MaineCare's Medicaid Electronic Health Record (EHR) Incentive Program - Professionals

To get your Year 1 (AIU - Adopt/Implement/Upgrade) payment:

Year One - AIU (Adoption Implementation Upgrade)

Step #1: Eligiblity

  • First check your eligibility for the program. You can do this by using the CMS eligibility guide or by clicking the button below: Check Eligibility

Step #2: Registration

  • Registration is done on the CMS site.Click the button below "Register for EHR incentives" to go to the registration site.
  • Please note: To assign payments to a practice or group you must select "group reassignment" under the "Payee Information" section and enter your group payee Name, NPI and TIN (EIN). We have had issues with people not choosing group reassignment on the registration site when they wish to assign their payment to a payee NPI other than their personal NPI. The program on the registration site will default the payee NPI to the personal NPI of the provider if group reassignment is not chosen and we will not be able to make payment.You will need to return to the CMS registration site and update the payee NPI to continue your application with the State of Maine. If you receive your MaineCare payments to your personal NPI and you are not assiging your payment you do not need to choose group reassignment.
  • The email address on the registration must be for the person responsible for the submission of data. That email contact is the only one we have for communication for the program. Please update this as necessary to be sure you receive all our notifications.
  • When you complete your registration you will be entered into the State of Maine EHR Incentive Program system. You will receive an email from CMS acknowleging that you have successfully registered for the Medicaid EHR Incentive program and that you will continue your application with the State of Maine. You will receive another automated email form the Maine HIT program with the Medicaid Eligibiltiy worksheet application attached.
  • 2014 Guide to creating a Certification ID number and How to Update Info in the Registration (.pdf*)
  • How to Make Changes or Updates to Provider Information on the CMS Registration Site (.pdf*)

Step #3: Application

  • Apply for the program with the State of Maine-Click for the worksheet-worksheet2014a.
    • Complete the Medicaid Eligibility worksheet and send it back to us via email. The email address is at the top of the worksheet on page 1, also noted here - EhrHelpdesk.DHHS@maine.gov
  • Please do not use a previous version of the worksheet as it is updated frequently.
  • After submitting your completed worksheet (there are two tabs/pages) we will process it and upon approval will email you the attestation email.

Step #3: Attestation

  • The attestation will come in the form of an email to the email address associated with your registration on the CMS registration site.The email address on the registration must be for the person responsible for the submission of data on behalf of the provider and one that can respond to communication for the program.
  • The subject line of the attestation email will read "Response Required: Last step for receiving your Medicaid EHR Incentive Payment"
  • Click reply to sign and return the attestation to the program.
  • Return your attestation by following the instructions in the email.
  • Upon receipt of the signed attestation we will create your payment.

Related Documents:

 

 

 

To receive a Year 2+ payment: For Stage 1 or Stage 2 (after you have completed two years of Stage 1)

  • Are you ready to attest  for the next program year? (you must have completed 90 days of MU in 2014 for the Stage you are in - then all future years will be a 365 day reporting period for MU)
  • Click the "Am I Ready to Attest to MU? button below to put your data in a test environment and determine if you have met all measures
  1. When you have determined that you have met all MU requirements please: contact us at: EhrHelpdesk.DHHS@maine.gov to let us know you are ready to apply for the next program year
  2. We will roll the provider(s) to the next program year and that will trigger the Medicaid eligibility worksheet email to be sent out to the email address on the providers registration.
    • The email address on the registration must be for the person responsible for the submission of data. That email contact is the only way we have for communication for the program. Please update this as necessary to be sure you receive all our notifications. If any of your information on the CMS registration site needs to be updated please notify us first and let us know what is being updated, i.e. provider contact email, payee NPI, new Certification ID Number, etc. We need to be sure that the update is applied to the correct program year. When an updated is done it will be applied to the program year the provider is currently in and if we have not moved the provider into the next program year it may overwrite important information that needs to be saved for the current year.
  3. Complete the Medicaid Eligibility worksheet and send it back to us. Please do not use a previous version of the worksheet as it is updated frequently. After the worksheet has been accepted and the provided marked eligible then,
  4. We will send you the Meaningful Use wizard by email. The Wizard is an application designed for you to submit your MU data directly to the State of Maine.
    • The wizard will not recognize a provider's NPI until we have marked the provider as eligible.
    • Once the provider has been marked as eligible you will receive an email with the wizard link and an updated guide to using the wizard.
  5. You only need to download the wizard one time and it will auto-update as we make changes.
    • If you open the wizard and you receive a notice that there is an update availabe please accept the update to continue.
  6. You will enter the provider's MU data and then submit to the State of Maine by pressing send at the end of the wizard application
    • The wizard will maintain the providers information and MU until it is accepted by the State of Maine and then the provider will drop out of the wizard
    • If we notifiy you that we need a resubmit of the MU data for any reason you can go into the wizard, make the necessary changes and resubmit.
    • You must maintain copies of all MU submitted for all providers
    • Once the MU is accepted and a payment is created you cannot alter the MU submission.
  7. We will process your MU data and send you an attestation statement by email. Sign and return the attestation and we will then create a payment for you.
  8. Payments are usually processed within 45 days of acceptance of approved Meaningful Use with the exception of deadline timeframe where it is impossible to predict the influx of applications or unforseen circumstances.

    Please note: For program year 2014 all EHR vendors must update certified software to the 2014 certification criteria. You will need to contact your vendor for the date you will have the 2014 product implemented. All 2014 Meaningful Use data must be completed on a 2014 certified EHR system. The 2014 certified version of software will generate a new EHR Certification ID number. This number must be updated on each providers registration. Please use this guide for generating your EHR Certification ID number and updating it in the CMS registration site: 2014 Guide to creating a Certification ID number and How to Update Info in the Registration (.pdf*)

 

  • Please keep in mind to meet the Public Health Menu Measure for the Immunization registy you must schedule a test submission for Stage 1 and have ongoing submissions for Stage 2
    • Attestation requires an ImmPact Profile and a PHC-HUB Profile. Due to heavy request volume, expect a 30-60 day period from initial completion of the Data Exchange Survey to your access to submit an Attestation test message.
    • Here are the instructions for setting up your test with Maine Immunization Registry: Immunization Measure Instructions, the data exchange survey cdc data-exchange-survey and the Data Exchange Options for 2014 Data Exchange Optins Update 2014
    • For the 2014 Public Health Registry information please go to: http://www.maine.gov/hit/public-health/index.shtml
      • The site is set up for you to submit your registration for Syndromic Surveillence, Immunization registry and the Cancer Registration. To establish ongoing submissions required for Stage 2 please follow the instructions available on the Maine CDC site.To meet the 2014 criteria of on-going submission the registration alone does not meet the criteria, you must have on-going submissions of data.
  • For Core Measure #13 Protect Electronic Health Information-Conduct or review a security risk analysis here is some information and documents you will find helpful in setting up your security risk analysis:
  • Additional Resources:
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For more details on receiving Year 2+ payments from the Medicaid EHR Incentive Program, click here for more information from CMS or see below.


 

Stage I MU (Meaningful Use) 90 days or 365 days

Please note: 2014 will be a 90 day reporting period for all MU submissions

  • You must complete two years of Stage I MU before you can advance to Stage II

  • Please note:
  • The new version of the Wizard application for the input of your Meaningful Use data is now available.
  • Be sure to use the latest version as it has the 2014 changes incorporated..
  • Stage1_2013 changes (.pdf)
  • Stage 1 2014 changes (.pdf*)

Step #1: Check Eligibility

Step #2: Contact the State of Maine (to let us know you are ready to apply for MU)

Update Your Registration on the CMS website -How to Make Changes or Updates to Provider Information on the CMS Registration Site (.pdf*)

  • If any of your information from your previous year registration needs to be updated on the CMS website please do that after you notify us that you would like to apply for the next program year.
  • We will roll you into the next program year in our system which will enable us to accept any updates you do on your registration.
  • If you submit updates before you or your providers are turned to the next payment year, the update will be applied to the incorrect year.
  • 2014 Guide to creating a Certification ID number and How to Update Info in the Registration (.pdf*)

Items that frequently need updating:

  • The contact email: This email must be someone that can respond to the information that we send out for completing the application process such as: the attestation statement, the wizard application, etc.
  • The EHR Certification ID number: As vendors update your system you need to know if that is generating a new EHR Certification ID Number. You can check your EHR Certification ID number here: http://oncchpl.force.com/ehrcert?q=CHPL All 2014 EHR products will have a new EHR Certification ID number and this should be updated on the registration site before you begin the application process
  • The payee NPI: When you are assigning payment you must be sure that the payee NPI number is an NPI that can accept MaineCare payments. Please remember to choose "group reassignment" when you are assigning payment. If you are assigning your payment to yourself and your personal NPI is the NPI that is associated with your vendor code you can let the program default to your personal NPI.
  • 2014 Guide to creating a Certification ID number and How to Update Info in the Registration (.pdf*)
  • How to Make Changes or Updates to Provider Information on the CMS Registration Site (.pdf*)

Step #3: Encounter data

  • MaineCare will send the most recent worksheet for your Medicaid encounter calculation to the registered email account from your previous payment year. You can get a copy of the latest worksheet by clicking this link: worksheet2014a.
  • The 30% encounter rate will be from a 90 consecutive day period in either the previous calendar year or the previous twelve months prior to this application.
  • Complete and submit this worksheet to the State of Maine EHR Incentive Program..

Step #4: Meaningful Use Wizard

  • After MaineCare approves the worksheet and marks the EP as eligible we will send out the Meaningful Use Application (Wizard) to the email address on the EPs registration.
  • To get a preview of the wizard and learn a little more about it you can download the guide and view it before hand by clicking here: Wizard Guide
  • Follow the instructions in the guide and on-screen (in the wizard) to complete the Wizard.
  • The State of Maine will process your application and MU data and send you an attestation upon approval.

Important Notes:

Stage I - Menu Measure -Immunization Registries Test Submission

  • To meet the Public Health Measure for the Immunization Registy you must set up a test with Maine CDC
  • This will require some time(30-60 days) and we advise that the test be done as soon as possible to be sure you will be able to meet the measure
  • These documents explain in detail what you will need to do to complete the test and have the contact information to schedule your test
  • If a provider does not give any immunizations they will be able to exclude from this measure. That is the only type of exclusion available
  • All providers must complete the Immunization measure for the Public Health Measure; either by meeting the measure with a test submission or by exclusion

Step #5: Attestation

  • After the Meaningful Use submission is accepted we will send out the attestation email (to the registered email contact on CMS registration site).
  • Sign, date and submit your attestation by following the instructions emailed to you; the email will be titled "Response Required: Last step for receiving your Medicaid EHR Incentive Payment."
  • Upon receipt of the returned attestation, we will create and submit your payment.

Related Documents:

 

Stage 2 EHR Incentive Program

  • Please note: 2014 will be a 90 day reporting period for all MU submissions
  • Stage 2 EHR Incentive Program Guide: Stage 2 Guide EPs (.pdf*)
  • These two document lists all measures for Stage 2. Please click on each measure for more information:

Additional recommendations:

 

 

Questions?

E-mail the EHR Help Desk your questions!