Authorizations Portal

Transcription

1 Authorizations Portal Quick Start Guide 17ED /16 Blue Cross and Blue Shield of Louisiana is an independent licensee of the Blue Cross and Blue Shield Association and incorporated as Louisiana Health Service & Indemnity Company.

2 Blue Cross and Blue Shield of Louisiana s Authorizations Portal Quick Start Guide This guide was developed to ensure quick and efficient access into ilinkblue and Blue Cross and Blue Shield of Louisiana s Authorizations Portal. Access to the Authorizations Portal and needed applications is delegated to users by an administrative representative. To use your manual, first familiarize yourself with the table of contents, which will direct you to the information you need. Periodically, we send newsletters and informational notices to providers regarding updates and changes to our system, online portals and applications. This guide is available on ilinkblue ( under the Manuals section. If you have questions about the information in this guide, you may send an to edich@bcbsla.com. Please Note: This guide contains general instructions. It is provided for informational purposes only. Every effort has been made to print accurate, current information. Errors or omissions, if any, are inadvertent.

3 Table of Contents ilinkblue Access is Required to Access Authorizations Portal... 3 About ilinkblue Access... 3 ilinkblue New User Registration... 3 Log into ilinkblue as a New User... 8 Did Not Receive Temporary Password/Temporary Password Locked Log into ilinkblue as an Existing User Authorizations Portal Overview Accessing the Authorizations Portal as a New User Applications in the Authorizations Portal BCBSLA Authorizations Application Behavioral Health Authorizations Application Pre-Service Review for Out-of-Area Members Application User Guides Training Tutorials Authorizations Portal Quick Start Guide Revision History Authorizations Portal Quick Start Guide July

4 ilinkblue Access is Required to Access Authorizations Portal Users cannot access the Authorizations Portal without first having access to ilinkblue. The Authorizations Portal is available only through ilinkblue under the Authorizations and Medical Policy menu option, then click on Authorizations Portal. About ilinkblue Access ilinkblue contains Protected Health Information as defined in the Health Information and Portability Act (HIPAA); Administrative Simplification. All potential users are reminded to respect the confidentiality of all member information. Because of the sensitive nature of the data available in ilinkblue, users that do not sign on to the system for 90 consecutive days will automatically be revoked. For reactivation, the user will be required to register as a New User. In order to secure and protect patient data as well as ensure an accurate audit trail of data exchanged, ilinkblue user registration is required for each person that intends to use the ilinkblue system. Sharing usernames and passwords is not allowed. ilinkblue New User Registration Note: If you already have ilinkblue access, please proceed to the Log into ilinkblue as an Existing User section of this guide. Information needed to register for ilinkblue includes: 1. Your ilinkblue ID number Check with other staff members already set up with ilinkblue and ask for the second through fifth position of their username. This is your location s ilinkblue ID number. It is available on your Blue Cross provider remittance advices. It is on the provider record assignment letter issued from Blue Cross Network Operations department. 2. Your provider tax identification number (Tax ID) Authorizations Portal Quick Start Guide July

5 1. Open Internet Explorer (IE) 11.0 or higher. Go to Note: To save the logon page to your Favorites folder, click on Favorites on the top of the browser and select Add to Favorites. You can save the link as is or save the link into a custom folder by selecting New Folder. 2. The ilinkblue Login page will display. 3. Click on the New User? Click here link. Authorizations Portal Quick Start Guide July

6 4. The Activate Online Account Services page will display. Click on Provider. 5. The Register for Online Account Services page will display. Complete all fields. The next steps will include instructions for the fields on this form that require special attention. Authorizations Portal Quick Start Guide July

7 6. The ilinkblue Identifier Number is the five digit number indicated in the ilinkblue ID field on the provider record assignment letter issued from Blue Cross Network Operations department. It can also be found on the bottom of your Blue Cross remittance advice/payment register page. If someone in your office is already set up with ilinkblue, you can obtain the second through sixth position of their usernames as it is the ilinkblue ID number. Example: The ilinkblue username is N23456AA is the ilinkblue ID number. 7. For Please select which application(s) you would like access to, the Blue Cross Claims Research is the default. If you will also enter claims, you must select the Blue Cross Claims Entry and Reports option as well. Note: If you only wish to have Blue Cross Claims Entry & Reports access, then you must uncheck the Blue Cross Claims Research box. 8. Read through the terms of use. You must check the box to accept the terms of use before you are allowed to proceed. Authorizations Portal Quick Start Guide July

8 9. Follow the instructions and complete the challenge questions. This allows you to independently reset your password. 10. Once all fields are completed, click the Next button. 11. Your username will display. Print this page or make a note of your username. 12. Your temporary password (PIN#) will be mailed to the correspondence address we have on file that is associated with your ilinkblue ID number. Please allow 2-3 business days to receive your PIN#. Once you receive your temporary password, follow the Log into ilinkblue as a New User instructions in this guide. Authorizations Portal Quick Start Guide July

9 Log into ilinkblue as a New User Now that you are registered for ilinkblue and have received your PIN#, the next step is to log into ilinkblue. Note: If you do not receive your temporary password, follow the Did Not Receive Temporary Password/Temporary Password Locked instructions in this guide. Step 1. Open Internet Explorer (IE) 11.0 or higher. Go to Note: To save the logon page to your Favorites folder, click on Favorites on the top of the browser and select Add to Favorites. You can save the link as is or save the link into a custom folder by selecting New Folder. 2. The ilinkblue Login page will display. Type the username that was assigned to you (see Step 11 of the ilinkblue New User Registration section of this guide). 3. Type the password exactly as found on the PIN# mailer. Note: Passwords are case sensitive. 4. Click Log In. DO NOT put a check mark in the Remember me next time field. 5. A page will be displayed that states your password has expired. Enter your username and the temporary password in the Password field. Authorizations Portal Quick Start Guide July

10 6. Then, in the New Password field, type a unique password and then again in the Verification field. Click Enter. Note: Passwords are case sensitive and must be at least five characters and can be alpha and numeric. 7. A gray box will appear with your username displayed. Type your unique password in the Password field. Click the Enter button. 8. If your username and password were entered correctly, your login should be successful. You are now on the main ilinkblue page that includes the ilinkblue message board. Authorizations Portal Quick Start Guide July

11 Did Not Receive Temporary Password/Temporary Password Locked The temporary passwords are sent to the general correspondence address that Blue Cross has on file for you. In the event you do not receive your password or you lock yourself out when attempting to change your temporary password, follow these instructions. Step 1. Send a fax or to us to let us know you did not receive your PIN# mailer. Ebusinessservicedesk@bcbsla.com Fax: Include the following with your fax or A copy of your picture ID (work badge or driver's license). If using your driver s license, please mark through all information except your first and last name and the picture. The username assigned to you during the new user registration process. Your name and contact phone number. 2. Someone from our Service Desk department will contact you to provide you with a temporary password. Authorizations Portal Quick Start Guide July

12 Log into ilinkblue as an Existing User Note: Users that do not log into ilinkblue for 90 consecutive days will have their access automatically revoked. For reactivation, new registration is required. Please refer to the ilinkblue New User Registration section of this guide. Step 1. Open Internet Explorer (IE) 11.0 or higher. Go to Note: To save the logon page to your Favorites folder, click on Favorites on the top of the browser and select Add to Favorites. You can save the link as is or save the link into a custom folder by selecting New Folder. 2. The ilinkblue Login page will display. Type the username that was assigned to you during the new user registration process. 3. Type in your username and unique password. 4. Click Log In. DO NOT put a check mark in the Remember me next time field. Authorizations Portal Quick Start Guide July

13 5. If your username and password were entered correctly, your login should be successful. You are now on the main ilinkblue page that includes the ilinkblue message board. Authorizations Portal Quick Start Guide July

14 Authorizations Portal Overview The Authorizations Portal is an online tool that allows providers to submit inpatient and outpatient authorization requests and upload clinical documentation 24/7. The Authorizations Portal is accessed through ilinkblue ( under the Authorizations and Medical Policy menu bar option. There are three applications available under the Authorizations Portal: 1. BCBSLA Authorizations application 2. Behavioral Health Authorizations application 3. Pre-service Review application For users to access the Authorizations Portal, they must be granted access by their administrative representative(s). The role of an administrative representative is to serve as the key person for delegating access to appropriate users for the provider. Administrative representatives will only grant access to those employees who legitimately must have access in order to fulfill their job responsibilities and will promptly stop employee access when an employee changes roles or terminates employment. Note: If your location does not have a designated administrative representative, you will not have access to the Authorizations Portal. To designate an administrative representative, please send an request to ProviderIdentMgmt@bcbsla.com. The administrative representative determines which applications can be accessed by the individual user and will notify users of their username, a list of the applications they are authorized to use and a copy of this guide. The user must then create a unique password for access the Authorizations Portal. The username and password for the Authorizations Portal is different from the user s ilinkblue username and password. When the Authorizations Portal landing page is accessed, the user will only see the applications listed for which they have been authorized. For questions regarding your access, please contact your administrative representative. Authorizations Portal Quick Start Guide July

15 Accessing the Authorizations Portal as a New User Step 1. Open Internet Explorer (IE) 11.0 or higher. Go to Note: To save the logon page to your Favorites folder, click on Favorites on the top of the browser and select Add to Favorites. You can save the link as is or save the link into a custom folder by selecting New Folder. 2. Log in to ilinkblue. 3. Select the ilinkblue Authorizations and Medical Policy menu option, then click on Authorizations Portal. Authorizations Portal Quick Start Guide July

16 4. You must accept the Authorizations Portal Disclaimer before accessing the portal. 5. The Authorizations Portal Log In page will display. Authorizations Portal Quick Start Guide July

17 6. Click the Forgot/reset password link. 7. The Request a New Password page will display. Type in your username that was provided to you by your administrative representative. Then click the Request Password button. Note: If you typed an incorrect username, you will receive the error message, You have typed an invalid address. Please try again. 8. You will be returned to the Log Into the Authorizations Portal page with a message that a temporary password has been sent to your address. This will be sent from Blue Cross secure system. Go to your inbox (the work address that was used in the setup process by the administrative representative). If the is not found in your inbox, check the junk folder. Authorizations Portal Quick Start Guide July

18 9. To access the Blue Cross secure , click the link in the received . This will link you to Blue Cross Secure Portal. If you have never registered on the Blue Cross Secure portal or registered prior to March 9, 2011, you will need to register again. Click Register. If you have issues registering or changing the password on the Secure Portal, please click Help. An online manual contains information to assist you with the Secure Portal. For additional assistance, or call , option 1. Note: This process sets up your password for the Secure Portal only. Please retain this address and password for future use on the Secure Portal. Authorizations Portal Quick Start Guide July

19 10. Once secure s are displayed, open the from Blue Cross Information Security Team to obtain your temporary password for the Authorizations Portal. Example of Temporary password From: Sent: Tuesday, September 22, :15 AM To: Lastname, Firstname. Subject: Your BCBSLA Authorizations Portal Temporary Password Please find your temporary password for accessing the Authorizations Portal below: Password: vhdgvlze8iks Thank you! Information Security Blue Cross and Blue Shield of Louisiana 5525 Reitz Ave Baton Rouge, LA Copy your password (as shown above) so you can paste it into the Log In section of the Authorizations Portal. Authorizations Portal Quick Start Guide July

20 11. Return to the Authorizations Portal Log In page. Type in your Authorizations Portal username (as set up by the administrative representative), then paste the temporary password (from the secure ) in the password field. Click on Log In. Authorizations Portal Quick Start Guide July

21 12. If the username and temporary password are entered correctly, the Update Your Password page will display. Type in your new password, confirm your new password, then click Update Password. Make sure your password meets the following requirements: Must be at least six (6) characters Password cannot exceed 50 characters You may use letters, numbers and underscore Password complexity shall meet the following criteria: at least one lowercase alpha character at least one uppercase alpha character at least one numeric character (0-9) Cannot reuse password previously used in the past 12 months Username cannot exceed 100 positions You will be returned to the Log In page to enter your username and new password. Note: When administrative representatives change their password on the Authorizations Portal page, it also changes on Blue Cross Security Setup Tool. Note: If you attempt to reuse a password that was previously used in the past 12 months, the error, Unable to update due to invalid account information will display. Enter a password that has not been used in the past 12 months. Authorizations Portal Quick Start Guide July

22 Applications in the Authorizations Portal Step 1. After logging into ilinkblue, select the Authorizations and Medical Policy menu option, then click on Authorizations Portal. 2. You must accept the Authorizations Portal Disclaimer before accessing the portal. Authorizations Portal Quick Start Guide July

23 3. Log into the Authorizations Portal. 4. The Authorizations Portal landing page will display. Users can only use the applications they were granted access to by the administrative representative. To open an application, click on the appropriate button. Note: The Authorizations Portal landing page also contains user guides and training tutorials (refer to the User Guides and Training Tutorial sections of this guide). Authorizations Portal Quick Start Guide July

24 BCBSLA Authorizations Application The BCBSLA Authorizations application is designed to be an effective and easy-to-use tool for you and your organization. This application allows network providers to submit and research authorizations as well as provide clinical information 24 hours a day, seven days a week (except during maintenance times). Blue Cross and Blue Shield of Louisiana reviews and makes determinations during our standard operational hours of 8 a.m. 4:30 p.m., Monday Friday. The BCBSLA Authorizations application cannot be used for authorization requests for: behavioral health services (instead use the Behavioral Health Authorizations application) pharmacy services Blue Advantage (HMO) services (instead use the Blue Advantage Provider Portal) High-tech diagnostic imaging services The BCBSLA Authorizations application is only available to select network providers. The provider types identified below are not eligible to use the BCBSLA Authorizations application: Facility Description BC Code Alcohol/Drug Rehab Center (CDU) 36 Emergency Room Physician 65 Lab & Diagnostic Services (DXL Apr Facility) 75 Medical Services Vendor 95 Medical Staff Services 66 Optician/Optical Dispensary 23 Psychiatric Hospitals 35 Resident Treatment Center 61 Retail Health Clinic 94 State-owned Hospital CDU 72 State-owned Hospital Psych 71 Third-party Liability 64 Urgent Care Clinic 83 VA/Military Hospital CDU 55 VA/Military Hospital Psych 54 Professional Description BC Code Adv Prac Reg Nurse (APRN) 19 Board Cert Sub Abuse Counselor (BCSAC) 44 Cert Beh Anlyst (not licensed) 75 Diabetes Management/Education 95 Emergency Room Physicians 66 Hearing Aid Dealers 23 IPA 35 Licensed Massage Therapist 61 Licensed Practical Nurse (LPN) 94 Licensed Professional Counselor (LPC) 72 Optician/Optical Dispensary 71 Physician Assistant (PA) 64 Psychologist (PhD) 83 Registered Nurse (RN) 55 Retail Health Clinics 54 Social Worker (SW) 36 Therapy Assistant 82 Urgent Care Clinic 83 Authorizations Portal Quick Start Guide July

25 It is very important to review all related video training tutorials prior to using the BCBSLA Authorizations application. Please refer to the Training Tutorials section of this guide. Users should also refer to Blue Cross BCBSLA Authorizations Application Professional User Guide or BCBSLA Authorizations Application Facility User Guide, whichever is applicable based on provider type. More information is available in the User Guides section of this guide. Step 1. From within the Authorizations Portal, click on BCBSLA Authorizations to enter the application. If you were not set up for the BCBSLA Authorizations application, you will receive the following error page: Authorizations Portal Quick Start Guide July

26 2. Once you enter the BCBSLA Authorizations application, if you are authorized for only one provider number, it will automatically launch the application. If you are authorized for multiple provider numbers, the Provider Selection page will first display. Click on the Classification/Name/iLinkBLUE ID/NPI you plan to use. This will launch the application for that provider ID. 3. The BCBSLA Authorizations application will display: 4. When completed, close the portal. Click on the X in the top right-hand corner of the BCBSLA Authorizations application window. If you are assigned to multiple provider numbers, when you close the application window, the Provider Selection page will be displayed (see Step 3 of this section). To continue, select another provider or click the Return to Authorizations Portal button. Note: If you are within the application for 20 or more minutes, upon exiting the application, you will be returned to the ilinkblue Login page and must log in to ilinkblue again. This is due to our secure 20-minute timeout feature. Authorizations Portal Quick Start Guide July

27 Behavioral Health Authorizations Application Blue Cross has partnered with New Directions to manage authorizations for our members behavioral health needs, perform all utilization and case management activities, as well as ABA case management. They also engage with our providers to improve quality outcomes. The Behavioral Health Authorizations application is a web-based tool offered by New Directions called the Webpass Portal. It is designed to be an effective and easy-to-use tool for behavioral health facilities to obtain an authorization. This application allows network providers to submit authorizations and provide clinical information 24 hours a day, seven days a week (except during maintenance times). Using this tool to request authorizations allows facilities to seek a higher level of care for patients. It is very important to review all related video training tutorials prior to using the Behavioral Health Authorizations application. Please refer to the Training Tutorials section of this guide. Step 1. From within the Authorizations Portal, click on Behavioral Health Authorizations to enter the application. If you were not set up for the Behavioral Health Authorizations application, you will receive the following error page: Authorizations Portal Quick Start Guide July

28 2. Once you enter the Behavioral Health Authorizations application, if you are authorized for only one provider number, it will automatically launch the application. If you are authorized for multiple provider numbers, the Provider Selection page will first display. Click on the Classification/Name/iLinkBLUE ID/NPI you plan to use. This will launch the application for that provider ID. 3. When completed, close the portal. Click on the X in the top right-hand corner of the Behavioral Health Authorizations application window. If you are assigned to multiple provider numbers, when you close the application window, the Provider Selection page will be displayed (see Step 3 of this section). To continue, select another provider or click the Return to Authorizations Portal button. Note: If you are within the application for 20 or more minutes, upon exiting the application, you will be returned to the ilinkblue Login page and must log in to ilinkblue again. This is due to our secure 20-minute timeout feature. Authorizations Portal Quick Start Guide July

29 Pre-Service Review for Out-of-Area Members Application The Pre-Service Review for Out-of-Area Members application is to research pre-service information for BlueCard (out-of-area) members. It is designed to allow Blue Cross and Blue Shield of Louisiana network providers access to pre-service information offered by other Blue Plans. This application uses the alpha prefix associated with the member s ID number (the first three positions of the member ID) to route you to the member s Blue Plan. Each Blue Plan uses its landing page to communicate its pre-service capabilities, processes and requirements. When the prefix entered is an exception and we are unable to route you to the member s Blue Plan, a detailed explanation will be displayed on the screen. By the same token, when electronic pre-service is offered and successfully submitted, you will receive a message providing you with the Authorization number or a message that clearly advises how the home plan will communicate the final determination back to you. The Pre-Service Review for Out-of-Area Members application is not available for Federal Employee Program (FEP) members. FEP member contracts can be identified by the Member ID containing only one alpha position of R and the remaining positions are numeric. Example: R Step 1. From within the Authorizations Portal, click the Pre-Service Review for Out-of-Area Members button to enter the application. If you were not set up for the Pre-Service Review for Out-of-Area Members application, you will receive the following error page: Authorizations Portal Quick Start Guide July

30 3. Once you enter the Pre-Service Review for Out-of-Area Members application, if you are authorized for only one provider number, it will automatically launch the application. If you are authorized for multiple provider numbers, the Provider Selection page will first display. Click on the Classification/Name/iLinkBLUE ID/NPI you plan to use. This will launch the application for that Provider ID. 4. This will launch the Pre-Service Review for Out-of-Area Members application. Type in the member ID alpha prefix (first three letters of the member s ID number) in the Alpha Prefix field. 5. Click Submit. Authorizations Portal Quick Start Guide July

31 6. You will then receive one of the following messages: 1. When an incorrect alpha prefix is submitted 2. When a valid alpha prefix is submitted, the following message may be displayed before you arrive at the BlueCard member s Blue Plan s website 7. Follow the instructions on the BlueCard member s Blue Plan website. 8. When completed, close the portal. Click on the X in the top right-hand corner of the Pre-Service Review for Out-of-Area Members application window. If you are assigned to multiple provider numbers, when you close the application window, the Provider Selection page will be displayed (see Step 3 of this section). To continue, select another provider or click the Return to Authorizations Portal button. Note: If you are within the application for 20 or more minutes, upon exiting the application, you will be returned to the ilinkblue Login page and must log in to ilinkblue again. This is due to our secure 20-minute timeout feature. Authorizations Portal Quick Start Guide July

32 User Guides One of the features of the Authorizations Portal is the User Guides button. This is where users can access various guides quickly for using applications, the Authorizations Portal and more. We recommend that each user print or save a copy of the guides, as applicable, for reference. Step 1. From within the Authorizations Portal, click on User Guides. 2. The User Guides page will display. Click on the link for each guide to access printable PDFs of the guides. 3. Once you click on the link to a guide, it will open in a separate window. Authorizations Portal Quick Start Guide July

33 4. The PDF toolbar can be used to save, print, page up/down or zoom in/out. Note: In some instances, you must move the mouse pointer around on the screen to display the PDF toolbar. 5. Most user guides can also be accessed from within ilinkblue (without logging into the Authorizations Portal). From within ilinkblue, click the Manuals menu option, then click on Authorizations Portal Guides. Authorizations Portal Quick Start Guide July

34 6. The Authorizations Portal User Guides page will display. You can click on the link for each guide to access printable PDFs of the guides. Authorizations Portal Quick Start Guide July

35 Training Tutorials One of the features within the Authorizations Portal is the Training Tutorials button. This is where users can access training videos and other quick guides to help with using applications, the Authorizations Portal and more. Step 1. Click on Training Tutorials. 2. The Training Tutorials menu will display. Click on the applicable tutorial heading to expand that section. Authorizations Portal Quick Start Guide July

36 3. Once expanded, the tutorials for the heading you selected will display in a new window. Note: BCBSLA Authorizations tutorials are YouTube videos and the Security Setup Tool is an MP4 file. Once opened in a new window, the selected tutorial will begin playing. If you receive an error, contact the area in your organization that supports your technical needs as they (and perhaps your management) need to determine a solution for allowing access to MP4 or YouTube files in order for you to obtain this training. 4. When completed, close the portal. Click on the X in the top right-hand corner of the tutorial window. Click on the next tutorial and continue this process until all tutorials have been viewed. Authorizations Portal Quick Start Guide July

37 5. Authorizations Tutorials can also be accessed from within ilinkblue (without logging into the Authorizations Portal). From within ilinkblue, click the Authorizations and Medical Policy menu option, then click on Authorizations Tutorials. 6. The Authorizations Tutorials page will display. You can click on the link for each tutorial to view them in YouTube or as an MP4, as applicable. Authorizations Portal Quick Start Guide July

38 Authorizations Portal Quick Start Guide Revision History The revision history is included in this guide to provide an overview of changes that have been made when a newer version of the guide is published in ilinkblue. The revision history is intended to provide a snapshot description of the change(s) along with the date the revision was made (internally) along with the department responsible for the revision. Revision Description Approved Date Department Manual creation. 10/2015 EDI Revision Added error information for when user does not have access to an application. Removed language about cookies and URL requirements. Removed Milliman CBT language. Added Behavioral Health Authorizations application information. 11/2015 EDI V1 03/2016 EDI V1a 06/2016 EDI V1b Based on Security Setup Tool upgrade, manual format and full content changes made. 09/2016 NAD Prov. Comm. 17ED /16 Authorizations Portal Quick Start Guide July

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