NCTracks Coming Attractions: Reminder of Changes in Effect Soon

Several important updates to NCTracks system will go into effect on April 28, 2019. Please review the upcoming changes.

 

Update to NCTracks Application Withdrawal Process

NCTracks is making updates to the application withdrawal process. When a provider submits an application to NCTracks, the data is reviewed for completeness and accuracy. Currently, inaccurate applications are typically denied. Beginning April 28, 2019, if the review indicates the data is inaccurate, NCTracks will return the application to the provider, along with an Application Incomplete Letter, requesting that the provider upload supporting information about the inaccurate data. The provider can withdraw the application if the information is in fact inaccurate or respond to the Application Incomplete Letter verifying the information on the application is accurate.

If the provider supplies the required documentation supporting the accuracy of the application, NCTracks will continue processing the application. If the provider confirms the data on the application is incorrect, but does not withdraw the application themselves, NCTracks will withdraw the application. Once withdrawn, an application cannot be pulled back for processing.

Upon application withdrawal by NCTracks, the provider will be sent an Application Withdrawn Letter with details of the inaccurate data on the application. Providers will be required to submit a new application, which may require a $100 application fee.

This updated application withdrawal process applies to enrollment, re-enrollment, reverification, manage change request, and fingerprinting applications submitted to NCTracks. For more information on submitting applications to NCTracks, refer to the provider portal.

 

Provider Ability to Request Approval for Backdated Enrollment Effective Date

Effective April 28, 2019, the office administrator (OA) will have the ability to submit a request to backdate their provider enrollment effective date on the NCTracks Provider Portal website.

When a provider completes an enrollment application or a manage change request (MCR) to add a health plan, location, and/or taxonomy, they enter a requested effective date/requested begin date, respectively. Providers sometimes don’t realize they entered the wrong date until after they have submitted the application and the application is approved. Currently, providers must contact the NCTracks Contact/Call Center to update the requested effective/begin date but with this change, providers will be able to use the NCTracks provider portal to request approval for backdating their enrollment effective date.

A provider’s backdate request will only be approved if one the following scenarios occurred:

  • System issue – If there was a system issue and the OA is able to provide a call center ticket number that was routed to enrollment (ticket must have been submitted prior to the date of the backdate application) indicating there was a system issue
  • Emergency services – If there was a patient emergency and the OA indicates the emergency in the notes
  • Medically necessary services – If medically necessary services were provided or continued to be provided while pursuing backdating and the OA can provide an explanation of the medically necessary services in the notes 

Important things to note:

  • Only the provider’s OA will have access to the backdate request page
  • The backdate request application will not have a save draft feature. The request must be submitted in one session
  • The backdate request application will not allow the user to request a new begin date if the date precedes the provider’s required license, certification, or accreditation begin date(s) on file or is more than 365 days in the past. In that case, the provider would be required to submit a full MCR to update the date on file.

Detailed training resources with instructions on how to submit a backdate request application will be announced when available. Backdating requests will be processed within 10 business days of receipt.

 

Remittance Statement of Adjustment for Third Party Recovery

The State and GDIT are in the process of completing NCTracks system updates to provide notification on the Remittance Statement of adjustment actions taken on previously paid claims due to audits conducted by Third Party Recovery and the Office of Compliance and Program Integrity. The new Explanation of Benefits (EOB) codes and messages that are being added to NCTracks are available in the April 2019 Medicaid Bulletin in the article titled Remittance Statement of Adjustment for Third Party Recovery. The bulletin can be accesses on the 2019 Medicaid Bulletin page.