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Manage Provider Data
The ‘Managing Provider Data’ How-To provides instruction on navigating to the Provider Data
screen. Here you will learn how to look up and edit:
Basic Information ………………………. 4
Submitting Changes for Review……….5
Locations…………………………………. 8
Contract Details………………………….14
Payment & Remittance Details………..15
Note:
We previously covered profiles and the tasks associated to those profiles. Be mindful that those with
System Administrator access have the ability to lock other users out of the domain.
The System Administrator does not have the ability to make the changes that this tutorial will cover.
In order to make these changes, please use your EXT Social Services or EXT Social Services Medi-
cal profiles.
2
Manage Provider Data
As a social service provider,
your provider information is
preloaded into ProviderOne
based on your DSHS contract
information.
Your lines of business are
combined within a single
domain, which is the 7 digit
ProviderOne ID that you
used to log in,
This domain includes all
the social service contracts
linked to your tax identifica-
tion number,
To view and modify your
provider data, click on
‘Manage Provider Infor-
mation‘.
3
Manage Provider Data
Here, we see the Update Provider Data
page.
As a social service provider, you will
need to check the data in the following
steps:
Step 1: Basic Information
Step 2: Locations
Step 8: Contract Details
Step 15: Payment and Remittance
Details
Step 16/17: Submit Modifications for
Review
(Providers may have 17 steps dependent on if
there is union information included in the list of
steps.)
Note: Viewing or modifying steps 3-7
and 9-14 is not recommended and could
result in changes to the status of the
step and payment difficulties.
If you made a modification but would
like to cancel it, click on Undo Update
prior to Step 16 submitting the changes.
Some steps are for optional information
and do not require your attention.
Update Provider Data Page
4
Step 1: Basic Information
From the ‘View/Update Provider Data’ page, click on Step 1: Basic Information. The provider details pop-up appears.
Here you can see:
Update Provider Data Page/ Basic Information
Provider/Organization
Name
Federal Employer Tax
Number
Organization Business
Name
Organizational Infor-
mation
W-9 Entity Type UBI
Note: Make sure the primary email Is correct as
this is the email that will be used for communication.
5
Updating and Submitting for Review
Once you have made any
changes, you will see an update
to the ‘Modification Status’.
If you did not modify any data
and used Cancel to close the
pop-up, the Modification Status
will be blank
If you modified data and used
OK to close the pop-up, the Up-
date will appear in the Modifica-
tion Status
Note:
An updated Modification Status does
not mean that the changes have been
submitted to ProviderOne for review.
This will be covered in Submitting
Modifications for Review.
Update Provider Data Page
Updated
6
Submitting Modifications for Review
To submit modifications for re-
view, do the following:
From the View/Update Provider
Data page, click on Step 16:
Submit Modifications for Review.
The Final Submission page ap-
pears.
Click on Submit Provider Modifi-
cation.
Submit Provider Modification will
turn gray. Click on close.
Note:
Step 16/17 must be completed before
any updates can be reviewed and ap-
proved. Make sure all changes have
been completed before submitting
for review.
Providers may have 17 steps depend-
ent on if there is union information in-
cluded in the list of steps.
Final Submission Page
7
Submitting Modifications for Review
Once you have made and
submitted your modifica-
tions, you will be returned to
the ‘View/Update Provider
Data’ page.
Here, you will now see any
modifications made having
an ‘In Review’ status.
Note:
Modifications can take 24
hours to update from ‘In Re-
view’ to ‘Complete’.
(time based on Mon-Fri
business hours)
View/Update Provider Data Page
In Review
8
Step 2: Locations
Locations are the physical locations or addresses where you currently provide social services. To view information about locations:
From the ‘View/Update Provider Data’ page click on Step 2: Locations,
The ‘Provider Locations’ page appears showing all the locations within your domain.
Note:
The Location Code is a 2 digit number that is added to your 7 digit domain or Provider ID. This creates a 9 digit Provider ID that is used
for your authorizations. All authorizations are linked to a single location. If you provide social service medical, you will have an “00” loca-
tion.
Update Provider Data Page/ Locations
9
Step 2: Locations
View and correct data as needed.
Each location can have a unique con-
tact, or share the same contact as the
domain. Verify the email address for
each location. To do this:
From the ‘View/Update Provider
Data’ page click on Step 2: Loca-
tions,
Click on a location code number,
The ‘Location Details’ page ap-
pears. Verify information such as
the preferred communication pref-
erence.
Email is the default communications
preference. Each location can have a
different notification meth-
od.
Once you have made your
updates, click ‘Save’ to re-
turn to the View/Update
Provider Data page. From
there submit any modifica-
tions made for review.
Note: Blue numbers and
words in ProviderOne are
hyperlinks that will send you to a sub-
screen for the selected information. Update Provider Data Page/ Locations
10
Step 2: Locations
Next, scroll down and view the locations
addresses. There will be three distinct
addresses for each location.
Location is the physical address of the
business. If you provide a service that
requires a license that is connected to a
specific physical location, such as an
Adult Family Home, Group Home, or
Companion Home, ProviderOne will not
approve changes to
your location address.
To update this address
contact DSHS.
Mailing is the address
where ProviderOne will
send you mail.
Pay To is the address
where ProviderOne will
mail your payments.
Please note: if you have
electronic fund transfer
(EFT), this address is used as a back-up.
Note:
Providers can make changes to the
‘Mailing’ and ‘Pay-To’ address on their
own. Click on an address hyperlink to
view and modify.
Update Provider Data Page/ Locations
11
Step 2: Locations
Update Provider Data Page/ Manage Provider Locations
Once you have selected an address to update, the ‘Manage Provider Locations’ page appears. From there, do the following:
Click Address Type
Click on Address hyperlink (shown on previous pg.) to edit or change address
Enter new address
Enter zip code
Validate address
Click on Address Note: Greyed out text cannot be modified.
12
Step 2: Locations
Update Provider Data Page/ Manage Provider Locations
Clicking on Address will open the ’Address Details’ page. Here, you will confirm the address information entered and then click Validate Ad-
dress. The address will be validated against Post Office information. Once confirmed, click ’OK’.
You can then return to the ‘View/Update Provider Data’ page’ and submit these changes for review.
Note:
If the Validate Address button re-
sults in an invalid address, you can
still enter the address you want to
use. The Validate Address button
simply checks to see if it matches
Post Office records and does not
prohibit non-matches.
13
Step 2: Locations
Update Provider Data Page/ Manage Provider Locations
Returning to the ‘Location Details’ screen, scroll down to the ‘Address List’. To view new address:
Select Status from the drop down menu,
Enter “%” in search field,
Click on Go.
The new address will be shown with ‘In Review’ as the new status. Select ‘Save’
and ‘Close’.
You will return to the ‘View/Update Provider Data’ page and can now submit
these changes for review. Repeat process for each location. (where applicable)
Note:
In ProviderOne, the ‘%’ works as a wildcard and will re-
turn any information that corresponds with the current
search.
For example, if searching for multiple location authori-
zations (auth screen), enter the 7 digit domain and add
the ‘%’ to the end.
This will return all authorizations for every location un-
der the chosen domain
In Review
14
Step 8: Contract Details
Update Provider Data Page/ Contract Details
Viewing contract details can be done in ProviderOne.
From the View/Update Provider Data page click on Step 8: Contract
Details. The ‘Contracts List’ page appears.
Check the ‘End Date’ and ‘Status’ of your contract.
Note:
If your contract is within 2 months of expiration or has
expired, contact the DSHS contact listed on page 1 of
your contract.
You may see errors on authorizations until the contract
information has been updated.
15
Step 15: Payment & Remittance Details
Update Provider Data Page/ Payment & Remittance Details
Each location can have the
same, or different payment op-
tions and details.
View and/or change the paya-
ble information for each of your
locations.
Click Step 15: Payment & Re-
mittance Details from the ‘View/
Update Provider Data’ page.
Select a location hyperlink.
Note:
Remittance Advice (RA) is linked to a location and so
will include only the payment details for a single loca-
tion. Each location will have its own RA.
16
Step 15: Payment & Remittance Details
Update Provider Data Page/ Payment & Remittance Details
Once you have chosen a location, the ‘Provider
Information’ pop-up appears.
Review the payment details. Make any
changes in the ‘Financial Institution
Information’ fields.
ProviderOne is defaulted to send out paper
checks (warrants) unless otherwise
designated.
Electronic Funds Transfer (EFT, Direct
Deposit) is also available.
Receiving payments directly to the bank is
fast, safe and reduces the occurrences of
lost or late payments.
To change payment to Electronic Funds
Transfer (EFT, Direct Deposit), click on
the Electronic Fund Transfer radio button.
Note: You must also fill out an EFT form
12-0004, available from the Washington
State Health Care Authority. (HCA)
https://www.hca.wa.gov/assets/billers-and-providers/
electronic-funds-transfer-form.doc
Instructions can be found here https://www.hca.wa.gov/
assets/electronic-funds-transfer-form-instructions.pdf
17
Step 15: Payment & Remittance Details
Update Provider Data Page/ Payment & Remittance Details
When changing to EFT,
make sure to do the follow-
ing:
Select the EFT radio
button,
Under ‘Submission Infor-
mation’, verify ‘Reason
for Submission’ is
Change Enrollment,
Enter name which repre-
sents an ‘Authorized Signa-
ture’,
Click on ‘OK’
If you did not make
any changes to the
page, Click on
‘Cancel’
Repeat process for each
location and submit
changes for review.
Note:
There is a delay of ten business days before
modifications may take effect.
During this period, payments will be issued to
the “Pay To” address for the location.
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