Using Transmit to NC Medicaid

We prefer for providers to use NC Tracks to upload claims. Here are instructions on how to do that:

https://www.nctracks.nc.gov/content/public/providers/provider-communications/2021-Announcements/Reminder-for-Submitting-Batch-Claims.html

If you are setup to send and receive NC Tracks files with a valid SFTP username and password, then you can use Transmit to NC Medicaid in Barnestorm to send and receive files.

Billing > HIPAA Transactions > Transmit to NC Medicaid

This screen is organized into two controls: The left side shows local files on your machine that need to be sent to NC Medicaid or files already received from Medicaid; the right side is your NC Tracks mailbox with files they generate for you to receive.

File types to send (left side): 270 eligibility verifications and 837 Claims.

File types that are received (right side): 271 eligibility verifications response, 277 pending claims response, 835 remittance advice, 999 acknowledgements.

Icon descriptions for files on the left panel

(1) a red arrow pointing left-to-right on a white background = File has not been transmitted;

(2) a red arrow pointing up on a black background = file has been transmitted but no response (.999 file) has been received back;

(3) a green checkmark = response file received indicating the claims were accepted;

(4) a red exclamation mark on a yellow triangle = response file received indicating the claims were rejected;

(5) yellow caution icon = there's an issue with the claim and it was rejected. The entire batch needs to be recreated and sent again. Click on that line and it will show the details of the problem(s). Most errors are related to missing Medicaid HIC# or no doctor assigned in the Referral. After you have fixed the problem(s), you will need to recreate those claims and resend.

If one claim is denied (not paid on the RA) then just resubmit that one claim.

The first time this screen is opened on a desktop, the Login profile screen is shown, to get the userid, password and folder location of the claims. This is where you will update your SFTP password after it has been updated through the NC Tracks portal. Once a profile has been saved, when the screen opens, it will automatically attempt to connect to NC Tracks and log in. Once connected it will load the files available to be received from NC Tracks in the right panel.

The files are displayed in date/time order, from newest to oldest. The Empl# box is used to filter the files displayed to only the ones created by that employee# (the first 4 digits of the file name match the employee#). This is automatically filled in as the employee# of the person logged in to Barnestorm. Delete the Empl# box and click Refresh File List to view all.

When the files are copied from the right-hand panel to the left, they are automatically renamed based on their contents (claim response files will have the name of the original claim file and a .999 suffix, eligibility verification files will have the name of the .270 but a .271 suffix, and remittance advice files will have MD followed by the year/month/day of the payment and a .835 suffix).

Any file sent can be rejected, whether it’s claims or eligibility verification. If the icon to the left of a file is a red exclamation mark on a yellow triangle, and you click on that file name, a screen with an explanation of the problem will pop up that tries to indicate what the problem is and which patient has the problem. That icon means that the ENTIRE batch has been rejected, not just that one patient, and when the problem is fixed, the entire batch must be created again and sent.

Medicaid has a schedule of cutoff days, where all claims submitted by 5pm on that day will be paid on the next checkwrite date.

Transmit Files to NC Medicaid

Transmitting files to NC Tracks includes claims (837) and eligibility verification (270).

From Barnestorm Office main menu, click on Billing > HIPAA Transactions > Transmit to NC Medicaid.
Once logged in, you will see a list of files on the left panel (local).
If you don’t see the file you need to send, select the "All Files" option to view all available files.
Select the file you want to send. A Send button will appear between the two panels. Click Send to transmit the file to Medicaid.
After sending, click Refresh. The icon next to your transmission will change to an upward arrow, indicating that the file has been sent.

Receive Files from NC Medicaid

The following instructions are for retrieving files from your NC Tracks Mailbox, using the SFTP connection through Barnestorm. This includes ERA (835), response files (999), and eligibility report (271).

From the Barnestorm Office main menu, click on Billing > HIPAA Transactions > Transmit to NC Medicaid
Once logged in, you will see a list of files on the left panel (local) and a list from your NC Tracks mailbox on the right panel.
Local Files: To view all file types locally, select the "All Files" option. This is particularly useful when sending eligibility check files.
NC Tracks Mailbox: The "Responses" tab is selected by default. You can filter file types by selecting a type from the list at the bottom of the screen. Additionally, you can adjust the cutoff date to view older files.
Select the file(s) from your NC Tracks mailbox that have not been received yet. You can use the Shift or Ctrl key to select multiple files.
Click the Receive button to load them onto your local machine. If you accidentally receive the same file more than once, it’s okay. Receiving these files will update your claim or eligibility files (on the left) to show a green checkmark or a yellow exclamation mark.

Connecting to Transmit to NC Medicaid

The Barnestorm Transmit to NC Medicaid uses the same SFTP connection as NC Tracks portal > Trading Partner > Batch Claims -- which may differ from your general NC Tracks portal login. Your office should have an administrative user who is in charge of maintaining NC Tracks logins. This includes the password and access levels. Barnestorm does not keep track of your password, and is unable to help with resetting or updating access information in NC Tracks.

Where is the login information saved in Barnestorm?

From Barnestorm Office go to Billing > HIPAA Transactions > Transmit to NC Medicaid.
Click the Login Info button in the middle, lower part of the screen.
You can enter your NCID and SFTP password (different from your general NC Tracks portal login).
Click on Save to update the information.

Billing > HIPAA Transactions > Transmit to NC Medicaid

NC Tracks Portal > Go to Trading Partner > Batch Claims

Resolving Password and Connection Issues with NC Tracks

If you encounter a permission or connection error due to an incorrect or expired password, or lack of access to send/receive files to Medicaid, follow these steps:

Verify Login Credentials:
- Attempt to log into NC Tracks > Trading Partner > Batch Claims using the same login information you use for Barnestorm Transmit to NC Medicaid.
- If unsuccessful, ask your office NC Tracks admin to reset your password in the Edit User Screen of the NC Tracks portal, or contact NC Tracks for further assistance.
Update Password in Barnestorm:
- Once you have the correct password, update it in Barnestorm:
  - Navigate to Billing > HIPAA Transactions > Transmit to NC Medicaid.
  - Click on the Login Info button.
  - Enter the new password and click Save.
- Note: It may take up to 24 hours for the password to be updated on their end. Continue attempting to connect until successful.
Handling Permission Denied Errors:
- If you can log into the basic NC Tracks portal but receive a "Permission Denied" error in Barnestorm when accessing the Transmit to Medicaid screen, your login may lack access to the Secure SFTP site for sending claims.
- Contact NC Tracks to update your new password for their Secure SFTP connection if it has changed recently.
- Ask your office NC Tracks admin to verify your access rights for features like batch claims, remittance, and eligibility batch through NC Tracks. Barnestorm cannot assist with this process.
Addressing Failed SFTP Error 114:
- This error may occur if the Medicaid system is too busy to respond within 30 seconds or if the portal is down for maintenance.
- Ensure your password is correct and keep trying to log in.
- Note: Barnestorm cannot resolve this issue; it must be addressed by Medicaid.

Using Transmit to NC Medicaid

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versus printing, as changes can be made often.

Table of Contents

Using the Transmit to NC Medicaid Screen

Transmit Files to NC Medicaid

Receive Files from NC Medicaid

Connecting to Transmit to NC Medicaid