PTAR & MMTP USER MANUAL
Contents
1. Suspend Payment The Suspend Payment detail indicates whether a client is in a suspension status and cannot receive reimbursement Pending Payments The Pending Payments area lists transactions that have a pending or held status PENDING PAYMENT A payment can be but has not been generated for the transaction HELD The payment for the transaction is pending because there is a hold Instructions Set Provider and Location 1 Select the provider from the Provider drop down 2 Select the location from the Location drop down Search for a Client 1 Enter a Client ID or Client Name 2 Select the client from the drop down under the search field PTAR and MMTP User Manual PTAR Realtime Entry PTAR Realtime Entry submits a single PTAR transaction for a client on the current day for immediate processing Previous submissions are listed in the Submission History area PTAR Realtime Entry Q Enter a single transaction for processing Client ID A00000A Go Submission History 1 Transaction for ANHYSBYS CLAF ZZ12347A on 03 18 2015 was submitted on 03 18 2015 at 3 36PM by BFROBISHER 2 Transaction for ALAISAN AIMO ZZ12346A on 03 18 2015 was submitted on 03 18 2015 at 3 25PM by BFROBISHER 3 Transaction for ENGAZIWA ISIGULI ZZ12345A on 03 18 2015 was submitted on 03 18 2015 at 3 23PM by BFRASER 4 Transaction for HASTA BILINMEYEN ZZ12348A on 03 18 2015 was submitted on 03 18 2015 at 3 20PM by BFROBI2. PTAR MMTP USER MANUAL y VERSION 2015 01 o eg JUNE 2015 f Ke gt P HIPAA Security and Privacy The Health Insurance Portability and Accountability Act of 1996 HIPAA is a federal law that protects health insurance coverage for workers and their families when they change or lose employment It includes the Privacy Rule enacted April 14 2003 that established regulations for the use and disclosure of Protected Health Information PHI the Security Rule enacted April 25 2005 that addressed electronic PHI e PHI and established the requirements to protect the confidentiality integrity and availability of PHI created maintained and transmitted in electronic format and Health Information Technology for Economic and Clinical Health Act of 2009 HITECH that strengthened the HIPAA regulations HIPAA is intended to e Provide better access to health insurance e Limit fraud and abuse e Reduce the administrative costs of providing health care e Standardize the content and format of electronic health care transactions and promote their use e Ensure privacy and security of paper PHI and e PHI Under HIPAA users are to e Utilize unique user IDs and passwords for each login e Only share PHI with co workers who have a need to know and the appropriate access e Discuss PHI in private areas not in public areas or in telephone conversations that can be easily overheard by others e Keep and protect written and electron
3. Roundtrip Client Payment Mode T Transit Card Transport Program Client ID Date of Service Y Yes T Transit Card C Cash A Access A Ride 1 Medicaid CIN MM DD YYYY N No C Cash N N A N N A 2 3 4 Figure 17 PTAR Spreadsheet Upload Template Columns The template has six columns that match the parameters entered using PTAR Batch Entry Each row of the spreadsheet represents one transaction Every entry must be the specific format or value indicated by the column header Note Row1of the template is always considered a heading row meaning that the system will ignore any data in it The best approach when not using the supplied template is to always use a header row to avoid any problems The specific column formats are Client ID Medicaid CIN XXXXXXXX Date of Service mm dd yyyy Escort Payment Mode T Transit Card Figure 18 PTAR Upload Spreadsheet Template Column Formats PTAR and MMTP User Manual 18 Submission History Area The Submission History lists previously uploaded spreadsheets Each item lists the total number of uploaded transactions date and time of the upload and identifies by color and wording whether the spreadsheet contained errors Green indicates all transactions were accepted with no errors Red indicates that one or more transactions were rejected with a count given of the number of failed transactions out of the total number of transactions e g 3 of 6 transactions failed Su
4. and Attention 3 Click the OK button 4 Click the Save Provider button PTAR and MMTP User Manual 42 User Management User Management adds displays and edits users for a selected provider The provider is selected using the Provider drop down at the top of the page User Management Provider DUE SOUTH MEDICAL v gt New user submission form gt Current list of active users by provider First Name Last Name bfraser E rvecchio Ez Create Username Select User Role D S Iwelch mthatcher CG ebesbriss g Figure 42 User Management User Properties In terms of User Management users have four properties Name specified separately as First and Last Name Username Role Provider The first three properties are specified when adding a user with the system assigning the Provider based on the selected provider Additional providers if applicable may be assigned by editing a user Roles There are three roles in the system with varying permissions Most users will have the User role e User e Supervisor e Facility Administrator PTAR and MMTP User Manual 43 View Users The right side of the page contains a list of the users for the selected provider Each row in the list contains the username on the left and an edit icon on the right Clicking either the username or the icon brings up the User Details popup to edit a user User Details Username Iwelch v User Role User Click to
5. 17 PTAR and MMTP User Manual i LACA e e ld ete eso doi la fd 17 Templates ias iii a 18 Col dape 18 Submission History Ate dee Seed iia 19 Common E n E0 KEPER OE geneet d e Release d 19 Instructions falla Lai N E IRA RSI FARI 20 MMTP Batch Entry E 21 LOCO eet Ee e reet ee Dee eer 22 Calendar dd Dated Ee 22 Date Rai Aa 22 Multiple Date SUBMISSION Ser da dd a 23 Instructions rail ii EE 24 MMTP Spreadsheet Uploadlscsis cccscdsecsssescsicsssessassessosseveasescaseosesoesvonesnedebeessevesonsusvesescseseseatotsseossesasooseses 25 Maximum Transaction COM LR ER A ET i 25 DOC ATOM gcse RR RR 25 Template lana La Eed 25 E EE 26 Subinission History Areas tee eet Ee ios ia 26 Common Eto iia 26 O RR RN 27 Invoice Managed Care Plans icccsisccscasssencssonstsssessssasssocdessesessecncontecssectsensecvacocssavessusncessecssectssenecsboecssenesses 28 Create AMNESIA 28 Transactions cuelan e EE Ranalli fe ETL RG AE HOR AG RE 28 Bulk Invoice by Threshold AMOUnNt e EE E E E E E E E E EET 28 O O EN AE 29 INSTEUCUON Sai ia 29 Transaction HIStory ainia sanan issos esera ENEE EENEG AEN 30 ee EE ln 30 Provider A EES RA ari 31 Filter On Rang Esses peee eepe enpe ai lalla 31 TTANSACIONS EE 32 A e ey ele ii E LL A E E ai A E Ret eee eee 33 Download Spreadsheet oenen rainne Aia 33 Multiple Pares risa Ai 33 MSU HONS a O I EE re 33 Payment HSN ee ENEE NENNEN EEN 34 Payment Filter Optica ri arta 34 PTAR and
6. MM DD YYYY mm dd yyyy Figure 27 MMTP Upload Spreadsheet Template Column Formats Submission History Area The Submission History area lists previously uploaded spreadsheets Each item lists the total number of uploaded transactions date and time of the upload and identifies by color and wording whether the spreadsheet contained errors Green indicates all transactions were accepted with no errors Red indicates that one or more transactions were rejected with a count given of the number of failed transactions out of the total number of transactions e g 5 of 6 transactions failed Submission History 2 All 1 transactions were accepted with no errors found Submitted by LWELCH on 03 16 2015 at 7 00PM 3 All 2 transactions were accepted with no errors found Submitted by MTHATCHER on 03 16 2015 at 11 29AM 4 5 of 6 transactions failed initial validations Submitted by RVECCHIO on 03 13 2015 at 2 35PM O GET ERRORS Figure 28 MMTP Spreadsheet Upload Submission History Area Users may click the Get Errors button to the right of an error item to download a spreadsheet that contains only the rejected transactions from the uploaded spreadsheet The error spreadsheet lists each rejected original transaction as it was uploaded with an additional column for Error Details that lists the specific error or errors that caused the rejection Common Errors Common errors include an invalid Client ID Client Not Found and out of range start date
7. MMTP User Manual ii Payment Search Fields cerco ci 35 Pilates eb 35 Payments For Provider s ilcultre lai lai Ee 36 Multiple Pages iano dl banali o ia does teases aaa Aia 36 ru er Le EE 37 Manage Provider Informattion ccssccsssccsssssssssscssssssssscesssscssssccsssssssssssssessssscscosssessessssssscsssscssasssssasees 38 Provider Detalla a ire 38 Provider TD iia A A ete iaia 38 Pr NA ed a 38 Provider EE 39 Transactions Accepted DEE 39 reste LEE A0 Provider LOCA arti eil LA Lele enna e 41 Display Active e ae 41 Ad LOCAS te di did o eh td a Manon ta ene a eas 41 Edit Locations rela lid ido 42 RITO CREO RR 42 User EE EE 43 User Properties 2 A EE 43 Role eee eee 43 Wiew USES A EA ale aed nas Sane 44 Edita Us AA AR AA SEER OER BREA as EA CBE Bees aaa tal 44 Lock Unlock ged a ete ee AA ee eee 44 INSstructions title ti id lid Ws Ee 45 PTAR and MMTP User Manual iii Role Specific Contents PTAR Realtime AAA NA 10 SNA O 16 PTAR Spreadsheet Upload 17 MMTP Batch e EE 21 MMTP Spreadsheet Upload nui iaia 25 Transaction Historico indole 30 PTAR R altitie A OTAN 10 PEAR Batch Entry nadal deal 16 PTAR Spreadsheet Upload rire rien cirie ice eee ieri 17 MMTP A AAA ei ia aiar iaia ato 21 MMTP Spreadsheet Upload anna 25 RRE er History i OIL RR enna 30 Payment store NEEN iaia aaa 34 PTAR Realtime A OTAN 10 PEAR Batch Entrantes sad 16 PTAR Spreadsheet Upload ccscscsssssesssessseees
8. Y 5 50 0 00 5 50 22123564 11 03 1983 Transaction Total 5 50 Recoupment Total 0 00 Grand Total 5 50 Figure 31 Managed Care Invoice Instructions Generate An Individual Invoice 1 2 Click the Invoice button for the appropriate managed care plan The button changes to PDF Click the PDF button to download the generated invoice 3 Either attach the PDF to an email or print it for sending via snail mail to the managed care plan Use Threshold Amount to Select The Invoice Amount Level to Generate 1 2 Set the Threshold Amount to one of the set values that an invoice must match or exceed or All Click Invoice All Above Threshold to generate invoices for the invoices that exceed the selected level or all invoices Click PDF on each invoice to download the generated invoice Either attach the PDF to an email or print it for sending via snail mail to the managed care plan PTAR and MMTP User Manual 29 Transaction History Transaction History is a customizable search for transactions The customizations include provider location and service date and may be combined in multiple ways S Transaction History Q Do a free form search of transactions to view and export Provider Location Filter On Status Client ID GOLDBERG EMANUEL All Dates of Service All S Paid By Range All v Program Al Today 05 28 2015 05 28 2015 v Client Date of Service Status Creati
9. any selections The Edit Managed Care Plan List function is activated when this option is selected Provider Details gt Provider Locations gt Below you will find the details for the current provider Add a new location or click current locations to edit Poner 01234567 i Add New Location Si Display Active Locations Due South Medical 1 g Provider Name DUE SOUTH MEDICAL Due South Medical 3 g Provider Expense Yes i Due South Medical Metro LS Due South Medical Urgent E Transactions Accepted Some Managed Care Plans Y Edit Managed Care Plan List Peer Figure 38 Edit Managed Care Plan List Function Activated PTAR and MMTP User Manual 39 The function presents a popup with two lists the Managed Care Plans list on the left contains the accepted managed care plans the Exclusion s list on the right contains the excluded managed care plans Exclusion List AETNA BETTER HEALTH 11111111 Eat AETNA BETTER HEALTH FIDA PLAN 22222222 AGEWELL NEW YORK FIDA 33333333 AGEWELL NEW YORK LLC 44444444 ALPHACARE OF NEW YORK INC 55555555 AMERICHOICE OF NEW YORK INC 66666666 AFFINITY 77777777 AMERIGROUP COMMUNITY CONNECTIONS Total Managed Care Plans 88 Total Excluded Plans 0 o Figure 39 Managed Care Exclusion List Moving a plan from the Managed Care Plans list on the left the accepted plans to the exclusion list is done by clicking the Exclude button for the plan in the left pan
10. edit Provider ID 01234567 I Add New Location Y Display Active Locations Due South Medical 1 Ez Provider Name DUE SOUTH MEDICAL Due South Medical 3 ES Provider Expense Yes v i Due South Medical Metro DS Transactions Accepted All Managed Care Plans Figure 37 Manage Provider Information The details are e Provider ID e Provider Name e Provider Expense e Transactions Accepted Provider ID Provider ID is the ID assigned when the provider originally enrolled in Medicaid It cannot be changed Provider Name The name of the provider can be changed by altering the displayed name in the Provider Name field PTAR and MMTP User Manual Provider Expense Provider Expense indicates whether a provider can be the payer when a client or the managed care plan is not eligible on the date of service or when there is an invalid coverage code It is only used with PTAR Realtime Entry and when set to Yes causes that function to display the Provider Expense button when any of those conditions exists Transactions Accepted Transactions Accepted indicates and sets the managed care plans that the provider accepts There are three choices e All Managed Care Plans e No Managed Care Plans e Some Managed Care Plans The first two choices are self explanatory Some Managed Care Plans Selecting Some Managed Care Plans means that the provider does not accept one or more managed care plans and must exclude them from appearing in
11. is uploaded and reports statistics including errors that can be downloaded for further examination Maximum Transaction Count Uploaded MMTP spreadsheets may not contain more than 15 000 transactions Spreadsheets larger than 15 000 are completely rejected There is no partial processing Location The Location drop down contains the locations associated with the user Selecting a location sets it for the user thereafter until it is changed Uploaded transactions are entered in the system for the selected location Template The system supplies a downloadable spreadsheet template that can be populated and uploaded or users may create one from scratch as long as it matches the column layout of the template and is in xls format H9 X f A B c D E F Client ID Date of Service 1 Medicaid CIN MM DD YYYY 2 3 4 Figure 26 MMTP Spreadsheet Upload Template PTAR and MMTP User Manual 25 Columns The template has two columns that match the parameters entered using MMTP Batch Entry with each row representing one transaction The entries must be the specific format or value indicated by the column header Note Row 1 ofthe template is always considered a heading row meaning that the system will ignore any data in it The best approach when not using the supplied template is to always use a header row to avoid any problems The specific column formats are Client ID Medicaid CIN XXXXXXXX Date of Service
12. lock Provider 1 DUE SOUTH MEDICAL Provider 2 N A Provider 3 N A Figure 43 User Management User Details Edit a User The User Details popup provides the following for editing e User Role e Provider 1 2 and 3 separate fields e Lock Unlock Editing User Role and Provider are self explanatory Lock Unlock The Lock Unlock setting disables or enables a user If Lock is set the user is disabled and cannot access the system All users are unlocked by default PTAR and MMTP User Manual 44 Instructions Create User MECO E Select the applicable provider from the Provider drop down Enter the user s first and last names in the First Name and Last Name fields Enter the username in the Create Username field Select the User Role from the Select User Role drop down Click Add User to add the user Edit User 1 AE Select the applicable provider from the Provider drop down The active users of the provider display under Current list of active users by provider Click either a user s name or the edit icon on its far right to edit the user The User Details popup displays Make changes as needed to User Role and the Provider 1 2 and 3 fields Use the lock icon on the right to lock or unlock the user if needed Click Save to update PTAR and MMTP User Manual 45
13. sana iii iii EES Ee User Management User DetailS iii PTAR and MMTP User Manual v Introduction The Public Transportation Automatic Reimbursement PTAR is a web based system that allows participating providers and facilities to submit track reimburse and process payments for transactions for public transport costs for eligible Medicaid clients The system also supports generation of reports and invoices support tracking and reimbursement of these transactions Latest Version This latest version of the PTAR application is a complete rewrite of the application leaving only the name in common with its predecessor It incorporates changes across every aspect of PTAR to enhance simplify or remove what had been there in favor of a new sleek and powerful tool MMTP A major addition to the PTAR application beyond the structural changes is the incorporation of the Methadone Maintenance Treatment Program MMTP MMTP is similar to PTAR in that clients are reimbursed for travel to methadone providers and in turn the providers request reimbursement from Medicaid or a managed care plan The difference between the two programs is that MMTP s transactions are simpler than PTAR s having only a client ID and date of service As such there are parallel MMTP functions for PTAR s batch and spreadsheet entry of transactions The remaining PTAR functions seamlessly incorporate MMTP Roles The roles
14. CAL 1 Account Settings About Help Logout Home Reimbursements Services New York State Department of Health PTAR and MMTP User Manual 2 Initial Login Procedure The initial login into PTAR requires all users to change their password and set up security questions for use in resetting their password e For new users this is to change the system assigned password e For existing users this is to update their password to the new password criteria After entering their login credentials on the login page the system redirects users to the eMedNY Self Service Portal page eMedNY Self Service Portal The eMedNY Self Service Portal provides users with functions for managing their password and related login credential functions The portal uses the same login credentials as PTAR CIMEGINY Self Service Portal Version 7 0 E Type your IBM Security Identity Manager user ID and password and click Log In User D EEN Password Forgot your password Log In Copyright IBM Corporation 1992 2014 All rights reserved Figure 1 eMedNY Self Service Portal Login PTAR and MMTP User Manual Create New Password Users create their new password on the Specify New Password page Specify New Password Review the criteria for the new password then specify a new eMedNY Security Identity Manager password in the following fields and click OK to proceed Click Cancel to return to the login p
15. Client ID and date of service Clicking the Client ID displays the Transactions Details page for the transaction Transaction Details The Transaction Details page is a multi tabbed page listing the details and status of transactions submitted to the system The four tabs are At a Glance Details Eligibility Audit History In addition to the tabs the status of the transaction is displayed at all times The statuses are e Complete e Draft e Pending Payment e Pending Batch At a Glance At a Glance lists the main details of a transaction including Client ID payer and amount Transaction Details x At a Glance Details Eligibility Audit History At a Glance Status Complete Client PATIENS IGNOTA ZZ12355A Date of Service 05 10 2015 Invoiced On 05 11 2015 10 20AM Type MMTP Payer None Input Info SOMEUSER 05 10 2015 10 24AM Total Amount 5 50 Figure 11 Transaction Details At a Glance Tab PTAR and MMTP User Manual 12 Details Details expands At a Glance to list the provider s name and location payment mode type of trip and other information Transaction Details CR Ata Glance Details Eligibility Audit History Details Status Complete Client ID ZZ12355A Date of Service 05 10 2015 Client Payment Mode Round Trip Yes Transport Program Escort Payment Mode Escort No Transport Agency Metro Transit Authority Provider Name DUE SOUTH MEDICAL Location Name DUE SOUTH MEDICAL URG
16. ENT Signature Captured No Figure 12 Transaction Details Details Tab Eligibility Eligibility lists the eligibility description and status code the amounts for client and escort if there is an escort plus the payer and the Plan ID if the payer is a managed care plan Transaction Details Ata Glance Details Eligibility Audit History Eligibility Payment Status Complete Eligibility Description Ineligible for Shares Funding Eligibility Status Code NTE Payment ID Plan ID Payer Amount Client Amount Escort Total Amount Figure 13 Transaction Details Eligibility Tab Audit History Audit History lists the auditing information history Transaction Details At a Glance Details Eligibility Audit History Audit History Status Complete Transaction Status User ID User Type Timestamp Pending Batch SOMEUSER ROLE_SUPERVISOR 05 10 2015 10 23AM Figure 14 Transaction Details Audit History Tab PTAR and MMTP User Manual 13 Instructions Submit Transaction 1 Enter the Client ID 2 Click Go 3 Specify the transaction details 4 Click Finish to submit Review A Submitted Transaction 1 Click the Client ID of an item in the Submission History area 2 Review the displayed details PTAR and MMTP User Manual 14 PTAR Batch Entry PTAR Batch Entry submits PTAR transactions for offline processing Offline processing means there is no immediate feedback when a transaction is sub
17. PTAR_Batch_Template_MTA xls Submission History 1 All 1 transactions were accepted with no errors found Submitted by LWELCH on 03 16 2015 at 7 00PM 2 All 2 transactions were accepted with no errors found Submitted by MTHATCHER on 03 16 2015 at 11 29AM 3 5 of 6 transactions failed initial validations Submitted by RVECCHIO on 03 13 2015 at 2 35PM GET ERRORS 4 5 of 6 transactions failed initial validations Submitted by TESTID1 on 03 12 2015 at 1 35PM O GET ERRORS Figure 16 PTAR Spreadsheet Upload Previous uploads are listed in the Submission History area A validation function checks a spreadsheet after it is uploaded and reports statistics including errors that can be downloaded for further examination Maximum Transaction Count Uploaded PTAR spreadsheets may not contain more than 5 000 transactions Spreadsheets larger than 5 000 are completely rejected There is no partial processing Location The Location drop down contains the locations associated with the user Selecting a location sets it for the user thereafter until it is changed Uploaded transactions are entered in the system for the selected location PTAR and MMTP User Manual 17 Template The system supplies a downloadable spreadsheet template that can be populated and uploaded or users may create one from scratch as long as it matches the column layout of the template and is in xls format A9 M f A B G D E F Escort Payment Mode
18. SHER 5 Transaction for PASIENT UKJENT ZZ12349A on 03 12 2015 was submitted on 03 18 2015 at 2 35PM by BFROBISHER 6 Transaction for ALAISAN AIMO ZZ12346A on 03 16 2015 was submitted on 03 18 2015 at 11 22AM by RVECCHIO Figure 9 PTAR Realtime Entry Submit An Entry Submitting a realtime entry begins with entering the ID of the client The system then checks for the following e Duplicate transaction e Payer Medicaid or Managed Care e Eligibility on the date A duplicate transaction means a transaction has already been submitted for the client and no further processing will be done The payer is used if the client has eligibility on the date If not the provider may take on the expense if enabled for Provider Expense Whether the client is eligible or the provider is taking on the expense the visit information is entered in the same manner PTAR and MMTP User Manual 10 Visit Information Visit information is entered on the Client Information Payment Information page It consists of Client Payment Round trip Transport Program Escort Payment Location Client Information Payment Information a e Transportation will be covered by Medicaid on Name PATIENS IGNOTA i behalf of FROBISHER HEALTH PLAN INC 12345678 Gender M Date of Birth 03 02 1952 age 63 Client 5 50 Escort 0 00 Medical Service Date 05 15 2015 i Total Reimbursement 5 50 e Client Payment Transit Card Round Tr
19. Select a date within 120 days of the current date 3 22222222 01 14 2015 Y E c N Client Not Found 4 7212346 05 12 2015 Y T v N Invalid Payment Type for Escort Figure 20 PTAR Spreadsheet Upload Error Transactions Spreadsheet PTAR and MMTP User Manual 19 Instructions NO MORE THAN 5 000 TRANSACTIONS MAY BE UPLOADED IN A SINGLE SPREADSHEET First Time Usage Including Template Download 1 NAM Select the location from the location grid Click the Template link to download the File Upload spreadsheet template The web browser prompts to open or save the template Steps 3 and 4 are performed offline in a spreadsheet application After opening the template in a spreadsheet application enter the appropriate values for each transaction in a separate row Refer to the column headings or the table above for the proper field formats and values Save the spreadsheet The remaining steps are performed online in the system Click Browse The File Upload dialog displays Navigate to the location containing the updated template Select the template and click Open The dialog closes and the File field displays the selected template Click Upload The file successfully accepted message displays Check the validation message and act on any errors Spreadsheet Populated And Ready For Upload BRE DU Optionally select the Location from the drop down if it is not correct Click Browse The File Upload dialog di
20. Selecting Managed Care Plan displays the Plans drop down to its right to select an individual managed care plan PTAR and MMTP User Manual 35 Payments For Provider The Payments for Provider area contains the search results and the navigation controls The header of the area indicates the selected provider field which is either a single provider or All Each search result displays the following information RA Invoiced Provider Name Complete Displays the Remittance Advice number if the payer is Medicaid Invoiced if the payer is a managed care plan followed by the name of the provider or Complete if the payment is a recoupment Total The total amount of the transaction s in the payment FCN The Financial Control Number or N A if the payer is a managed care plan Paid By The managed care plan or Medicaid Transaction The number of transactions within the payment Paid On The date the payment was made In addition for managed care payments a PDF of the invoice is available for each result by clicking its PDF link Multiple Pages The results are organized into pages when the number of results exceeds five with each page containing five payments except for the last page which contains one to five payments For example if a search returns 13 payments there will be three pages of results with the last page having three payments e Page 1 Results 1 5 e Page 2 Results 6 10 e Page 3 Results 11 13 Navigation
21. TAR or MMTP Spreadsheet Upload that have outstanding errors Each item identifies three values pertinent to the uploaded transaction plus the date and time of the upload The three values are e Total number of submitted transactions e Number of accepted transactions no errors e Number of rejected transactions Welcome to the New York State Department of Health Public Transportation Automated Reimbursement System A My Dashboard Provider AYALA SAMUEL v Location AYALA SAMUEL x Submitted Spreadsheet Files with Outstanding Errors Draft Transactions No records found 1 Transactions Submitted 7 Accepted 4 Rejected 3 5 14 1 5 7 20 PM Figure 6 My Dashboard with Spreadsheet Outstanding Errors Item Users may click an item to download a spreadsheet that contains only the rejected transactions from the uploaded spreadsheet The error spreadsheet lists each rejected original transaction as 1t was uploaded and an additional column for Error Details that lists the specific error or errors that caused the rejection Items remain in the area until the user downloads and opens the error spreadsheet Until then the system considers the errors to be outstanding Draft Transactions Transactions saved as drafts in PTAR Realtime Entry but not submitted are displayed in this area Users may click through to examine the saved transaction details Note The system deletes draft transactions after 48 hours PTAR and MMTP User M
22. The Start date of service is too far in the past H9 M Fe A B Cc D E F G H I J K Client ID Date of Service Error 1 Medicaid CIN MM DD YYYY Details 2 ZZ12345A 01 12 2015 The Start date of service is too far in the past Select a date within 120 days of the current date 3 ZZI1111A 05 12 2015 Client Not Found 4 Figure 29 MMTP Spreadsheet Upload Error Transactions Spreadsheet PTAR and MMTP User Manual 26 Instructions NO MORE THAN 15 000 TRANSACTIONS MAY BE UPLOADED IN A SINGLE SPREADSHEET First Time Usage Including Template Download NAM Select the location from the location grid Click the Template link to download the File Upload spreadsheet template The web browser prompts to open or save the template Steps 3 and 4 are performed offline in a spreadsheet application After opening the template in a spreadsheet application enter the appropriate values for each transaction in a separate row Refer to the column headings or the table above for the proper field formats and values Save the spreadsheet The remaining steps are performed online in the system Click Browse The File Upload dialog displays Navigate to the location containing the updated template Select the template and click Open The dialog closes and the File field displays the selected template Click Upload The file successfully accepted message displays Check the validation message and act on any errors Spreadsh
23. age without changing your password All required fields are marked with v 1 Review the criteria for my new password AtLeast One Upper and Lower Case True Characters not allowed te Minimum unique characters 1 Minimum length 8 Minimum alphabetic characters 2 Required characters 5 amp Minimum numeric characters 1 2 Change my password Note that Password Synchronization is enabled If this is an individual account changing the password affects all individual account passwords associated with the specified user If this is a sponsored account only this account password will be changed New password New password confirm Figure 2 eMedNY Self Service Portal Specify New Password PASSWORD CRITERIA The PTAR password criteria are as follows One upper and lowercase letter Spaces not allowed At least eight characters long Two or more letters One special character from the following amp At least one number After creating the password users must create a set of questions on the Change Forgotten Password Information page PTAR and MMTP User Manual Change Forgotten Password Information The Change Forgotten Password Information page presents a set of security questions that are used to verify a user s identity before allowing a password reset Change Forgotten Password Information Answer exactly 3 of the following questions to reset your password if you forget it I
24. anual 7 Client Search Supervisor and Facility Administrator The Client search function accepts either a Client ID or Client name to perform the search When using the Client name after three characters are entered the system will begin suggesting matching clients in a drop down under the field Welcome to the New York State Department of Health Public Transportation Automated Reimbursement System My Dashboard Provider DUE SOUTH MEDICAL y Location DUE SOUTH MEDICAL 1 e NOE Enter a Client 1D or Client Name in the field to the left For name entries only El NOEN PATIENS ZZ12345A NOEL PATIENS 272123664 No records found No records found Figure 7 My Dashboard Suggesting Clients Supervisor and Facility Administrator Clicking on a client in the drop down displays the Client Details window containing the complete set of client information Client Details Client Details lists a client s personal details B NOEL PATIENS ZZ12366A Client Details Client NOEL PATIENS ZZ12366A Pending Held Transactions Address 2112 MMTP WAY YAWTOWN NY 12345 Gender Male Date of Birth 05 17 1970 Suspend Payment NO Date Amount Status FCN 02 12 2015 5 50 Held 20141 1042010001 02 02 2015 5 50 Pending 20141 1042010002 Payment History No records found RA Date Payment Payment Status Amount Payment Action Adr Type Notes Figure 8 Client Details PTAR and MMTP User Manual 8
25. atus A two letter code indicating the status of the transaction CM Complete DR Draft PB Pending Batch PP Pending Payment Creation Date The date the transaction was created in the system Total Amount The total amount of the transaction Payer A three letter code indicating the payer of the transaction MCP Managed Care Plan MED Medicaid MMC Medicaid for Managed Care NON None PRE Provider RA The Remittance Advice number Deleted Yes or No indicator for deletion of the transaction Duplicate Yes or No indicator that the transaction is a duplicate Creation User The ID of the user who submitted the transaction Program PTAR or MMTP PTAR and MMTP User Manual 32 Sorting The results can be sorted on any of the fields by clicking the header of the field The first click sorts in ascending order the second click in descending order and so on A dark triangle indicates the field the report is sorted on and the direction of the arrow indicates the sort order Download Spreadsheet The Download Spreadsheet function exports the search results in xls format for offline processing in a spreadsheet application A limit of 10 000 records may be downloaded Multiple Pages The results are organized into pages when the number of results exceeds 10 with each page containing 10 providers except for the last page which contains one to 10 providers For example if a search returns 34 provider
26. ay range display on a white background and invalid days display in gray The left and right arrows on each side of the Month Year calendar title allow navigation backward and forward by a single month PTAR and MMTP User Manual 15 Instructions Set Provider and Location Submit PTAR Batch Transaction For A Single Date 1 Enter the Client ID 2 Select the date of the transaction using the Date of Service calendar The valid range is up to 120 days prior to the current date 3 Select the Client Payment Mode 4 Select the Round Trip indicator 5 Optionally select the Transport Program and the Escort Payment Mode 6 Select the Location 7 Click Save to submit the transaction The Submission History area displays the saved transaction Review The Details of A Submitted Transaction 1 Click the Client Name of an item in the Submission History area to view its details 2 Navigate among the tabs to examine the specific transaction information PTAR and MMTP User Manual 16 PTAR Spreadsheet Upload PTAR Spreadsheet Upload submits multiple transactions for a selected location from an uploaded spreadsheet The spreadsheet allows users to prepare the transactions offline A supplied downloadable template provides assistance in preparing transactions for upload PTAR Spreadsheet Upload 2 Upload PTAR transactions for offline processing Location DUE SOUTH 3 bi File Browse to select a file Upload Templates
27. bmission History 2 All 1 transactions were accepted with no errors found Submitted by LWELCH on 03 16 2015 at 7 00PM 3 All 2 transactions were accepted with no errors found Submitted by MTHATCHER on 03 16 2015 at 11 29AM 4 5 of 6 transactions failed initial validations Submitted by RVECCHIO on 03 13 2015 at 2 35PM O GET ERRORS 5 5 of 6 transactions failed initial validations Submitted by TESTID1 on 03 12 2015 at 1 35PM O GET ERRORS Figure 19 PTAR Spreadsheet Upload Submission History Area Users may the Get Errors button to the right of an error item to download a spreadsheet that contains only the rejected transactions from the uploaded spreadsheet The error spreadsheet lists each rejected original transaction as it was uploaded with an additional column for Error Details that lists the specific error or errors that caused the rejection Common Errors Common errors include an invalid Client ID Client Not Found out of range start date The Start date of service is too far in the past and invalid value for a field e g Invalid Payment Type for Escort A B c D E F G H 1 J K L M N Escort Payment Mode Roundtrip Client Payment Mode T Transit Card Transport Program Client 1D Date of Service Y Yes IT Transit Card C Cash A Access A Ride Error 1 Medicaid CIN MM DD YYvY N No IC Cash N N A N N A Details 2 122123454 01 12 2015 Y T T N The Start date of service is too far in the past
28. buttons allow users to navigate among the pages using the Previous Next and page number 1 2 etc buttons When there are five or more pages the pages are organized in groups of five that can be navigated in groups using the grouping button to advance or reverse through the groups PTAR and MMTP User Manual 36 Instructions Search for Payments 1 Click Payment Filter Options to display the payment search fields if they are not already displayed 2 Specify one or more fields Note that the more fields specified the more precise the search and therefore fewer results 3 Click Search Review The Invoice of A Payment 1 Click the PDF link of an item in the Payments area to download the PDF of its invoice 2 Open the PDF from the browser s download folder to review the invoice PTAR and MMTP User Manual 37 Manage Provider Information Manage Provider Information has two parts Provider Details and Provider Locations Provider Details manages the main details for a provider e Name e Provider Expense setting e Managed Care Plans Provider Locations manages the location or locations of the provider Provider Details Provider Details lists the major details for a provider and provides the ability to change them with the exception of Provider ID Provider Details Provider Locations gt Below you will find the details for the current provider i Add a new location or click current locations to
29. e when a client received services or Creation Date when the transaction was created in the system Range Range selects from four preset ranges and a fifth user specified range The preset ranges go from a single day through the last 31 days The four present ranges display in parentheses the dates their range covers For example using April 22 2015 as the current day the four Range presets are set as follows Range Preset Today Current day This Week Current week beginning with This Week 04 19 2015 04 22 2015 Sunday through the current day This Month Current month beginning with the This Month 04 01 2015 04 22 2015 first day through the current day Last 31 Days Last 31 days beginning with the current day and going back to 31 days prior Today 04 22 2015 04 22 2015 Last 31 Days 03 22 2015 04 22 2015 Figure 33 Transaction History Preset Date Ranges for April 22 2015 PTAR and MMTP User Manual 31 Transactions The Transactions area contains the search result grid with a footer containing tallies for the number of transaction records and the total amount plus navigation and download buttons The results of a search return eleven pieces of information for each transaction In addition to the returned information the system provides the total of the transactions The eleven pieces are Client Name and ID of the client Date of Service The date the client received service St
30. e When a plan is excluded it is moved to the Exclusions list on the right the not accepted plans and the counter for excluded plans is incremented by one Excluded plans have an Include button next to them that moves them back to the accepted list When a plan is moved back to accepted the Exclusion counter is decremented by one Instructions Edit Provider Details 1 Edit the Provider Name field or select a different value from the Provider Expense or Transactions Accepted drop down 2 Click Save Provider Exclude or Include Managed Care Plans 1 Select Some Managed Care Plans from the Transactions Accepted drop down if it is not already selected 2 Click the Edit Managed Care Plan List button 3 Click the Exclude button for a plan in the Managed Care Plans list to move it to the Exclusion s list or click the Include button for a plan in the Exclusion s list to move it back to the Managed Care Plans list PTAR and MMTP User Manual 40 Provider Locations Provider Locations manages a provider s location or locations by controlling whether all or just active locations are displayed editing locations and adding new locations Display Active Locations Selecting Display Active Locations only displays locations that are active for a provider Clearing it displays all locations for a provider Add Locations Adding locations is done by clicking Add New Location to display the location popup with all empty f
31. e Entry Visit Information Ent Transaction Details At a Glance Tab Transaction Details Details Tab Transaction Details Eligibility Tab Transaction Details Audit History Tab PTAR BatchiEntrvi AN PTAR Spreadsheet A RARE vas vont scntcavenskanceaeceacauvenvauaedscesvedescetseeeecuamatereedss PTAR Spreadsheet Upload Template PTAR Upload Spreadsheet Template Column Format PTAR Spreadsheet Upload Submission History Area PTAR Spreadsheet Upload Error Transactions Spreadsheet i MMTP Bate MENY sses eE ias MMTP Batch Entry Submission History Area MMTP Batch Entry Calendar Showing 120 Day Range i MMTP Batch Entry Calendar with Multiple Dates Selected i MMTP Spreadsheet Upload MMTP Spreadsheet Upload Template MMTP Upload Spreadsheet Template Column Formats MMTP Spreadsheet Upload Submission History Area i MMTP Spreadsheet Upload Error Transactions Spreadcheet iii Invoice Managed Care Pla ninia er MENE SS NN Frans aper pre DO ENEE eege Ee e Ee ee EE Mun Eu ie Ee et ic A died Manage Provider Information Edit Managed Care Plan List Function Activated Managed Care Exclusion List i Manage Provider Information Add Location ssseesseeeee Manage Provider Information Edit Location User Management
32. e of the dates are not on the four visible calendars but are within the 120 day window use the scroll bar to make the oldest calendar visible 4 Click Save to submit the request The Submission History area displays a separate transaction for each selected date Review The Details of A Submitted Transaction 1 Click the Client Name of an item in the Submission History area to view its details 2 Navigate among the tabs to examine the specific transaction information PTAR and MMTP User Manual 24 MMTP Spreadsheet Upload MMTP Spreadsheet Upload submits multiple transactions for a selected location from an uploaded spreadsheet The spreadsheet allows users to prepare the transactions offline MMTP Spreadsheet Upload 2 Upload MMTP transactions for offline processing Location DUE SOUTH 3 T Templates MMTP_Batch_Template xls Submission History 1 All 1 transactions were accepted with no errors found Submitted by LWELCH on 03 16 2015 at 7 00PM 2 All 2 transactions were accepted with no errors found Submitted by MTHATCHER on 03 16 2015 at 11 29AM 3 5 of 6 transactions failed initial validations Submitted by RVECCHIO on 03 13 2015 at 2 35PM O GET ERRORS 4 5 of 6 transactions failed initial validations Submitted by TESTID1 on 03 12 2015 at 1 35PM O GET ERRORS Figure 25 MMTP Spreadsheet Upload Previous uploads are listed in the Submission History area A validation function checks a spreadsheet after it
33. eet Populated And Ready For Upload BRE DU Optionally select the Location from the drop down if it is not correct Click Browse The File Upload dialog displays Navigate to the location containing the updated template Select the template and click Open The dialog closes and the File field displays the selected template Click Upload The file successfully accepted message displays Check the validation message and act on any errors PTAR and MMTP User Manual 27 Invoice Managed Care Plans Invoice Managed Care Plans prepares invoices for the managed care plans used by clients Multiple clients who use the same managed care plans may be combined on the same invoice amp Invoice Managed Care Plans 2 Prepare invoices for managed care plans Provider DUE SOUTH MEDICAL Threshold Amount 50 F Invoice All Above Threshold Managed Care Invoices Plan ID Plan Name Total Amount Ready to Invoice 1 01183013 CAPITAL DISTRICT PHYS HLTH PL 2 75 Figure 30 Invoice Managed Care Plans The invoices are PDFs that may be sent to a managed care plan either as an email attachment or printed and sent via snail mail Users have the option of individually generating invoices or using the Invoice All function to generate invoices for all displayed plans Create an Invoice The function displays all available invoice candidates with an Invoice button on the far right Clicking the button generates the invoice and replaces t
34. esnsecosrssercoeeausestonstsenssenstecsstosscussebenstepensoessoonteoetseentenens 17 MMTP Bateh EDY eiee ON 21 MMTP Spreadsheet Upload anidosociasdia nal ind SEERNE EERE ENER E E EREE SESE 25 Transaction History sieccisdcvsdaceetecssadcaseusscadedesnudeaedinavascdaeaccneaiuecdyeedeacarelanncdavesstiaseesnsedeubaandannonscdesdassacesergastiee 30 Payment History cesoie NT 34 User Mam aS CMGI AAA ee GE Ee 43 PTAR and MMTP User Manual iv Figures Figure 1 Figure 2 Figure 3 Figure 4 Figure 5 Figure 6 Figure 7 Figure 8 Figure 9 Figure 10 Figure 11 Figure 12 Figure 13 Figure 14 Figure 15 Figure 16 Figure 17 Figure 18 Figure 19 Figure 20 Figure 21 Figure 22 Figure 23 Figure 24 Figure 25 Figure 26 Figure 27 Figure 28 Figure 29 Figure 30 Figure 31 Figure 32 Figure 33 Figure 34 Figure 35 Figure 36 Figure 37 Figure 38 Figure 39 Figure 40 eMedNY Self Service Portal Login eMedNY Self Service Portal Specify New Password eMedNY Self Service Portal Change Forgotten Password Information i 5 My Dashboard USEF eurie ee arie ieri einer ea ER Rae map eebe eg EES EREEREER Ni 6 My Dashboard Supervisor and Facility Administrator i 6 My Dashboard with Spreadsheet Outstanding Errors Item i 7 My Dashboard Suggesting Clients Supervisor and Facility Administrator ii 8 el die EE 8 PTAR Realtime EMi Yscir i TRARRE PTAR Realtim
35. he Invoice button with a PDF button Transactions Clicking the Plan ID for an invoice candidate displays the transactions contained in the invoice Bulk Invoice by Threshold Amount Rather than individually clicking Invoice after Invoice button for all listed items the Invoice All Above Threshold function provides the ability to generate multiple invoices at a time The Threshold Amount drop down selects the amount that invoices must exceed to be created There are four values All 50 100 500 Selecting All creates invoices regardless of the amount and is the only way to create multiple invoices for smaller amounts without clicking them individually Otherwise the intent is to recognize that providers tend to allow invoices to build to a certain level that 50 100 and 500 should cover PTAR and MMTP User Manual 28 Invoice PDF The PDF button that replaces the Invoice button for a candidate s button downloads the invoice PDF to the user s system where it can be examined and ultimately sent to the managed care plan Department of Health DATEN NEW YORK STATE EME of Health PUBLIC TRANSPORTATION AUTOMATED REIMBURSEMENT Managed Care Invoice Provider Name DUE SOUTH MEDICAL Print Date 05 20 2015 Invoice for FROBISHER MANAGED CARE Period 03 24 2015 05 20 2015 PageNo 1 Client Details Date of Service Transport Program Round Trip Client Amount Escort Amount Total Amount NDIDI AMAGHI 03 24 2015 NA
36. ic health information from the eyes of others who do not need the information in order to perform their assigned jobs Ensure that casual visitors cannot access areas in which clinical or billing information is kept e Know when a person s PHI can be shared without the person s permission and when written or oral permission is required e Ensure that all policies and procedures for safeguarding the confidentiality of PHI or other sensitive material are followed e Investigate and report to the appropriate Compliance Officer or designee any incident where the acquisition access use or disclosure of PHI is in a manner not permitted or which compromises the security or privacy of PHI e Properly dispose of printed PHI and delete e PHI e Access PHI on company owned equipment in secure locations and not in public settings such as malls and libraries PTAR users are responsible for the preservation privacy and security of data in their possession While using the application the user has access to data that contains PHI and must be guarded and disposed of appropriately if downloaded by the user As covered entities or vendors operating on behalf of a covered entity any inappropriate use or disclosure of PHI must be handled as prescribed in the federal regulations above eMedNY Call Center Questions concerning the PTAR program may be directed to the eMedNY Call Center They can be reached by phone or the emedny org website Phone C
37. ields except the Location field which defaults to the provider name The expectation is that a location name will usually incorporate the provider name El DUE SOUTH MEDICAL Location DUE SOUTH MEDICAL Address 1 Address 1 Address 2 Address 2 City City State New York Zip Zip Ext Phone _ Ext Is Active Y Attention Figure 40 Manage Provider Information Add Location The required fields are Location Address 1 City State Zip Is Active Attention As the Location field is entered the title of the popup will update to match PTAR and MMTP User Manual 41 Edit Location Clicking either the name of a location or the edit icon to the far right of the name displays the location popup to edit any of the fields for the location El DUE SOUTH MEDICAL URGENT Location DUE SOUTH MEDICAL URGENT Address 1 2112 La Strangiato Way Address 2 Address 2 City Yawtown State New York Zip 12345 Zip Ext Phone 518 867 5309 Ext Is Active Attention Benton Fraser Figure 41 Manage Provider Information Edit Location Instructions Edit Provider Locations 1 Click either the name of a location or the edit icon to the far right of the name 2 Edit one or more of the fields 3 Click the OK button 4 Click the Save Provider button Add a New Provider Location 1 Click Add New Location 2 Enter the required fields at a minimum Location Address 1 City State Zip Is Active
38. ip Ves E Signature Transport Program N A Escort Payment N A i Reminder A digital or physical signature must be captured DUE SOUTH MEDICAL 1 i for every transaction Figure 10 PTAR Realtime Entry Visit Information Entry Location Save As Draft If an entry cannot be completed for submission users can choose to save it as a draft and complete it at a later time Drafts are listed on My Dashboard under Draft Transactions Note The system deletes draft transactions after 48 hours Digital Signature After entering the visit information on the left side a digital or physical signature must be captured Digital This version of PTAR has added support for the Scriptel signature pad Signature device in addition to the Topaz devices already supported and in use While Capture there are no plans to discontinue support for Topaz devices under Internet Explorer versions 10 and 11 it is recommended that users move to a Scriptel device to ensure ongoing performance The Scriptel devices require no installation nor browser configuration provide robust security and work across all supported browsers If you wish to purchase or obtain more information on a Scriptel or Topaz device please call Computime at 800 423 8826 send an email to mailto sales ctstl com or visit their website at http computimeonline com PTAR and MMTP User Manual 11 Submission History Each history item lists the transaction ID
39. mitted Previous submissions are listed in the Submission History area SS PTAR Batch Entry VG Enter PTAR transactions for offline processing Client 1D AA00000A Date of Service 03 21 2015 S Client Payment Mode Transit Card 7 Round Trip Yes 7 Transport Program N A E Escort Payment Mode N A 7 Location DUE SOUTH MEDICAL 1 M Submission History 1 Transaction for PATIENS IGNOTA ZZ12355A on 03 19 2015 was submitted on 03 19 2015 at 7 41AM by BFRASER 2 Transaction for ANHYSBYS CLAF ZZ12347A on 03 18 2015 was submitted on 03 18 2015 at 3 36PM by BFROBISHER Figure 15 PTAR Batch Entry PTAR transactions have the following transaction parameters Client ID Date of Service Client Payment Mode Round Trip Transport Program Escort Payment Mode Location Round Trip Transport Program and Escort Payment Mode are optional parameters Not selecting them indicates a round trip no transport program and no escort respectively When the Save button is clicked the system submits the transaction and lists it in the Submission History area Date Range and Selection The date range for PTAR transactions is up to 120 days prior to the current date For example if the current date is January 14 2015 any date s between it and September 16 2014 may be selected with the days in September preceding the 16th shown in gray The calendar displays one month at a time and opens to the current date Valid days in the 120 d
40. n what city or town was your first job What is the name of your favorite childhood teacher What is the last name of your best friend What is the name of the company of your first job evvccsccccccecscovenscenssvessecsevesscccscososcsscssoscsosscceses Clear What is the name of the first undergraduate college you attended What is your mother s middle name What school did you attend for sixth grade ensssnssesssesesesesoseneneesenenenessnenenenosenonenonsenenenonse What was the model of your first car Socssssceussusccssscusssessscosscsnscesesccssecsssecosssessccnccss What was the name of your elementary primary school What was your childhood nickname Figure 3 eMedNY Self Service Portal Change Forgotten Password Information Users must select three of the questions by entering an answer below a question After selecting three of the questions the initial login into PTAR is complete Forgotten Password Retrieval Procedure When users forget their password they can reset it by going to the eMedNY Self Service Portal and clicking the forgot password link after entering their username The portal randomly presents one of the three security questions which the user may answer or skip to the next Correctly answering a question allows the user to create a new password Incorrectly answering all three locks the user s account PTAR and MMTP User Manual My Dashboard My Dashboard is the h
41. ng a batch entry on January 22 2015 with those dates selected for a client named Aimo Alaisan results in four separate transactions listed in the Submissions History area all submitted by the same user at the same time beginning with the most recent of the four January 14 to the oldest December 22 Transaction for Alaisan Aimo on 01 14 2015 was submitted on 01 22 2015 at 11 46AM by someuser Transaction for Alaisan Aimo on 01 09 2015 was submitted on 01 22 2015 at 11 46AM by someuser Transaction for Alaisan Aimo on 01 03 2015 was submitted on 01 22 2015 at 11 46AM by someuser Transaction for Alaisan Aimo on 12 22 2014 was submitted on 01 22 2015 at 11 46AM by someuser PTAR and MMTP User Manual 23 Instructions Submit MMTP Batch Transaction For A Single Date 1 Enter the Client ID Optionally select the Location from the drop down if it is not correct 3 Select the date of the transaction by clicking the day on the appropriate calendar If the date is not on the four visible calendars but is within the 120 day window use the scroll bar to make the oldest calendar visible 4 Click Save to submit the transaction The Submission History area displays the saved transaction Submit MMTP Batch Transaction For Multiple Dates 1 Enter the Client ID 2 Optionally select the Location from the drop down if it is not correct 3 Select the dates of the transaction by clicking the days on the appropriate calendars If one or mor
42. of PTAR have also undergone a change There are no longer the Data Entry and Cashier roles in favor of a single role simply called User The Supervisor role remains but with slightly different abilities because the approval function is no longer part of the application Above the Supervisor role is the new Facility Administrator role that allows local administrators to create users and other management functions User Interface In particular the user interface has been redesigned to take advantage of the latest technologies while greatly increasing the user friendliness and ease of use Users will find the new interface is extremely intuitive and will quickly master the functions PTAR and MMTP User Manual 1 PTAR User Interface The PTAR user interface is designed to be intuitive and easy to use There are two key features e Short Description and Function Help e User Function Bar Short Description and Function Help Every function of the application has a short description under its name along with a question mark to the far right of the name for its slide out help file Each help file explains the function in detail and provides step by step instructions PTAR Realtime Entry 12 Enter a single transaction for processing Client ID AA00000A Go User Function Bar The User Function Bar goes along the top of the PTAR window and provides easy access to functions and information Hello Some User from DUE SOUTH MEDI
43. ome page of the system It displays the current provider and location setting of the user and lists recently uploaded spreadsheets containing errors and submitted transactions An additional function for Supervisors and Facility Administrators only is a search function for clients Welcome to the New York State Department of Health Public Transportation Automated Reimbursement System a My Dashboard Location DUE SOUTH MEDICAL 1 Provider DUE SOUTH MEDICAL No records found No records found Figure 4 My Dashboard User Welcome to the New York State Department of Health Public Transportation Automated Reimbursemen My Dashboard DUE SOUTH MEDICAL Location DUE SOUTH MEDICAL 1 _ E Enter a Client ID or Client Name No records found No records found Figure 5 My Dashboard Supervisor and Facility Administrator PTAR and MMTP User Manual Provider and Location The Provider and Location drop downs allow users to select from among their providers and associated locations If a user is associated with only one provider or location the drop down is still functional but contains only the single value The Provider drop down is linked to the Provider indicator in the system s user function bar Changing the Provider on My Dashboard changes the Provider displayed in the bar and vice versa Submitted Spreadsheet Files with Outstanding Errors This area lists any uploaded spreadsheets through P
44. on Date Total Amount Payer RA Figure 32 Transaction History Deleted Duplicate Creation User Program The search results are transactions that match the search parameters They are contained in a sortable grid that may consist of multiple pages depending on the number of matching transactions A download function allows downloading up to 10 000 transactions in a spreadsheet for offline examination and other purposes Transaction History has two areas e Search Fields unlabeled e Transactions Search Fields There are seven search fields for transactions Provider Location Program Filter On Range Status Paid By Client ID PTAR and MMTP User Manual 30 Provider Location and Program The Provider field selects a provider from the list of providers or ALL if there are multiple providers assigned to the user Selecting the provider sets the available values for Location and Program Provider Set to ALL e Location is set to ALL with no other values e Plan is set to PTAR MMTP and ALL Provider Set to a Specific Provider e Location is set to the provider s active locations plus the option to select ALL e Plan is set to PTAR or MMTP based on the provider s participation plus the ALL option Filter On Range Filter On and Range work together to set a date range of up to 31 days for either the Dates of Service or Creation Date of transactions Filter On Filter On selects from two time events Date of Servic
45. ontact and Hours 800 343 9000 7 30 a m 6 00 p m Eastern Time Monday through Friday excluding holidays Website Contact https www emedny org contacts emedny aspx Complete Contents IO AAA 1 Latest VO eiii A A A E 1 MIE a 1 Roles a 1 User Interfaces aio AA A a EE E A AEEA E A RE 1 PTAR User Ee CT H Short Description and Function Help 2 User Function Dar eieae a iaia 2 Initial Login Procedure MAA ian 3 eMedNY Self Service Portal simula CES 3 Forgotten Password Retrieval Procedure i 5 My Dashboard iii eege eege 6 Provider and LOCO eiii in a aaa 7 Submitted Spreadsheet Files with Outstanding Error 7 Drait Tras TE 7 Client Search Supervisor and Facility Admuntstrator cnn ncnnn cnc nono cra crac 8 Client Details ie iii Abe ov ASI Aes 8 INStrUCHONS spiana iaia de Range da 9 PTAR Realtime Entry scicsccscisssccsssccscesescesseensecsstesncede svscsvsesssoassoessoessoosdeosdecsseossenssustseesseadsoassensseossesses rodeos 10 Submit An Entry ida pala iano iaia al 10 VISIT ANO ele 11 Save As Difatti anal 11 Digital Sipnat f ui iii lla lia a Lara oe lena 11 SUBMISSION EAST EE 12 Transaction Detalle ian 12 A a 12 balsa rr 13 lb 13 Audit HIStory oaeen aii 13 rent O E 14 AUNAR O 15 Date Range E e 15 ISOC EE 16 PTAR Spreadsheet Upload EE 17 Maximum Transaction Count cccccccccssssecessssceceesenaecesseeaececseacececseaaececseaaececeeeaececseaeececneaaeeeeseaaeeeeneaaes
46. r Options Payments for Provider DUE SOUTH MEDICAL Invoiced Total 24 75 FCN N A Paid by NYS CATHOLIC HEALTH PLANINC Transaction 4 Paidon 03 27 2015 PDF Previous Figure 34 Payment History The search results are the payments that match the Payment Filter Options There may be multiple pages of results depending on the number of matching payments Payment History has two areas e Payment Filter Options e Payments Payment Filter Options The Payment Filter Options area contains the five payment search fields The area is initially hidden to provide more room to view the Payments area A button controls displaying and hiding of the area Payment Filter Options Button The Payment Filter Options button on the right side of the Payment History description line displays or hides the Payment Filter Options area The two states of the button visually indicate the action to be taken when clicked A AO ID splay Default 4 Payment Filter Options DIER Figure 35 Payment History Payment Filter Options Button States The Payment Filter Options area is initially hidden so the button is in the green state with the arrow pointing down indicating that clicking displays the area When the area is displayed the button is in the gray state with the arrow pointing up indicating that clicking it hides the area PTAR and MMTP User Manual 34 Payment Search Fields There are five fields used to search for payments P
47. rovider Payment Date Range Start and End FCN RA Paid By Payment Date Range and Paid By have special cases Payment Date Range Two fields are used to specify the payment date range Start Date and End Date Dates may be selected using the calendar tools to the right of the entry fields or entered directly in mm dd yyyy format The special cases for the date field involve using the Range drop downs instead of individually setting the Start and End fields The Range drop down contains five presets relative to the current date When it is used the system populates the State and End fields based on the selection Month to date Last 1 month Last 12 months Last year Year to date For example using February 26 2014 as the current day the five Range values set the State and End date fields as follows Range Start End Month to date From first day of current month to 02 01 2014 02 26 2014 current day Last 1 month From corresponding day of 01 26 2014 02 26 2014 previous month to current day Last 12 months From corresponding day of 02 26 2013 02 26 2014 previous year to current day Last year Previous calendar year from 01 01 2013 12 31 2013 January 1 to December 31 Year to date Current calendar year from 01 01 2014 02 26 2014 January 1 to current date Figure 36 Payment History Date Ranges for February 26 2014 Paid By The Paid By field has two selectable values for the payer Managed Care Plan and Medicaid
48. s there will be four pages of results Page 1 Results 1 10 Page 2 Results 11 20 Page 3 Results 21 30 Page 4 Results 31 34 Navigation buttons allow users to navigate among the pages using the Previous Next and page number 1 2 etc buttons When there are five or more pages the pages are organized in groups of five that can be navigated in groups using the grouping button to advance or return through the groups Instructions Search for Transactions 1 Specify one or more parameters Note that the more parameters the more precise the search and the fewer results 2 Click Search 3 Optionally click the client name for a transaction to view its details View The Details of a Transaction 1 Click the client name of an item in the Transactions area to review its details 2 Navigate among the tabs to examine the specific details Download Transactions No more than 10 000 transactions may be downloaded 1 Conduct a search for transactions 2 Click the Download Spreadsheet button at the bottom of the Transactions area to download a spreadsheet containing the transactions PTAR and MMTP User Manual 33 Payment History Payment History is a customizable search of payments for a selected provider or all providers Users may specify one or more of the Payment Filter Options payment search fields to combine them in multiple ways Payment History 2 View and filter recent payments dk Payment Filte
49. splays Navigate to the location containing the updated template Select the template and click Open The dialog closes and the File field displays the selected template Click Upload The file successfully accepted message displays Check the validation message and act on any errors PTAR and MMTP User Manual 20 MMTP Batch Entry MMTP Batch Entry submits one or more client specific MMTP transactions for offline processing Offline processing means there is no immediate feedback when a transaction is submitted For clients with service on multiple dates the transactions can be combined in one submission 8 MMTP Batch Entry 2 Enter MMTP transactions for offline processing Client ID 0000 Location DUE SOUTH MEDICAL 1 T December 2014 January 2015 February 2015 March 2015 Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa 1 2 3 4 3 6 1 2 3 8 a 7 12 13 4 5 6 7 8 910 1 2 3 i 5 6 7 1 2 3 4 5 6 y 15 16 17 18 19 20 1 12 13 14 45 16 37 8 9 10 1 12 13 14 8 1 1 12 143 14 22 23 24 25 26 27 18 19 20 21 22 23 24 15 146 17 18 19 20 21 15 16 17 18 19 20 2 Figure 21 MMTP Batch Entry MMTP transactions have three required components for all submissions e Client ID e Location e Date of Service The Client ID is specified using the Client ID field The location is set using a drop down containing the provider s locations The date of ser
50. ut if the date is January 14 the range requires five months because it extends into September for the last date of September 16 in the range When the range spans five months four are visible with a horizontal scroll bar providing access to the fifth and oldest month The valid days in a month are shown in white and the invalid days are shown in gray Using the example above of January 31 2015 any date s between it and October 3 2014 may be selected with the days in October preceding the 3rd shown in gray to indicate they are outside the range October 2014 November 2014 December 2014 January 2015 Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Figure 23 MMTP Batch Entry Calendar Showing 120 Day Range PTAR and MMTP User Manual 22 Multiple Date Submissions For clients with service on multiple dates the transactions can be combined in a single submission by selecting each of the dates The system takes the single submission and turns it into a separate submission for each selected date The effect of doing a multiple date submission is that the calendar resembles a checkerboard For example this is how the calendar would look after selecting January 3 9 and 14 and December 22 October 2014 November 2014 December 2014 January 2015 Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Su Mo Tu We Th Fr Sa Figure 24 MMTP Batch Entry Calendar with Multiple Dates Selected Submitti
51. vice for a transaction is specified by selecting clicking the appropriate day on the calendar When the Save button is clicked the system submits the transaction and lists it in the Submission History area in the bottom portion of the page Submission History 1 Transaction for ALAISAN AIMO ZZ12346A on 04 22 2015 was submitted on 05 19 2015 at 8 49AM by someuser 2 Transaction for ALAISAN AIMO ZZ12346A on 03 03 2015 was submitted on 05 19 2015 at 8 49AM by someuser Figure 22 MMTP Batch Entry Submission History Area PTAR and MMTP User Manual 21 Location The Location drop down contains the locations associated with the user Selecting a location sets it for the user thereafter meaning it retains the selected value for subsequent logins Calendar and Date of Service The Date of Service is set using the calendar to select the applicate date or dates A selected date is indicated by a green background in its square By default the current date is always selected but can be cleared by clicking it The calendar not only provides the mechanism for selecting dates it also indicates the date range for MMTP transactions Date Range The date range for MMTP transactions is up to 120 days prior to the current date The calendar indicates the range by displaying either four or five months depending on the current date For example if the date is January 31 four months can hold the 120 day range because it ends on October 3 b
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