IT User Guide: Web Portal- Provider Access
CorrectCare – Integrated Health
Information Technology Department
CorrectCare – Integrated Health Provider Portal
And Provider-level Access on theV2 Benefits Portal
IN THIS DOCUMENT
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Summary
Web Browser Information
Web Site Information
End User Agreement
Pre-registration
Provider Portal Login
Portal Navigation
How To Use The Portal
Troubleshooting
References
SUMMARY
The purpose of this document is to provide users (potential and established) information about the
CorrectCare Integrated Health (CCIH) Provider Portal and the V2 Benefits Portal. In particular, it
informs users how to submit a request for an account, the account approval and notification process,
and how to access and navigate the V2 Benefits Portal.
The CCIH provider portal is available for checking your California Department of Corrections and
Rehabilitation (CDCR) / California Prison's Health Care Services (CPHCS) inmate claims status.
Every taxpayer identification number (TIN) your organization submits claims for will require a
separate account. All user account requests submitted will be validated by CDCR/CPHCS with an
authorized provider agent/representative. The provider and authorized user (requestor) will receive
an email notice of account activation within approximately five (5) business days. The provider's
authorizing agent ("the provider") is responsible for assigning a limit of five (5) authorized users to
act as Provider's agents by using the Provider's taxpayer identification number (TIN) to use the
portal ("Authorized Users").
IMPORTANT
Each provider may have up to 5 registered users.
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All users must read and accept the end user agreement before using the V2 Benefits Portal.
CCIH will endeavor to maintain the maximum extent of availability for all users to the content and
functionality of the V2 Benefits Portal (i.e. 24 hours a day, every day). Technical support for the
portal will be available through CPHCS Help Desk open business days from 8 AM to 5 PM Pacific
Standard Time, (916) 691-0699.
NOTE: All the step-by-step instructions included in this document were developed by using the
Start menu that appears by default on Windows XP and Internet Explorer 8. If you have modified
your Start menu or Internet Explorer layout, the appearance and steps might differ slightly.
WEB BROWSER INFORMATION
Internet Explorer versions 7 and higher are supported on this web site. Other browsers (such as
Mozilla’s Firefox) may also work but are not supported.
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WEB SITE INFORMATION
The Provider Portal is accessible at the
following web link:
http://www.correctcare.com/portal/
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END USER AGREEMENT
The user must agree to abide by the terms of the CCIH Agreements & Security conditions outlined
below before proceeding to the Pre-Registration page and requesting an account.
This is the Agreement(s) & Security statement:
Please read this agreement carefully. By accessing or using the CorrectCare
Integrated Health Care (CCIH)/WLT Claims Portal (the “portal”), you agree to be
bound by the terms set out below. If you do not wish to be bound by this Agreement,
do not continue to use or request access of this portal. This agreement is applicable to
the use of this portal and the use of its data, regardless how you plan to access this
information.
Your continued access to or use of this portal constitutes your binding acceptance of
this Agreement, including any changes or modifications made hereafter. The
updated, on-line version of this Agreement shall supersede any prior version. By
accepting and agreeing to this Agreement, you represent that you are the person
authorized by CCIH and the California Department of Corrections and Rehabilitation
(CDCR)/California Prison’s Health Care Services (CPHCS) to access the portal. You
expressly authorize or otherwise provide your permission for us to send or cause to be
sent to you, directly or indirectly, any email or other electronic messages.
Purpose for information. The information contained in this portal is intended to
provide general medical claims information only, and no attorney-client, doctorpatient, accountant-client or employer-employee relationship is created by reason of
your use of this portal. CCIH and/or CDCR/CPHCS may deny access to its
information systems to anyone at any time for any reason.
Provider Access Restrictions. The provider’s authorizing agent (“the provider”) is
responsible for assigning a limit of five (5) authorized users to act as Provider’s
agents by using the Provider's taxpayer identification number (TIN) to use the portal
(“Authorized Users”).
The Provider’s authorizing agent is the managing supervisor. The Provider warrants
that Authorized Users shall be authorized only to the extent necessary to perform
their functions on behalf of Provider, each Authorized User will be held to the same
standard of confidentiality applicable to the Provider, and that the Provider will be
responsible for use of the portal by any such Authorized User. The provider’s
authorizing agent/managing supervisor shall ensure controlled access for each such
authorized user in accordance with the instructions of CCIH and shall assure that such
access is promptly terminated should an Authorized User no longer be authorized by
Provider to have such access.
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Provider will assure appropriate use of the CCIH portal by Authorized Users
including the implementation of procedures to assure such appropriate use and to
preserve the confidentiality of information available through the portal. As part of
such office procedures, the Provider will assure that when any Authorized User,
employee or agent, who may have had access to the portal, leaves the employ of
Provider, the user id and access code (“Password”) used by Provider for the portal
will be deactivated/terminated by submitting an account termination request to
CPHCS Help Desk. Provider will assure the implementation of appropriate Password
security procedures are adhered to by the Authorized Users. The Provider and
Authorized Users shall not divulge or share account identities and/or Passwords. Any
Password that has been compromised shall be changed immediately by notifying
CPHCS Help Desk at (916) 691-0699.
The Provider and its Authorized Users will request information only for new, existing
and historical patients claim data and will use such information only in connection
with the performance of administrative services related to claims payments.
The Provider understands that the transactions conducted with CCIH are subject to
the data standards requirements of the Health Insurance Portability and
Accountability Act of 1996 ("HIPAA"). The Provider understands that by using the
portal, it is a covered entity for the purposes of the administrative simplification
provisions of HIPAA including, without limitation, regulations relating to the privacy
and security of health information (45 C.F.R. Parts 160-164). Provider shall be and
remain in compliance with all applicable HIPAA regulations.
The Provider understands that if its Authorized User is not a staff member of
Provider’s workforce (e.g., a billing vendor, billing administrator), said Authorized
User is a Business Associate of provider under HIPAA, and Provider and its Business
Associates must be bound by a written agreement that complies with the Business
Associate provisions in the HIPAA Privacy and Security Rules, as well as the terms
of this Agreement.
The Provider understands that information available through CCIH is confidential,
electronic Protected Health Information ("PHI") as more fully defined by HIPAA.
Provider agrees to preserve such information as confidential in accordance with the
law. Provider will immediately notify CPHCS Help Desk at (916) 691-0699 if the
portal security has been compromised in any way, if there are any system errors,
inaccuracies, faults, or if the portal is being used to otherwise contribute to
unauthorized use or disclosure of PHI.
Reliance on Your Changes. You agree that CCIH and CDCR/CPHCS may rely, in
whole or in part, on any changes, modifications or updates that you make to any
information on this portal, including, but not limited to your address change or other
contact information. Any such change shall be processed by CCIH and
CDCR/CPHCS within a reasonable time period.
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Duty to Report Misuse. If you become aware of or suspect fraudulent activity or
any other activity that may threaten the security of CDCR/CPHCS inmate protected
health information therein, you agree to report such activity to CDCR/CPHCS
immediately.
Improper Use of Portal. You shall not use the portal in a manner which may violate
the laws and regulations of the United States or any other nation. If you use, or
attempt to use the portal or its content for purposes including, but not limited to
tampering, hacking, modifying, or otherwise corrupting the security of the portal,
your access will be terminated and you will be responsible for all damages including,
but not limited to criminal prosecution and civil and criminal penalties.
Indemnification. You agree to defend, indemnify, and hold CCIH and/or
CDCR/CPHCS harmless from and against any claims brought against CCIH arising
out of your action or inaction in violation of these terms of this Agreement or your
use or misuse of this portal.
Applicable Law. These terms are governed by the laws of the State of California and
the Commonwealth of Kentucky without regard to its conflict of laws principles.
Any dispute arising from these terms may be resolved in the state and federal courts
in either State.
Limitation of Liability, Waivers and Disclaimers. You waive any claim against
CCIH and/or CDCR/CPHCS based upon the quality, accuracy, completeness or
availability of this portal, regardless of cause. You acknowledge that the use of this
portal is subject to risks inherent to the internet and to communications generally.
CCIH makes no representation that any data sent to or from, or residing at, this portal
or systems are safe from destruction, corruption, misdirection, or service interruption.
You agree that CCIH and/or CDCR/CPHCS shall not be liable for failure to provide
services or access to this portal during any period and for any reason, directly or
indirectly, including, but not limited to failure of any electric or mechanical
equipment or communication line, telephone or interconnect problems, computer
viruses, unauthorized access, theft, operator error, severe weather, earthquakes,
natural disasters, power failure, accident, labor controversy, act of God, or the
intervention of any government authority.
Communications with our portal. CCIH and CDCR/CPHCS welcomes your
feedback and suggestions about how to improve our products and services and this
portal. You agree that CCIH may use all suggestions, ideas, concepts, improvements,
reports, information, material or other content, whether written or oral, furnished by
you to CCIH without accounting to you in any manner whatsoever.
Survival. Your obligations regarding privacy, confidentiality, indemnification,
security and compliance with state and federal laws shall survive the termination of
this Agreement.
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PRE-REGISTRATION
All users are required to go through the pre-registration process. There are four phases to this
process: (1) submit a request for access; (2) creating a user account, (3) verification, validation, and
activation; and (4) notification.
PROCEDURE
Request Access
1. On the web Provider Portal Welcome page, locate and click the Access Request link located
on the navigation pane under New Users.
2. The next page prompts the user to read and accept the CCIH Agreements & Security
conditions statement.
3. The user will be presented with the Provider Portal Access Request Form. The user must
follow the online instructions for completing this web form and supply the information
requested.
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4. Following submission, the user will be presented the Returning Users Log In web page
(address link will redirect to: https://www.wltmediportal.com)
Note
It is a good idea to bookmark the web page in your browser. Returning users will access the
Provider Portal using the above web address.
Creating a User Account
1. On the web Log In page, locate the “First Time User?” section and click the Register button.
The next page prompts the user to sign up for a new account
Note
Step 5 can also be performed by clicking the New User Registration link and following the
directions on the Sign Up for Your New Account page.
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2. On the Sign Up for Your New Account page, select Provider option in the I am a/an
dropdown list and click Next. (See below)
3. The Personal Information page, requests the user to enter person information. Enter in the
information requested.
All fields must be filled in.
a. Click Previous to
return to the prior
page displayed
(Step 2), or
b. Click Next to
proceed to Step 4.
4. On the Sign Up page, the
user must provide a User
Name and secure Log On
credentials.
All fields must be filled in.
c. Click Previous to
return to the prior
page displayed ( Step
3), or
d. Click Create User to
proceed.
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5. The web page will display a
message indicating that the
account has been created.
Click Continue.
6. This will return the user to
the web Login page.
7. Following successful creation the user will be logged into the portal where contact
information should be verified. (Refer to the Portal Navigation section of this document.)
8. The user must also request access to the appropriate payer. (See below)
a. Click on the Payer Access tab.
b. Select CorrectCare Integrated Health, Inc. on the Choose a Payer dropdown list.
c. Click the Submit Request button. This action causes a table to appear with
information regarding the request. The status of the request will be “Pending”. (See
below).
The “Payer” institution will receive notification of the Payer Access request. Upon review, the Payer
institution will either approve or deny the request. They may notify the user via email about the
decision.
The user can log in to the web portal any time to view the status of the request by navigating back to
the Payer Access tab and viewing the Request Status.
(See “Initial Setup- Requesting Payer Access” under the later in this document
Verification, Validation, and Activation
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New users do not have to do anything during this phase. This following is purely
informational.
All new users will be screened by CDCR/CPHCS to verify the information the user provided
is accurate and the user has been authenticated.
If the user is properly verified and approved, the new user’s account will be given access to
the Provider’s claim information. However, if the user is not approved, the account will still
exist, but it will not have access to any Provider claim information.
IMPORTANT
Until a user’s account is ‘activated’, ALL web portal functions and access to data is
disabled. Provider Portal functionality will be enabled when your account is activated
(following the approval of your account by CDCR/CPHCS) you will receive account
activation or denial notification via email.
Notification
A new user who has completed the preregistration web forms will be notified by email
(usually within 2-3 business days of submission) whether the account has been approved or
denied.
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PROVIDER PORTAL LOGIN
Web Login
The following set of instructions is for logging into the web portal.
1. If web browser is not running, launch Internet Explorer.
2. Browse to https://www.wltmediportal.com
3. On the Log In page enter a valid User Name and Password, then click the Log In button.
PORTAL NAVIGATION
In general, the organization of the content is presented in the style of a file folder system (folder
tabs). The links and tabs permit the user to easily navigate through the portal.
Initial Login Page
A user with “Provider-level” who logs into the portal is immediately presented with the default web
page displaying the Home tab.
Upon logging into the portal, this web page displays the following content by default:
•
A message showing the user logged in: You Are Logged In As:
•
A Logout link
•
A Register link
•
A Provider Main link
•
The Home tab
The links mentioned above are available at all times the user is logged into the web portal.
Tabs Overview
Home Tab
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The Home tab introduces the web portal. It is for informational purposes only.
Info Tab
The Info tab displays the user’s information as it was entered during registration. It is for
informational purposes only.
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Select Patient Tab
From this tab, users are able to lookup patient information based on search criteria.
Payer Access Tab
On this tab, the user applies for access permission from one or more of the listed providers.
Upload Claims Tab
This tab provides the mechanism for uploading claim files to the system.
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HOW TO USE THE PORTAL
In general, the organization of the content is presented in the style of a file folder system (folder
tabs). The links and tabs permit the user to easily navigate through the portal.
Searching Patient Information
A user can search for patient information in several ways. The following section provides instruction
on how to search patient records.
1. Login to the web portal.
2. Click on the Select Patient tab. The search criteria fields will be disabled, until a Payer is
selected.
3. Select the corresponding Payer institution on the Choose a Payer dropdown box. This action
will enable the search criteria fields on the tab.
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4. Once the fields are enabled, the user should select / enter the criteria by which to search for
patient records.
5. Depending on the method the user selects to search patient on, appropriate style fields will
appear. (The following series of images show how the tab updates depending on the search
criteria. Below each image is an explanation.)
6. All search fields are required. That is:
a. For Member ID, the Member ID (from ID Card) and Date of Birth fields must contain
values.
b. For Social Security #, the Card Holder’s SSN and Date of Birth fields must contain
values.
c. For Name, the First Name, Last Name, and Date of Birth fields must contain values.
7. Click the Select button to start the search.
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Patient information can be looked up based on whether the patient is the insured individual or is a
dependent of the insured individual. The Insured is the default selection in the Patient is: dropdown
list.
Next the user must select the method of how to identify the patient. That is either by: (1) member ID,
(2) Social Security Number, or (3) name. Member ID is the default selection.
NOTE: all active search fields must be filled in. This requirement forces the user to enter search
criteria that will uniquely identify a patient.
8. Once the fields are enabled, the user should select / enter the criteria by which to search for
patient records. The following series of images show how the tab updates depending on the
search criteria. Below each image is an explanation.
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The figure above shows the search fields displayed when the user selects Member ID from the I
want to look up patient by: dropdown list.
The figure above shows the search fields displayed when the user selects Social Security # from the
I want to look up patient by: dropdown list.
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The figure above shows the search fields displayed when the user selects Name from the I want to
look up patient by: dropdown list.
Patient Search Results
The following describes the Patient Selection search results. The inquiry is returned in a folder (tab)
format.
Patient Info Tab
This tab displays information relating to the patient.
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NOTE: No test data was available to render figures depicting the resulting Claim or eligibility
details.
Claims Tab
This tab enables a user to select claim information to view. There are a couple of filters available to
further refine the list of claims. Users can list claims by any combination of: (1) Account Type, (2)
Claim Type, and (3) View (date).
Eligibility Tab
This tab lists the history of coverages for the patient in chronological order beginning with the most
recent coverage. The user can view detail coverage information by clicking the Select button next in
the corresponding row of interest.
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Uploading Claims
To upload a claim file, the user must use the Upload Claims tab.
1. Log in to the web portal
2. Click on the Upload Claims tab.
3. Select a Payer institution from the Choose a Payer dropdown list
NOTE: Depending on the permissions associated with the selected Payer, the user may not be able to
upload files.
4. If the user is permitted to upload claim files, the Claim File to Upload text box, Browse
button, and Send button will become enabled.
5. The user must select the file to upload
a. Either type the fully qualified path and file name into the text box, or
b. Click the Browse button and locate the file
6. Click the Send button to upload the file
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TROUBLESHOOTING
The following are some of the more common problems encountered with using the web portal and
their associated workarounds.
Thus far, limited information is available on this content.
Symptom:
Invalid User Name at Log In. “Invalid username. Please try again” message.
Resolution: Reenter a valid username.
Symptom:
Invalid Password at Log In.
Resolution: Reenter a valid password associated with the given username.
REFERENCES
None
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