CMS’ applications portal. As an account holder for the SPOT, you will have access to highly confidential information, including the Protected Health Information (PHI) and Personally Identifiable Information (PII) of Medicare beneficiaries, which is why the Centers for Medicare & Medicaid Services (CMS) restricts access to its systems by enforcing strict security protocols.
CMS’ security protocols to protect PHI and PII

First, CMS requires that all prospective account holders for Web-based applications hosted through its portal (e.g., the SPOT, STAR) must successfully complete the registration process through Individuals
Authorized Access to the CMS Computer Services (IACS).
Second, before applicants may begin the six-step, IACS registration process, they are required to read and accept CMS’ Computer Systems Security Requirements statement, which includes the following:
The Social Security Number (SSN) is used as an identifier in the Federal Service because of the large number of present and former Federal employees and applicants whose identity can only be distinguished by use of the SSN is authorized by Executive Order 9397. Furnishing the information on this form, including your Social Security Number, is voluntary. However, if you do not provide this information, you will not be granted access to CMS computer systems.
During the first step of the IACS registration process, you will be asked for your name, email address, date of birth, and your personal SSN:

Account requirements for ‘The SPOT’ FAQ
Q: Are there specific account requirements for First Coast’s Secure Provider Online Tool (SPOT)?
A: Yes. To use First Coast Service Options’ (First Coast) provider Internet portal, you must establish an account though the Centers for Medicare & Medicaid Services’ Individuals Authorized Access to the CMS Computer Services (IACS).
To become an account holder for The SPOT you must meet the following requirements:
• Applicant must successfully complete the IACS registration process for The SPOT
• Applicant must identify the officially designated in the provider’s enrollment record -- in the Provider Enrollment Chain and Ownership System (PECOS) -- as one of the following:
• Authorized official
• Delegated official
• Managing employee
• Non-physician practitioner
• Physician

Q: I am listed as the “contact person” in Internet-based PECOS on my practice/facility’s enrollment application. Isn’t being listed as the contact person on the electronic or paper application the same as being designated as one of the practice officials (i.e., managing employee, authorized official, delegated official, or practitioner) on the application?
A: No. The contact person listed in Internet-based PECOS or your paper enrollment application is not automatically considered to be the same individual as the practice or facility’s managing employee, authorized official, or designated official. However, a practice official may also act as the contact person for the provider’s enrollment application if he or she has been specifically designated in both roles on the provider’s enrollment application.
The Centers for Medicare & Medicaid Services (CMS) defines the differences between these terms as follows:
• Contact person: An individual who has been designated in the provider’s application as the central contact person to answer questions regarding information included on the application. Although it is not required for the contact person to be an authorized official or designated official, the contact person does not have the same standing as an authorized official, delegated official, or managing employee. Note: In Internet-based PECOS, the information listed in the Correspondence Section will be used to contact the provider after the application has been approved.
• Managing employee: A general manager, business manager, administrator, director, or other individual who exercises operational or managerial control over, or who directly or indirectly conducts, the day-to-day operations of the provider, either under contract or through some other arrangement, regardless of whether the individual is a W-2 employee of the provider.

• Authorized official: An appointed official (for example, chief executive officer, chief financial officer, general partner, chairman of the board, or direct owner) to whom the organization has granted the legal authority to enroll it in the Medicare program, to make changes or updates to the organization’s status in the Medicare program, and to commit the organization to fully abide by the statutes, regulations, and program instructions of the Medicare program. Although there is no limit on the number of authorized officials, each must be listed separately on the provider’s application and must disclose his or her personal social security number and sign the application.

Note: Only an authorized official has the authority to sign the initial enrollment application on behalf of the provider or the enrollment application that must be submitted as part of the periodic revalidation process. A delegated official does not have this authority. In addition, only an authorized official may delegate the authority to make changes and/or updates to the provider’s Medicare status.
• Delegated official: An individual who is delegated by an authorized official the authority to report changes and updates to the provider’s enrollment record. A delegated official must be an individual with an “ownership or control interest in” (as that term is defined in Section 1124(a)(3) of the Social Security Act), or be a W-2 managing employee of, the provider.
Note: Delegated officials may not delegate their authority to any other individual. Each delegated official must have and disclose his/her social security number on the provider’s enrollment application.

Q: My application for my official IACS account for ‘the SPOT’ was denied. What are the possible reasons that my account request would have been denied? Do I need to begin the registration process again?
A: Once you have completed the six-step registration process in Individuals Authorized Access to the CMS Computer Services (IACS) system, the provider-specific information you entered will be compared to the provider’s official enrollment record in the Provider Enrollment Chain and Ownership System (PECOS).
The following provider-specific information will be verified in PECOS by IACS Support:
• National Provider Identifier (NPI)
• Provider Transaction Access Number (PTAN)
• Last five digits of the provider’s Social Security Number (SSN) or Tax Identification Number (TIN)
• Practice Official’s first name, last name, and role
• Line of business (LOB)
• Location
Reasons for denial
An application for an official IACS account for the SPOT may be denied for any of the following reasons:
• Incorrect account holder information entered (e.g., SSN, first name, last name, email address)
• Incorrect combination of provider-specific information (i.e., NPI, PTAN, last five of SSN/TIN, Practice Official’s identity and role, LOB, or location)
• Incorrect role selected (i.e., Help Desk instead of FCSO Portal User )
If any of the above information was entered incorrectly in the IACS application, your request for an official IACS account for the SPOT will be denied, and you will have to complete and submit a new application in IACS.

Q: I have successfully completed the registration process for the SPOT? What do I need to do to keep my account active?
A: Once you have successfully registered for your official IACS account for the SPOT, you must meet the following criteria to keep your account in “Active Status”:
• Log in to your official IACS account for the SPOT at least once every 60 days
• Log in to the IACS administration site and change your account password every 60 days
• Successfully complete annual IACS certification

IACS account Password/User ID recovery FAQ
Q: What should I do if I have forgotten either the Password or the User ID for my IACS official account for the SPOT? What information will I need to provide?
A: Although the processes to recover your account Password and User ID are similar, each requires that you furnish a specific set of information about the account holder.
To recover your account Password, you will be required to furnish the following information:
• User ID for the account
• Account holder’s Social Security Number (SSN)
• Account holder’s email address
• Answers to at least two Authentication Questions
To recover your account User ID, you will be required to furnish the following information:
• Account holder’s first and last names
• Account holder’s date of birth
• Account holder’s SSN
• Account holder’s email address
• Answers to at least two Authentication Questions
Password recovery: Step-by-step instructions
If you have forgotten your account Password, please follow these steps:
1. Navigate to the IACS Administration website
2. Enter your User ID on CMS’ Login to IACS page
3. Click the Forgot Your Password? button
Note: You may also utilize the Forgot Your Password? button on CMS’ Application Login page; however, you will be automatically redirected to the Login to IACS page (after accepting CMS’ Terms and Conditions) and will need to begin the process again.

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