community health network of connecticut, inc
TRANSCRIPT
Community Health Network of Connecticut, Inc.®
Overview
New Medical Authorization Portal
What Has Changed and Not Changed
Registration Process (At-a-Glance)
Full Registration Process
Request to Create an Account
Two-Step Verification: Medical Authorization Portal User Access Form
Activation
Logging in for the First Time
Using the Portal
Quick Steps
Additional Information and Next Steps
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New Medical Authorization Portal
Community Health Network of Connecticut, Inc.® (CHNCT), the medical
administrative services organization (ASO) for the State of Connecticut’s
HUSKY Health program, is launching a new medical prior authorization portal
on Saturday, December 19, 2020 at 12:01 a.m.
The current portal (Clear Coverage™) will become read-only; users will be
able to look up authorizations submitted in the previous system but all new
authorizations must be entered into the new medical authorization portal
Read-only access will be available until 11:59 p.m. on December 31, 2020
The new medical authorization portal is both HIPAA and HITRUST compliant
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What is New to the Medical Authorization Portal?
Users will now have an unlimited lookback timeframe, accessible 24 hours a
day, 7 days a week
Users are not limited to lookbacks within a 365-day period
Users can review HUSKY Health member eligibility in real-time
A reference number will be generated immediately upon submission of each
authorization request
Allows users to view all authorization requests submitted under their
Connecticut Medical Assistance Program (CMAP) ID for each facility for
which they are registered users
Users will be able to attach supporting clinical documentation (e.g. notes,
documents) to their authorization request
Users will be able to view authorization letters and print or save as a PDF
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What Has Not Changed?
The new medical authorization portal responds the same way as Clear
Coverage in regards to:
An authorization submitted by fax or phone will not display in the new portal
Users under the same CMAP ID will be able to view all authorizations created
under that CMAP ID
Authorization requests created under one CMAP ID will not display in a different
CMAP ID site
Users must register all CMAP IDs that will be used to create authorization
requests
Rules for authorization submission have not changed
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Medical Authorization Portal Form and
Registration Process (At-a-Glance)
All users of the Clear Coverage portal will be required to sign up for the new
medical authorization portal; access from Clear Coverage will not carry over
to the new portal
There is a two-step authentication process that must be completed before a
user’s account will be activated
Users will register online
Users will also complete a Medical Authorization Portal User Access Request Form, to
be returned to CHNCT via email or fax
Once these two steps are completed, CHNCT will verify the user information
If the information is accurate, the user’s account will be activated
If not, the user will be contacted by CHNCT’s Medical Authorization Portal Help Desk to
work to resolve the discrepancies6
REGISTRATION PROCESS
Medical Authorization Portal
Online Registration
To begin, users must go to the Provider Registration web page: https://cnt.guidingcare.com/ProviderRegistration/
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Please Note: the medical authorization portal is also known as GuidingCare®; users will see this name come
up throughout registration
Online Registration (cont.)
To sign-up, users must enter their CMAP ID Number Tax ID number (TIN) and National Provider ID number (NPI) cannot be used for registration
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Online Registration (cont.)
Upon successful entry of the user’s CMAP ID, the user will move on to a
screen that says “Congratulations. Your CMAP ID was retrieved. Please fill in
the following details.”
All fields are required
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Online Registration (cont.)
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First Name
Enter user’s first name, uppercase and lowercase
Last Name
Enter user’s last name, uppercase and lowercase
User Name
Must be alphanumeric (50 characters maximum)
Do not use your email address as your user name.
Password
Passwords must:
Contain at least 12 characters
Have at least one uppercase and one lowercase
letter
Have one number
Have at least one of the following special
characters: !@#$%^&*
Password and Confirm Password must match
Enter user’s email address. Email address is case
sensitive—please remember the case used when
signing up for the portal.
Online Registration (cont.)
Sample completed registration page:
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Online Registration (cont.)
IMPORTANT For each CMAP ID requested, the user name must be different
Example: JoedemoDME1
JoedemoDME2
JoedemoDME3
Email address is case sensitive. The case in which users register their email address must always be used in the system Example: User registers as [email protected] (with capital letters)
The email address of [email protected] (all lowercase) will not be recognized by the system
User must always use [email protected]
Use of an accurate email address is necessary when requesting a password reset
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Online Registration (cont.) If all fields are filled out completely and correctly, the user will be directed to a
page indicating “Your request to create an account was successful.”
If any fields are left blank, or if there are any errors in the fields, the user will not be able to advance to the success screen; a message will appear saying “User cannot be registered.”
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Online Registration (cont.) This is a “request to create an account” because of the two-step verification
process
Only after both steps are successfully completed will the user’s account be activated
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Request for Activation: First Email Received Besides seeing the success screen, the user will also receive an email to
indicate the request to create an account was completed successfully
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This email will be from Altruista
Health Support with a subject of
“Thank you for signing up on
GuidingCare Registration Portal”
If you get a success screen but not
a success email, please check your
spam or junk folder
To ensure you receive all emails
from the portal, add
altruistahealth.com and chnct.org to
your trusted senders list
Two-Step Verification Process Besides registering online, the user must
fill out a Medical Authorization Portal UserAccess Request Form All current portal users were emailed a copy of
the form
A copy of the form can also be found in thesecure Provider Portal by going towww.portal.ct.gov/husky and clicking “Informationfor Providers”
All form fields are required
Form information must match informationentered into the online system whensubmitting the request to create anaccount If there are discrepancies between the form
information and the system information, theuser’s account will not be activated and someonefrom the Medical Authorization Portal Help Deskwill contact you
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Activation: Second Email Received When the online system and the form are both successfully completed, the user
will receive an email welcoming them to the new portal
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This email will be from Altruista
Health Support with a subject of
“Welcome to GuidingCare”
To ensure you receive all emails
from the portal, add
altruistahealth.com and chnct.org to
your trusted senders list
The URL to the portal is:
https://cnt.guidingcare.com/Portal/Account/Login
First Visit After Activation
Upon receiving the activation email, press the “Access” button or the link
to the portal to visit the Medical Authorization Portal for the first time
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USING THE PORTAL: FROM FIRST LOGIN
TO ACTIVE USAGE
Medical Authorization Portal
Logging into the Portal
Enter the username and password chosen when completing the initial
registration on the login screen
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Logging into the Portal (cont.)
First time visitors will be prompted to change their password
22All password requirements must be met in order to proceed past this screen
Using the Portal
Upon successfully logging into the Medical Authorization Portal, the
user is brought to the Dashboard
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NOTE: The Dashboard opens on the Requests tab; this feature is not currently utilized. The user should
proceed to the Authorizations tab directly under the Requests tab
Using the Portal (cont.)
The user can create and view all authorizations on the
Authorizations tab
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Quick Steps to Creating an Authorization
1. Select the type of authorization to be requested: inpatient or outpatient
2. Search for the member using the member’s date of birth (DOB) and HUSKY
Health member ID number
3. Verify Eligibility and that the member information is correct
a. If the member cannot be found, but displays in AVES, the user will not be able to enter the
authorization request in the portal
b. Fax the request to the Prior Authorization department at 203.265.3994
4. Select the type of authorization to be created from the Care Setting/Auth Type
dropdown menu
5. Complete the facility or provider information, including the provider phone and
fax number for the performing or admitting provider
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Quick Steps (cont.)
6. Complete the referring provider information
7. Complete basic authorization information (e.g., notification date and time, type
of authorization [initial or reauthorization]), if applicable
8. Enter the diagnosis or ICD-10 codes. Multiple codes may be entered
9. Enter the procedure or CPT-4 or HCPCS codes
c. Some codes such as emergency admissions have a special custom procedure
code: AdmitDSS
10. Enter units and dates. For example: days for emergency admission, the “To”
and “From” dates are the same 12/19/2020 to 12/19/2020
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Quick Steps (cont.)
11. Skip over the Additional Details tab; it is for CHNCT internal use only
12. “Enter Notes” is a required field where the user enters any information needed
for the authorization request, such as contact information or medical record
number
13. Once the authorization has been saved, no changes may be made by the
user; however, the provider has the ability to enter additional notes and add
documents by selecting the three (3) dots next to the Member’s ID number on
the dashboard
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HELPFUL TIPS & NEXT STEPS
Medical Authorization Portal
Additional Information
The user may configure additional columns on their dashboard by selecting
Config Columns on the upper right hand corner. Users are able to add columns
such as DOB, Auth Status, Overview service status, etc.
The users may also view a summary of the authorization request by selecting
the last column on the right with the icon that looks like a page. This summary
contains all of the information regarding the authorization request, including
member, provider, services, dates, documents, and notes submitted
The user will now also have access to the approval letters. The summary and letters can be
printed or saved as a PDF
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Next Steps
Register for the portal online and complete a Member Authorization Portal User
Access Request Form
Remember: you must use your CMAP ID number to register for the portal online
Upon receipt of activation, visit the new portal and change your password
Register all users who request medical authorization of services for HUSKY
Health members. Each user must have their own login credentials
Training sessions were recorded and are available online by visiting the Prior Authorization
page at: https://www.huskyhealthct.org/providers/prior-authorization.html
For more information on the change to the Medical Authorization Portal refer
to DSS Provider Bulletin 2020-75
If you need assistance registering, please call 1.877.606.5172 or email
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Thank you!
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