User Guide for the CORE Certification Application Portal

Transcription

1 User Guide for the CORE Certification Application Portal

2 Table of Contents Introduction... 3 Section I: Registration Walkthrough... 3 Entity Details... 4 Primary Contact Details... 4 C-Level Contacts... 4 Credentials... 4 Section II: CORE Certification Application Portal... 5 Login... 5 Orientation & Navigation... 5 Help... 7 Section III: CORE Certification Pledge... 7 Section IV: CORE HIPAA Attestation... 8 Section V: CORE Seal Application... 9 CORE Certification Fee Approval of CORE Certification CORE Certification Application Portal User Guide Page 2 of 10

3 Introduction The CORE Certification Application Portal allows entities to submit the CORE Pledge, CORE HIPAA Attestation, and CORE Seal Application, and CORE Certification Fee either electronically or via paper/post. The portal also tracks an entity s progress through CORE Certification and provides real-time updates on the status of your forms and application. This User Guide is to be used in connection with the CORE Certification Application Portal. It is meant to serve as an instruction document for the design and general utility of the online forms management system and is not a step-bystep guide. The CORE Certification Application Portal is to be used by entities seeking Phase I, Phase II, Phase III, and/or Phase IV CORE Certification. Section I: Registration Walkthrough Prior to accessing the CORE Certification Application Portal, entities must register and create an account with CAQH CORE. You can access the registration page by clicking HERE. Screenshot #A below is the actual registration screen you will encounter during the registration process. The required fields are highlighted with a blue asterisk (*). Screenshot #A CORE Certification Application Portal User Guide Page 3 of 10

4 Entity Details In this section, you must enter details about your organization including: Entity Name, Entity Type, Product/Version (if applicable), and Address. Entity Name: Enter the name of the entity that is seeking CORE Certification. Entity Type: Check the appropriate stakeholder type for the entity seeking CORE Certification. Product Name: Enter the name of the product, solution, or service for which the entity is seeking to become CORE-certified. This field applies to Clearinghouses and Vendors only. Version: Enter the version #, if applicable, of the product or solution that is to become CORE-certified. This field applies to Clearinghouses and Vendors only. Address: Enter the address of the entity s headquarters. Primary Contact Details In this section, you must enter the name and contact information for the person in your organization designated as the primary contact for the CORE Certification process including: Name, Title, Address, Phone # s, and Fax #. The primary contact will be able to track and receive communication updates regarding the status of your organization s CORE Certification Forms. Please ensure that s from CORE.Certfication@caqh.org are not blocked by your systems security filters. Name: Enter the first and last name of the designated contact person within your organization Title: Enter the title of the primary contact person. Address: Enter the address of the primary contact person. Phone # (Work): Enter the primary contact person s work #. Fax: Enter the fax # for the primary contact person. Cell: If applicable, enter the cell # for the primary contact person. Authorized Representatives The CORE Pledge and HIPAA Attestation Forms must be signed by an authorized representative within your organization. Typically, this authorized representative is a C-Level executive. In this section, you must enter contact information for these authorized representative(s) including: Name, Title, and Address. When your organization is ready to complete and sign the CORE Pledge and HIPAA Attestation Forms, the selected authorized representative will receive an with directions and a link to the associated form to e-sign. Please ensure that s from are not blocked by your systems security filters. NOTE: A minimum entry of one authorized representative is required, but details for up to three may be entered. Name: Enter the first and last name of the designated authorized representative from your organization. Title: Enter the title of the designated authorized representative from your organization. Address: Enter the address of the designated authorized representative from your organization. Credentials In this section, you will have to enter the username and password you would like to use to log into the CORE Certification Application Portal. Usernames and Passwords must be each at least six characters long and may not contain dollar signs ($) or spaces. Please note that both Username and Passwords are case sensitive. If you forget your Username and Password, you will be able to reset it/them, provided you have access to the primary contact address specified above. Username: Enter a username you would like to use to access the CORE Certification Application Portal. Password: Select a password that you can remember to authenticate your Username to access the CORE Certification Application Portal. CORE Certification Application Portal User Guide Page 4 of 10

5 Section II: CORE Certification Application Portal Login After completing the registration form, you can access the CORE Certification Portal by clicking HERE. The CORE Certification Application Portal will allow you to submit, manage, and track the status of forms required for CORE Certification across Phases I, II, III, & IV. Screenshot #B below is the landing page to the CORE Certification Application Portal. To access your organization s account, click the button labeled Click Here to Log In as highlighted on Screenshot #B. Screenshot #B Orientation & Navigation After you log into the CORE Certification Application Portal, the portal will populate with information about your organization and provide you with status information as to where each form is in the CORE Certification process. Screenshot #C below provides an example of what an entity s CORE Certification Application Portal might look at upon initial login. CORE Certification Application Portal User Guide Page 5 of 10

6 Screenshot #C As you progress through the CORE Certification process and complete each form you will receive real-time status updates as forms are submitted, signed, and approved via and through the CORE Certification Application Portal. Additionally, if CAQH CORE has a question or requires more information on a particular form, communication will occur in the Notes/Comments section of the CORE Certification Application Portal. To view updates while you are in the CORE Certification Application Portal, click the Refresh Button as shown on Screenshot #D. NOTE: Do not click the refresh button on your browser, as this will log you out of the CORE Certification Application Portal. Screenshot #D To open a form, click the icon in the Launch section of the CORE Certification Application Portal under the Phase and across the associated form which you are seeking to complete. NOTE: You may have to disable your browsers popup blocker in order to launch the forms. CORE Certification Application Portal User Guide Page 6 of 10

7 Help If you need any direction with navigation, next steps, or form requirements click on the icon which is located throughout the CORE Certification Application Portal. A pop-up window will appear which will provide you with guidance and detailed instructions. Additionally, if you require further assistance with the CORE Certification Portal and/or completion of the CORE Certification forms feel free contact CAQH CORE at CORE.Certification@caqh.org. Section III: CORE Certification Pledge The CORE Pledge is the first form to submit when completing CORE Certification. The intent of the CORE Pledge is to formally communicate your organization s commitment to pursue CORE Certification. To open the CORE Pledge, click the Launch icon located on the row labelled CORE Pledge for the Phase your organization is seeking CORE Certification. Screenshot #E provides an example of a CORE Pledge. NOTE: Your organization will have to complete a CORE Pledge for each Phase(s) of CORE Certification that your organization is seeking to be CORE-certified. To submit and fully execute the CORE Pledge, there are four components that need to be completed, these components are outlined in Screenshot #E: #1: The first step is to click the Select Authorized Representative, and select the authorized representative designated to sign the CORE Pledge on behalf of your organization. This button is located on the first signature page of the CORE Pledge for each Phase. Once the authorized representative is selected, this representative will receive an titled CAQH CORE Pledge requires your attention with instructions on how to sign and submit the CORE Pledge. #2: The authorized representative must electronically sign their initials in all locations with initial boxes. #3: The authorized representative must press the button Click Here to Sign to electronically sign the CORE Pledge. Once the form is signed, the form will automatically add a date/time stamp and submit to CAQH CORE. #4: After the CORE Pledge is received by CAQH CORE, the form will be routed to CAQH s Executive Director for countersigning. Once the CORE Pledge is fully executed, you will receive notification that form has been approved. Screenshot #E CORE Certification Application Portal User Guide Page 7 of 10

8 Section IV: CORE HIPAA Attestation The CORE HIPAA Attestation communicates that your organization is compliant with applicable HIPAA provisions for the standards and operating rules for the Phase(s) of certification your organization seeking to be CORE-certified. To open the CORE HIPAA Attestation, click the Launch icon located on the row labeled CORE HIPAA Attestation for the Phase your organization is seeking CORE Certification. Screenshot #F provides an example of a CORE HIPAA Attestation. NOTE: Your organization will have to complete a CORE HIPAA Attestation for each Phase(s) of CORE Certification that your organization is seeking to be CORE-certified. To submit the CORE HIPAA Attestation, there are two components that need to be completed, these components are outlined in Screenshot #F: #1: The first step is to click the Select Authorized Representative, and select the authorized representative designated to sign the CORE HIPAA Attestation on behalf of your organization. This button is located on the last page of the CORE HPAA Attestation for each Phase. Once the authorized representative is selected, this representative will receive an with instructions on how to sign and submit the CORE HIPAA Attestation. #2: The authorized representative must press the button Click Here to Sign to electronically sign the CORE HIPAA Attestation. Once the form is signed, the form will automatically add a date/time stamp. The authorized representative must then click the Submit button to complete the form, which will then send to CAQH CORE for approval. Screenshot #F # # CORE Certification Application Portal User Guide Page 8 of 10

9 Section V: CORE Seal Application The CORE Seal Application communicates that your organization has completed CORE Certification Testing is ready to apply for the CORE Certification Seal. To open the CORE Seal Application, click the Launch icon located on the row labeled CORE Seal Application for the Phase your organization is seeking CORE Certification. Screenshot #G provides an example of a CORE Seal Application. NOTE: Your organization will have to complete a CORE Seal Application for each Phase(s) of CORE Certification that your organization is seeking to be CORE-certified. To submit the CORE HIPAA Attestation, there are four components that need to be verified/completed, these components are outlined in Screenshot #G #1: The first step is to verify that the contact information auto-filled on the CORE Seal Application is correct. The contact information is populated from information collected at the time of registration. If you need to edit the contact information, click on the data field that needs to be revised and type in your adjustment. #2: The second step is to identify your CORE Certification Fee, by selecting the annual revenue checkbox for your organization s stakeholder type. #3: The third step is to select a payment options. Your organization has the option to submit payment via E-pay or mail a check to CAQH CORE payable to CAQH. #4: The last step is submitting the CORE Seal Application. Once you have completed and verified all components of the CORE Seal Application, click the Submit button. Clicking this button will auto-populate your credentials in the highlighted box and submit the form to CAQH CORE for approval. NOTE: Per the CAQH CORE Certification Policies, CAQH CORE has 30 business days to review and process the application. Each application undergoes a multi-tier review process, including reviews from CAQH CORE technical and leadership staff. During the review process, CAQH CORE may ask for more information or clarification on questions from organizations. Screenshot #G CORE Certification Application Portal User Guide Page 9 of 10

10 CORE Certification Fee CAQH CORE charges a one-time fee, per phase, for the CORE Certification Seal. Click the E-Pay button submit payment via credit card or click Check for instructions on how to submit payment via paper check. NOTE: If you are pursuing multiple phases of CORE Certification simultaneously, you do not have to submit separate payments for each phase, the payment can be paid in a lump sum. Screenshot #H provides instruction on where to click for payment information. Screenshot #H Approval of CORE Certification After CAQH CORE has received all required documentation and completed its review of your CORE Seal Application, CAQH CORE will notify you via and through the CORE Certification Application Portal when your application is approved. Screenshot #I provide an example of an organization who has been approved for Phase I CORE Certification. CAQH CORE will communicate real-time application status via the CORE Certification Portal, if you have any questions throughout the CORE Certification Process, feel free to contact CORE at core.certification@caqh.org Screenshot #I CORE Certification Application Portal User Guide Page 10 of 10