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. Providers are able to upload supporting documents there.

 

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 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. Select ‘Other State’
2. Select ‘North Carolina’ from State drop down menu
3. Attach federal fee payment 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 form must be signed and dated by each person required to submit fingerprints. It must also be signed and dated by the law enforcement agency collecting the fingerprints. Providers must upload the Release of Information Form in NCTracks by the deadline on the notification letter.

No, do not mail it to the address on the evidence form. If the applicant opts to do a Fingerprint Card, it must be mailed to the State Bureau of Investigation (SBI) for processing at NCSBI/Applicant Unit, 3320 Garner Road, Raleigh, NC 27626.

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.

This continues to be an issue which impacts the integrity of the application and Participation Agreement and may result in adverse action on the application. Ensure the accuracy of all information before the application is submitted.

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. Providers are able to upload supporting documents there.

For more guidance on how to attach supporting documentation, refer to section 3.30.1 of Participant User Guide PRV111 Provider Web Portal Applications in Skillport, accessed through the secure NCTracks provider portal.

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.

Information required for individual providers effective Aug. 9, 2020 includes:

• Highest level of education
• Health care-related work history (past five years, and if there is more than six-month gap, explanation of gap)

This information will be collected on the Provider Supplemental Information page of initial enrollment, re-verification and re-enrollment applications.