The NCTracks Provider Portal allows a variety of different user types with varying levels of access and privileges. The following user types are explained by their roles and functionalities to aid in understanding NCTracks Provider Portal user provisioning and management.
Office Administrators
One Office Administrator (OA) is assigned to each NCTracks provider enrollment record and can initiate provider enrollment, re-enrollment and reverification applications, and submit updates to the provider record through the available manage change request (MCR) applications. In addition, the OA must be listed on the NCTracks provider enrollment record with a Managing Relationship, or as the Provider (individual record) or an Owner. When there is a need to change the OA, the Office Administrator Change Process may be initiated by the incoming OA.
The OA is the primary authorized contact for the NCTracks provider record and can perform any type of enrollment or data maintenance required on the provider record, including :
- Signing enrollment applications.
- Submitting Electronic Fund Transfer (EFT) updates.
- Provisioning additional users within their practice.
- Provisioning may include adding, maintaining, and deleting user roles for individual staff, or establishing and editing User Groups.
Managing Relationship Users (Can serve as Secondary/Back-up to the OA)
Managing Relationship (MR) Users are designated by the OA and can have abilities that most closely resemble the OA, including the ability to initiate and submit provider enrollment related applications.
An MR User must also be designated as a User Administrator (UA), giving them the ability to provision others. Because MR Users may sign and submit applications, they must be listed on the NCTracks provider enrollment record with a Managing Relationship or as the Provider (individual record) or an Owner. MR Users may have their own Access Rights/Roles* as designated by the OA.
Currently, MR Users do not have the ability to submit EFT updates to the NCTracks provider record. This is the only difference between an OA and an MR User. The Department is working to modify the system to allow the MR User to update EFT information. Once this update is complete, an MR User will have access and ability equal to the OA, enabling this type of user to fully serve as a secondary or back-up to the designated OA.
User Administrators
User Administrators (UAs) are designated by the OA and then can provision General Users for Access Rights/Roles*. They may also have their own Access Rights/Roles* as designated by the OA. User Administrators cannot initiate or submit provider enrollment related applications, including EFT changes, and are not required to be listed with a Managing Relationship on the NCTracks provider record.
General Users
General Users are designated by the OA or the UA, and will typically have system access as needed to fulfill their job responsibilities, such as checking eligibility, submitting claims, requesting Prior Approval, etc. General users are assigned Access Rights/Roles*, and cannot add or modify user roles. These users are not required to be listed with a Managing Relationship on the NCTracks provider record.
Enrollment Specialists
Enrollment Specialists (ES) are designated by the OA, MR, or UA and can also be a UA or General User with their own Access Rights/Roles assigned. ESs can:
- Complete initial enrollment, re-enrollment, re-verification, maintain eligibility and MCR applications. Note: the ES must send the completed application to the OA or MR User for electronic signature and submission.
- Complete and submit abbreviated MCR applications (except the abbreviated EFT application).
NCTracks user provisioning occurs through the User Management page in the secure NCTracks Provider Portal. From this page, the OA, MR, or UA may view, add, edit, or deactivate provisioned users. The OA, MR, or UA may also filter by active users to review all currently active roles for that profile and have the responsibility to remove any user no longer associated with the provider record.
See User Maintenance Page: Instructions for Office and User Administrators, as well as the Office Administrator, User Setup and Maintenance FAQs, for additional information.
Access Rights/Roles
The following may be assigned to users:
- Check Recipient Eligibility - Submit Eligibility
- Claims User - Claims Batch
- Claims User-Verify Patient, Claims Status Search
- Search for Procedure Codes
- DME/O&P Service History
- Eligibility User - Inquiry
- Eligibility Batch User - Verify and Verify Results
- Enrollment Specialist
- EVV History Search
- Eyeglass Service History
- Payment History
- Physician Fluoride Varnish Limitation
- Prior Approval Submit
- PA User-Request Inquiry, Approval Status
- Referrals User-Referral Entry and Inquiry
- Refraction Confirmation
- Remittance User
- Training - Training access
- Prescribing Provider
- Supervisor Access - All Access
Contact
NCTracks Call Center: 800-688-6696
Provider Ombudsman: 866-304-7062