e-RIN User Manual - Illinois Department of Human Services
Contents
1. Gender C Male C Ferale SSN 4 Cancel DHS Website CMS Website State Website This screen will be displayed after Request New RIN is selected from the Main Menu It is used to submit a request for a RIN Fields marked with an are required fields and must be entered to process the request The Social Security Number may be entered as all zeros if unknown Click on OK to process the request 10 4 1 e RIN Request Form Continued PES Illinoia ea e RAIN Department of Human Services e Client Found This client already has a RIN and DHS Social Service eligibility There is no need to continue with this request Please use the RIN highlighted below and click OK If you feel you have reached this screen in error or have questions please contact the DHS Call Center You may want to print this screen for your records RIN 123456789 Request Information Client Information on File Last Name MOUSE MOUSE First Name MICKEY MICKEY Date of Birth 08 24 1963 8 24 1963 Gender M M SSN 444 55 1234 ES DHS Website CMS Website State Website This screen will be displayed when a RIN has been assigned previously to this client the RIN provided and click on OK Ls Please use 4 1 e RIN Request Form Continued ae Minis aes ARN Department of Human Services Required Field Agency Client ID Last Name First Name Date of Birth 5 A01 A1988 mm dd yyyy Gender Male Female Street Ad2. Lia P e RIN User Manual pdf aW tene stude Inspector General Initatve Hispanic Latino _ Metro South Recovery Affairs e RIN Resilience Re Structuring Developmental Disabilities Mental Health Development Rehabilitation Services Initiative Ro Revised Rule 132 Home e RIN About DHS Search DHS Technical Assistance to Providers TAP if D 3 eS Internet The above screen may be accessed by going to www dhs state il us mhdd mh repcommservices and clicking on e RIN If a Department of Human Services User ID has been established for e RIN click on e RIN otherwise click on e RIN Registration for instructions on establishing a DHS User ID 1 1 e RIN Registration Instructions DES Illinois Carol b gt Adams PHD Secre A Wep Department of Human Neid The e RIN registration process depends on whether or not you have already established a DHS user ID If you have been given access to systems such as FTP RLN or SISOnline then you have already established a DHS ID and simply need to request for access to e RIM Otherwise you need to submit a form with your hand written signature requesting for an ID and route it through the approval process Click the corresponding link below for the proper instructions IL fe litte ewe e Em e EN e Be e aen LS ec ee e cue e ail I DO NOT currently have a DHS ID DHS Website CMS Website State Website This screen will be displayed when e RIN Registration has been selected on t
3. Illinois Department N of Human Services al AR e RIN SYSTEM MANUAL Management I nformation Services Information Management amp Development Provider Claims Section SECTION 1 e RIN REGISTRATION INSTRUCTIONS e RIN Registration E DHS DMH Reporting of Community Services Microsoft Internet Explorer provid File Edit View Favorites Tools Help Ed fsck T gt T B ue J Search SP Favorites GA media amp Address http few dhs state il us mbddjmbjrepcommservices dhs_mh_eRin asp Go Links 3 ES ABUS Department of Human Services RUPEE TERN pU Agency Links DHS DMH Reporting of Community Services December 20 2005 Alcoholism and MH links Substance Abuse 2 e RIN HH Home Community Health E MH Mission and Vision and Prevention MH Acton Plan Below are links to the electronic process for requesting Recipient Map of MH Networks Identification Numbers RINs3 This electronic process eliminates the kiniss sS Directors and Managers E current paper process for requesting a RIN 4 simple registration as UM Clinical DMH Information System Rds e a sed a user is required prior to requesting RINs electronically The first PFPE Tore rer Saat link e RIM Registration registers you as a user The second link e Mmm Human Capital RIN is the RIN request Reporting of Community Services ROCS Policy Documents p e RIM Registration Medicaid Information Training Calendar
4. SEN 456 45 6789 Comments I am unsure of the birthdate submit Request This screen will display a confirmation of the request If an error is found in the requested information click on Back to return to the previous screen or Cancel When all information has been confirmed click on Submit Request to submit for processing 16 4 6 e RIN Request Successfully Submitted PES Illinois Carol L Adams PI AES Department of Human Services Request successfully submitted 12 21 2005 2 52 20 PM Agency Client ID 445561234 Last Name First Name Date of Birth 01 01 1955 Gender M Street Address 1455 S Grandview City springfield State IL zip 62526 County Unknown Existing RIN SSN 000 00 0000 Comments Exitto Menu DHS Website CMS Website State Website This screen will be displayed confirming the request has been successfully submitted and the date and time of the submittal You may print this screen for your records Click on Request Another RIN to return to the e RIN request form to enter another request Otherwise click Exit to Menu 17 SECTION 5 VIEW RIN REQUESTS 5 1 View RIN Requests Assigned Confirmed by DHS DES TINO Sen gixEs Department of Human Services Completed RIN Requests that have not been viewed 5 Agency Client Id Date Time Completed Mouse Minnie 15767 6260 1 11 2006 1 41 09 PM Bunny Bugs Eum 1 12 2006 11 28 18 AM Mouse Mickey 30720 7409 1 12 2006 11 2
5. to this client it will be shown below in the highlighted area please use this RIN and click Cancel There is no need to resubmit your request Otherwise click Back to make changes to your request or click Submit Request to override this warning and submit your request Assigned RIN 479829749 Agency Client ID 187676268 187676268 Last Name Mouse Mouse First Name Minnie Minnie Date of Birth 01 02 1950 1 2 1950 Gender m lg Street Address City Chicago Springfield State IL IL Zip 62526 67733 County Unknown SSN 000 00 0000 123 45 6789 DHS Comments Submit Request Cancel DHS Website CMS Website State Website This screen will be displayed if the Client s Name was selected on the Duplicate Requests Found screen If the request has previously been submitted and is an actual duplicate there is no need to resubmit this request Use the RIN located in the Assigned RIN field and click Cancel to return to the Main Menu or click Back to check for additional duplicates If this is not a duplicate click Submit Request to override this duplicate warning and submit your request _15 4 5 e RIN Request Confirmation DES I fl leks Carol E Adams Ph D Secretar RAIN Department of Human Services F Agency Client ID 456456 89 Last Name Rabbit First Name Roger Date of Birth 01 15 1960 Gender M Street Address 1 north main City springfield State IL Zip 62526 County Sangamon Existing RIN
6. 8 50 AM Woodpecker Woody 901273204 1 12 2006 11 30 26 AM Frog Kermit 350501234 1 12 2006 11 31 36 AM This screen will display all pending or Not Viewed RIN requests and the date and time of completion Click on the Client s name to display the assigned RIN along with the requested information and any discrepancies with Department of Human Services data 18 5 2 e RIN Confirmation PES PETITES EC m ARTS Department of Human Services ASSIGNED RIN gt 298798798 Medicaid Screening Suggested Mark as Viewed Agency Client ID 901273284 Last Name Woodpecker First Name Woody Date of Birth 8 12 1968 2 1 1969 Gender M Street Address City Springfield State IL Zip 62787 4888 County Unknown SSN 000000000 Agency Comments DHS Comments DHS Website CMS Website State Website The Assigned RIN is the RIN to use for billing DHS When Medicaid Screening Suggested is displayed in the top right hand corner of the screen this is an indication that the client is not Medicaid Eligible and a Medicaid Screening is suggested to verify whether this client could receive Medicaid benefits Once your system has been updated with the correct RIN check the box labeled Mark as Viewed Checking this box does two things 1 Removes the client from your Not Viewed list which is accessed by clicking View RIN Requests Assigned Confirmed by DHS from the main menu 2 Freezes the request so
7. RIN System Manual for display or printing 6 SECTION 3 CHANGE MY PASSWORD UPDATE CONTACT INFO 3 1 Change My Password Change MVS Password You can change your current MVS password by keying the required information below and submitting the change request Your MVS Usend Your OLD Password Your NEW Password Re type NEW Password Change Password Now The Shadow OR 3U0 Web Server Version 08 06 07 This screen is displayed when Change My Password is selected from the Main Menu It is used to change your current password Passwords MUST be changed at least once every 30 days This is a generic Change Password screen for all DHS system users It is not only used for e RIN The terminology and acronyms are very generic MVS is the type of system that DHS uses and is a general term As a provider you could think of MVS as DHS With that in mind enter your MVS DHS User ID Old Password and your New Password twice Below are the requirements and rules for passwords 1 Must be six to eight characters in length 2 Cannot contain a three letter month abbreviation JAN FEB etc 3 Cannot have been used within the last ten password changes Once all of the information above has been entered click on Change Password Now NOTE Changing your password for e RIN will also change the password for SISOnline and FTP F 3 2 Update My Contact Information DHSTS034 19 APR 2005 08 594M HSRACFUP Deparmen
8. cates Click on the client s name to view additional details to determine whether this is a duplicate request and to obtain the previously assigned RIN in the case of duplication Number of Possible Duplicate RIN Requests 2 Agency Client Id Date Time Submitted Mouse Minnie 187676268 1 11 2006 1 41 09 PM Mouse Minnie 187676268 1 12 2006 1 02 01 PM Exitto Menu DHS Website CMS Website State Website This screen will be displayed when more than one duplicate request has previously been submitted Due to the fact we re allowing a duplicate warning to be overridden it s possible to have multiple duplicate requests on the system A short description is given describing the specific fields found to be duplicates and the number of possible duplicate RIN requests Click on the Client s Name to view additional details to determine whether this is a duplicate request and to obtain the previously assigned RIN in the case of duplication If there is no need to see the duplicate details click on Back to return to the e RIN Request screen or Exit to Menu 14 4 4 Duplicate Request Details Duplicate Request Found An e RIN request already exists with the same Agency Client ID for your agency Please determine whether or not this is a duplicate request by comparing the current request information and the previous request found on the e RIN system below If this is a duplicate request and the DHS Call Center has previously assigned a RIN
9. dress City State Zip County Existing RIN SSN 250 character Limit Comments DHS Website CMS Website State Website This screen will be displayed after a request for a RIN has been submitted Fields marked with an are required fields and must be entered to process the request The Social Security Number may be entered as all zeros if unknown Comments may be entered pertaining to the request such as Not sure if the birth date is correct The last name may have a different spelling etc Click on OK to process the request The system will check for duplicates Depending on the number of multiples different screens will be displayed A request may be considered a duplicate if a match is found on any of the following Provider Client ID Social Security Number or a combination of Client Name Date of Birth and Gender If only one duplicate record is detected the Duplicate Request Found screen will be displayed listing the previous request on file and the current requested information If more than one duplicate record is detected the Duplicate Requests Found screen will be displayed listing the multiples 2 4 2 Duplicate Request Found Duplicate Request Found An e RIN request already exists with the same Agency Client ID for your agency Please determine whether or not this is a duplicate request by comparing the current request information and the previous request found on the e RIN system be
10. he previous screen If a DHS User ID has previously been established click the first line of text to display e RIN registration instructions for established users If a DHS User ID has NOT been previously established click on the second line of text to display e RIN registration instructions for new users 1 2 e RIN Registration Instructions for Established Users JE i fi no1s Carol L Adams PA D Secretary Department of Human Services Since you have already established a DHS ID and have signed the necessary forms to obtain your DHS ID you simply need to send an email to racsaxdhs state il uis with the subject as e RIM Registration and provide the information below Once your request has been completed you will receive an email confirming your registration and providing you with instructions on accessing the system for the first time If you have any questions please email Donna Wachter at rocsidhs state il us Provider FEIN Provider Satellite Provider Name DHS User ID User First Name Wiser Last Marne User Phone Number User Email Address When I already have a DHS ID was selected from the e RIN Registration Instructions screen the above screen will be displayed Submit the above information to rocs dhs state il us to request access to e RIN When a DHS User ID has been assigned an e mail notification will be returned 1 3 e RIN Registration Instructions for New Users DES I i hi NOIS Carol L Adams PA D Secreta
11. ld 6 9 2005 1 46 05 PM Mouse Minnie 6 9 2005 1 45 20 PM Mouse Mickey 6 9 2005 1 44 44 PM Submit Exitta Menu This screen will be displayed when Search e RIN Request System is selected from the Main Menu Enter a date range of no more than a 30 day period The selection may be for all requests submitted or just for requests which have previously been marked as viewed The records may be sorted by Last Name or Date Time Submitted 2s
12. low If this is a duplicate request and the DHS Call Center has previously assigned a RIN to this client it wil be shown below in the highlighted area please use this RIN and click Cancel There is no need to resubmit your request Otherwise click Back to make changes to your request or click Submit Request to override this warning and submit your request Assigned RIN 479829749 Agency Client ID 187676268 187676268 Last Name Mouse Mouse First Name Minnie Minnie Date of Birth 01 02 1950 1 2 1950 Gender EF F Street Address City Chicago Springfield State IL IL Zip 62526 67733 County Unknown SSN 000 00 0000 123 45 6789 DHS Comments Submit Request Cancel DHS Website CMS Website State Website This screen is displayed when only one duplicate is found A Short description is given with the duplicated fields highlighted Determine if the information is actually a duplicate request If this is a duplicate request and the Call Center has previously assigned a RIN to this client please use this RIN located in the Assigned RIN field and click Cancel Otherwise click Back to make changes to your request or click Submit Request to override this warning and submit your request nee 4 3 Duplicate Requests Found PES Ilinoiss sus AES Department of Human Services Duplicate Requests Found An e RIN request already exists with the same Agency Client ID for your agency Below is a list of the possible dupli
13. no other changes can be made by the DHS Call Center The Call Center can make changes to any requests until it is marked as viewed by the provider On the left hand side of the screen is the request information supplied by the provider On the right hand side of the screen are any noted discrepancies with DHS billing data NOTE Last name first name gender and date of birth discrepancies could impact billing Please make all noted changes or follow up with the DHS Call Center to resolve all discrepancies 9 SECTION 6 VIEW SEARCH RIN REQUESTS 6 1 View all Pending RIN Requests ARN Department of Human Services Number of Requests pending 3 Date Time Submitted Duck Donald 6 9 2005 1 46 05 PM Mouse Minnie 6 9 2005 1 45 20 PM Mouse Mickey 6 9 2005 1 44 44 PM Exit to Menu DHS Website CMS Website State Website This screen will be displayed when View all Pending RIN Requests is selected from the Main Menu This will list all pending requests to ensure all have been submitted that were needed 20 6 2 Search e RIN Request System PES Ii 270 Y EN Caro L Adams Ph D etary ARN Department of Human Services Enter Search Date Range limited to 31 days From oe oi 2005 To fos Jos zoos Refresh Select Search Criteria AllRequest Viewed Request Only Sort By Last Name Date Time Submitted Number of Requests between 06 01 2005 and 06 09 2005 3 Assigned RIN Date Time Submitted Duck Dona
14. ry Y Wep Department of Human Services Since you do not currently have a DHS ID established you will need to complete sign and route an e RIM User ID Request Form which is available by clicking the first link below The submission of this form will establish a DHS ID and also grant the needed authorization to access e RIM The second link below is a list of the corresponding DHS personnel who have signature authorization in which to route the e RIM User ID Request Form This process is the same as the FTP approval process for those providers who have signed up for FTP access If vou have any questions please email Donna Wachter at rocs dhs state iLus e RIM User ID Request Form Authorized Signature List DHS Website CMS Website State Website When Do Not currently have a DHS ID was selected from the e RIN Registration Instructions screen the above screen will be displayed If you do not currently have a DHS ID established the request forms may be found on the first link e RIN User ID Request Form Complete the request forms and submit to the appropriate person which can be found under Authorized Signature List SECTION 2 e RIN LOGIN PES I 1 H O 15 Carol L Adams Ph D is cretary LA IA Department of Human Services Login The above screen will be displayed when e RIN is selected on www dhs state il us mhdd mh repcommservices and also selected on the actual e RIN link Enter the assigned User ID and Pass
15. t of Human Services Office of Management Information Systems S Bureau of Security Planning and Quality Assurance ye A IN User Information want to view update my information far Password PromptReplhy submit Close Window Prior to using e RIN it is suggested to verify update your Contact information with DHS This information is used should there be any problems with processing an e RIN request The screen is displayed when Update My Contact Information is selected from the Main Menu It is used to view update Password Prompt Reply Phone Numbers or e mail Address PIN Select the appropriate choice using the drop down menu and click on Submit 3 3 Update My Contact Information Page 2 RACFUSER Department of Human Services Office of Management Information Systems Bureau of Security Planning and Quality Assurance NAIN Enter PROMPT and REPLY only if no one can see your entry PROMPT will be the question you be asked when you need a password reset E G What is my mother s maiden name REPLY is the response that you should give to the prompt E G Smith password PROMPT password REPLY The above screen is used to submit a question answer that you may be prompted to supply should a password reset be needed SECTION 4 E RIN REQUEST FORM 4 1 e RIN Request Form TUNO e Department of Human Service Required Field Last Mame 3 First Name N Date of Birth gU H ELITS
16. word and click on Login NOTE This ID and Password is the same ID and Password that is used for FTP processing and SISOnline _5 2 2 e RIN Menu PEG UE as c Py in Department of Human Services Request Mew RIN View RIN Requests 4ssigned Cantirmed by OHS View all pending RIN Requests Search e RIM Request System Update My Contact Information Change My Password Quick Start User Manual pdf Logoff Request New RIN This option is used to submit a request for a new RIN View RIN Requests Assigned Confirmed by DHS This option is used to view pending RIN requests that have been assigned or confirmed by DHS and have not been marked as viewed by the provider referred to as Not Viewed This is where the RIN would be displayed that should be used for billing View all pending RIN Requests This option is used to view all pending requests to ensure all have been submitted that were needed Search e RIN Request System This option is used to display all submitted RIN requests e RIN requests can be searched by a date frame and sorted several different ways for historical reporting Update My Contact Information This option is used to view or update passwords phone numbers or e mail address PIN Change My Password This option is used to change the password Passwords MUST be changed at least once every 30 days Quick Start User Manual pdf This option contains the online e
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