BULLETIN BOARD SCREENS for HIPAA (BBS) UPDATED JULY 22, Once connected, the first screen displays the node number that you are connected to.

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1 BULLETIN BOARD SCREENS for HIPAA (BBS) UPDATED JULY 22, 2010 The following provides information and screen instructions on: 1. Transmitting 837 Transactions 2. TA1 Acknowledgement Retrievals Acknowledgement Retrievals 4. NCPDP Response Acknowledgement Retrievals To access the Bulletin Board Screens: - Login Screen: The correct number to access the HIPAA Bulletin Board is Once connected, the first screen displays the node number that you are connected to. Enter Your Trading Partner ID: This is your seven-digit NJ Medicaid SUBMITTER ID for 837 HIPAA and NCPDP 1.1 files. Enter Your Password: This is the password you received in the mail after submitting your HIPAA Certification and EDI Agreement. If you are not certified to transmit HIPAA data, you will not be allowed to access our dialup system. (This should not to be confused with the password received from the Webmaster with your provider ID to access secure areas of the website. ) You may change your password at any time using the NJMMIS WEBSITE ONLY. Connect to the NJMMIS Website ( click on the HIPAA Claims link (located on the left side of the screen in blue area), enter USERNAME and Password and click SUBMIT. Located on the left side (in the blue area) scroll to the bottom and click on CHANGE PASSWORD function. If you change your password, it must be a minimum of four characters and it will be updated in the nightly processing for use on the BBS the following day. If for some reason you need to change it immediately for use on the BBS, you must contact the EDI Department at

2 1. TRANSMITTING YOUR EDI FILES TO MOLINA MEDICAID SOLUTIONS (1) TRADING PARTNER MAIN MENU SCREEN: Once you enter your Trading Partner ID and password carefully, the Trading Partner Main Menu screen is presented. Transmission Submission: Choose option "A" from the Trading Partner Main Menu to send your 837 files. 2

3 TRANSMITTING EDI FILES TO MOLINA MEDICAID SOLUTIONS (2) The menu screen then displays the type of transmissions that are accepted by the NJMMIS System. Please select the Letter associated with the type of submission you wish to submit. NOTE: ONLY ONE TRANSACTION TYPE PER TRANSMISSION IS PERMITTED. TRANSMITTING YOUR EDI FILES TO MOLINA MEDICAID SOLUTIONS (3) Once you select the option for the transaction type you want to send, you will be presented with a selection of transfer protocols that are available to you. Molina Medicaid Solutions recommends Z modem. 3

4 TRANSMITTING YOUR EDI FILES TO MOLINA MEDICAID SOLUTIONS (4) Once you select your transfer protocol, you will be presented with a screen to inform Molina Medicaid Solutions if the file you are sending is compressed or not. For faster transmission time we recommend using compressed files. You may also send multiple files of the same type as long as they are compressed into one file. TRANSMITTING YOUR EDI FILES TO MOLINA MEDICAID SOLUTIONS (5) After selecting the proper compression type, you are ready to initiate your upload. A screen will appear with the following message:.. Waiting to receive your transmission... Initiate File Upload Now... At this point, select the file you wish to transmit to Molina Medicaid Solutions. The file should begin with an alpha character, followed by the submitter ID, followed by the file extension.dat or.zip. Example: A dat 4

5 2. TA1 ACKNOWLEDGEMENT RETRIEVAL (1) INSTITUTIONAL, DENTAL, PROFESSIONAL, NCPDP After the NJMMIS System receives your file, a TA1 acknowledgment is created. This is your receipt acknowledging Molina Medicaid Solutions has received the file. The following screen will appear enabling you to save the TA1 in your system. Once the download for the TA1 is completed, you will be returned to the Trading Partner Main Menu. NOTE: Since the TA1 acknowledgement is always called the same "TA1.txt" or "TA1.Zip" for compressed files, it is a good idea to move or rename this file to avoid conflicts with future TA1s. In some cases, if the TA1 file exists in your download folder, this download will abort. 5

6 ACKNOWLEDGEMENT RETRIEVAL: (1) INSTITUTIONAL, DENTAL, PROFESSIONAL From the Trading Partner Main Menu select option B - Transmission Retrieval. The following screen will appear: 997 ACKNOWLEDGEMENT TRANSMISSION RETRIEVAL (2): INSTITUTIONAL, DENTAL, PROFESSIONAL You will be presented with the following options: A Option A TA1 Acknowledgement B Option B: 997 Acknowledgements Select OPTION B to retrieve 997 Acknowledgement for Institutional, Dental or Professional files. 6

7 997 ACKNOWLEDGEMENT TRANSMISSION RETRIEVAL: (3) OPTION A: All available acknowledgements for the last two weeks are maintained on the system and will be downloaded when this option is chosen. No further information is needed. OPTION B: Acknowledgements with a specific date. This will be the date the original transmission was sent to the NJMMIS System. You will be prompted for the date you are requesting in YYMMDD format. OPTION C: Acknowledgements with a specific ISA Control Number of the original transmission. NOTE: ISA Control Numbers should never be duplicated. We also recommend the ISA13 and GS06 be the same number in order to properly match the original file sent with the proper 997. OPTION G: Quit or return to the Main Menu 7

8 997 ACKNOWLEDGEMENT TRANSMISSION RETRIEVAL: (4) INSTITUTIONAL, DENTAL, PROFESSIONAL Once you enter the date and control number(s) as requested, the process will continue with the following screen asking for the transfer protocol to be used. We recommend Z modem of the transfer protocols available. 997 ACKNOWLEDGEMENT TRANSMISSION RETRIEVAL: (5) The following screen will ask whether or not you want your acknowledgement files compressed. This screen will be skipped and the default compression used will be compressed or zipped. If you are requesting multiple files, you need to pick option "B- compressed or zipped". Molina Medicaid Solutions always recommends option "B" for faster transmission time. 8

9 997 ACKNOWLEDGEMENT TRANSMISSION RETRIEVAL (6): Here we are looking for your requested file(s), Molina Medicaid Solutions will attempt 6 times, and, if files are not found, you will be returned to the Trading Partner Main Menu. Please try back later. If more than 6 hours has elapsed and there is still no 997 available, please contact the EDI Department at ACKNOWLEDGEMENT TRANSMISSION RETRIEVAL (7): These screens will appear when the transfer that you have requested is ready. At this point you should save your 997 Acknowledgement to your system. After the 997 Acknowledgement has been saved to your system, you will be returned to the Main Menu. NOTE: Please take note of the directory to which the file is being saved or downloaded. If you are not sure, you should contact your software vendor and set up a directory or folder. 9

10 If ONLY this screen appears, it is suggested to contact your software to initiate a manual transfer. 10

11 4. NCPDP RESPONSE ACKNOWLEDGEMENT TRANSMISSION RETRIEVAL: (1) Pharmacy (NCPDP) From the Trading Partner Main Menu select option B - Transmission Retrieval. The following screen will appear: 11

12 NCPDP ACKNOWLEDGEMENT TRANSMISSION RETRIEVAL: (2) Pharmacy (NCPDP V1.1) You will be presented with the following options: A Option A: TA1 Acknowledgement B Option B: 997 Acknowledgements C Option C: NCPDP Error Acknowledgement D Option D: NCPDP Response OPTION C: NCPDP Error Acknowledgement corresponds to the immediate response generated after editing for the integrity of the batch file. An empty file will be sent if the transaction file passes the batch integrity edits immediately after receiving your batch transactions. If the file contains a header and a trailer, it will describe the transaction being rejected and the reason for the rejection. This must be corrected and resubmitted if it is to be processed for payment. These files are kept for a two week period or until it is retrieved by the sender (which ever comes first.) OPTION D: Response will be available 3-4 hours after the transmission is received. The response will contain a transaction header, a transaction detail response record for every claim and one transaction trailer record. Each transaction detail data response record will contain a valid formatted NCPDP response with the Transaction Reference Number (TRN) from the original request. Since the NCPDP transactions do not follow X12 standards, Molina Medicaid Solutions will require the corresponding information in order to create a request according to the transaction type. 12

13 NCPDP ACKNOWLEDGEMENT TRANSMISSION RETRIEVAL: (3) Pharmacy (NCPDP V1.1) OPTION A: All available acknowledgements for the last two weeks are maintained on the system and will be downloaded when this option is chosen. No further information is needed. OPTION B: Acknowledgements with a specific date. This will be the date the original transmission was sent to the NJMMIS System. You will be prompted for the date you are requesting in YYMMDD format. OPTION C: NCPDP Response Acknowledgement with a specific BATCH Control Number (should be the ISA NINE-DIGIT Number) of the original transmission. NOTE: Batch Control Numbers should never be duplicated. OPTION G: Quit or return to the Main Menu NOTE: If you want a specific transaction, you can pick any of the two options, but if you are requesting multiple files, you need to pick option "B- compressed or zipped". We always recommend option "B" for faster transmission time. 13

14 NCPDP RESPONSE ACKNOWLEDGEMENT TRANSMISSION RETRIEVAL: (4) Pharmacy (NCPDP V1.1) Once you enter the date and control numbers as requested, the process will continue with the following screen asking for the transfer protocol to be used. We recommend Z modem out of the transfer protocols available. NCPDP RESPONSE ACKNOWLEDGEMENT TRANSMISSION RETRIEVAL: (5) Pharmacy (NCPDP V1.1) The following screen will ask where or not you want your acknowledgement files compressed. If you are requesting multiple files, you need to pick option "B- compressed or zipped". Molina Medicaid Solutions always recommends option "B" for faster transmission time. 14

15 NCPDP RESPONSE ACKNOWLEDGEMENT TRANSMISSION RETRIEVAL: (6) Pharmacy (NCPDP V1.1) Here we are looking for your requested file(s). Molina Medicaid Solutions will attempt 6 times and, if files are not found, you will be returned to the Trading Partner Main Menu. Please try back later. If more than 6 hours has elapsed and there is still no NCPDP RESPONSE ACKNOWLEDGEMENT, please contact the EMC Department at NCPDP RESPONSE ACKNOWLEDGEMENT TRANSMISSION RETRIEVAL: (7) Pharmacy (NCPDP V1.1) These screens will appear when the transfer that you have requested is ready. At this point you should save your NCPDP RESPONSE Acknowledgement to your system. After the NCPDP RESPONSE Acknowledgement has been saved to your system, you will be returned to the Main Menu. 15

16 If ONLY this screen appears, it is suggested you contact your software to initiate a manual transfer. 16