NCTracks Provider Data Collection FAQs
This list reflects answers to frequently asked questions regarding NCTracks provider data collection.
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1. What new information will NCTracks be collecting?
Information required for individual providers effective Aug. 9, 2020 includes:
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- Health care-related work history (past five years, and if there is more than six-month gap, explanation of gap)
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- Highest level of education
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- Current Malpractice Insurance Coverage
This information is collected on the Provider Supplemental Information page of initial enrollment, re-verification and re-enrollment applications.
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2. When will this new information by required? How will NCTracks collect it?
This information will be collected via initial enrollment, re-enrollment and re-verification applications for individual providers effective Aug. 9, 2020. Providers who are currently enrolled do not need to do anything; this information will be collected in their next re-verification application (or re-enrollment application if they are terminated).
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3. Why is NCTracks requesting this information?
NCTracks is collecting this additional information to assist in streamlining the data collection process for providers and Prepaid Health Plans (PHPs) to facilitate network eligibility determinations.
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4. What happened to the draft application that I had saved in Status Management?
On Aug. 9, 2020, any enrollment, re-enrollment and re-verification applications that were in draft were deleted to allow for updates to the individual provider application process.
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5. Are the current sanction questions required for all applications, including manage change requests (MCRs)? Is this changing?
Yes, they are required on all applications including MCRs. No, this requirement is not changing; sanction questions will still be required in all applications including MCRs.
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6. Will all the updates/supplemental information be present on all applications?
The new Provider Supplemental Information page will be required in initial enrollment, re-verification and re-enrollment applications only.
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7. Do these updates apply to all providers?
No, only individual providers (and excluding individual OOS Lite and Disaster Relief providers) will be required to supply this additional information.
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8. Do I need any documents or supporting information to complete an enrollment application?
Effective Aug. 9, 2020, additional supporting information may be required based on application responses or if your information is unable to be verified during the background check. Please see the link under Resources at the top right of this page for applicable additional information. As always, if you have answered yes to any of the provider sanction questions, at the end of the application you must upload or submit a complete copy of applicable documentation.
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9. What do I have to do as a result of the newly required individual provider enrollment information if I am already currently enrolled with NC Medicaid?
This information is required in initial enrollment, re-enrollment and re-verification applications for individual providers (excluding disaster relief and Out of State Lite providers) effective Aug. 9, 2020. These applications will contain the Provider Supplemental Information page. For a complete overview of the changes, please see the link under Resources at the top right of this page.
Currently enrolled providers are not required to supply this information until a re-enrollment or re-verification application is submitted.
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10. How will I know if additional information is required to process my application?
If insufficient information is provided by the individual provider or in NCTracks’ background verification, a request for supporting documentation will be sent to the provider.
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11. How do I submit documents/additional documentation requested in the individual provider application?
The Upload Documents page will allow the provider to upload supporting documentation if necessary, such as copies of certifications. However, official transcripts should not be uploaded to the Upload Documents page. If applicable, the provider will receive instructions on where to send this documentation.
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12. Will malpractice insurance certificates be required?
No, the malpractice insurance certificate is not required.
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13. Where can I find more information about the new individual provider enrollment requirements?
Please see the June 9, 2020 announcement New Information Required in Applications for Individual Providers Enrolling in Medicaid.
For the most current updates including resources and training, please check back on the NCTracks website and read NCTracks email updates when available. To subscribe to NCTracks emails, click on the link under the heading “Sign Up for NCTracks Communications” on the NCTracks Provider Communications page or text NCTRACKS to 22828 and follow the prompts.
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14. Is there any training available for these changes?
Training courses are offered monthly. Providers can register for these courses in SkillPort, the NCTracks Learning Management System. Log onto the secure NCTracks Provider Portal and click Provider Training to access SkillPort. Open the folder labeled Provider Computer-Based Training (CBT) and Instructor Led Training (ILT). The courses can be found in the sub-folder labeled ILTs: Remote via WebEx (although this is the sub-folder name, please note that, as previously mentioned, courses will now be conducted via Zoom and not WebEx).
Refer to the Provider User Guides & Training page of the public provider portal for specific instructions on how to use SkillPort. The Provider Training Tool Kits page also includes a quick reference regarding Java, which is required for the use of SkillPort.
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15. What will the Supplemental Information page in the application look like?
An example of the new supplemental Information page is linked under Resources at the top right of the page. This page will be before the Exclusion/Sanction questions.
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16. Do I have to enter anything other than the required certifications?
In addition to entering required certifications, individual providers are now requested to add all board certifications.
If the provider is board certified, this is treated as the highest level of education. The Accreditation Page does not state that a board certification is required. However, please put this on the application. This will speed up application processing.
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17. If I am a resident/intern, what should I enter for my work history?
If the enrolling provider is currently a resident or intern, when entering work history he/she should enter the details of that residency/internship, such as:
Job Title: Resident
Company Name: Healthcare Facility XYZ
Start Date: Date residency/internship began
End Date: 12/31/9999
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18. I am accredited through an organization, how can I get that information included on my record?
Accreditations may be added to the NCTracks provider record by submitting a manage change request (MCR).
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19. I am not accredited, how can I get accredited to JACHO (Joint Commission on Accreditation of Healthcare Organizations)?
Please contact https://www.jointcommission.org/
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20. I have my latest malpractice insurance information available, where do I need to send this information?
Malpractice insurance information is not required unless requested. If it is requested and needs to be updated, the provider must update or correct it the next time they complete a re-verification application, or if they are terminated, when they re-enroll. Providers are encouraged to make sure their information is properly submitted to NCTracks.
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21. I don't have the CDS certification, and I would like to know how to get one.
North Carolina does not require CDS. DEA is sufficient if you are a prescribing provider.
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22. How do I change my supplemental information in NCTracks?
The information provided on the Provider Supplemental Information page may not be updated by completing an MCR. If the information provided on this page is inaccurate, the provider must correct it the next time they complete a re-verification application, or if they are terminated, when they re-enroll.
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23. If one of our providers works for a hospital at five different practices, but all through the one hospital, do we (the hospital) have to list each practice's doing business as (DBA) name separately in the work history section, or is it okay to just list the hospital and the date they initially started? For example, we own practices and the providers might work at three or four different locations but they are still paid by the hospital organization. Each practice has a separate NPI and DBA name, but they are all under the hospital tax ID.
If the employer for all the practices is one hospital, it is fine to just list that hospital and the date initially started. It does not have to show the different locations.
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24. What is the cutoff for entering new applications to ensure they are completed prior to the new start date? When should we stop adding initial enrollments prior to this implementation? For example, this starts effective 8/9/2020, but I have an initial application to submit on 8/5/2020 that might not finish processing before the update, will that application become null and void? I am entering several over the next few days and just want to ensure that those will process without re-work being required.
The effective date is 8/9/2020. The additional fields/application updates will not be present before then to complete. You may go ahead and enter applications now; they will be processed without the new information required if entered prior to the implementation date of 8/9/2020.
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25. We employ some locum (interim/temporary) providers that actually credential and bill but as locum providers they can work at tons of different companies within a five-year span. Do we have to list them all out separately in the work history section? Or if the provider is working for an agency that is contracting with the different practices, can we just list the agency name and date of hire?
You should list the employer name and date of hire.
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26. When completing work history for an individual application, if there is a gap, does the explanation have to be signed and dated by the provider?
When a provider enters their work history on an initial or re-enrollment application, if there is a gap of six months or more between any jobs, the provider must write, sign* and date an explanation of the gap in work history and then upload the document to the Upload Documents page in the application.
*Note: For the work history gap explanation, faxed, digital, electronic, scanned or photocopied signatures are acceptable, but signature stamps are NOT permitted.
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27. Are these new requirements an effort to streamline the process across all MCOs for Medicaid Managed Care?
Yes, Prepaid Health Plans (PHPs) need this information in order to establish their networks and determine quality.
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28. How do I remove an expired/no longer needed license/accreditation/certification that is not required for my taxonomy?
As a result of the data conversion from the previous system, some licensing, accreditations or certifications may appear on the record that are not required by the taxonomy, or duplicate/partial information will display. If you have one of these unrequired credentials on your provider record, you should remove it from your record to prevent any issues with your applications.
Effective Aug. 9, 2020, there will be an option available for the provider to select that a license, accreditation or certification is invalid, allowing the provider to remove it using a manage change request (MCR) (select “multiple changes” when opening a new MCR). This will help prevent any issues with your application going forward. Providers may also mark licenses invalid during a re-verification application (accreditations and certifications will not display, only licenses).
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29. When entering my work history, should I include my current occupation?
Providers should list their current employment in this history with the applicable start date and an end date of 12/31/9999 (regardless of anticipated end date). Initial enrollment, re-enrollment and re-verification applications require at least one employment entry with this end date.
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30. Do I need to enter an end date for my current job in the work history section?
Providers should list their current employment in this history with the applicable start date and an end date of 12/31/9999 (regardless of anticipated end date). These application types require at least one employment entry with this end date.
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31. What if I completed my application but did not enter my current job in the work history section?
Providers who have already completed one of these applications and did not list their current employment with an end date of 12/31/9999 will not be affected, but should enter this at their next re-verification (or re-enrollment if terminated).
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32. Should I upload my school transcript or residency verification to the Upload Documents page?
Providers should not upload their school transcripts or residency verification letters. If requested, providers should contact their school/residency program and request them to mail or email the official transcript/residency verification to NCTracks. The email address will be provided in the returned application letter.
If the school is unable to electronically send the transcript/residency verification to the secure email address, request the school send a sealed copy to the following address:
Provider Enrollment
PO Box 300009
Raleigh, NC 27622
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33. I received a letter asking for my medical or professional school transcripts/residency verification. How soon does NCTracks need to receive this? Will my application be abandoned if my school/residency program does not send the transcripts/verification?
Due to the potential delay depending on medical or professional schools returning the transcripts/residency program verification, an adjusted time frame will be offered for applications in this circumstance. Providers will initially have 30 days to submit the transcript/residency verification. If NCTracks does not receive it within 30 days, another 30-day notice will be sent requesting the transcript/residency verification, prompting the provider to follow up. This will allow a total of 60 days for receipt of the documentation. If the transcript/residency verification has not been received within 60 days, the application will be abandoned and the provider must resubmit the application and pay all applicable fees.
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34. My school transcript/residency verification was requested. What if my school is unable to email my transcripts/verification?
If the school is unable to electronically send the transcript/residency verification to the secure email address, request the school send a sealed copy to the following address:
Provider Enrollment
PO Box 300009
Raleigh, NC 27622
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35. When completing my application, should I put my residency information under the work history or the education history section?
If residency is completed, enter residency information in the education section.
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36. I have completed my residency and I received a letter after submitting my application saying I should submit my medical school transcripts or a residency verification letter. Which should I submit?
Residency Completion Letter
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37. What kinds of residency verification does NCTracks accept?
NCTracks accepts a variety of residency verification; it may be a residency transcript, verification letter or residency certification.
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38. Additional information was requested after I completed my application. Should I submit my medical school transcripts or residency verification?
If you are currently completing your residency, the residency information should be entered in the work history section. You should apply for the taxonomy designating you are a student (390200000X - Student Health Care) with a resident training license and enter “RTL” in the license number field.
If you have completed your residency, this information should be entered in the education section. You should select the taxonomy in your area of specialization and enter your full license information in the license number field.