New York State Department of Health
New York
Early Intervention System (NYEIS) Electronic Mailing List
Medicaid
Service Coordination Management
UPDATE
Subject:
Updated Municipal Contacts for Code 35 Revisions and Instructions on How to
Request Gender or DOB Revisions to a Child’s Medicaid Record
Date: February
16, 2016
Dear
Colleague:
An updated Municipal
Contacts for Code 35 Revisions is attached. In addition, instructions how
to request needed gender or date of birth (DOB) corrections, has been added to
this attachment.
Needed gender
or DOB corrections, to a child’s Medicaid record, can be sent to NYSoH
Exceptions Mail Log (hxexcept@health.ny.gov).
They will forward the request to NYSoH support as needed.
How to
Access and Use the HCS Secure File Transfer
The Secure
File Transfer is a secure and easy way to transfer files, up to 100 megabytes
in size, from one HCS user to another. It is secure, because the file is not
e-mailed, rather the file resides on the HCS until it is downloaded.
To access the
HCS Secure File Transfer:
- Log
on https://commerce.health.state.ny.us
- Click
My Content towards the top of the page, Choose All Applications. From the
list, find Secure File Transfer Application.” Click on the “+” sign to add
this application to your list of “My Applications” on the left. Secure
File Transfer will now show up under your “My Applications” list whenever
you log on to the HCS. You click on the words “Secure File Transfer” to
open the application
- Once
within Secure File Transfer (SFT), click on “Send someone else a file”
located in the “I want to…” section.
- Enter
the NYSoH User ID in the “Mail to User” field. Then click on the first
“Browse” button and choose your attachment. If desired, you may include
comments in the “Comments” field. When everything is set, click the
“Upload” button to send your completed roster to the Department of Health.
You will receive an e-mail when the roster is received by the
Department.
- An
e-mail message is sent to the intended recipient notifying them to go to
the HCS to download the file(s). The recipient can click the link in the
e-mail, copy and paste the link into their browser address window, OR go
directly to the “Retrieve a file someone has sent me” of the SFT Application
to retrieve the file(s). The recipient is the ONLY person who can access
this page and/or file. The sender is notified, by e-mail, when the
recipient downloads the file.
Announcement
Sent March 25, 2015
Under Medicaid
only one billing provider may be reimbursed for a child’s SC services at a
given time. The Medicaid Exception Code 35 identifies the SC provider. In order
for reimbursement to be claimed for EI SC services the Local Department of
Social Services (LDSS) in the child’s transaction district (most often the
county in which the child resides) or the Bureau of Medicaid Enrollment and
Exchange Integration (NYSoH), must combine the child’s Code 35
Restriction/Exception Subsystem with the billing provider’s Medicaid Provider
Identification number in the Welfare Management System or eMedNY (electronic
Medicaid system). This code has no effect on any of the other services that a
Medicaid eligible child needs.
To assist the
LDSSs/NYSoH and EI SC providers with the enrollment/disenrollment process the
Bureau of Early Intervention and the Bureau of Medicaid Enrollment and Exchange
Integration are providing a suggested form (Exception Code 35: Case Management
Change Form), plus associated instruction sheets. This form was modeled after
similar forms currently being used. Do not combine enrollment and
disenrollments. Use separate forms for each type of request.
It is our hope
that the suggested form will help to ensure accurate Code 35 assignments in a
timely manner.
If you have
questions please contact the Bureau of Early Intervention by emailing beipub@health.ny.gov.
Additional
Guidance:
- Code
35s must be entered and removed from a child’s Medicaid record. The
attached form can be used to manage both. Please do not mix the Type of
Request, rather use a separate form for each type.
- As
a reminder if you are no longer providing SC to a child you must disenroll
them so that they can be assigned to a new SC provider
- Enrollment/disenrollment
dates must match the correct start and end dates associated with the
provider’s SC service authorization for the child.
- As
part of the SC biller’s responsibility, they should develop a routine of
notifying the child’s transaction district when a Code 35 must be enrolled
or disenrolled. Requests for children enrolled through NYSoH Medicaid
(H78) are being handled by NYSoH Exceptions. See Exception Code 35: Case
Management Change Form (page two) or Municipal Contacts for Code 35
Revisions for additional information.
Attachments:
Exception Code 35 - Case Management Change Form
Municipal Contacts for Code 35 Revisions (Updated February 12, 2016)