NCTracks
Disproportionate Share Hospital Data FAQs
This page includes a list of answers to frequently asked questions (FAQs) regarding Disproportionate Share Hospital data used for federal reporting.
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1. If we have EDI, Electronic Data Interchange do we use the same password?
Yes, use the the same NCID and password used for the NCTracks Provider Portal.
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2. Is an authorization required like when we get approval letter from NC Medicaid?
No.
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3. Do we submit the same information when requesting data and in the same format we normally request it?
Eligibility verification files should be submitted through the X12 270 format, For information on how to format these files, refer to the 5010 ASC X12 TR3 National Standard Guidelines.
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4. Do we need an NPI/NCID to access NCTracks?
Yes.
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5. Does NCTracks have the ability to search by name or social?
Yes, to access search criteria please refer to the 270/271 Companion Guide located here, https://www.nctracks.nc.gov/content/public/providers/provider-trading-partners.html
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6. Is there a guide that specifically describes how consultants get set up to the portal?
Yes, the NCTracks Trading Partner Connectivity Guide, located here https://www.nctracks.nc.gov/content/public/providers/provider-trading-partners.html.
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7. What is the data format for the DSH Eligibility submission files?
Eligibility verification files should be submitted through the X12 270 format, For information on how to format these files, refer to the 5010 ASC X12 TR3 National Standard Guidelines.
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8. What is the turnaround time for data requests?
If a batch transaction is received before 9:00 PM on any day it will be responded to by 7:00 AM the next following business day. If a batch transaction is received after 9:00 PM on any day it should be responded to by 7:00 AM the second business day.
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9. What is the process for requesting PS&R reports?
Hospitals will receive PS&R data from NCTracks by submitting a CSRA PS&R Detailed Report Request Form located under the heading Provider Forms on Provider Policies, Manuals, Guidelines and Forms page of the NCTracks provider portal. The form includes information regarding the cost of the report. Please visit the NCTracks Provider Portal located here: https://www.nctracks.nc.gov/content/public/providers/provider-manuals.html.
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10. Can you confirm how far back eligibility goes? Many providers need to reverify data for reopening's and appeals that could be for cost reports 10 years old.
Eligibility goes back 3 years, and claims 5 years.
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11. What is the matching criteria for the NC Medicaid to determine a match is found in the Medicaid Database?
To access search criteria please refer to the 270/271 Companion Guide located here: https://www.nctracks.nc.gov/content/public/providers/provider-trading-partners.html
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12. What is the file size limit that can be submitted?
There is no limit.
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13. Where can I find the Recipient Eligibility Verification Participant User Guide?
The CBT course “RCP 131 Viewing Recipient Information Eligibility Providers” shows how to use the Verify Eligibility Batch option on the secure Provider Portal. Providers can register for this course in SkillPort, the NCTracks Learning Management System. Logon to the secure NCTracks Provider Portal and click Provider Training to access SkillPort. Open the folder labeled Provider Computer-Based Training (CBT) and Instructor Led Training (ILT). The course can be found under the topic Recipient in the sub-folder labeled CBTs. Refer to the Provider Training page of the public Provider Portal for specific instructions on how to use SkillPort. The Provider Training page also includes a quick reference regarding Java, which is required for the use of SkillPort. Please note: The Recipient Eligibility Verification Participant User Guide is ONLY used for small batch of 25 member eligibility verifications at a time. For large batches (more than 25 members) of eligibility verifications, providers should use the 270/271 Companion Guide located here: https://www.nctracks.nc.gov/content/public/providers/provider-trading-partners.html.
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14. 2 weeks is an aggressive turnaround to transitionto a new process. Consultants need time to realign internal processes to handle data and analysis which could materially impact delivery to providers.
The NCTracks process has been tested and does meet the standards for Medicare DSH. Therefore, providers are required to use the NCTracks process. NCTracks verifications are conducted using the EDI 270/271 and the PS&R claims data requests. This process has been available to hospitals and their representatives since July 1, 2017. Hospital providers and their representatives are encouraged to access published user guides to assist with this process.
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15. TPR worked closely with DHB during their transition from HP to assist with identifying data anomalies and coding updates. TPR recommends being able to continue to work with/purchase data from the business intelligence office for a period of time while this new process is tested by providers/consultants/auditors while ensuring there is an alternative tested process to address current critical analysis needs.
The NCTracks process has been tested and does meet the standards for Medicare DSH. Therefore, providers are required to use the NCTracks process. NCTracks verifications are conducted using the EDI 270/271 and the PS&R claims data requests. This process has been available to hospitals and their representatives since July 1, 2017. Hospital providers and their representatives are encouraged to access published user guides to assist with this process.
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16. Is it possible to retain the text submission format for batch data requests similar to how DHB accepts?
X12 data is returned in the 271 X12 Format, not on an Excel spreadsheet.
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17. Auditors typically need/prefer a spreadsheet of data to perform their audits.
X12 data is returned in the 271 X12 Format, not on an Excel spreadsheet.
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18. Is it clear yet if NC is doing away with the batch eligibility verification files and moving to an EDI 270/271 based system?
The NCTracks process has been tested and does meet the standards for Medicare DSH. Therefore, providers are required to use the NCTracks process. NCTracks verifications are conducted using the EDI 270/271 and the PS&R claims data requests. This process has been available to hospitals and their representatives since July 1, 2017. Hospital providers and their representatives are encouraged to access published user guides to assist with this process.
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19. Will providers still be required to submit the Third Party Consultant Authorization letter to N.C. Medicaid?
Hospitals or their designated representative should no longer manually submit Medicare DSH eligibility verification and claims data requests to the N.C. Medicaid program.