Document Exchange Guide April 2017 Independence Blue Cross offers products through its subsidiaries Independence Hospital Indemnity Plan, Keystone Health Plan East, and QCC Insurance Company, and with Highmark Blue Shield independent Page 1 of licensees 12 of the Blue Cross and Blue Shield Association.
Document Exchange allows Independence Blue Cross (Independence) to send providers health plan-specific documents securely through the NaviNet web portal. Currently, Independence Document Exchange permits providers to preview, view, and download documents from Independence. Document Exchange offers two unique Document Types: Practice Documents: Documents relevant to the practice or facility. Patient Clinical Documents: Member-specific documents relevant to a specific practitioner. At this time, Independence supports Practice Documents only. Practice Documents offers five distinct Document Categories: Financial Report Patient Roster Report Patient Transition Report Pharmacy Report Program Enrollment Report Important notes Document Exchange Practice Documents feature is automatically deployed to all end users; however, your designated NaviNet Security Officer must enable plan-specific permissions in order to view and access a Document Type and Document Category. Your NaviNet Security Officer controls access to Document Exchange for himself or herself as well as all individuals associated with your NaviNet office. Your NaviNet Security Officer controls access to Document Exchange, Document Types, and supported Document Categories for all individuals associated with your NaviNet office. Once provided access to a specific Document Type and one or more Document Categories, you will be required to attest to which billing entities you support. Document Exchange is not available to billing agencies and third-party administrators. Documents published through Document Exchange have a predefined life cycle. When a document reaches its expiration date, the document is removed from view. The life cycle of an individual document may vary. For the short term, notifications that new documents are available will be promoted through Independence NaviNet Plan Central and/or Partners in Health Update SM. Page 2 of 12
Enabling Document Exchange Before a user can access Document Exchange, his or her designated NaviNet Security Officer must enable the appropriate permissions for that user. NaviNet Security Officers can follow these steps to enable Document Exchange: Step 1: On the NaviNet toolbar, select Administration and then Manage User Permissions. Step 2: On the User Search screen, enter the associate s last name and first name or their NaviNet username and select Search. Select the user whose permissions you would like to change by selecting the radio button to the left of the person s name. Then, select Edit Access. Page 3 of 12
Step 3: On the Transaction Management for User screen, select NaviNet in the Plans drop-down menu and Document Exchange in the Groups drop-down menu. Step 4: Confirm permissions for the below highlighted functions for Practice Document Type (Note: Independence does not currently support Patient Clinical Document Types): Practice Document Respond: Allows users to respond back to the health plan. Note: This functionality is not currently available for Independence. Practice Document Viewer: Allows users to view documents as line items upon accessing Document Exchange. Practice Document Download: Allows users to download documents to their computer. Practice Document Preview: Allows users to launch and view the documents through the NaviNet interface. Note: If you choose to disable a specific permission for the selected associate on this screen, the associate will not be able to access the feature for any health plan under Document Exchange (for example, if Practice Document Viewer is disabled, the identified associate will not be able to view any published Practice Documents through Document Exchange). Page 4 of 12
Step 5: Select Independence from the Plans drop-down menu and Document Exchange Categories from the Groups drop-down menu. Step 6: Select Enable for the Practice Document categories you would like to be available to this user for Independence. Document Exchange attestation All NaviNet users are required to attest their supported Billing Entities upon their first time accessing Document Exchange. Please note that by selecting these Billing Entities, you are attesting that you are authorized to access the Protected Health Information for the patients of the entities that you have selected. Note: Independence does not currently support Patient Clinical Documents, so you will not need to select the Providers tab or individual practitioners. Page 5 of 12
The following steps outline the process for completing the attestation. Step 1: Upon entering Document Exchange, select the Billing Entities tab to view a list of tax ID numbers tied to the Billing Entities associated with your NaviNet office. Step 2: Review your supported tax ID numbers tied to the Billing Entities using the following steps: Place the cursor over View Addresses, then select to view a list of addresses for a tax ID number. Page 6 of 12
Select the in the top right corner when you are done viewing the list of addresses. Select the next to a Billing Entity to view all of the Billable NPIs for the entity. Page 7 of 12
Select the top row for a Billing Entity tax ID number to select all rows for that entity. Select an individual NPI row to select a single row. Check Select All to select all rows for all tax ID numbers tied to the Billing Entities associated with your organization. Page 8 of 12
To find a Billing Entity in the list quickly, type the entity s tax ID number in the Search box. Step 3: When you are done selecting the Billing Entities you support, read the attestation statement for important information, and then select Save Changes. Note: When you select Save Changes, you are attesting that you are authorized to access the Protected Health Information for the patients of the entities that you have selected. Page 9 of 12
Accessing, navigating, and reviewing Document Exchange Users may access Document Exchange once the transaction permissions have been established and the attestation process has been completed. Step 1: Select Practice Documents from the Workflows menu. The Practice Documents screen shows a list of documents available to you. Unread documents are indicated by a shaded blue bar and bold text. Select a Practice Document row to open that document in the Practice Documents Viewer. Page 10 of 12
You can also select multiple documents from the list and then select View to open the selected documents in the Practice Documents Viewer. You can print the document list, filter the list, or change the sort order. Page 11 of 12
Downloading and viewing Practice Documents When you select one or more of the Practice Documents for viewing, they are displayed in the Practice Documents Viewer. By default, the Practice Documents Viewer displays the first document you selected on the right side of the screen. The left side of the screen displays a summary for the current document. The summary includes the date the document was received (e.g., posted by Independence) and the date the document will expire (e.g., removed from view by Independence). The left screen display also allows you to open other documents you have chosen by selecting a document in the Documents list. The toolbar at the top of the viewer allows you to toggle to a full screen view, mark the current document as unread, or download the document to your computer. Select the at the right of the toolbar to close the Practice Documents Viewer and return to the Practice Documents screen. If you do not see the Download options in the Practice Document Viewer toolbar, contact your NaviNet Security Officer. Your individual permission settings may need to be reviewed. If you have questions about Document Exchange, call the ebusiness Hotline at 215-640-7410. NaviNet is a registered trademark of NaviNet, Inc., an independent company. Page 12 of 12