Administrator User Manual for the Noridian Medicare Portal

After logging in, Provider and Vendor Administrators may view system notices, alerts, a list of pending requests, and options to Manage My Account and to Manage Users.

Overview of Pending Requests

Provider Administrators process registrations for Provider End Users and Vendor Administrators. 

Vendor Administrators process registrations for Vendor End Users. 

After a user registers for a new account or makes any changes to an existing account, a pending request displays on the Home screen.

Pending Request Types

  • Approve Registration = New user
  • Combination Change = Existing user is requesting additional combination(s)
  • Function Change = Existing user is requesting addition or removal of functionality
  • Remove Organization = Existing user is requesting removal of combination

End User and Vendor Administrator Requests

Approving Registrations

  • Select Approve Registration from Request Type column
  • Either Approve or Deny access to functions in Function Requests column. Select Update Approvals link
    • Vendor End Users will be able to obtain all functionality Vendor Administrator is granted
  • Select "+" sign next to Associated Combinations
  • Check box next to company name and either select Approve Request or Deny Request
  • Page refreshes and displays user's current functionality access

Two step approval process for Provider Administrators is displayed.

Denying Registrations

  • Select "+" sign next to Associated Combinations
  • Check box next to provider name and select Deny Request
  • All functions and access to requested combination are denied 

Approving or Denying Combination and Function Change Requests

  • Since user is requesting functions to a new combination, two pending requests display: Combination Change and Function Change. Select either from Request Type column of Pending Requests table
  • Either functions or combination may be approved first. To approve functions, select either Approve or Deny for each one and select Update Approvals link
  • Select "+" sign to expand Associated Combinations table
  • To approve, check box next to provider name and select "Approve Request" button
  • To deny request, check box next to provider name and select "Deny Request" button

Approving Additional Functions or Function Removals

  • Request occurs when End User or Vendor Administrator requests additional functions for an existing combination
  • Select ‘Function Change' from Request Type column
  • In Function Requests column, either Approve or Deny request
    • In this example, addition of Financials is being requested and removal of Same or Similar is being requested
  • Either Approve or Deny user's request by selecting appropriate radio button and select Update Approvals

Removing Organizations

  • Select "Remove Organization" from Request Type column
  • Either Approve or Deny request to remove access to provider combination in Action column
  • A message stating request was completed displays. If Administrator and user no longer have access to same combination(s), access to view information on user is no longer available

Updating User's Account without Requests

  • An Administrator may update a user's functionality without receiving a request
  • Locate user's account by selecting Manage Users
  • Search for user using any criteria
  • Select user's name
  • A list of user's combinations and functions are listed
    • To add a function to a combination, check box next to function in Functions column and select Update Functions link
    • To remove a function, uncheck box next to function and select Update Functions link
  • Page refreshes and current access is displayed

Removing User Access

  • Go to Manage Users
  • Search for user using any criteria
  • Select user's name
  • Select Remove Organization link under Action column
    • This removes all user access to this provider/supplier combination

Using the .CSV export when Providing Approved Combinations to Users

For large companies that have many NPI/PTAN combinations attached to a TIN, the Provider or Vendor Administrator may export a .csv file to provide to the users for efficient registration.

  • Select Manage Account.
  • Select Provider/Supplier Combinations tab
  • Select "Export Combinations as .csv file" button
    • Prompts may be listed at bottom of screen to continue export
  • A spreadsheet opens with the following information:
  • Medicare Program
    • TIN or SSN
    • NPI
    • PTAN
    • Provider/Supplier Trading Partner ID
  • This spreadsheet may be shared with user's that should have access to all of these combinations.
    • All combinations the Provider or Vendor Administrator has access to are exported. Ensure users are not given information they should not have access to.

Reports

The following reports are emailed to Provider and Vendor Administrators:

Email Subject Contents Frequency
Administrator Pending Requests Weekly Report
  • Number of Users that have deactivated accounts
  • Number of Users that have not logged in to their accounts in 20 days
  • Names of Vendor Administrators
  • List of pending requests
Weekly
Provider Administrator Monthly Notification of User Activity List of current Provider End Users and Vendor Administrators, date portal last accessed and functionality approved for each Provider End User and Vendor Administrator Monthly
Vendor Administrator Monthly Notification of Vendor End User Summary List of current Vendor End Users, date portal last accessed and functionality approved for each Vendor End User Monthly

 

Manage Users

Using the Manage Users function of Provider/Vendor Administrator account will help Administrators account for all End Users that have access to the portal under the same provider/supplier combination.

Administrators may search by first name, last name, username or email address. Advanced search options are available, such as user type, account status, function, TIN or SSN, NPI, PTAN or Trading Partner ID. For a complete listing, do not enter any criteria and select the Search button.

The results display a list matching the search criteria

  • User name
  • Email
  • Account Status
  • User Type
  • Last Login

If a registration is pending, an icon will be displayed next the User information.

To access the account, select the User name. The following information displays:

  • User's Name
  • Account Status
  • Username
  • Email Address
  • Date and time of last login
  • Work Phone Number
  • Option to deactivate account
  • Functions and Combinations on user's account

Security Awareness Training and Recertification

  • Security Awareness Training - Security Awareness Training occurs upon the first login and will occur on a yearly basis in conjunction with the recertification. The process will initiate 45 days prior to the last day of the month in which the users account was initially setup. This training must be completed within the 45 day period in order to continue using the portal. If this training is not completed within the timeframe, the user's account will be disabled and the user must contact Noridian Medicare Portal Support in order to unlock it. Upon logging in again, the user will be prompted to complete the training. If the training is not completed within 90 days, the user's account will be deleted and the user must re-register.
  • Recertification - Portal users will be prompted to recertify accounts on a yearly basis. This recertification demonstrates the Noridian Medicare Portal account is being used by the appropriate person. The process will initiate 45 days prior to the last day of the month in which the users account was initially setup. The recertification must be completed within the 45 day period in order to continue using the portal. If the account is not recertified within the timeframe, the user's account will be disabled and the user must contact Noridian Medicare Portal Support in order to unlock it. Upon logging in again, the user will be prompted to recertify the account. If it is not recertified within 90 days, the user's account will be deleted and the user must re-register.

 

Last Updated Sep 20, 2018