ACS EDI Gateway, Inc. Electronic Claims
Contents
1. ACS A Xerox e Company ACS EDI Gateway Inc Electronic Claims Acquisition Services WINASAP2003 Quick Reference Guide Version 5 16 March 09 2010 2324 Killearn Center Boulevard Tallahassee FL 32309 Table of Contents 1 INTRODUCTION 2 2 INSTALLING 2003 3 3 SETTING UP TRADING PARTNER INFORMATION 11 4 SETTING UP REFERENCE TABLEG ssccssosscsccscssosscsessosscsessossosersosecsersosscsersesscseseosersoseeserses 13 5 SETTING UP PROVIDER DATA c ccescscsessessseseserecsssenesecccesscsesesesssscecsesenesscsssesesesesocsesesereneness 14 6 PRINTING USER MANUA Lissiscccccccississadisotcscciscbscasiscosvesinonssassasinencesyincbesdedacostasinoasincnceayinosssisinceceac 17 ACS EDI GATEWAY INC Page 1 Rev 03 09 2010 1 INTRODUCTION To use Winasap2003 your personal computer must meet the following minimum requirements e Windows 98 Second Edition Windows NT Windows 2000 Service pack 3 or higher Windows XP and Windows Vista Operating Systems e Pentium Processor e 25 megabytes of free disk space e 128 megabytes of RAM e Monitor resolutions of 800 x 600 pixels e Hayes compatible 9600 baud asynchronous modem e Telephone connectivity The Installation package and Users Manual can be downloaded from our Internet address Wwww acs gcro com Go to WINASAP2003 link and then WINASAP2. 2003 Software Download link The Users Manual could be downloaded by selecting the Manuals amp Guides link This Quick Reference Guide will walk you through everything you need to do to get started using WINASAP2003 Note After installation the Help function within WINASAP2003 covers the same topics as does the User Manual If WINASAP2003 does not load correctly or does not execute properly please call ACS EDI Support Unit for assistance WindowsNT Windows 2000 Windows XP and Windows Vista users You MUST have administrative rights to your system in order to install WINASAP2003 Please contact your system administrator for assistance ACS EDI GATEWAY INC Page 2 Rev 03 09 2010 2 INSTALLING WINASAP2003 The installation and setup of WINASAP2003 is an easy two step process 1 Install the WINASAP2003 software on your PC 2 Start WINASAP2003 and set up your Trading Partner and Reference tables STEPS ACTIONS 1 Terminate all active programs applications before you install WINASAP2003 in order to avoid potential system conflicts or errors 2 Double click the Installation package that you have downloaded on the WWW acs gcro com website 89 Winasap2003 exe ACS EDI GATEWAY INC Page 3 Rev 03 09 2010 3 When the first Welcome Window displays click the Continue button InstallShield i WINASAP2003 Welcome ACS EDI GATEWAY INC Welcome to WINASA
3. I Support Unit e Inthe User ID field enter your 9 digit user ID and press TAB e Inthe User Name field enter your User Name exactly as it appears on your logon form Click on the Save button to record update your Trading Partner data ACS EDI GATEWAY INC Page 12 Rev 03 09 2010 4 SETTING UP REFERENCE TABLES Although reference tables are optional they allow you to key claims faster Information from the reference tables is used by the system to automatically fill claim fields or to create drop down list boxes to help you select data field values In the following section you will find an example of setting up a reference table for Provider Data ACS EDI GATEWAY INC Page 13 Rev 03 09 2010 Setting Up Provider Data 5 SETTING UP PROVIDER DATA STEPS ACTIONS 1 From the WINASAP2003 Main Menu bar select the Reference option 2 Select the Provider option This will open the Provider List window 3 A pop up was added to the Provider screen When a user enters the provider screen for the first time after installing the new version they will see the message box below ATTENTION Medicaid Providers are required to enter their Medicaid ID This ID must be entered as the first ID on the Secondary Identification tab Do you wish to be reminded to enter your Medicaid ID when saving provider data Recommended For Medicaid submitters Note The reminder will not be displayed when
4. P2003 Installation To install the software follow the installation prompts When completed launch the software and enter ASAP for the password Be sure you have at least 20 megabytes of free disc space If you have any problems during the installation process please contact the EDI Helpdesk at 1 800 987 6715 EDI Helpdesk E m 4 When the second Welcome Window displays click the Next button Welcome InstallShield x Welcome to the WINSSAP2003 Setup program This program will install WINASAP2003 on your computer It is strongly recommended that you exit all Windows programs before running this Setup program Click Cancel to quit Setup and then close any programs you have running Click Next to continue with the Setup program WARNING This program is protected by copyright law and international treaties Unauthorized reproduction or distribution of this program or any portion of it may result in severe civil and criminal penalties and will be prosecuted to the maximum extent possible under law lt Back Cancel ACS EDI GATEWAY INC Page 4 Rev 03 09 2010 5 The Software License Agreement window displays next Read through the agreement and click yes to accept the terms of the agreement and continue installing WINASAP2003 If no is clicked the install program will terminate Software License Agreement ji Phase eed the fo
5. ata and to provide ACS EDI Claims Clearinghouse with the information necessary to authorize and accept your claim transmissions NOTE The Trading Partner Information screen must be completed before you can successfully submit claims THIS IS A REQUIRED STEP In the event that your name address telephone numbers or identification numbers change you can perform these procedures again to update your Trading Partner data STEPS ACTIONS 1 From the WINASAP2003 Main Menu bar select the File option 2 Select the Trading Partner option This will open the Trading Partner window 281 File Reference Claims Tools Window Help Trading Partner Identification Primary Identification Secondary Identification Trading Partner _ _ Additional Contact Information Entity Type Contact Name Telephone O Ft _ Email Contact Information WINASAP2003 Communications Eon Hae Host Telephone Telephone s Est User ID er User Name Emai Save In the Trading Partner Identification section complete the following field e Primary Identification field enter your 5 or 6 digit Trading Partner ID number assigned to you by ACS and press lt gt This is a required field e Secondary Identification field enter your 5 or 6 digit Trading Partner ID number assigned to you by ACS and press TAB This is a
6. box to select the state in which the provider is located and press lt TAB e Zip Code Enter the postal zip code for the provider s office address and press lt TAB gt 8 In the Contact Information section complete the following fields e Contact Name e Telephone e Fax e Email 9 In the Additional Contact Information section complete the following fields e Contact Name e Telephone e Fax e Email ACS EDI GATEWAY INC Page 15 Rev 03 09 2010 Setting Up Provider Data 10 Click the Next Page button to enter Secondary Information At least one secondary identification is required If you are a MEDICAID provider you must enter your MEDICAID information in the first field on this page You may enter up to 8 secondary identifications e Select the Identification Type from the drop down list e Enter the Identification Number in the next field Examples of secondary identifications include Medicare ID number State License Number and Social Security Number WINASAP2003 GEORGIA MEDICAID PEACHCARE FOR KIDS Provider Data 2 8 Reference Claims Tools Window Help laj x Provider Data Secondary Identification Identification Type ls Identification Tye rz Identification Number Identification Number Identification Type z Identification Type z Identification Number Identification Number Identification Type xj Identification Type xj Identification Number Identif
7. current settings you have chosen so far during the installation Click the Next button Start Copying Files a _ f eS Installshield ACS EDI GATEWAY INC Page 6 Rev 03 09 2010 You will now see the option to Launch the program If you place a checkmark in this box and click Finish it will start WINASAP2003 If you chose to launch the program after you clicked Finish go to Step 14 Otherwise go to Step 10 Setup Complete Setup has finished copying files to your computer Setup will now launch the program Select your option below Yes Launch the program file Click Finish to complete Setup InstallShield 10 Click the Finish button 11 When WINASAP2003 opens enter as the password for the ADMIN user ID click Ok and then select the payer you will be submitting claims to This will become the default payer If you did not select Yes Launch the program file then follow these steps to open WINASAP2003 12 Click on the Windows Start button and select Programs 13 Select WINASAP2003 This will open the Login Window ACS EDI GATEWAY INC Page 7 Rev 03 09 2010 14 In the User ID field select the user name from the drop down list box ADMIN is the initial default x User ID ADMIN Password 15 In the Password fie
8. ication Number Identification Type z Identification Type z Identification Number Identification Number Prev Page Cancel 11 Click on the Save button to save your information and return to the Provider List window Providers are listed in order by the Social Security Number or Employer Identification Number CONGRATULATIONS You have successfully installed and performed the basic setup requirements to begin entering claims Two easy steps will now allow you to send claims e Enter claim data e Send claims to ACS Additional Notes Please ensure that your PC has a modem and printer set up in Windows Refer to the He p function on the top menu bar in WINASAP2003 or the User Manual for more detailed instructions on setting up the program navigating WINASAP2003 sending claims printing reports and applying the utilities functions ACS EDI GATEWAY INC Page 16 Rev 03 09 2010 Printing User Manual 6 PRINTING USER MANUAL To print the User Manual you must have the latest version of Adobe Acrobat Reader Version installed on your PC If you do not have it you can go to http www adobe com and download the appropriate program You can then view and print the User Manual The Users Manual by going to the www acs gcro com website Select the WINASAP2003 link and then to go Manuals amp Guides link ACS EDI GATEWAY INC Page 17 Rev 03 09 2010
9. ld enter your password is the initial default for the ADMIN USER ID 16 Click on the OK button ACS EDI GATEWAY INC Page 8 Rev 03 09 2010 17 The Select Payer drop down box will appear Select the payer you will be submitting claims to Once you make this selection it will become your default payer You will not need to choose it each time There is a Show Payer Edit button This will allow you to change the length of the provider number and the type of characters being used for the provider number Click on the OK button v5 WINASAP2003 WASHINGTON D C MEDICAID X WASHINGTON D C MEDICAID E ISSIPPI MEDICAID EI HINGTON D C MEDICAID 3 WINASAP2003 WASHINGTON D C MEDICAID v5 Open Payer WASHINGTON D C MEDICAID ACS EDI GATEWAY INC Page 9 Rev 03 09 2010 You are now ready to begin updating reference tables or entering claims NOTE WINASAP2003 has a default user ID of ADMIN and password of asap If you want to use the default user ID you may However if you want to establish different security levels for different users you may do so by following the procedures in the user manual ACS EDI GATEWAY INC Page 10 Rev 03 09 2010 3 SETTING UP TRADING PARTNER INFORMATION WINASAP2003 uses the information you enter in the Trading Partner Information window to uniquely identify your claim d
10. lowing Agreement Press the PAGE DOWN to see the rest of the agreerrert MINAS 2003 User License Agreement HEHESS ACS has deveapsd NASSP2003 ar electronic billng package that enables nedical provicers tc file caine mita ACS fhereinafter anc WHEREAS Provider wishes to use amp license WINASAP UT3 for its busiress use HOW THEREFORE n corsideration of the mutual pronises and covenant canta ned herein and other qacd and valuable consideration he rezept and sulfimence o which i hereby acknowledged parties aereto agree ta az falaws 1 Licenze ACS hereby grants and Frovider hereby accepts nontanste able nercexdusive license ta ase SINASAP UD scel for is own busners ase ir elecironicallu submitting medical clame fa acs all the terns of the srecedirg License Agreement If vcu choose Ssttp wall clove To install WIN4 5 4P2003 vou must accept thie egreement lt Back Tes Ho 6 The User Information window will display next Enter your name and the name of your company Once this information is entered click Next User Information your name below Y ou must also type the name of the company you work for Name Eras Company JACS InstallShield lt Back Cancel ACS EDI GATEWAY INC Page 5 Rev 03 09 2010 7 The Start Copying Files window follows indicating the
11. required field ACS EDI GATEWAY INC Page 11 Rev 03 09 2010 STEPS ACTIONS In the Trading Partner Name section complete the following fields e Entity Type Select the appropriate choice from the drop down list box This is a required field e Organization Name if non person entity selected or Last Name First Name if person selected This is a required field In the Contact Information section complete the following fields e Contact Name e Telephone Fax e Email In the Additional Contact Information section complete the following fields e Contact Name e Telephone e Fax e Email In the WINASAP2003 Communications section complete the following fields e Inthe Host Telephone field enter ACS data telephone number as follows 1800X XXXXXX or 1800XXXXXXX If you must dial 9 to access an outside line enter the telephone number as 9 1800XXXXXXX The comma causes a one second pause You MUST enter the comma between the 9 and the first digit of the telephone number If your phone line has the call waiting feature disable it Refer to your local telephone book for instructions The following is an example of a number with call waiting disabled 70 9 1800XXXXXXX NOTE Please refer to your logon sheet for your specific submission phone number If your office has a long distance access code and you are unsure where to enter that number in this field please call the ED
12. saving provider data if the No button is clicked Click Yes if you want to be reminded to enter your Medicaid ID when saving provider data Click on the Add button This will open the Provider Data window Prowider Data ACS EDI GATEWAY INC Page 14 Rev 03 09 2010 Setting Up Provider Data STEPS ACTIONS 5 In the Provider Identification section complete the following fields e Inthe Provider Type field select one of the following from the drop down list o Employer Identification Number 9 bytes o HCFA National Provider Identification Number 10 bytes o Social Security Number 9 bytes e Inthe Provider ID field enter the corresponding number as indicated in the Provider Type field and press lt TAB gt e Inthe Provider Taxonomy Code field enter the appropriate taxonomy code if applicable Press lt TAB gt 6 In the Provider Name section complete the following fields e Entity Type Select the appropriate choice from the drop down list box This is a required field e Organization Name if non person entity selected or Last Name First Name if person selected This is a required field 7 In the Provider Address section complete the following fields e Address Enter the provider s physical address and press lt TAB gt e Address con t e City Enter the name of the city in which the provider s practice is located and press lt TAB gt e State Use the drop down list
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