Reminder of Update to Organization Name on Provider Record

As announced on July 17 (see link below), NCTracks implemented a system update August 2 that affected the Organization Name on many provider records.

The Organization Name on provider records for all National Provider Identifiers (NPIs) that share the same Taxpayer Identification Number (TIN) was updated to display the same name. If there was more than one existing Organization Name among the NPIs associated with the same TIN, the system used the Organization Name from the provider record with the most recent enrollment date and copied it to all records with the same TIN.

The system will not allow new providers to use a different Organization Name if the TIN is already in NCTracks. When a new NPI is enrolled in NCTracks using an existing TIN, the system will automatically insert the Organization Name associated with the TIN.

Providers were sent a letter for each update made to an Organization Name, which also includes instructions on how to change the Organization Name, if needed. Only one change to an Organization Name is required for a given TIN. When the change is made for one NPI, it will be replicated for all NPIs associated with that TIN.

July 17 announcement

 

If your TIN name does not match the Internal Revenue Service (IRS) records, your TIN may be subject to a 28% withholding status of all earnings. To avoid a withhold, please complete the following steps:

  • If your provider has a legal Doing Business As (DBA) name, this can be added to the provider record by submitting a Manage Change Request (MCR). This will also help to differentiate between the NPIs sharing the same TIN.
  • In order to update the legal name of the organization, you will need to submit the following documentation:

1.     A letter on company letterhead requesting the legal name change; signed by the authorized individual.

2.     A copy of the IRS letter verifying the provider name and TIN.

This supporting documentation can be submitted to NCTracks via:

  • Fax #: 855.710.1965
  • E-mail: NCTracksprovider@nctracks.com
  • Mail: CSC, Attention: Enrollment Department , P.O. Box 300009, Raleigh, NC 27622-8009

If you have additional questions, please see the following FAQs:

 

Frequently Asked Questions (FAQs) re: Organization Name Update

Following are answers to frequently asked questions regarding the Organization Name update.

Q. Why am I receiving multiple letters?

A. One letter was sent for each NPI. In addition, letters were sent to the Office Administrator’s email address, as present on the application, for providers with submitted applications (Manage Change Request, Re-enrollment, Enrollment, and Re-verification). 

Note: It has come to our attention that letters were emailed to providers for approved applications in error. Letters should only have been sent when the application was in one of the following statuses: In Review, Returned, or Denied (only if denial is within the past 15 calendar days).

Q. You changed the wrong information, how do we correct this?

A. See instructions above.

Q. Who gave you the authority to change my information without my consent?

A. The standardization of Organization Names was implemented with the authorization of NC DHHS.

Q. How do I change it back?

A. See instructions above.

Q. Are my claims/PAs/MCR/Applications going to deny due to this?

A. No they will not be affected.

Q. Will this affect my EFT?

A. No it will not

Q. Our name has been changed but not to our legal name.

A. See instructions above