Requesting Revisions of Child's Gender or Date of Birth in Medicaid's Data System

Provider
Released May 24, 2016:

On occasion a child’s gender or date of birth (DOB) may be incorrectly recorded in Medicaid’s data system (eMedNY). Based on the child’s Medicaid enrollment office/county/transaction district, an early intervention provider can request the revisions be made by following the steps below.


Children Enrolled through the NYSoH Exchange (Office/Transaction District: H78) OR New York City
Send an email with an attached password protected Microsoft Word or Excel document to hxexcept@health.ny.gov. 

The attachment should include the following:
  • Billing Provider’s Name (Agency/Individual)
  • Requestor’s Name
  • Requestor’s e‐mail and phone number
  • Enrollment Office/County/Transaction District (If more than one office please use separate forms.)
  • Child’s Last Name and First Name
  • Child’s Client Identification Number (CIN)
  • Type of Correction
  • Correction
  • Verified By: List how the identity was verified. (Do not send the actual document)

Please use the attached Microsoft Word or Excel document attached below.




How to Password Protect the Document
The attachment must be protected using a password. To password protect a Word or an Excel document:
1. Click the File tab.
2. Click Info.
3. Click Protect Document, and then click Encrypt with Password.
4. In the Encrypt Document box, type a password, and then click OK.
5. In the Confirm Password box, type the password again, and then click OK.

The password needs to be sent in a second email to hxexcept@health.ny.gov. 
To assist Exception staff, it is recommend that the two emails have similar subject lines (e.g., “<Billing Provider’s Name> Requested Revisions” and “<Billing Provider’s Name> Contains Password”). 
Do not include a child’s name in the subject line.


Children Enrolled Through the Local Office/County (Other Than NYC)
Send requests (secure email or fax) to the local county office associated with the child’s record. You may use the this same format unless the local 
office/county has requested another.
If after one month, the local county office did not act upon on the request, you can contact hxexcept@health.ny.gov and they will have field staff 
follow up.


Additional Information
DO NOT SEND: NYEIS Data Request forms, NYEIS Child Reference Numbers, eibilling Medicaid Code 35 Error Reports, or other extraneous 
information.

*ePACES and the Medicaid Eligibility Verification System (MEVS) will help determine a child’s eligibility, and the enrollment office/county/transaction district. To start the ePACES enrollment process call 800‐343‐9000. 
To learn more about MEVS visit:
https://www.emedny.org/ProviderManuals/AllProviders/supplemental.aspx#MEVSPM.

Gender and DOB errors found in NYEIS can be corrected by the child’s Service Coordinator or Early Intervention Official Designee (EIOD).

If you have questions, contact the Bureau of Early Intervention’s Provider Approval and Due Process Unit by email, provider@health.ny.gov


The official NYS Department of Health release is available for download below.



Article ID: 324, , Modified: 5/24/2016 at 9:10 PM

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