Common Enrollment Application Issues FAQs

Supporting documentation is required in the following circumstances*:

 

• One or more sanction/exclusion question was answered yes**
• You are missing six or more months of work history
• You are applying for a taxonomy that requires additional documentation (requirements are listed in the Provider Permission Matrix under Quick Links on the Provider Enrollment page)

 

Supporting documentation is uploaded after clicking the Submit button on the application, which takes the provider to the Final Steps Page. On the Final Steps page (and the Status and Management page), there is a hyperlink to the Upload Documents page which allow the providers to upload supporting documents.

 

Please note that malpractice judgment or settlement documentation and transcripts should not be uploaded to the Upload Documents page. If required, a request will be sent for this information with instructions on how to submit this documentation.

 

*Additional supporting information may be required based on application responses. Please see the link under Resources at the top right of this page for applicable additional information.

 

**A thorough written explanation for each sanction/exclusion question answered affirmatively must be signed and dated by the responsible party within six months of the application date.

 

For individual applications, the provider must sign and date the explanation

 

If the responsible party is an organization, the provider's office administrator must sign and date the explanation.

 

The written explanation must include a reference to the reported adverse legal actions including date and the final resolution.

The name on the application should match:

• Your government-issued identification
• Your credential (license, accreditation, or certification)
• The National Plan and Provider Enumeration System (NPPES) National Provider Identifier (NPI)

If a provider has paid the federal fee on a previous application and/or completed a federal site visit but that application was denied, they can avoid doing so again when submitting a new/second application. Providers should indicate they have already paid the fee and/or completed the site visit following the process of providing adequate proof outlined below.

 

When the provider comes to the page in the application with the questions “Have you paid the Federal Fee for this site within the past 12 months to another state or Medicare?” and “Have you completed the Federal site visit for this site within the past 12 months to another state or Medicare?” the provider should answer each question as follows as applicable:

 

1. If the fee has been paid or site visit conducted with a state, select ‘North Carolina’ or other state from the drop-down menu. Then choose the state which processed the site visit or federal fee.
2. If the fee has been paid or site visit conducted by Medicare, select ‘Medicare’ from the drop-down menu. Please note, NCTracks will confirm site visit and payment with Medicare based on the location matching the provider’s NC Medicaid application.    
3. Attach federal fee payment or site visit confirmation from the previous application
4. Attach documentation from PCG of completed and passed site visit and/or a letter identifying the enrollment application the site visit was passed for and on what date.

The Electronic Fingerprint Submission Release of Information form must be signed and dated by the applicant and the Law Enforcement Agency and MUST be uploaded into NCTracks via the Status and Management Page.

 

Using LIVE SCAN is the preferred and faster method.

 

However, if a Fingerprinting Card (ten-print card) is used and given to the provider, the provider MUST mail the card to the SBI for processing at: NC SBI/Applicant Unit, 3320 Garner Road Raleigh, NC 27626 for processing. Uploading the manual Card to the provider application does NOT complete the required fingerprinting process because GDIT does NOT send the Fingerprinting Care (ten-print card) to the SBI.  The provider must send the Card directly to the SBI for processing. 

No, do not mail it to the address on the evidence form or upload it to your provider application. If the applicant opts to do a Fingerprinting Card (ten-print card), it MUST be mailed to the State Bureau of Investigation (SBI) for processing at NCSBI/Applicant Unit, 3320 Garner Road, Raleigh, NC 27626 for processing.

The taxonomy code selected must accurately reflect the type of provider. The provider must meet the enrollment qualifications for the taxonomy code selected and possess the required licensure and/or credentials. Providers who are uncertain which taxonomy code to select should consult the Provider Permission Matrix (and instruction sheet) on the Provider Enrollment page of the NCTracks provider portal. For additional guidance, refer to How to View and Update Taxonomy on the Provider Profile in NCTracks on the Provider User Guides and Training page of the NCTracks provider portal.

This continues to be an issue on applications and may result in adverse action on the provider’s application and record. Refer to the article, Using NCIDs Properly in NCTracks, in the December 2016 Medicaid Bulletin.

The managing relationship should be end-dated.  Then the applicant may click on ‘Add’ and reenter the accurate information on the next drop-down.

Supporting documentation is uploaded after clicking the Submit button on the application, which takes the provider to the Final Steps page. On the Final Steps page, there is a hyperlink to the Upload Documents page where requested or supporting documentation can be uploaded.

 

If additional information is requested once the application has been submitted, the applicant may navigate to the Status and Management page in the secure Provider Portal.  In the “Status” column of the Submitted Applications section there is a hyperlink to allow the user to upload documents.

Enrollment, re-enrollment and/or re-verification applications in draft may be periodically deleted due to system updates required to complete changes in NCTracks. Providers are notified in advance of these instances so they may complete their draft application before the update.