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Welcome to this program brought to you by the Administrative Simplification
Group in the Office of E-health Standards and Services in the Centers for
Medicare and Medicaid Services. My name is Kari Gaare and today we will walk
through how you can obtain an other entity identifier (OEID) from the Health
Plan and Other Entity Enumeration System (or what we call HPOES). If you are
interested in learning more about the policy and requirements for the other
entity identifier and health plan identifier or how to apply for an HPID, please
see the video presentations that are posted on the CMS HPID website.
Today's we will discuss how an entity can access HPOES and then we will walk
through the steps to obtain an OEID.
We'll begin by discussing how to access the Health Plan and Other Entity
Enumeration System (which we refer to as HPOES).
HPOES resides within the Health Insurance Oversight System, which we refer to as HIOS.
You will need to use the CMS Enterprise Portal to access HIOS.
User will need to register in the Enterprise Portal to obtain a user ID and password.
As part of the Enterprise Portal registration process, you will need to provide
Personally Identifiable Information, including social security number, date of
birth, home address, and primary phone number.
Here is a screenshot of the CMS Enterprise Portal.
The first arrow shows you where to click if you already have a CMS Enterprise
portal userid and password. The lower red arrow shows you where to click if you
are a new user.
Once users have been granted access to both the CMS Enterprise Portal and HIOS,
users will be able to navigate to the HIOS Home Page.
Next we'll provide a high level overview of how to complete an OEID application.
As you can see from the graphic on the screen, there are 6 different steps in
the application process.
Step 1: You register the organization, Step 2: You get access to the
organization through user role management Step 3: You select an application type
Step 4: You complete, and submit the application. Step 5: The application is
reviewed by the Authorizing Official Step 6: Once the application is approved,
the HPID number is assigned.
Each step in the graphic will be highlighted as we walk through the process in
greater detail.
The first step is registering the organization in HIOS.
To begin the application process, you will need to register the organization
with HIOS. We currently have a large database of organizations in the system. If
your organization already exists in HIOS, you may proceed directly to step 2 of
the application process which we will discuss next.
In order to determine if your organization is registered, you can search by
their Federal EIN. Once the system has verified that the organization is not in
HIOS, you will be able to register your organization. Please note that all
registration requests are reviewed prior to being accepted into HIOS.
Next, we will walk through how to register an organization.
You'll begin by navigating to the HIOS Home Page and clicking on the "manage an
organization" button
You'll need to enter the organization's federal EIN and click the "search" button
If no results are returned, you will be able to register the company by clicking
on the "create company" button.
Next, you will need to provide the required information to register the company.
You will have the opportunity to review the company information and submit the request.
On this page, you'll receive confirmation of your submission. Additionally, you
will receive an email notification once the request is approved.
Here is a summary of the information required to register a new company.
Now we will discuss step 2, accessing HIOS user role management. As we mentioned
earlier, if your organization already exists in HIOS, you may skip step 1 and
proceed directly to step 2.
There are 3 different user roles for HPOES.
The first type are guest users. This role is for those who want the ability to
view general HPOES information but do not need to submit or approve an application.
The Submitter User is a representative of a health plan or other entity that
needs the ability to submit an HPID or OEID application.
The Authorizing Official User is a company executive that has the authority to
approve applications, including CEOs and CFOs.
If you are requesting submitter or authorizing official access, you will also
need to identify the company you wish to be granted access to through HIOS user
role management. Unlike Submitter users, Authorizing Officials are not required
to come into the system through user role management. Authorizing Officials can
also be identified through the application process to gain access into HIOS.
Finally, please note that users can only have access to one HPOES role at a time.
Next we will walk through process for requesting access through user role management.
You'll begin by navigating to the HIOS Home Page and clicking on the "role management" button
You will click on the "request role" tab, Select HPOES from the module dropdown,
and then select your role.
Once you have made your selections, you will click "continue"
Next you will need to search for the Federal EIN of the company for which you
would like to receive access for and click the "search" button.
The company and Federal EIN results will display and you will click the
"review/continue" button to proceed with the request.
You will then have the opportunity to review the requested role and submit your request.
On this page, you'll receive confirmation of your submission. Additionally, you
will receive an email notification once the request is approved.
We will now review step 3: accessing HPOES and selecting an application type. At
this point, we know your company exists in HIOS and your access in user role
management has been approved.
Since we are walking through the OEID application process, we know that you are
not a health plan and are not eligible to obtain an HPID.
To navigate to the HPOES module, you will select the HPOES button on the HIOS
Home Page.
If you are registered as a submitter user you will be taken to the submitter
user homepage which as seen on this slide. All functions are displayed on the
left hand side.
As you can see the functions are separated by entity type - an other entity can
create a profile or view profile.
We are now on step 4 where we'll discuss how to complete and submit an application.
Once you have determined which type of application you will need to complete,
you may begin the HPOES application process.
As part of the application process, you will need to identify the company's
Authorizing Official if there is not already one designated in HPOES.
Now we’ll will walk through the steps to apply for an OEID.
The first step is selecting the "create profile and apply for OEID" button under
the Other Entity Functions section. You will begin by selecting the company you
wish to complete the application for. The companies available in the dropdown
are based on those you have been granted access to through the user role
management process discussed in step 2.
Once the company name is selected, the company information will be displayed on the page.
You must select a business classification for all OEID applications.
You will be required to provide the Authorizing Official information.
Following those steps, you are taken to the profile and application review page
where you may submit the OEID application.
Once submitted, you are taken to the profile summary page which displays a
message confirming your application has been submitted.
Here is a summary of the OEID Application information collected.
So we've discussed how to complete and submit an application. Next, we will
discuss step 5, application review by the Authorizing Official.
Once you have submitted your application, the designated Authorizing Official
will receive an email notification to let them know that an application is
pending their approval. The Authorizing Official will need to review the
application and will have the option to approve or reject it.
The next few screens provide an overview of what the Authorizing Official sees
when they log in to review the application.
The authorizing official can access pending application through the pending
tasks button or by searching applications.
If the authorizing official used the search applications button, she would be
taken to this page and would be able to search for applications that are pending approval.
If the authorizing official used the pending tasks button, he would see this screen.
Either way they would select the application And then the authorizing official
would be taken to this page where she would review the information and confirm
or reject it.
Here is the confirmation page confirming the approval.
The final step of the process is the assignment of an HPID or OEID number.
Once the application is approved by the Authorizing Official, the system will
generate a unique OEID. An email notification will be sent to the submitter user
that it has been approved as well as the OEID number generated.
And that sums up the OEID application process - thank you for viewing this video.
Please visit the CMS HPID website - the address is posted here.
If you have any questions, please contact the Helpdesk via email or phone.