VMIP
Virginia DMAS Training
Virginia Medicaid EHR Incentive Program (VMIP)
Commonwealth of Virginia
Department of Medical Assistance Services
Eligible Professional (EP) Training
Enrollment Year 1 – Adopt, Implement, or Upgrade (AIU)
March 19, 2013
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 1 of 65
3/29/2013
VMIP
Virginia DMAS Training
Table of Contents
1
2
Purpose and Scope .............................................................................................................................. 5
1.1
Purpose .................................................................................................................................. 5
1.2
Scope ..................................................................................................................................... 5
1.3
Approach ................................................................................................................................ 5
Eligible Professional – Enrollment Year 1 – Adopt, Implement or Upgrade .................................. 6
2.1
Getting Started ....................................................................................................................... 6
2.1.1
Log In First Time........................................................................................................... 6
2.1.2
Registration .................................................................................................................. 7
2.1.3
Log In After Registration ............................................................................................... 8
2.1.4
Welcome ....................................................................................................................... 9
2.1.5
Change Password ...................................................................................................... 10
2.1.6
Logout ......................................................................................................................... 10
2.2
Home .................................................................................................................................... 11
2.3
Enrollment Year 1 for Adopt, Implement or Upgrade ........................................................... 12
2.3.1
Enrollment Home ........................................................................................................ 12
2.3.2
Enrollment Step 1 – Provider Registration Verification .............................................. 15
2.3.3
Enrollment Step 2 – Medicaid Patient Volume Determination ................................... 29
2.3.4
Enrollment Step 3 – AIU Certified EHR Software....................................................... 36
2.3.5
Enrollment Step 4 – EHR Payment Determination .................................................... 37
2.3.6
Enrollment Summary .................................................................................................. 38
2.3.7
Legal Notice ................................................................................................................ 40
2.3.8
Submit Enrollment ...................................................................................................... 43
2.3.9
Enrollment Confirmation ............................................................................................. 44
2.3.10 Enrollment Home ........................................................................................................ 45
2.4
2.5
2.6
Documents ........................................................................................................................... 46
2.4.1
Documents Home ....................................................................................................... 46
2.4.2
Document Upload ....................................................................................................... 47
2.4.3
Documents – New Document Uploaded .................................................................... 48
Reconsiderations .................................................................................................................. 49
2.5.1
Reconsiderations Home – None Submitted ............................................................... 49
2.5.2
Entering a New Reconsideration ................................................................................ 50
2.5.3
Reconsideration Status – Not Yet Resolved .............................................................. 51
2.5.4
Reconsideration Document Upload ............................................................................ 52
2.5.5
Reconsideration Home – Reconsideration Submitted ............................................... 53
2.5.6
Reconsideration Status – Resolved – Approved ........................................................ 54
Status ................................................................................................................................... 55
2.6.1
Status Summary Home .............................................................................................. 55
2.6.2
Enrollment Summary .................................................................................................. 56
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 2 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.7
2.8
3
Manage Account .................................................................................................................. 58
2.7.1
Manage Account – Update Contact Information ........................................................ 58
2.7.2
Update Contact Information........................................................................................ 59
2.7.3
Manage Account – Update Contact Information – After Update ................................ 60
Contact Us – Secure Communications ................................................................................ 61
2.8.1
Contact Us Home ....................................................................................................... 61
2.8.2
Create Secure Communication .................................................................................. 62
2.8.3
Contact Us – New Communications ........................................................................... 63
2.8.4
Contact Us – New Communications Response ......................................................... 64
Conclusion .......................................................................................................................................... 65
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 3 of 65
3/29/2013
VMIP
Virginia DMAS Training
Revision History
Version
Date
Whom
1.0
03/06/2013
CGI Technologies and Solutions,
Inc., Craig Earls and David Trotter
Virginia DMAS Eligible Professional Training
– Enrollment Year 1 – Adopt, Implement, or
Upgrade.
2.0
03/19/2013
CGI Technologies and Solutions,
Inc., Craig Earls and David Trotter
Minor edits to wording and screenshots.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 4 of 65
Contents
3/29/2013
VMIP
Virginia DMAS Training
1 Purpose and Scope
1.1
Purpose
The purpose of this document is to present Virginia-specific training materials for the Virginia Medicaid EHR
Incentive Program (VMIP).
1.2
Scope
This training material applies to Eligible Professionals (EPs) during VMIP enrollment year 1, for Adopt,
Implement, or Upgrade (AIU).
1.3
Approach
This training material presents and describes the majority of screenshots that an EP might encounter during
VMIP enrollment year 1 for AIU. Also provided are screenshots for ancillary processes that the EP could
encounter. The ancillary processes will not be repeated in the EP Meaningful Use training materials.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 5 of 65
3/29/2013
VMIP
Virginia DMAS Training
2 Eligible Professional – Enrollment Year 1 – Adopt, Implement or
Upgrade
This document presents the training screenshots for the Eligible Professional (EP) during enrollment year 1 for
Adopt, Implement or Upgrade (AIU) using the VMIP Provider Portal.
2.1
Getting Started
The first time the EP launches the VMIP Provider Portal, the EP will land on the Log In page. The first time on
the Portal, the provider will have to register. Once registered, the EP can then log in to the Portal. The very first
time logging on, the EP will land on the Welcome page. This sequence is depicted in the following screenshots.
2.1.1 Log In First Time
The EP has just launched the VMIP Provider Portal for the first time. Click Registration.
Note the gray VMIP footer banner at the bottom of the above screenshot. To save space, it will be trimmed from
the remaining screenshots Note also that all screenshots in this document contain fictitious provider data.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 6 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.1.2 Registration
Enter the required information on the Registration page and click Register. The EP will land on the Log In page.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 7 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.1.3 Log In After Registration
After the Eligible Professional has registered, he/she will again land on the Log In page. Enter the User ID (NPI)
and password and click Log In. From this time forward, the EP will be able to bypass Registration and proceed
directly to Log In.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 8 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.1.4 Welcome
The first time the EP successfully logs in to the VMIP Provider Portal, he/she will be greeted by the Welcome
page. After reading, click Continue, to proceed to the VMIP Provider Portal Home page, which is presented
below in Section 2.2. Before leaving this Getting Started section, we will present the Change Password
screenshot and Logout process.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 9 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.1.5 Change Password
At any time the EP lands on the VMIP Provider Portal Log In page, he/she can elect to change the password.
Click Change Password and land on this page. Enter the User ID (NPI), current and new password (twice), and
click Save. The EP will once again land on the Log In page, where he/she can login using the new password.
Note the password requirements are explained in the lower half of this screenshot.
2.1.6 Logout
At any time in the VMIP Provider Portal experience, the EP can click the Logout command located in the upper
right banner. The EP will then again land on the Log In page where he/she can conveniently login again, or
close the VMIP Provider Portal window entirely. Also, if the EP leaves his/her computer idle for an extended
period, it will time out, and the next step attempted in the Portal will result in a display of the Log In page.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 10 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.2
Home
After every successful login, the EP will eventually land on the Home page, from where he/she can access all of
the VMIP Provider Portal functions.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 11 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3
Enrollment Year 1 for Adopt, Implement or Upgrade
The following sections will present the screenshots the provider will see when progressing through the various
VMIP Provider Portal sections and functions. We will present the enrollment process first, followed by the
ancillary functions left-to-right according to the tabs across the top of the page: Documents, Reconsiderations,
Status, Manage Account, and Contact Us.
2.3.1 Enrollment Home
When the provider clicks the Enrollment tab (or the Enrollment link on the Home page), the Enrollment Home
page is typically displayed. The following screenshot is an example, showing that the provider is ready to
commence payment year 1 enrollment in program year 2012 by simply clicking Enroll.
If the EP enrollment from last year was expired and the EP was ready to start enrollment for 2012, the screen
would appear thus:
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 12 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.1.1 Confirm Enrollment Action Pop-up – Stay on Program Year 2012
Note that in these two instances, because it is now early 2013 and within the Virginia EP grace period, the EP
would have to indicate that he/she wanted to continue enrollment in program year 2012 or would want to
advance to program year 2013, as shown in this and the following screenshot. On this screenshot, the provider
has elected to continue attestation for current 2012 program year.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 13 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.1.2 Confirm Enrollment Action Pop-up – Progress to Program Year 2013
Should the provider click the radio button to not continue attestation for program year 2012, but rather begin
program year 2013 attestation, a confirmation checkbox is displayed for the EP to confirm that he/she
understands this step cannot be reversed. Once the EP elects to attest for program year 2013, he/she cannot
elect to go back to program year 2012.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 14 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.2 Enrollment Step 1 – Provider Registration Verification
The EP has clicked Enroll on the Enrollment Home page, and the Enrollment Step 1 page is displayed,
presented on this and the following screenshot. We will display only sections of the page for greater clarity over
the next few sections.
See the next screenshot for the continuation of the Enrollment Step 1 – Provider Registration Verification page.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 15 of 65
3/29/2013
VMIP
Virginia DMAS Training
Enrollment Step 1 includes several options that could include additional pages requiring EP selections.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 16 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.2.1 Enrollment Step 1 – Hospital-Based Attestation
Scroll back to the top of the page to the State Provider Information. If the EP attests to being hospital-based,
then he/she will be declared ineligible to receive Medicaid EHR Incentive Payments simply because the hospital
itself will be receiving the incentive payments. The EP will be asked to confirm the hospital-based selection (but
note, the EP will not confirm this selection until clicking Save & Continue on the bottom of the page).
2.3.2.2 Enrollment Step 1 – Pediatrician Attestation
The EP can attest as a pediatrician, also in the State Provider Information section. If the patient volume of the
EP is greater than or equal 20% and less than 30%, then he/she would qualify for Medicaid EHR Incentive
payment at the pediatrician level. If the EP patient volume level is greater than 30%, he/she qualified for the full
incentive payment, whether pediatrician or no. See Enrollment Step 4 – Payment Calculation.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 17 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.2.3 Enrollment Step 1 – FQHC/RHC Attestation
The EP can attest to practicing predominantly in an FQHC or RHC. When the EP clicks the Yes radio button,
the Select FQHC/RHC command button is enabled, and the EP will click that to select the applicable agencies.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 18 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.2.3.1 FQHC/RHC Selection Process
Due to the page length of the FQHC/RHC Selector page, the screenshot is presented here with a torn edge in
the middle, with the top section showing the FQHC/RHC selection checked (Abingdon Family Health Care), and
then the bottom section of the page in the second screenshot. The EP checks the FQHC/RHC agency or
agencies, and clicks Select & Return.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 19 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.2.3.2 FQHC/RHC Selection Listed
This screenshot shows the FQHC/RHC agency selected and listed.
Note the limitation on simultaneous groups and FQHC/RHC attestation: the EP cannot attest to being an
FQHC/RHC provider and also attest to being part of a group at the same time.
2.3.2.4 Enrollment Step 1 – Group Practice Attestation
Enrollment Step 1 includes the ability for the EP to be attest to practicing in a group. The EP can establish a
group or join an existing group. In either case, the group must first have been established and identified in the
Virginia State MMIS and then that group data must have been updated in VMIP.
2.3.2.4.1 Group Practice
To begin the group selection process, the EP clicks the Yes radio button in the Group Practice section. The
Select Group command is then enabled. The EP then enters the Group NPI and will click Select Group.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 20 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.2.4.2 Group Selection
In this example, the EP has clicked Select Group and landed on the Group Selection page. Had another EP in
this group already enrolled, the group would have been created and this EP could simply join it. In this example,
this EP is the first EP to attest, so he/she will establish the group. Subsequent enrolling EPs could then join this
new group. This EP will click Create New Group.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 21 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.2.4.3 Group Setup
The Group Setup page is lengthy and will be presented in two screenshots. In this screenshot, showing the top
portion of the page, the EP has selected the group listed, and has indicated that the group does not have out-ofstate encounters. The EP will scroll down the page to establish the group patient volumes. Note that out-of-state
encounters can be designated during Enrollment Step 1, Group Setup, or during Enrollment Step 2, Medicaid
Patient Volume Determination, or during Enrollment Step 2, Needy Patient Volume Determination. Out-of-state
patient encounters will be described more fully below in Enrollment Step 2.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 22 of 65
3/29/2013
VMIP
Virginia DMAS Training
Scrolling down the Group Setup page, the EP will see the Group Volumes section:
Here the EP has entered the reporting start date, number of group participants, pediatrician indicator, and the
patient volumes. Before being permitted to Save & Continue, the EP will be required to upload supporting group
documentation. The EP clicks Upload Group Documentation.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 23 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.2.4.4 Upload Group Documentation
Here the EP has entered data for the group documentation and will click Upload.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 24 of 65
3/29/2013
VMIP
Virginia DMAS Training
The result will be this confirmation message. At this time, the EP can click the Save & Continue command on
the bottom of the Group Setup page.
2.3.2.4.5 Confirm Group Setup
Finally, the EP will be requested to confirm the group he/she has just established. Should the EP need to
correct a group setup, the easiest option is to simply create a new group with the correction options.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 25 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.2.4.6 Group Practice Listed
Back again on the Enrollment Step 1 page, the newly-created group is now listed.
2.3.2.5 Payment Assignment
The final part of Enrollment Step 1 requires the EP to select the payee to receive the Medicaid EHR Incentive
Payment. Here is the section before the payee has been selected. The EP clicks Select Payee to list all eligible
payees from which this specific EP will select.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 26 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.2.6 Payee Selector
The EP selects the payee on this page and then clicks Select & Continue. The VMIP system will verify that the
payees listed are included in the MMIS system as payable. The system will first match based upon Payee TIN +
Payee NPI, then by Payee NPI only.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 27 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.2.7 Complete Enrollment Step 1
The EP has selected the payee, and the Payment Assignment section is completed. With this, Enrollment
Step 1 is now complete, and the EP clicks Save & Continue to progress to Enrollment Step 2. Note that if the
Eligible Professional had any Federal or State exclusions, enrollment would not progress to Enrollment Step 2
until these exclusions were resolved.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 28 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.3 Enrollment Step 2 – Medicaid Patient Volume Determination
There are three paths through Enrollment Step 2, depending on the EP selections on Enrollment Step 1.

If the EP indicated in Enrollment Step 1 that he/she participates in a Group (cannot also participate in
an FQHC/RHC), then the Medicaid Patient Volume Determination for the Group was previously
completely established in Enrollment Step 1 during Group Setup, and the data displayed during
Enrollment Step 2 Medicaid Patient Volume Determination page is for review only and is displayed
read-only (cannot be edited). Screenshots are not presented for this option.

If the EP indicated in Enrollment Step 1 that he/she does not practice predominantly in an FQHC or
RHC, then Enrollment Step 2 is the standard Medicaid Patient Volume Determination.

If the EP indicated that he/she practices predominantly in an FQHC or RHC (cannot also participate in a
Group), then Enrollment Step 2 is the Needy Patient Volume Determination.
The following sections and screenshots will first describe the Enrollment Step 2 processes for Medicaid Patient
Volume Determination and then describe for Enrollment Step 2 – Needy Patient Volume Determination. Out-ofstate encounter processing, applicable to all three of the above-listed paths, is described once below under
Medicaid Patient Volume Determination – Out-of-State Encounter.
The screenshots will present each section of the Enrollment Step 2 page, scrolling down from top to bottom.
2.3.3.1 Enrollment Step 2 – Standard Patient Volume Reporting Period – 2013
Here the EP has progressed to program year 2013 when starting enrollment. The Patient Volume Reporting
Period would have two date options, as shown:
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 29 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.3.2 Enrollment Step 2 – Out-of-State Encounters
Scrolling down the Enrollment Step 2 page, we come to the Out-of-State Encounters section. Out-of-state
encounters are handled exactly the same in every instance in the VMIP Provider Portal. VMIP out-of-state
processing occurs in these portions of provider enrollment:

Enrollment Step 1 – Group Processing, – or –

Enrollment Step 2 – Medicaid Patient Volume Determination, – or –

Enrollment Step 2 – Needy Patient Volume Determination.
The following explanations apply equally to all out-of-state encounters processing in VMIP. The Out-of-State
Encounters section initially appears thus:
The EP clicks the Yes radio button, and the Select States/Territories command becomes enabled. Note that
there are as yet no states/territories listed:
The EP clicks Select States/Territories, and the State Selector page is displayed (see next page).
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 30 of 65
3/29/2013
VMIP
Virginia DMAS Training
The following screenshot segments depict the top, middle, and bottom portions of the State Selector page, with
appropriate states selected. After the EP has selected the appropriate states, he/she clicks Save States.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 31 of 65
3/29/2013
VMIP
Virginia DMAS Training
After the EP clicks Save States, the Out-of-State Encounters section is redisplayed, with the selected states/
territories listed:
2.3.3.3 Enrollment Step 2 – Patient Volume Attestation
Scrolling down to the bottom section of the Enrollment Step 2 – Medicaid Patient Volume Determination page,
we see the Patient Volume Attestation section. Here the EP enters the Medicaid and total patient encounters
data, and VMIP calculates the Medicaid patient volumes percentage. The EP then clicks Save & Continue to
complete Enrollment Step 2 – Medicaid Patient Volume Determination.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 32 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.3.4 Enrollment Step 2 – Volume Determination Warning
Enrollment Step 2 is completed with a Volume Determination Warning pop-up, which the EP must attest to
before progressing to Enrollment Step 3. If the EP is participating in a group, then when he/she clicks Save &
Continue on Step 2, he/she will continue directly to Enrollment Step 3 without seeing this pop-up.
This completes the Enrollment Step 2 – Medicaid Patient Volume Determination processing. When the provider
clicks Continue on the Volume Determination Warning pop-up, he/she progresses to Enrollment Step 3.
The next few pages will discuss the Enrollment Step 2 – Needy Patient Volume Determination processing,
which the EP would complete if he/she had indicated Yes to practicing in an FQHC/RHC as part of Enrollment
Step 1 – Provider Registration Verification – State Provider Information processing.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 33 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.3.5 Enrollment Step 2 – Needy Patient Volume Reporting Period – 2012
If the EP had stayed on program year 2012 when starting enrollment, and had selected FQHC/RHC on
Enrollment Step 1, then Step 2 would be correspondingly for Needy Patient Volume Determination. For program
year 2012, the Needy Patient Volume Reporting Period has one date option:
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 34 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.3.6 Enrollment Step 2 – Out-of-State Encounters
Scrolling down the Enrollment Step 2 Needy Patient Volume Determination page, we come to the Out-of-State
Encounters section. Out-of-state encounters are handled exactly the same in every instance in the VMIP
Provider Portal, and were completely described above under Enrollment Step 2 – Medicaid Patient Volume
Determination – Out-of-State Encounters.
2.3.3.7 Enrollment Step 2 –Patient Volume Attestation
The Enrollment Step 2 – Needy Patient Volume Determination – Patient Volume Attestation section has two
options: Individual Volume or Clinic Volume. The EP selects the appropriate option and enters needy patient
encounters and total patient encounters; VMIP calculates the needy patient volume percentage. The EP then
clicks Save & Continue to complete Enrollment Step 2.
As described above under Medicaid Patient Volume Determination, the EP will encounter the Volume
Determination Warning pop-up. The EP clicks Continue to progress to Enrollment Step 3.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 35 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.4 Enrollment Step 3 – AIU Certified EHR Software
Enrollment Step 3 for EPs involves the selection of the Adopt, Implement or Upgrade option, the selection of the
certified EHR software involved, and other pertinent selections. The EP clicks Save & Continue.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 36 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.5 Enrollment Step 4 – EHR Payment Determination
Enrollment Step 4 presents the Medicaid EHR Incentive Program payment amounts, showing the amount paid
per year for a non-pediatrician provider and a pediatrician. After reviewing, the EP clicks Save & Continue.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 37 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.6 Enrollment Summary
The next two screenshots present the top and bottom halves of the Enrollment Summary. The EP carefully
reviews all the selections, data, and calculations; clicks Continue; and will then be presented the Legal Notice.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 38 of 65
3/29/2013
VMIP
Virginia DMAS Training
Enrollment Summary continued:
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 39 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.7 Legal Notice
The Legal Notice will be presented over the next three screenshots. The EP enters an appropriate electronic
signature and enters the CMS Registration ID and clicks Agree & Continue. Once the Legal Notice is
completed, a PDF copy of the Legal Notice will be automatically uploaded to the provider’s Documents tab,
where it can be reviewed and/or downloaded for printing.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 40 of 65
3/29/2013
VMIP
Virginia DMAS Training
Legal Notice part 2 of 3:
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 41 of 65
3/29/2013
VMIP
Virginia DMAS Training
Legal Notice part 3 of 3:
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 42 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.8 Submit Enrollment
After completing the Legal Notice, the EP has completed Medicaid EHR Incentive Program enrollment and is
ready to submit enrollment. The EP reviews this page and clicks Confirm & Submit.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 43 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.9 Enrollment Confirmation
Congratulations! The EP has successfully completed enrollment for this program year in the Medicaid EHR
Incentive Program! Review this page; print for file; click Enrollment Home.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 44 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.3.10 Enrollment Home
Back on Enrollment Home, the EP can see that enrollment is complete and the enrollment status is now
showing as Payment Pending. Once the provider is paid, the Status will update to Paid.
We will now review each of the tabs, from left-to-right, starting with Documents. Click the Documents tab.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 45 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.4
Documents
When the provider clicks the Documents tab, the Documents Home page is displayed. Below, the Documents
Home page is shown with no documents yet visible.
2.4.1 Documents Home
The provider can see the list of documents previously uploaded in support of their application for Virginia
Medicaid EHR Incentive Program payments. To upload a new document, the provider clicks Upload New
Document. Note that document uploads are possible actions that can be taken in a variety of locations
throughout enrollment. The look and feel is consistent throughout, but the Documents tab is where the provider
can review all documents currently uploaded, as well as upload a new document.
In the following screenshot, there are presently no documents uploaded for this provider. Click Upload New
Document.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 46 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.4.2 Document Upload
Here the provider has clicked Upload New Document, entered the appropriate data on the Document Upload
pop-up, and is about to click Upload.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 47 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.4.3 Documents – New Document Uploaded
As a result of clicking Upload, the selected document is uploaded to the Provider Portal Documents library.
Note that, once uploaded, the provider cannot delete a document; the provider can only upload a new
document to replace or update an existing document.
The provider may optionally upload documents at any time. Occasionally, the VMIP Provider Portal will require
the provider to upload a document, such as during group processing. The provider document upload process is
consistent throughout the VMIP Provider Portal. Following is an example of the Documents page with two
documents uploaded by the provider and one document, the Legal Notice, uploaded by the Portal itself.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 48 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.5
Reconsiderations
We next move to the Reconsiderations tab.
2.5.1 Reconsiderations Home – None Submitted
The following screenshot depicts the Reconsiderations Home page with no reconsiderations listed.
To enter a reconsideration, the EP clicks Request Reconsideration.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 49 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.5.2 Entering a New Reconsideration
Here the EP has clicked Request Reconsideration and has now entered the Category, Type, Program Year,
and Description, and is about to click Submit.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 50 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.5.3 Reconsideration Status – Not Yet Resolved
After clicking Submit, the EP lands on the Reconsideration Status page. From here he/she can upload
supporting documentation or click Previous to return to the Reconsiderations Home page.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 51 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.5.4 Reconsideration Document Upload
Here the EP has clicked Upload Document, has entered the appropriate document data, and is about to click
Upload.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 52 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.5.5 Reconsideration Home – Reconsideration Submitted
After uploading the document, the EP will click Previous to return to the Reconsiderations Home page, which
now shows a reconsideration Status of Unassigned (that is, it has been submitted, but is not yet assigned,
worked, or resolved by a Program Specialist on the Business Services Portal).
After the reconsideration has been resolved, it would appear as follows. Notice that, once the reconsideration is
being worked by a Business Services Program Specialist (Status = In Progress), the EP can no longer withdraw
the request for reconsideration, and the Withdraw command button will no longer be visible on the
Reconsiderations home page. Here the reconsideration has been favorably reviewed and completed, and has
been approved.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 53 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.5.6 Reconsideration Status – Resolved – Approved
Whether Approved or Denied, the EP can review the status and details of the reconsideration by clicking View
Details, which will display the Reconsideration Status page.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 54 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.6
Status
Clicking on the Status tab will display the Status Summary Home page.
2.6.1 Status Summary Home
Here the status is In Progress on the Status Summary Home page.
Here is an example of a provider with 2 years – one expired and one In Progress:
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 55 of 65
3/29/2013
VMIP
Virginia DMAS Training
If the EP clicks View Details, the Enrollment Summary page will be displayed, as shown in the next two
screenshots.
2.6.2 Enrollment Summary
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 56 of 65
3/29/2013
VMIP
Virginia DMAS Training
Enrollment Summary page 2 of 2:
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 57 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.7
Manage Account
The Manage Account tab allows the provider to keep an email address and a phone number designated
specifically for the provider’s VMIP-related communication.
2.7.1 Manage Account – Update Contact Information
The EP clicks Update.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 58 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.7.2 Update Contact Information
After clicking Update, the Update Contact Information section is displayed ready for new data entry.
The EP enters a new email address and/or phone number …
… and clicks Save.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 59 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.7.3 Manage Account – Update Contact Information – After Update
After the contact information has been updated, the Manage Account page is refreshed thus:
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 60 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.8
Contact Us – Secure Communications
The Contact Us tab provides the tools to support secure communication between the provider and the Business
Services Program Specialist team.
2.8.1 Contact Us Home
On the Contact Us Home page, the EP can initiate a new round of communications by clicking Create New
Message. The provider can also upload additional documentation supporting existing communications. Click
Create New Message.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 61 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.8.2 Create Secure Communication
Here the provider has clicked Create New Message, and selected and/or entered the appropriate secure
communications data and is about to click Submit.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 62 of 65
3/29/2013
VMIP
Virginia DMAS Training
2.8.3 Contact Us – New Communications
Back on the Contact Us Home page, the new secure communications is shown collapsed. The EP will click on
the expand “+” icon.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 63 of 65
3/29/2013
VMIP
Virginia DMAS Training
Here the communications is shown in its expanded format. The secure communication has been sent to the
Business Services Program Specialist team, but there is as yet no reply.
2.8.4 Contact Us – New Communications Response
Later on, after a member of the Business Services Program Specialist team has responded, the provider would
see something like this:
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 64 of 65
3/29/2013
VMIP
Virginia DMAS Training
3 Conclusion
The Virginia DMAS training team sincerely hopes this presentation of the Virginia Medicaid EHR Incentive
Progam (VMIP) training for Eligible Professionals (EPs) for year 1, Adopt, Implement, Upgrade (AIU) has been
helpful. Additional training materials are also available for EP Meaningful Use (MU), as well as training for
Eligible Hospitals (EHs) covering AIU and MU.
CGI
Virginia VMIP EP Year 1 AIU v2 2013.03.19.docx
Page 65 of 65
3/29/2013