Provider Web Portal Quick Guide: Submitting an Institutional Claim

Last updated: 6/12/2024
  1. Login to Provider Web Portal.
  2. Select Claims in the header.
    Claims tab in header
  3. Select Submit Claim Inst.
    submit claims institutional link
  4. Submit Institutional Claim: Step 1 (Provider and Member Information) 

    Select the "Claim Type" (Inpatient, Crossover Inpatient, Outpatient, Crossover Outpatient or Long-Term Care). Enter the information needed for the claim on the Submit Institutional Claim: Step 1 page.

    The Long-Term Care claim type should only be utilized for Nursing Facility charges.

    Enter Medicare information by selecting a claim type of Crossover Outpatient or Crossover Inpatient. Crossover Inpatient Medicare information will be entered on the Submit Institutional Claim: Step 1 page. Crossover Outpatient Medicare information will be entered on the Submit Institutional Claim: Step 3 page.

    The Billing Provider ID will be used for claims payment. If the Billing Provider ID is a National Provider Identifier (NPI), the Provider Web Portal automatically selects the NPI that is effective on the from date of the "Covered Dates" in the Claim Information section and inserts that NPI into the "Billing Provider ID" field during Submit Institutional Claim: Step 3.

    Completion of the Service Facility Provider ID field, previously the Institutional Provider ID, is conditional. If a provider has the same provider type for multiple enrolled service locations, the provider should use the unique NPI in the Billing Provider ID field. The provider may use the unique NPI in the Service Facility ID field if they choose. The Service Facility ID field must be completed if the NPI for the billing provider is different than the location where the service was rendered.

    An Attending Provider ID is required on all institutional claims. The attending provider is the individual who performed or supervised the billed service.

    Note that fields with red asterisks (*) may be required. On the Submit Institutional Claim: Step 1 page, providers must include the Member ID and a patient number, which can be any number the provider assigns for internal records. Also required are Covered Dates, Admission Date and Hour, Admission Type and Source, Admitting Diagnosis and Type, Patient Status and Facility Type Code.

    Step one claims

    NOTE: Check the "Include Other Insurance" box to indicate a commercial (non-Medicare) Third-Party Liability (TPL) coverage. Please refer to the Submitting a Claim with Other Insurance or Medicare Crossover Information Quick Guide on the Quick Guides web page for more information on submitting Institutional Claims with TPL, Medicare (Crossover) and Part B Only.

    Click “Continue.”

  5. Submit Institutional Claim: Step 2 (Diagnoses Details)

    Enter the "Diagnosis Type" and "Diagnosis Code" information on the Submit Institutional Claim: Step 2 page under "Diagnosis Codes," and then click "Add." Repeat to enter as many diagnosis codes as necessary.

    Diagnosis code

    Though marked with red asterisks (*), providers need to enter information in the following panels only if applicable:

  6. Submit Institutional Claim: Step 3 (Service Details)

    Enter service detail information under “Service Details,” and then click "Add." Note that fields with red asterisks (*) are required, including revenue code, dates, charge amount, units and unit type. Line-item dates can be entered.

    Repeat these steps to enter as many service line items as necessary.

    Screenshot of service details for revenue or HCPCS procedure codes

    If applicable, upload any supporting documents under "Attachments" by clicking the "+" symbol. Note that there are very few instances when attachments are needed. Attachments are not required for Third-Party Liability Explanation of Benefits (EOBs), medical or session notes and explanations to have denied claims reconsidered.

    Once all service details have been entered, click "Submit."
    Service details

  7. Confirm Institutional Claim 

    Review the information entered on the Confirm Institutional Claim page. If correct, click "Confirm."

    Navigate back to the appropriate section using the "Back to Step X" buttons at the bottom of the page if changes need to be made. Do not use the web browser's "back" button as it can cause errors on the claim.

    confirm claims

  8. The claim status and Claim ID (also known as the Internal Control Number or ICN) will be displayed on the Submit Institutional Claim: Confirmation page. This will also appear on the Remittance Advice (RA).
    claim confirmation screen

    Note: A "Suspended" claim status in the Provider Web Portal means that the claim requires manual review by the fiscal agent Gainwell Technologies claims staff before a final disposition (status) can be assigned.

    Suspended claims only show up once on the Remittance Advice (RA) (and not at all on the 835). The claim will not appear again on the RA until the claim either denies or pays. Once the claim is finalized, it will be reported on the RA and the 835.

  9. Resubmitting a Claim Outside of Timely Filing (Conditional) If resubmitting a claim after the date of service is past 365 days, enter the previous Claim ID (or Internal Control Number [ICN]) in the field "Previous Claim ICN." Claims must be resubmitted within 60 days of the last action in order to adhere to timely filing guidelines.
    Institutional Rebill

Need More Help?

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