User Guides & Fact Sheets (2024)

User Guides

The following User Guides are intended to provide step-by-step instructions to complete a variety of common provider activities. The guides are organized by major topic areas to facilitate ease of use.

Provider Record Maintenance

How to Submit a Manage Change Request adding a Service Location and Affiliate an Individual Provider Record to a Group/Organization in NCTracks (PDF, 1430 KB)
How to Add or Update Accreditation on the provider profile in NCTracks (PDF, 1709 KB)
How to Add or Update Electronic Funds Transfer (EFT) Information in NCTracks (PDF, 1358 KB)
How to Affiliate an Individual Provider Record to a Group-Organization in NCTracks (PDF, 1214 KB)
How to Manage Your NCTracks Addresses (PDF, 1630 KB)
How to Enter EIN - You must enter text with 9 or fewer characters (PDF, 221 KB)
How to select a Billing Agent and Other Claims Submission Options in NCTracks (PDF, 1574 KB)
How to Enroll, Update or Terminate CCNC/CA Managed Care Plans (PDF, 1666 KB)
NC Health Information Exchange (HIE) Network Status and Hardship (1, 1267 KB)

Enrollment and Re-verification

How to Complete Re-verification in NCTracks (1, 2153 KB)
How to Enroll in North Carolina Medicaid as an Individual Practitioner (PDF, 3830 KB)
How to Enroll in North Carolina Medicaid as an Organization (PDF, 2293 KB)

Prior Approval

How To Determine the Status of Pharmacy PAs (PDF, 331 KB)
How to Enter a Dental or Orthodontic Prior Approval in NCTracks (PDF, 1099 KB)
How to Request Retroactive Approval for LTC (PDF, 89 KB)
How to Submit Prior Approval Attachments in NCTracks (PDF, 668 KB)
How to Submit a Prior Approval Request for Hearing Aids (PDF, 714 KB)
Medication History Request Job Aid (PDF, 395 KB)

Claims Submission

How to Add an Attachment to a Claim (3, 555 KB)
How to Add Billing and Rendering Provider Taxonomy Information to a Claim - Edit 07011 (PDF, 733 KB)
How to Indicate Other Payer Details on a Claim In NCTracks and Batch Submissions (PDF, 678 KB)
How to Resolve the Claims Reject Edit 00431 for Community Alternatives Program (CAP) Providers (PDF, 1496 KB)
How to Submit Claim Adjustments and Time Limit and Medicare Overrides (PDF, 513 KB)
How to Submit Claims with PA Using Local W Codes (PDF, 488 KB)
How to Update a Claim in the Pend Status resulting from an Incorrect Billing Location (PDF, 446 KB)
Understanding NCCI Edits (PDF, 27 KB)
ORH COVID-19 Claim Submission Job Aid (PDF, 715 KB)

Taxonomy

How to View and Update Taxonomy (PDF, 1704 KB)
How to Select a Taxonomy Code in NCTracks (PDF, 329 KB)

Financial

Document Viewer Guide (PDF, 366 KB)
How to Retrieve an NCTracks RA from a Previous Checkwrite (PDF, 587 KB)

Fact Sheets

Below are various fact sheets to use as quick and easy references for key topics. Download, print, and post these to refer to in the office.

NCTracks Back to Basics (PDF, 240 KB)
Features of NCTracks Portal Help System (PDF, 146 KB)
NCTracks Ambulance Provider Fact Sheet (PDF, 292 KB)
NCTracks Claims Adjudication Fact Sheet (PDF, 674 KB)
NCTracks e-Signature Fact Sheet (PDF, 350 KB)
NCTracks NCID Fact Sheet (PDF, 354 KB)
NCTracks PayPoint Fact Sheet (PDF, 354 KB)
NCTracks Prior Approval Fact Sheet (PDF, 292 KB)
NCTracks Remittance Advice Fact Sheet (PDF, 617 KB)
NCTracks Taxonomy Fact Sheet (PDF, 592 KB)
Using the LTC DMA-0100 Form (PDF, 241 KB)
NCTracks NEMT Fact Sheet (PDF, 289 KB)
Pend for Medical Review Fact Sheet (PDF, 285 KB)
Six Tips for Submitting a Pharmacy PA (PDF, 126 KB)
NCTracks Tip #1: Adding a Location (PNG, 267 KB)
Re-verification Refresher: Everything You Need to Know about Re-verification (PDF, 2346 KB)
Re-verification Tips: Are You Due for Re-verification? (PNG, 214 KB)
NCTracks Tip #2: Check Twice, Avoid the Price - Double Check Your SSN (PNG, 219 KB)
NCTracks Tip #3: Misdirected Faxes (PNG, 219 KB)
NCTracks Common Questions: Currently Enrolled Provider Registration vs. Office Administrator Change Process? (PDF, 385 KB)

ZixMail

At certain times, the NCTracks team may need to email files with Protected Health Information (PHI) to providers. To comply with HIPAA regulations regarding privacy and security, those files must be sent encrypted. One of the applications used by NCTracks to encrypt files containing PHI is ZixMail. ZixMail is a freethird party application maintained by ZixCorp.

If you receive a ZixMail email message, go to the ZixMail website andclick on the'Register" button to create a Zix Mail account.

PDF documents on this page require the free Adobe Reader to view and print.