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Community providers who submit claims to VA, Optum or TriWest are encouraged to use Veteran integrated control numbers (ICN) instead of social security numbers (SSN) when submitting claims for services.
Each Veteran’s 17-character ICN (10 digits + “V” + 6 digits) is unique and serves the same purpose as an SSN through the entire community care experience. Veteran ICNs are assigned by VA and can be found in the “Patient Details” section of Health Share Referral Manager (HSRM) or on the first page of VA Form 10-7080 (the offline referral form). ICN is the preferred identifier to be used in the “Insured’s I.D. Number” block on claims.
Using a Veteran’s unique ICN enhances the security of their personal protected information, simplifies the claims process, and reduces the risk of claims being rejected due to lack of an acceptable Veteran identifier. The only exception to using ICNs as a patient identifier whenever possible is when an SSN is required by law or there is a compelling business need – unauthorized community emergency care for a Veteran whose ICN is unknown, for example.
VA has already removed SSNs from prescription bottles, mailing labels, Civilian Health and Medical Program of the Department of Veterans Affairs (CHAMPVA) health care authorization cards, nearly all VHA correspondence, and VBA outreach letters to active duty or recently separated service members.
SSNs are scheduled to be completely eliminated from VA systems by 2023 for Veterans and 2026 for family members.
Support
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Clinical Viewer is a module available within HSRM that allows community providers access to clinical summaries for the Veterans they care for, including details such as diagnoses, prior medical procedures, medications, lab results, immunizations, and allergies.
Clinical Viewer gives HSRM users a secure, centralized source of medical history and patient details for a Veteran. Information that previously had to be shared by fax or file sharing is now automatically available to community providers, making it easier than ever for providers to have all the information necessary to provide the best care to Veterans. Community providers caring for Veterans will have access to these medical records for the duration of the referral.
VA has several Clinical Viewer resources available for end users, including:
If you have questions, please contact us at ccra@va.gov.
*Note: Please make sure to log into your HSRM account at least once every 60 calendar days to keep your account active. If your account becomes inactive, email hsrmsupport@va.gov.
Additional Resources
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Check out the latest community care articles posted to VA’s official VantagePoint blog:
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Enhanced Implementation of the Burn Pit Registry Clinical Evaluation (November 9, 2021, 2021 Noon–1:00 pm ET)
This webinar discusses Airborne Hazards and Open Burn Pit Registry (AHOBPR) exams and identifies best practices for incorporating AHOBR results with Veteran care.
Registration for the webinar through VHA TRAIN. If you do not have an account create one.
Go to WRIISC Provider Training for more provider education and training opportunities.
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Webinar: Older Transgender and Gender Diverse Veteran Care (Enduring)
This enduring webinar gives a broad overview on older transgender and gender diverse Veteran health and mental health care. Throughout the webinar additional resources and links where providers can find more detailed information is provided.
Register through VHA TRAIN for the recorded webinar. If you do not have an account create one.
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Webinar: VHA Office of Community Care Overview (November 18, 2021, 1-3:00 pm ET)
This webinar provides an overview of community care programs and policies, focuses on how to file clean claims, covers topics such as urgent and emergent Veteran care, eligibility, referral, and other critical provider issues.
Register through VHA TRAIN. If you do not have an account create one.
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Preventing Suicide Through Safety Planning & Lethal Means Safety (November 18, 2021, 1 – 2:00 pm ET)
This webinar gives community providers resources and tools to implement lethal means safety counseling and suicide prevention safety plans when working with Veterans.
Register through VHA TRAIN. If you do not have an account create one.
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Webinar: HSRM Training (Every Monday, 2-4:00 pm ET and Tuesday, 1-3:00 pm ET)
This webinar provides an overview of HealthShare Referral Manager (HSRM), VA’s online system for the referral and authorization management process for Veteran care and gives an in-depth walk through of the system.
Register through VHA TRAIN. If you do not have a VHA TRAIN account create one.
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