Provider Maintenance - Provider Web Portal Quick Guide

Last updated: 6/18/2021
 

Table of Contents

Log in to the Provider Web Portal and click Provider Maintenance.

provider maintenance link on homepage

Click Provider Maintenance again.

provider maintenance link

Adding a Specialty

Click the Specialty and Contact Information Changes link to add a new specialty.
provider maintenance and specialty page

Click the [+] next to "Click to add a specialty" to access the drop-down menu.
access the specialty drop-down

Select the specialty.
specialty drop-down

Add the effective and end dates. A unique taxonomy is required for each specialty. (Taxonomies are not applicable to provider types not requiring an NPI.)

 

Click "Add" to add the specialty or "Reset" to remove the information.
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Confirm that the new taxonomy appears on the list.

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Multiple specialties may be added. Once all specialties have been added, click "Go to Submit" at the bottom of the page. This will open the Attachments and Fees section.
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Add any required attachments.
add attachments

Check the "I accept" box, enter the name of the person reporting the change, and click the Submit button.
accept and submit

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Address Changes

Click Address Changes, then click on the + next to the address being changed.

Provider address panel showing expanded checkboxes.

Edit the information and click "Save".

 

Update Phone or Fax Number

Phone numbers and/or fax numbers may be updated in the Address Change Panel.

Click the + next to the address type. Multiple phone numbers and fax numbers may be added. An office phone number is required for each address.

Edit the phone numbers & click Save.

 

Provider Directory Changes

Provider directory changes can only be done in the Service Location.

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Edit the address information, check or uncheck the applicable checkboxes, & click Save.

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Updating Bed Counts (Assisted Care Facilities, Hospitals, and Substance Use Disorder Facilities)

Click Other Information Changes in the menu bar.

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Assisted Care Facilities

Assisted Care Facility providers may enter new bed information in the “Institutional Bed Information” panel. Effective and End Date fields must be completed for the information to be valid. Update information in bed number fields to reflect the provider’s current license. Complete all fields in the skilled bed row or all fields in the intermediate care facility (ICF) bed row as applicable to the provider.

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Hospitals

Hospital providers may enter new inpatient bed information in the “Institutional Bed Information” panel. All fields must be completed for the information to be valid.

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Substance use disorder bed information panel.

Substance Use Disorder Facilities (SUDs)

Substance Use Disorder providers may update the number of beds available at their service location. SUD providers must edit the existing bed number prior to adding a new bed number and there can be only one active row.

Update the existing bed number end date prior to adding a new bed number. To update an existing bed number, scroll to the active row displaying 12/31/2299. Expand the row by clicking the + at the left. Enter the end date for the current count and press the Save button.

Substance use disorder bed information panel showing how to add new bed number.

To add a new bed number, scroll past the rows shown to the text ‘Click to collapse’. Expand the row by clicking the + at the left.  Fill out the information in the blanks. To erase the content in all fields, click Reset. Verify all data is correct, then click Add. Note: the effective date of the new bed count cannot start on or before the end date of the previous entry.

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A new row will now be added to the grid.

Substance use disorder bed information panel showing changes that have been made.

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Affiliations

Click Group Affiliation Changes.

To add a group/business affiliation to an individual’s enrollment, click the + next to Click to add Group Affiliation.

click the plus sign

 

Click the magnifying glass to search for a group/business.

search tool (magnifying glass icon)

 

Search for the group/business to affiliate to by NPI, Provider ID, Name, or Organization.

search button

 

Click on the Provider ID for the provider group to affiliate to; make sure it is the correct location.

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Choose the effective date for the affiliation, then click Add.

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Continue to add additional group/business affiliations as needed.

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To remove an affiliation, simply fill in the end date of the affiliation and Save. The process is the same for both individuals and groups/businesses.

adding end date to remove affiliation

Click the links on the left-hand side to edit other pieces of provider information, or click Go to Submit to submit all changes made

left side navigation

 

Attach any supporting documentation (if applicable), complete required fields, and click Submit.

attaching supporting documentation

 

Retain tracking number.

tracking number

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Updating Disclosure Names

Effective May 26, 2021, the name field on the Disclosure A and Disclosure D panels of the Provider Web Portal was updated to allow an Organization Name and an individual name to be entered separately. Existing providers must review and update the Disclosures panel during their next Provider Maintenance request or as part of the Revalidation application.

Providers performing a Provider Maintenance update will see the following error on the Attachments and Submit panel upon clicking Submit if the Disclosure panels have not been updated.

Disclosure error

To resolve the error, click the Disclosure Changes link, which navigates the user to the Provider Maintenance: Disclosure panel. Disclosures requiring an update will be in a Pending status.

Pending Disclosure

 

Select a pending disclosure. The current information on record will be reflected in the applicable field(s). Update the Organization Name and/or First Name, MI, Last Name and click Add.

Disclosure A

 

Disclosure B

Once all pending disclosures have been updated, click Submit to complete the maintenance request.

 

Updating Malpractice or Liability Insurance

Click Other Information Changes.

Providers must maintain an up-to-date record of their malpractice or liability insurance policy with Health First Colorado. Providers can update and submit their most recent insurance information using the Insurance Panel.

Fill out the blanks and click Add.

https://hcpf.colorado.gov/sites/hcpf/files/pm061813.png

Most providers are not required to submit a copy of the insurance documentation. Exceptions to this include provider types 20-Nursing Facility, 21-Nursing Facility-ICF/IID and 36-Home and Community Based Services Waiver, who are required to submit current insurance policy documentation.

Once the information is entered, click the Attachments and Submit link, attach the supporting documentation, complete required fields, and click Submit. Note: Users with the Fingerprinting panel will always be directed to the Fingerprint panel before being allowed to go to the Attachments and Submit panel.
fingerprint panel

Check the status of an update request

Click the Provider Maintenance Status link.

provider maintenance status link

Enter the Tracking Number for the update request, and click Search.

enter tracking number

View Status details

status

Need More Help?

Please visit the Quick Guides web page to find all the Provider Web Portal Quick Guides.