Electronic Correspondence Referral System ECRS Web Overview

1. Electronic Correspondence Referral System (ECRS) Web Overview

2. The ECRS Web 2 Prior to ECRS Web Users limited to batch transactions or CICS Access limited: Monday-Friday 8am-8pm Implementation of ECRS Web User-friendly, web-based interface Available 24-7 (except during routine maintenance) Provides for electronic submission and tracking of requests to add, change, or delete: MSP Occurrence records OHI Occurrence records Contractors can now view all requests on ECRS Web, regardless of the submission method

3. Types of Requests 3

4. MSP Inquiry 4 Submit information regarding a new or possible MSP situation (Health Plan Occurrence) Believed to be primary to Medicare Not yet identified on the monthly or daily MSP files received from CMS

5. CWF Assistance Request 5 Update information on an existing Health Plan MSP Occurrence or existing Primary or Supplemental Drug Plan Occurrence Delete an existing Health Plan MSP Occurrence or existing Primary or Supplemental Drug Plan Occurrence when it is invalid

6. Prescription Coverage Inquiry Submit information regarding a new or possible Prescription Drug Plan Occurrence that is believed to be: Primary or Supplemental to Medicare Part D Not yet documented on the Medicare Beneficiary Database (MBD) 6

7. Accessing the ECRS Web Step 1 Obtain an Individuals Authorized Access to the CMS Computer Services (IACS) ID and Password Self-register on the CMS Applications Portal Website: https://applications.cms.hhs.gov Step 2 Obtain an ECRS Access Code by contacting: Alberta Smythe at (646) 447-4645 Bill Ford at (646) 448-6613 7

8. Accessing the ECRS Web 8

9. 9 Electronic Correspondence Referral System (ECRS) Note to Technician � when the �As of April 2011� sentence is read, the screenshot to the right needs to come in on top of its counterpart on the larger image. Note to Technician � when the �As of April 2011� sentence is read, the screenshot to the right needs to come in on top of its counterpart on the larger image.

10. Main Menu 10

11. Main Menu 11

12. Main Menu 12

13. Create a Request or Inquiry 13

14. Create a Request or Inquiry 14 Click on the desired link under the Create Requests or Inquiries category System will page through each data entry page Complete all known and required data fields and submit transaction

15. Create a Request or Inquiry 15

16. ECRS Processing 16 After a request has been submitted, the transaction is automatically stored on the COB system Batch process reads the transactions and processes them COBC communicates status of request using Status and Reason codes

17. ECRS Processing Status and Reason codes are updated as transaction moves through the system Users should check to determine results of processing Status = �IP� Indicates �In process, being edited by COBC� Reason = �03� Indicates �Under development by COBC� 17 ..

18. ECRS Processing � Inquiry Requests COBC will not always create the Occurrence Verify that record does not match or duplicate an existing record If the inquiry request matches an existing MSP or OHI Occurrence, a new Occurrence will not be established User is notified that the inquiry duplicated an existing Occurrence 18

19. If all mandatory CWF HUSP fields are present, COBC creates electronic HUSP record Sent to CWF within 24-48 hours Confirmation letter sent to beneficiary Status and Reason = IP 04 (In process, Update sent to CWF�) If CWF identifies errors on HUSP COBC is notified COBC corrects errors and resubmits When HUSP is error-free, the new MSP Occurrence will appear on Medicare records Status and Reason = CM 50 (Complete, Record updated) If all mandatory fields are not present, COBC will send a development letter for missing information ECRS Processing � Inquiry Requests 19

20. If all mandatory fields are present and the Prescription Coverage Inquiry is not a duplicate of an existing occurrence: COBC sends inquiry to MBD Status and Reason = CM 15 (Complete, Update sent to MBD) Mandatory fields on a Prescription Coverage Inquiry include: HIC Number Beneficiary Information (Date of Birth, Sex, First and Last Names) Person Code Supplemental Drug Type Effective Date Rx BIN If all mandatory fields are not present, the transaction will be rejected ECRS Processing � Inquiry Requests 20

21. Processing is handled by COBC Analysts COBC will not always apply the requested change or delete if: Information submitted is not sufficient Information submitted conflicts with information from a more reliable source No response to COBC development letter Anytime the requested action is not taken, CWF Analysts will add comments to the record Check the COB Response on the ECRS CWF Assistance Summary to view comments ECRS Processing Assistance Requests 21

22. COBC analysts determine that CWF Assistance Request is complete Update MSP Occurrence or Prescription Drug Occurrence as applicable Status and Reason on MSP Occurrence will be CM 50 (Complete, Record updated) Status and Reason on OHI Occurrence will be CM 15 (Complete, Update sent to MBD) ECRS Processing Assistance Requests 22

23. Search for Requests or Inquiries 23

24. Search for Requests or Inquiries 24

25. Reports 25

26. Files 26

27. Batch Submission Outside ECRS Web FTP via a Gentran Mailbox established with CMS Connect: Direct via NDM with a certified AT&T reseller 27

28. Obtaining an IACS ID ECRS users require an IACS User ID and Password obtained by registering on the CMS Applications Portal Website Instructions for self-registration process can be found on page 8 of the IACS User Guide (available at: http://nhassociates.na5.acrobat.com/p59583046/) 28

29. Obtaining an IACS ID 29

30. Obtaining an IACS ID 30

31. Obtaining an IACS ID 31

32. Obtaining an IACS ID 32

33. Obtaining an IACS ID 33 (Note to technician: Display text box to the right when �User Role�� is narrated. This box should be positioned in & under the �Role� drop down box)?User Role ECRS Web User as their Role. (?Note to technician remove the text box here) (Note to technician: Display text box to the right when �User Role�� is narrated. This box should be positioned in & under the �Role� drop down box)?User Role ECRS Web User as their Role. (?Note to technician remove the text box here)

34. After registration is complete Receive e-mail confirming that IACS has received user request E-mail will include a Request Number May take up to a week to process the IACS request IACS system will e-mail User ID and Password to user Obtaining an IACS ID 34

35. Existing IACS User � Profile Update Users who already have an IACS User ID and password must ensure that their IACS Account Profile is setup for the ECRS application. 35

36. Existing IACS User � Profile Update 36

37. Existing IACS User � Profile Update 37

38. Existing IACS User � Profile Update 38

39. Existing IACS User � Profile Update 39

40. Existing IACS User � Profile Update 40

41. Existing IACS User � Profile Update 41

42. Next Steps Curriculum of CBTs to assist you in: Using ECRS Web Understanding the fundamentals of MSP We strongly encourage you to complete all appropriate CBTs offered 42

43. Next Steps To register for the curriculum, send an e-mail to techi@nhassociates.net Company name Company description Name Phone number (formatted ###-###-####) E-mail address E-mail notification will be sent to each registered individual 43

44. Questions 44