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As we continue to prepare for OnBoard, the Board’s new business information system and its early component OnBoard: Limited Release to be available via the Medical Portal this summer, there are a few steps you can take now to gain access to the new system when it’s ready.
Health care providers who will be using the Medical Portal to access OnBoard: Limited Release (or to apply to become Board-authorized, if you’re not already) need an NY.gov user ID and password.
The updated Medical Portal section of the website contains all of the details and information you need on how to register and get an NY.gov user ID and password (and grant registration to others) for accessing OnBoard: Limited Release. You can also find information on useful tools currently available in the Medical Portal, such as the Drug Formulary and MTG Lookup Tool. We encourage you to familiarize yourself with these pages in addition to reviewing the details provided below.
NOTE: If you already have access to the Medical Portal and have a Board-assigned User ID, you do not need to register again.
The following types of health care providers can request access to the Medical Portal.
- Acupuncturists
- Audiologists
- Chiropractors
- Dentists
- Licensed Clinical Social Workers
- Nurse Practitioners
- Occupational Therapists
- Optometrists
- Physical Therapists
- Physician Assistants
- Physicians
- Podiatrists
- Psychologists
If your specialty is not listed, you must request access as a Medical Supplier to submit Requests for Decision on Unpaid Medical Bills (Form HP-1.0).
Registration for the Medical Portal will give health care providers access to OnBoard: Limited Release. There is no separate/additional registration needed to use the OnBoard: Limited Release system.
Registration for the Medical Portal does not automatically provide access for electronic (XML) submission of medical bills (Form CMS-1500 submissions). After health care providers register for the Medical Portal, a separate registration is required for XML forms submission. For more information, visit the Registration for XML Forms Submission webpage.
All health care providers who have access to the Medical Portal today will automatically be granted access to an online Health Care Provider administration function of the Medical Portal. This will enable health care providers to add delegated users to assist with the drafting of Prior Authorization Requests (PARs) and submitting Request for Decision on Unpaid Medical Bills (Form HP-1.0) in OnBoard: Limited Release.
The health care provider (administrator) will use their Medical Portal login credentials to access the Health Care Provider Administration application for assigning delegates.
For more information, please visit the Health Care Provider Online Administration webpage.
Update Your Email and Mailing Address
The mailing and email address associated to your Medical Portal account will be used by the Board to contact you if there is an issue with your account and for other important correspondence:
- The email address associated with your account will automatically default to the email you have on file for current Drug Formulary requests. This email will be displayed (and can be updated) within the Health Care Provider Administration page. On this page, select either the “Administrator Login” button at the top of the page or the “Health Care Provider Administration” button at the bottom of the page and log in to view your profile. PAR notifications will be sent to this email address as well, so please review the email you have on file and update if necessary.
- The mailing address that heath care providers currently have on file with the Board for the receipt of claim notices and decisions will be the address displayed on PAR documents. To update this mailing address, Board-authorized providers should access the Medical Portal and select “Update Authorization Information.”
To ensure you understand these processes, we invite you to join us for an upcoming OnBoard: Limited Release webinar which will feature:
- registration information,
- administration details to prepare for OnBoard: Limited Release,
- roles and responsibilities,
- new frequently asked questions.
Webinar details can be found below.
On the day of the webinar, go to the Upcoming Webinars page on the Board's website and select "Join Webinar". You can also add the webinar information to your calendar using the "Add to your calendar" link below.
OnBoard: Limited Release for Health Care Providers
May 11, 2021
11:00 a.m. - 12:00 p.m.
Join Webinar
Add to your calendar!
Prior authorization requests (PARs) for durable medical equipment (DME) will be part of the new system, along with a DME fee schedule. To ensure that the DME suppliers you interact with are aware of the changes coming with OnBoard: Limited Release, we encourage you to share this communication with them, and urge your suppliers to subscribe for DME supplier notifications so they can directly receive these updates in the future.
Ensuring this information is available to DME suppliers is important for several reasons:
- Health care providers will need to submit a prior authorization request for certain pieces of durable medical equipment.
- Insurers have the option to indicate they have a dedicated DME network during their PAR review process. It is the responsibility of the insurer to make sure that they indicate the contact information of the DME supplier and that it is within a pre-prescribed distance to the injured worker.
- OnBoard: Limited Release will allow DME suppliers to submit Requests for Decision on Unpaid Medical Bill(s) (Form HP-1.0) online.
- Access to OnBoard: Limited Release will occur from the Medical Portal. Therefore, registration for the Medical Portal is required in order to submit the HP-1.0 in OnBoard: Limited Release.
We thank you in advance for helping us spread the word to the supplier community!
Visit the OnBoard: Limited Release and Resources pages of our website to view updated OnBoard: Limited Release information, the latest webinar recordings, frequently asked questions and fact sheets.
For more information regarding registration and accessing the new system, visit the Medical Portal Overview and Access and Administration pages.
For questions about the registration process, call Customer Service at (877) 632-4996.
For technical assistance, contact WCBCustomerSupport@wcb.ny.gov.
For general OnBoard project questions, please email OnBoard@wcb.ny.gov.
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