PC-ACE Pro32 Initial Setup
Contents
1. Codes Misc Provider Group Hame Provider ID Provider NPI Group Label Tag Taxi SokBye LOB Type f Provider Group Name Provider ID Group Label C Tag List Filter Options f Show all providers no filter applied Show only providers associated with selected provider Co Milter list to include Provider IDs starting with C Filter list to include Provider Names starting with New w p Jel Select New to add anew supplier National Govern ment Services Last Revision July 24 2013 Page 10 of 21 A CMS Contracted Agent National Government Services Inc CEDIN Common Electronic Data Interchange Professional Provider Information Professional Provider Information General Info Extended Info l Provider Type C Individual in Group Organization 5010 BILLING PROVIDER LastFirst Ml p 1234567893 Address 12345 BILLING AVE 00 Tax IDS Type 74195963200 E Pe UPIN PO City StZip INDIANAPOLIS IN 462601234 Specialty Ol Type Org Phone 11111111111 Fax L Je Taxonomy T ype pO Contact PEACE USER Accept Assign A Participating v Provider ID Mo 1234560001 LOB MCE Signature Ind Y Date 0 01 1980 Payer ID Tag Provider Roles Billing Y Rendering N Remarks Provider Associations select Provider ID ProviderGroup Mame Provider Type All DME billing providers should be marked as Solo Practice e Group and Individual in Group are used for Medicare Part B but2. Information for the Ordering Provider Physician Information Physician ID lt Type po Physician s Last Name First Marne Ml Suffis emm fo f Address 01 SU EBAUE Ave _ City State Zip Phone INDIANAPO LIS IN 46250 866 311 9154 Federal Tax ID Type HPI 1231231238 Physician ID Type This is left blank Physician s Name Enter the Physician s name in the relevant fields Address The address and telephone number should be entered for the physician Federal Tax ID Type This is left blank NPI Enter the physician s NPI PC ACE Pro32 will validate that the NPI is valid Select Save when finished Repeat as needed to add more Ordering Providers Select Close when finished to return to the Codes Misc menu Some of the other options on the Codes Misc tab are maintained by the software developers and are used for entry of data later Note If you need to enter facility information it can be stored under the Codes Misc tab using the Facility option nationa Government Services Last Revision July 24 2013 Page 9 of 21 A CMS Contracted Agent National Government Services Inc CEDIN Common Electronic Data Interchange Setting up the Billing Provider Select the Provider Prof tab on the Reference File Maintenance menu to enter the billing provider supplier information ii Reference File Maintenance File View Reports Patient Payer Provider Inst Provider Prof
3. 24 2013 Page 12 of 21 A CMS Contracted Agent National Government Services Inc CEDIN Common Electronic Data Interchange Setting up Payers Insurances The Payer tab on the Reference File Maintenance menu is to set up the insurances that will be used in the software By default all Medicare Payer IDs that are valid for this build of PC ACE Pro32 are listed here il Reference File Maintenance File View Reports Patient Payer Provider Inst Provider Prof Codes Misc MCB MEDICARE PART B NY HEALTH OM Prof Only MCB MEDICARE PART B NY GHI Prof Only MCB DME MAC JURISDICTION A Prof Only 17003 MCB DME MAC JURISDICTION B Prof Only 18003 MCE DME MAC JURISDICTION C Prof Only 15003 MCE DME MAC JURISDICTION D Prot Orly Sorby of PapyerlD Paper Description PayerLOB Payer State List Filter Options f Show all payers no filter applied C Fiter list to include Payer IDs starting with f Filter list to inclide Payer Hames starting with Hew View sUpdate Copy Delete If you need to add non Medicare insurance for Coordination of Benefits COB or Medicare as Secondary Payer MSP purposes select New to add the payer ID Note More information about entering Secondary Insurances are included in the PC ACE Pro32 Secondary Insurance document located on the CEDI Web site http www ngscedi com National Government Services Last Revision July 24 2013 Page 13 of 21 A CMS Cont
4. Date i Counte Phone KE66 311 9184 Save Cancel Payer ID When claims are prepared for submission only one Medicare Payer can be selected at a time Either e Select one Medicare DME Payer ID for all patients regardless of the jurisdiction they live in This will allow you to send all Medicare DME claims in one transmission e Select the proper Medicare Payer ID for the jurisdiction the patient lives in This will force you to prepare separate submissions for each jurisdiction Group Name and Group Number These are only entered if they are indicated on the patient s insurance ID card these are left blank for Medicare Claim Office This will most likely be blank unless indicated on the insurance ID card Insured Information F7 Rel Select the relationship of the patient to the insured party e For Medicare this is always 18 Self This will fill out the rest of the information e Use the right click or F2 lookup function to make the appropriate choice Insured ID nationa Government Services Last Revision July 24 2013 Page 17 of 21 A CMS Contracted Agent National Government Services Inc INA Common Electronic Data Interchange e For Medicare this is the field for the Medicare ID number It must match the information on the patient s Medicare ID card exactly If the patient has a secondary insurance the insured party will be added on the Secondary Insured tab For DME patients secondary
5. National Government Services Inc INA Common Electronic Data Interchange PC ACE Pro32 Initial Setup The PC ACE Pro32 Initial Setup document provides additional information to setup PC ACE Pro32 to be used for Durable Medical Equipment DME transactions exchanged with CEDI This document will cover the following topics B ckin Up PC ACE ta lore nerre steer ner te eee er EE ere tree er ee ere renee 2 DS EI USTA COUN aaa e r E E E SE 4 Sele p a S DMIttEr ID so s1sesssesacsncdwoeswsseasaesnerenawsqoasaeseciene dusaiadacnneienowaneuaamsnciieeduiadatacenedenes 6 Setting up Ordering Provider Information cccccccccccesssesseeecceceeeaaeeseecceeeeeseeeeseeeeeeeeeeaas 8 Se Ho p he Billine Provider esc au aceettucesassnnnee thence ascauseaahengesdssanstadienndereseneseabeagien iaa iiis 10 Serie Up Payers Cis TANCES sscesscadhoemeacrspeswecaueeteus EOE EE Tas 13 Set ung up Patent INTOMMAUON sccsscssisoaersren esre ES ea ea Esaret 14 Option for Electronic Remittance AdVICC cccccccccccccccsssssseeccceeceeaeeesssecceeeeeeaaeeseeeceeseeeaaas 19 PC ACE Pro32 is designed for both Institutional Medicare Part A or hospital and Professional Medicare Part B or office visits and Durable Medical Equipment or DME billing Since this is a DME support document we will not be covering Medicare Part A or Part B functions This document is intended as a help guide for setting up the PC ACE Pro32 software It is not intended
6. aims Prepare Institutional Claims COI Archive Institutional Claims Professional Claim Activities Check All Clear 4ll National Government Services Last Revision July 24 2013 Page 4 of 21 ACMS Contracted Agent National Government Services Inc CEDIN Common Electronic Data Interchange Enter the user information as appropriate Be sure to scroll down and allow the user to have access to everything the user will need to conduct business Select OK Repeat for additional users or select Close to return to the PC ACE Pro32 main menu F nationa Government Services Last Revision July 24 2013 Page 5 of 21 A CMS Contracted Agent National Government Services Inc CEDIN Common Electronic Data Interchange Setting up a Submitter ID To enter submitter information select Reference File Maintenance from the PC ACE Pro32 main menu Wi PC ACE Pro32 Claims Processing a E File View Security Help Reference File Maintenance Select the Codes Misc tab Hi Reference File Maintenance M BR File View Reports Patient Payer Provider Inst Provider Prof Codes Misc Shared Institutional Professional TOB POS DATA COMM CON OCCASP AVAL CHARGES MASTER HCPCS REVENUE CODE SPECIALTY MODIFIERS ICDS PHYSICIAN FACILITY MISC ANSI Select the Submitter option to enter the Submitter ID assigned by CEDI and other information pertaining to the submi
7. be filled out when the patient is legally represented by someone else For example this would be the name of the person that has power of attorney Primary Provider ID Institutional use only This is not used for DME and will be left blank Billing Rendering Provider IDs Professional use only e Billing Provider ID is where you can indicate which supplier is most likely the one this patient will have claims for This will save time during claims entry e Rendering Provider ID is left blank this is for Medicare Part B office visit claims not DME Nationa Government Services Last Revision July 24 2013 Page 16 of 21 A CMS Contracted Agent National Government Services Inc CEDIN Common Electronic Data Interchange Primary Insured Prof tab Right click or hit the F2 key to select the primary payer This should fill in the Payer ID Payer Name and LOB Line of Business fields Patient Information General Information Extended Info Primary Insured Inet Primary Insured Prot Secondary Insured 4 Payer ID Payer Mame LUE 17003 DME MAC JURISDICTION E MCE Group Hame Group Humber Claim Office Clear All Fields For Insured Insured Information F Employer Information F8 Rel Last Name First Name Gen Insured ID a pm fiene secon Address 1254 MAIN ANE Jer F Assign of Benefits g oo DOB 0A671928 Release of Info Y City state p Employ Status E ROI Date a1 r01 2003 ANY TOWN IN 12345 Retire
8. e jurisdiction the patient lives in This will force you to prepare separate submissions for each jurisdiction NPI Enter the billing provider s National Provider Identifier NPI e PC ACE Pro32 will validate that the NPI is a valid NPI Tax ID Type Enter the billing provider s Tax ID or the Social Security Number that is on file with the NSC The Type will either be E or S e E indicates this number is a Tax ID e S indicates this number is a Social Security Number UPIN This is left blank UPIN numbers are no longer sent in DME claims Specialty Use the right click or F2 lookup features to select the option that is most appropriate Type Org This is left blank Taxonomy Type This field is optional The taxonomy code is not used in DME Medicare claims but may be required by a secondary insurance The remaining fields may be completed using the right click or F2 lookup feature Note Some items will not let you click out of them without making a selection and some will not allow you to save the provider information without making a selection In this latter case a warning box will pop up and the item in error will start flashing drawing your attention to where you need to make a correction The Extended Info tab will not be needed unless you are directed to enter information here by CEDI technical support Select Save to save the billing provider information National Government Services Last Revision July
9. eekly o Always make a backup before updating the software to a new version o Do not restore a version of PC ACE Pro32 older than the one currently in use on your computer as this will cause problems o When moving from one computer to another it is always best to make sure both computers have the same version of PC ACE Pro32 before making and restoring backups o Use the F1 help document for further instructions In order to make a backup copy of PC ACE Pro32 select System Utilities from the PC ACE Pro32 main menu it PC ACE Pro32 Claims Processing SE File View Security Help System Utilities The Systems Utilities menu will open to select the location where a backup will be saved The button with three dots opens a general Windows browse dialogue box to select a location This is a folder location only the file name will be set by the software The exact location will be up to you but a USB flash drive makes a good storage location in case your computer crashes Consult a computer technician for further assistance system Utilities Backup Restore File Maintenance Backup Validate Restore This utility performs a backup of the PC ACE Pros databases and configuration settings Specity a destination drive e g 4 4 or hard disk folder path and click the Start Backup button Destination Oriwe or Folder as E W Include infrequentl changed database files backup will be larger Options Sta
10. gram or while you are browsing for the folder Select this folder o Select OK and Save When importing Medicare Remittance Advised from Medicare DME the software should now view the new folder If you would like to link your Medicare Remit Easy Print software to open through the PC ACE Pro32 software follow the directions below You do not need to complete this step if you choose to open the Medicare Remit Easy Print software by using the icon on your desktop o Open the Data Communications Menu in the PC ACE Pro32 software This is the option showing the two computers connected by a telephone Data Communications Options Eg Nationai Government Services Last Revision July 24 2013 Page 20 of 21 A CMS Contracted Agent National Government Services Inc CEDIN Common Electronic Data Interchange o Select Edit Configuration o Select the Option tab that you would like to use for the Medicare Remit Easy Print program For this example Option 3 is selected Preferences General Claim List Claim Import Frinting Data Comm Mise Data Communication Configuration Option 1 Option 2 Option 3 Option 4 Option 3 Programs E Program Files Medicare Remit EasyPrint E asyPrint ese E Button Caption Medicare Remit E asy Frint o Usethe button to select the Medicare Remit Easy Print file EasyPrint exe This is located under the Local Disk C drive Program Files Medicare Remit Eas
11. insurance information will need to be entered under Secondary Insured Prof For more information about entering secondary insurances or Medicare as a secondary payer please refer to the PC ACE help documents and the PC ACE User Guide on the CEDI Web site http www ngscedi com Medicare does not allow tertiary insurance claims so this tab should be left blank The PC ACE Pro32 software should be setup to start entering claim information For more information about entering claims into the PC ACE Pro32 software please refer to the PC ACE Pro32 help documents and User Guide on the CEDI Web site http www ngscedi com Q National Government Services Last Revision July 24 2013 Page 18 of 21 A CMS Contracted Agent National Government Services Inc INA Common Electronic Data Interchange Option for Electronic Remittance Advice This option is for Trading Partners Submitters who receive Electronic Remittance Advice or 835 files when downloading reports from the CEDI Gateway This is not required If you receive paper remits you will not need to complete this step The Medicare Remit Easy Print software can be downloaded from the CEDI Web site http www ngscedi com Downloading Medicare Remit Easy Print o Select the Medicare Remit Easy Print Software Download This will direct you to the Centers for Medicare amp Medicaid Services Web page for Medicare Remit Easy Print o Under the Downloads section you will want
12. not for DME Organization Name Enter the billing provider s name either as a group under organization or individual under the name fields Address Enter the billing provider s address information Note The address must be a physical location address and you must enter the full nine digit Zip Code in this field Phone Fax Enter the billing provider s phone and fax numbers Contact Enter the contact person Provider ID No Enter the billing provider s DME Provider Transaction Access Number PTAN assigned by the National Supplier Clearinghouse NSC e PC ACE Pro32 requires this to be entered but it is not sent in claims files in compliance with HIPAA regulations Nationa Government Services Last Revision July 24 2013 Page 11 of 21 A CMS Contracted Agent National Government Services Inc INA Common Electronic Data Interchange Payer ID CEDI will route the claims to the correct payer based on patient address so any of the following Payer IDs may be used e 16003 for Jurisdiction A e 17003 for Jurisdiction B e 18003 for Jurisdiction C e 19003 for Jurisdiction D Note When claims are prepared for submission only one Medicare Payer can be selected at a time Either e Select one Medicare DME Payer ID for all patients and provider regardless of the jurisdiction they live in This will allow you to send all Medicare DME claims in one transmission Or e Select the proper Medicare Payer ID for th
13. other tabs will most likely only be used when instructed to by CEDI technical support Select Save and Close to return to the Codes Misc menu nationa Government Services Last Revision July 24 2013 Page 7 of 21 A CMS Contracted Agent National Government Services Inc CEDIN Common Electronic Data Interchange Setting up Ordering Provider Information To enter ordering provider information under Reference File Maintenance select the Codes Misc tab W Reference File Maintenance File View Reports Patient Payer Provider Inst Provider Prof Codes Misc Shared Institutional Frofessional TOB POS DATA COMM COMAOCC SPA AL CHARGES MASTER HEPES REVENUE CODE SPECIALTY MODIFIERS ICD PHYSICIAN FACILITY MISC ANSI Select the Physician button to setup Ordering Providers For DME every charge line must have an Ordering Physician with an NPI indicated lt Physician Setup Physician ID Physician NPI Sot By f Mame Last First Ml f Physician ID List Filter Options f Show all physicians no filter applied CO Filter list to include Physician Ds starting with C Filter list to include Physician Names starting with Hew Select New to add an Ordering Provider National Government Services Last Revision July 24 2013 Page 8 of 21 ACMS Contracted Agent National Government Services Inc INA Common Electronic Data Interchange Physician
14. racted Agent National Government Services Inc CEDIN Common Electronic Data Interchange Setting up Patient Information The Patient tab of the Reference File Maintenance menu is where patient information is added ii Reference File Maintenance Eie view Reports Patient Payer Provider Inst Provider Prof Codes Misc SotBy Patient PEN Patient Name List Filter Options f Show all patients no filter applied C Filter list to include Patient PEM starting with C Milter list to inclide Patient Hames starting with Select New to add a new patient National Government Services Last Revision July 24 2013 Page 14 of 21 A CMS Contracted Agent National Government Services Inc CEDIN Common Electronic Data Interchange General Information tab Patient Information General Information Extended Info Primary Insured Primary Insured Prof Secondary Insured I4 Last Hame First Hame Gen Patient Control Mo FEM i Fatient Address Fatient Status Address Active Patient g Discharge Status a 101 OU MAIN AE F F e Sex Death Ind 091 6 1928 City State Zip as me INDIANAPOLIS IN 46250 Marital Status Signature Dn Fie B County Phone Employment Status ii Release of Info a 866 311 3184 Rol Date 01 01 2009 Student Status Melee CESA Code Save Cancel Right click or use the F2 key for lists of options in many of these fields Make sure the patien
15. rt Backup nationa Government Services Last Revision July 24 2013 Page 2 of 21 A CMS Contracted Agent National Government Services Inc INA Common Electronic Data Interchange Once you have chosen a location select Start Backup It will tell you when it has completed successfully Select Close to return to the PC ACE Pro32 Main Menu Note To restore a backup copy of PC ACE Pro32 return to this same area of the software and select the Restore tab F gt National Government Services Last Revision July 24 2013 Page 3 of 21 A CMS Contracted Agent National Government Services Inc CEDIN Common Electronic Data Interchange Set Up User Accounts User accounts can be set up for people who will be accessing PC ACE Pro32 for the purpose of entering and sending claims adding patients reviewing claims that have already been sent etc Select Security from the PC ACE Pro32 main menu i PC ACE Pro32 Claims Processing O f File view Help e Add Update User i SetSecurity Options K4 Logout Current User Security List User ID Usa me oy SAD MIN Sy STEM ADMINISTRATOR Select New to add a new user User Security Update User ID Password User Mame mm lm User Permissions Institutional Claim Activities C View Institutional Claims Enter Institutional Claims Modify Institutional Claims Delete Institutional Claims Import Institutional Claims Process Inetitutional Cl
16. t s name is entered exactly as it appears on the patient s Medicare ID card Patient Control Number is an ID number assigned by the provider or submitter There are two boxes by Signature on File e The first box empty in the example above is for Medicare Part A Institutional claims and will be blank e The second box is for DME and Medicare Part B Professional Right click or use the F2 key to get the list of valid values Release of Info has several options listed on its right click F2 lookup list Only I or Y are valid for DME Any other entries will result in front end rejections Note Some fields may not be required Only enter information if it applies to this patient Services Last Revision July 24 2013 Page 15 of 21 A CMS Contracted Agent nationa Government National Government Services Inc CEDIN Common Electronic Data Interchange Extended Info tab Patient Information General Information Extended Into Primary Insured Inst Primary Insured Prof Secondary Insured 4 Patient Legal Representative Information Professional use only Name L F E Address City ST Zip Country Phone __ _ Primary Provider ID Institutional use only Provider ID press Fe to select Billing Aendering Provider Ds Professional use only Biling Prowider IL 1 231 230001 press Fe to select Rendering Provider ID Patient Legal Representative Information This field should only
17. to replace the general help accessible by the F1 key or specific item help accessible by right clicking or selecting the F2 key on a specific item functions or the PC ACE Pro32 User Manual itself For help with any questions not covered here please consult these documents Whenever you start PC ACE Pro32 many of the menu options will require you to sign on Once you sign on for one item it will not prompt you to sign on again unless you either close the program or select Logout Current User from the Security menu item The sign on information can be located in the PC ACE Pro32 Readme File downloaded with the full install of the PC ACE Pro32 software Please refer to the PC ACE Pro32 User Guide for more sign on information The PC ACE Pro32 User Guide can be found on the CEDI Web site http www ngscedi com The current version is listed on the CEDI Web site at http www ngscedi com To find out what version you are running select Help from the PC ACE Pro32 main menu and drop down to About PC ACE Pro32 National Government Services Last Revision July 24 2013 Page 1 of 21 A CMS Contracted Agent National Government Services Inc CEDIN Common Electronic Data Interchange Backing Up PC ACE Pro32 o PC ACE Pro32 will automatically ask you to make a backup every time you exit the software unless you make a backup immediately before exiting It is recommended that a backup be done on a regular schedule i e daily or w
18. to select the link for Medicare Remit Easy Print Version current version ZIP 1MB Note The user manual and download instructions are also listed under the downloads section Setting Up Medicare Remit Easy Print o Open the Medicare Remit Easy Print using the shortcut icon on your desktop This should appear after the download and installation are completed If the icon does not appear on your desktop check the All Programs list under the Start Menu on your computer i ay EasyPrint o Select Tools and Path Name Editor E National Government Services Last Revision July 24 2013 Page 19 of 21 A CMS Contracted Agent National Government Services Inc This dialog contains the current paths to the folders Easy Print uses to locate the resources as indicated In most cases the values here will neverneed updating In certain situations you may want to override the default locations of thesefolders C Program Files Medicare Remit EasyPrint Import C Program Files Medicare Remit EasyPrint Archive Browse C Program Files Medicare Remit EasyPrint ReportExport C Program Files Medicare Remit EasyPrint Watives 35 C Program Files Medicare Remit EasyPrint Resource Oo Select the Browse option for X835 native files o You will need to create a folder to download your CEDI reports to after transmitting the DME claims files The folder can be created prior to entering the Medicare Remit Easy Print pro
19. tter On the Submitter Setup screen select the Professional radio button it Submitter Setup Claim Type f Institutional Submitter ID EIN T E h al h L gt gt STIL gt L O New ViewsUpdate Loy bee National Govern ment Services Last Revision July 24 2013 Page 6 of 21 A CMS Contracted Agent National Government Services Inc INA Common Electronic Data Interchange Select the View Update button Professional Submitter Information General Prepare ANSI Info ANSI Info 2 ANSI Info 4 OB Payer I ID Bosoo0000 O EN Name CEDI HELF DESK Address 10180 KNUE AWE 000 o Lity INDIANAPOLIS State INS ip 46250 Phone 866 311 9184 Fax IL Country E Contact CEDI HELP DESK EMal 0 Save Cancel The Professional Submitter Information screen has several tabs Only information on the General tab will need to be updated with your CEDI submitter information LOB This is left blank Payer ID This is left blank ID Enter the Submitter ID assigned to you by CEDI This number should start with an A B C or D It is also called a Trading Partner ID EIN This is left blank Name Enter the submitter name enrolled with CEDI Address Enter the physical address location for the submitter Trading Partner Phone Fax Enter the phone and fax number for the submitter Trading Partner Contact Enter the contact person Country This is left blank The
20. y Print This is what it should look like C Program Files Medicare Remit EasyPrint EasyPrint exe o Under Button Caption enter Medicare Remit Easy Print o Select OK o Your Data Communications Menu should now show the following Note Other options may be used for other functions Services Last Revision July 24 2013 Page 21 of 21 A CMS Contracted Agent Nationai Government
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