HFSIMPACTFrequently Asked Questions

Frequently Asked Questions


 

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collapse Category: : Departmental Processes ‎(2)
1. How will HFS communicate with Typical providers under the new IMPACT system?
The method of communication in IMPACT will be via email.
2. Will the state still accept paper applications from Medicaid Providers?
No, once the IMPACT system is implemented paper applications will not be accepted.
collapse Category: : Education & Training ‎(39)
1. What will be the customer service plan for service providers who are having issues with enrollment system and/or have general questions?  Will they be directed to the Sister Agency or HFS?
There is a help line (1-877-782-5565, Option 1). Questions received will be directed to HFS or the Sister Agencies as appropriate. The email to submit questions is: IMPACT.help@illinois.gov
2. How can providers stay informed regarding IMPACT updates?
Providers should regularly check the IMPACT website for updates. http://IMPACTinfo.illinois.gov 
3. How will providers be educated and trained?
Training webinars are available at Http://IMPACTinfo.illinois.gov
4. What is IMPACT?  Is it the same as the Medi system or myhfs.Gov?
Impact (Illinois Medicaid Program Advanced Cloud Technology) is a multi-agency effort to replace Illinois' 30-year-old Medicaid Management Information System (MMIS) with a web-based system that meets federal requirements, is more convenient for providers and increases efficiency by automating and expediting state agency processes.  The IMPACT system is not the same as Medi or myhfs.Gov.
5. What is IMPACT and how is it different from Family Health Network? I have read the webpage on IMPACT and am still confused as to what this is and why we need to revalidate if we are already in Network with Medicaid.
Illinois is in the process of modernizing its 30 year old Medicaid Management Information System (MMIS) system to meet federal requirements in the Affordable Care Act. Revalidation of a provider’s information is also a requirement of the Affordable Care Act in order to continue participation in the Medicaid program.
6. I am a physician in Illinois and received mail containing my application ID number to revalidate my provider information. I went to your website and cannot find a link where I can enter this ID and revalidate.
You will use your Application ID to revalidate in IMPACT. The link to revalidate is available on the IMPACT website.  Attached URL is the Provider Enrollment Timeline and is subject to change. http://www.illinois.gov/hfs/impact/Documents/IMPACTProviderEnrollmentTimeline.pdf 
7. Just wondering where I can view the recorded webinars.
The webinars are available on our website at http://IMPACTinfo.Illinois.gov under the webinars tab. Turn your pop-up blocker off before continuing.
8. I received our yellow Revalidation cards in the mail.  How do I revalidate? Can you revalidate me by email?
Providers will visit http://IMPACT.Illinois.gov to revalidate. You have to use the web-portal to revalidate. You will need the Application IDs to complete your revalidation
9.  What is the source data for the specialties and subspecialties?
The specialties will populate based on what is entered under provider type and the subspecialties are populated based on what is entered under specialty. The specialty field is what is now referred to as “category of service.”
10. I am in the process of submitting an enrollment disclosure statement to update the Authorized Official and Board of Director changes on behalf of a provider who is already enrolled in Illinois Medicaid. Can I fax in this form or are we now required to use the web portal to make changes?
We no longer require the enrollment disclosure to be sent by paper. When completing an enrollment in the IMPACT system the disclosure will need to be completed. If the provider has authorized a certain individual to complete the enrollment, he/she is allowing this individual to complete the disclosure on his/her behalf.
Every few years the provider will be required to log in and revalidate his/her information and if there is a need to change/update any information in the enrollment between revalidations, a modification can be made to the enrollment in the IMPACT system.
11. Are their certifications required to be attached to their online application under the group enrollment?
Copies of Certifications are not required to be submitted.  IMPACT is a paperless system,
12. If my organization enrolls our Nurse Practitioners and Physician Assistants, does that open them up to seeing more Medicaid patients? Would each NP and PA then have their own panel of patients like the MDs?
No, IMPACT does not have any bearing on determining which patients a provider sees.
13. Will non-participating providers be indicated in IMPACT. In the current MMIS system they are coded non-participating after 18 months of non-billing.
The non-participating program is no longer in production. Providers will not be put into a non-participating status. The auto inactivation will occur every 3-5 years when providers are required to revalidate again
14. Please verify what the process is regarding group enrollment. Was an application ID sent out?
Groups were not registered in our enrollment system. With the conversion to IMPACT we are now asking groups to enroll. Therefore no application ID number was sent out and a representative from the group will need to log in to IMPACT and create a New Enrollment.  Once this enrollment is approved, the providers can then associate to your group when they complete their revalidation or enrollment.

More information on IMAPCT and the enrollment process is available at http://www.illinois.gov/hfs/impact/Pages/AboutIMPACT.aspx 

Prior to being able to complete the enrollment, anyone who needs access to the IMPACT system will need to create a user ID and Password through a single sign-on process. This process can be done anytime. To begin go to http://IMPACT.illinois.gov and click on “Create New Account.”
15. Since we are an established group with you do we need to enroll in the group option before we can revalidate our providers or do we not and just revalidate our providers?
Groups were previously not registered in our enrollment system. With the conversion to IMPACT we are now asking groups to enroll. Therefore no application ID number was sent out and a representative from the group will need to log in to IMPACT and create a New Enrollment.  Once this enrollment is approved, the providers can then associate to your group when they complete their revalidation or enrollment.

More information on IMAPCT and the enrollment process is available at http://www.illinois.gov/hfs/impact/Pages/AboutIMPACT.aspx 

Prior to being able to complete the enrollment, anyone who needs access to the IMPACT system will need to create a user ID and Password through a single sign-on process. This process can be done anytime. To begin go to http://IMPACT.illinois.gov and click on “Create New Account.”
16. Our Legal Dept. has a question regarding the Terms and Conditions. There is reference to Trading Partners, which matches what we are as far as a clearinghouse. Then there are specific items/terms regarding Billing Agents, which differ from a Trading Partner.
Since we as a clearinghouse have to enroll in IMPACT as a Billing Agent, and there is no option for Trading Partner; does the Trading Partner Agreement we have on file today as a ‘Trading Partner’ with Medicaid supersede the ‘Billing Agent’ Terms and Conditions we would be agreeing to online when we enroll in IMPACT?
If the TPA we have today does not supersede and we now have to abide by the terms and conditions as a Billing Agent, we have a couple of questions regarding the specific information for Billing Agents. Who would we need to discuss our questions with?
Please have a legal representative contact HFS Office of General Council at 217-782-1233 or 312-793-4805. However, it should be understood that the terms and conditions as outlined in IMPACT are not negotiable and need to be agreed to in order to continue with the enrollment.
17. Will IMPACT assign a liaison for larger groups to assist with enrollment of the Group to ensure all factors are in place so applications are not denied due to missed data?
Most of the missed data occurred while using paper applications. When processing the application in IMPACT there are steps to complete on what is called the Business Process Wizard or BPW. In order to submit your application each step must be completed before it allows you to submit. IMPACT’s required fields should give us all the information needed to complete the enrollment. If any additional information is needed we will contact you.
18. Does IL Medicaid now recognize group NPI numbers or are the Physicians added to the facility NPI number?
Each physician will use their own Type 1 NPI. Each Group would have their own Type 2 NPI.
19. We currently have multiple locations, each with their own NPI. Will we still need multiple NPI's or can we complete the application with one main NPI?
You can complete the enrollment with one NPI and add the multiple locations under that entity.  If there is a need to maintain the multiple NPIs, they would be separate enrollments.
20. Can you direct me as to where to find my NPI number?
To search for your NPI visit https://nppes.cms.hhs.gov/NPPESRegistry/NPIRegistryHome.do and select “Search for an Organization” and input your business name search for the business name in the “Organization Name (LBN)” field (you will have to enter the security characters that appear in order to search). The revalidation process is from August 3, 2015 to December 31, 2015.  The Timeline is subject to change and is also available on our website at http://IMPACTinfo.Illinois.gov.
21. Can an individual provider, a single physician, enroll as a Group using a Type 2 NPI?
Can that same provider then enroll as an Individual Rendering and bill under his group info?
Yes he could but he would need to use a FEIN and not his SSN for the group.
22. We have a new nurse practitioner at our practice. Which application will I need to use to add her?
Nurse practitioners will enroll into IMPACT as Individual Rendering/Servicing providers. While you can enroll your nurse practitioners currently, please note that nurse practitioners are a new provider type in the Medicaid enrollment system and as such are not required to enroll until January 2016.
23. We are owned by 2 foreign companies and in the ownership list it will not allow me to enter foreign addresses, it keeps giving an error. But if I enter in a US address it works. How do you want me to enter these companies in this step that are foreign that own part of Walgreens?
Illinois Medicaid does not pay or enroll foreign companies. You will need to enroll using one of your American addresses. An email is to be sent to HFS.PPU@illinois.gov listing the foreign addresses.
24. We are a Kentucky Multispecialty group, my question is about the MCO list in Step 8.  Will the Kentucky MCOs be listed in the dropdown box?
If a Kentucky MCO has a contract with the State of Illinois they will be included in the drop down box
25. We hired an SBIRT counselor in July and need to credential her as well as see about the encounter rate.  How do we go about adding this category of service to our health center? 
In IMPACT, the category of service has been replaced by “Specialty and Subspecialty.” Therefore, when completing the enrollment application for the facility, you will want to be sure to add the appropriate provider type/specialties and subspecialties.
26. I am a home-based service facilitator and am also currently overseeing the Intake/enrollment process for new consumers for our home-based and day training programs. I just received an email about the IMPACT and would like to view one of the sessions but was unsure about which session I need to watch.
You would qualify as an FAO Enrollment Type.  Please visit http://IMPACTinfo.Illinois.gov to learn more about the IMPACT system. There are Webinars available via the ‘Webinar’ menu option. If you have additional questions, please email IMPACT.Help@Illinois.gov or call 1-877-782-5565 and select option 1 to speak with one of our helpdesk staff.
27. How easy it will be to register my agency based on the type of service we provide?
Please visit http://IMPACTinfo.Illinois.gov to learn more about the IMPACT system. There are Webinars available via the ‘Webinar’ menu option. You can view previous recordings by clicking on the Webinar’s hyperlink and registering. If you have additional questions, please email again to IMPACT.Help@Illinois.gov or call 1-877-782-5565 and select option 1 to speak with one of our helpdesk staff.
28. How user friendly is the system? Will there be an opportunity to view the system and it's processes before it goes online? Once the system goes online will there be a help desk staff still available for problems working with the system?
Please visit http://IMPACTinfo.Illinois.gov to learn more about the IMPACT system. There are Webinars available via the ‘Webinar’ menu option. You can view previous recordings by clicking on the Webinar’s hyperlink and registering. If you have additional questions, please email to IMPACT.Help@Illinois.gov or call 1-877-782-5565 and select option 1 to speak with one of our helpdesk staff.
29. I do not know how the changes will affect our organization
Please contact your communication liaisons in the agencies you work with to understand how changes will affect your organization.
30. What will we be entering into the new system?
Please visit http://IMPACTinfo.Illinois.gov to learn more about the IMPACT system.  There are Webinars available via the ‘Webinar’ menu option. You can view previous recordings by clicking on the Webinar’s hyperlink and registering. If you have additional questions, please email again to IMPACT.Help@Illinois.gov or call 1-877-782-5565 and select option 1 to speak with one of our helpdesk staff.
31. When will the recordings be posted? Can you also reach out to those who have participated in this webinar so we can direct others to view the recording and register for the repeat and part two?
The recordings of all webinars are currently posted on the IMPACT website.
32. Is this only going to be for providers or can patients use this to apply for coverage?
IMPACT is only for providers, not client coverage.
33. What does the recertification process looks like from the provider end? How much information on agency/clients/staff etc. is going to have to be entered?
Please visit http://IMPACTinfo.Illinois.gov to learn more about the IMPACT system. There are Webinars available via the ‘Webinar’ menu option. You can view previous recordings by clicking on the Webinar’s hyperlink and registering. If you have additional questions, please email again to IMPACT.Help@Illinois.gov or call 1-877-782-5565 and select option 1 to speak with one of our helpdesk staff.
34. Is the May 29th suspension for provider applications only or are you referring to Medicaid recipient applications being suspended?
The May 29th date is only for provider enrollment applications - not recipient applications.
35. We received a card in the mail stating, “This is the Application ID # to be used to Revalidate your provider information in the new Illinois Provider Enrollment System – Impact”. Do I need to submit a new application for our providers? Or is this information just for future references when we’re required to revalidate our providers? Please advise
You do not need to submit a new application for your providers.  IMPACT is a new paperless provider portal for revalidations, new enrollments, and updates.  However, you will need to log on to revalidate your providers to continue their participation in the Medicaid program.  IMPACT is replacing the 30 year old MMIS system where you used to submit paper applications to provider enrollment.  Please visit our website for more information at  http://IMPACTinfo.Illinois.gov.
36. What is the link to get into the enrollment site?
The IMPACT enrollment application site is https://IMPACT.Illinois.gov.  You can find out more about IMPACT by visiting http://IMPACTinfo.Illinois.gov
37. In a community mental health group, all of our sites have their own NPI’s; will I have to complete an application for each site?
To list each NPI you will have to complete a separate enrollment for each. Otherwise you may add the additional sites as other servicing locations in the add locations section. Also, each TIN/FEIN can only have one pay to address and one NPI. If the payments for any location need to go to a separate address, each location will have to have a separate FEIN and enrollment.
38. Would it be possible to develop a blank application to print out so that the information can be completed by the appropriate staff prior to entering the information into IMPACT?
There is not the ability to have a blank application only screen prints are possible.  Please go to http://impactinfo.illinois.gov/ for additional information regarding IMPACT.
39. I have received no mechanism to register for the Webinar in the IMPACT series.
Please visit http://IMPACTinfo.Illinois.gov, and click on the “Webinars” tab. IMPACT will request to capture your information, and after you submit your information then the recorded webinar will launch. Please check our website often for updates as more information is being added frequently.
collapse Category: : Implementation ‎(39)
1. How can service providers support the Project?
Service providers can be ready by having all their required information available to aid in completing the revalidation process.  Required information will be covered in Outreach.
2. Will the implementation of IMPACT be replacing the MEDI system?
There will be no changes to MEDI during the Provider Enrollment phase of the IMPACT project.  There will be some changes to MEDI once we get to the later phases of the IMPACT project but those changes have not yet been defined.
3. I hope I am correct in my understanding that the two applications I submitted yesterday for facilities will be processed.  Then I will wait until after August 3 to complete the initial enrollment of the agencies into the IMPACT system rather than completing the HFS paper series.
Applications received by May 29, 2015 will be processed. They will not be delayed due to the new system.
4. We currently send claims to ILLINOIS Medicaid through our billing agent and we get remits back directly from ILLINOIS Medicaid by logging in and grabbing them off of the system.  What do we need to do for this system change?  Will this system change affect how we pick up electronic remittances?
Claims and remittances will not be affected during this phase of IMPACT.  You will continue to utilize MEDI as you currently do.  The current phase of IMPACT pertains to provider enrollment and revalidation of information to remain in compliance with the federal government in order to participate in the Medicaid program.
5. We have hospitals in St Louis, MO and Illinois that submit electronic claims to Illinois Department of Public Aid.  We batch claims for the payer and route them to a billing agent.   In turn, the billing agent, routes our claims to the payer.  How will we be notified to enroll??
Billing Agents and Clearing houses are “Billing Agents” in the IMPACT system. “Billing Agents” enrollment in IMPACT started July 2015.  You will not receive an additional notification to enroll in IMPACT. You can log in to IMPACT to complete your enrollment as a Billing Agent beginning late July. Upon state approval, clients will associate to you as their billing agent.
6. If a new provider ID is going to be created in the Impact system, will the old legacy provider number still be used for submitting claims?
Claims and remittances will not be affected during this phase of IMPACT.  You will continue to utilize MEDI as you currently do.  The Legacy IDs will be linked to the IMPACT application.
7. According to your website, Medicaid Illinois has stopped accepting paper-based updates for providers. Does this include enrolling for EFT so that providers can be paid electronically rather by paper check? If so, what is the process to enroll for EFT? I have reviewed the website and I am not finding any details about how providers can enroll for EFT with Medicaid Illinois.
Currently the claims processes, including EFT information is not being affected by IMPACT.
If you need to set up EFT for a provider, you will need to do so through MEDI at http://www.myhfs.illinois.gov/
8. Will this system alleviate paper application and consolidate the enrollment of clients into Provider Connect/Value Options as well as billing into HFS into this one system?
This phase of IMPACT is only for provider enrollment. It has no affect on client enrollment or claims processing. Please contact your Communication Liaisons for additional information.
9. How do I know if I am currently enrolled in MMIS. I have a narrow field of service, mainly private duty nursing services. I am enrolled as a HFS provider now but the only online systems used are claims processing through Emdeon and confirming Medicaid eligibility through MEDI but nothing more.  I am concerned that I won't know in time if I need to apply since application IDs won’t be sent until basically same time as paper application deadline.
You can contact the Provider Participation Unit/Provider Enrollment Services at 877-782-5565 to confirm you are currently enrolled. Claims processing and the use of MEDI will not change at this time. Your current enrollment will continue as is. You will have until the end of December 2015 to revalidate your enrollment after you receive your Application ID number.
10. If we are a  provider with IDoA, will we get an ID number and have to get a paper application for IMPACT before May 29, 2015?
If you are currently enrolled in MMIS you will get an Application ID # to revalidate your information.  If you are not currently enrolled, you will not need to submit a paper application.  You will be required to enroll directly into IMPACT at a later date.
11. I use an access based billing program for EI billing.  I understand billing processes will not change until 2018, but will I be able to continue using the same billing program until 2018 and after 2018?
Please contact your Communication Liaison at EI to discuss your billing processes.
12. How will IMPACT change our business operations and staffing needs?
Changes to individual business processes will have to be evaluated by each individual provider.
13. Who do I contact to find out if our hospital is currently enrolled?
 Please contact the Provider Participation Unit/Provider Enrollment Services at 877-782-5565 to verify if you are currently enrolled. 
14. How long will the blackout dates be? Will provider payments be effected during the blackout dates?
Application must be received by May 29, 2015, and updates must be received by June 24, 2015. No actions will be allowed between June 24, 2015, and August 3, 2015.
15. Will the new system accept DMS5 and ICD10?
Claims and remittances will not be affected during this phase of IMPACT.  You will continue to utilize MEDI as you currently do.  The current phase of IMPACT pertains to provider enrollment and revalidation of information to remain in compliance with the federal government in order to participate in the Medicaid program.
16. How do I know if I am enrolled in MMIS?  If I am required to enroll or revalidate in IMPACT what is the process and how do I complete it.
If you have questions about your enrollment, please contact the Provider Participation Unit/Provider Enrollment Services at 1-877-782-5565.  Please visit http://IMPACTinfo.Illinois.gov to learn more about the IMPACT system. There are Webinars available via the ‘Webinar’ menu option. You can or view previous recordings by clicking on the Webinar’s hyperlink and registering. If you have additional questions, please email again to IMPACT.Help@Illinois.gov or call 1-877-782-5565 and select option 1 to speak with one of our helpdesk staff.
17. How will HFS make contact if an application did not make the May 29, 2015 deadline?
If your application did not make the deadline and was not processed it will be returned to your office.
18. If we submit applications for providers during the freeze out period will they be processed since they are a few months in advance?
Any applications received prior to May 29, 2015, will be processed.  Any providers who are not enrolled by July, will have to enroll in IMPACT as a new provider.
19. Are we in the MMIS system? We were part of a 2008 DHS DDD Conversion from grants to Medicaid Waiver and perhaps didn't do a full application. I know at that time we were not required to have a NPI number
Please contact your communications liaisons in one of the agencies you work with or the HFS Provider Participation Unit/Provider Enrollment Services at 877-782-5565 to confirm you are enrolled in MMIS.
20. How long will the process last from paper suspension until the system is up and running.
The deadline for submittal of paper applications is May 29, 2015. After that date no paper applications will be accepted. August 3rd all new enrollments will be electronic via the IMPACT.
21. I was not clear about the interruptions that will occur during the month of May and will then restart. Will they affect FAOs that are already enrolled?
FAOs which are already enrolled will not be affected by the May 29th, 2015, deadline for new enrollment. Changes to your file has a June 24, 2015 deadline for updates. Otherwise, a currently enrolled FAO will be required to revalidate their information beginning August 3, 2015.
22. My concern is about the transitioning period and how it may affect billing and receiving payments.
There will be no affect on billing or payments during the transition period.
23. What would happen and what is the process if an application needs to be completed after May 29, 2015?
We will attempt to accommodate urgent situations as they arise, however, applications not received by May 29th, 2015 will have to wait until August 3, 2015. After that date, the provider can go into IMPACT and submit an application.
24. How do you find out if you have a certified W-9 on file with the Office of the Comptroller? Do you need a copy of this in order to enroll once IMPACT is up beginning August 3, 2015?
Please contact the Provider Participation Unit/Provider Enrollment Services at 877-782-5565 regarding whether you have a certified W-9 on file with the Office of the Comptroller. A certified W-9 will be required before enrolling.
25. How quickly will the enrollment process backlog take to be current?  What steps are being taken in order to not have 6 month delay with enrollment once the new system is up?
The May 29, 2015, deadline is required to ensure all applications received will be processed before implementing IMPACT. IMPACT is a paperless system so backlogs of any substantial time are not anticipated.
26. We are taking over management of a provider on August 1, 2015. We will need to apply as a Medicaid provider. Should we apply now so we will have an active number on August 1, 2015 when we take over?
Please contact the Provider Participation Unit/Provider Enrollment Services at 877-782-5565 regarding this issue.
27. What is going to happen with the current backlog of enrollments.
Staff are currently working backlogs as efficiently as possible.
28.  Will providers receive a notification to revalidate? During the suspension occurring on May 29, 2015, will the provider enrollment representatives continue processing applications received up to May 29,2015? Thank you. If a provider has multiple payees on file, which address will application ID numbers be sent to? Will this presentation be available on the IMPACT site?
The Application ID numbers will be sent to all currently enrolled providers for their use in revalidating. The provider enrollment staff will continue to process any application received by May 29, 2015. The Application ID numbers will be sent to the provider's office address. The presentation is available on the website.
29. Will all applications received on or prior to May 29, 2015, be processed prior to August 3, 2015? What impact will enrollment blackout have on managed enrollment since they require provider to first be enrolled with HFS?
Applications received prior to May 29, 2015 will be processed prior to August 3, 2015. HFS is working with the various MCOs to explore what options are available for the backdating of MCO enrollments. The MCOs will have ultimate decision on whether they will backdate. Please check with the individual MCOs plans as this issue is resolved.
30. What is the Legacy MMIS Systems? We use MEDI and Value Options/MH Collaborative. Does the Application ID numbers distributed via postal mail include for current enrolled providers or only NEW providers.
The Legacy MMIS system is the Healthcare and Family Services system that maintains the enrolled providers and also the claims processing system. The Application ID numbers will be mailed to every currently enrolled provider, it will be sent to their office address.
31. If we have a psychiatrist in our mental health division in our health department, do they need to register with IMPACT after we do or does that only affect the provider who has privileges with a hospital? Where can we find more information on the EHR Medicaid Incentive Payment Program? PHASE 1. Did we miss that???
All providers who provide services to Medicaid clients will need to enroll in IMPACT. These psychiatrist would then associate themselves to your Health Department. Please refer to: http://www2.illinois.gov/hfs/MedicalProvider/eMIPP/Pages/default.aspx for information on EHR.
32. The envelopes that will be coming to the individual hospitals will something be marked showing the importance of the enrollment? Will this be a white envelope or colored so we can alert our hospitals?
For the mailing of the Application ID numbers, the envelope is white with the IMPACT logo as the return address. The application ID card inside the envelope is yellow. The IMPACT logo should alert providers that it is important.
33. Is this system replacing the current REV/MEDI system? Who is the community liaison?
No, the REV/MEDI system is not being replaced. Your communication liaison is the person identified for the agency with whom you work.
34. How does IMPACT affect nursing homes.
All nursing homes are required to revalidate their information.
35. Is the IMPACT enrollment process tied to the Medicaid Certificate number, the NPI for the particular office location providing services or both.  Our organization has one Medicaid Certificate with multiple locations, each with its own NPI.  Do we enroll the organization using the Medicaid Certificate number or each location providing services using their NPI? Will there be options for interface between IMPACT and our individual EHR system to facilitate billing or will we continue to submit billing information separately?
IMPACT is NPI based.  You will enroll using your Tax ID and NPI.  Each additional location can be listed as additional sites under the one enrollment. This phase of IMPACT is only related to provider enrollment. Billing/claims processing/reimbursement are not affected by this phase of IMPACT.  All providers enrolled in MMIS will need to revalidate.  There are no changes to the billing processes.
36. If nothing is changing with MMIS and the way we process transactions on that website,  why do we have to register in IMPACT as a clearinghouse? Also, why would a provider have to associate their billing agent in IMPACT if we are doing that very thing on MMIS already for our providers? If we do have to register as a Trading Partner on the IMPACT site, what is the process for enrolling as billing agent?
Nothing will be changing with the way MMIS processes claims or with the way you currently submit claims.  The new Affordable Care Act requirements mandate that we capture additional information about all parties involved with Medicaid services/claiming.  As a result we are replacing our 30 year system with the new IMPACT system.  The associations between Providers and billing agents are being established in preparation for a future phase of IMPACT.
37. If we are already using MEDI to receive remittance do we need to do that step again during the IMPACT enrollment?
Yes. The 835/ERA Form will be necessary for transactions with MEDI later during the full implementation of IMPACT
38. We currently have two submitter ids.  We will be migrating our providers to one submitter id once we registered on IMPACT.  Since claims will not be going live until 2018 how will NEW providers be linked to our current submitter ids
Claims and remittances will not be affected during this phase of IMPACT.  You will continue to utilize MEDI as you currently do.  The Legacy IDs will be linked to the IMPACT application however the link date has yet to be determined.
39. Will MEDI be replaced by IMPACT in 2018
No, MEDI will not be replaced by IMPACT
collapse Category: : Provider Enrollment Process ‎(97)
1. As a provider, what do I need to enroll and when do I need to enroll?
Specifically what is needed will be covered during Outreach.  If you are currently enrolled in MMIS, you will enroll beginning August 2015.  If you are a new provider type, you will enroll beginning January 2016.   These are planned and if needed could be adjusted.  If adjusted, you will be notified.
2. As a provider, who will have access to my information?
There are security rules within the system which will limit access to staff as required to have perform their specific functions.
3. As an EI provider, how will this new enrollment affect my payments from the EI Program?
All payments will remain as they currently are until Full Implementation.
4. What will be the impact of not being able to enroll new providers for 75 days prior to Go-Live?  How will billing be effected for those agencies who can't enroll new staff members since payments cannot be processed for providers who are not enrolled?
Every effort will be made to accommodate emergency situations, to ensure there is limited negative effect on the provider.  Provider can request a retroactive enrollment date.
5. After implementation the provider will probably be making changes like adding a payee. If Information sheets will no longer be sent, how will providers know the change has been made correctly?
Information sheets will continue to be sent until Full Implementation. Additionally, providers can check the status of their modifications in IMPACT.
6. How will providers' billing and payments be effected in the new system.
There will be no effect on billing or payments as payments will continue to be made out of the Legacy system.
7. Do providers have to initiate the re-enrollment process or will it be initiated by the state?
Providers must initiate the revalidation process. Providers will be issued an application identification number by mail in early May.  After August 1, 2015 all providers will be able to use this number to access the IMPACT System to validate the information that is currently in the system and adding additional information that is required.  (Illinois will be transferring SOME provider information from the legacy MMIS system to the new system).  All currently enrolled providers will be required to revalidate their information.
8. Will all Medicaid providers be allowed to enroll on the first day that the IMPACT System is live?
Yes
9. Why do I have to register again if I am already enrolled.
Based on the requirement of the Affordable Care Act, all providers who service Medical clients are required to revalidate their information and to supply additional information which is not currently collected.
10. Will providers continue to get a provider information sheet by mail or email after validation?
Yes, providers will continue to get their provider information sheets by mail.
11. Will new types of providers (i.e. homemakers, EMTs, drivers, etc.) be able to enroll prior to 2016?
New provider types would be able to enroll after August 2015, however, they should be encouraged to wait until January 2016.
12. Some providers do not have full-time staff and have minimal resources.  Will providers have to incur additional cost to operate the IMPACT system?
The IMPACT system should be more efficient and cost effective, as the need to copy and/or mail  documentation will be greatly reduced.
13. How much additional time and effort will providers have to expend to manually input the data into IMPACT?  Will there be an interface/bridge/translation  software  program  available to transfer the provider's data into this IMPACT System?
At this time, this is unknown for any particular provider. However, the entries into the IMPACT system could replace whatever system, software, or process providers are currently using to enter this same information. There is no software program available to transfer provider data into the IMPACT system.  All provider information must be keyed into the IMPACT system. 
14. What does the Application ID # mean and who has access to that number or can look it up?
The application ID number is a state-assigned number which will be mailed in both May and July, 2015  to all  enrolled providers. This number must be used to access the IMPACT system.  Each currently enrolled provider should be on the lookout for an IMPACT mailing on yellow paper, and should give this paper to the staff person that will complete the revalidation process. The IMPACT help desk will have the ability to look up application ID numbers for providers who may have misplaced or not received the postal mailing
15. What address will a physician’s application ID number be sent to? 
Application identification numbers will only be mailed to providers who are currently enrolled in the Medical Assistance Program.  The address on the Provider’s current enrollment  will be the address to which these application identification numbers will be mailed.
16. If a provider bills direct do they need to enroll during this time period "between Go-Live and the Grand Opening"?
Providers who are billing direct will have an enrollment type in the IMPACT system of a FAOs (facilities, agencies or organizations), a sole proprietor, or a MCOs.  If a FAO or sole proprietor, this would be indicated in your IMPACT enrollment that you submit the claims (not a billing agent) by not checking billing agent.  Therefore, these types of providers would enroll after the grand opening as shown on the IMPACT timeline.
17. Do paper applications need to be received by 05/29/15, or post-marked on 05/29/15?
The Department of Healthcare and Family Services needs to receive paper applications by May 29, 2015.   This will ensure a timely conversion of all data in our current system.
18. We currently submit claims through another clearinghouse partner; but we receive remittance directly from the MEDI System.  How do our providers enroll for claims versus remit?
At this time the IMPACT system will not be replacing  any  claiming systems. IMPACT is a new electronic provider enrollment system used  for enrolling Medicaid-funded providers and billing agents use of the MEDI website for ERA (835) Downloads, as well as EFT, or payments generated from State Comptroller will not change at this time.  The details of how payees(pay to) will enroll in the IMAPCT system will be shared at a later date through  outreach training and webinars. 
19. We have multiple locations and all are under the same TAX ID.  Each location has their own NPI.  Since all our locations have their own NPI, and an application has been done for all locations in the beginning, does that mean that each individual location under this TAX ID will need to be revalidated separately?
There is a separate enrollment in the IMPACT system for each NPI even though all locations are using the same TIN.  For example, if there are three locations each with their own unique NPI though using the same TIN then there will be three separate enrollments in IMPACT.  Each individual location under this TAX ID will need to be revalidated separately.
20. I attended one of the training sessions for IMPACT. It was suggested at that session that I send a spreadsheet containing information for all of our Nurse Practitioners and request information/direction on how we need to proceed with their enrollment in the new system. To clarify, please advise for each of these nurse practitioners if we are to enroll as revalidations or new enrollments.
Nurse Practitioners were previously not enrolled with Illinois Medicaid. Based on federal requirements we will need them to be enrolled, but we are not asking for this to be completed until January 2016. When they are enrolled, it will be a new enrollment that will need to be completed. Please contact the Provider Participation Unit/Provider Enrollment Services at 1-877-782-5565 for a listing of providers associated with your Tax ID number.
21. When can application ID numbers be expected?
You can request a list of the Application ID number for the providers for which you are responsible.
22. How do I enroll? Can I enroll online?
IMAPCT and the enrollment process is available at http://www.illinois.gov/hfs/impact/Pages/AboutIMPACT.aspx 
Prior to being able to complete the enrollment, anyone who needs access to the IMPACT system will need to create a user ID and Password through a single sign-on process. This process can be done anytime. To begin go to http://IMPACT.illinois.gov and click on “Create New Account.”
23. I received a yellow card in the mail. I am not on Medicaid. I pay privately for my health insurance. In August, I will qualify for Medicare. I don't know what to do with the information that was sent to me.
If you are receiving payments from Medicaid because you are a home care provider, transportation provider, or medical provider, then you will need to revalidate your information in IMPACT to continue to participate in the Medicaid program. You can no longer submit paper applications to the State for updates. It is all completed online through our new provider portal called IMPACT. You will use your Application ID to revalidate in IMPACT.
24. I have been advised that the providers will receive a separate application ID number for each payee they are enrolled with. For example, the ED physicians we enroll are also enrolled by one of our Sister hospitals. I was concerned we would not receive an application ID at this address since it is the primary location and payee. Is it possible to obtain a list of providers associated with the following Tax ID and NPI number?
 Please contact the Provider Participation Unit/Provider Enrollment Services at 1-877-782-5565 for a listing of providers associated with your Tax ID number.
25. I am looking over the prerequisites for the upcoming change to IMPACT. I believe we have everything but the Application ID number and I am not sure how to check to make sure a current W-9 is on file with the Office of the Comptroller.
Application ID numbers were mailed to the office addresses that were on file with provider enrollment. You can contact the IMPACT Help Desk to obtain your Application ID number. In addition, if you are currently participating in the Medicaid program, then your W-9 is on file. However, you can contact the Provider Participation Unit/Provider Enrollment Services at 1-877-782-5565 regarding your enrollment.
26. I received application ID numbers for both of our physicians. What should I do next?
You will use the Application ID numbers to revalidate each provider in IMPACT. An additional mailing is scheduled for July 2015. IMAPCT and the enrollment process is available at http://www.illinois.gov/hfs/impact/Pages/AboutIMPACT.aspx 
Prior to being able to complete the enrollment, anyone who needs access to the IMPACT system will need to create a user ID and Password through the Single Sign-On process. This process can be done anytime. To begin go to http://IMPACT.illinois.gov and click on “Create New Account."
27. I wanted to inquire about the process of obtaining application ID numbers for IMPACT. Our group is currently in the process of trying to locate the letters that went out in May, but have not been successful. Can you tell me what the process is to obtain application ID numbers and if the doctors have to call on their own behalf, or if the practice can call and obtain this information.
Application ID numbers are being mailed to the individual provider’s office address. An additional mailing for application ID numbers is scheduled for July 2015. In early July, you can request a list of the application ID numbers for the providers for which you are responsible. Please submit your request to IMPACT.Help@Illinois.gov.
28. How can I go in and check to make sure all my doctors are listed. I have only received a few of the yellow cards with application ID numbers on them.
Application ID numbers are being mailed to the individual provider’s office address. An additional mailing for application ID numbers is scheduled for July 2015. In early July, you can request a list of the application ID numbers for the providers for which you are responsible. Please submit your request to IMPACT.Help@Illinois.gov.
29. I am a provider who works under 4 different tax id numbers. There are four separate locations. Two of them belong to entities with their own NPI numbers. Two function under my NPI number but with different TINs. How would that work?
All four businesses will all have separate enrollments. As the provider, you will then associate to the businesses in which you render services to using the Billing Provider step.
30. Will more than one user be able to be in IMPACT at the same time? Is there a practice form I can play with so that next week when I attempt a new provider enrollment I am ready?
Only one person can be in an application at a time. Also, the created user ID and password can only be logged in once because two people cannot use the same ID and password as each person should have their own. However, multiple people from your group can be logged in at one time as long as they are each under their own user ID and password and are not working on the same application at the same time. IMPACT is a new process so we don’t have examples available at this time but if you have questions during the process, feel free to contact us and we will assist.
31. My department provides Early Intervention Services. Our therapists are employed through our agency, and we bill the Early Intervention CBO. We are not a clearinghouse. Is it possible that our adult departments are considered Atypical, but our Early Intervention Program is considered something else? Are we considered a billing provider?
The difference between Atypical versus typical Agencies is the absence of an NPI number for the agency. A representative will need to log in to IMPACT and complete the revalidation. Once this revalidation is entered and approved, the providers can associate to your agency as a billing provider.
32. If there is a pending IL Medicaid Enrollment currently in process, how is that handled after IMPACT is implemented? We are a DME provider whose application has been pending for two years. It was close to getting approved, but the fingerprint screening was established, which caused an additional delay. We receive the fingerprinting instructions, however, the vendors were unaware of the procedures and our fingerprinting procedures are not applicable for out of state applicants.
Since the application was not approved and we are no long accepting paper applications, we will need a new enrollment application to be completed in the IMPACT system. Any checks that were previously done manually are now being handled via an electronic database. Therefore, if there is question to certification after receiving the application, a follow-up notice will be sent advising what is needed to complete the application.
For more information on IMPACT and the enrollment process visit: http://www.illinois.gov/hfs/impact/Pages/default.aspx.
33. After reading the information that is posted on the IMPACT Provider Enrollment webpages I am still unclear about the process for enrolling a new Provider as an Illinois Medicaid Provider. Will you provide some clarification?
It is correct that a new provider will need to complete a new enrollment in the IMPACT system. However, if the provider is not rendering services till the end of August, it would not be completed till then.
34. Who will process requests that IMPACT Outreach received for individuals or businesses that request to not participate in the Illinois Medicaid program or inform us that a provider is deceased or that the business has closed?
Please send the information to HFS.PPU@Illinois.gov.
35. If paper applications are submitted prior to May 29, 2015, will processing be delayed due to the new system? Can you elaborate on who might be eligible for Retro-effective date, or is this case-by-case basis? There was discussion that some are not eligible.
Applications received by May 29, 2015, will be processed, they will not be delayed due to the new system. Retroactive dates can be requested and will be considered on a case-by-case basis.
36. If you are a hospital and have staffed physicians, will you revalidate the physicians when you revalidate the hospital or will you revalidate the hospital and then revalidate your staffed physicians under the individual physicians?
The hospital application will need to be revalidated and approved before the physicians can associate to the hospital on their enrollment. After the hospital application is approved, each physician will have their own enrollment to revalidate or enter and they will make the association to the hospital as a billing provider on their enrollment application.
37. What is the link to revalidate?
Please visit the our website at http://IMPACTinfo.Illinois.gov to learn more about IMPACT. The link to log in to revalidate will be available closer to the Grand Opening of IMPACT on our website. You will use your application ID number to revalidate in IMPACT.
38. How would a physician enroll if they work for several different entities as well as a sole proprietor?
The sole proprietor would complete an application as a sole proprietor then associate to any other entity for which he renders service as a billing provider.
39. It appears I can’t get past the Add Locations step. I have entered all info, and when I click close it does not take me back to the BPW wizard to proceed to step 3. It says I have not completed step 2.
In addition to entering your primary practice location address, you must also attach a correspondence address and a pay-to address to your primary practice location address. When you click back into Step 2, click on the hyperlinked words 'Primary Practice Location.? Ensure that all the required information for the top of that screen is filled in, then click on the button for 'Add Addresses' and add a correspondence and pay-to address for your primary practice address.

We encourage you to visit http://www.IMPACTinfo.Illinois.gov to learn more about the IMPACT system. There are recorded webinars available which you can access via the 'Webinars' option from the menu on the right side of your screen. You can click on any of the listings which are appropriate for your enrollment, enter the requested information, and the recording of the webinar will begin immediately. The presentation will walk you through the Single Sign-On process and then the provider application process. If you have any other questions, please email again to IMPACT.help@Illinois.gov or call 1-877-782-5565 option 1.
40. When you add an address in IMPACT, will you be able to add the NPI for that location as well since each location is required to have an NPI ?
IMPACT is NPI based. For one NPI when you enter the primary location you will include a pay-to address and a correspondence address. In The Add Locations step you will be able to add other servicing locations, for which you will add only a corresponding address. You are not able to add NPIs to the other servicing addresses. If there is a business reason to retain additional NPIs for individual locations separate enrollments will be required.
41. We are current provider of non-emergency medical transportation services with State of Illinois. When attempting to complete the Add Locations step we not able to move forward and a system generated message stating, “please add\validate address." We also notice that you have the incorrect zip code on record for Northbrook, IL. It shows 60662 instead of 60062. Does MEDI and IMPACT has something to do with this issue as we are having an issue processing claims.
It appears you are missing a Pay To address for the Primary Practice Location. After accessing the application again, click on step 2: Add Locations then click on the hyperlink "Primary Practice Location" and click "Add Address" then choose from the drop down, Pay To, and enter the pay to address details. Be sure that the address for each entry has been validated and this should resolve the issue. If it does not, contact us again.

The MEDI system is currently not affected by IMPACT so that would not be the reason the batch was not able to be submitted.
42. I am on step 3 "Add Specialties" and cannot choose any specialty relevant to transportation services. Could it is because I made wrong choice at the very beginning during account opening process and I chose wrong applicant type?
It appears you are attempting to enroll as an Individual sole proprietor. This is a provider of medical services who owns his or her own company and typically does billing on his/her own.
As a transportation provider with no NPI you are classified as an Atypical Individual. This is a person who does not provide medical services. After selecting this type of enrollment, step one Provider Basic Information will have a drop down next to Applicant Type where you can choose either Individual sole Proprietor or Rendering/Servicing only.
With this enrollment information, the specialty choices will then be updated to reflect an option for transportation. If you need to complete a new enrollment with a different enrollment type, this one will first have to be denied. If you wish to have this application denied, email back and we will request it to be done.
43. I've been trying to complete a revalidation application, but I am stuck on the "Add Locations" step. The step remarks still state to "Please add/validate the required addresses".
Each Primary Practice location address requires that a correspondence and pay-to address be attached to it. Also note that your Other Office/Servicing address will require a correspondence address to be attached. Please ensure that all required fields are complete and that each address is validated and saved.
44. How can I confirm our billing agent is enrolled?
In the Associate Billing Agent step, you may click on Confirm/Search Billing Agent and use the search function by utilizing the filter drop down to select the search criteria and enter the billing agent's name, NPI or Provider ID. Also, entering a "%" at the end of the search criteria to maximize your search results. If the billing agent does not appear in the search results, they are likely not enrolled/approved and you will need to contact your billing agent.
45. Where can I get help with enrolling in the different MCOs for Medicaid?
You will need to contact the MCO plan that you wish to associate to and once a contract has been set with this MCO plan, you may enter the association in the "Associate MCO Plan" step.
46. I renewed my Medicaid provider status a couple of months ago. I have yet to enroll in MCOs. Do I still need to enroll in each MCO separately or can I do it through IMPACT?
You will need to contact the MCO plan that you wish to associate to and once a contract has been set with this MCO plan, you may enter the association in the "Associate MCO Plan" step.
47. Within the Add Locations step. I answered the "Accept 835 (reported at EIN/TIN level)" question and was able to change this to YES for the Primary Practice Location. My problem is that I cannot change the answer to "YES" on any of the other serving locations that I entered.  How can the problem be resolved?
The 835 assignment within the Add Locations step is associated to the pay to address which is associated through the primary practice location therefore it is not necessary to set this on the other servicing locations and it will choose the default response of "No."
48. Does a University owned hospital indicate ownership through their Board of Directors?
Enter Government and then board of directors/officers/principles can be entered.
49. We are a clearinghouse submitting multiple transaction types to IL Medicaid via the current MEDI system. We have several concerns regarding the request for personal information of managing employees and board of directors members such as social security numbers. As a large corporation, is there are alternate method of identification we can use?
There is no alternative to completing this information. Based on federal guidelines associated to the Affordable Care Act, ownership must be disclosed and personal information of the owners must be obtained.
50. I am trying to revalidate our group so that I can then add a nurse practitioner and then revalidate the rest of the practice. We are a Rural Health clinic.  When the online asks for owner information, I chose "Corporate-non charitable".  It asks what percentage?  We have 6 physicians who own the practice and it is divided up.  It wants me to please enter at least one managing employee from Controlling Interest/Ownership screen.  Do I need to enter each provider as well as entering the corporation and name?
You could put 100% for your Corporate charitable 501(c)3 ownership record. However, all 6 physicians are to be identified as owners and their individual ownership % could be listed. Then list your each Board of Directors/Officers/Principles ownership record who engage in making day to day decisions, with 0% ownership. Your managing employee can be anyone with some decision making authority, also with 0% ownership.
51. We are a group that is trying to register on the IMPACT login had a question; the group has relates to the Board of Director information required. A representative from the group informed me that the group is a publicly traded company and that the Board is unwilling to list social security numbers. Is there another route this group can take?
When entering a corporate ownership type in IMPACT, it is required to enter at least one Board of Directors/Officers/Principles and all the required personal information must be entered pertaining to this (and any other) ownership or the application can not be completed.
52. I have read the glossary description of Billing Providers and FAO but am still having difficulty deciding on which of those we are. We are a private clinic who provides Early Intervention and submits their own billing to the CBO for EI services. Can you let me know how we clarify whether we are an FAO or Billing Provider? Does this apply to those who are applying for an assistant certification for EI?
You will need to enroll as an individual provider, the agency that you work for through EI will also enroll as a FAO and they will need to enroll first so that you can associate to them as the Billing Provider. However, since you are working through EI, you will want to confirm the preferred enrollment process with the communication liaison for DHS, Ann.Freiburg@illinois.gov.
53. I am writing you to let you know that we have not received our 3.75 X 8.5 yellow card revalidate with Medicaid. Is there any way you can send us a new card or let me know what I need to do for the revalidation?
EMT providers are a new provider type for the Illinois Medicaid enrollment program so they will not receive an application ID and will need to complete a new enrollment.
They will not need to complete their enrollment until January 2016 or after.
There is information regarding IMAPCT and the enrollment process at http://www.illinois.gov/hfs/impact/Pages/AboutIMPACT.aspx.
54. How does a local health department identify as a provider?
A health department will be enrolled as an FAO provider. The application ID number you received will have been set up as such.
55. We are an atypical agency. Are any of the listed additional webinars for us?
There are webinars available for viewing at http://www.illinois.gov/hfs/impact/Pages/default.aspx.   You will need to view the webinar(s) for FAO (as it is essentially the same as Atypical Agency). If you have any additional questions regarding IMPACT contact your communications liaison.
56. Is a retail Pharmacy, In-patient Hospital Pharmacy or a Pharmacist considered a provider that needs to sign up and register for IMPACT?
A provider in IMPACT is considered to be any individual or business that renders any services for Medicaid recipients and receives payments via Medicaid dollars in any fashion. All providers will have to submit their information for verification per the Affordable Care Act. A retail pharmacy that submits claims to Medicaid will need to revalidate/enroll in IMPACT. A in-patient hospital pharmacy that only serves hospital patients would be covered under the hospital. A Pharmacist in Charge (PIC) will be able to enroll in IMPACT as a provider.
57. I do the credentialing for a Critical Access Hospital and we contract our ER Hospitalist physicians through a company. I have not received any of their IMPACT application ID numbers. I have contacted them to ask them for the numbers but so far none of them have received their application ID numbers.
ER Hospitalists are physicians who will enroll as Individual Sole Proprietor/Rendering Services provider and select the appropriate specialty/subspecialty.  If they have not received an Application ID, contact the IMPACT help desk at (877) 782-5565, Option 1.
There is information regarding IMPACT and the enrollment process at http://www.illinois.gov/hfs/impact/Pages/About IMPACT.aspx
58. It seems that the relationship conversation for board members under step 7 is required. Our board members have 0% ownership and they obviously cannot be owned themselves. How should we proceed?
If you are asking about how to enumerate your ownership, we recommend that you list your corporation as 100%, then leave your Board of Directors/Officers/Principals ownership records and your managing employee record as 0% owned. If you are asking about what to select as the relationship between board members, corporation, managing employee, if these are all different people, then select 'None'.
59. What is needed in the Specialties step for a pharmacy to show a “Completed” status?
Please add another specialty and select 'Chain' or 'Independent' for your pharmacy, with the appropriate subspecialties.
60. Please clarify what state agencies fall under the sister agencies description that need to be associated with our agency as applicable.
The sister agencies involved in IMPACT are Dept. on Aging, Department of Children and Family Services, University of Illinois at Chicago/Division of Specialized Care for Children, and the following Divisions of the Department of Human Services - Alcohol and Substance Abuse, Developmental Disabilities, Mental Health, Rehabilitation Services and Early Intervention.
61. If we have a contract with an MCO, do we have to enter it into IMPACT since it is optional?
As long as the step is listed as optional, it is not a requirement. However, be advised that enrollment status will be affected based on your association with an MCO. The step is optional for providers who do not have a contract with a MCO. If you have a contract, you are to make the association with the MCO.
62. What is the purpose of entering Associate MCO plan?
Some providers render service to Illinois Medicaid clients via a contract with the MCO (Managed Care Organization) plan contract. An example of an MCO plan is Health Alliance, Blue Cross Blue Shield, etc. If a provider has a contract with an MCO plan they would need to associate to the MCO plan on the enrollment application so that when claims are processed, it will be done so accurately.
In addition, some providers have contracts to provide service to Illinois Medicaid clients through state agencies or sister agencies and these agencies will be listed here under MCO plan. In the event that a provider serves clients through the sister/state agency contract, they will need to associate to that agency through this step as well. If neither of these options applies to the enrollment that is being processed, this step will be skipped and does not need to be completed.
63. If our FAO is associated with an MCO, do we need to link each of our Individual Providers, who bill as a group to each mco also?
Each revalidation and or new enrollment application should associate to each MCO.
64. Do emergency room doctors who do not have contracts with MCO’s, but must see all patients due to Emtala, need to select all MCOs or can they skip that step?
If the doctor does not have a current contract with the MCO plan, they would not need to associate to an MCO plan. If there is a contract between the MCO plan and the hospital where the services are rendered, it would be the hospital that associates to the MCO plan on their enrollment application.
65. I use the DASA Darts Program to submit our claims, how would I answer the questions on the Add Mode of Claims Submission in the IMPACT application?
Add Mode of Claims Submission will not effect how claims are currently being processed. However, it is necessary to make a selection to get through this step. If you utilize a billing agent, you will want to select billing agent and paper claims. Otherwise, it is suggested that you choose Electronic Batch and Paper Claims. ​
66. The Controlling Interest/Ownership step does not seem like something the actual Billing Agent would be responsible for completing, can you give us guidance on this?
There would need to be information entered for this step that will indicate the ownership and/or controlling interests of the billing agency. For example, if the agency is a corporation, the ownerships listed may be Corporation and Board of Directors/Officers/Principles and a Managing Employee. There are several options to chose from for ownership type. If you need assistance when completing the application please email again to IMPACT.help@Illinois.gov or call 1-877-782-5565 option 1.
67. I have completed all of the information but I’m getting a message to add an owner. I have already added both owners and a managing employee. How do I complete this?
In reviewing the information that was entered, it shows you have entered two Board of Directors/Officers/Principles, a Managing Employee and the Corporation-not publicly traded. Typically the ownership would fall on the corporation and not the Board of Directors/Officers/Principles as indicated. Please verify this information and correct the information as needed.
68. I entered my Corporation Information on the owners list as 100% Should this be me? I am the president of the billing company which is an Illinois corporation.
The Corporation should have 100%. List yourself as a Board of Directors/Officers/Principles, with 0%, then again as the Managing Employee with 0%.
69. When adding locations and ownership information do I need to add all locations every time I work on the new location?
Yes, you will need to complete the location step for each application, with the exception of the Pay-To address. There will only be one Pay-To address per TIN.
70. The office I am working in is a corporation with one provider having 98 % interest. When I put this information and add the relationship as Self, the application is incomplete. I have also added my self as the Managing Employee with 0 % interest but that did not work either.
We suggest adding a Board of Directors ownership record. Every corporation needs 3 entries (Corporation, Board of Directors and Managing Employee.)
71. We have a group of hospitalists that will need to be revalidated; however; they also have a new payee to add. Can this be done in IMPACT at the same time?
The payee is listed in IMPACT as a pay to address under the Add Locations step. You should be able to view the information that was transferred over. If this information has changed, you can change it during revalidation.
72. It is our understanding that all providers sharing a tax id will need to have only one address listed for payments. Once this is complete, when does that become effective? Will the payments begin to go to the one address immediately following revalidation or not until 01/01/2015? Thank you.
There is a delay from the time the application was approved until any changes take affect. Unfortunately, I cannot provide you with an exact time frame.
73. How do we request an effective date prior to the current date?
You will be able to specify a retroactive start date for your enrollment during the application process in the checklist portion of the application.
74. What are the Support and Technical Support contacts?
The Support Contact requested is someone who could answer general questions regarding the business process of the billing agent office. A technical contact is a person would be utilized to more specifically answer technical questions regarding the claim data processing. These may or may not be the same person.
75. As a billing agency for LEAs  can I revalidate for each of the school districts we represent or do they have to do this?
Billing agents are able to revalidate the providers they represent.
76. If we hired a new provider after May 29, 2015, can we still sign up a provider online if we needed to in order to bill for that provider.
You will be able to enroll a new provider on August 3rd and request a retroactive date.
77. I have a lot of new doctors joining in June and July. If I cannot enroll them until after August 3, 2015, and no new enrollments will be taken after May 29, 2015. I will need to ask for a retro date. Will I be guaranteed to get that retro date?
It is anticipated that retroactive date requests will be able to be granted in most cases.
78. Will new to Illinois providers that join our group in July not be able to enroll in the IMPACT system until August 3, 2015? Is this where you ask for retroactive dates.? How do these new enrollees get their application ID numbers?
New providers will not be able to enroll until August 3, 2015. You can request a retroactive date within the checklist during enrollment. They will get an application ID number when they first enter IMPACT.
79. How will it work if our provider has more than one location /payee code with HFS?
The IMPACT system will allow multiple locations/sites for one enrollment but there can be only one pay to address per Tax ID number.
80. The Board of Directors will not give out their social security numbers. What will happen if we do not have them?
The required fields in the IMPACT system are not optional. The application cannot proceed without all of the required information.
81. Would a school district enroll as an FAO? If so, how would the ownership information apply?
Yes, a school district would enroll as an FAO. There are a variety of ownership options to select from, including Government, Board of Directors, and Managing Employee, among others.
82.  Is there any work around for a hospital with one FEIN and multiple payees?
Each FEIN will only have one pay to address.
83. Do you need to register each NPI ?
If the tax ID is the same, there are two options.  You may have one enrollment including one TIN/FEIN, one NPI , a primary practice location while listing the each additional location as other servicing locations.  Alternatively, you may enter each NPI as a separate enrollment.
84. Does each billing agent enroll their client? Does each provider enroll and add billing agent?
Billing Agents enroll first, then the providers enroll and associate to the Billing Agents.
85. Is enrolling a billing agent necessary for every single provider or is this a one step process for our medical group?
Billing Agents need to enroll first so that providers can associate themselves to their Billing Agent. If a provider does not utilize the services of a Billing Agent then they can skip that step in the enrollment application.
86. I run a small billing services serving 2 doctors. Am I in the category of billing agent and need to enroll in IMPACT? If I need to do, new enrollment or revalidation
If you submit claims on behalf of the providers but do not accept Medicaid payments for them, then yes, you are a Billing Agents. All Billing Agents are New Enrollments because they were not enrolled in the previous State Medicaid system.
87. In another webinar they mentioned MEDI needed to be registered for billing services. Is this true?
If a Billing Agent will be submitting HIPAA compliant transactions, they will need to register in MEDI.
88. We do billing for our office and all our school districts so will I need to enroll as a billing agent and then in August enroll as a provider under the billing agent it will be the same name and information?
You will enroll beginning July 20th as a Billing Agent. In August, you will enroll as a FAO. Under the same name. Your other school districts will enroll as FAOs and associate to the Billing Agent.
89. We are a government facility and are not owned by anyone in this office?
There are a variety of options for Ownerships types including Government, Board of Directors, and Managing Employee.
90. Is Medicare an option under the MCO’s?
Medicare is not an option. Listed under MCOs will be the MCO plans that have contracts with the State of Illinois and the 8 sister agencies.
91. Do rendering/servicing providers under a group still have to associate to MCO’s?
If they have contract with an MCO provider or a sister agency they will need to associate to the MCO plan.
92. Is there a checklist of documentation needed for enrollment?
We recommend most providers obtain an NPI number and ensure they have a certified W-9 on file with the Office of the Comptroller. If you don’t have a certified W-9 Please fax the W-9 form to the HFS Provider Participation Unit/Provider Enrollment Services at Fax #: (217) 557-8800.  Also, please ensure their certifications and licensures are up to date. Please visit http://IMPACTinfo.Illinois.gov and navigate to the ‘Provider Enrollment’ section. Scroll down to the section titled “Getting Ready to Enroll: Prerequisite Steps for Providers”. There are descriptions of the steps we recommend providers take in preparation for the enrollment process.
93. If a billing agent contract is going to end prior to enrollment and some billing has not yet paid, should we list the old billing agent and the new billing agent?
Yes.
94. What do you mean by ownership?
The Ownership step is where those who have a controlling interest in the practice are to be listed. The step supplies a dropdown list of relevant owners from which you can chose.
95. Will New providers in an FQHC be able to enroll in August, or do they also wait until January 2016. Specifically referencing nurse practitioners and MDs providing services after May 29, 2015.
New providers and other existing provider types may complete a new enrollment in IMPACT beginning August 3, 2015 – December 31, 2015. New provider types will begin enrolling in January 2016.
96. We are a not-for-profit organization; therefore we have no owners. How do we complete the ownership portion of the revalidation process?
It is recommended that you put 100% for your Corporate charitable 501(c)3 ownership record. Then list your each Board of Directors/Officers/Principles ownership record who engage in making day to day decisions, with 0% ownership. Your managing employee can be anyone with some decision making authority, also with 0% ownership.
97. On the Associate Billing Provider step, the system does not recognize me as an individual when I enter my NPI number. I will eventually be enrolled with an agency but I thought that in order for me to enroll in IMPACT as a sole proprietor, I would need to enter my personal information on this page
If you are currently submitting your own claims and receiving your own payments (i.e., don’t have a billing provider), then you would leave that step blank (the default being that you do your own billing). This means that as a Sole Proprietor you must go back to Step 1: Provider Basic Information and change the application type from Rendering/Servicing Only to Individual Sole Proprietor. That will change the Billing Provider step from Required to Optional
collapse Category: : Provider Requirements ‎(36)
1. Must a service provider have a NPI  number?
Service providers who deliver health care services as required by HIPPA must obtain a NPI.
2. Can a service provider have multiple NPI numbers?
Yes, unless they are an individual.
3. May a service provider have multiple locations assoicated with one NPI number?
Service providers may have multiple service locations attached to one NPI and Tax ID or they may to choose to have a separate NPI for each service location. 
4. Will a HFS service provider number still be assigned to a provider?  If the answer is yes, when in the process will this be done?
Yes, when a new provider is approved in IMPACT, a legacy file and new HFS provider number will be established.
5. What if a service provider is not required to have a NPI number?  What will be used to identify these providers in the system?
Atypical providers will be assigned an unique number in the IMPACT system to be used in place of the NPI.
6. What is the purpose of the taxonomy number?
This code is used in billing HIPPA related transactions and is required when applying for a National Provider Identifier Number.
7. Do all service providers have to pick a taxonomy number?
All providers who are required to have a NPI will need to identify a taxonomy number.
8. How does a service provider know which taxonomy number to pick?
Taxonomy number is selected by the health care provider based upon their education, license/certification and the services being rendered.
9. Why is it important for providers to associate with the appropriate Sister Agency?
In order to bill for services offered by Sister Agencies providers must associate to the Agency for which they desire to provide services.  This is critical because sister agencies may have additional enrollment requirements which are necessary for their approval process. 
10. How often will providers be required to enroll?
Beginning July 2015 all providers will be required to revalidate every 3-5 years depending on risk level or other factors determined by the Agency..

11. Are all service providers required to register with the Comptroller prior to beginning the provider enrollment process?
All pay to providers will be required to have a certified W-9 with the Comptroller prior to enrollment. Billing Agents and Rendering/Servicing Only providers do not require a certified W-9.  If you are currently enrolled with MMIS and receiving payments from the State you have a certified W-9.  
12. Will all current service providers be required to re-enroll in the Medicaid Program (through HFS)?
Current providers will be required to revalidate their information in IMPACT during 2015.
13. Why am I being asked to enroll with HFS?
Based on the requirement of the Affordable Care Act, all providers who provider health care services to Medical Assistance clients are required to enroll and be screened.
14. Will each individual practitioner need a w-9 or will the provider groups w-9 work?
If the provider is going to be what is termed a rendering/servicing provider then they will not require a certified W9.  Rendering/Servicing Providers are individuals who render care to Medicaid recipients but who do not bill the Department directly for their services – that is the entity (i.e. the group) who the individual works for bills the department for their services and the entity (i.e. the group) receives the payment.  Thus the group would be required to have a certified W9 and the rendering/servicing individual would not in this given situation.
15. Will each practitioner need their own specific email address or can the provider groups email address be used?
Each practitioner will not need their own specific email address.  The groups email address can be entered for each provider. Please note that any email address listed needs to be monitored frequently and associated to the individuals who will be acting on the provider’s behalf.  This is very important as email will be the primary mode of communication in the IMPACT system. Please continue to refer to the IMPACT website http://IMPACTinfo.illinois.gov. for any updates or additional information.
16. What is required for billing agents and clearinghouses to enroll and will this affect other enrollments such as pay to changes, ERA and EFT enrollments?
Billing services and clearinghouses(referred to as “billing agents” in the IMPACT system) will need to enroll within the  first two weeks of the web portal coming online.  Special outreach will be conducted to help billing agents enroll as soon as the IMPACT comes online.  At this time the IMPACT system will not be replacing  any  claiming systems. IMPACT is a new electronic provider enrollment system used  for enrolling Medicaid-funded providers and billing agents. Use of the MEDI website for ERA (835) Downloads, as well as EFT, or payments generated from State Comptroller will not change at this time.
17. Is the new online process for out-of-state enrollments also?
Yes, all providers currently enrolled in the Illinois Medical Assistance Program will need to enter the IMPACT system and review and update their information.
18. Will current providers who deliver services through Medicaid waiver programs —including providers who have previously not been required to enroll in MMIS have to enroll starting on the Grand Opening Date to continue to be paid for services?
Waiver providers currently enrolled in the Illinois Medical Assistance program will need to access the system after the grand opening to revalidate their information.  For any new enrollment of these specific types of waiver providers they will need to also access the IMPACT system to initially enroll after the grand opening.  For waiver providers who have not previously been required to enroll in the MMIS system their enrollments into IMPACT will occur starting in January 2016. 
19. Our agency provides Home Based Support Services to a Medicaid Waiver I/DD population.  Are we required to revalidate for this conversion process?
Yes, Medicaid Waiver providers who are currently enrolled with Medicaid such as agencies providing Home Based Support Services will be required to revalidate their enrollment in the new IMPACT system.  DD Medicaid Waiver providers including CILA, DT, CLF, Child Group Home, behavior consultants and other therapy providers will all have to revalidate.
20. Our facility has an NPI per Medicaid certified site, does each NPI need to be enrolled?  Or will TIN suffice?
Since each site has a unique NPI number,  each site will have a separate enrollment in IMPACT with all sites using the same TIN.
21. When we enroll online as a billing agent, will we be filling out an 'agreement'?  If so, is there a way to get a copy of that agreement ahead of time that we can send to our Legal team for review?
Billing services and clearinghouses(referred to as “billing agents” in the IMPACT system) will need to enroll within the  first two weeks of the web portal coming online.  Special outreach will be conducted to help billing agents enroll as soon as IMPACT comes online.  Once the system is live in July,  the provider agreement which is referred to as the “terms and conditions” in the IMPACT system  will be available for you to view and print.
22. My Group has over 25 CLIAs that are associated with my NPI . Would the CLIAs make our enrollment a FAO and not a Group?
You will enroll as a group and list the CLIAs in the License/Certification/Other portion of the associating Rendering and Servicing providers.
23. I came to the question about fingerprinting. I’m having a hard time finding information about who needs to be fingerprinted, and how to go about having this done. Does it need to be done before we submit the online portion of the application? If our officers/directors need to be fingerprinted, can it be done where they live?
Your Category of Risk dictates if they require finger printing. This link is the Provider Notice that outlines the Categories of Risk of all providers.  The screening requirements for all categories is listed on the last page http://www.hfs.illinois.gov/assets/030713n.pdf.
24. The licenses required for a Land Ambulance provider in the License/Certification/Other step gives a drop down menu of the types of licenses/certifications that could be required. Included in the list are Driver’s License/State ID, Public Health License/Certificate, Vehicle Identification Number, and Vehicle Plate Number. Are all of these required to complete the revalidation? If so, is it the Driver’s License for each person operating the vehicles, and each vehicle used?
For Ambulance Providers the following licenses/certifications are required: Public Health License/Certificate, Driver’s License/State ID, Vehicle Identification Number and Vehicle Plate Number.
25. Are we going to have to provide copies of all these licensures/certifications?
Per license/certification number, our system is sophisticated and electronically verifies whether the information entered is accurate and valid. IMPACT is a paperless, web-based system. Copies (including electronic copies) of licenses/certifications do not have to be provided in order to successfully submit an application. You will have to enter license/certification type(s) and numbers.
26. What licenses/certifications are going to be required for MD/Dos? What licenses/certifications are going to be required for Nurse Practitioners?
They are required to provide their State of Illinois Department of Financial and Professional Regulation License and any board certifications they have.
27. My FAO currently maintains 11 different, location based NPI numbers. Will it be possible through the IMPACT revalidation process to consolidate to a single number that would cover all services/locations? What will that process look like?
The IMPACT system will only allow one “Primary Practice Location” and “Pay To” address to be entered per EIN/TIN. For situations with multiple sites, it is possible to enter all sites on one application. When completing the enrollment application, after entering/confirming the Primary Practice Address with its associated Pay To and Correspondence addresses, you would add additional servicing locations and enter the physical address and correspondence address for each site as necessary. However, if you have a need to have each NPI listed, each site will have to be entered on a separate application.
28. Physician assistants won't be able to enroll as recognized providers until January 1, 2016, but will groups be able to add them in the Taxonomy section before they are enrolled?
Groups will enroll and identify the taxonomy associated with their NPI.  They can add additional taxonomies if desired.  Physician Assistants are not required to enroll until January 2016.
29. Is an application for a CILA license also included in this cut off?
Please contact your Communication Liaison regarding this issue.
30. We are new providers in the process of applying and won't get our complete application in by May 29th. How much different will the requirements be with the new system?
The requirements in IMPACT will be all that are required in the current system, in addition to information that is required by the Affordable Care Act.
31. I do not have a computer in my office.
All IMPACT applications are completed electronically.  You may use a home or public computer to complete the application process.
32. Our group has never entered home addresses for our physicians and we do not think that the Board of Directors will allow this information to be on the application. In addition, the addresses connected to the physicians’ licenses are most likely the business addresses. How will this affect the enrollment process? There was further concern about requesting the SSN of the ownerships as the board of directors will not provide their SSN. What if it isn’t?
It is requested that the home address be entered based on federal guidelines. Please note that if the home address entered does not match that associated to the license, it could cause a need for further review. It is required that the SSN be entered for ownership details to comply with State and federal guidelines. Failure to comply may lead to a failed enrollment and loss of payment.
33. I am attempting to enroll a new provider that is not in MMIS and need to know where to send the W-9 for certification.
Please fax the W-9 form to the HFS Provider Participation Unit/Provider Enrollment Services at Fax #: (217) 557-8800. They will forward it on to the Illinois Comptroller. Before enrolling your new provider into IMPACT, you will need to submit an enrollment application for your dental group. Your providers will need to designate your group as their Billing Provider during their application process.
34. When did fingerprinting become necessary for IL physicians? If it isn't how is this addressed on the revalidation?  If it is necessary where is this done?
If fingerprinting is not required for your provider type and this question then does not apply, you would choose No for this response.
35. I am an out of state provider and having difficulty completing the License/Certification/Other step as it will not accept my license number.
If you are out of state you will select the license type and enter, “out of state” in the space provided for the license number.
36. Where does a provider go to receive the required safety training certificate?
Please go to http://www.hfs.illinois.gov/enrollment/training.html for information on the safety training programs certified by the Illinois Department of Healthcare and Family Services (HFS).
collapse Category: : Provider Types ‎(64)
1. In the Legacy system "payee" was defined as the entity which receives the payment for services rendered. In IMPACT this term will not be used.  Does the term "billing agent" replace the term payee?
Billing Agents are not payees.  In IMPACT Billing Providers are payees.  Billing Providers are  providers who submit claims and/or receives payments for an Individual Rendering/Servicing, Sole Proprietor, Group or FAO. The Billing Provider must be approved in IMPACT prior to the submission of a new enrollment application for an individual Rendering/Servicing provider.
2. What is the role of the service provider?
A rendering/servicing provider is a provider who orders, prescribes or refers items or services through a Group, Facility, Agency, Organization (FAO) or an Individual/Sole Proprietor.  A Rendering/Servicing provider does not bill directly to Medicaid.
3. What is the role of the billing agent?
The billing agent trades Electronic Protected Health Information (ePHI) with IMPACT on behalf of Medicaid Providers or other authorized parties. A billing agent may also be referred to as a Vendor, Clearinghouse, Software Vendor, or Service Bureau depending on their relationship to IMPACT and/or the health care provider.
4. What is the role of the billing provider?
Billing Providers are  providers who submits claims and/or receives payments for an Individual Rendering/Servicing, Sole Proprietor, or FAO provider. The Billing Provider must be approved in IMPACT prior to the submission of a new enrollment application for an individual Rendering/Servicing provider.
5. Does IMPACT apply to nursing homes and what date do we have to enroll by if so?
All existing Medicaid providers will need to access the IMPACT system and validate their information between the Grand Opening date (scheduled for some time in August, 2015) and the end of December, 2015.  All providers will receive an assigned application identification number in the mail which will be used for accessing this system. Help desk support will be available by phone and email during this time.
6. I am a billing agency and I just want to make sure I understand what I am to do. I created a username and password and right now the only thing I can do is provider enrollment. I enrolled as a billing agency. After that there is nothing for me to do? I do billing for two clients. Each one has multiple rendering providers. I will not have to create a username and password for both correct? Since we are the billing agency they both would be under our one log on correct? I just want to make sure that we do not have any issues with payments or claims being billed out.
Once you have enrolled as a billing agent, there is nothing else for you to do at this time. When the providers you service enroll, on their application, they will associate to you as their billing agent. However, as far as the enrollment for the billing agency, you are complete. You can use the application ID number that was created to log in to IMPACT and track the application. No notification is sent to the billing agents about their clients.
7. We are an EHR software company, and one of our clients has contacted us about IMPACT. They learned recently that in order to be considered for enrollment that their EHR would have to submit a HIPPA compliance form of some kind. Could you clarify what we would have to do as their EHR for them to be considered for enrollment
Currently there is a transition taking place to a new provider enrollment system with Illinois Medicaid. Part of this transition is ensuring that we meet federal guidelines in accordance with the Affordable Care Act. One part that is new for the enrollment process is that we are needing Billing Agents to enroll in the new system. A Billing Agent may also be a clearing house or software vendor. Billing Agents need  to enroll so that when the providers you service enroll they can associate to you as a Billing Agent.
8. I have been trying to register online as a “billing agent.” I have created an account, however, I do not see an option for “billing agent” to enroll
During the first part, the Single Sign-On, you will create your username, password, request application access, and the system will verify your identity. This process will involve logging out and back in several times. The second part will begin after the system has verified your identity and you logged back in again. On the page with the four green rectangle boxes, click on 'IMPACT Provider Enrollment'. (If that link is not there, you have not yet finished the Single Sign-On process.) After clicking the link, a page will open with 'New Enrollment' and 'Track Application'. As a Billing Agent, you should click 'New Enrollment'. After that, you will be asked to select your enrollment type. You will find a radio button for 'Billing Agent' in the list provided
9. Will we or the provider be required to do additional Impact 835 enrollments to continue this process - or is Illinois MD going to transfer that over at the time of moving from one system to the other?
I believe we will need to register in the IMPACT system as well - once that is complete - are there further steps that need taken? Also - will our connection process remain the same? Will the ISA06 in the 835 file be the same?
You would want to enroll in IMPACT as a Billing Agent. This needs to be done as soon as possible beginning July 20, 2015. For more information on the enrollment process, please visit http://www.illinois.gov/hfs/impact/Pages/default.aspx. There is a great deal of information regarding IMPACT on this site. Also, on the right side of this web page is a link for “webinars” where you can find information regarding the enrollment process.
Prior to completing the enrollment, whomever will need to gain access to the IMPACT system will need to create a single sign-on ID and Password. This can be done at any time. To begin go to http://IMPACT.illinois.gov and choose “Create new account.” Information regarding the process of completing this step is also available in the above mentioned webinars.
Your process for receiving 835s will not change. There is no change to claims processing during this phase of IMPACT. This phase of IMPACT is only related to Provider Enrollment. You will need to be enrolled and approved as a Billing Agent, in order for providers to associate to you when they revalidate their information.
10. We do our own billing to a clearinghouse.  According to the time chart, billing agents and clearing houses are to enroll July 20th.  Do we have to enroll in July?  If so, we need guidance as I'm confused about the whole process.  Are we suppose to enroll our providers or are they supposed to go online themselves?  Some of our providers said they lost the card that was sent to them in the mail.  May we have a list of all of our providers and the number that was on the card?
As a provider who submits your own billing, you would NOT be a Billing Agent. Enroll your organization, then your providers will associate to you as their Billing Provider.  Each provider will submit an application; they may do so themselves or it may be done on their behalf.   The Clearing house that you submit your bills to would enroll in IMPACT as a Billing Agent. You will then associate yourself to the Billing Agent.
If you can supply a list of provider names and NPI s, we can supply the application IDs for those providers.
We encourage you to visit http://IMPACTinfo.Illinois.gov to learn more about the IMPACT system.  There are Webinars available via the ‘Webinar’ menu option.  If you have additional questions, please email again to IMPACT.Help@Illinois.gov or call 1-877-782-5565 and select option 1 to speak with one of our helpdesk staff.
11. We work with DHS DD and with DRS in Medicaid waiver programs.
Our contract with DHS DD is for monitoring of Medicaid waiver programs in Medicaid waiver settings (Home and community based waivers, CILA, HBS). We are also contracted PAS agents screening for eligibility of DD individuals for DD Medicaid waiver settings and for nursing homes.
Our work for DRS is as a case manager in the Brain Injury Home services program which also is a waiver program but I do not see this impacting that program much.
We do not bill directly to Medicaid, we bill DHS DD and DRS . Our work is Medicaid waiver funded. We also have to assure Medicaid eligibility of individuals screened to Medicaid settings.
I have asked in the past if we will need this training and no one seems to think we need to be enrolled but I am concerned that this is not accurate so I am asking you for assistance to understand fully !
This agency needs to be aware when screening individuals for waiver services, if they are Medicaid eligible and assure the accurate RIN # etc.
Being able to access Medicaid eligibility would assist a great deal when we are screening individuals for eligibility to assure the can be funded in a Medicaid setting.  We do not have access currently to the Medi-system which would be a great asset is IMPACT taking the place of Medi system in the future if so I do not want to miss out on an opportunity to make the DD system work smoother.
Since you work with the waiver program  and you do not bill Medicaid directly, we would need you to enroll as a Billing Agent so the agency you serve can associate to you when they enroll.
You would be able to begin this new enrollment in IMPACT anytime and you will need to have the enrollment application submitted and approved before the agency can associate to you.
More information on IMAPCT and the revalidation process is available at http://www.illinois.gov/hfs/impact/Pages/AboutIMPACT.aspx 
Prior to being able to complete the revalidation, anyone who needs access to the IMPACT system will need to create a user ID and Password through a single sign-on process. This process can be done anytime. To begin go to http://IMPACT.illinois.gov and click on “Create New Account.”
12. I run a small billing service serving 2 doctors. Am I in the category of billing agent and need to enroll in IMPACT? Do I need to do a new enrollment or revalidation?  The phrase "but do not accept Medicaid payment for them", what does that mean?
If you submit claims on behalf of the providers but do not accept Medicaid payments for them, then yes, you are a Billing Agent. All Billing Agents are New Enrollments because they were not enrolled in the previous State Medicaid system.  Basically, Medicaid does not make payments to Billing Agents. If you just process the claims and send them to this Agency and the payments are made to the individual doctors, then you are a Billing Agent.
13. We are a Billing Agency which uses a Clearinghouse to submit claims and receive reports and electronic remittances. We do not submit directly to Illinois Medicaid. All monies are paid to our clients into their owned bank accounts. Would there be any need for us to enroll with IMPACT as a Billing Agent? Our Clearinghouse is already in the process of enrolling with IMPACT. When our clients (providers) do revalidation, do they need to indicate us as their Billing Agent? If yes, do we need any type of ID number for that purpose?
We would need you to enroll as well as the clearinghouse. Both enrollments would be for Billing Agent. When the providers you serve complete their revalidation, they will associate to both of you as their Billing Agent.
14. I am questioning whether or not our office insurance / billing coordinator will need to register online prior to the August 3rd "go live" date, as indicated in the information on the website. Our clearinghouse is in Iowa.
No, your billing coordinator should not submit their own application because they are an employee of the office. However if your billing coordinator is going to do any entry in IMPACT, they will need to establish their own single sign on account. Your clearinghouse will need to enroll for you to associate to them as your Billing Agent.
15. If you are a hospital and have staffed physicians will you revalidate the physicians when you revalidate the hospital, or will you revalidate the hospital and then revalidate your staffed physicians under the individual physicians
The hospital application will need to be revalidated and approved before the physicians can associate to the hospital on their enrollment.  After the hospital application is approved, each physician will have their own enrollment to revalidate or enter and they will make the association to the hospital as a Billing Provider on their enrollment application
16. I do my own billing but I am incorporated as a S-corp. Does that make a difference? Or can I still leave the billing provider blank?
This does not change the fact that you do your own billing so there would be no need to associate to a Billing Provider.
However, if you use a clearinghouse or software vendor to process the claim data and send it to Illinois Medicaid on your behalf, they would be considered a Billing Agent and you would want to associate to them through the associate Billing Agent step.
17. Where will I find the information for enrolling a billing provider into IMPACT?
In IMPACT, Billing Providers are providers who submits claims and/or receives payments for other providers. Billing Providers is the general term used when referring to specific enrollment types such as an FAO or Group, depending on licensing, and then another provider will associate to that provider as their Billing Provider.
We encourage you to visit http://IMPACTinfo.Illinois.gov to learn more about the IMPACT system.  There are Webinars available via the ‘Webinar’ menu option.  If you have additional questions, please email again to IMPACT.Help@Illinois.gov or call 1-877-782-5565 and select option 1 to speak with one of our helpdesk staff.
18. We are a local health department, we are not licensed so not sure if we are Facility or Group. We bill for different services under our tax ID such as Wic, Dental, immunize so are we group or facility?
Health Departments are FAOs.
19. This provider provides emergency land ambulance transportation. Which webinar should I attend? FAO or Groups?  We do not use a billing agent, it is processed in house.
You should  view the FAO Webinar http://IMPACTinfo.Illinois.gov. If you have any further questions please email IMPACT.Help@Illinois.gov or call 1-877-782-5565 option 1.
20. My biller (self employed) only has a Tax ID...no NPI or State ID.  How do I address this on the revalidation
When you are revalidating your information, as an individual provider, you will enter your NPI number and the tax number associated to your "Doing Business As" as listed on the W-9. When enrolling the group, you will enter the NPI of the group practice and the tax number associated to the group's "Doing Business As" as listed on the W-9
21. When I begin the application, the information is auto filling with my personal information.  I am a speech pathologist providing services through Early Intervention. A few years ago, I was a sole practitioner getting paid under my social security number.  I now have an LLC that gets paid under my FEIN. Should I be registering myself as a sole practitioner or my business under this application number?
The type of enrollment you will be completing is still likely individual Sole Proprietor. You will want to list EI as a Billing Provider and as an MCO plan. At the ownership step, you will be able to indicate that the business is a corporation and list the other controlling interests as needed.
22. Locations: Do I need to enter every place the provider renders services, including nursing homes, hospitals, assisted living, retirement communities, etc.
A provider needs to associate to the businesses for which they are billing. For example: A physician who is visiting who is visiting his or her patient at a hospital will not need to associate to that hospital.
23. Do you have to wait for group enrollment approval before you revalidate providers? 
If a provider must associate themselves to a group during the enrollment process, that group must be approved in the system for the provider to associate to the group.
24. I am a Product Manager at Qualifacts, and Care Logic is our EHR platform. We have several customers in IL, and they have notified us that we need to register as the billing software for IMPACT
Illinois Medicaid is updating the provider enrollment system to a web-based program called IMPACT. Providers who were previously enrolled with Illinois Medicaid have had some of their information forwarded to IMPACT and they will need to log in to the system and revalidate this information. Any provider who was not previously enrolled with log in and complete a new enrollment.
To be current on Federal Requirements, we are now needing Billing Agents, also referred to as Clearinghouses and Software Vendors, to enroll in the system so that when the providers you service complete their enrollment, they can associate to you as a Billing Agent.
More information regarding IMPACT and the enrollment process is available at http://www.illinois.gov/hfs/impact/Pages/default.aspx
Prior to being able to complete enrollments, each person who needs access to the system will need to create a user ID and password and request access to the system through a single sign-on process. This can be completed by going to http://IMPACT.illinois.gov and clicking on create new account.
25. I received the yellow Impact card in the mail with my application ID on it.
When I begin the application, the information is auto filling with my personal information. I am a speech pathologist providing services through Early Intervention.
A few years ago, I was a sole practitioner getting paid under my social security number. I now have an LLC that gets paid under my FEIN.
Should I be registering myself as a sole practitioner or my business under this application number?
The type of enrollment you will be completing is still likely individual Sole Proprietor.
You will want to list EI as a billing provider and as an MCO plan.
At the ownership step, you will be able to indicate that the business is a corporation and list the other controlling interests as needed.
26. We are one of your trading partners, and want to ensure that we are prepared for your migration in order to serve you and our mutual customers.
Thank you for contacting us. You will be enrolling in the new IMPACT system as a Billing Agent. You will need to complete this process on or as quickly as possible after July 20, 2015. We are needing our Billing Agents to enroll so that the providers you serve will be able to associate to you during their enrollment process.
27. We have a number of clinics that do not have IMPACT ID’s (the ones that did were Rural Health Clinics) do I include them as entities owned by the hospital that also bill Medicaid or enroll them separately? They have their own provider keys, and NPI ’s but use the hospital’s Tax ID and Medicare PTAN
There will need to be a group enrollment completed for the clinics. You can complete one application with the primary practice location and pay to address being set as that of the hospital, then list each clinic location as other servicing locations. Or, you can complete a separate application for each clinic/NPI but the primary practice address and pay to address will remain the same for all (the hospital).
28. I do the credentialing for a CAH hospital and we contract our ER Hospitalist physicians through a company. I have not received any of their IMPACT numbers.  Is there any way for me to get this information so I can get them re-credentialed next month
ER Hospitalists are physicians who will enroll as Individual Sole Proprietor/Rendering Services provider and select the appropriate specialty/subspecialty.  If they have not received an Application ID, contact the IMPACT help desk at (877) 782-5565, Option 1.
There is information regarding IMPACT and the enrollment process at http://www.illinois.gov/hfs/impact/Pages/About IMPACT.aspx
29. It would be nice to have clarification up front where Medicaid Waiver providers through DHS/DRS fall... I assume we are NOT in the MMIS system and need to enroll after 1/1/16... but still not clear.
Please contact your Communication Liaison regarding the affect on your organization.
30. Where do FQHCs fall in order of revalidation in Billing Providers?
FQHCs are part of the Facility, Agency, Organization (FAO) order. They will begin on August 3rd and must revalidate before any individual provider can associate to them.
31. As a homecare provider agency, we work with IDoA and DHS-DRS. Do we Initially Enroll or Revalidate?
If you are currently enrolled, you will revalidate. Please check with your Communication Liaisons in IDoA and/or DRS regarding your status.
32. How does this affect the recipients of Medicaid dollars when they move from one type of funding in the system to another.   Would like a detailed webinar specific to the DHS-DD and DHS-EI arenas
Nothing changes in regards to funding at this time.  Please contact your Communication Liaison regarding a specific webinar.
33.  What is the current policy on how many payees a group with 2 or more owners can have? At one point it was limited. We just want to be sure when revalidating, we are not going above this limited number allowed per group if that is still an applicable policy.
In the IMPACT system payees are considered Billing Providers and there are no limit to the number of Billing Providers.
34. Are Free standing radiation therapy centers now allowed to enroll and bill?
Any provider who provides health care services to Medicaid clients and are paid with Medicaid funds will be required to enroll.
35. We are a billing service, and I'm not aware that we were ever required previously to be in the MMIS system. Is this new for billing services?
Requirements of the Affordable Care Act now require Billing Agents to enroll.
36. I do not think we will receive a "Revalidation Application ID" since we weren't in the system before. As a billing service we send claims through a clearinghouse, so does this mean only the clearinghouse need to enroll or we both do?
As a billing service you will enroll as a "Billing Agent" and the clearinghouse will also be required to enroll as a "Billing Agent". You are correct you will not receive a Revalidation Application ID as you are not currently enrolled in the MMIS.
37. Providers who practice is owned and operated by a Hospital need to enroll as a group or will the hospital registering first and then each provider as an individual?
The hospital will enroll/revalidate first and then each individual provider will enroll/revalidate and associate to the hospital which is a Billing Provider.
38. If a physician has a private practice that does not take Medicaid patients, how should we enroll the physician when he does work for our facility, which does take Medicaid patients?
The physician would enroll as an Individual Rendering/Servicing, with you as his Billing Provider.
39. Does a billing service that uses a clearing house to submit claims have to register?
Yes every entity that is involved in Medicaid billing are to enroll
40. If a physician was formerly a sole proprietor and is now working under a group, how would he change his enrollment?
It would not be necessary for a provider to change his enrollment type.  The provider would go into IMPACT and submit a modification to associate to the group for which he is working (Follow up question was: What if I am entering the provider information for my group. Will I have to have his information?) The provider would authorize you to complete his revalidation by providing you with his Application ID.  The application ID is what will be used to access his previously entered information. 
41. Follow up question: If a rendering servicing provider works for multiple groups and I, as a delegate for the group, am completing the provider application for the rendering/servicing provider, will I have to know the entire list of groups (billing providers) he needs associated with? And when the second group tries to enroll him as a rendering/servicing provider for their group what will they need to do?
Ideally the provider would be completing the application and would have all the information.   Whoever starts the revalidation for a provider will be the Domain Administrator for that provider.  Other group practices will not be able to update his information or add associations.  The first person will have to add the additional associations or give update capabilities to another user.
42. How would a physician enroll if they work for several different entities as well as a sole proprietor?
The sole proprietor would complete an application as a Sole Proprietor and  then associate to the groups for which he renders service as a Billing Provider.
43. Follow up, there is a sole proprietor who has his own practice but does not see Medicaid patients at his practice but he does provide service to Medicaid patients through the group/agency.
The provider could be entered as a Sole Proprietor or a Rendering/Servicing Provider.  This would be his choice, but if he ever decided to see a Medicaid client in his office, it would be better if he enrolled as a Sole Proprietor.  Whichever way he enrolls he would then associate to the group/agency for which he works.
44. What meeting date should Local Education Agency (LEA's) attend?
LEAs should enroll as FAOs. Please visit IMPACTinfo.Illinois.gov and navigate to the Webinar section if you wish to view a Webinar on enrolling as an FAO.  You can call 1-877-782-5565 option 1 or email again to IMPACT.Help@Illinois.gov.
45. For mental health organizations with multiple sites, there is currently one FEIN used but with multiple NPI ’s for billing purposes. Will they have to have an FEIN for each servicing location?
No, multiple enrollments can use the same FEIN/TIN. However, each NPI will require a different enrollment application
46. Do garages for non-emergency and emergency transportation providers have to be enrolled as a location?
No, only enroll the transportation company headquarters in the county where it is located. Each garage will then be listed separately as a servicing location.  This is completed in step 2 under add LOCATIONS in the Business Process Wizard. Each garage will be listed under Location Type: as an "Other Office/ Servicing Location".
47. Do EMT’s and paramedics for transportation providers need to be enrolled? If so, what is their timeframe?
This is a new provider type that is not required to begin enrolling until January 2016
48. Are ACE’s and CCE’s included under the MCO information?
Yes they are
49. Do mental health facilities that do DHS 132 services have to enroll APN’s, LPN’s and RN’s?
Yes.
50. Would an FQHC be considered a group or facility?
FQHCs should enroll as FAOs (Facility, Agency, and Organization)
51. Do individual/sole proprietors have to select a specialty?
Yes, they do.
52. Are IlliniCare and County Care included as an MCO?
Yes, they are MCO and will enroll themselves into the IMPACT system
53. Medisoft is a billing agent used by a provider who dispenses eye glasses. Will Medisoft be enrolled as a billing agent?
Medisoft should enroll themselves. Our Outreach department is working to alert Billing Agents that they must enroll prior to providers who must associate to Billing Agents. If your Billing Agent has not yet enrolled when you attempt to associate to them during your enrollment, you must contact them.
54. It has recently come to my attention that none of our agency providers are registered with the MCO’s. I would like to get our NPI ’s registered so that we may continue to provide services to patients in Illinois.
You as a County Health Department will revalidate your information in IMPACT as a FAO using one or more of the Application IDs which you should have received in the mail. The individual providers who work for your health department will revalidate their individual information and associate to your FAO. Your FAO will need to be revalidated and approved before the individual providers can associate to you.
55. My physicians are all thoracic surgeons how do I enter the specialty information
First you want to choose provider type, which will likely be physicians in this case. This will then populate the specialty portion of the entry fields and you can choose the one that best describes the physician's servicing description. There will also be a subspecialty field that will further define the provider's specialty. You can utilize the provider enrollment sheet we sent as a guide for any previously enrolled providers.
56. We have several mental health providers (psychologists, social worker, etc.) who currently aren’t enrolled because HFS doesn’t reimburse for these provider types. Do we still need to enroll in Impact? Not enroll at all because no payments anyway?
These are new provider types which will enroll beginning January 2016. We would need them to enroll if they will be providing service to Illinois Medicaid clients even if they are not being paid by Medicaid
57. We are retinal specialists (ophthalmology) and I am in the process of signing up a new “Fellow” that will be working with us for 2 year. Can I still submit the paper application I have filled out or must I wait until after August 3 and do the online application. If mailing is ok, what is the address to mail to?
We are currently in the process of switching the enrollment process for Illinois Medicaid to a new web-based program called IMPACT. Therefore, we are no longer receiving paper applications. The new provider with your practice will need to complete a new enrollment in the IMPACT system
58. What is an MCO Plan?
MCO stands for Managed Care Organization. The MCO plans will include the insurance companies that contract with providers regarding MCO service. Also listed in IMPACT are the state/sister agencies that some providers may also provide services through. If either situation applies, you would associate to the plan through the Associate MCO Plan step. If neither applies, you will skip this step
59. What type of providers are Local Education Agencies considered to revalidate? I have attended numerous webinars and can’t figure out which type we LEAs fall under. I’m finding it hard to fit us into a category with all the information that will need to be entered for revalidating. Being a school district, there are some things that don’t seem to pertain to us but seem to be required so I’m confused
LEAs are considered FAOs (Facilities, Agencies, Organizations) in IMPACT. The ownership of a public school district should be identified as “Government” and will need to list at least one managing employee and one Board of Directors. The managing employee will likely be the Principal for this particular scenario
60. How do I know if our agency is an FAO or a Group?
It depends on how you are licensed - as a group you do not need a separate license, but for FAOs separate licensing is required. If you are currently enrolled in MMIS as a provider you are an FAO.
61. How do we know if we have a type 2 NPI ?
You can visit url]https://nppes.cms.hhs.gov/NPPESRegistry/NPI RegistryHome.do[/url] and search for the NPI
62. I am seeking information on how to change my individual/ sole prop. status to that of an agency. What are the requirements? What additional information is needed? Can this be done in Phase 2?
Contact Department of Public Health for requirements. Your business may also need to be Medicare certified. It can be done in this provider enrollment phase if you are qualified to be an agency.
63. I am having some problems revalidating the enrollment for my FAO. In step three I noted that we were an Independent laboratory. When I got to step four it required license and certification information. We have a CLIA certificate, however, we do not have a Medicare Certification as this is typically found in a hospital lab rather than an independent lab. Additionally, as an out-of-state lab we do not have a state license in Arkansas, where our lab is located, does not require it. As a result we were unable to complete the application because this step showed incomplete. After calling the helpdesk I tried looking for an alternative practice type to input in step three as we are technically a medical group with a laboratory. The closest option was clinic but this definition, and the subsequent specialty types, do not apply to an out-of-state pathology practice. I need some assistance on how we are able to proceed with this revalidation as I was under the impression that two of the three certifications are not required by law for our practice.
Since there is not license associated to your practice (other than the CLIA), it seems the enrollment type should have been Group rather than FAO. If that is the case, the application will need to be denied and a new enrollment completed showing as a Group Practice.  The Group enrollment does not have a license/certification step.  The CLIA will not be entered on the group application but will need to be listed on the application of each rendering/servicing provider who provides service for the group. After the group application is completed and approved, the individual providers will use the group’s NPI or IMPACT provider ID to associate to the group as a billing provider.
64. We are a billing service that provides services to physician and we work on billing systems the provider provides, we bill under their TIN/NPI /Group NPI , would we have to register for IMPACT as a billing agent?
If you are providing billing services on behalf of providers, then you will have to enroll in IMPACT as a Billing Agent. This is necessary so that the individual providers that utilize your services can associate to you in IMPACT. Only after your enrollment is approved in IMPACT can the providers that utilize your services associate to you in IMPACT. Please call or email you have any additional questions.
collapse Category: : Revalidation ‎(35)
1. Will the Revalidation Letter request be a special color or in a different envelope?
Yes, you will need to alert your staff that they should be  on the lookout for an IMPACT mailing on yellow paper, and they should give this paper to the staff person that will complete the revalidation process. The IMPACT mailing will contain an application ID number which you will use for the revalidation process. The ID numbers will be distributed two times, once in May, 2015 and then again in July, via postal mail.
2. If a provider has several payee’s will the yellow revalidation paper go out to each payee that that provider has listed?
Application identification numbers will only be mailed to providers who are currently enrolled in the Medical Assistance Program.  Groups are not currently enrolled in our system, therefore they will not receive the yellow sheet with the application identification number.
3. Will the Group/Facilities also get a yellow paper sent to them for the revalidation process?
Payees will not receive application identification numbers. In IMPACT payees are billing providers and will enroll as a FAO, Group or Sole Proprietor.  Please continue to refer to the IMPACT website http://IMPACTinfo.illinois.gov. for any updates or additional information in regards to this specific topic.
4. How do I find out what email address is on file with the legacy system?
The email that you currently have on file in the legacy system, will not be converted over to the new IMPACT system. You will need to enter an email address in the IMPACT system, when revalidating and you may enter your email address there. The IMPACT system is able to accommodate more than one email address. Please note that any email address listed with an enrollment/revalidation needs to be monitored frequently and associated to the individuals who are acting on their behalf. This is very important as email will be the primary mode of communication in the IMPACT system.
5. Would IMPACT apply to Medicaid provider clinic services for services given by RN’s, to the general public, or does it specifically apply to Physicians associated with the Healthworks program?
Yes, all providers currently enrolled in the Illinois Medical Assistance Program will need to enter the IMPACT system and review and update their information(this is called revalidation). We realize the initial phases of this implementation will be a learning process for our providers, however it will ultimately provide a more convenient, streamlined and user-friendly experience.
6. We do not have a unique Tax ID number for the health department. We fall under the County Tax ID. We have our own NPI. There are other county agencies that bill Medicaid under the Tax ID number such as the nursing home. Do we all revalidate?
You would want to enter the tax ID number of the payee and your agency's NPI . You will need to revalidate the information for the health department using the application ID number you were given. The nursing home will have its own application ID number by which they will revalidate their information.
7. We are a currently enrolled provider. We currently have three Medicaid ID numbers. We recently were instructed to get a separate NPI number for each Medicaid ID number; which we have completed. When we are able to re-validate will that require one application or three?
You will have 3 separate Application IDs and will need to revalidate for all three NPI s in IMPACT. There are training materials to help guide you while you complete your revalidation available on our website http://IMPACTinfo.Illinois.gov.
8. In IMPACT, How often will providers be required to revalidate?
Revalidations will occur every 3-5 years depending on risk level.
9. I am trying to revalidate our Doctors on the Impact site, but do not see how to revalidate. I only see information about revalidating. Do they need to login first? If so, none of our Doctors know their logins. Would it just be their license #'s?                                                                                                                                                                                                                                                                                                                     
To access the IMPACT system, users must first create what is referred to as a Single Sign-On account. Since you are going to revalidate your doctors, you will need to create a Single Sign-On so you will  be able to submit your doctors' revalidation applications.                                                             
The IMPACT system webpage is https://IMPACT.Illinois.gov. You will see an option to create an account. That is where you go to create your Single Sign-On account. You will create your username and password, request access to IMPACT, and then the system will verify your identity.  After which you will be able to use the Track Application function to input the application ID numbers you received which will take you into the doctor's application to be processed.
10. I went in to revalidate, I signed up under state government staff. Should I have signed up under service provider/billing agent?
Please create a new User ID and Password using the Single Sign on process.  Then choose Service Provider/Billing Agent.  Please note the new User ID cannot be the same as the User ID previously established.
11. If you are a hospital and have staffed physicians, will you revalidate the physicians when you revalidate the hospital or will you revalidate the hospital and then revalidate your staffed physicians under the individual physicians?
The hospital application will need to be revalidated and approved before the physicians can associate to the hospital on their enrollment. After the hospital application is approved, each physician will have their own enrollment to revalidate or enter and they will make the association to the hospital as a billing provider on their enrollment application.
12. I am on the website, but cannot find where to go to complete the revalidation process
Please visit, https://IMPACT.Illinois.gov. We encourage you​ to learn more about the IMPACT system. There are recorded webinars available on http://IMPACTinfo.Illinois.gov, which you can access via the 'Webinars' option from the menu on the right side of your screen. You can click on any of the listings which are appropriate for your enrollment, enter the requested information, and the recording of the webinar will begin immediately. The presentation will walk you through the Single Sign-On process and then the provider application process
13. Tinley Park office has over 7,000 revalidations to accomplish for the personal support workers providing HCBS services to our clients. Is there a web service or batch process we can subscribe to? Our systems can provide files in any format, submit EDI transaction or call any authenticated web service you can provide. Is there anything even remotely similar to any of these options that would meet with your satisfaction?
The provider types you mentioned are new to the Illinois Medicaid enrollment system and therefore are not being asked to enroll until January 2016. There is no batch type process or web service available to accommodate these enrollments.
14. Our office was contacted the provider relations department at IL Medicaid last week regarding our President update. We are now informed that this must be completed online and sign up to revalidate online.
Illinois Medicaid has transitioned to a web-based enrollment system. In IMPACT providers are responsible for their own enrollment. Providers who were previously enrolled in the Illinois Medicaid system has had their information transferred over into IMPACT and an application ID number assigned. A representative from the company will need to complete a revalidation of this information and add any missing information to prior to submitting the application for state review.
15. I wanted to verify if my address was officially changed?
If you wish to correct any discrepancies regarding your address,  you can do so during revalidation in IMPACT.
16. Will there be a webinar showing step-by-step how to revalidate a provider?
No. The revalidation and a new enrollment process are the same. On new enrollments,  everything would need to be entered manually, no information is present. There may or may not be information populated in the steps when completing a revalidation. If there is information populated, it will need to be validated as well as any missing information will need to be entered to complete the revalidation.
17. Will the DME and the Pharmacy part be separated now or will they be the same Medicaid number? Or will new numbers be issued when the revalidations take place?
The application ID numbers are associated to each store. During revalidation they will enter a specialty and associated subspecialties where it can be designated that they provide pharmacy and/or DME services.
18. Our nursing home has been assigned 2 application IDs.
One is for Medicar and the other for the facility.
19. It was my understanding that each funder (DASA and DMH) would require different application ID numbers because the funding is separate. We have different provider numbers and NPI s for each funder. Does that not make a difference?
There is only one application ID for each provider. There would not be a second application ID number sent for the second agency that you contract with. You will enter your application ID number to revalidate your existing information and complete new information requested. During the enrollment process you will associate your company to each of the agencies with which you are affiliated.
20. If we received a yellow impact card for providers that are no longer with our practice, what should we do?
Please return the Application ID card to the IMPACT return address on the envelope.
21. Is HFS still accepting paper applications for credentialing or do we need to do it online?
The deadline for paper applications has passed. You will use your Application ID to complete your revalidation in IMPACT between August 3, 2015 – December 31, 2015.
22. Why do we have three revalidations? All funds are maintained in the same account.
You received 3 separate Application IDs because you had 3 separate NPIs. You are not required to use 3 separate NPIs. You can revalidate under one NPI and only one of the application ID numbers.
23.What is the process that waiver programs for IDoA need to revalidate on IMPACT?
Please contact your communications liaison regarding your process in IMPACT: Carrie Marcy (IDoA) (217) 785-0209 carrie.marcy@illinois.gov.
24. I received a letter with an application ID stating that I need to revalidate my provider identification in the new Illinois Provider Enrollment System (IMPACT) . Can you assist?
Illinois is in the process of modernizing its 30 year old Medicaid Management Information System (MMIS). This step was taken to meet federal requirements in the Affordable Care Act. The revalidation of existing providers is necessary in order to continue participation in the Medicaid program; Illinois began with the implementation of IMPACT on August 3, 2015. You will use your Application ID number to revalidate. Please visit our website to learn more about IMPACT at http://IMPACTinfo.Illinois.gov. Training materials are available to aid you in successfully submitting your revalidation.
25. Will there be additional information required during the revalidation process which had not been required during initial enrollment? How often will revalidation be required?
Some additional information will be required in accordance with the Affordable Care Act. Revalidation is currently planned for every 3-5 years.
26. How do I know if I need to revalidate?
If you are a currently enrolled provider, you will just be revalidating using the Application ID number which will be mailed to your office address. If not, you will need to complete the New Enrollment process.
27. What do existing providers need to submit?
Existing providers will have received an Application ID number in the postal mail.  They will use the Application ID number to access the IMPACT system and revalidate all information which has been converted from the Legacy MMIS as well as add additional information required by IMPACT.
28. Are you sending the mailed notices to group provider or individual?
Groups were only listed as a Payee in MMIS and not built as providers. As such,  Group providers will be new enrollments.  Application ID numbers will be mailed to the office address of each provider currently enrolled in MMIS.
29. I'm worried that the IMPACT mailings will get lost in our large hospital mailroom and I'll have to chase those down via the web. Also worried about our clearinghouse.
Application ID numbers will be mailed to the hospital main office address to the attention of Director of Patient Financial Services. Clearinghouses will enroll as Billing Agents.
30. Will an APN be a new enrollment or a revalidation if a paper application was mailed on May 6, 2015?
The APN should be enrolled before the conversion to IMPACT. They should receive an Application ID number and will be required to revalidate their information.
31. Will a provider joining our group August 1, 2015 must wait until 2016 to enroll?
A new provider that is an established provider type can enroll between August 3, 2015 and December 31, 2015.
32. If our Medicaid number has lapsed and is no longer valid, how do we go about having that reinstated?
Please contact the Provider Participation Unit/Provider Enrollment Services if you are interested in Reenrollment. (1-877-782-5565)
33. What should a provider do when a provider does not receive an application ID card in the mail?
If providers don’t receive the application ID numbers, they can call the help desk - IMPACT Help Desk: (877) 782-5565 option 1.
34. Will there be a way to get the application ID numbers for all our providers or will it be a request of one by one?
Please send your request for this information to IMPACT.help@Illinois.gov
35. Will the provider receive a different PIN for each Payee number? Where will the Provider PIN Letter be sent?
The Payee or Billing Agent will have their own Provider ID number after they enroll in IMPACT. The providers will associate to their Billing Agent within the application. The address of the provider will most likely be the one used to send the IMPACT application ID. The Payees, or the new term “Billing Agents,” currently enrolled in the MMIS will receive an application ID number via mail to complete the revalidation in IMPACT.
collapse Category: : System Functionality ‎(60)
1. Will the system generate any communication to service providers?
The system will generate a welcome email when the provider is initially approved, except for Atypical providers who will receive notification from Sister Agencies.
2. Will any of the service provider data contained in the legacy system be converted to the new system?
Yes, to the extent possible information will be converted from the legacy system but will need to be verified by the provider during revalidation.
3. Will service providers be able to update their information in the system?
Yes providers will update their information in IMPACT and submit it for approval.
4. How will service providers indicate which services they want to offer and through which Sister Agency?
Service providers will associate themselves to the applicable Sister Agency after selecting their specialty and subspecialty.  The specific services beyond the specialty and subspecialties will be determined by the Sister Agency.
5. Can multiple Tax Identification Numbers be associated with one NPI number?
No, only one TIN can be linked to an NPI. 
6. Will a service provider still be able to use their legacy identification number for billing purposes?
Atypical providers can use their legacy provider identification number (Provider ID) for billing.  Typical providers will continue to use their NPI for billing.
7. Even though the IMPACT system will be  web based  and accessible to providers via specific portals, will providers need to invest in updated Hardware and/or Software?
Providers will need to ensure they have a supported version of the browser (which is free).  The browsers supported are:  IE (up to IE 11), Chrome, Firefox, and Safari.
8. What will the process be for removing a delegate/administrator in the IMPACT system if they no longer work for the enrolled facility/provider. Will it be similar to the “key” method in the MEDI System. First, if a business associate of the provider such as the managing employee is the one who submitted the enrollment and is set as the administrator then that person resigns the position how will the new person receive administration for that provider
Whoever becomes the domain administrator for the organization will be able to end date an employee that leaves and will be able to give rights to a new employee.
9. If a provider works for more than one billing provider and the first billing provider who completes the enrollment is set as the administrator then later, the provider decides to no longer provider service for that billing provider, how does the authorization for the provider get updated
 It would be up to the Domain Administrator to end date a provider and/or give rights to another entity. If this occurs and there are problem, the provider can contact the technical help desk.
10. As an agency, do we need to have a different t login for each program
Each person accessing the IMPACT system should create their own Single Sign On ID. The Single Sign On would be used for access to IMPACT.
11. I was trying to get myself all set up to use this system. When I got to the last part of the 'new user registration' once I hit submit I got an error message of- Error: AM_PM.150040 Exception occurred while fetching record using procedure
So I don't know if my information took and if I am all set up or not. Can someone take a look and let me know if my set up is complete?
I would suggest that you try to log in with the user ID and password that you created. If you are able to log in you will know that the information was created. In addition, an email should have been sent to you with the ID you created if it was created.  If you continue to have issues, call us when you are able to attempt to complete this step again and we can talk with you to see if we can determine the issue.
12. I was doing the State required revalidation and got all the way to the end with Date of birth and last 4 of Social Security number and got a request denied at the end. What do I need to do now?
From what you have described, you are creating your Single Sign-On account. The Single Sign-On is the account users create to access the IMPACT system; you create your user name and password, request application access, and the system verifies your identity. Once your Single Sign-On account is created, you will be able to use that account to submit as many provider applications as necessary.
Your description sounds as if the system was not able to positively identify you against the Experian credit database based upon the information you provided in that screen. Please verify that all the information is accurate and that the address is your home address.
13. Will it be an issue if multiple providers under 1 EIN have the same Pay-to address? Alternatively, is there an issue if they all have different Pay-to addresses?
Multiple providers can have the same pay to address under 1 EIN/TIN.   Different providers cannot use the same EIN/TIN and have different address. Every provider that uses the same EIN/TIN will have the same address associated with it as well as the Pay to address
14. I have registered for an Impact account and after I logged in went to request application and then submitted it. It has stated my request was denied and to call or email the help desk. Would someone please help me with this? Why is it denied?
There are a couple issues that could be causing this response. One is that the information entered (name, address or date of birth) was entered incorrectly or differs from what is in national databases holding such information. OR It has come to our attention that if there is an identity protection credit inquiry block on your credit report, IMPACT will not be able to perform the soft credit inquiry needed to complete the registration. If you need to complete the registration, the block would have to be removed so that the credit inquiry (via Experian) can be completed
15. Why is there a credit check being done on me? I am a employee of a DME company and need access to the web portal to do my job. What block is needing to be removed? The address I have entered is that of my employers not my personal address so the info is not going to match any databases. This info is completely different than what I was told on the phone yesterday. I was told it is denied until August 3rs when the Impact system is live. Is this not true? So the bottom line is I need to know if I will be granted access on August 3rd when it is live or if because of a credit check/block with my provided information I will not be granted access
The system is currently available but we are asking providers to wait till August 3 in order to allowing billing agents and billing providers to get enrolled so that when you complete your application you can associate to them. Therefore, this is not the cause of the error saying access is denied. When completing the single sign-on process, this is person-specific and it is to be completed by each person who needs to access the IMPACT system. The information that is provided during the single sign-on process will need to be the personal information of the person completing the process. There portion regarding credit is actually not a “credit check” but a soft credit inquiry so it will not negatively affect the credit and it will not show as an inquiry on the credit report. The purpose of this is to further secure your identity as it will ask questions of you based on the credit inquiry and it will be information that you only, typically, will be able to answer so it just further certifies that you are who you are saying you are. This is a one-time process and none of the information accessed is stored or in any other way accessible to the State of Illinois.
16. Will proof of DEA renewal be required by the IMPACT System?
The DEA numbers will be part of the provider credentialing which will be performed on a monthly bases. If a DEA number is invalidated it will be end dated in IMPACT.
17. Error Message when I tried to start our revalidation process: The system cannot confirm your Employer ID Number/Tax ID Number (EIN/TIN) or the information associated with your reported number. The state requires all providers to certify their social security or EIN/TIN numbers using the W-9 [Request for Taxpayer Identification Number and Certification] form prior to enrollment. Please contact IMPACT.Help@illinois.gov or call 1-877-782-5565 for further assistance.
Please fax your W-9 to the Provider Participation Unit/Provider Enrollment Services at Fax #: (217) 557-8800. The W-9 will be sent to the Illinois Comptroller's office. Once it is on file there, the error should be resolved. If you have any further questions, email again to IMPACT.Help@Illinois.gov or call 1-877-782-5565 option 1.
18. It is our understanding that all providers sharing a tax id will need to have only one address listed for payments. Once this is complete, when does that become effective? Will the payments begin to go to the one address immediately following revalidation or not until 01/01/2015?
There is a bit of a delay from the time the application was approved until any changes take affect however, it will not take till January for the change to begin. Unfortunately, We cannot provide you with an exact time frame.
19. Was trying to register to receive updates / stay informed at http://www.illinois.gov/hfs/impact/Pages/AboutIMPACT.aspx, but “E-news Registration” and “HFS News Room” don’t seem to work.
In order to be added to the LIST SERVE to receive provider notices, please follow the instructions per the following:
http://www2.illinois.gov/hfs/MedicalProvider/ProviderReleases/Pages/default.aspx
Provider Release E-mail Notification Registration
Providers may register to receive E-mail notification when new information is posted to the HFS Web site, by completing the e-mail notification registration:
• Provider Releases and Bulletins E-mail Notification Request.
Request to Remove E-mail Notification Registration
Providers may also request to remove their E-mail address from specific e-mail notification categories:
• Remove E-mail Notification Request
20. I have created an account, how do I request access to the MEDI system so that we an add providers for electronic claim submission?
MedI is separate from IMPACT. To change information in the MEDI system, go to http://www.myhfs.illinois.gov/ and log in and make the necessary changes.
21. Centerstone AKA Wellspring Resources recently went through a merger and their tax ID does not change until January 2016. How will this affect their enrollment in IMPACT. I checked the system and currently their NPI and provider ID reflect Wellspring Resources.
They enter current information and can update to reflect change when it takes place.
22. Are you given the opportunity to print or save the application information submitted?
It is possible to print the screens, but there is not a current function to print the completed application.
23. I am trying to re validate my providers on the IMPACT site. I have a user name and password. When I try to answer the secure questions its telling me my access was denied. Can you tell me what I am doing wrong?
There must have been a mismatch between an answer provided and the information contained in Experian's database. Please click 'Request Application Access' and follow the prompts through to the security questions again; the system will generate new questions.
If you have any other questions, please email again to IMPACT.help@Illinois.gov or call 1-877-782-5565 option 1.
24. We are trying to revalidate our enrollment and it doesn’t seem that your system will let us. A few weeks ago, we received the attached leaflet informing us that on August 3, 2015 (today), we could go online and revalidate our enrollment. I registered for an account and went to revalidate but our application was not found when I went to request access. So then I went and requested access to the State of IL Provider Enrollment section. I then got the following error: "SORRY YOUR REQUEST WAS DENIED" and to contact the HELP DESK
If you are receiving the denied request error after the system has attempted to verify your identity, please ensure that you are inputting your (the person creating the Single Sign-On account) residential, home address, NOT the business address.
25. We are a free standing diagnostics Radiology facility. We have 3 main locations with different tax id numbers each with 2 to three locations under them. I already created my login will I need to crate a login for each or will I be able to create the application for all of them with one login and password. also I'm not sure which enrollment type we will choose EITHER GROUP PRACTICE-CORPORATION/OR FACILITY/ ORGANIZATION. our npi is a type 2. our state license states medical corporation. If we where already in the MMIS will I need to create a whole new application or just update.
The Sign-on User ID and Password is person specific so if more than one person will be getting into the IMAPCT system, each person will need to create a user ID and Password. Once the sign-on has been processed the person who created that sign on can than log in and complete as many applications as necessary.
If each location has a separate FEIN then each location will be entered on separate applications. The enrollment type you would want to choose is FAO (Facility, Agency, Organization).
If you were already in the MMIS system, you should receive an application ID and on or after August 3, 2015, you will be able to go into the system and complete the revalidation.
26. If the billing staff have their own unique log in ID, and they are going to revalidate an individual provider rendering services for the agency (and the agency is billing and being paid-not the individual provider), can the billing staff log in and then use the staff's ID to enroll them; or must each clinician create their own log in and then revalidate themselves?
Each provider will have their own enrollment application and their own log in. Each clinician will have to establish they own single sign on ID.
27. We provide pediatric occupational, speech and physical therapy as well as social work, neuropsychological, nutritional and applied behavior analysis services.  If we became Medicaid certified, would we then be considered Medicaid providers? If we are considered a Medicaid certified provider, is it required to see all patients with Medicaid as their primary insurance policy? Or, would we be able to see patients who have X insurance as their primary and Medicaid only as their secondary policy?
When a provider’s application is approved in the IMPACT system, they are given a Medicaid Provider ID number. This number will be used as an identifier for Medicaid transactions. IMPACT does not impose any restrictions or requirements of which patients providers may see for their practice.
28. Many of our providers are linked to multiple TINs. When IMPACT goes live, will the provider’s application ID be the same for each revalidation?
Also, is there a limit to the number of TINs a provider can link to/be associated with? Or does it not matter as long as we complete a separate application for each one?
Each application (and accompanying application number) can only be linked to a single TIN; each TIN to which a provider is linked will require a new application, for which there is no limit.
29. Our application # on the attached is not found in your system when searching for an application
The application number does return an application when input in the 'Track Application' option. If you are attempting to search for the application number during the Single Sign-On creation process in the page that displays right after you click 'Request Application Access' in Step 1 of 3, you should instead click on the State of Illinois under the search option in Step 1, then click on 'Provider Enrollment' under Step 2, then click on 'Request Access' under Step 3. Continue to follow the prompts throughout the rest of the process. When you log back into the system, you should click on the 'Provider Enrollment' link under 'Access Your Applications'. A window should open with the option to create a New Enrollment or Track an Application. Click 'Track Application' and input your application ID number. Please verify; if you continue to experience difficulties, email again to IMPACT.Help@Illinois.gov or call 1-877-782-5565 option 1
30. We are one of your trading partners, and want to ensure that we are prepared for your migration in order to serve you and our mutual customers.
Thank you for contacting us. You will be enrolling in the new IMPACT system as a billing agent. You will need to complete this process on or as quickly as possible after July 20, 2015. We are needing our Billing Agents to enroll so that the providers you serve will be able to associate to you during their enrollment process.
31. For the ERA we use the MEDI system. Should we select the CORE CHAMP or DEG for that remittance?
Current claims processes, including ERA assignment, are not changing therefore, anything selected here will not affect what is currently set up. However, if you are making a selection, you will want to select Champs for now.
32. WILL EACH APPLICATION REQUIRE ITS OWN EMAIL ADDRESS OR WILL THE OFFICE MANAGER'S EMAIL BE SUFFICIENT FOR MULTIPLE APPLICATIONS? please EMAIL ANSWER TO JWEBER@ANESTHESIAPARTNERS.COM
One email address will be sufficient for multiple applications
33. Will Firefox, Safari, or Chrome work with IMPACT?
The browsers supported are:  IE (up to IE 11), Chrome, Firefox, and Safari. 
34. So there is going to be a period of time when we cannot submit any applications or do any updates online?  What will be the process if a new physicians starts with a group or facility after June 1st but before August?
It is anticipated that no actions will be possible between July 2 and August 3.  A provider that starts between June 1st and August 3rd, will have to wait to enroll in IMPACT beginning August 3rd.
35. Can 1 central/main email be used for Large Groups?  2. Will PIN and Passwords be linked to NPI?  3.  Will Passwords expire?
Yes one email can be entered for large groups.  2. User ID and passwords will be linked to the person doing the enrollment.  3. Passwords will expire every 365 days.
36. Will the OLD Payee identifier come into play at all for LARGE Groups?
Payee identifiers will continue to be used in Legacy MMIS for claims processing purposes.  Groups will enroll as a billing provider.  Individual providers will associate themselves to the billing provider.
37. Hopefully this will make the process a lot easier to complete. Will this now cause a computer back log of getting done?
IMPACT will help to prevent backlogs in provider enrollment as IMPACT is a paperless system
38. Is there a certain timeframe for turnaround time of getting an application approved?
The time frame will depend on the provider type and the reviews that are necessary. Since IMPACT is paperless, turnaround time will be better than with the paper application process.
39. August is the 2015 grand opening of Impact , and we are not billing through IMPACT until 2018, if we have new providers are we going to sign them up with IMPACT only or do we also let HFS know?
As you enroll in IMPACT we will be systematically updating the Legacy MMIS to ensure claims processing continues until Full Implementation.
40. Will there be a user ID and login for each provider? We are a billing service that normally assists providers in preparing the applications. Trying to get providers to actually be the ones to log in and do applications is very difficult.
Each person requiring access to the IMPACT system will create a user ID. If this person is authorized to enroll the individual provider they may do so with the provider's Application ID#.
41. The IMPACT Helpline has received several calls regarding the possibility of IMPACT being the reasoning for rejected claims.
IMPACT is not affecting claims that have been rejected at all; contrary to the belief of the people who are calling in with suspicions that claims are being rejected because of IMPACT.  Please advise the callers that IMPACT is not affecting rejected claims whatsoever
42. Can a billing agent create a new application on providers behalf?
Providers can grant access in IMPACT to other users
43. If we have two support staff. One entering into MEDI and Emdeon and one entering in Emdeon only. Do they both have to fill out an application and have separate logins?
Each Individual will have to have their own Single Sign On account.  Once they are in IMPACT the first person who submits the application will be the Domain Administrator for that application.  The Domain Administrator can then grant access to another employee(s).
44. Once the application is completed and submitted, is there a way to print the entire application for our records?
The entire application cannot be printed.  Their only option would be to do screen prints.  
45. Are we able to print the enrollment checklist after we have answered all of the questions?
The only option is to do screen prints
46. Staff will still need to check the Legacy system to see if a provider is “Inactive” before approving a new enrollment.  If it is “Inactive” but we are able to reopen will we still put enter the “Legacy” provider number and payee number in IMPACT
If they put the Legacy ID in IMPACT it will re-open the Provider in legacy
47. Where will discipline on the license show up in IMPACT? 
In the Show menu under License/Certifications or they can look at the Screening results.
48. What is the source data for the specialties and subspecialties?
The specialties will populate based on what is entered under provider type and the subspecialties are populated based on what is entered under specialty. The specialty field is what is now referred to as “category of service.”
49. Is there a mechanism for revoking staff member’s single sign on when they leave employment?
Yes. State staff will be able to revoke Single Sign-On accounts
50. Will the information for current owners of other Medicaid facilities be carried over to IMPACT from the legacy system?
Ownership information is not in the legacy system so no ownership information will be converted to IMPACT
51. It wasn’t clearly stated in the webinar regarding login accounts.  Is each user account setup for just one person or can we appoint an administrator and add additional user for each of our team members under one account?
Each individual will have to have their own Single Sign On account.  Once they are in IMPACT the first person who submits on an application will be the Domain Administrator for that application.  The Domain Administrator can then grant access to another employee
52. Is Safari one of the supported browsers?
Yes Safari is a supported browser
53.  Is there a matrix of specialties and sub-specialties?
No there is not a Matrix published for the providers. They will see the specialties and sub—specialties which apply to them as they enroll in IMPACT
54. Is the department checking Medicare and/or NPPES for the correct NPI and taxonomy code?
Yes, that information will be verified
55. Does this process take the place of completing Medicaid paper applications and if so, is this for new providers only, or current providers billing directly to Medicaid?
Yes, providers will now be completing the IMPACT enrollment application process instead of submitting the paper claims as formerly
56. We are current Medicaid providers; would we choose “request application access” or “update profile”.
When signing in for the first time, click ‘Request Application Access’. After an application has been started, you will be able to click into it below those buttons.
67. The state license effective date was previously entered with an effective date of 2/1/2005.  The date really is 1/1/2005 but IMPACT will not let me change it.
You can click on the box next to the license and choose delete then re-enter the license information with the correct date.​
58. As a result, the taxonomy code is requiring an effective date of 2/1/2005 but should be 1/1/2005
If you can not make changes to what is already listed, select that line and click delete, then re-enter the information
59. Please add my email to any IMPACT notifications and emails
In order to be added to the LIST SERVE to receive provider notices, please follow the instructions per the following. http://www2.illinois.gov/hfs/MedicalProvider/ProviderReleases/Pages/default.aspx. Providers may also request to remove their E-mail address from specific e-mail notification categories: • Remove E-mail Notification Request. Providers may register to receive E-mail notification when new information is posted to the HFS Web site, by completing the e-mail notification registration:
• Provider Releases and Bulletins E-mail Notification Request.
60. How do you delete old practice locations that either close or for individual providers that no longer go to that location, but STILL bill under the same TIN?
A location that is closed can be end dated in IMPACT.  If a provider begins working for a new group, the provider would do a modification to their record and associate to the new group and disassociate from the old group.

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