Streamlining Your Payment Workflow Via Electronic Fund Transfer - - PowerPoint PPT Presentation

Streamlining Your Payment Workflow Via Electronic Fund Transfer (EFT)

Cesar Morales, Director, Applications Development

Session Outline

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• EFT Definition and Benefits
• The Basics
• EFT Enrollment — A Four-Step Process
• Reconciliation Process Using the Re-association Trace Number
• Payment Manager
• Frequently Asked Questions
• Questions and Answers
• Attachments
• Quick Guide to EFT Forms/Materials
• Our Plan Payer IDs
• Sample Email Notifications

EFT Definition and Benefits

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Definition of electronic fund transfer: Any transfer of funds initiated through a terminal, telephone, computer, or magnetic tape for the purpose of instructing or authorizing a financial institution to debit or credit an account. Benefits:  Providing fast, easy, and secure payments.  Reducing paper and eliminating checks being delayed.  Simplifying your bank connectivity when multiple banks are required.

The Basics

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• Change Healthcare manages EFT enrollment on our behalf. You must enroll with Change

Healthcare to receive EFT from us.

• All enrollment forms are available online (see below). Forms are editable.
• An authorized user must sign and either fax or email the form.
• There is no fee from Change Healthcare or our plans to enroll in EFT. Please check with your

bank to see if they impose any fees.

• You must enroll for each payer.
• Change Healthcare is available to assist with questions.
• Access the Change Healthcare EFT Enrollment Landing Page and click on EFT Enrollment

Forms.

• For Change Healthcare assistance, call 1-866-506-2830.

EFT Enrollment – A Four-Step Process

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Step 1: Access the ePayment Enrollment Authorization Form. Step 2: Complete the ePayment Enrollment Authorization Form. Step 3: Print, sign and send form via fax or email. Step 4: Confirm test deposit to verify account.

Step 1: Access the Change Healthcare EFT Enrollment Landing Page

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Initial EFT Enrollment: Use this form. Landing page: EFT Enrollment Forms General information: FAQ, payer list, etc.

General Information

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Keystone First Community HealthChoices frequently asked questions (FAQs). List of payers accepting EFT. All of our plans participate in EFT. Description of EFT enrollment data elements. Not applicable to our plan.

A B C D A B C D D

For New and Existing Providers Signing up for EFT

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For new providers For existing providers already signed up for EFT

Step 2: Complete the ePayment Enrollment Authorization Form

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Page 1: Form Instructions. Page 2: Provider Identifier. Page 3: Financial Institution Information (information about your bank). Page 4: Only if you need to update your bank information if already enrolled. Pages 5 ‒ 7: Select payers to enroll Select payers to enroll (information about payers you wish to receive EFT from). Page 8: Not applicable as we do not send payments directly to providers. Page 9: Your authorized signature.

Please fill out the following pages: ePayment Enrollment Authorization Form.

• Provide contact information (name /phone number) in case Change Healthcare needs to

contact you.

• The form must include original signature along with supporting documentation.
• Include bank authorization letter or voided check.

Key points of interest

Step 3: Print, sign, and fax or email the form

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• Sign the completed form and either email it as a PDF attachment to

eftenrollment@changehealthcare.com, or fax it to 1-615-238-9615.

• Allow 15 business days for processing.
• Send the form as a PDF. Email is the preferred option to expedite processing.
• Call 1-866-506-2830 if you have any questions.
• You will receive an email indicating acceptance or rejection (see Attachment section for

sample email sent). Key points of interest

Step 4: Confirm Test Deposit to Verify Account

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• Change Healthcare will make a test deposit between $0.01 and $0.99 with a reference

note of “EFT Enroll.”

• Once the deposit is made, you must contact Change Healthcare to verify the deposit:

‒ Call 1-866-506-2830 or ‒ Send confirmation to eftenrollment@changehealthcare.com.

• You must contact Change Healthcare to confirm receipt of test deposit.
• EFT will not begin until you have confirmed receipt of the test transaction. If you do not

confirm the deposit within 60 days, you will need to fill out a new form. Change Healthcare will make at least four attempts to reach out to you. Key points of interest

Summary — A Four-Step Process

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Step 1: Access the ePayment Enrollment Authorization Form. Step 2: Complete the ePayment Enrollment Authorization Form. Step 3: Print, sign, and send the form via fax or email. Step 4: Confirm test deposit to verify account.

Reconciliation Process Using the Re-association Trace Number

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EFT payments Payer remits Re-association number

Three easy steps

Step 1: Contact your bank. Ask your bank to include the re-association trace number in the Corporate credit or debit entry (CCD) transaction. The CCD is a transaction received with your EFT payment. The re-association trace number will be displayed in field 3 of the Addenda Record of a CCD transaction. Step 2: Find the re-association trace number. You should talk to your bank about how you wish to receive addenda record information containing the re-association trace number. Your billing system may receive a CCD transaction,

• r you can request a downloadable report from the bank that provides the re-association trace

number.

Reconciliation Process Using the Re-association Trace Number (Continued)

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Step 3: Match the EFT and electronic remittance advice (ERA). The re-association trace number can also be found within the corresponding ERA file to match the EFT and the ERA together. If you auto-post your payment into your billing system, contact your vendor and ask where the re-association trace number is populated and how the ERA and payment are married. If you receive a report, you can match the re-association trace number found on your reports against the electronic remit available in Payment Manager. The re- association trace number is the check number — see below. Payee ID: 12345 Tax ID: 111111111 NPI #: 1555555555 Check No.: 0529999 Check Ref. ID: 1234567890123 Payment Amount: 500.00 Date: 6/1/2017

Payment Manager

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• Access to view payment and remit

images.

• Can print remit as well.
• Free to use if enrolled in EFT.

Registration required.

• If you are already signed up for

EFT but never signed up for Payment Manager, please contact 1-866-506-2830 for assistance.

Frequently Asked Questions

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Where are the online EFT enrollment forms located? All forms are available at EFT Enrollment Forms. Who do I contact if I need assistance? Please contact Change Healthcare at 1-866 506-2830. Hours of operation are from 8 a.m. to 4:30 p.m. CT. How long does it take Change Healthcare to complete my enrollment in EFT? Approximately 15 business days. How do I verify if my enrollment application was accepted or rejected? You can call 1-866 506-2830 to obtain status. A confirmation email will also be sent when your application has been processed or rejected. See sample email (slide 22). I am already enrolled in EFT with another payer. Do I need to re-register if I am adding a new payer?

• Yes. If you are adding payers, fill out the EFT Payer Add/Change/Delete Authorization Form available on

the above web page (see first question above). What key provider identifiers are required to enroll? You must include your TAX ID, NPI, and the Provider ID assigned to you by our plan. If you do not have your plan’s Provider ID, please contact your Account Executive, or call our Provider Services department at 1-800-521-6007.

Frequently Asked Questions (continued)

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Are there any plans to modify the EFT enrollment process to require only TAX and NPI? We are actively assessing the need to relax the requirement to include our plan’s Provider ID. Currently, it is still required when filling out the form. Your plan’s Provider ID can be found on your remit. Please contact your Account Executive if you need assistance. If I sign up for EFT, will I stop receiving paper remits automatically?

• Yes. Once you sign up for EFT, your paper remittance advice will stop within 31 to 45 business days from

verification of EFT enrollment. However, an image of your remit is available via Payment Manager for viewing and printing. This is a free tool for those who sign up for EFT. If you have not registered, contact 1-866 506-2830 for assistance. What is a Trading Partner ID and where do I obtain it? This is the internal number we assign to you, also called a Provider ID, Legacy ID, PIN ID, or Payee ID. It is located on your recent remittance. If you are unsure, please contact your Account Executive or call

• ur Provider Services Department at 1-800-521-6007.

More questions? See the Keystone First Community HealthChoices EFT FAQ or call 1-866 506-2830.

Quick Guide to EFT Forms/Materials

To enroll in EFT for the first time: Payment Enrollment Authorization Form (all pages). To add a new provider to an existing enrollment: EFT Payer Add/Change/Delete Authorization Form. To update bank information: ePayment Enrollment Authorization Form (pages 3 and4). To terminate EFT enrollment: EFT Payer Add/Change/Delete Authorization Form. To update provider information: ePayment Enrollment Authorization Form (page 2). To add, change, or delete payers: EFT Payer Add/Change/Delete Authorization Form. To resubmit an EFT test transaction: EFT Test Transaction Resubmission Form (all pages). EFT FAQ: Keystone First Community HealthChoices.

Our Plan Payer ID

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Payer ID Plan name

42344 Keystone First Community HealthChoices

Sample Email — EFT Enrollment Status/ Test Deposit

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• Current status.
• Request to confirm deposit.
• Accessing Payment Manager.
• Quick tour of Payment Manager.
• EFT payer list.
• Number to call for assistance.

Sample Email – Rejection Status

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Sample Email – Rejection Status (Continued)

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From: eftenrollment[mailto:eftenrollment@changehealthcare.com] Sent: None Subject: Doc ID: XXXXXX - Action Required Doc ID: XXXXX Tax ID: XXXXXX Facility Name: Change Healthcare has received your EPayment Enrollment Authorization Form, however we are unable to process the form due to the following: Please resubmit the completed EFT form (with all the pages) and the required validation paperwork to Change Healthcare at: eftenrollment@changehealthcare.com or fax to 615.238.9615. Partial forms will not be processed. Standard EFT Enrollment Instructions: The EPayment Enrollment Authorization Form can be found by the following link: https://www.changehealthcare.com/docs/default-source/enrollment- services/epayment-enrollment-authorization-04272018.pdf?sfvrsn=1341e4ba_2 Mandatory information required to process the EPayment Enrollment Authorization Form:

• All forms require an original signature (no stamps or e-signatures).
• Electronic copy of a government issued ID (with signature), on payee legal entity's letter head. (CDAC Providers must provide a copy of State CDAC approval in lieu
• f letter head).
• Contact name (first/last), address and phone number of Financial Institution.
• Bank authorization letter or voided check.
• Any bank account changes will require the validations set forth above for completion, as well as, confirmation of the last EFT deposit amount with a Change

Healthcare EFT Participating Payer.

• Provider Contact Information 1 & 2 (These are staff members that may be calling in for EFT/ERA information/issues).

For additional assistance, please contact the EFT Support Helpdesk at 866-506-2830. Thank you, XXXX EFT Enrollment EFT Support