Automation of Process to Change Office Administrator

Coming January 4, 2015, there will be a new webpage on the NCTracks Provider Portal that will enable providers to change their Office Administrator, without having to fill out any forms.

There are several reasons why there might need to be an update to the Office Administrator:
- The previous Office Administrator is no longer available
- The current Office Administrator had to get a new NCID
- An individual provider wants to become his/her own Office Administrator

Beginning January 4, updates to the Office Administrator on a provider record will be accomplished by completing an online Change Office Administrator Application. The online Application will be available on a new Office Administrator Change Process webpage on the NCTracks Provider Portal. The new page will be accessible from the navigation menu on the left side of the public Provider Portal home page.

To submit the Change Office Administrator Application, an NCID and password, as well as the Authorization Code for the NPI or Atypical Provider Number, will be required. If the new Office Administrator does not have an NCID, they can obtain one at ncid.nc.gov. The Authorization Code is the code that was distributed before NCTracks Go-Live and used as part of the Currently Enrolled Provider Registration process. If you no longer have the code, or have enrolled in NCTracks since July 1, 2013, please contact the CSC Call Center at 800-688-6696 to obtain your Authorization Code.

IMPORTANT: There are still requirements regarding an Office Administrator. For organizational providers, the Office Administrator must be an owner or a managing employee. For individual providers, the Office Administrator can be the individual provider or a managing employee.

When the Change Office Administrator Application is submitted, NCTracks will check to see if the owner or managing employee who has been designated as the new Office Administrator has had a background check completed in NCTracks in the previous six months. If so, the change to the new Office Administrator will be immediate. If not, a background check will have to be conducted by the Provider Enrollment Team prior to completing the change in Office Administrator. Note that NCTracks will not check to see if there is a background check on file when the individual provider decides to be his/her own Office Administrator.

For more information on the online process, including some helpful hints, a step-by-step Change Office Administrator Application Guide will be posted under Quick Links on the new Office Administrator Change Process webpage.

In addition, a webinar will be conducted in January 2015 to train providers on the new Office Administrator Change Process. More information regarding the training, including the time and information regarding registration in SkillPort, will be posted shortly.

This automated process replaces the previous form(s) used to change an Office Administrator. The new online Change Office Administrator Application will simplify the process of submitting a request to change a provider’s Office Administrator and help expedite the review and approval process by ensuring all of the necessary information is received. Look for it starting January 4, 2015.