RCPA - Rehabilitation and Community Providers Association


OMAP to Send New PROMISe IDs
January 12, 2004

The state continues to make changes to its new management information system, the Provider Reimbursement and Operations Management Information System (PROMISe). The new system will be used for electronic billing for the Office of Medical Assistance Programs (OMAP), Office of Mental Health and Substance Abuse Services (OMHSAS), Office of Mental Retardation (OMR), Office of Social Programs (OSP), and the Departments of Aging, Health, and Education.

PCPA, through recent meetings with EDS (the contractor developing PROMISe) and other state officials has identified several issues that are important for members. This information will be shared in a series of Infos about PROMISe.

Consolidation of MA ID Numbers
Changes are being made by Department of Public Welfare staff to correct contact information for providers enrolled in Medical Assistance. As these changes are being made, notifications are sent to providers who are strongly urged to pay attention to these notifications to make sure that the information is correct. If the contact information is currently incorrect in Medical Assistance Management Information System (MAMIS), or if updated information is incorrect, it will be incorrect in the Provider Reimbursement and Operations Management Information System (PROMISe). For example: Currently providers are registered with contact people listed as Jane Doe; Jane P. Doe; Doe, Jane; J. P. Doe; etc. The new PROMISe system requires that all names are in the same format, therefore any provider information that does not comply with the new format is being changed. Depending on the type of mistake, it is possible that billing and payment problems could ensue. For those providers who have already registered for ePEAP (electronic Provider Enrollment Automation Program - www.dpw.state.pa.us/omap/provinf/omapepeap.asp), verification that such information is correct may be done by logging on to the ePEAP system. Providers who are not registered for ePEAP will be able to verify this information when they receive their crosswalk letters. These members may also verify their contact information on any recent Provider Notices of Information (PNIF).

MA Provider ID Number Revision
The new PROMISe provider ID numbers will be based on the legal entity, or tax identity. Therefore an agency with numerous ID numbers (typically those providers who have had their MA ID number for a long time) will have new numbers assigned to them. Providers with multiple locations will all have the same ID number with differing location codes. The new PROMISe system will not accept the old MAID numbers. Letters cross-walking provider numbers, showing the old ID number and identifying the new number, will be sent out between the weeks of January 12 - January 30 to all current providers and all providers who were had operated during the previous 24 months. Providers with multiple locations and/or provider types can expect to receive one letter for each location and provider type, therefore multiple letters will be received. THEY ARE NOT DUPLICATES! If providers have not received all appropriate crosswalks by January 30, contact the appropriate provider inquiry line (see below). A sample copy of the materials (Sample Crosswalk Letter and Sample Address Correction Form) that will be mailed from OMAP are available from the links above.

Use of Local Codes
A draft crosswalk of local Medical Assistance procedure codes to standard codes is available on the OMAP web site at www.dpw.state.pa.us/omap/hipaa/hipaalocalcodes.asp. PCPA has learned that some providers have modified their billing systems to include the codes as listed on the draft crosswalk. Please note that the crosswalk is still in draft form, therefore providers who wish to use the draft do so at their own risk as the codes are still subject to change. The use of local codes for Medical Assistance has been extended to coincide with the implementation of PROMISe (scheduled for March 1).

Provider Inquiry Lines
All OMAP provider inquiry numbers remain the same.

Practitioner Unit 800-537-8862
Pharmacy Unit 800-932-0938
Ancillary Unit 800-537-8861
Inpatient Unit 800-822-2901
Long Term Care 800-932-0939

Contact Rebecca May Cole with any questions relating to PROMISe.

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