HETS Desktop IDM User Guide


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HETS Desktop (HDT) Identity Management (IDM) System
User Guide
Version 1.4 4/23/2022
Document Number: USM-9003DD Contract Number: HHSM-500-2017-00039I

CMS

Table of Contents

Table of Contents
1. Introduction ............................................................................................................ 10
1.1 HDT IDM User Guide Intended Audience ....................................................... 10 1.2 User Guide Purpose ....................................................................................... 10 1.3 Identity Management (IDM) System Overview................................................ 11 1.4 HDT Application Overview .............................................................................. 11
2. Referenced Documents ......................................................................................... 13
3. Quick Reference Guide ......................................................................................... 14
4. Prepare to Access the HDT Application via IDM ................................................. 15
4.1 Verify Web Browser Support........................................................................... 15 4.2 Verify Screen Resolution ................................................................................ 15 4.3 Cautions and Warnings................................................................................... 16
5. Description of Key HDT User Authentication Mechanisms ............................... 17
5.1 HDT User ID Policy ......................................................................................... 17 5.2 HDT Password Policy ..................................................................................... 17 5.3 Multi-Factor Authentication ............................................................................. 18 5.4 User Uniqueness Checks ............................................................................... 18
6. How to Register a New IDM User Account .......................................................... 19
7. How to Sign In to the IDM System ........................................................................ 22
7.1 How to Overcome Common Sign-In Issues .................................................... 24 7.1.1 The User’s Password Expires................................................................... 25 7.1.2 The User Forgets Their Password ............................................................ 25 7.1.3 The User’s Account is Locked .................................................................. 28
8. The IDM Self-Service UI ......................................................................................... 32
8.1 Overview of the IDM Self-Service UI............................................................... 32 8.2 Description of Functions Common to all Users ............................................... 33 8.3 Description of the Self-Service UI Common Controls ..................................... 33
9. How to Use the IDM My Profile Function ............................................................. 35
9.1 Description of the IDM My Profile Function ..................................................... 35 9.2 How to Launch and Close the IDM My Profile Function .................................. 36 9.3 How to View IDM User Profile Information ...................................................... 36 9.4 How to View and Edit IDM User Personal Contact Information ...................... 37 9.5 How to View and Edit IDM User Business Contact Information ...................... 38 9.6 How to Change the IDM User Account Password .......................................... 40 9.7 How to Change the IDM User Security Question ............................................ 41 9.8 How to Manage IDM MFA Devices ................................................................. 42

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9.8.1 9.8.2 9.8.3 9.8.4 9.8.5 9.8.6 9.8.7 9.8.8

How to View Active MFA Devices............................................................. 43 How to Add an IVR or a SMS MFA Device ............................................... 45 How to Activate an IVR or a SMS MFA Device ........................................ 47 How to Add a Google Authenticator Browser Plugin MFA Device ............ 48 How to Add a Google Authenticator Mobile App MFA Device .................. 51 How to Add an Okta Verify MFA Device ................................................... 53 How to Edit Email MFA Device Settings ................................................... 55 How to Remove an MFA Device............................................................... 57

10. How to Use the IDM Manage My Roles Function ................................................ 59
10.1 How to Launch and Close the Manage My Roles Function ............................ 59 10.2 How to View a Summary of Approved Roles .................................................. 59 10.3 How to View Role Details................................................................................ 60 10.4 How to Remove a Role ................................................................................... 62
10.4.1 How to Remove a Role using the Manage My Roles UI ........................... 62 10.4.2 How to Remove a Role using the Application Roles UI ............................ 63

11. How to Use the IDM My Requests Function ........................................................ 65
11.1 How to Launch and Close the My Requests Function .................................... 65 11.2 How to View Pending Requests...................................................................... 65 11.3 How to View Pending Request Details............................................................ 67 11.4 How to Cancel Pending Requests .................................................................. 67
11.4.1 How to Cancel A Pending Request Using the My Requests UI ................ 68 11.4.2 How to Cancel A Pending Request using the Request Details UI ............ 68

12. How to Request HDT Access Via IDM .................................................................. 70 12.1 How to Request Access and Role to the HDT Application .............................. 70

13. Remote Identity Proofing ...................................................................................... 75
13.1 Overview of Remote Identity Proofing (RIDP)................................................. 75 13.2 Review and Accept the RIDP Terms and Conditions...................................... 75 13.3 Verify User Identity Information....................................................................... 76 13.4 Answer the Remote Identity Proofing Questions ............................................ 78
13.4.1 How to Address RIDP Failure ................................................................... 80 13.5 How to Recover from a Failed RIDP Procedure ............................................. 81
13.5.1 RIDP Phone Verification Failure ............................................................... 82 13.5.2 Remote Identity Proofing (RIDP) for HDT ................................................. 82

14. Using the HDT Application.................................................................................... 84
14.1 Log In to the HDT Application ......................................................................... 84 14.2 Application Layout........................................................................................... 88 14.3 Exiting the Application..................................................................................... 88

15. NPI Management (HDT-1001) ................................................................................ 90
15.1 Query .............................................................................................................. 93 15.1.1 Action........................................................................................................ 93

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15.1.2 Result ....................................................................................................... 94 15.2 Add ................................................................................................................. 94
15.2.1 Action........................................................................................................ 94 15.2.2 Result ....................................................................................................... 95 15.3 Terminate........................................................................................................ 96 15.3.1 Action........................................................................................................ 96 15.3.2 Result ....................................................................................................... 97
16. NPI Batch Management ......................................................................................... 99 16.1 Input File ......................................................................................................... 99 16.2 Output File .................................................................................................... 100 16.3 Viewing NPI Batch Management .................................................................. 104 16.4 Uploading a File ............................................................................................ 104 16.5 Downloading Output File............................................................................... 105 16.6 Invalid File Name Format Error Message ..................................................... 106
17. HDT Troubleshooting & Support Information ................................................... 107 17.1 Troubleshooting ............................................................................................ 107 17.2 HDT Connectivity Issues............................................................................... 107 17.3 Support Information ...................................................................................... 107
18. HDT Error Messages............................................................................................ 108 18.1 Access and Behavior Error Messages .......................................................... 108 18.2 Missing or Invalid NPI ................................................................................... 108 18.2.1 Batch File Error Messages ..................................................................... 108
19. Special Considerations ....................................................................................... 110 19.1 Data Size Limits ............................................................................................ 110 19.2 Daily Batch File Submission ......................................................................... 110
Appendix A: Record of Changes .......................................................................... 111
Appendix B: Acronyms.......................................................................................... 112
Appendix C: Glossary ............................................................................................ 113
List of Figures
Figure 1: IDM System (New User Registration Button Highlighted) .............................. 19
Figure 2: IDM System User Registration Form.............................................................. 20
Figure 3: IDM System User Account Creation Form ..................................................... 21
Figure 4: IDM System Sign-In UI................................................................................... 22

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Figure 5: Verification Code Request UI ......................................................................... 23 Figure 6: One-time Verification Code Email and the Verification Code UI..................... 23 Figure 7: Dashboard for Users without Approver or Help Desk Capabilities ................. 24 Figure 8: IDM Change Password UI.............................................................................. 25 Figure 9: IDM System Sign-In UI - Forgotten Password Recovery Link ........................ 26 Figure 10: IDM System Reset Password UI .................................................................. 26 Figure 11: Answer Forgotten Password Challenge UI................................................... 27 Figure 12: Reset Your Password UI .............................................................................. 28 Figure 13: IDM System Unlock Account UI ................................................................... 29 Figure 14: Unlock Request Sent UI ............................................................................... 30 Figure 15: Answer Unlock Account Challenge Question UI .......................................... 31 Figure 16: Account Successfully Unlocked UI ............................................................... 31 Figure 17: IDM Self-Service UI for Users without Approver or Help Desk Capabilities . 32 Figure 18: My Profile Button and My Profile Taskbar Option......................................... 36 Figure 19: My Profile - My Information .......................................................................... 37 Figure 20: My Profile - Personal Contact Information.................................................... 37 Figure 21: My Profile - Edit Personal Contact Information Form ................................... 38 Figure 22: My Profile - Business Contact Information ................................................... 39 Figure 23: My Profile - Edit Business Contact Information Form ................................... 40 Figure 24: My Profile - Change Password Form ........................................................... 41 Figure 25: My Profile - Change Security Question Form ............................................... 42 Figure 26: Active MFA Factor (Authentication Factor) Selection List ............................ 44 Figure 27: Manage MFA Devices Function ................................................................... 45 Figure 28: Manage MFA Devices - Option to Add Another Device ............................... 46 Figure 29: IVR MFA Device Configuration Form ........................................................... 46 Figure 30: Text Message (SMS) MFA Device Configuration Form ............................... 46 Figure 31: IVR and SMS MFA Confirmation UIs ........................................................... 47

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List of Figures

Figure 32: Activate Factor UI......................................................................................... 48 Figure 33: Google Authenticator MFA Device Registration UI ...................................... 49 Figure 34: Google Authenticator MFA Device Registration Quick Response (QR) Code.
................................................................................................................................. 50 Figure 35: Google Authenticator Browser Plugin with Scan/Action Button .................... 50 Figure 36: Google Authenticator Browser Plugin with One-time Verification Code ....... 51 Figure 37: Google Authenticator MFA Device Registration UI ...................................... 52 Figure 38: Google Authenticator MFA Device Registration QR Code ........................... 52 Figure 39: Google Authenticator Mobile App Setup Screen .......................................... 53 Figure 40: Okta Verify MFA Device Registration UI ...................................................... 54 Figure 41: Okta Verify MFA Device Registration QR Code ........................................... 54 Figure 42: Okta Verify Mobile App Setup Screen .......................................................... 55 Figure 43: Edit Email MFA Device Settings (Personal Contact Information UI) ............ 56 Figure 44: Edit Email MFA Device Settings (Personal Contact Information Form)........ 57 Figure 45: Manage MFA Devices Function - Remove Factor........................................ 58 Figure 46: Remove MFA Device Decision UI ................................................................ 58 Figure 47: Manage My Roles Function Button and Taskbar Option .............................. 59 Figure 48: Manage My Roles UI.................................................................................... 60 Figure 49: Manage My Roles - Application Roles UI ..................................................... 61 Figure 50: Manage My Roles UI.................................................................................... 62 Figure 51: The Remove Role Decision UI ..................................................................... 63 Figure 52: Manage My Roles - Application Roles UI Displays Role with no Attributes.. 63 Figure 53: The Remove Role Decision UI ..................................................................... 64 Figure 54: The My Requests Button, Taskbar Option, and Indicator............................. 65 Figure 55: My Requests UI Displays Role with No Attributes ........................................ 66 Figure 56: My Requests UI Displays Role with Attributes & Details .............................. 66 Figure 57: Request Details UI Displays Role with no Attributes .................................... 67 Figure 58: My Requests UI Displays Role with no Attributes ........................................ 68

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Figure 59: Cancel Role Requests Decision UI .............................................................. 68 Figure 60: Request Details UI Displays a Request for Role with Attributes................... 69 Figure 61: Cancel Role Requests Decision UI .............................................................. 69 Figure 62: Role Request Button and Role Request Taskbar Option ............................. 70 Figure 63: Role Request that Requires Application and Role ....................................... 71 Figure 64: Role Request Helpdesk Details (Optional Step)........................................... 71 Figure 65: Role Request Specifying HDT Role ............................................................. 72 Figure 66: Role Request Specifying Additional Details ................................................. 72 Figure 67: Role Request Ready for Submission ........................................................... 73 Figure 68: Successful Role Request Message.............................................................. 73 Figure 69: RIDP Overview Page with Link to Terms and Conditions ............................ 76 Figure 70: Identity Information Verification Form........................................................... 77 Figure 71: RIDP Proofing Questions ............................................................................. 79 Figure 72: RIDP Successful Message........................................................................... 80 Figure 73: Role Request UI with RIDP Failure Message............................................... 80 Figure 74: Cancel Role Request Process Decision Window ......................................... 81 Figure 75: Experian Identity Verification Confirmation................................................... 81 Figure 76: RIDP Phone Verification Failure................................................................... 82 Figure 77: IDM System Sign-In Window........................................................................ 84 Figure 78: An Example Sign in Error: Agree to Terms & Conditions ............................. 85 Figure 79: MFA OTP Request Window ......................................................................... 85 Figure 80: Sample MFA OTP Email and the MFA Verification Window ........................ 86 Figure 81: MFA OTP Notification with Send Again Request Link .................................. 86 Figure 82: HETS Desktop Home Screen (HDT-1000)................................................... 87 Figure 83: HDT Application Site Map ............................................................................ 88 Figure 84: CMS IDM System Web Access Management (Logout) Screen ................... 89 Figure 85: HDT NPI Management Screen (HDT-1001)................................................. 90

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Figure 86: HDT NPI Management Screen (HDT-1001) – Results ................................. 91 Figure 87: HDT NPI Management Screen (HDT-1001) – Query ................................... 93 Figure 88: HDT NPI Management Screen (HDT-1001) – Query Results ...................... 94 Figure 89: HDT NPI Management Screen (HDT-1001) – Add ...................................... 95 Figure 90: HDT NPI Management Screen (HDT-1001) – Add Results.......................... 96 Figure 91: HDT User Interface NPI Management Screen (HDT-1001) – Terminate ..... 97 Figure 92: HDT NPI Management Screen (HDT-1001) – Terminate Results................ 98 Figure 93: NPI Batch Management Menu Navigation ................................................... 99 Figure 94: HDT-1002 NPI Batch Management Screen ............................................... 104 Figure 95: Select Upload File for Processing .............................................................. 105 Figure 96: Submitted File – In Progress Verification and Output File .......................... 105 Figure 97: EFT File Download..................................................................................... 106 Figure 98: Invalid File Name Format ........................................................................... 106 Figure 99: NPI Management – Invalid NPI Screen...................................................... 108

List of Tables
Table 1: Quick Reference Guide ................................................................................... 14 Table 2: Summary of MFA Factors and Their Functions ............................................... 18 Table 3: Summary of Common Self-Service UI Controls and Features ........................ 32 Table 4: IDM System Self-Service Functions Common to all Users.............................. 33 Table 5: Self-Service UI Common Controls................................................................... 33 Table 6: User Profile Information Categories ................................................................ 35 Table 7: Manage MFA Devices Function Controls ........................................................ 42 Table 8: Summary of MFA Device Management Actions .............................................. 45 Table 9: Manage My Roles Function Controls .............................................................. 60 Table 10: My Requests Function Controls .................................................................... 66

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Table 11: Input File Layout and Element Description .................................................. 100 Table 12: Output File Layout ....................................................................................... 101 Table 13: Access and Behavior Error Messages ........................................................ 108 Table 14: Batch File Error Messages .......................................................................... 109 Table 15: Record of Changes ..................................................................................... 111 Table 16: Acronyms .................................................................................................... 112 Table 17: Glossary ...................................................................................................... 113

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Introduction

1. Introduction
This User Guide provides the information necessary for Clearinghouse and Direct Provider Submitters to effectively use the Health Insurance Portability and Accountability Act (HIPAA) Eligibility Transaction System (HETS) Desktop (HDT) application.
1.1 HDT IDM User Guide Intended Audience
The intended audience of the HDT Identity Management (IDM) User Guide consists of the following users:
• New HDT users who create their user accounts via IDM.
• Existing HDT users who were migrated from the legacy Enterprise Identity Management system.
1.2 User Guide Purpose
Centers for Medicare & Medicaid Services (CMS) is dedicated to safeguarding Protected Health Information (PHI) and ensuring that only entitled Medicare providers and suppliers receive Medicare benefit information. CMS requires all Submitters to ensure that they are only sending active, valid Fee For Service (FFS) Medicare National Provider Identifier (NPI) numbers to the HETS 270/271 application. Submitters must utilize the HDT application to register and maintain an updated record of their business relationships with their HETS 270/271 provider and/or supplier customers prior to submitting HETS 270/271 transactions. In addition, Submitters can verify if NPI numbers are eligible for use with the HETS 270/271 application. This user guide describes the IDM Self-Service User Interface (UI) and the HDT application. This user guide provides users with step-by-step instructions for performing the following tasks (based on access privileges) using the IDM Self-Service UI:
• How to access the IDM System
• How to register a new IDM user account
• How to sign in to the IDM System
• How to use the IDM My Profile function
• How to use the IDM Manage My Roles function
• How to use the IDM My Requests function
• How to request HDT access via IDM
• How to set up Remote Identity Proofing (RIDP)
• How to unlock an IDM account
• How to reset expired or forgotten passwords
• How to view and manage user profile settings
• How to manage requests that are pending action by an approver
• How to use the HDT application to create Submitter ID/Provider relationships

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HETS Desktop IDM User Guide