Medicaid Electronic Health Record (EHR) Incentive Program - Professionals

 

Year One - AIU

(adoption, implementation or upgrade of a CEHRT-no Meaningful use is submitted)

or

Year 1 - Stage 1 - year 1 MU submission

Eligible professionals (EPs) have a choice for their first year of participation in the Medicaid EHR Incentive Program. You can choose to apply for AIU - adopt, implement or upgrade an EHR system (no MUdata is submitted and AIU does not meet the requirement if a professional is required to submit MU) or you can apply for the first year of Meaningful Use (MU) by submitting Stage 1 - year 1 MU.

Medicaid EHR Incentive Program Eligibility Requirements for Professionals

  • If you qualify for both the Medicare and Medicaid EHR Incentive Programs, you must choose which program you want to participate in.
  • If you are only eligible for the Medicaid EHR Incentive Program, you will not be subject to payment adjustments.
  • Medicaid eligible professionals who also treat Medicare patients will have a payment adjustment to Medicare reimbursements starting in 2015 if they do not successfully demonstrate meaningful use prior to October 1, 2014.
  • Hospital-based eligible professionals are not eligible for incentive payments. An eligible professional is considered hospital based if 90% or more of his or her services are performed in a hospital inpatient (Place Of Service code 21) or emergency room (Place Of Service code 23) setting.
  • Eligible professionals can participate for 6 years, and participation years do not have to be consecutive.
  • The last year that an eligible professional can begin participation is 2016 and receive all 6 years of payments.

Who is an Eligible Professional under the Maine Medicaid EHR Incentive Program? We have placed a button below to assist you in determining your eligibility for the program.Provider types that can apply for the Medicaid program:

  • Doctor of medicine (MD) or osteopathy (DO)
  • Nurse Practitioners
  • Certified Nurse Midwives
  • Dentists
  • Optometrists
  • Physician Assistants who furnish services in a Federally Qualified Health Center (FQHC) or Rural Health Clinic (RHC) that is led by a physician assistant

.

Once you have determined you are an eligible professional you will need to register for the program.

Registration at the CMS EHR Incentive Program site:

Click here for a guide that will assist you with the registration.The EHR Medicaid EPs Registration User Guide has information that will show you how to complete the registration and avoid some of the common issues.

Registration is completed on the CMS site.When you click the button below you will go to the Registraton & Attestation page.

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. The email contact is the only communication we have for the program. Please update this as necessary to be sure you or the person working on your behalf receives 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 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.

EHR Medicaid EPs Registration User Guide (.doc*)

2014 Guide to creating an EHR Certification 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*)

Application with the State of Maine:

As stated above once you have registered successfully you will receive an email from the State of Maine with the Medicaid Eligibility worksheet attached.

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. The worksheet you receive in the email will be the most up to date. Please click here for the current worksheet..

The first page of the worksheet is where you will put the information requested for each provider. This includes the payee information and the EHR information. New for 2014, we are requesting the practice site location for each provider. Knowing where CEHRT is being used in our state is important as we analyse the CQM information that the program is generating. Other questions related to a providers eligibility for the program are located on this worksheet. The second page (tab) of the worksheet is where the Medicaid eligibility calculation information is to be placed. Here is a guide to assist you to calculate your Medicaid eligibility.

After submitting your completed worksheet we will process it and upon approval will email you the attestation email (AIU only) or the Meaningful Use wizard for the input of your MU data if you are submitting MU.

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 the person responsible for the submission of data on behalf of the provider and one that can respond to communication from 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. If you are working on behalf of a provider click reply, type the providers name and the date in the space provided, scroll further and type in your name and date. Then click send.
  • Upon receipt of the signed attestation we will create your payment.
Resources:

Medicaid EHR Program Guide for Providers (.pdf*)

EHR Medicaid EP Registration User Guide (doc*)

Medicaid Eligibility Calculation Guide (.pdf*)

EHR Program-Supporting Documentation-Audit(.pdf*)

Stage1_2013 changes (.pdf)

Stage 1 2014 changes (.pdf*)

2014 Medicaid Eligibility worksheet(.xls*)

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*)

 

Program Year 2 and beyond: Submission of Stage 1 MU or Stage 2 MU (you must complete two years of Stage 1 MU before moving to Stage 2)

Are you ready to attest  for the next program year? 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.

MU Submission for Program Year 2014

  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
    • 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 provider's registration.
    • The email address on the registration must be for the person responsible for the submission of data. That email is the only contact we have for communication from the program. Please update the email on the registration as necessary.
    • 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 that year.
  2. 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;
  3. We will send you the Meaningful Use wizard link 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 eligibility worksheet has been approved and the provider has been marked eligible you will receive an email with the wizard link and a guide to using the wizard.
  4. 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.
  5. Follow the directions in the guide to enter the provider's NPI and then the provider's MU data. When complete, 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.
  6. 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.
  7. Payments are usually processed within 45 days of acceptance of approved Meaningful Use with the exception of deadline timeframe when 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*)

 

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 :worksheet_322.
  • 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:

***************News Updates | August 22, 2014***************

How to meet Stage 2 - core measure #15

Now Available: Provider User Guide for NIST EHR Randomizer Tool

Are you a provider in Stage 2 of meaningful use who needs help meeting #3 of the Transitions of Care core (cor #15) objective? If so, CMS and ONC encourage you to use a new provider user guide that outlines instructions on how to use the NIST EHR Randomizer, including:

  • Required information
  • Steps to register
  • Guidance on how to perform the test

The guide walks providers through every step of the Randomizer—from registration to completion of the test.

About the NIST EHR Randomizer
The Randomizer tool enables providers to exchange data with a Test EHR in order to meet #3 of core #15-Stage 2 Transitions of Care objective.

Once registered, the tool pairs a provider’s EHR technology with a different test EHR from the list of authorized systems. The provider must then send a Consolidated Clinical Document Architecture summary of care record to the Test EHR.

Providers will receive an email with notification of success or failure that can be used as proof of meeting the measure.

Transitions of Care Objective (core #15) in Stage 2
The Stage 2 Transitions of Care objective for eligible professionals and eligible hospitals includes three measures. #3 is outlined below:

  • Conduct one or more successful electronic exchanges of a summary of care document, as part of which is counted in “measure 2” with a recipient who has EHR technology that was developed by a different EHR technology developer than the sender’s, or
  • Conduct one or more successful tests with the CMS designated test EHR during the EHR reporting period.
More Information
For more information about the Stage 2 Transitions of Care objective and other Stage 2 requirements, visit the CMS Stage 2 of Meaningful Use webpage.

Questions?

E-mail the EHR Help Desk your questions!